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HomeMy WebLinkAbout2008-03-12 Work Session MinutesDeschutes County Board of Commissioners 1300 NW Wall St., Suite 200, Bend, OR 97701 -1960 (541) 388 -6570 - Fax (541) 385 -3202 - www.deschutes.org MINUTES OF WORK SESSION DESCHUTES COUNTY BOARD OF COMMISSIONERS WEDNESDAY, MARCH 12, 2008 Present were Commissioners Dennis R. Luke, Michael M Daly and Tammy Melton; also present were Dave Kanner, County Administrator; Erik Kropp, Deputy County Administrator; Tom Anderson, Kevin Harrison and Ruth Wahl, Community Development Department; Hillary Borrud, The Bulletin; Laurie Craghead, Legal Counsel; and five other citizens. Chair Luke opened the meeting at 1:30 p.m. 1. Discussion of Spay & Neuter Program. Sara Dice and Sharon Eddleston of the Bend Spay & Neuter Project gave an overview of the status of the agency and their programs. (See attached handout.) Their main mission remains helping control the cat population through spay and neuter services. They are booked out for dog surgeries for several months, primarily because of space constraints in the current building. The building cannot be expanded to accommodate this. Ways to keep spay and neuter programs going in the future are possibly to divert more dog licensing funds towards spay and neuter specifically. The shelters receive most of those funds at this time. The shelters also continue to adopt out animals that have not been spayed or neutered, and about half of those animals will never be taken in for surgery even though it is included with the adoption. Educating the public about compliance to licensing laws and to spay or neuter their pets is important, and it takes people hearing a message several times until it sinks in. Commissioner Luke stated that almost zero tolerance about not licensing their dogs is necessary to get more compliance. Ms. Dice stated that the veterinarians need to get more involved, since spay or neuter, vaccinations and licensing should go together naturally. Minutes of Administrative Work Session Wednesday, March 12, 2008 Page 1 of 6 Pages Commissioner Melton asked what the licensing fees are earmarked for. Mr. Kanner stated that a portion goes to the City (if appropriate), the County and the shelters. The County's portion goes towards animal control. City fees are higher, and it is more expensive to buy a license for an unaltered pet. The Commissioners were surprised to hear that animals are not spayed or neutered prior to being adopted out by the shelters, since the shelter representatives have indicated they are. It was clarified that animals are being adopted out regularly without being spayed or neutered. The Commissioners asked about the status of the HART Center, a County - owned property near the landfill. Ms. Dice said that it was hoped that the facility would combine resources of the shelters, Bend Spay & Neuter Project and other organizations; however, the shelters did not follow through and the program is at a standstill since their participation is important and it would primarily benefit shelter animals that need additional medical care. Mr. Kanner reminded the Board that they authorized voluntary contributions towards spay and neuter programs through dog licensing. Thus far, there has been about $600 collected. It will eventually be distributed as appropriate. 2. Update of Oregon Solutions Project — Coordinated Human Services Transportation Plan. Judith Ure, and Scott Acuff, COIC grant writer, explained the project. Mr. Acuff noted that over the past eight years there have been five planning processes in the region, with not a lot of implementation. The medical ride brokerage and regional call center did result. Notable failures are the intercommunity shuttles, which have not taken hold. Meeting the needs of transit dependent people is a priority. Identifying why the programs did not come together was a goal. The main reason is that no one entity was held responsible to make sure implementation occurred, and to pool resources to apply for funding. COIC discussed whether they could be the lead agency in implementing the ideas that came out of all the groups and meetings. A proposal was made to the State to expand dial -a -ride services outside of the City of Bend, to convert them for the general public as well as specialized riders. This opens up a lot of other funding. Another element was inter - community shuttles. Central Cascade Lines already services the La Pine area. Minutes of Administrative Work Session Wednesday, March 12, 2008 Page 2 of 6 Pages Without grants and other funding, no transportation services of this type can break even. He said that fares cover less than 10% of their costs; even in major metropolitan areas, fares cover no more than 30% of the costs. Helping these providers is a goal of COIC as well. He said that ODOT Public Transportation may be able to provide additional funding in this regard. In 2006, the Deschutes County Transportation Plan, headed by Commissioner Daly, examined what was in place and what the priorities are. The two priorities were a regional coordinating entity and develop coordinated transportation between Bend, Redmond and La Pine. Sisters and Prineville are potential add -ons. Commissioner Daly said that preserving what is there is important before diving into something new. Ms. Ure stated that this is a high priority, to build on what is there. Mr. Acuff stated that COCOA has a strong voice but are not able to cover the spectrum of needs. The Board was asked to support the project. There needs to be a single entity to oversee the process. COIC is better equipped to handle the process and keep everyone informed. Ms. Ure pointed out that someone needs to be appointed to head up the group. It was recommended that Commissioner Daly continue in this regard. MELTON: Move that Commissioner Daly be authorized to sign the Oregon Solutions Support Statement. DALY: Second. VOTE: DALY: Yes. MELTON: Yes. LUKE: Chair votes yes. 3. Work Session regarding Thornburgh Resort LUBA Remand. Ruth Wahl provided a staff report and other handouts (a copy of which is attached). She said that today's meeting is not to deliberate any issues, just to clarify any questions the Commissioners might have. Laurie Craghead said that the Court of Appeals remanded it to LUBA, who remanded it to the Board. Five issues need to be addressed. At the March 19 meeting, the Board cannot take in any new information. Minutes of Administrative Work Session Wednesday, March 12, 2008 Page 3 of 6 Pages Issue #1 relates to the 2:1 ratio. The petitioners would have to show that the information was not already in the record. Ms. Craghead stated that there is no new information in this regard. On the chart presented previously by the applicant, it was not clear what the eventual status of the lockout units would be. Kevin Harrison stated that the units have to be available to be separately rented, which means separate keys and the ability to lock a room or rooms off from the rest of the unit. Issue #2 relates to the financial assurances that are required. The County has to be consistent with State law. LUBA requires the condition to be rewritten as to having the first