HomeMy WebLinkAbout2009-11-30 Work Session MinutesDeschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org
MINUTES OF WORK SESSION
DESCHUTES COUNTY BOARD OF COMMISSIONERS
MONDAY, NOVEMBER 30, 2009
Present were Commissioners Tammy Baney, Dennis R. Luke and Alan Unger.
Also present were Dave Kanner, County Administrator; Erik Kropp, Deputy
County Administrator; Dave Inbody, Assistant to the Administrator; Joe Studer,
County Forester; Judith Ure, Administration/Grant Writer; Marty Wynne,
Finance; Hillary Borrud of The Bulletin; and five other citizens.
Chair Baney opened the meeting at 1:30 p.m.
1. Discussion of FEMA/OEM Grant.
Joe Stutler asked for Board approval and signatures of various letters and
documents for grants for wildfire mitigation efforts. The match amounts have
been addressed through work already accomplished.
LLTKE: Move Chair signature.
UNGER: Second.
VOTE: LLTKE: Yes.
UNGER: Yes.
BANEY: Chair votes yes.
2. Monthly Finance Update.
Marty Wynne said the LGIP is down to .70. The 2% amount previously
negotiated expires soon, so it will drop to .95 or lower.
The average interest is 1.85 for the past few months, and 1.2 was budgeted, so
that amount remains over budget at this point.
Tax collections are about the same as last year at this time.
The Clerk's numbers are up some, but many of the recordings are a result of
foreclosure activity.
Minutes of Board of Commissioners' Work Session Monday, November 30, 2009
Page 1 of 6 Pages
Room tax revenue is slightly higher than expected.
Community Development's revenue projection has dropped from $390,000 to
$290,000.
Regarding Health Benefits, the projection is for about 11% expenses. These
expenses are not expected for the most part, since there are 2,400 people
covered and it is not possible to know what claims will come in.
The Fair & Expo fund indicates a negative net due to operating revenues and
expenses.
In regard to capital projects, the OSP/911 project is coming in under budget due
to the economy and lower bids.
Regarding the proceeds from the Teater trust as handled through attorney
Karnopp, part of it has been disbursed to the two humane societies. The
property is being held until 2013, at which time it is hoped that the market will
be better.
3. Letter of Support for Sisters Microenterprise Zone Grant.
Erik Kropp said that the City of Sisters is seeking a grant to increase staff to
handle this outreach.
LUKE: Move signature.
UNGER: Second.
VOTE: LUKE: Yes.
UNGER: Yes.
BANEY: Chair votes yes.
4. Discussion of Request for Letter of Support for HousingWorks — HUD
Housing Choice Vouchers.
LUKE: Move signature.
UNGER: Second.
VOTE: LUKE: Yes.
UNGER: Yes.
BANEY: Chair votes yes.
Minutes of Board of Commissioners' Work Session Monday, November 30, 2009
Page 2 of 6 Pages
5. Application Discussion regarding Leave Policy.
Appropriate time for leave without pay; and unscheduled leave.
Chair Baney said that she feels the policy is fair, because these kinds of actions
affect the other employees in the department.
Some minor wording changes were suggested. Commissioner Luke was not yet
ready to vote on this policy.
6. Discussion of Lechner Estates Lot Line Issues: The Way Forward.
Mr. Kanner gave a brief overview of the issue, per his staff report.
Laurie Craghead said that there are limits as to what kind of lot line adjustments
can be done. Some parcels could be reduced by 10% or more. It is assumed
that all are legal lots of record. A private surveyor would have to be hired by
the property owners to draw up deed descriptions. By statute, the County
surveyor cannot do this since it would be helping to correct a private contract
issue. The County surveyor is required to review the surveys, however.
A lot line adjustment is a land use issue and an application is necessary.
Everyone in the development has to agree to do this and all lot lines adjusted at
the same time. It is problematic as if one property owner will not participate, he
or she cannot be forced to comply. It has been said that some owners have not
been able to sell their property because of this issue.
