HomeMy WebLinkAbout2008-02-25 Work Session Minutes{ Deschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org
MINUTES OF WORK SESSION
DESCHUTES COUNTY BOARD OF COMMISSIONERS
MONDAY, FEBRUARY 25, 2008
Present were Commissioners Dennis R. Luke, Tammy Melton and Michael M
Daly. Also present were Dave Kanner, County Administrator; Erik Kropp, Deputy
County Administrator; David Inbody, Assistant to the County Administrator; Anna
Johnson, Communications; Teresa Rozic, Property Manager; Marty Wynne,
Finance; media representative Hillary Borrud of The Bulletin; and six other
citizens.
Chair Luke opened the meeting at 3:30 p.m.
1. Tax/Finance Update.
Marty Wynne explained that the yield is high overall because the County
invested in 18 -month securities last year, and the pool is still higher than other
investments. A reduction of 50% is being budgeted for the next fiscal year.
That gives time to adjust and to budget for change. The CPI came in at about
what was expected.
Revenue projects will be $900,000 under budget, but beginning net working
capital may be higher than the current year. Some departments are holding
some positions open at this point, which represents a savings.
The net budgetary requirements for CDD is over $1.1 million. January was a
poor month. A loss of about $300,000 resulted from non -activity during the
month of January. There is a policy question regarding what is required to be in
place and whether it is smart to lose trained personnel. It is hard to project out
what revenue will be for the next six months, and whether reserves should be
spent. Dave Kanner added that staff is needed to handle long-range planning
projects as well.
Minutes of Administrative Work Session Monday, February 25, 2008
Page 1 of 6 Pages
Thus far, no money has been received form the City regarding the Bethlehem
Inn loan.
Commissioner Luke asked for further information regarding the Budget
process, in particular Parole & Probably and the Sheriff and the split of State
funding. Commissioner Melton said that she doesn't want it to get to the point
where they have to make a policy decision and there's no time to talk about it.
Mr. Kanner stated that in his opinion, they are not nearly close enough to make
these types of policy changes.
2. Discussion of Cable Franchise Agreements.
Commissioner Melton expressed concern that this is not a good time to add a
franchise fee, as it could be a hardship for some citizens. Mr. Kanner said that
perhaps the franchise fee could be implemented with 90 days' notice, and the
County could delay enacting it. The agreement would already be in place but
the Board would have to take a separate action to implement it.
Commissioner Luke is worried about the upcoming 911 levy passage and other
entities that need public funding.
The franchise agreement would still provide that the cable company televise
Board meetings, but there is an ongoing expense for having someone run the
equipment at each meeting. It was planned that franchise fee revenue would
pay for this. The cost could be $25,000 per year plus the original expense of
purchasing the equipment, which may cost $50,000.
The Board was supportive of implementing the agreement but the fee would not
yet be imposed.
3. Review of Revised Community Grant Process.
The process for funding objectives and criteria for considering grant
applications were discussed. Commissioner Luke asked if there is a way to get
answers to groups as soon as possible so they can continue their respective
budget processes. Mr. Kanner said that one question they have struggled with
is whether organizations should receive lottery grant funds for ongoing
operations. There are four choices that would complement work done by the
County. Commissioner Luke stated that some may not fit into one of the four
categories and he doesn't want to eliminate those that can be important to the
County in certain circumstances.
Minutes of Administrative Work Session Monday, February 25, 2008
Page 2 of 6 Pages
Mr. Kanner stated that many of these groups provide services that the County
would have to provide if the group was not there, or otherwise are service
providers. He suggested $150,000 go to the Board, $300,000 go for budgeted
grants, and $50,000 in the fund for future emergencies. $100,000 goes to
EDCO and $106,000 goes to Parole & Probation, and there are internal service
expenses to consider.
Commissioner Melton said that it appears the same groups are always funded,
and many of those groups also receive funds from the United Way. Some
agencies may find it difficult to apply or don't fit into the categories.
Commissioner Luke stated he doesn't have a problem funding some groups that
are already receiving United Way funding. Commissioner Melton said that
some groups may not remain solvent without a good donor base established.
Mr. Kanner said that many groups rely on in-kind donations but may not have a
big budget. A grant from the County can make a big difference in this situation.
The economic development grant usually is for under $5,000. The budgeted
grants are for larger amounts but a smaller number of groups.
Commissioner Melton would like to address the recreational non-profit
agencies such as pay to play, and 4-H. Commissioner Luke said that 4-H is a
small, focused group and grants should be open to entities with a larger
constituency, fulfilling basic needs.
Commissioner Daly said that there are groups that won't fit the criteria that
perhaps the Board would want to consider. He suggested a fifth choice be
added to at least leave it open for discussion. Commissioner Luke stated they
could try the revised program for a while and see how it works.
In regard to using funds for operations, the question was discussed but no
decision made. There are too many variables, per Commissioner Luke.
Mr. Kanner said that a committee should be formed to review the applications
and make recommendations.
Minutes of Administrative Work Session Monday, February 25, 2008
Page 3 of 6 Pages
4. Discussion of South County Financial Assistance Advisory Committee
Charter.
Dave Kanner referred to a memo regarding the committee (a copy is attached
for reference). The Board has discussed this matter several times but had not
yet taken a vote on the charter. There was a small change made to the proposed
charter. The committee will be meeting in the near future.
The first five bullet points are not open for discussion; these are determinations
that have been made by the DEQ. Discussion occurred regarding a time limit
and if there is one for the Committee to make its decisions regarding financing.
Commissioner Daly said there has to be a time limit or it will never begin.
David Inbody stated that the consultant recommended 90 days so the committee
will do a good job of managing its time.
The committee needs to look at the draft language of the local rule to make sure
it adequately addresses alternate systems, if that is a concern of the committee.
Dave Kanner said this could be added to the questions asked of the committee.
Citizen Darryl Hughes asked if local rule passes, when will the systems start
monitoring how it is being done. Commissioner Luke stated there are
companies that do monitoring. Mr. Hughes clarified that he is wondering how
they will check the aquifer to determine if there is improvement. Commissioner
Baney said that testing has a timeline.
Mr. Kanner said that the testing is not triggered by the number of systems that
are installed. One theory is that the cost of the systems will go down as they
become more commonplace. Staff has recommended ten years to complete the
process. The USGS suggested testing at intervals during that timeframe.
A question was raised regarding the timing of the implementation of the local
rule, should it be adopted. Commissioner Luke stated that DEQ has said that
doing nothing is not an option, and the County, on behalf of the State, has to act
or DEQ will take over. Comments on the local rule will be sought but action
needs to be taken.
Ed Criss stated that if the committee looks at alternatives, would these include
cluster systems and sewer. Mr. Kanner stated that he believes this language
would be included and any alternative would be considered as long as it is equa I
or better at reducing nitrate levels.
Minutes of Administrative Work Session Monday, February 25, 2008
Page 4 of 6 Pages
DALY: Move adoption of the charge to the committee as discussed.
MELTON: Second.
VOTE: MELTON: Yes.
DALY: Yes.
LUKE: Chair votes yes.
5. Requests for Economic Development Grant F
• 4-H Leaders' Association — Five C's Project
granted $1,000 each.
• Big Brothers Big Sisters of Central Oregon —
the Commissioners granted $500 each.
unds.
— the three Commissioners
2008 Bowl for Kids' Sake —
6. Other Items.
The Thornburgh Resort appeal has been remanded to the County, and a hearing
could be held the morning of March 19 to address this issue. The Board
indicated this is acceptable.
Commissioner Baney said that Robert Ray had requested information on the
South County groundwater situation and was charged $27 for it. It was learned
that the information is now available on line and she feels that this charge
should be refunded to him as a good faith gesture. Commissioner Luke is
concerned about setting precedence. The Bulletin asks for a waiver of fees
almost every time they request public information. Commissioner Daly agreed
that this would set precedence and is concerned about allowing this type of
waiver even though the amount is not very much.
Commissioner Daly said that Ochoco Health Systems does not want to take on
the La Pine clinic. The funds are available, however, and the Steffeys may be
able to become an FQHC themselves in order to save the grant for La Pine.
This would allow the Steffeys to stay in business. The County is not liable as it
is a federal grant and the Steffeys would have to go through the federal process.
The County did grant $50,000 earlier to do the study to determine the needs of
the community. However, it was a grant and not a loan that would need to be
repaid, and did result in the FQHC grant.
Minutes of Administrative Work Session Monday, February 25, 2001,,
Page 5 of 6 Pages
Commissioner Luke stated that funding for Mary's Place was addressed in a
memo from Judge Sullivan. Commissioner Melton said that he would like
some court fees raised to ensure sustainability of Mary's Place. This is a fee of
$15 that divorcing couples pay at the time they file. It can be raised as a part of
the fee schedule.
Regarding the LPSCC agenda, Commissioner Baney asked about the Parole and
Probation/Sheriff's Office funding split. She would like to focus just on the
report and not look into potential changes to the funding split.
The Board was asked for a letter of support from Housing Works for Barbara's
Place in Redmond. The Commissioners were supportive.
The Board was asked for a letter of support for Crest Butte apartments being
turned into affordable housing. The Commissioners were supportive.
Being no further discussion, the meeting adjourned at 3:35 p.m.
DATED this 25th Day of February 2008 for the Antes County Board
of Commissioners.
ATTEST:
Recording Secretary
Dennis R. Lukes . it
Tammy (Baney) Melton, Vice Chair
Mic ael
a
y,
mmissioner
Minutes of Administrative Work Session
Page 6 of 6 Pages
Monday, February 25, 2008
TES
to -1 Deschutes County Board of Commissioners
0 C 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, FEBRUARY 25, 2008
1. Tax/Finance Update — Marty Wynne
2. Discussion of Cable Franchise Agreements
3. Review of Revised Community Grant Process — David Inbody
4. Discussion of South County Financial Assistance Advisory Committee Charter
— David Inbody
5. Requests for Economic Development Grant Funds:
• 4-H Leaders' Association — Five C's Project
• Big Brothers Big Sisters of Central Oregon — 2008 Bowl for Kids' Sake
6. 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 alternative formats or for further information.
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Monthly Meeting with Board of Commissioners
Finance Director/Treasurer
AGENDA
February 25, 2008
(1) Monthly Investment Report
(2) January 2008 Financial Statements
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Total Investment Income 510,321 3,373,348
Less Fee: 5% of Invest. Income (25,516) (168,667)
Investment Income - Net $ 484,805 $ 3,204,681
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Total Investments $127,590,142
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Memorandum
Date: February 19, 2008
To: Board of County Commissioners
Dave Kanner, County Administrator
From: Marty Wynne, Finance Director
RE: Monthly Financial Reports
Attached please find January 2008 financial reports for the following funds: General
(001), Community Justice — Juvenile (230), Sheriffs (255, 701, 702), Health (259),
Mental Health (275), Community Development (295), Road (325), Community
Justice — Adult (355), Commission on Children & Families (370-399), Solid Waste
(610), Insurance Fund (670), Health Benefits Trust Fund (675) and 9-1-1 (705).
The projected information has been reviewed and updated, where appropriate, by the
respective departments.
Cc: All Department Heads
GENERAL FUND
Statement of Financial Operating Data
Seven Months Ended January 31, 2008
Year to Date
Budget
Actual
Variance
FY %
CoII. %
Revised
Budget
Year End
Projection
Variance
Variance
RESOURCES:
Beg. Net Working Capital $ 5,920,000 $ 6,713,253 $ 793,253 100% 113% $ 5,920,000 $ 6,713,253 $ 793,253 13%
Revenues
Property Taxes 10,822,000 16,489,830 5,667,830 58% 89% 18,552,000 18,665,230 113,230 1%
Gen. Rev. - excl. Taxes 1,473,835 1,817,427 343,592 58% 72% a) 2,526,574 2,526,574 0%
Assessor 628,349 778,528 150,179 58% 72% b)c) 1,077,170 967,000 (110,17(1) -10%
County Clerk 1,330,058 963,475 (366,583) 58% 42% d) 2,280,100 1,510,100 (770,00(1) -34%
BOPTA 10,187 13,475 3,288 58% 77% b) 17,464 17,464 0%
Board of County Comm. 58 238 180 58% 238% 100 238 13E 138%
District Attorney 159,483 160,774 1,291 58% 59% e) 273,400 315,000 41,60(! 15%
Finance/Tax 145,743 180,831 35,088 58% 72% b) 249,845 249,845 0%
Veterans 42,000 35,413 (6,587) 58% 49% f) 72,000 72,000 0%
Property Management 49,583 51,581 1,998 58% 61% 85,000 87,000 2,000 2%
Grant Projects 1,167 1,169 2 58% 58% 2,000 2,000 - 0%
Total Revenues 14,662,463 20,492,741 5,830,278 58% 82% 25,135,653 24,412,451 (723,202) -3%
TOTAL RESOURCES 20,582,463 27,205,994 6,623,531 58% 88% 31,055,653 31,125,704 70,051
REQUIREMENTS:
Expenditures
Assessor 2,199,232 1,954,477 244,755 58% 52% g) 3,770,112 3,470,112 300,000
County Clerk 942,116 769,708 172,408 58% 48% h) 1,615,056 1,390,056 225,000
Exp.