fifty units built prior to selling any property. They have to bond the next 150 units; thereafter they only have to maintain a 2:1 ratio. Under State law, the ratio has to be maintained throughout the development of the resort. Issue #3 is in regard to the 2:1 ratio limitation in Phase D. The resort is proposed to be built in seven phases, and Phase D contained a typographical error that did not meet the 2:1 ratio. The finding can be amended to show that it will be met, however. Issue #4 relates to road access within the project. The finding was inadvertently left out of the original document, but will be provided to the Board. Issue #5 has to do with lot size; staff has recommended language to clarify this question. Issue #6 is in regard to a wildlife mitigation plan and a public trail system. Ms. Craghead said that Paul Dewey submitted letters that are not related to the CMP, so they are not in the packet recently presented to the Commissioners. The Board will need to determine whether those letters should be let into the record. Staff feels this is new evidence and that the Board should review them and clarify that they should not be allowed into the record. 4. Consideration of Economic Development Grant Requests: • Network of Volunteer Administrators (NOVA) — Volunteer of the Year Award Commissioners Luke and Melton granted $1,000 each. • Sisters Outdoor Quilt Show, Improvements — Commissioner Melton granted $1,000 and Commissioner Luke granted $500. Minutes of Administrative Work Session Wednesday, March 12, 2008 Page 4 of 6 Pages 5. Update of Commissioners' Meetings and Schedules. None were discussed. 6. Other Items. In regard to the Sunriver Mall hearings, the cost for use of the Sunriver facilities is about $1,450. Even though the SROA has agreed to pay part of it, Commissioner Luke said that he feels it would be improper to do so since they are a party to the land use application. Terri Payne and Tom Anderson said that they held the Planning Commission meeting at Sunriver and the audience was appreciative; of course, the weather was not good at the time. The first hearing will be held at the County. Staff will report and the applicant will provide testimony, which may not leave a lot of time for other public testimony. The location of the second hearing is yet to be determined. In regard to the Fair Board vacancy, Mr. Kanner said he needs direction from the Board as to how to proceed. Most of the people who applied previously are still interested. Commissioner Melton said she would like to consider them first, but also should renotice the opening. Mr. Kanner said that an invoice was received from Wy'East for membership. Jeff Rola also has asked to be the Deschutes County representative on the group. The County has not been involved with this agency and does not make formal appointments to it, as it is an independent, nonprofit agency. The Commissioners said that they do not want to pay dues to them and does not plan to make any appointments in that regard. At 3:45, the Board went into executive session under ORS 192.660(2)(h), pending or threatened litigation. No action was taken. Minutes of Administrative Work Session Wednesday, March 12, 2008 Page 5 of 6 Pages Being no further discussion, the meeting adjourned at 4:45 p.m. DATED this 13th Day of February 2008 for th Deschutes County Board i - 4__v of Commissioners. ATTEST: Recording Secretary Dennis R. Luke, Chair Tammy (Baney) Melton, Vice Chair A///.., �i ael . '1 aly, C • missioner Minutes of Administrative Work Session Wednesday, March 12, 2008 Page 6 of 6 Pages 2 { 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 0 WORK SESSION AGENDA DESCHUTES COUNTY BOARD OF COMMISSIONERS 1:30 P.M., WEDNESDAY, MARCH 12, 2008 1. Discussion of Spay & Neuter Program — Sara Dice, Bend Spay & Neuter Project 2. Update of Oregon Solutions Project — Coordinated Human Services Transportation Plan — Judith Ure 3. Work Session regarding Thornburgh Resort LUBA Remand — Ruth Wahl 4. Consideration of Economic Development Grant Requests • Network of Volunteer Administrators (NOVA) — Volunteer of the Year Award • Sisters Outdoor Quilt Show 5. Update of Commissioners' Meetings and Schedules 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 /300 NW Wall Si., Bend, unless otherwise indicated. lfyou have questions regarding a meeting, please call 388-6572. Deschutes County meeting locations are wheelchair accessible. Deschutes County provides reasonable accommodations for persons with disabilities, For deaf, hearing impaired or speech disabled, dial 7 -1 -1 to access the state transfer relay service for TTY. Please call (541) 388 -6571 regarding altemative formats or for further information. PLEASE SIGN IN Work Session Meeting Wednesday, March 12, 2008 (Please Print) Name Representing ')::?' ■ ,.._.) R, kA „..›- ...,, :"*. ,, )1 ',7_1()' : ' -,..,/: / 1 / 4'0 k ) 4i g - ‘1 --- /-il 'v.) .:h i 5C...P‘14 Cace<___ CiD` Q fl'41--7 41-/Q--414 (J) -7/71-& teafri e / 4," i --e, , Please re BEND SPAY+NEUTER PROJECT Bend Spay & Neuter Project 61344 Parrell Road Bend, Oregon 97702 541.617.1010 www.bendsnip.org info @bendsnip.org Accomplishments: 11,500 Surgeries in three years Goal: 70,000 Surgeries - 70% rule to reach critical mass of animals Target clientele: Low income individuals and families 8,700 animals had never been to a vet 7,000 animals were not current on vaccines Benefits to the Community: • Reduced animal welfare costs o L.A. County found they could save $10 in animal welfare costs for every dollar invested in spay and neuter. Other communities are finding similar results. o Many spay /neuter clinics are municipally funded due to this • Increased value placed on responsible pet ownership o Creates a culture of responsibility and kindness • Kindness brings kindness o As animals are elevated in value in our society the level of humanity expected from others increases and touches endless lives. o Clinic services enables more families to have pets which has been shown to be beneficial for the health of people Page 1 of 2 Clinic Challenges: • The clinic is booked out until May for dog surgeries — community needs are exceeding capacity o Limited clinic and cage space o Currently only open three days per week due to funding limitations • Future Funding Challenges o Eventually will need new, bigger facility o Will need paid executive director position for sustainability (present E.D. is a volunteer with an additional full time job) impetus • Must stay ahead of rapid breeding cycles of pets o Interruption of clinic's work for any length of time will exponentially reduce ability to reach goals. o Pets and feral cats reproduce at alarming rates — clinic must maintain high surgery numbers Possible Solutions: • Divert dog license fee income to support spay /neuter services o Clinic would be motivated to work to increase compliance with licensing law o These funds would help reduce future animal control costs • Require shelters by contract to alter all pets prior to adoption o Our clinic receives mixed reports from shelter staff and volunteers regarding if this is being done now. o Every effective shelter in the nation alters pets before adoption • Assist with funding for an