Everett Turner, a real estate broker, stated that some lenders will loan and some
won't, based on their internal policies. Title companies do not seem to be
aware of this issue and do not physically inspect properties. Other areas have
the same problem, originating prior to the 1970's.
Chair Baney asked who is ultimately responsible. Mr. Kanner said it is the
property owners. All of the existing deeds would have to be transferred to an
entity that will in turn provide the revised deeds.
Mr. Turner said that he is not confident they will get compliance from all
property owners. He suggested bringing in someone from a State agency that
might have run into this problem before. The quoted figures are just estimates.
Mr. Kanner stated that this is not the County's problem to solve. A roadmap
has been provided and the County can help to a point, but the key issue is
money. It is an expensive solution and there is not much flexibility on the
costs. The County could contribute the lot that it owns.
Minutes of Board of Commissioners' Work Session Monday, November 30, 200
Page 3 of 6 Pages
Commissioner Luke said that the County surveyor should be able to reduce the
fee. Mr. Kanner stated that the fee is statutory and cannot be used to benefit
private property owners. There are at least 41 lots affected by this issue.
George Cook said that the survey was done in the 1950's by a logging engineer,
who set the pins. The BLM came in 1960 and set brass caps. He has been
surveying in the County since the 1960's and won't work in that area. The only
way to resolve this is to hire a surveyor, put it all in a metes and bounds
descriptions, and have every owner indicate where they think their property
lines area. It will have to be set up by an entity such as the County. Most of the
people won't or cannot pay for this kind of thing.
Chair Baney asked if this might be something for Neighborlmpact to handle.
Mr. Kanner was not sure.
Ken Mulenex owns property in the development, and as worked with some
property owners. They got within two or there people short of the 41. Money
is an issue for most of these people. Some people are getting by without any
change. There has to be a way to force everyone to comply. Many live outside
of the area.
Mr. Mulenex said that he got is title insurance and paid for it when he bought
his property. Most people feel that the County should have some ownership of
the problem.
Ms. Craghead said that the County really doesn't have a way to force the
owners to comply. It would be a taking and a violation of the U.S. Constitution.
Mr. Mulenex stated that Dave Bancroft, a part of the group, found in California
where there was a similar problem. They wrote an ordinance establishing the
historical boundaries. Mr. Kanner said that this was examined and Oregon law
prohibits this.
Elaine Grove said her home foreclosed today. She wanted to get a reverse
mortgage and cannot do so because of this problem. There is no recorded
ingress or egress. Mr. Turner stated that Neighborlmpact is going to try to help
her stay in her home.
Commissioner Unger stated that he hopes the County can help solve this
problem. Good, visual data is needed to help the property owners understand
how this affects them. Commissioner Luke feels the County should provide an
up to date aerial and overlay the maps. Mr. Kanner said the photo is only a few
years old and shows very well how badly the boundaries are off.
Minutes of Board of Commissioners' Work Session Monday, November 30, 2009
Page 4 of 6 Pages
At this time, the group looked at the oversized maps.
Mr. Bancroft will contact Mike Berry, the previous County surveyor, about the
issue and whether another aerial photography that is clearer would be feasible
this time of the year. Chair Baney will contact the Attorney General's Office to
see if there is a solution from the State. Chair Baney said that perhaps some
kind of ordinance could be developed to address this issue on a County level.
Mr. Kanner stated that this kind of issue is not uncommon, and he worries about
the precedence of solving lot line issues for everyone. There will be additional
expenses and workload for Community Development and County Counsel; the
Commissioners indicated that funds would be found for this.
Commissioner Luke said that the County supported Sunriver Sewer District's
attempts to expand. This would set the standard for any other subdivision that
has a similar problem. Ms. Craghead stated that the Sunriver issue was tied to
public health. In addition, there is the question about how the cost of the lot
line adjustments will be handled. Commissioner Luke said that the aerial is the
first step. Chair Baney said that a text amendment will be a roadmap for
anyone else who needs to address a similar problem. Commissioner Luke notec
that the County cannot pay for this whole thing but can provide some guidance.