0%
8%
14%
BOPTA 38,509 33,164 5,345 58% 50% 66,016 56,000 10,016 15%
BOCC 453,238 405,760 47,478 58% 52% 776,979 720,979 56,000 7%
District Attorney 2,675,668 2,469,094 206,574 58% 54% i) 4,586,859 4,310,859 276,000 6%
Finance/Tax 495,395 479,036 16,359 58% 56% 849,249 845,766 3,483 0%
Veterans 169,958 113,244 56,714 58% 39% 291,356 241,356 50,000 17%
Property Management 142,316 129,446 12,870 58% 53% i) 243,970 228,970 15,000 6%
Grant Projects 56,560 55,682 878 58% 57% 96,960 96,960 0%
Non -Departmental 2,603,774 3,692,603 (1,088,829) 58% 83% j) 4,463,612 4,463,612 0%
Contingency 905,322 905,322 58% n/a k) 1,551,980 1,551,980 100%
10,682,088 10,102,214 579,874 58% 55% 18,312,149 15,824,670 2,487,479 14%
Transfers Out 7,168,294 7,101,614 66,680 58% 58% 12,288,504 12,288,504 0%
TOTAL REQUIREMENTS 17,850,382 17,203,828 646,554 58% 56% 30,600,653 28,113,174 2,487,479 8%
NET (Resources - Requirements) 2,732,081 10,002,166 7,270,085 * 455,000 3,012,530 2,557,530
a) Receipts of Cigarette Tax and Liquor Revenue trending higher than anticipated.
b) A&T grant payment received quarterly. Three quarterly payments received through 1-31-08.
c) Revenue projection reduction for GIS transfer funds related to a GIS project that may be discontinued. (See footnote g.)
d) Projection adjustment based on trending of Filing & Recording Fees.
e) Additional revenues expected from the Department of Justice HIDTA grant.
f) Payments received quarterly. Two quarterly payments received through 1-31-08.
g) Projection adjusted $100,000 for salary savings and $75,000 for costs that will not be incurred if GIS project is discontinued.
h) Planned expenditure for September election and for capital outlay will not occur.
i) Personnel services expenditures will be less than amount appropriated.
j) $3,160,000 short-term loan to Fund 457 "Jamison Acq and Remodel" included in YTD Actual, Revised Budget
and Year End Projection. Reported as an expenditure in accordance with GAAP for governmental accounting.
k) The Contingency in the Adopted Budget was $5,192,855. The decrease of $3,640,875 is due to (1) an appropriation transfer
of $205,000 to the Fair & Expo Construction Fund, (2) an appropriation transfer of $25,875 to General Fund -Veterans'
Department (3) an appropriation transfer of $250,000 to Bethlehem Inn Fund (128) and appropriation transfer for Loan to Fund 457.
* The net of $455,000 is due to transferring $205,000 of appropriation to the Fair & Expo Construction Fund and $250,000 of
appropriation to Bethlehem Inn Fund
COMM JUSTICE -JUVENILE
Statement of Financial Operating Data
Seven Months Ended January 31, 2008
Year to Date
Budget
Actual
Variance
FY %
Coll. %
Revised
Year End
Budget
Projection
Variance
RESOURCES:
Beg. Net Working Capital $ 900,000 $ 987,986 $ 87,986 100% 110% $ 900,000 $ 987,986 $ 87,986
Revenues
Federal Grants 113,940 69,348 (44,592) 58% 36% a) 195,325 195,325
SB #1065 -Court Assess. 28,000 35,797 7,797 58% 75% 48,000 64,000 16,000
State Miscellaneous 2,680 (2,680) 58% 0% b) 4,594 (4,594)
Discovery Fee 5,833 8,971 3,138 58% 90% c) 10,000 16,000 6,000
Food Subsidy 22,750 19,062 (3,688) 58% 49% d) 39,000 39,000 -
Juvenile Crime Prevention 157,728 148,240 (9,488) 58% 55% a) 270,391 296,480 26,089
Inmate/Prisoner Housing 46,667 36,300 (10,367) 58% 45% e) 80,000 60,000 (20,000)
Inmate Commissary Fees 700 243 (457) 58% 20% 1,200 600 (600)
Contract Payments 387,749 250,949 (136,800) 58% 38% f) 664,712 430,358 (234,354)
Miscellaneous 292 150 (142) 58% 30% 500 300 (200)
Program Fees 176 176 58% n/a 176 176
MIP Diversion Fees 2,333 1,050 (1,283) 58% 26% 4,000 1,600 (2,400)
Interest on Investments 21,000 35,471 14,471 58% 99% 36,000 60,000 24,000
Leases 20,250 10,468 (9,782) 58% 30% g) 34,714 12,574 (22,140)
Grants - Private 2,003 2,003 58% n/a 2,003 2,003
Level 7 73,406 52,705 (20,701) 58% 42% a) 125,839 105,409 (20,430)
Total Revenues 883,328 670,933 (212,395) 58% 44% 1,514,275 1,283,825 (230,450)
Transfers In -General Fund 3,461,047 3,461,047 - 58% 58% 5,933,223 5,933,223
TOTAL RESOURCES 5,244,375 5,119,966 (124,409) 58% 61% 8,347,498 8,205,034 (142,464)
REQUIREMENTS:
Expenditures
Community Justice -Juvenile
Personal Services
Exp. %
1,519,894 1,468,606 51,288 58% 56% h) 2,605,532 2,590,000 15,532
Materials and Services 1,083,632 815,744 267,888 58% 44% i) 1,857,654 1,600,000 257,654
Capital Outlay 58 58 58% 0% 100 100
Juvenile Resource Center
Personal Services 1,733,613 1,603,118 130,495 58% 54% h) 2,971,908 2,740,000 231,908
Materials and Services 137,992 110,098 27,894 58% 47% 236,557 185,000 51,557
Capital Outlay 58 58 58% 0% 100 100
Contingency 394,127 394,127 58% n/a 675,647 675,647
TOTAL REQUIREMENTS 4,869,374 3,997,566 871,808 58% 48% 8,347,498 7,115,000 1,232,498
NET (Resources - Requirements) 375,001 1,122,400 747,399 - 1,090,034 1,090,034
a) Reimbursements requested quarterly. Federal grants are expected to be fully realized by fiscal year end. Juvenile Crime
Prevention and Level 7 projections adjusted for funding changes by the State finalized in August.
b) Amount budgeted received in FY 2007.
c) Requests for discovery documents are higher than anticipated.
d) Reimbursement requested one month in arrears. Anticipate total budgeted amount to be received by year end.
e) Due to increased population of in -county youth (WellSpring Program), housing available for out -of -county youth decreased
resulting in a decline in revenues from this source. Since the discontinuance of the WellSpring Program (August 31st),
out -of -county youth population and associated revenues are increasing and should meet the new projection figure.
f) Billing to DHS is generated in succeeding month with payments being received 8-10 weeks after billing. Projection adjusted
for elimination of WellSpring Program.
g) Lessee (Trillium) moved out early in the fiscal year. Revenue projection decreased to reflect termination of lease.
h) Projection adjusted for salary savings from unfilled positions and estimated savings on Resource Center on-call personnel.
i) Projection adjusted to reflect reduction in anticipated expenditures including DHS match for WellSpring Program.
RESOURCES:
Beg. Net Working Capital
Revenues
Law Enf Dist Countywide
Law Enf Dist Rural
Interest
Total Revenues
TOTAL RESOURCES
SHERIFF - Revenue Detail
Statement of Financial Operating Data
Seven Months Ended January 31, 2008
Year to Date
Budget
Actual
Variance
FY %
Coll. %
$ 2,562,148
10,755,939
7,062,018
Revised
Year End
Budget
Projection
Variance
$ 2,648,830 $ 86,682 100% 103% $ 2,562,148 $ 2,648,830 $ 86,682
9,190,024
6,468,788
54,056
(1,565,915)
(593,230)
54,056
17,817,957
15,712,868 (2,105,089)
58%
58%
58%
58%
50% a) 18,438,752 16,457,050 (1,981,702)
53% a) 12,106,316 11,059,849 (1,046,467)
n/a 54,056 54,056
51% 30,545,068 27,570,955 (2,974,113)
20,380,105 18,361,698 (2,018,407) 58% 55% 33,107,216 30,219,785 (2,887,431)
REQUIREMENTS:
EXPENDITURES & TRANSFERS
Sheriffs Division 1,278,408
Civil 386,942
Automotive/Communications 746,553
Investigations/Evidence 1,210,581
Patrol/Civil/Comm Supp 4,308,842
Records 339,036
Adult Jail 5,091,190
Court Security 141,377
Emergency Services 79,459
Special Services Division 438,491
Regional Work Center 2,119,816
Training Division 114,502
Non -Departmental 1,625,683
Contingency 1,402,500
Transfers Out 29,167
1,001,760
386,772
745,239
1,220,232
4,146,860
339,880
4,461,544
111,991
79,069
437,738
2,296,657
104,874
2,600,557
276,648
170
1,314
(9,651)
161,982
(844)
629,646
29,386
390
753
(176,841)
9,628
(974,874)
1,402,500
58%
58%
58%
58%
58%
58%
58%
58%
58%
58%
58%
58%
58%
58%
Exp. %
46% b)
58%
58% c)
59%
56% d)
58%
51% e)
46%
58%
58%
63%
53%
93%
n/a
25,000 4,167 58% 50%
TOTAL REQUIREMENTS 19,312,547
NET (Resources - Requirements)
17,958,173 1,354,374 58%
1,067,558 403,525 (664,033)
54%
9)
f)
h)
9)
2,191,557
663,327
1,279,803
2,075,281
7,386,586
581,205
8,727,754
242,360
136,215
751,698
3,633,970
196,289
2,786,885
2,404,286
1,958,093 233,464
663,327
1,251,140
2,075,281
7,149,519
573,977
8,135,454
229,959
136,115
1,526,167
3,396,938
200,248
2,873,567
50,000 50,000
28,663
237,067
7,228
592,300
12,401
100
(774,469)
237,032
(3,959)
(86,682)
2,404,286
33,107,216 30,219,785 2,887,431
RESOURCES:
Beg. Net Working Capital
Total Revenues
TOTAL RESOURCES
REQUIREMENTS:
Sheriffs Services
Personnel
Materials & Services
Capital Outlay
Total Sheriffs Services
Civil
Personnel
Materials & Services
Capital Outlay
Total Civil
Automotive/Communications
Personnel
Materials & Services
Capital Outlay
Total Automotive/Communications
Investigations/Evidence
Personnel
Materials & Services
Capital Outlay
Total Investigations/Evidence
Patrol/Civil/Comm Support
Personnel
Materials & Services
Capital Outlay
Total Patrol/Civil/Comm Supp
Records
Personnel
Materials & Services
Capital Outlay
Total Records
Adult Jail
Personnel
Materials & Services
Capital Outlay
Total Adult Jail
Court Security
Personnel
Materials & Services
Capital Outlay
Total Transport/Court Security
Emergency Services
Personnel
Materials & Services
Capital Outlay
Total Emergency Services
Special Services
Personnel
Materials & Services
Capital Outlay
Total Special Services
Regional Work Center
Personnel
Materials & Services
Capital Outlay
Total Regional Work Center
Training
Personnel
Materials & Services
Capital Outlay
Total Training
Non -Departmental
Materials & Services
Transfers Out
Contingency
Total Non -Departmental
Total Requirements
NET (Resources - Requirements)
SHERIFF -Expenditure Detail
Statement of Financial Operating Data
Seven Months Ended January 31, 2008
Year to Date
Budget
Actual
Variance
FY
CoII. %
Revised
Budget
Year End
Projection
Variance
$ 2,562,148 $ 2,648,830 $ 86,682 100% 103% $ 2,562,148 $ 2,648,830 $ 86,682
17,817,957 15,712,868 (2,105,089) 58% 51% 30,545,068 27,570,955 (2,974,113)
20,380,105 18,361,698 (2,018,407) 58% 55%
733,648
433,927
110,833
1,278,408
331,020
33,171
22,750
386,941
193,107
542,653
10,792
746,552
1,042,881
153,116
14,583
1,210,580
3,844,299
298,293
166,250
4,308,842
301,803
37,175
58
339,036
4,094,814
808,122
188,254
5,091,190
115,927
7,950
17,500
141,377
601,840 131,808
399,920 34,007
110,833
1,001,760 276,648
331,731
23,851
31,190
386,772
168,287
568,452
8,500
745,239
1,053,683
141,556
24,993
1,220,232
3,619,699
304,917
222,244
4,146,860
(711)
9,320
(8,440)
169
24,820
(25,799)
2,292
1,313
(10,802)
11,560
(10,410)
(9,652)
224,600
(6,624)
(55,994)
161,982
289,374 12,429
50,506 (13,331)
58
339,880 (844)
3,709,249
705,061
47,234
4,461,544
107,908
4,083
111,991
67,770 66,351
11,631 12,718
58
79,459 79,069
367,562
53,429
17,500
438,491
1,100,818
219,014
799,983
2,119,815
82,896
31,547
58
114,501
1,625,683
29,167
1,402,500
3,057,350
19,312,542
361,604
51,426
24,708
437,738
808,316
78,582
1,409,759
2,296,657
91,241
13,633
104,874
2,600,557
25,000
2,625,557
17,958,173
385,565
103,061
141,020
629,646
8,019
3,867
17,500
29,386
58%
58%
58%
58%
58%
58%
58%
58%
58%
58%
58%
58%
58%
58%
58%
58%
58%
58%
58%
58%
58%
58%
58%
58%
1,419 58%
(1,087) 58%
58 58%
390
5,958 58%
2,003 58%
(7,208) 58%
753
292,502
140,432
(609,776)
(176,842)
(8,345)
17,914
58
9,627
(974,874)
4,167
1,402,500
431,793
1,354,369
1,067,563 403,525 (664,038)
58%
58%
58%
58%
58%
58%
Exp.