education campaign for licensing and spay /neuter compliance • o Possible joint public outreach campaign through media to educate and encourage community members to alter pets and license dogs. o Every pet altered now reduces future clinic workload and animal control costs Page 2 of 2 Deschutes County Deschutes County supports the Vision Statement, Guiding Principles, Planning Goals, and selected Priority Projects of the Deschutes County Transportation Coordination Project as they are consistent with the following Goals in the Deschutes County Transportation System Plan: • Enhance the opportunity for intermodal connections throughout the County transportation system. • Increase the existing level of special services provided. • Establish rural transit service for Deschutes County residents. • Decrease barriers to the use of existing services. Deschutes County will offer the following support for the implementation of each project: For Project 1 • Agency Support: - The Deschutes County Commission recognizes the Central Oregon Intergovernmental Council (COIC) as the regional public transportation coordinating entity. • Participation on Regional Coordinating Council: - The Deschutes County Commission will appoint a county staff person to serve on the Regional Coordinating Council. • Special Transportation Fund (STF) Administration: The Deschutes County Commission will consider working and /or contracting with COIC to administer the local STF program. This consideration will not include delegating project funding approval authority of the Commission. For Project 2 • Participation on Project Advisory Committee: The Deschutes County Commission will appoint a county staff person to serve on the Project Advisory Committee to provide technical assistance on the service plan. • Grants and Funding: - Deschutes County will provide technical support, as needed, for funding applications related to implementing this project. • Planning: Deschutes County will review relevant portions of its Transportation System Plan and land use ordinances to identify opportunities to prepare for regional inter- community public transportation. • Partnership: - Deschutes County will cooperate with the regional public transportation coordinating entity in its efforts to secure funding and operational support by working in partnership with area businesses, foundations, ODOT Public Transportation Division, COIC, and other organizations. Board of County Commissioners Participating County Representative Name: Name: Judith Ure, Management Analyst Signature: Date: Signature: Date: 0 Oregon Solutions Deschutes County Transportation Coordination Project Project Summary as of January 31, 2008 The Deschutes County Coordinated Human Services Transportation Plan was adopted by the Deschutes County Board of Commissioners in July 2007. The plan establishes a comprehensive vision for fast, fair, flexible and frequent public transportation services in the county and throughout Central Oregon. The plan identifies priorities and action items to be undertaken in the near and long terms to achieve its goals. It is now time for Deschutes County and its partners to commit the time, talent and resources to implement the plan. Success will depend on the sustained commitment and cooperation of all planning participants. These commitments begin with a set of achievable high - priority projects identified by stakeholders on September 27, 2007. Within the next two years, these stakeholders intend to implement the following projects: Project 1. Establish a regional entity to coordinate public transportation services, in order to: • increase local service and administrative efficiencies; • most efficiently leverage existing capacity and funding to capture new capacity and funding; • provide a framework for regional public - private partnerships to implement public transportation projects — e.g. identify broad needs, pool multiple resources and broker a competitive market to meet needs; • provide a one -stop shop for interested partners to get involved, and • provide a one -stop shop for system users. Project 2. Implement coordinated public transportation services along the Rt. 97 corridor, linking Redmond, Bend and La Pine. The project will support and enhance existing services, eliminate duplication of effort, expand services to address unmet needs, and increase private and public resources dedicated to public transportation services. The regional entity will receive guidance and advice from a broadly representative council of stakeholders, including representatives of populations in need, transportation service providers, community service organizations, municipalities and counties, and state agencies. Vision Statement The people and communities of Deschutes County are served by the improved coordination of existing public transportation services and the creation of a permanent system of public transportation. The countywide system is safe, affordable, reliable, accessible, environmentally sound, flexible, efficient, responsive to diverse transportation needs, and coordinated with regional public transportation systems. In short, public transportation and mobility services in Deschutes County are fast, fair, flexible and frequent. Guiding Principles Deschutes County and its public and private partners shall adhere to the following guiding principles in pursuit of public transportation goals. These principles reflect a holistic approach to the provision of public transportation services and therefore do not appear in any particular priority order: 1. Seek broad and diverse public involvement in the planning and implementation of public transportation policies, programs and investments. 2. Avoid duplication of effort and leverage community investments by coordinating its public transportation investments and programs with those of other local and regional governments, transportation service providers, employers and community institutions. 3. Give priority to the transportation and mobility needs of special populations (the elderly, persons with disabilities and persons who cannot afford to drive) and to persons seeking employment opportunities or transportation options. 4. Build on existing public transportation assets to advance the goals and policies of the Comprehensive Plan, Transportation Systems Plan and other related County policies. 5. Seek investment and program opportunities that provide multiple benefits by providing access to medical and social services, employment, businesses and personal services, education, recreation and cultural amenities. 6. Link coordinated public transportation services to pedestrian, bicycle and other multi -modal transportation facilities. 7. Pursue adequate and sustained financing strategies to achieve the public transportation principles, goals and action items set forth in this plan. 8. Establish measurable performance benchmarks and standards to guide and govern its public transportation investments. Planning Goals Deschutes County establishes the following initial goals for public transportation planning and coordination. 1. Identify present and future transportation needs for people who live, work, conduct business, attend school, seek medical and social services, and recreate in Deschutes County. 