Mr. Mulenex agreed that it is logical and the County appears to be on board
finding a solution. Mr. Mulenex, Mr. Bancroft and Mr. Turner will help draft a
letter.
7. Consideration of Discretionary Grant Applications.
• Upper Deschutes River Coalition — Environmental Education Program
Dave Inbody stated that they submitted an updated application for $2,900.
The bulk of this is for educational brochures and a display board.
Commissioner Luke granted $1,000 and Commissioner Unger granted $500
• Deschutes County 4-H Leaders Association — Aid to Economically
Disadvantaged 4-H Youth
This group asked for $23,000, but might be confused about this program and
the community grant program. No funds were granted at this time.
• St. Vincent de Paul — Community Assistance
This request is for increased assistance to the community. Commissioner
Luke granted $1,000 and Commissioner Unger granted $500.
Minutes of Board of Commissioners' Work Session Monday, November 30, 200 )
Page 5 of 6 Pages
• California Lutheran University Center for Economic Research &
Forecasting — Central Oregon Economic Forecast Project
This group has asked for $3,000. Chair Baney said that all of the local
economic development groups are supportive of this project. She granted
$1,000 and Commissioner Unger granted $500.
8. Update of Commissioners' Meetings and Schedules.
The Bend MPO requested funding for a survey about household travel
behavior, which costs $140,000. The City of Bend already declined it. The
Commissioners declined as well.
Chair Baney said she got a request from Bob Moore, a loaned employee
working on the homeless count project. He is looking for a grant of $500.
Commissioner Unger agreed to this grant.
Mr. Kanner said that the December schedule is a tight one, and there are no
meetings scheduled beyond December 16. He suggested the Board meet on
December 21 as usual. Commissioners Unger and Baney agreed to meet on
that date as well as on December 28 and 30 if needed.
9. Other Items.
Being no further items addressed, the meeting adjourned at 3:35 p.m.
DATED this 30th Day of November 2009 for the Deschutes County
Board of Commissioners.
ATTEST:
Recording Secretary
Tammy Baney, Chair
Dennis R. Luke, Vice Chair
ctia4.t_
Alan Unger, Commissioner
Minutes of Board of Commissioners' Work Session
Page 6 of 6 Pages
Monday, November 30, 2009
Deschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org
WORK SESSION AGENDA
DESCHUTES COUNTY BOARD OF COMMISSIONERS
1:30 P.M., MONDAY, NOVEMBER 30, 2009
1. Discussion of FEMA/OEM Grant — Joe Stutler
2. Monthly Finance Update — Marty Wynne
3. Letter of Support for Sisters Microenterprise Zone Grant — Erik Kropp
4. Discussion of Request for Letter of Support for HousingWorks — HUD Housing
Choice Vouchers — Erik Kropp
5. Application Discussion regarding Leave Policy — Erik Kropp
6. Discussion of Dustan Road Lot Line Issues: The Way Forward — Dave Kanner
7. Consideration of Discretionary Grant Applications — Dave Inbody
• Upper Deschutes River Coalition — Environmental Education Program
• Deschutes County 4-H Leaders Association — Aid to Economically
Disadvantaged 4-H Youth
• St. Vincent de Paul — Community Assistance
• California Lutheran University Center for Economic Research &
Forecasting — Central Oregon Economic Forecast Project
8. Update of Commissioners' Meetings and Schedules
9. Other Items
PLEASE NOTE: At any time during this meeting, an executive session could be called to address issues relating to ORS 192.660(2) (e), real
property negotiations; ORS 192.660(2) (h), pending or threatened litigation; or ORS 192.660(2) (b), personnel issues
Meeting dates, times and discussion items are subject to change. All meetings are conducted in the Board of Commissioners' meeting rooms a
1300 NW Wall St., Bend, unless otherwise indicated.
tfyou 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.