48%
54%
0%
58%
42%
80%
51%
61%
46%
59%
54%
100%
55%
60%
78%
56%
79%
0%
53%
51%
15%
54%
30%
0%
33,107,216 30,219,785 (2,887,431)
1,257,683
743,874
190,000
2,191,557
567,462
56,865
39,000
663,327
331,041
930,262
18,500
1,279,803
1,787,796
262,485
25,000
2,075,281
6,590,227
511,359
285,000
7,386,586
517,377
63,728
100
581,205
7,019,681
1,385,352
322,721
8,727,754
198,732
13,628
30,000
242,360
1,063,251 194,432
704,842 39,032
190,000
1,958,093 233,464
567,462
56,865
39,000
663,327
302,378 28,663
930,262
18,500
1,251,140 28,663
1,787,796
262,485
25,000
2,075,281
6,353,160 237,067
511,359
285,000
7,149,519 237,067
504,320 13,057
69,657 (5,929)
100
573,977 7,228
6,668,868 350,813
1,385,352 -
81,234 241,487
8,135,454 592,300
189,830 8,902
13,628 -
26,501 3,499
229,959 12,401
57% 116,177 116,177
64% 19,938 19,938
0% 100
136,215 136,115
57%
56%
82%
43%
21%
103%
64%
25%
0%
630,106
91,592
30,000
751,698
1,887,117
375,453
1,371,400
3,633,970
142,108
54,081
100
196,289
100
100
630,106
91,592
804,469 (774,469)
1,526,167 (774,469)
1,552,190
335,636
1,509,112
3,396,938
334,927
39,817
(137,712)
237,032
160,407 (18,299)
39,741 14,340
100
200,248 (3,959)
58% 93% 2,786,885 2,873,567 (86,682)
58% 50% 50,000 50,000
58% n/a 2,404,286 - 2,404,286
5,241,171 2,923,567 2,317,604
58% 54% 33,107,216 30,219,785 2,887,431
Sheriff Notes
Statement of Financial Operating Data
Seven Months Ended January 31, 2008
a) Projection reflects adjustment for actual expenditures reimbursed.
b) Labor expenses will be Tess than appropriated due to not filling the open Undersheriff position and
and hiring delays in other open positions. Professional services will be Tess than appropriated
for the year.
c) Personnel expenditures will be less than appropriated for the year due delay in hiring the new
auto mechanic.
d) One open patrol deputy position projected to be filled in February. Personnel expenditures for the
year will be less than appropriated due to delays in filling open position during the year.
e) Year to Date variance due to unfilled Corrections deputy positions. Expect all open positions to be
filled by March. Personnel expenditures projected to be less than appropriated. Capital Outlay
expenditures will be Tess than appropriated due to timing; expenditures for the jail control system
equipment replacement will not occur until next fiscal year.
f) Year to Date variance due to delay of filling opera positions at the Work Center. Personnel
and Materials & Services expenditures will be below budget for the year but will be partially offset
by higher than planned Capital Outlay for the approved change orders on the building renovation.
g)
Year End Projection includes $779,000 for equipment at the Mt. Bachelor radio site for Search &
Rescue. Appropriation will be transferred from Contingency.
h) Transfer of June 30, 2007 balance to County wide and Rural Law Enforcement Districts included
on this line. Year End Projection revised for fiscal year 2006-07 year end adjustments.
Sheriff 701
Statement of Financial Operating Data
Seven Months Ended January 31, 2008
Year to Date
Budget
Actual
Variance
FY %
Coll. %
RESOURCES:
Beg. Net Working Capital $ - $ $
Revenues
58%
n/a
Revised
Year End
Budget
Projection
Variance
$
$
Tax Revenues - Current 8,132,451 12,347,158 4,214,707 58% 89% 13,941,344 13,941,344 -
Tax Revenues - Prior 148,423 126,966 (21,457) 58% 50% 254,440 254,440 -
Federal Grants - 26,055 26,055 58% n/a a) 26,055 26,055
State Grant 26,341 24,763 (1,578) 58% 55% 45,156 45,156 -
Transp. of State Wards 2,917 5,406 2,489 58% 108% 5,000 8,000 3,000
SB 1145 1,168,769 1,633,348 464,579 58% 82% b) 2,003,604 2,177,796 174,192
Des. Cty Video Lottery Grant 204,167 (204,167) 58% 0% c) 350,000 350,000
Des Cty Sheriffs Office 751,121 1,295,648 544,527 58% 101% d) 1,287,636 1,327,064 39,428
Des Cty Court Security 58,337 58,337 58% 58% 100,006 100,006
Des Cty Juvenile Contract 5,600 8,626 3,026 58% 90% 9,600 9,600
Des Cty Parole & Prb Cnt 467 (467) 58% 0% 800 800
Transport - 1,009 1,009 58% n/a 1,009 1,009
Title III Reimbursement - - 58% n/a e) 75,000 75,000
Inmate Commissary Fees 46,667 24,156 (22,511) 58% 30% f) 80,000 80,000 -
Work Center Work Crews 43,750 (43,750) 58% 0% g) 75,000 38,400 (36,600)
Concealed Handgun Classes - 1,600 1,600 58% n/a 1,600 1,600
Soc Sec Incentive -Fed 2,333 3,600 1,267 58% 90% 4,000 4,000
Miscellaneous 7,875 1,597 (6,278) 58% 12% 13,500 13,500
Medical Services Reimb 9,800 4,984 (4,816) 58% 30% 16,800 16,800
Restitution 613 211 (402) 58% 20% 1,050 1,050
Sheriff Fees 89,609 95,407 5,798 58% 62% 153,615 153,615
Interest 52,500 42,169 (10,331) 58% 47% h) 90,000 90,000
Interest on Unsegregated 4,200 7,002 2,802 58% 97% 7,200 7,200
Rentals - 25,530 25,530 58% 2553000% 1) 1 43,766 43,765
Donations - 9,395 9,395 58% n/a j) - 9,395 9,395
Total Revenues 10,755,940 15,742,967 4,977,632 58% 85% 18,438,752 18,775,596 336,844
TOTAL RESOURCES 10,755,940 15,742,967 4,977,632 58% 85% 18,438,752 18,775,596 336,844
REQUIREMENTS:
EXPENDITURES & TRANSFERS
Materials and Services 10,755,940
Exp. %
9,190,024 1,565,916 58% 50% k) 18,438,752 16,457,050 1,981,702
TOTAL REQUIREMENTS 10,755,940 9,190,024 1,565,916 58% 50% 18,438,752 16,457,050 1,981,702
NET (Resources - Requirements) 6,552,943 6,543,548 - 2,318,546 2,318,546
a) Department of Justice payment for inmate services.
b) Projection adjusted for increase in 2007-09 State Budget Grant Allocation. Actual amount includes three quarterly payments.
c) Contribution toward Work Center remodel.
d) Allocation of beginning net working capital from Sheriffs Fund. Projection revised for fiscal year 2006-07 year end adjustments.
e) Title III approved allocation to Sheriffs Office.
f) Year to date variance due to timing of revenue from inmate phone service provider (GTI) and commissary purchases.
g) Revenue from work crews is planned in the fourth quarter after the work center reopens in March 2008.
h) Interest variance reflects timing of property tax revenue. Anticipate interest revenue to equal budget by fiscal year end.
Sheriff 702
Statement of Financial Operating Data
Seven Months Ended January 31, 2008
Year to Date
Budget
Actual
Variance
FY %
Coll. %
RESOURCES:
Beg. Net Working Capital $ $ $
Revenues
58%
n/a
Revised
Year End
Budget
Projection
Variance
Tax Revenues - Current 3,931,666 6,035,954 2,104,288 58% 90% 6,740,000 6,740,000 -
Tax Revenues - Prior 70,939 124,886 53,947 58% 103% 121,610 154,886 33,276
Federal Grants 10,792 10,455 (337) 58% 57% a) 18,500 18,500
US Forest Service 42,000 30,000 (12,000) 58% 42% 72,000 72,000
State Grant 46,312 35,003 (11,309) 58% 44% 79,392 79,392 -
SB #1065 Court Assessment 24,792 35,797 11,005 58% 84% b) 42,500 67,000 24,500
Marine Board License Fee 57,717 - (57,717) 58% 0% c) 98,944 98,944
Narcotic Task Force 64,167 55,000 (9,167) 58% 50% d) 110,000 110,000
Des Cty General Fund Grnt 213,061 (213,061) 58% 0% e) 365,247 365,247
Des Cty Transient Room Tax 1,332,773 1,332,773 58% 58% 2,284,753 2,284,753 -
Des Cty Other Grant 35,282 (35,282) 58% 0% f) 60,483 156,000 95,517
Des Cty Sheriffs Office 743,465 1,290,475 547,010 58% 101% g) 1,274,512 1,321,766 47,254
City of Sisters 229,399 229,399 58% 58% 393,255 393,255
Des Cty Tax/Fin Contract 1,604 2,140 536 58% 78% h) 2,750 2,750
Des Cty CDD Contract 30,062 (30,062) 58% 0% h) 51,535 51,535
Des Cty Solid Waste Cntrt 30,062 (30,062) 58% 0% i) 51,535 51,535
Des Cty Clerk/Election 1,750 755 (995) 58% 25% i) 3,000 3,000
Security & Traffic Reimb 37,625 25,752 (11,873) 58% 40% i) 64,500 64,500
Seat Belt Program 3,500 3,900 400 58% 65% 6,000 6,000 -
Miscellaneous 1,605 1,605 58% n/a 2,500 2,500
Sheriff Fees 4,467 4,467 58% n/a 5,000 5,000
Court Fines & Fees 72,917 56,518 (16,399) 58% 45% j) 125,000 85,000 (40,000)
Impound Fees 43,750 48,700 4,950 58% 65% 75,000 75,000 -
Restitution - Street Crimes 74 74 58% n/a 500 500
Interest 35,000 21,467 (13,533) 58% 36% k) 60,000 60,000
Interest on Unsegregated 2,800 3,506 706 58% 73% 4,800 4,800 -
Sale of Equip & Material 583 1,275 692 58% 128% 1,000 1,275 275
Total Revenues 7,062,018 9,349,901 2,287,883 58% 77% 12,106,316 12,275,138 168,822
TOTAL RESOURCES
7,062,018 9,349,901 2,287,883 58% 77% 12,106,316 12,275,138 168,822
REQUIREMENTS:
EXPENDITURES & TRANSFERS
Materials and Services 7,062,018
Exp. %
6,468,788 593,230 58% 53% I) 12,106,316 11,059,849 1,046,467
TOTAL REQUIREMENTS 7,062,018 6,468,788 593,230 58% 53% 12,106,316 11,059,849 1,046,467
NET (Resources - Requirements)
- 2,881,113 2,881,113 - 1,215,289 1,215,289
a) I-IIDTA reimbursements received as billed. Justice Assistance Grant (JAG) to be received in third quarter (January -March 2008).
b) Court assessment revenues are higher than anticipated. Projection adjusted to reflect increased in collections.
c) Marine board license fees are received in February and June.
d) Payments are received after the quarterly progress report is submitted and approved.
e) Payment from General Fund occurs in June.
f) Portion of court fines and fees collected by Justice Court to be paid in June. Forecast based on FY2007 actual.
g) Allocation of beginning net working capital from Sheriffs Fund. Projection revised for fiscal year 2006-07 year end adjustments.
h) Departments are billed when services are utilized.
i) Organizations and groups are billed when services are utilized.
j) Court fines and fees collected by Circuit Courts are Tess than anticipated. Projection adjusted to reflect trend.
HEALTH
Statement of Financial Operating Data
Seven Months Ended January 31, 2008
Year to Date
Budget
Actual
Variance
FY %
Coll.