2. Align public transportation planning efforts with the goal of the Oregon Competitive Employment Project to expand and develop transportation systems and services necessary for competitive employment of individuals with disabilities. 3. Develop a shared vision for the ideal public transportation system for Deschutes County. 4. Identify steps to coordinate existing public transportation services and expand services to achieve the shared vision. 5. Prioritize coordination initiatives based on the needs that would be met and the potential for success. 6. Maximize the use of public transportation funds to leverage state, federal and private investments in public transportation services. 7. Implement top priority coordination projects. Additional Projects for Future Consideration Stakeholders identified the following additional projects to implement as resources and opportunities develop: • Develop additional park and ride lots, pedestrian and bicycle facilities, and other multi -model developments to support the growing network of public transportation services. • Expand the number of employer van pool programs. • Develop and implement additional "spokes" of the public transportation network to link Redmond and Bend to Prineville, Bend to Sisters, Sisters to Redmond and Redmond to Madras. • Established fixed route services within each major population center. • Develop facilitiators, navigators or case workers to help match clients to public transportation services, and assist with service applications. • Attract new public and private investors and service providers. • Implement a volunteer recruitment and training program to increase the number of volunteer -based transportation services. • Develop a coordinated approach to insurance, training, maintenance, dispatch and other central support Deschutes County Transportation Coordination Project Summary — October 11, 2007 — Page 2 services. Desired System Characteristics Coordinated public transportation services shall be designed and implemented to achieve the following performance characteristics: 1. Increase the number and frequency of coordinated public transportation services linking major cities and transportation corridors. 2. Increase the number of persons using coordinated public transportation services. 3. Increase access to public transportation services for populations with special needs. 4. Reduce the number of single - occupancy vehicle trips (SOV). 5. Reduce levels of air pollution, greenhouse gases and other environmental impacts of transportation. 6. Increase the number of modes of transportation used by residents. 7. Increase private and employer investments in public transportation services. Priority Projects Implementation Plan Project 1. Establish a regional entity to coordinate public transportation services, in order to: • increase local service and administrative efficiencies; • most efficiently leverage existing capacity and funding to capture new capacity and funding; • provide a framework for regional public - private partnerships to implement public transportation projects — e.g. identify broad needs, pool multiple resources and broker a competitive market to meet needs; • provide a one -stop shop for interested partners to get involved, and • provide a one -stop shop for system users. The regional entity will receive guidance and advice from a broadly representative council of stakeholders, including representatives of populations in need, transportation service providers, community service organizations, municipalities and counties, and state agencies. Task Lead Partners Time - frame 1. Establish Regional Coordination Organization a. Engage in Regional Discussions • entity should be regional in scope and positioned to perform the functions Crook, Deschutes, Jefferson Counties Central Oregon Cities, Public Transportation Providers, Human Service Agencies, and ODOT PTD 12/07- 1/08 b. Designate Coordinating Organization county commissions, city councils, ODOT PTD, other agencies 1 /C8 c. Develop Regional Coordinating Council Designated Coord. Organization comprised of all above plus counties, private sector 2/08 d. Develop Core Funding Plan: • ID minimum core staff and overhead requirements Designated Coord. Organization Regional Coordinating Council 2/08 e. Develop /Refine Transportation Coordination Work Plan (see 2e below) Designated Coord. Organization Regional Coordinating Council 3/( 8 2. Implement Regional Coordination Work Plan a. ID Project Funding to Implement Work Plan Designated Coord. Organization Regional Coordinating Council 3/( 8 b. Conduct an Assessment of Existing Services: Designated Coord. Organization Regional Coordinating Council 2/( 8 -4/08 Deschutes County Transportation Coordination Project Summary — October 11, 2007 — Page 3 Task Lead Partners Time - frame • update coordination plans' resource assessments c. Conduct Market Analysis of Transportation Demands: • update and refine existing employer and user group surveys Designated Coord. Organization Regional Coordinating Council 3/08 -6/08 d. Develop a Clearinghouse of Regional Transportation Information and Resource /Referral Center: • ID actual information needs and clearinghouse Best Practices • build cooperative agreements with transportation providers • Implement clearinghouse (website, phone line, etc.) • Implement resource /referral center Designated Coord. Organization Regional Coordinating Council 3/0.3 -6/08 e. Develop Fiscal and Administrative Functions: • Develop cooperative agreement with counties and ODOT PTD Designated Coord. Organization Regional Coordinating Council, Counties, ODOT PTD 1/0:3-2/08 f. Identify Next Project Implementation Steps (e.g. inter - community shuttles, expand MRB to broker general public rides. shared maintenance facilities. etc.) Designated Coord. Organization Regional Coordinating Council at 1.e. abcve and ongoing Deschutes County Transportation Coordination Project Summary — October 11, 2007 — Page 4 Project 2. Implement coordinated public transportation services along the Rt. 97 corridor, linking Redmond, Bend and La Pine. The project will support and enhance existing services, eliminate duplication of effort, expand services to address unmet needs, and increase private and public resources dedicated to public transportation services. Task Lead 1. Establish Lead Administrative /Implementing Agency Partners Time - frame a. Survey for interest. Lead agency should: • be eligible to receive multiple sources of state /federal /local and other funding • have capacity to engage in pre- funding project development - and dedicate staff to this effort • have fiscal administrative capacity Deschutes County Core Team 11/07 b. Designate lead implementation agency Deschutes County Cities of Redmond, Bend, LaPine; COIC; ODOT PTD 12/07 2. Establish Advisory/Technical Committee a. Establish Advisory/Technical Committee Lead Agency (comprised of local public transportation providers, potential public and private funding partners, representatives of user populations [e.g. human service agencies]) 12/07 3. Identify Detailed Service Needs a. Consider existing needs