Monday, Nov. 30, 2009
Work Session
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Monthly Meeting with Board of Commissioners
Finance Director/Treasurer
AGENDA
November 30, 2009
(1) Monthly Investment Report
(2) October 2009 Financials
Investment Income
Fiscal Year 2009-10 J
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$ 138,057 $ 643,804
138,057 643,804
(6,903) (32,190)
Investment Income - Net I $ 131,154 $ 611,614 I
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II Investments By County Function
General $ 122,653,491
Total Investments $ 122,653,491
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Memorandum
Date: November 13, 2009
To: Board of County Commissioners
Dave Kanner, County Administrator
From: Marty Wynne, Finance Director
RE: Monthly Financial Reports
Attached please find October 2009 financial reports for the following funds: General
(001), Community Justice—Juvenile (230), Sheriffs (255, 701, 702), Public Health
(259), Behavioral Health (275), Community Development (295), Road (325),
Community Justice — Adult (355), Commission on Children & Families (370-399),
Solid Waste (610), Insurance Fund (670), 9-1-1 (705) and Health Benefits Trust
(675).
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
Four Months Ended October 31, 2009
Year to Date
Budget
Actual
Variance
FY
Coll. %
RESOURCES:
Beg. Net Working Capital $ 6,050,000 $ 6,775,995 $ 725,995 100% 112% $ 6,050,000 $ 6,775,995 $ 725,995
Revenues
Property Taxes 6,607,616 2,631,068 (3,976,548) 33% 13% a) 19,822,847 19,822,847
Gen. Rev. - excl. Taxes 973,821 1,569,227 595,406 33% 54% b) 2,921,462 2,921,462
Assessor 273,568 423,103 149,535 33% 52% c) 820,704 820,704
County Clerk 347,724 480,640 132,916 33% 46% d) 1,043,171 1,193,171 150,000
BOPTA 4,597 8,208 3,611 33% 60% c) 13,791 13,791
District Attorney 110,933 89,105 (21,828) 33% 27% 332,800 332,800
Finance/Tax 62,350 108,969 46,619 33% 58% c) 187,049 187,049
Veterans 23,397 (23,397) 33% 0% e) 70,192 70,192
Property Management 28,817 28,817 - 33% 33% 86,450 86,450
Grant Projects 667 667 33% 33% 2,000 2,000
Total Revenues 8,433,490 5,339,804 (3,093,686) 33% 21% 25,300,466 25,450,466 150,000
TOTAL RESOURCES 14,483,490 12,115,799 (2,367,691) 33% 39% 31,350,466 32,226,461 875,995
REQUIREMENTS:
Expenditures
Assessor
County Clerk
BOPTA
District Attorney
Finance/Tax
Veterans
Property Management
Grant Projects
Non -Departmental
Contingency
Exp.
1,096,877 1,021,502 75,375 33% 31% 3,290,631 3,290,631
486,901 415,125 71,776 33% 28% 1,460,704 1,460,704
19,903 17,917 1,986 33% 30% 59,708 59,708
1,529,088 1,453,556 75,532 33% 32% 4,587,263 4,587,263 -
248,824 258,639 (9,815) 33% 35% f) 746,471 746,471
75,234 71,554 3,680 33% 32% 225,701 225,701
79,895 77,126 2,769 33% 32% 239,685 239,685
35,224 33,806 1,418 33% 32% 105,673 105,673
537,669 246,551 291,118 33% 15% 1,613,006 1,493,006 120,000
2,031,571 2,031,571 33% 0% 6,094,713 6,094,713
6,141,186 3,595,776 2,545,410 33% 20% 18,423,555 12,208,842 6,214,713
Transfers Out 4,308,970 4,127,630 181,340 33% 32% 12,926,911 12,926,911
TOTAL REQUIREMENTS 10,450,156 7,723,406 2,726,750 33% 25% 31,350,466 25,135,753 6,214,713
NET (Resources - Requirements) 4,033,334 4,392,393 359,059 - 7,090,708 7,090,708
a) Approximately 85% of the property taxes are collected in October and November
b) Includes annual PILT payment of $467,230.
c) Includes 2 quarters of A & T Grant: Assessor -$415,093, Tax -$97,761 and BOPTA -$8,208.
d) Significant foreclosure and refinancing recordings.
e) 1st quarter payment ($15,827) received in November. 2nd quarter will be received in Nov or Dec.
f) Year to date includes expenditures paid annually.