Revised
Year End
Budget
Projection
Variance
RESOURCES:
Beg. Net Working Capital $ 600,000 $ 804,209 $ 204,209 100% 134% $ 600,000 $ 804,209 $ 204,209
Revenues
Medicare Reimbursement 2,917 1,463 (1,454) 58% 29% a) 5,000 5,000
State Grant 960,444 877,636 (82,808) 58% 53% b) 1,646,476 1,592,314 (54,162)
Child Dev & Rehab Center 19,484 8,350 (11,134) 58% 25% c) 33,401 33,401
State Miscellaneous 102,391 75,229 (27,162) 58% 43% d) 175,528 175,528
OMAP 152,775 150,224 (2,551) 58% 57% 261,900 261,900
Family Planning Exp Proj 320,833 224,163 (96,670) 58% 41% e) 550,000 457,000 (93,000)
Grants 12,788 (12,788) 58% 0% f) 21,922 21,922
School Districts 8,822 5,943 (2,879) 58% 39% c) 15,123 15,123
Contract Payments/ESD 6,417 (6,417) 58% 0% c) 11,000 11,000
Miscellaneous 210 210 58% n/a - 210 210
Patient Insurance Fees 33,717 52,357 18,640 58% 91% 57,800 86,750 28,950
Health Dept/Patient Fees 112,904 154,219 41,315 58% 80% 193,550 244,375 50,825
Vital Records -Birth 23,333 20,904 (2,429) 58% 52% 40,000 40,000
Vital Records -Death 53,667 54,260 593 58% 59% 92,000 92,000 -
Interest on Investments 17,500 23,966 6,466 58% 80% 30,000 40,000 10,000
Donations 6,913 7,073 160 58% 60% 11,850 11,850
Interfund Contract 47,980 35,690 (12,290) 58% 43% g) 82,252 80,795 (1,457)
Administrative Fee 7,000 7,000 58% 58% 12,000 12,000
Interfund Grant 20,435 20,206 (229) 58% n/a 35,031 35,031
Total Revenues 1,910,320 1,718,893 (191,427) 58% 52% 3,274,833 3,216,199 (58,634)
Transfers In -Reserve Fund 58 (58) 58% 0% 100 (100)
Transfers In -General Fund 1,489,533 1,489,033 (500) 58% 58% 2,553,485 2,553,485
TOTAL RESOURCES 3,999,911 4,012,135 12,282 58% 62% 6,428,418 6,573,893 145,475
REQUIREMENTS:
Expenditures
Personal Services
Materials and Services
Capital Outlay
Transfers Out
Contingency
TOTAL REQUIREMENTS
NET (Resources - Requirements)
Exp. %
2,491,330 2,320,942 170,388 58% 54% h) 4,270,852 4,121,908 300,000
892,778 720,295 172,483 58% 47% 1,530,477 1,530,477
32,083 32,083 58% 0% 55,000 55,000
87,500 75,000 12,500 58% 50% 150,000 150,000
246,219 - 246,219 58% n/a 422,089 422,089
3,749,910 3,116,237 633,673 58% 48% 6,428,418 5,802,385 777,089
250,001 895,898 645,955
771,508 922,564
a) Medicare payments delayed due to problems with its electronic processing.
b) Year End Projection includes amendments 1 through 5.
c) Payments received quarterly 30 days after end of quarter.
d) YTD Actual includes monthly payments for the Family Planning program staff (L Thistle/K Fost), and a quarterly payment for the
Maternal Child Health (MAC match funds). Payments lag a month behind billing period.
e) Cash basis - includes July through December.
f) Grant to be received before June 30 for Central Oregon Community Investment Board program.
g) Service contract with Juvenile Department,$80,795, received quarterly.
h) Year End Projection based on prior and projected unfilled positions.
RESOURCES:
Beg. Net Working Capital
Revenues
Marriage Licenses
MENTAL HEALTH
Statement of Financial Operating Data
Seven Months Ended January 31, 2008
Year to Date
Budget
Actual
Variance
FY %
Coll.
Revised
Year End
Budget
Projection
Variance
$ 2,900,000 $ 2,876,903 $ (23,097) 100% 99% $ 2,900,000 $ 2,876,903 $ (23,097)
3,208
Divorce Filing Fees 93,333
Federal Grants 84,944
State Grants 2,481,689
State Miscellaneous 218,245
Title 19 88,900
Liquor Revenue 61,833
Local Grants 23,333
School Districts 58,333
Mental Health Jail Comp 4,200
Contract Payments 13,459
Miscellaneous 49,650
Patient Insurance Fees 126,875
Patient Fees 13,883
Seizure/Forfeiture
Interest on Investments 84,140
Rentals 9,625
Donation 1,167
Interfund Contract 2,333
Administrative Fee 1,430,298
3,365 157
96,151 2,818
27,890 (57,054)
2,342,424 (139,265)
92,298 (125,947)
200,081 111,181
57,636 (4,197)
(5,545) (28,878)
20,700 (37,633)
600 (3,600)
4,769 (8,690)
71,456 21,806
128,140 1,265
7,277 (6,606)
20,215 20,215
84,838 698
6,550 (3,075)
7,600 6,433
1,820 (513)
1,430,303 5
Total Revenues 4,849,448
Transfers In -General Fund 853,134
Transfers In -Other 249,779
58%
58%
58%
58%
58%
58%
58%
58%
58%
58%
58%
58%
58%
58%
58%
58%
58%
58%
58%
58%
61%
60%
19% a) b)
55% c)
25% d) e)
131%
54%
-14% a)
21% f)
8% g)
21% h)
84%
59%
31%
n/a i)
59%
40%
380%
46%
58%
5,500
160,000
145,618
4,254,324
374,134
152,400
106,000
40,000
100,000
7,200
23,072
85,114
217,500
23,800
144,240
16,500
2,000
4,000
2,451,940
5,500
160,000
137,582 (8,036)
4,565,177 310,853
351,175 (22,959)
225,000 72,600
106,000
25,965 (14,035)
100,000
600 (6,600)
4,800 (18,272)
85,114
217,500
23,800
20,215 20,215
144,240
16,500
7,600 5,600
3,120 (880)
2,451,940
4,598,568 (250,880) 58% 55% 8,313,342 8,651,828 338,486
853,134
248,946
- 58% 58% 1,462,516 1,462,516
(833) 58% 58% 428,193 428,193
TOTAL RESOURCES 8,852,361
REQUIREMENTS:
Expenditures
Personal Services
Materials and Services
Capital Outlay
Transfers Out
Contingency
8,577,551 (274,810) 58% 65% 13,104,051 13,419,440 315,389
Exp. %
4,368,249 4,090,730 277,519 58% 55% j) 7,488,426 7,013,426 475,000
2,315,001 1,851,279 463,722 58% 47% 3,968,573 3,810,704 157,869
58 58 58% 0% 100 100
87,500 75,000 12,500 58% 50% 150,000 150,000
873,222 873,222 58% n/a 1,496,952 1,496,952
TOTAL REQUIREMENTS 7,644,030 6,017,009 1,627,021 58% 46% 13,104,051 10,974,130 2,129,921
NET (Resources - Requirements) 1,208,331 2,560,542 1,352,211 - 2,445,310 2,445,310
a) Negative variance due to an adjustment for revenue accrued June 30, 2007.
b) Grant billing paid quarterly, in arrears. Anticipate receipt of $32,220 in February.
c) Projection increased to reflect additional DHS State Grant funding for FY 07/08. Appropriation requests submitted
as confirmations are received from the State.
d) State miscellaneous YTD actual variance due to historical 30-60 day delay in receiving payment.
e) Projected negative variance due to $22,959 reduction in IFS/FSAT grant.
f) Services to school districts commence at start of school year and are billed monthly in arrears.
g) Estimated budgeted revenue will not be received; services provided to the Jail do not generated additional revenue
h) Support service no longer provided to ABHA.
i) Revenues are unpredictable and are not included in budget.
j) Projection adjusted for unfilled positions.
COMMUNITY DEVELOPMENT
Statement of Financial Operating Data
Seven Months Ended January 31, 2008
Year to Date
Budget
Actual
Variance
FY
Coll. %
Revised
Year End
Budget
Projection
Variance
RESOURCES:
Beg. Net Working Capital $ 489,444 $ 211,661 $ (277,783) 100% 43% $ 489,444 $ 211,661 (277,783)
Revenues
Admin -Operations 45,602 20,459 (25,143) 58% 26% a) 78,175 40,000 (38,175)
Admin -GIS 4,667 1,534 (3,133) 58% 19% b) 8,000 2,800 (5,200)
Admin -Code Enforcement 248,763 162,457 (86,306) 58% 38% c) 426,450 310,000 (116,450)
Building Safety 1,439,638 899,546 (540,092) 58% 36% c) 2,467,950 1,700,000 (767,950)
Electrical 352,275 241,068 (111,207) 58% 40% c) 603,900 450,000 (153,900)
Contract Services 456,458 357,836 (98,622) 58% 46% 782,500 640,000 (142,500)
Env Health -On Site Prog 558,513 268,438 (290,075) 58% 28% c) 957,450 600,000 (357,450)
Env Health-Lic Facilities 318,763 490,531 171,768 58% 90% d) 546,450 546,450
Env Health Drinking H2030,333 24,182 (6,151) 58% 47% e) 52,000 52,000
EPA Grant 90,810 78,207 (12,603) 58% 50% e) 155,675 155,675
Planning -Current 905,013 710,834 (194,179) 58% 46% c) 1,551,450 1,300,000 (251,450)
Planning -Long Range 416,704 224,598 (192,106) 58% 31% c) 714,350 600,000 (114,350)
Total Revenues
4,867,539 3,479,690 (1,387,849) 58% 42% 8,344,350 6,396,925 (1,947,425)
Trans In -CDD Reserve 116,667 (116,667) 58% 0% 200,000 200,000
Trans In -CDD Bldg/Elec 46,164 (46,164) 58% 0% 79,139 79,139
Trans In -General Fund 43,750 37,500 (6,250) 58% 50% 75,000 75,000
Trans In -Other 58 - (58) 0% 0% 100 (100)
TOTAL RESOURCES 5,517,400 3,728,851 (1,788,549) 58% 41% 9,188,033 6,883,586 (2,225,208)
REQUIREMENTS:
EXPENDITURES & TRANSFERS
Admin -Operations Division 1,525,512
Admin -GIS Division 177,318
Admin -Code Enforcement 134,033
Building Safety Division 764,663
Electrical Division 252,008
Contract Services 371,736
Env Health -On Site Pgm 345,442
Env Health-Lic Facilities 291,167
Env Health - Drinking H2O 40,492
EPA Grant 72,130
Planning -Current Division 783,576
Planning -Long Range Div 320,840
Contingency 280,771
1,557,857
166,127
101,126
732,490
237,198
340,424
299,244
267,708
39,511
87,578
747,723
263,796
(32,345) 58%
11,191 58%
32,907 58%
32,173 58%
14,810 58%
31,312 58%
46,198 58%
23,459 58%
981 58%
(15,448) 58%
35,853 58%
57,044 58%
280,771 58%
Exp. %
60%
55%
44%
56%
55%
53%
51%
54%
57%
71%
56%
48%
n/a
f)
f)
f)
f)
g)
f)
2,615,163
303,974
229,770
1,310,851
432,013
637,262
592,186
499,143
69,415
123,651
1,343,273
550,011
481,321
2,530,000
300,000
229,770
1,125,000
422,000
545,000
500,000
499,143
69,415
120,000
1,250,000
530,000
85,163
3,974
185,851
10,013
92,262
92,186
3,651
93,273
20,011
481,321
TOTAL REQUIREMENTS 5,359,688 4,840,782 518,906 58% 53% 9,188,033 8,120,328 1,067,705
NET (Resources - Requirements) 157,712 (1,111,931) (1,269,643) h) - (1,236,742) (1,157,503)
a) Revenue is low in relation to budget due reduced Addressing Fee, Road Access permits, and earned interest.
b) Payments for custom GIS work are received as work is requested.
c) Although revenue is seasonal based on development patterns, year end projections are estimated below budget.
d) Revenue is received primarily in January and February after license renewal statements are mailed out.
e) Payments are received in installments or as billed.
f) Year end figures adjusted downward to reflect unfilled vacancies associated with lower permit volume.
ROAD
Statement of Financial Operating Data
Seven Months Ended January 31, 2008
Year to Date
Budget
Actual
Variance
FY
Coll. %
RESOURCES:
Beg. Net Working Capital $ 5,302,706 $ 5,605,930
Revenues
System Development Ch 39,083 7,161
Mineral Lease Royalties 25,478
Forest Receipts 1,789,667 3,063,038
State Grant 217,260 372,446
Motor Vehicle Revenue 4,900,000 4,763,105
City of Bend 102,083 220,437
City of Redmond 247,917 310,308
City of Sisters 8,750 43,160
Miscellaneous 29,167 31,285
Road Vacations 583 1,000
Interest on Investments 87,500 159,995
Donations 1,400 2,440
Interfund Contract 526,342
Equipment Repairs 147,175 194,607
Vehicle Repairs 58,333
LID Construction 87,500
Vegetation Management 53,550
Inter -fund: Forester 12,250
Car Washes 1,653
Sale of Eqp & Material 350,000 445,443
Sale of Public Lands 292 132
Revised
Year End
Budget
Projection
Variance
$ 303,224 100% 106% $ 5,302,706 $ 5,605,930 $ 303,224
Total Revenues 8,658,852 9,641,688
Trans In -Solid Waste
540,750 231,750
Trans In -Road Imp Res 9,135
(31,922) 58% 11%
25,478 58% n/a
1,273,371 58% 100% a) 3,068,000
155,186 58% 100% 372,445
(136,895) 58% 57% 8,400,000
118,354 58% 126% b) 175,000
62,391 58% 73% b) 425,000
34,410 58% 288% b) 15,000
2,118 58% 63% 50,000
417 58% 100% 1,000
72,495 58% 107% 150,000
1,040 58% 102% 2,400
(526,342) 58% 0% c) 902,300
47,432 58% 77% d) 252,300
(58,333) 58% 0% e) 100,000
(87,500) 58% 0% f) 150,000
(53,550) 58% 0% g) 91,800
(12,250) 58% 0% g) 21,000
1,653 58% nia d) -
95,443 58% 74% 600,000
(160) 58% 26% 500
982,836 58% 65% 14,843,745 15,024,047 180,302
67,000 12,300 (54,700)
25,478 25,478
3,063,038 (4,962)
372,446 1
8,400,000
250,000 75,000
425,000
43,160 28,160
50,000
1,000
260,000 110,000
2,440 40
902,300
252,300
100,000
150,000
91,800
21,000
1,653 1,653
600,000
132 (368)
(309,000) 58%
(9,135) 58%
TOTAL RESOURCES 14,511,443 15,479,368
REQUIREMENTS:
Expenditures
Personal Services 3,296,691
Materials and Services 5,033,559
Capital Outlay 2,417,917
Transfers Out 525,000
Contingency 1,028,815
3,180,730
3,941,647
17,083
25% h) 927,000 695,250 (231,750)
0% i) 15,660 15,660
967,925 58% 69% 21,089,111 21,340,887 251,776
115,961
1,091,912
2,400,834
525,000
1,028,815
TOTAL REQUIREMENTS 12,301,982 7,139,460
NET (Resources - Requirements)
58%
58%
58%
58%
58%
Exp. %
56%
46% j)
0% k)
0%
n/a
5,651,471
8,628,958
4,145,000
900,000
1,763,682
5,531,813 119,658
7,742,761 886,197
1,281,000 2,864,000
900,000
- 1,763,682
5,162,522 58% 34% 21,089,111 15,455,574 5,633,537
2,209,461 8,339,908 6,130,447
a) Annual payment anticipated to be received in December.
b) Billed upon completion of work.
c) Payment to be received in June 2007 from Funds 328 & 329.
d) Billed to County departments monthly in arrears.
e) Payment to be received in June 2007 from Fund 340.
f) Payment to be received in June 2007 from Fund 430.