assessments • ID minimum service target populations and service goals • Develop detailed needs assessment, based on: • "pulse" times for key commuting, shopping, and appointments • connectivity with and capacity of existing services (e.g. BAT) Lead Agency Advisory/Technical Committee 1/08 -2/08 4. Develop Service Plan a. Identify and Secure Implementation Partners: (i.e. those with a funding, operational, or administrative role) Lead Agency Advisory/Technical Committee 12/07 b. Determine Coordination Opportunities: • ID existing resources upon which to build; • ID ongoing roles re: fiscal administration, planning, operations Lead Agency Advisory/Technical Committee, Implementation Partners 12/07- 2/08 c. Develop Service Plan: • Hours /Days of operation, Geography, Stops, Number of Trips /day, etc. Lead Agency Advisory/Technical Committee, Implementation Partners 2/08 -3/08 5. Develop Funding a. ID Capital Purchases Needed and Budget, if any: • based on service plan and coordination opportunities Lead Agency Advisory/Technical Committee, ODOT PTD, Implementation Partners 12/07 - 3/08 b. Develop Operation Budget • based on service plan Lead Agency Advisory/Technical Committee, ODOT PTD, Implementation Partners 2/07 -3/08 c. Apply for Grant Resources Lead Agency Implementation Partners, ODOT PTD 12/07 - 3/08 d. Apply for /Secure Local Match Lead Agency Implementation Partners 12/07 - 3/08 6. Implement Service a. Implement Pilot Period • limited service ( ?) Lead Agency Implementation Partners 4/08- i /08 Deschutes County Transportation Coordination Project Summary — October 11, 2007 — Page 5 Task Lead Partners Time - frame • limited marketing • assess ridership /demand /etc. b. Implement Full Service • adjust service based on findings of pilot period • market the service Lead Agency Implementation Partners 6/08- ongoing 7. Monitor and Adjust Service a. Monitor Service and Adjust As Necessary Lead Agency Advisory/Technical Committee 6/08- ongoin Deschutes County Transportation Coordination Project Summary — October 11, 2007 — Page 6 Deschutes County Transportation Coordination Project Signing Ceremony Thursday, March 20 5:30 to 7:00 PM Deschutes County Services Building Barnes Meeting Room (first floor) 1300 NW Wall Bend This meeting will be structured as a "signing ceremony" where participants will be asked to sign their statement of commitment, and say a few words if desired. We will celebrate the agreement that has been reached to implement the two highest priority projects that emerged from the planning process - establishment of a regional entity to coordinate public transportation services, and implementation of coordinated public transportation services along the Rt. 97 corridor, linking Redmond, Bend and La Pine. The statements of commitment will be incorporated into the Declaration of Cooperation, which is the foundation for the implementation of the priority projects. Please RSVP to Andrew Spreadborough, COIC — aspreadborough@coic.org OOREGON SOLUTIONS Economic Development Fund Discretionary Grant Program Organization: Network of Volunteer Administrators (NOVA) Organization Description: The mission of NOVA, made up of volunteer coordinators, is to increase professionalism in volunteer management through training and support of member volunteer coordinators. Project Name: NOVA Volunteer of the Year Event Project Description: This grant request is for the purchase of food and gifts for NOVA's annual volunteer of the year event, which is scheduled for May, 8, 2008. NOVA's only source of income is a $40 yearly membership fee which is used for training. Additional support for this event will be provided in the form of in -kind donations of food and door prizes. Project Period: May 8, 2008 Amount of Request: $2,000 (Budgeted event cost = $2,890) Previous Grants: • February 2007 - $2,000 Volunteer of the Year ($1,000 Luke, $1,000 Baney) • March 2006 - $1,000 Volunteer of the Year ($500 Luke, $500 Clarno) Deschutes County Board of Commissioners 1300 NW Wall St., Bend, OR 97701 -1960 (541) 388 -6570 - Fax (541) 385 -3202 - www.deschutes.ora DESCHUTES COUNTY ECONOMIC DEVELOPMENT FUND DISCRETIONARY GRANT PROGRAM APPLICATION Direct Application to: Commissioner Tammy Baney Commissioner Dennis R. Luke x x Date: La /2o /o 1 Project Name: Project Beginning Date: / /0 Amount of Request: Commissioner Michael M. Daly All Three Commissioners NOVA Volunteer of the Year event $2000.00 Applicant /Organization: Address: Project End Date: Long Date Funds Needed: Tax ID #- City & Zip: Telephone: Email: Network of Volunteer Administrators 1300 NW Wall Street Suite 103 Contact Name(s): Fax: Lin Gardner, Membership Chair 541 -693 -8994 Alternate Phone: 420 -1317 When available 43- 2012466 Bend, Oregon 97701 541 -693 -8988 Lin.H.Gardnert state.or.us 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: 1. The Network of Volunteer Administrators (NOVA) is made up of volunteer coordinators of Deschutes County non - profit agencies. NOVA's mission is to increase professionalism in volunteer management; and to support member volunteer coordinators in fulfilling the mission of their own organizations. This is accomplished by providing training and support for members and by hosting the annual NOVA Volunteer of the Year event each year in the Spring. The 2008 event will be held at the Bend Senior Center on May 8, 2008. Chair: Membership Chair: Secretary: Treasurer: NOVA officers for 2008 are: Woody Medeiros / Grandma's House of Central Oregon Betsy Warriner / Volunteer Insights Lin Gardner / Department of Human Services Julie Spackman / Commission on Children and Families Sheila Pyott / Bend Area Habitat for Humanity 2. Prior to the NOVA Volunteer of the Year event, each member agency has the opportunity to nominate an adult and a youth volunteer for the honor of Volunteer of the Year. The nominations are independently read and voted on by a panel of judges chosen from Deschutes County community members. Member agencies invite their volunteers to attend the event, held this year on May 8, 2007. Nominees and member programs are introduced at the event and recognized by the local media. NOVA members have always relied heavily on community and business donations to provide food for the event as well as gifts for the Volunteers of the Year. NCSVA's only source of income is a $40 yearly membership fee which is also used for training during the year. Previously those funds have been used to buy items needed for the event that weren't donated. It has become increasingly difficult to find donations due to the growing number of requests made to businesses and restaurants each year plus the cost of renting space for the event increases every year. NOVA is asking the Deschutes County Economic Development Fund for $2,000 to help defray costs of producing the 2008 Volunteer of the Year event. 