Year End
$
Budget
Projection
Variance
RESOURCES:
Beg. Net Working Capital $ 6,050,000 $ 6,775,995 $ 725,995 100% 112% $ 6,050,000 $ 6,775,995 $ 725,995
Revenues
Property Taxes 6,607,616 2,631,068 (3,976,548) 33% 13% a) 19,822,847 19,822,847
Gen. Rev. - excl. Taxes 973,821 1,569,227 595,406 33% 54% b) 2,921,462 2,921,462
Assessor 273,568 423,103 149,535 33% 52% c) 820,704 820,704
County Clerk 347,724 480,640 132,916 33% 46% d) 1,043,171 1,193,171 150,000
BOPTA 4,597 8,208 3,611 33% 60% c) 13,791 13,791
District Attorney 110,933 89,105 (21,828) 33% 27% 332,800 332,800
Finance/Tax 62,350 108,969 46,619 33% 58% c) 187,049 187,049
Veterans 23,397 (23,397) 33% 0% e) 70,192 70,192
Property Management 28,817 28,817 - 33% 33% 86,450 86,450
Grant Projects 667 667 33% 33% 2,000 2,000
Total Revenues 8,433,490 5,339,804 (3,093,686) 33% 21% 25,300,466 25,450,466 150,000
TOTAL RESOURCES 14,483,490 12,115,799 (2,367,691) 33% 39% 31,350,466 32,226,461 875,995
REQUIREMENTS:
Expenditures
Assessor
County Clerk
BOPTA
District Attorney
Finance/Tax
Veterans
Property Management
Grant Projects
Non -Departmental
Contingency
Exp.
1,096,877 1,021,502 75,375 33% 31% 3,290,631 3,290,631
486,901 415,125 71,776 33% 28% 1,460,704 1,460,704
19,903 17,917 1,986 33% 30% 59,708 59,708
1,529,088 1,453,556 75,532 33% 32% 4,587,263 4,587,263 -
248,824 258,639 (9,815) 33% 35% f) 746,471 746,471
75,234 71,554 3,680 33% 32% 225,701 225,701
79,895 77,126 2,769 33% 32% 239,685 239,685
35,224 33,806 1,418 33% 32% 105,673 105,673
537,669 246,551 291,118 33% 15% 1,613,006 1,493,006 120,000
2,031,571 2,031,571 33% 0% 6,094,713 6,094,713
6,141,186 3,595,776 2,545,410 33% 20% 18,423,555 12,208,842 6,214,713
Transfers Out 4,308,970 4,127,630 181,340 33% 32% 12,926,911 12,926,911
TOTAL REQUIREMENTS 10,450,156 7,723,406 2,726,750 33% 25% 31,350,466 25,135,753 6,214,713
NET (Resources - Requirements) 4,033,334 4,392,393 359,059 - 7,090,708 7,090,708
a) Approximately 85% of the property taxes are collected in October and November
b) Includes annual PILT payment of $467,230.
c) Includes 2 quarters of A & T Grant: Assessor -$415,093, Tax -$97,761 and BOPTA -$8,208.
d) Significant foreclosure and refinancing recordings.
e) 1st quarter payment ($15,827) received in November. 2nd quarter will be received in Nov or Dec.
f) Year to date includes expenditures paid annually.
RESOURCES:
Beg. Net Working Capital
Revenues
Federal Grants
SB #1065 -Court Assess.