5,885,313 5,885,313
g) Payment to be received in June 2007 from Fund 326.
h) Payment to be received quarterly from Solid Waste. Rate
increase for transfer postponed until October 1st.
i) Payment to be received in June 2007 from Fund 335.
j) Seasonal expense includes overlays to occur spring 2008.
k) Projection variance reflects funding reserved for Deschutes
Junction project.
ADULT PAROLE & PROBATION
Statement of Financial Operating Data
Seven Months Ended January 31, 2008
Year to Date
Budget
Actual
Variance
FY %
Coll. %
Revised
Year End
Budget
Projection
Variance
RESOURCES:
Beg. Net Working Capital $ 200,000 $ 311,856 $ 111,856 100% 156% $ 200,000 $ 311,856 $ 111,856
Revenues
State Grant 1,552,689 1,996,344 443,655 58% 75% 2,661,752 2,661,752
State Miscellaneous 7,758 9,069 1,311 58% 68% 13,300 13,300
Probation Work Crew Fees 29,750 19,759 (9,991) 58% 39% 51,000 37,000 (14,000)
Alcohol and Drug Treatment 292 85 (207) 58% 17% a) 500 200 (300)
Polygraph Testing 1,400 1,025 (375) 58% 43% 2,400 2,400
Miscellaneous 5,250 2,214 (3,036) 58% 25% b) 9,000 3,000 (6,000)
Electronic Monitoring Fee 52,500 65,176 12,676 58% 72% 90,000 100,000 10,000
Probation Superv. Fees 119,583 146,395 26,812 58% 71% 205,000 249,000 44,000
Cognitive Program 2,508 25 (2,483) 58% 1% c) 4,300 500 (3,800)
Day Reporting Fee 10 10 58% n/a 10 10
Interest on Investments 16,625 16,108 (517) 58% 57% 28,500 26,000 (2,500)
Leases - 3,000 3,000 58% n/a d) 3,000 3,000
Rentals 1,750 150 (1,600) 58% 5% e) 3,000 2,000 (1,000)
Drug Court - Byrne 5,833 11,441 5,608 58% 114% 10,000 21,000 11,000
Total Revenues 1,795,938 2,270,801 474,863 58% 74% 3,078,752 3,119,162 40,410
Transfers In -General Fund 198,333 198,333 58% 58% 340,000 340,000
Transfers In -Video Lottery 61,833 61,833 - 58% 58% 106,000 106,000
Transfers In -Sheriff 29,167 25,000 (4,167) 58% 50% 50,000 50,000
Transfers In -Other (GF) 1,750 1,500 (250) 58% 50% 3,000 3,000
TOTAL RESOURCES 2,287,021 2,869,323 582,302 58% 76% 3,777,752 3,930,018 152,266
REQUIREMENTS:
Expenditures
Personal Services
Materials and Services
Capital Outlay
Contingency
Exp. %
1,683,249 1,483,933 199,316 58% 51% f) 2,885,570 2,750,570 135,000
365,903 384,107 (18,204) 58% 61% 627,262 627,262
58 58 58% 0% 100 - 100
154,478 154,478 58% n/a 264,820 264,820
TOTAL REQUIREMENTS 2,203,688 1,868,040 335,648 58% 49% 3,777,752 3,377,832 399,920
NET (Resources - Requirements) 83,333 1,001,283 917,950
552,186 552,186
a) Due to procedural changes fees are no longer imposed for positive urinalysis tests
b) The department is no longer purchasing and billing the Bethlehem Inn for urinalysis test kits and depositing the revenue
in this fund.
c) The cognitive program has changed from a voluntary to a mandatory program making it more difficult to charge and collect fees.
d) The Bethlehem Inn occupancy continued into new fiscal year resulting in unexpected revenue.
e) Rent not collected due to closure of transitional house for two months.
COMM ON CHILDREN & FAMILIES
Statement of Financial Operating Data
Seven Months Ended January 31, 2008
Revised
Year to Date
Budget
Budget
Actual Variance
FY %
Coll. %
Revised
Year End
Budget
Projection
Variance
RESOURCES:
Beg. Net Working Capital $ 542,211 $ 613,800 $ 71,589 100% 113% $ 542,211 $ 613,800 $ 71,589
Revenues
Federal Grants 160,381 68,097 (92,284) 58% 25% a) 274,939 274,939
Title IV - Family Sup/Pres 24,267 27,489 3,222 58% 66% b) 41,601 37,650 (3,951)
HealthyStart Medicaid 81,667 57,086 (24,581) 58% 41% c) 140,000 130,000 (10,000)
Child Care Block Grant 33,074 10,000 (23,074) 58% 18% b)d) 56,698 58,668 1,970
Level 7 Services 120,149 108,889 (11,260) 58% 53% b) 205,969 175,191 (30,778)
Juvenile Crime Prevention 227,446 230,432 2,986 58% 59% e) 389,908 452,792 62,884
State Prevention Funds 80,208 93,750 13,542 58% 68% f) 137,500 210,945 73,445
HealthyStart /R -S -G 192,905 292,466 99,561 58% 88% b) 330,694 374,000 43,306
OCCF Grant 219,102 452,350 233,248 58% 120% b) 375,603 472,124 96,521
Miscellaneous 2,042 5,449 3,407 58% 156% g) 3,500 7,000 3,500
Court Fines & Fees 14,000 14,792 792 58% 62% 24,000 24,000 -
Interest on Investments 14,583 24,888 10,305 58% 100% h) 25,000 45,000 20,000
Grants -Private 7,000 700 (6,300) 58% 6% i) 12,000 11,000 (1,000)
Total Revenues 1,176,824 1,386,388 209,564 58% 69% 2,017,412 2,273,309 255,897
Trans from General Fund 203,700 203,700 - 58% 58%
Trans from Other 99,923 85,649 (14,274) 58% 50%
Total Transfers In 303,623 289,349 (14,274) 58% 56%
TOTAL RESOURCES 2,022,658 2,289,537 266,879 58% 74%
REQUIREMENTS:
Expenditures
Personal Services
Materials and Services
Capital Outlay
Contingency
Exp. %
349,200 349,200
171,297 171,297
520,497 520,497
3,080,120 3,407,606 327,486
318,921 290,892 28,029 58% 53% j) 546,721 513,808 32,913
1,254,234 1,108,835 145,399 58% 52% k) 2,150,116 2,310,539 (160,423)
58 58 58% 0% 100 100
223,523 - 223,523 58% n/a 383,183 383,183
TOTAL REQUIREMENTS 1,796,736 1,399,727 397,009 58% 45% 3,080,120 2,824,347 255,773
NET (Resources - Requirements) 225,922 889,810 663,888 583,259 583,259
a) Safe Havens grant reimbursement requested quarterly and Drug Free Communities grant reimbursement requested monthly
b) Grant amounts finalized according to the OCCF budget workgroup and allocation formulas.
c) Local Medicaid reimbursements trending downward due to new guidelines.
d) Federal funds to be requested later in the fiscal year.
e) JCP funding allocations increased.
f) Safe & Drug Free Schools grant budgeted at $50,000, actual is $100,000 - additional grant of $23,445 expected.
g) Partner reimbursements for office expenses, and project contributions expected to increase.
h) Interest income projection increased due to higher cash balance and additional grant funding.
i) Youth conference donations decreased to match 06/07 actual amount. Payments anticipated to be received in full by year end.
j) Personnel costs projected lower due to employee's leave without pay and new employee less than budget.
k) Projection adjusted for increase in grant revenue that will be paid to service providers during the course of the fiscal year.
Temporary office help cost added to materials & services.
SOLID WASTE
Statement of Financial Operating Data
Seven Months Ended January 31, 2008
Year to Date
Budget
Actual
Variance
FY %
Coll.
RESOURCES:
Beg. Net Working Capital $ 2,280,356 $ 2,678,908 $ 398,552
Revenues
State Grant 88,693
Miscellaneous 20,417 16,388
Franchise 3% Fees 93,333 88,731
Commercial Disp. Fees 1,201,667 929,876
Private Disposal Fees 1,207,500 878,159
Franchise Disposal Fees 3,135,688 2,673,072
Yard Debris 33,046 45,831
Special Waste 17,500 12,786
Interest 70,000 102,155
Sale of Equip & Material 26,250 48,690
88,693
(4,029)
(4,602)
(271,791)
(329,341)
(462,616)
12,785
(4,714)
32,155
22,440
Total Revenues 5,805,401 4,884,381 (921,020)
Revised
Year End
Budget
Projection
Variance
100% 117% $ 2,280,356 $ 2,678,908 $ 398,552
58%
58%
58%
58%
58%
58%
58%
58%
58%
58%
58%
Trans In -North Area Dev 1,195,833 - (1,195,833) 58%
TOTAL RESOURCES 9,281,590 7,563,289 (1,718,301) 58%
REQUIREMENTS
Expenditures
Personal Services 1,011,516
Materials and Services 2,913,747
Debt Service 564,640
Capital Outlay 104,650
Transfers Out 3,399,083
Contingency 337,805
TOTAL REQUIREMENTS
976,002
1,720,732
457,792
108,496
2,906,750
35,514
1,193,015
106,848
(3,846)
492,333
337,805
n/a a)
47%
55% b)
45% c)
42% c)
50% c)
81% d)
43%
85%
108% e)
49%
35,000
160,000
2,060,000
2,070,000
5,375,465
56,650
30,000
120,000
45,000
88,693 88,693
35,000
160,000
2,004,000 (56,000)
2,038,500 (31,500)
5,231,215 (144,250)
75,000 18,350
30,000
181,000 61,000
65,000 20,000
9,952,115 9,908,408 (43,707)
0% f) 2,050,000 2,050,000
53% 14,282,471 14,637,316 354,845
Exp. %
58% 56% g)
58% 34% h)
58% 47% 1)
58% 60%
58% 50% j)
58% n/a
8,331,441 6,169,772 2,161,669 58% 43%
NET (Resources - Requirements) 950,149 1,393,517 443,368
1,734,028
4,994,995
967,954
179,400
5,827,000
579,094
1,701,532 32,496
4,994,995
967,954
179,400
5,595,250 231,750
- 579,094
14,282,471 13,439,131 843,340
1,198,185 1,198,185
a) Unanticipated EPA grants passed thru Solid Waste.
b) Franchise fees are due April 15th.
c) Rate increase was budgeted to occur July 1st, but was delayed until October 1st.
d) Seasonal material.
e) Recycling revenues higher than expected and seasonal.
f) Transfer will occur approximately June 2008 after project completion (June 2008) and accounting is finalized.
g) Projection reduced to reflect salary savings on unfilled positions.
h) Large dollar expenditures for items, projects, and events are scheduled throughout the year.
i) Debt service payments are recorded in November and May.
j) Transfer to Road Department reduced to reflect postponed fee increase and will occur in the last three quarters of fiscal year.
Remaining transfers are processed twice a year.
RESOURCES:
Beginning Net Working Capital
Revenues
Inter -fund Charges:
Risk Management
Statement of Financial Operating Data
Seven Months Ended January 31, 2008
Year to Date
Budget
Actual
Variance
% of FY
% Coll.