3. Timeline • January— committee assignments; reserve space; pick theme • February— Develop invitation; finalize assignments. • March — Develop nomination packets and mail at the end of month; secure community members to serve as judges and mail ballots the end of March. • April— committees meet to finalize tasks; pick up prize donations; develop packets of completed nominations to deliver to community judges for Volunteer of the Year selection. Committee meets to open judge's ballots; order awards for adult & youth volunteers of the year; prepare certificates for all nominees; prepare basket of prizes for volunteers of the year; members meet at 2:00 o decorate on May 8th; set up food / desserts / beverages; event begins at 6 00 p.m. 4. Volunteerism is a vital part of a healthy community. Increasing volunteerism is a goal of the Deschutes County 2001 -2010 Community Plan. Organizations such as NOVA and the Volunteer of the Year event help to increase awareness of the need for volunteers and of the organizations and programs in the area that provide services to the communities. As Deschutes County continues to grow both the opportunity for volunteerism and the need for services volunteers provide will increase. 5. Raising the visibility of the event will benefit both NOVA member agencies and local communities—Bend, Redmond, Sisters, Terrebonne, Tumalo, Crooked River Ranch, Sun River, and La Pine —by increasing awareness of the services provided by agencies and volunteers which is a valuable marketing tool for the county. 6. Budget: Table cloth rental $ 60.00 Facility Rental 250.00 Entertainment 300.00 Food 1,300.00 Beverages 200.00 Flowers /decorations 250.00 Plaques /Awards 80.00 Certificates /frames 150.00 Paper products /utensils 100.00 Gift Certificates for Volunteers of Year 100.00 Gift Certificates for Volunteer MC's 100.00 Balance $ 2890.00 • We will also receive in -kind donations for this event such as: door prizes for the volunteers attending the event; pizza /beverages for the youth setting up the tables and cleaning up after the event; coffee /condiments; items for the baskets given to the volunteers of the year; baskets; Insurance policy for the event provided by Department of Human Services; postage for mailing packets to member programs and desserts. Form UL9 (Rev. January 2005) Department of the Treasury Internal Revenue Service Request for Taxpayer Identification Number and Certification Give form to the requester. Do not send to the IRS. Print or type See Specific Instructions on page 2. Name (as shown on your income tax return) IDHS, Office of Financial Services Business name, if different from above ❑ Individual/ ❑ on Check appropriate box: Sole proprietor Corporation ❑ Partnership Other > Exempt ❑ Exempt from backii withholding ✓ Address (number, street, and apt, or suite no.) 500 Summer Street NE Requester's name and address (optional) City, state, and ZIP code Salem Oregon 97301 -1066 List account number(s) here (optional) Taxpayer identification Number (TIN) Enter your TIN in the appropriate box. The TIN provided must match the name given on Line 1 to avoid backup withholding. For individuals, this is your social security number (SSN). However, for a resident alien, sole proprietor, or disregarded entity, see the Part I instructions on page 3. For other entities,. it is your employer identification number (EIN). If you do not have a number, see How to get a TIN on page 3. Note. If the account is in more than one name, see the chart on page 4 for guidelines on whose number to enter. Part 11 Certification Social security number 1 1 t f 4 1 1 1 or Employer identification number 4134.2H 1 {214166 Under penalties of perjury, 1 certify that: 1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me), and 2. 1 am not subject to backup withholding because: (a) 1 am exempt from backup withholding, or (b) I have not been notified by the internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding, and 3. I am a U.S. person (including a U.S. resident alien). Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and generally, payments other than interest and dividends, you are not required to sign the Certification, but you must provide your correct TIN. (See the instruction on page 4.) Sign Signature of Here u.s. person P Purpose of Form A person who is required to file an information return with the IRS, must obtain your correct taxpayer identification number (TIN) to report, for example, income paid to you, real estate transactions, mortgage interest you paid, acquisition or abandonment of secured property, cancellation of debt, or contributions you made to an IRA. U.S. person. Use Form W -9 only if you are a U.S. person (including a resident alien), to provide your correct TIN to the person requesting it (the requester) and, when applicable, to: 1, Certify that the TIN you are giving is correct (or you are waiting for a number to be issued), 2. Certify that you are not subject to backup withholding, or 3. Claim exemption from backup withholding if you are a U.S. exempt payee. Note. if a requester gives you a form other than Form W -9 to request your TIN, you must use the requester's form if it is substantially similar to this Form W -9. For federal tax purposes you are considered a person if you are: • An individual who is a citizen or resident of the United States, • A partnership, corporation, company, or association created or organized in the United States or under the laws of the United States, or i Date 69-.),O1 -os Cat • Any estate (other than a foreign estate) or trust. See Regulations sections 301.7701 -6(a) and 7(a) for additional information. Foreign person. If you are a foreign person, do not use Form W -9. Instead, use the appropriate Form W -8 (see Publication 515, Withholding of Tax on Nonresident Aliens and Foreign Entities). Nonresident alien who becomes a resident alien. Generally, only a nonresident alien individual may use the terms of a tax treaty to reduce or eliminate U.S. tax on certain types of income. However, most tax treaties contain a provision known as a "saving clause." Exceptions specified in the saving clause may permit an exemption from tax to continue for certain types of income even after the recipient has otherwise become a U.S. resident alien for tax purposes. If you are a U.S. resident alien who is relying on an exception contained in the saving clause of a tax treaty to claim an exemption from U.S. tax on certain types of income, you must attach a statement to Form W -9 that specifies the following five items: 1. The treaty country. Generally, this must be the same treaty under which you claimed exemption from tax as a nonresident alien. 2. The treaty article addressing the income. 