$2,000,000 $2,122,953 $122,953 100% 106%
Revised
Year End
Budget
Projection
Variance
$2,000,000 $2,122,953
$122,953
General Liability 244,378 244,412 34 58% 58% 418,933 418,933 -
Property Damage 173,559 173,565 6 58% 58% 297,530 297,530
Vehicle 104,324 104,335 11 58% 58% 178,841 178,841 -
Workers' Compensation 512,224 551,964 39,740 58% 63% 878,098 951,736 73,638
Unemployment 91,103 92,477 1,374 58% 59% 156,176 159,629 3,463
Claims Reimb-Workers' Compensation 29,167 2,496 (26,671) 58% 5% 50,000 50,000 -
Claims Reimb-Gen Liab/Property 8,750 23,124 14,374 58% 154% 15,000 23,124 8,124
Process Fee-Events/Parades 245 245 58% n/a 245 245
Miscellaneous 1,458 3,975 2,517 58% 159% a) 2,500 3,975 1,475
Skid Car Training 5,833 18,977 13,144 58% 190% 10,000 17,000 7,000
Interest on Investments 49,583 64,163 14,580 58% 75% 85,000 112,000 27,000
TOTAL REVENUES 1,220,379 1,279,733 59,354 58% 61% 2,092,078 2,213,013 120,9:15
Transfers In -PERS Reserve 58 - (58) 58% 0% 100 - (101
TOTAL RESOURCES 3,220,437 3,402,685 182,248 58% 83% 4,092,178 4,335,966 243,788
Appropriations/Expenditures % Ex
Direct Insurance Costs:
GENERAL LIABILITY
Settlement / Benefit 39,634
Defense 1,626
Professional Service 4,578
Insurance 153,568
Loss Prevention 381
Repair / Replacement 769
Miscellaneous 25
Total General Liability 758,333 200,580 758,333 58% 15% 1,300,000 500,000 800,000
PROPERTY DAMAGE
Repair / Replacement 19,712
Insurance 148,554
Total Property Damage 195,417 168,266 195,417 58% 50% 335,000 335,000
VEHICLE
Professional Service 285
Repair / Replacement 9,455
Insurance 659
Loss Prevention 12,497
Total Property Damage 93,333 22,896 93,333 58% 14% 160,000 75,000 85,000
WORKERS' COMPENSATION
Settlement / Benefit 302,444
Defense 209
Insurance 66,272
Loss Prevention 4,848
Miscellaneous 22,009
Workers' Comp Losses 2,190
Total Workers' Compensation 417,083 397,972 417,083 58% 56% 715,000 715,000
UNEMPLOYMENT - Settlement / Benefits 37,917 51,549 (13,633) 58% 79% 65,000 60,000 5,000
Total Direct Insurance Costs 1,502,083 841,263 1,450,534 58% 33% 2,575,000 1,685,000 890,000
Insurance Administration:
Personal Services 212,967 204,771 8,197 58% 56% b) 365,087 325,087 40,000
Materials & Service 126,923 114,938 11,985 58% 53% 217,582 217,582
Capital Outlay 58 - 58 58% 0% 100 - 100
Total Insurance Administration 339,949 319,708 20,240 58% 55% 582,769 542,669 40,100
Contingency 545,072 545,072 58% n/a 934,409 934,409
TOTAL APPROPRIATIONS/EXPENDITURES 2,387,104 1,160,971 2,015,846 58% 28% 4,092,178 2,227,669 1,864,509
NET $ 833,333 $2,241,714 $2,198,095 $ - $2,108,297 $ 2,108,2137
a) Reimbursement for cancellation of Workers Compensation bond.
b) Year to date includes payoff of leave balances and final pay ($37,000) in August for Loss Prevention Specialist. Projection based on
assumption that position will remain open during remainder of the fiscal year.
Health Benefits Trust
Statement of Financial Operating Data
Seven Months Ended January 31, 2008
Year to Date
Budget
Actual
Variance
FY %
Coll. %
Budget
Year End
Projection
Variance
RESOURCES
Beg. Net Working Capital $10,500,000 $10,760,885 $ 260,885 100% 102% $10,500,000 $ 10,760,885 $ 260,885
Revenues:
Internal Premium Charges 6,475,000 7,099,210 624,210 58% 64% 11,100,000 11,850,000 750,000
P/T Emp - Addi Prem 88,608 96,402 7,793 58% 63% 151,900 151,900
Employee Prem Contribution 201,268 192,920 (8,348) 58% 56% 345,030 345,030
COIC 452,535 513,019 60,484 58% 66% 775,775 855,775 80,000
Retiree / COBRA Co -Pay 233,333 319,468 86,135 58% 80% 400,000 500,000 100,000
Medical Services Reimb - 58% n/a
Prescription Rebates 28,550 28,550 58% n/a 28,550 28,550
Interest 262,500 329,341 66,841 58% 73% 450,000 530,000 80,000
Total Revenues 7,713,245 8,578,911 865,667 58% 65% 13,222,705 14,261,255 1,038,550
TOTAL RESOURCES
REQUIREMENTS
Expenditures:
Personal Services
Materials & Services
Conferences and Seminars
Claims Paid-Medical/Rx
Claims Paid-DentalNision
Refunds
Insurance Expense
State Assessments
Administration Fee
PPO Fee
Health Impact
Printing
Program Expense/Supplies
Other
Total Materials & Services
Capital Outlay
Contingency
18,213,245 19,339,797 1,126,552 92% 82% 23,722,705 25,022,141 1,299,436
Exp.
63,459 60,374 3,085 58% 55%
108,786 108,786
1,750 245 1,505 58% 8% 3,000 3,000
5,738,909 4,918,395 820,513 58% 50% a) 9,838,129 8,525,141 1,312,988
758,723 751,033 7,690 58% 58% a) 1,300,669 1,301,791 (1,122)
(67,450) 67,450 58°!° n/a (67,450) 67,450
246,838 195,785 51,053 58% 46% 423,150 423,150
35,000 35,000 58% 0% 60,000 60,000
151,900 137,511 14,389 58% 53% 260,400 260,400
22,152 18,864 3,288 58% 50% 37,975 37,975
23,333 26,839 (3,505) 58% 67% 40,000 40,000
7,000 1,638 5,363 58% 14% 12,000 12,000
6,417 6,417 58% 0% 11,000 11,000
11,930 11,599 332 58% 57% 20,452 20,452
7,003,952 5,994,458 1,009,494 58% 50% 12,006,775 10,627,458 1,379,317
- 58% 0% 100 100
6,770,776 6,770,776 58% 0% 11,607,044 11,607,044
TOTAL REQUIREMENTS 13,838,186 6,054,831 7,783,355 58% 26% 23,722,705 10,736,244 12,986,461
NET (Resources - Requirements) 4,375,058 13,284,965 8,909,907 - 14,285,897 14,285,897
a) Based on annualizing 30 weeks of claims paid.
DESCHUTES COUNTY 911
Statement of Financial Operating Data
Seven Months Ended January 31, 2008
Year to Date
Budget
Actual
Variance
% of FY
% CoII.
Revised
Budget
Year End
Projection
Variance
RESOURCES:
Beg. Net Working Capital $ 2,600,000 $ 2,947,210 $ 347,210 100% 113% $ 2,600,000 $ 2,947,210 $ 347,210
Revenues
Property Taxes - Current 1,391,984 2,099,500 707,516 58% 88% 2,386,259 2,386,259
Property Taxes - Prior 32,083 67,390 35,307 58% 123% 55,000 67,390 12,390
State Reimbursement 12,833 8,277 (4,556) 58% 38% a) 22,000 22,000
Telephone User Tax 443,123 365,449 (77,674) 58% 48% b) 759,640 759,640
Data Network Reimb. 19,833 29,473 9,640 58% 87% c) 34,000 34,000
Jefferson County 9,333 21,985 12,652 58% 137% 16,000 21,985 5,985
User Fee 19,250 29,597 10,347 58% 90% d) 33,000 33,000
Contract Payments 40,833 21,455 (19,378) 58% 31% e) 70,000 70,000
Miscellaneous 4,667 3,865 (802) 58% 48% 8,000 8,000
Interest 26,250 81,675 55,425 58% 182% f) 45,000 140,000 95,000
Interest on Unsegregated Tax 747 1,245 498 58% 97% 1,280 1,280
Total Revenues 2,000,936 2,729,911 728,975 58% 80% 3,430,179 3,543,554 113,375
TOTAL RESOURCES 4,600,936 5,677,121 1,076,185 58% 94% 6,030,179 6,490,764 460,585
REQUIREMENTS:
Expenditures
Personal Services
Materials and Services
Capital Outlay
Contingency
% Exp.
2,006,316 1,777,644 228,672 58% 52% g) 3,439,398 3,293,398 146,000
442,370 414,126 28,244 58% 55% 758,349 758,349
26,775 - 26,775 58% 0% 45,900 45,900
1,042,144 - 1,042,144 58% n/a 1,786,532 - 1,786,532
TOTAL REQUIREMENTS 3,517,605 2,191,770 1,325,835 58% 36% 6,030,179 4,097,647 1,932,532
NET (Resources - Requirements) 1,083,331 3,485,351 2,402,020 - 2,393,117 2,393,117
a) Office of Emergency Management billed monthly in arrears. Actual includes reimbursements 09/07.
b) Telephone tax received quarterly in two separate payments. Two quarters of payments received through January. Third quarter
payments received in February.
c) Majority of fees billed to agencies have been received.
d) Crooked River Ranch annual payment received. Forest Service payments are received quarterly.
e) Contract payments from participating agencies normally received in November and December.
f) Average daily balances higher than anticipated resulting in earnings in excess of amount estimated in budget.
g) Personnel expenditures will be less than appropriated due to unfilled positions.
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Net Fair & Expo Center
71.
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RESOURCES:
Beg. Net Working Capital
Receipts:
Events
Telephone Fees - Events
Parking Fees
Storage
RV / Camping
Horse Stall Rental
Concession % - Food
Vending Machines
Interfund Contract
Rights (Signage, etc.)
Miscellaneous
Interest
Total Receipts
Deschutes County - Fair and Expo Center
YTD -Budget Basis
Statement of Financial Operating Data
Seven Months Ended January 31, 2008
Budget
Actual
Variance
FY %
Coll.
Budget
Projection
Variance
$ 75,000 $ 10,606 $ (64,394) 100% 14% $ 75,000 $ 10,606 $ (64,394)
598,000 561,914 (36,086) 58% 61% 920,000 883,915 (36,085)
34,000 30,563 (3,437) 58% 73% 42,000 38,563 (3,437)
58% 0% 6,000 6,000
31,000 16,666 (14,334) 58% 28% 60,000 45,666 (14,334)
115,000 82,704 (32,296) 58% 31% 270,000 238,047 (31,953)
5,000 4,000 (1,000) 58% 7% 55,000 54,000 (1,000)
169,000 194,686 25,686 58% 61% 320,000 345,685 25,685
1,000 3,821 2,821 58% 191% 2,000 4,478 2,478
5,000 10,000 5,000 58% 21% 47,000 52,000 5,000
15,000 24,079 9,079 58% 25% 95,000 104,079 9,079
2,919 7,301 4,382 58% 146% 5,000 9,382 4,382
4,669 6,861 2,192 58% 86% 8,000 10,192 2,192
980,588 942,596 (37,992) 58% 52% 1,830,000 1,792,007 (37,993)
Transfers In 555,177 555,177
58%
79% 705,353 705,353
TOTAL RESOURCES 1,610,765 1,508,379 (102,386) 58% 58% 2,610,353 2,507,966 (102,387)
REQUIREMENTS:
Expenditures:
Personal Services
Materials and Services
Debt Service
Capital Outlay
Transfers Out
Contingency
TOTAL REQUIREMENTS
Exp. %
520,282 485,374 34,908 58% 54% 891,983 851,004 40,979
526,267 540,147 (13,880) 58% 60% 902,542 950,336 (47,794)
239,060 239,060 58% 67% 359,101 359,101
- - 58% 0% 45,000 45,000
250,000 250,000 - 58% 100% 250,000 250,000
58% n/a 161,727 161,727
1,535,609 1,514,581 21,028 58% 58% 2,610,353 2,455,441 154,912
NET (Resources - Requirements) 75,156 (6,203) (81,359) 52,525 52,525
Accrued Revenue (Accounts Receivable):
Current Month Events 11,320
Prior Months 2,215
Total Accounts Receivable 13,535
Deposits Received for Future Events:
2008:
February 22,965
March 37,442
April 6,890
May 1,975
June 2,480
August 435
September 950
October 3,860
November 4,981
December 575
2009 and Beyond 43,907
TOTAL 126,460
Deschutes County Fair and Expo Center
Statement of Financial Operating Data
January 2008
Budget
Actual
Variance
RESOURCES:
Beg. Net Working Capital $
Receipts:
Events 45,000 35,883 (9,117)
Telephone Fees - Events - -
Parking Fees - -
Storage - 726 726
RV/Camping 10,000 480 (9,520)
Horse Stall Rental - - -
Concession % - Food 24,000 11,000 (13,000)
Vending Machines - 2,930 2,930
Interfund Contract -
Rights (Signage, etc.) 15,000 19,079 4,079
Miscellaneous 417 2,619 2,202
Interest 667 445 (222)
Total Receipts 95,084 73,162 (21,922)
Transfer In:
Transfer from Annual County Fair 46,000 46,000
Total Transfers 46,000 46,000
TOTAL RESOURCES
141,084 119,162 (21,922)
REQUIREMENTS:
Expenditures:
Personal Services 74,326 73,336 990
Materials and Services 75,181 64,469 10,712
Debt Service
Capital Outlay -
Transfers Out 16,000 16,000
Contingency
TOTAL REQUIREMENTS
165,507 153,805 11,702
NET (Resources - Requirements) (24,423) (34,643) (10,220)
Deschutes County
Fair and Expo Center
Accounts Receivable
January 31,2008
Current Month
Master Gardeners
Wedding Expo
Food & Beverage - estimate
Total Current Month
Prior Months:
October 2007
4-H
April, 2006
NW Expo & Trade show
150
170
11,000
11,320
300
1,915
Total Prior Months 2,215
Total Accrued Revenue as of January 31, 2008 13,535
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Budget (1)
Deschutes County RV Park
Revenue and Occupancy Statistics
FY 2008
RV Park Fees
Received (2)
# of Spaces Rented
% Occupancy
$ 39,030
28,034
8,313
2,248
1,186
32
480
$ 79,323
$ 270,000
(Revenue / $32 )
1,220
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1
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27.17%
8.33%
2.18%
1.19%
0.03%
0.47%
2,479 11.09%
8,438 22.23%
1) 104 spaces times 365 days = 37,960 annual spaces available. Budget
of $270,000 assumes 8,438 spaces rented ($270,000 / $32 = 8,438)
Budgeted occupancy rate is 22.23% - budgeted spaces / total annual
spaces available (8,438 / 37,960)
2) RV Fees reported on a cash basis and therefore may not represent the
month of occupancy.