3. The article number (or location) in the tax treaty that contains the saving clause and its exceptions. No. 10231X Form W-9 (Rev. 1 -2005) Theodore R. Kulongoski, Governor To whom it may concern: Department of Human Services Administrative Services Financial Services Section 500 Summer Street NE, E -81 Salem, OR 97301 -1090 (503) 945 -6800 Fax (503) 947 -5226 TTY (503) 945 -5929 The Department of Human Services qualifies as a non -profit governmental agency under U.S. Code Title 26, 501- (c)(1). A corporation organized under Act of Congress, which is an instrumentality of the United States and is exempt from taxation. Department of Human Services, Office of Financial Services, federal ID number is 43- 2012466. Sincerely, v-/ Andy Tyssen Department of Human Services Financial Services Tax Policy Administrator (503) 945 -6081 "Assisting People to Become Independent, Healthy and Safe" An Equal Opportunity Employer DO 225 (0i /03) Economic Development Fund Discretionary Grant Program Organization: Sisters Outdoor Quilt Show Organization Description: The Sisters Outdoor Quilt Show is a volunteer -based organization, and three paid staffers who organize what has been described as the largest outdoor quilt show in the world. Project Name: Sisters Outdoor Quilt Show Project Description: The event, which includes more than 1,200 quilts, is intended to educate and inspire the public about the art of quilting and to benefit the school and community groups of Sisters and Central Oregon. Grant funding is requested to support traffic /parking and sustainable event practices, to promote recycling of paper, plastic and glass at the event. Project Period: July 12, 2008 Amount of Request: $2,450 (Total Budget for Event = $7,150) - $1,450 for traffic /parking and $ 1,000 for sustainable event practices Previous Grants: • May 2007 - $2,000 ($2,000 Baney) P.O, Box 28o - 311 W. (AS(ADE -, SISTERS, OR 9n59 43 February 18, 2008 co Susan Ross Deschutes County Administration 1300 NW Wall St., Suite 200 Bend, OR 97701 -1 960 Dear Ms. Ross: SISTERSOCTDOOR ( l SHO.0 I have enclosed a grant application for the Deschutes County Economic Development Fund. I hope I've included everything you need and appreciate your consideration of our request. If you have any questions or need further information I will be happy to provide it although I will be traveling (rafting the Grand Canyon[) from February 20 through March 15. Thanks again for taking time to review our request! Sincerely, Ann H. Richardson Executive Director AnnnSistersOutdoorQuiltShow.o g Deschutes County Board of Commissioners 1300 NW Wall St., Bend, OR 97701 -1960 (541) 388 -6570 - Fax (541) 385 -3202 - www.deschutes.org DESCHUTES COUNTY ECONOMIC DEVELOPMENT FUND DISCRETIONARY GRANT PROGRAM APPLICATION Direct Application to: Commissioner Tammy Baney Commissioner Dennis R. Luke Date: 2/18/2008 Project Name: Project Beginning Date: Amount of Request: Commissioner Michael M. Daly All Three Commissioners Yes Sisters Outdoor Quilt ShowTM 1 4/1/2008 $2,450 Applicant /Organization: Address: Project End Date: Date Funds Needed: Tax ID #: City & Zip: Telephone: Email: Sisters Outdoor Quilt Shown" PO Box 280 Contact Name(s): Fax: Ann Richardson, Executive Director 541 - 549 -0989 Alternate Phone: 541- 549 -6061 July 12. 2008 May 1, 2008 14- 1941732 Sisters, Oregon 97759 541 -549 -0989 ann@sistersoutdoorquiltshow.org 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: 1. Describe the applicant organization, including its purpose, leadership structure and activities. a. The Sisters Outdoor Quilt. Show ( "SOQS ") now in its 33`d year in Sisters, Oregon, has received the reputation as the largest outdoor quilt show in the world. Visitors from all over the world travel to the small community of Sisters to celebrate this traditional art. b. The Sisters Outdoor Quilt Show is a volunteer based organization with a five member, volunteer board of directors. There are three paid staff people who help to organize the event with over 1200 quilts. Two of those are seasonal, part-time. The Executive Director works year - round. c. The purpose of the organization is to educate and inspire the public about the art of quilting and to benefit the school and community groups of Sisters and Central Oregon. 2. Describe the proposed project or activity The Sisters Outdoor Quilt Show is a one -day event held throughout the streets of Sisters, Oregon on July 12th, 2008. The event features over 1200 quilts hanging through town on businesses, fences, frames, etc. People from all over the world create the quilted works of art to be showcased in Sisters in July. This event requires hundreds of volunteers, man-power and countless hours to ensure proper care, handling, and treatment of these fragile items. The show has two initiatives that require fmancial support for the 2008 show. a. Accessibility/Traffic/Parking In 2007 we initiated an effort to manage the extreme amounts of traffic coming into Sisters for the show. We coordinated the closing of Cascade Ave., the main thoroughfare for the town, with multiple entities (City of Sisters, ODOT, Deschutes Co. Sherriff, local businesses). The bulk of the cost of the road closure, signage and personnel was paid for by SOQS at a cost of approximately $7,100. We plan for a similar closure in 2008, with some modifications. These modifications include an improved routing of cars into and out of the show, additional signage, training of certified (volunteer) flaggers, rental of shuttle busses for off -site parking and promotion of these changes to locals and visitors. b. Sustainable Event Practices for Sisters Outdoor Quilt Show In cooperation with the City of Sisters, the Chamber of Commerce and other events in Sisters, we are working to initiate a comprehensive recycling program for Quilt Show 2008 and other Sisters events. Efforts will include recycling stations for plastic, paper & glass throughout town; personnel to collect, sort and transport recycles; re- useable water bottles & water stations to minimize plastic bottles; composting of paper hand towels; proposing Sustainable Event Guidelines and Vendor Guidelines for events and vendor permits to adhere to. A major focus will be put on reducing the number of plastic bottles that are thrown in the trash. We will provide water bottles that have the Sisters Country Brand logo on it to remind people of our town and event, water stations throughout town and a recycling effort targeting plastic bottles in particular. 3. Provide a timeline for completing the proposed project or activity. a. Accessibility/Traffic/Parking project will be initiated by May 1 and completed by July 12, 2008 b. Sustainable Event Practices initiative will begin 4/1/2008 and most of the project activity will be completed by July 12, 2008 although there will be refinements for other events occurring later in the year. Proposed Event & Vendor guidelines will probably take the entire calendar year of 2008. 4. Explain how the proposed project or activity will impact the community's economic health. a. Accessibility/Traffic/Parking The Sisters Outdoor Quilt Show draws 20,000 visitors to Sisters and Central Oregon. Many people make the event a multi -day trip leaving tourist dollars in the community in the form of lodging, food and general shopping. This event, along with other local events, collectively help to stimulate the local real estate market as well via vacation rentals and introducing potential home buyers to the Sisters community. The quilt show showcases over 1,200 quilts which are prominently displayed outdoors on store fronts and businesses throughout the town. As a result, we have always been cognizant of the safety of our visitors. Moving traffic off Cascade, clearly signing parking and providing shuttles and off -site parking all help to provide a safer environment for an outdoor show. In 2007, businesses reported that visitors were less `stressed out' as a result of not fighting trucks and traffic to enjoy the show. This initiative has improved the quality of the show