Number of spaces 104 104
Days per month 30 31
Maximum Spaces per Month 3,120 3,224
Rate per day $ 32.00 $ 32.00
Maximum Revenue 99,840 103,168
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Deschutes County Community Grant Program
General Information
The community grant program accepts applications once per year in support of non-profit organizations in
Deschutes County that are consistent with the priorities of the county. The county will be providing
$300,000 for these grants. Most awarded community grants will be between $5,000 and $30,000. These
grants are reserved for projects addressing needs in multiple areas and impacting a broad scope of the
community.
Funding Objectives
The county has four funding objectives, each with a particular interest area. Generally, projects should fit
within one of the following interest areas:
1. Providing emergency food, clothing and shelter to those who would otherwise go without these
essentials.
2. Protection for abused and/or neglected individuals who lack resources to otherwise obtain such
protection.
3. Health care, mental health care and addictions treatment for individuals who lack resources to
otherwise obtain such care.
4. Other essential services to underserved and indigent populations, especially children and seniors.
Eligibility for Grants
Requirements for applicants to the community grant program:
• The applicant must be a 501(c)(3) tax-exempt organization.
• The organization must be located in Deschutes County.
• The proceeds from the grant must be utilized in support of Deschutes County residents.
How to Apply for a Grant
Application deadlines are April 1 for the grants awarded in July. The application form is available on the
county website or in the Administrative Services office. Completed applications must be mailed or sent
electronically to the Deschutes County Administrative Services department on or before the deadline.
Once an application has been received, a multi -stage review begins. All applications will be reviewed by a
committee of county employees and community members based on five criteria:
1. Organizational stability and solvency
2. Connection to county funding objectives
3. Funds provide leverage to organization for receipt of other funds
4. Program complements existing county services
5. Uniqueness of services provided in Deschutes County
Each criteria will be weighed equally in determining final recipients. Some applicants may receive phone
calls and/or site visits to aid in this process.
Application Packet
For an application to be considered for a community grant, it must contain the following:
• Completed and signed application form
• Detailed description of organization history, purpose, leadership, structure and activities
• Organization budget for the current year
• Explanation of five-year fundraising strategy
• Most recent audited financial statements, if available. Otherwise, include end -of -year financial
statement for most recently completed fiscal year
• Board of Directors list
• Detailed description of the specific project or program that the grant funding will support,
including any other sources of funding
• Explanation of how the program or activities will positively impact the community and
complement existing services and programs currently offered by Deschutes County
• Identification of the specific communities or groups that will benefit from the funding
• An itemized budget indicating how the grant funds will be expended
• Organization's letter from the IRS granting 501(c)(3) tax-exempt status
• Explanation of anticipated outcomes and how success will be measured
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Deschutes County Community Grant Application
Complete this application form and return it, along with a letter from the IRS granting your
organization 501(c)(3) tax-exempt status, to the following address:
Dave Inbody
Deschutes County
Department of Administrative Services
1300 NW Wall Street, Suite 200
Bend, Oregon 97701
Applications may also be sent via e-mail to davidic deschutes.orq. All documentation must be
received by April 1, 2008. Any applications that have not completed all requested documentation
will not be considered.
Please check one: Date
_ Initial Request
_ Renewal Request
Contact Information
Organization Name
Address
City Zip Code
Phone Number Alternate Phone Number
Fax Number E -Mail Address
Website
I certify that the all information provided to Deschutes County is correct and that I am authorized by
the governing board of this organization to submit this grant application. Further, I certify that this
organization is in good standing with the IRS and retains its official 501(c)(3) tax-exempt status.
Additionally, I certify that this organization is located in Deschutes County and any proceed from this
grant will be used in support of Deschutes County residents.
Print Name
Signature
Title
Date
Organizational Information
Briefly describe the history of your organization:
Mission of your organization
Describe the leadership and structureof your organization. If there is a board, include the
names of its members.
Briefly describe the primary activities conducted by your organization
Financial Information
Period covered by the most recently completed fiscal year
Total expenditures this period
Total financial support received for this period
Sources and amounts of financial support for this period:
Current fiscal year period
Total budgeted expenditures this period
Total budgeted financial support anticipated for this period
Sources and amounts of financial support anticipated for this period:
Briefly explain the five-year fundraising strategy for your organization
Project/Prociram Information
Select all funding objectives that apply to this project or program:
Providing emergency food, clothing and shelter to those who would otherwise go without
these essentials
Protection for abused and/or neglected individuals who lack resources to otherwise
obtain such protection
Health care, mental health care and addictions treatment for individuals who lack
resources to otherwise obtain such care
Other essential services to underserved and indigent populations, especially children
and seniors
Total Grant Funding Requested Total Project/Program Budget
Other sources and amounts of financial support anticipated for this project or program:
Describe the specific program or project that this grant funding will support.
Describe how this program or project will positively impact the community and
complement existing services and programs currently offered by Deschutes County.
Identify the specific communities and/or groups that will benefit from this funding.
Explain the anticipated outcomes of this project or program and describe how success
will be measured.
Department of Administrative Services
Dave Kanner, County Administrator
1300 NW Wall St, Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202
www.co.deschute3.or.us
February 20, 2008
TO: BOARD OF COMMISSIONERS
FROM: DAVE KANNER
RE: FINANCIAL ASSISTANCE ADVISORY COMMITTEE CHARGE
Following the discussion of the charge to the South County Financial Assistance
Advisory Committee on February 6, there was no action taken to adopt the attached as
the committee's formal charge. We have received no further input regarding what we
have here and would request, for the record, a motion and a vote to make this the charge
to the committee.
Enhancing the Lives of Citizens by Delivering Quality Services in a Cost -Effective Manner
Financial Assistance Advisory Committee
Givens: These items have been reviewed, peer-reviewed and accepted by the Department of
Environmental Quality (DEQ) and the Deschutes County Board of Commissioners. Further
discussion of these items is not within the committee purview:
• The groundwater underlying southern Deschutes County is the primary source of drinking water for the
residents of the region.
• Scientific investigations conducted by the Oregon Department of Environmental Quality and the United
States Geological Survey, published in the Journal of Hydrology, found that the groundwater underlying
southern Deschutes County is threatened by conventional onsite wastewater treatment systems (formerly
called septic systems).
• The Oregon DEQ has determined that a public health hazard exists and that groundwater protection actions
need to be taken (doing nothing is not an option).
• Sampling to date has shown that contaminant plumes exist in the aquifer, and some drinking water well
sites, that exceed the federal safe drinking water standard for nitrate and Oregon's standard for groundwater
quality protection.
• The County owns assets worth an estimated $35 million that are dedicated to solving the groundwater
pollution problem identified in southern Deschutes County.
Purpose / Guidance / Questions:
The purpose of the advisory committee shall be to provide a recommendation to the Board of
Commissioners for a program to assist property owners financially to implement groundwater protection
measures.
• How can the county's resources best be used to help homeowners implementing groundwater protection
measures?
• Should any financial assistance be available for development on vacant land or should all financial resources
target existing development?
• Should property owners who hold approvals for conventional systems be compensated for having to install an
ATT system?
• What population should receive the bulk of financial resources? All low income? Some to middle income?
Some available to all income levels?
• What proportion of the funds should be available as loans that are paid back (and so can be used again) or
grants?
• Should loans or grants cover 100% of the costs of the groundwater protection measures or should the
homeowner have some cost share or some kind of sweat equity? Or should a set amount be available for all
property owners?
• Should the county provide long term, cost deferred loans?
• Should financial programs focus on groundwater protection measures completed at the time of property sale?
• Should incentives be offered that would motivate people to implement groundwater protection measures sooner
rather than later? If so, what should those incentives be?
• Are there reasons to focus financial assistance geographically? For instance, areas that are closer to rivers or
areas of denser development? If so, what form would that take?
• Should the county resources be used to finance feasibility studies of sewer districts and other alternatives or
should financial resources target septic and replacement only?
• Should resources be used to provide education and/or promotion to the community regarding pollution credits''
Economic Development Fund
Discretionary Grant Program
Organization: Big Brothers and Big Sisters of Central Oregon
Organization Description: Big Brothers and Big Sisters is a one-on-one mentoring
program that matches professionally screened and trained volunteers with youth
throughout the tri -county area. The purpose is to give children and families the
opportunity to form meaningful relationships with volunteer mentors.
Project Name: 2008 Bowl for Kids Sake
Project Description: Bowling for Kids Sake is an annual fundraising event which helps
provide financial support for the program. The grant will be used to promote the event,
provide t -shirts and sponsor one team. The event is expected to raise $50,000.
Project Period: May 3, 2008
Amount of Request: $2,500 (Total Budgeted Expenditures $3,750)
Previous Grants:
• August2000 - $1,000 ($1,000 Swaringen)
• April 2001 - $50 ($50 DeWolf)
• January 2006 - $2,500 Bowling ($1,250 Daly; $1,250 Clarno)
• February 2007 - $1,000 Bowling ($500 Luke; $500 Baney)
Deschutes County Board of Commissioners
1300 NW Wall St., Bend, OR 97701-1960
(541) 388-6570 -Fax (541) 385-3202 -
DESCHUTES COUNTY ECONOMIC DEVELOPMENT FUND
DISCRETIONARY GRANT PROGRAM APPLICATION
Direct Application to:
Commissioner Tammy Baney
Commissioner Dennis R. Luke
Date:
2-5-08
Project Name:
Project Beginning Date:
Amount of Request:
Commissioner Michael M. Daly
All Three Commissioners
XXX
2008 — Bowl For Kids' Sake
May 3, 2008
$2,500
Applicant/Organization:
Address:
Project End Date:
Date Funds Needed:
Tax ID #:
City & Zip:
Telephone:
Email:
Big Brothers Big Sisters
of Central Oregon
1900 NE Division, Suite 202
Contact Name(s):
Fax:
Mark Wilke
Kasev Peterson
541-312-6052
Alternate Phone:
541-408-2177
May 3.2008
May 1, 2008
93 - 0677650
Bend 97701
541-312-6047
mwilkeabbbsco.ore
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:
Big Brothers Big Sisters of Central Oregon:
1.) BBBSCO is a one-to-one mentoring program; which snatches professionally screened
and trained volunteers with youth throughout the Tri County area. The purpose of
BBBSCO is to give children & families the opportunity to form meaningful relationships
with volunteer mentors. Our program provides many match activities for program
participates (ie. — rafting, snowshoeing, camping, fishing, etc.). Many `Gigs" and
"Littles" spend their time taking advantage of the Central Oregon landscape. Our
leadership structure stems from being a part of the largest regional youth development
provider. We are a program of J Bar J Youth Services; which provides executive
leadership, accounting, grant writing and many administrative functions. BBBSCO has
its own Advisory Board and Program Director; who provide support, oversight and guide
the program while working closely with 2 Advisory Boards in surrounding counties.
(see attached Organizational Chart)
2.) Bowl For Kids Sake is a annual fundraising event which helps in providing financial
support to ensure the future quality and growth of the program. Many people get involved
and this is a great way to engage our Bigs and Littles; while supporting a community
event. This event has approximately 425 people attend to support the program.
3.) The event is held the first weekend of May each year. It will take place on May 3rd
this year at Sun Mt. Fun Center.
4.) This activity (BFKS) will recruit community support to provide financial assistance to
the number one mentoring program in the nation. Many individuals, business
professionals and friends of the program rally to collect pledge money to benefit
BBBSCO. This event allows our community to advocate and support BBBSCO; while
raising funding to sustain and expand the program.
5.) The children & families of Deschutes County will directly benefit from this activity
because it will allow our staff to match more youth with a mentor. Our services are free
to children between the ages of 6-15 who want and need a mentor. Most children in the
program are from low-income, single -parent households. Many struggling with school
and have inadequate support systems.
6.) FY 2006-2007 expenditures were $3,155. This year we anticipate approximately
$3,750 in expenditures (see budget attachment). Grant funds will be used as a BFKS
Lucky Strike Sponsorship (see BFKS $2,500 Lucky Strike Sponsorship attachment for
details on how the grant funds will be used). ALL proceeds from 2008 BFKS (approx.
$45,000) will benefit Big Brothers Big Sisters in Deschutes County.
Big Brothers Big Sisters
of Central Oregon
share
2008 Sponsorship Packet
Kids'
Sake.
January 31, 2008
Michael Daly
Deschutes County
1300 NW Wall St.
Bend, OR 97701-1960
Dear Michael Daly,
On Saturday, May 3rd, Big Brothers Big Sisters of Central Oregon will host the ninth annual
Bowl for Kids' Sake at Sun Mountain Fun Center! Bowl for Kids' Sake (BFKS) is a fundraising
event and campaign to support Big Brothers Big Sisters of Central Oregon.
Our program matches youth, ages six through fifteen with caring adult mentors throughout
Deschutes, Crook & Jefferson Counties. Our "Bi,gs" and "Littles" spend on average, six to
twelve hours a month together in the community participating in activities such as, hiking,
biking, arts & crafts, or simply sitting and chatting. All youth deserve a positive role model in
their lives.