by making it a more pleasant show environment whereby people are more likely to stay longer and spend more. Handicapped parking close to the event provides an opportunity for those with limited mobility to use their energy visiting the event and our businesses, not searching for parking and making their way, from a distance, to the show. Offsite parking and shuttle enables us to accommodate more visitors and provides parking for larger vehicles, such as RV's. There is currently no designated RV parking anywhere in Sisters. In conclusion, an impression is left on travelers going through Sisters based on their experience with the traffic and accessibility to the Quilt Show. If it's a bad experience, it's a bad impression. With this traffic re- route, handicapped parking and park and shuttle, those who want to by -pass Sisters can do it in a reasonable amount of time and with a more favorable experience. Those who are trying to get to Sisters for the show have an equally positive experience. b. Sustainable Event Practices A major effort to eliminate plastic water bottles by providing our own branded, re- useable bottles, will save collection & recycling costs for a large portion of the thousands of bottles that are currently discarded on Quilt Show day. The sale of these branded bottles will economically benefit churches, school groups and others who previously chose to sell bottled water. The economic impact of a sustainable practices program for events in Sisters is much broader than the benefit of the efforts of a single event. Bringing all the event directors together to pool efforts, we can decrease a substantial amount of trash being transported to the landfill. Creating sustainable practices guidelines for events and vendors will lay a foundation for future events and make it easier for smaller events to adopt practices that may not be practical if they have to go it alone. A more difficult to quantify economic health measurement is how people feel about their experience in Sisters. Recycling, sustainable practices and elimination of unnecessary waste create positive impressions and will encourage visitors to return as tourists or even relocate their business or invest in our town. S. Identify the specific communities or groups that will benefit. a. Accessibility/Traffic /Parking: Visitors coming to the show benefit from better traffic flow and more options for parking. Handicapped visitors can park very close to the show venue. The quality of the show is improved significantly in the opinion of our visitors. Emails, phone calls and verbal feedback from last year's visitors were overwhelmingly positive and appreciative of the road closure. A Central Oregon quilt guild and several individuals have made small contributions towards the expenses of the road closure for next year. Businesses benefit from an environment more conducive to an outdoor show. Feedback from businesses in the area of the closure was that visitors stayed longer and enjoyed their stay more than in year's past. b. Sustainable Event Practices: A local scout troop has volunteered their help with a recycling program. To one young lady it will mean a Girl Scout Silver Award — the second highest in Girl Scouts. The troop will gain valuable experience in community involvement. Many schools, church or other groups raise money by selling water on Quilt Show day. We will supply them with water bottles to sell, at a minimal cost. They can still supply the need for water for visitors and maintain their ability to raise money for their cause. The Sisters Community Garden raises money by selling compost recycled by the City of Sisters. Any material we can add to the compost pile is beneficial to their effort. The community of Sisters benefits by being perceived as environmentally friendly. We all benefit when one less truck goes to the landfill with unnecessary waste. 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 on -going activity, explain how it will be funded in the future. a. Accessibility/Traffic/Parking — requested $1,450. We are requesting funds for the additional costs for the improvements we are making this year. On -going expenses for sheriff, bus rental, professional flaggers will come from general revenue which is provided by local business sponsorship and other private foundations. Total anticipated expenditures follow. (new) Signage for traffic routing & parking $ 750 Certification for volunteer flaggers 400 Media promotion of traffic initiative 300 Rental of shuttle busses 600 Sheriff Deputies 1,500 Total estimated costs $3,550 [plus professional flaggers if needed 1,700] b. Sustainable Event Practices — requested $1,000. Total anticipated expenditures follow. County funds will be matched from general revenue of Sisters Outdoor Quilt Show, Sisters Folk Festival and other Sisters events. Water bottles to distribute $2,500 Recycle containers, liners, equipment to empty & transport to recycle station 600 Signage & promotion 500 Total estimated costs $3,600 INTERNAL REVENUE SERVICE P. O. BOX 2508 CINCINNATI, OH 45201 Date: d K4 SSJ INC C/O STEPHEN P GREER 499 SW UPPER TERRACE DR STE A BEND, OR 97702 -0000 Dear Applicant: DEPARTMENT OF THE TREASURY Employer Identification Number: 14- 1941732 DLN: 17053107015016 Contact Person: DONNA ELLIOT -MOORE Contact Telephone Number: (877) 829 -5500 Accounting Period Ending: SEPTEMBER 30 Public Charity Status: 509(a) (2) Form 990 Required: YES Effective Date of Exemption: AUGUST 12, 2005 Contribution Deductibility: YES Advance Ruling Ending Date: SEPTEMBER 30, 2009 ID# 50304 We are pleased to inform you that upon review of your application for tax exempt status we have determined that you are exempt from Federal income tax under section 501(c)(3) of the Internal Revenue Code. Contributions to you are deductible under section 170 of the Code. You are also qualified to receive tax deductible bequests, devises, transfers or gifts under section 2055, 2106 or 2522 of the Code. Because this letter could help resolve any questions regarding your exempt status, you should keep it in your permanent records. Organizations exempt under section 501(c)(3) of the Code are further classified as either public charities or private foundations. During your advance ruling period, you will be treated as a public charity. Your advance ruling period begins with the effective date of your exemption and ends with advance ruling ending date shown in the heading of the letter. Shortly before the end of your advance ruling period, we will send you Form 8734, Support Schedule for Advance Ruling Period. You will have 90 days after the end of your advance ruling period to return the completed form. We will then notify you, in writing, about your public charity status. Please see enclosed Information for Exempt Organizations Under Section 501(c)(3) for some helpful information about your responsibilities as an exempt organization. If you distribute funds to other organizations, your records must show whether they are exempt under section 501(c)(3). In cases where the recipient organization is not exempt under section 501(c)(3), you must have evidence the funds will be used for section 501(c)(3) purposes. Letter 1045 (DO /CG)