Community members are invited to participate in Bowl for Kids' Sake by entering a team of four
to five people to bowl on Saturday, May 3rd for two hours between 10am and 2pm. The bowler
who raises the most money for Big Brothers Big Sisters will receive a fabulous grand prize! You
don't have to be a great bowler! Anyone can come and bowl to support the program!
The enclosed information sheet lists the various sponsorship opportunities available and
benefits to the sponsors.
We encourage you to purchase a sponsorship package as soon as possible so that we may
fully promote your company. If you would like to form a bowling team as well, simply give us a
call at 541-312-6047, or visit our website at www.bbbsco.org. Thank you for your consideration
and we look forward to hearing from you soon.
Sincerely,
Mark Wilke
Program Director
2008 Sponsorship Packet
Kids'
Sake.
King Pin
$5000
Limited to one
SPONSORSHIP OPPORTUNITIES
• Business recognized as a King Pin Sponsor for Bowl for Kids' Sake on all radio
advertisements promoting the event.
• Business Togo included in all print advertisements promoting the event.
• Business logo printed on all event posters displayed throughout Central Oregon
• Business logo printed on Pledge Packets distributed across Deschutes County
• Business logo on over 500 Bowl for Kids' Sake T-shirts
• Sponsorship of two teams to bowl at the event ($700)
• Recognition, logo and a Zink to your business on our website (www.bbbsco.org)
• Business name and logo printed in the bi-monthly Big Brothers Big Sisters
Newsletter (circulation 700)
• Business banner displayed May 3, 2008 during BFKS
• PSA distributed to all regional newspapers and radio stations regarding BFKS
Lucky Strike
$2500
Lirri7te� o four
• Business logo included in all print advertisements promoting the event.
• Business logo printed on all event posters displayed throughout Central Oregon
• Business logo printed on Pledge Packets distributed across Deschutes County
• Business logo on over 500 Bowl for Kids' Sake T-shirts
• Sponsorship of one team to bowl at Bowl for Kids' Sake ($350)
2008 Sponsorship Packet
Cids
Sake:
Recognition on our website (www.bbbsco.org)
• Business name printed in the bi-monthly Big Brothers Big Sisters Newsletter
(circulation 700)
• Business banner displayed May 3, 2008 during the BFKS
• PSA distributed to all regional newspapers and radio stations regarding BFKS
Spare Sponsor
$1000
• Business logo printed on Pledge Packets distributed across Deschutes County.
• Business name printed in the bi-monthly Big Brothers Big Sisters Newsletter
(circulation 700)
• Business banner displayed May 3, 2008 during BFKS
• Recognition on our website (www.bbbsco.org)
Lane Sponsor
$500
• Business banner (provided by us) displayed over a bowling lane during the event.
• Business name printed in the bi-monthly Big Brothers Big Sisters Newsletter
(circulation 700)
• Recognition on our website (www.bbbsco.org)
Pin Sponsor
$250
• Business name printed in the bi-monthly Big Brothers Big Sisters Newsletter
(circulation 700)
• Recognition on our website (www.bbbsco.org)
***AII Sponsors will receive public address recognition at the event***
2008 BFKS SPONSORSHIP REPLY FORM
2008 Sponsorship Packet
Kids'
Sake. AME:
COMPANY:
ADDRESS:
CITY: STATE: ZIP:
PHONE: FAX:
E-MAIL:
❑ KING PIN $5,000 ❑ LUCKY STRIKE $2,500
❑❑ SPARE SPONSOR $1,000 ❑ LANE SPONSOR $500
❑ PIN SPONSOR $250
Enclosed is my check payable to Big Brothers Big Sisters of Central Oregon
Please Bill Me
Charge My Credit Card (circle one) MC VISA
Card Number: EXP. DATE:
Signature: DATE:
❑ I would like more information on forming a BFKS Bowling Team
❑ I am unable to sponsor, but would like to make a $ donation.
❑ My gift is matched by a corporate matching fund. (Please enclose form)
Please fax to 541-312-6052 or return by mail to:
Big Brothers Big Sisters of Central Oregon
1900 NE Division Street, Suite 202
Bend, OR 97701
VVWW.BBBSCO.ORG
2008 Sponsorship Packet
Big Brothers Big Sisters
of Central Oregon
BFKS Bend 2008 - Budget
Income:
Presenting Sponsor x 1 @ $5,000 $5,000
Major Sponsors x 2 @ $2,500 $5,000
Lane Spopnsors x 20 @ $500 $10,000
Business Sponsors x 2 @ $1,000 $2,000
Pledges/Bowlers $28,000
Total: $50,000
Expenses:
Advertising $500
Fees $1,000
Printing $600
Prizes $150
Supplies $650
T-shirts $850
Total: $3,750
Net Income: $46,250
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- IRS D� .,n iI R s c the Treasury
[ !net -nal Revenue Service
0G D EN UT 84201-0046
J BAR J YOUTH SERVICES INC
62895 HAMBY RD
BEND OR 97701-9575956
In reply refer to: 0424060201
Mar. 23, 2004 LTR 252C
93-0677650 000000 00 000
03223
BODC: TE
Taxpayer Identification Number: 93-0677650
Dear Taxpayer:
Thank you for the inquiry dated Mar. 03, 2004
We have changed your business name as requested. The number shown
above is valid for use on all tax documents. For your convenience,
we have ordered corrected Forms 8109, Federal Tax Deposit Coupons
for you to make your deposit. You should receive them in five to
six weeks. REMINDER - Your new business name should also be used
if you deposit electronically. You can make Electronic Funds
Transfer (EFT) payments using the government's Electronic Federal
Tax Payment System (EFTPS) through a financial agent designated to
process tax payments.
If you have any questions, please call us toll free at
1-877-829-5500.
If you prefer, you may write to us at the address shown at the top
of the first page of this letter.
Whenever you write, please include this letter and, in the spaces
below, give us your telephone number with the hours we can reach you.
Also, you may want to keep a copy of this letter for your records.
Telephone Number ( ) Hours
Economic Development Fund
Discretionary Grant Program
Organization: Deschutes County 4-H Leaders' Association
Organization Description: Deschutes County 4-H Leaders' Association is a non-profit
organization established to financially assist the OSU/Deschutes County 4-H program.
The mission of the 4-H program is to help young people to learn and grow through a
process to build competence, confidence, connection, compassion and character (the 5
C's).
Project Name: Five C's Project
Project Description:The Teen Staff is for youth in 7th to 12th grade to partner ship adults
to enhance leadership development while providing skill building activities. The Five C's
Project will monitor the Teen Staff program through monthly surveys to measure there
levels of competence, confidence, connection, compassion and character.
Project Period: March 2008 — February 2009
Amount of Request: $7,000 (Total budgeted cost = $16,200)
Previous Grants:
• July 2001 - $3,000 ($3,000 Daly)
• May 2002 - $3,600 Educational/Training Equip. ($3,600 Daly)
• September 2002 - $3,250 Shelving and Storage Equip. ($3,250 Daly)
• September 2005 - $5,000 Update educational materials ($5,000 Daly)
• September 2006 - $6,000 Challenge Course ($4,000 Luke, $1,000
Daly, $1,000 Clarno)
Deschutes County Board of Commissioners
1300 NW Wall St., Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www,deschutes.or ;
DESCHUTES COUNTY ECONOMIC DEVELOPMENT FUND
DISCRETIONARY GRANT PROGRAM APPLICATION
Direct Application to:
Commissioner Tammy Baney
Commissioner Dennis R. Luke
Date:
2/4168
Commissioner Michael M. Daly
All Three Commissioners
Project Name:
Project Beginning Date: r
Amount of Request:
fin)
Applicant/Organization:
Address:
Project End Date:
Date Funds Needed:
Tax ID #:
City & Zip:
Telephone:
Desch
1i/L ',ers'4
3,513 Sw rpP-7' GA%
Contact Name(s):
Fax:
Day/04'7,
Alternate Phone:
54fa --/z sf8
Email:
4/A49 7
3�2DD e
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eJmf '2 77
s -4o'?
r
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:
DESCHUTES COUNTY 4-H LEADERS' ASSOCIATION
3893 S.W. AIRPORT WAY REDMOND, OREGON 97756
February 6, 2008
Dave Inbody
Deschutes County Administration
1300 NW Wall Street, Suite 200
Bend, OR 97701-1960
Mr. Inbody:
I would appreciate your consideration in forwarding the FIVE C's Project proposal to all three
Commissioners. The request is for $7,000.
The FIVE C's Project will measure the levels of confidence, compassion, connection, character,
and competence 4-H members gain as they undertake projects, events, and activities that lead to
their contributing to Deschutes County communities through healthy and safe families, social
relationships, and economic self-sufficiency.
The FIVE C's Project is scheduled to begin March 2008 and conclude in February 2009.
Respectfully,
k
David J. Win Associate professor
OSU/Deschutes County 4-H faculty
RECE11U
FEB 1 1 �nnu
FEB 1 1 2008
BOARD OF COMMISSIONERS
ADMINISTRATION
DESCHUTES COUNTY ECONOMIC DEVELOPMENT FUND
DISCRETIONARY GRANT PROGRAM APPLICATION
1. Describe the applicant organization, including its purpose, leadership structure, and
activities.
The Deschutes County 4-H Leaders' Association (DC4HLA) is a 501 (c) 3 charitable
organization established to financially assist the OSU/Deschutes County 4-H program
carry out its mission to help young people learn and grow through an intentional process
that builds competence, confidence, connection, compassion, and character (known as the
Five C's). The DC4HLA is governed by an Executive Board and Council made up of
elected and appointed adults. State 4-H faculty and county supported staff advise the
DC4HLA and, in turn, receive advice from the DC4HLA.
2. Describe the proposed project or activity.
The FIVE C's Project
Teen Staff is a 7th through 12th grade 4-H member program within Deschutes County 4-H
that incorporates youth/adult partnerships designed to enhance leadership development
while providing meaningful skill building activities. The FIVE C's Project will monitor
Teen Staff periodically through one calendar year. During this time, Teen Staff will
respond to monthly surveys designed to measure levels of competence, confidence,
connection, compassion, and character. Teen Staff are trained as para -professionals to
carry out duties and responsibilities associated with educational events and activities. As
examples: Teen Staff provide clerk services for competitive events, staff the 4-H
Building and answer 4-H related questions during fair, and assist the DC4HLA in raising
needed funds through the annual Gala, Million Penny Radio Round Up, the Over the
Clover Cafe, and their own entrepreneurial initiatives. It is anticipated that participation
in Teen Staff will lead to increases in each of the five C's.
3. Provide a timeline for completing the proposed project or activity.
Mar
08
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
Jan
Feb
09
Pre
Test
Pre
Test
Pre
Test
Pre
Test
Post
Test
Post
Test
Post
Test
Post
Test
Post
Test
Post
Test
Post
Test
Post
Test
Pre Test measurements will take place starting in March 2008 and conclude in June 2008.
Post Test measures will be taken from July 2008 through February 2009.
4. Explain how the proposed project or activity will impact the community's economic
health.
The literary evidence supports the notion that youth engaged long-term, with caring
adults, through meaningful activities, increase their levels of the five C's. Furthermore,
research is showing that increased levels of the five C's lead to a Sixth C known as
contribution.
As contribution develops in Teen Staff the communities in Deschutes County can expect
positive impacts through healthier family and social relationships and economic self-
sufficiency.
5. Identify the specific communities or groups that will benefit.
Teen Staff represent the broad rural and urban communities of La Pine, Bend, Redmond,
Terreboone, and Sisters. Not only do the Teen Staff interact with youth in the 4-H
program, they immerse themselves in their communities and interact with other youth,
peers, adults, and the business sector.
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.
Project Income
Income
In -Kind
Total
Extension Service
District
$3,500
$2,200
$5,700
Economic
Development Fund
$7,000
$7,000
Deschutes County
4-H Leaders'
Association
$3,500
$2,200
$3,500
Total
$14,000
$2,200
$16,200
Project Expenses
Income
In -Kind
Total
Evaluation
$2,200
$2,200
Administration
$14,000
$14,000
Total
$14,000
$2,200
$16,200
DEEC}LUTES COUNTY 4-H LEADERS
ASSOC
178X BEAR CREEK RD
BEND, OR 97701
Gentlemen:
Internal Revenue Service
EP/EO Disclosure Desk
P.O. Dox 2 350 Los Angeles, CA 90053
Person to Contact:
L. Barragan (A to K)
F. Miraflor (L to Z)
Telephone Number:
(213) 194-23:_6
R•=fer Reply to:
92-18
Date:-12�L
RE: 93-6028976
DESCHUTES COUNTY 4-H LEADERS
ASSOC
This is in response to your request for a determination
letter of the above-named organization.
A review of our records indicates that the above-named
organization was recognized to be exempt from Federal income
tax -in MAY, 1964, as an organization described in
Internal Revenue Code section 501(c)(3). It is further
classified as an organization that is not a private
foundation as defined in section 509(a) of the code, because
it is an organization described in section (05).
This letter is to verify.your exempt status
and the fact that the determination letter
issued in MAY, 1964 continues to be in effect.
I.f you are in need of further assistance, please feel free to
contact me at the above address.
We appreciate your cooperation in this regard.
Sincerely,
Disclosure Assistant