Discovery Fee
Food Subsidy
OYA Basic & Diversion
Inmate/Prisoner Housing
Inmate Commissary Fees
Contract Payments
Miscellaneous
MIP Diversion Fees
Interest on Investments
Leases
Grants - Private
CCF Interfund Grant
Crime Pry Svcs Interfnd Grnt
Total Revenues
COMM JUSTICE -JUVENILE
Statement of Financial Operating Data
Four Months Ended October 31, 2009
Year to Date
Budget
Actual
Variance
FY%
-
CoII. %
$ 1,085,000
10,592
20,000
5,333
10,000
110,817
20,000
267
69,380
100
333
4,333
816
22,667
6,667
$ 1,200,041 $ 115,041 100% 111% $ 1,085,000 $ 1,200,041 $ 115,041
17,002
6,176
5,090
42,450
16,791
20
125
7,371
800
449
(10, 592)
(2,998)
843
(4,910)
(110,817)
22,450
(267)
(52,589)
(80)
(208)
3,038
(16)
449
(22,667)
(6,667)
281,305
Transfers In -General Fund 1,847,729
TOTAL RESOURCES 3,214,034
REQUIREMENTS:
Expenditures
Community Justice -Juvenile
Personal Services
Materials and Services
Capital Outlay
Juvenile Resource Center
Personal Services
Materials and Services
Capital Outlay
Contingency
96,274 (185,031)
1,847,728 (1)
3,144,043 (69,991)
33% 0% a) 31,775 47,995 16,220
33% 28% 60,000 60,000
39% 16,000 16,000
33% 17% b) 30,000 30,000
33% 0% c) 332,450 340,076 7,626
71% d) 60,000 120,000 60,000
33% 0% 800 800
33% 8% e) 208,141 104,000 (104,141)
33% 7% 300 300
33% 13% 1,000 1,000
13,000 18,000 5,000
33% 33% 2,448 2,448
n/a 449 449
33% n/a f) 68,000 68,000
33% 0% f) 20,000 20,000
33% 11% 843,914 829,068 (14,846)
33%
33%
33%
57%
33%
33%
33%
33% 5,543,186
42% 7,472,100
Exp. %
5,543,186
7,572,295 100,195
943,384 925,734 17,650 33% 33% 2,830,152 2,830,152
440,699 319,791 120,908 33% 24% g) 1,322,097 1,322,097
33 33 33% 0% 100 100
844,051
61,634
33
200,865
764,181
75,112
79,870 33%
(13,478) 33%
33 33%
200,865 33%
30% 2,532,154
41% h) 184,903
0% 100
n/a 602,594
2,532,154
184,903
100
602,594
TOTAL REQUIREMENTS 2,490,699 2,084,818 405,881 33% 28% 7,472,100 6,869,406 602,694
NET (Resources - Requirements) 723,335 1,059,225 335,890 - 702,889 702,889
a) Federal Grant projection increased for funds not spent in prior fiscal year. First quarter reimbursement expected in November.
b) Food Subsidy receipts are for July and August. September and October payments expected to be received in November.
c) OYA Basic and Diversion reimbursement delayed due to unavailability of reimbursement forms. Anticipate payment late November.
d) Utilization of housing for juveniles by Crook County projected to exceed original estimates.
e) Actual BRS revenue received covers July -September. Projection reduced to reflect actual youth count at half of original estimate.
f) First quarter payments received in November.
g) Positive variance a result of accruals during July of June expenses for utilities, supplies, and contract payments.
h) Negative variance due to an annual subscription payment, one time appliance purchase, and special needs of youth in detention.
Year End
Budget
Projection
Variance
$ 1,200,041 $ 115,041 100% 111% $ 1,085,000 $ 1,200,041 $ 115,041
17,002
6,176
5,090
42,450
16,791
20
125
7,371
800
449
(10, 592)
(2,998)
843
(4,910)
(110,817)
22,450
(267)
(52,589)
(80)
(208)
3,038
(16)
449
(22,667)
(6,667)
281,305
Transfers In -General Fund 1,847,729
TOTAL RESOURCES 3,214,034
REQUIREMENTS:
Expenditures
Community Justice -Juvenile
Personal Services
Materials and Services
Capital Outlay
Juvenile Resource Center
Personal Services
Materials and Services
Capital Outlay
Contingency
96,274 (185,031)
1,847,728 (1)
3,144,043 (69,991)
33% 0% a) 31,775 47,995 16,220
33% 28% 60,000 60,000
39% 16,000 16,000
33% 17% b) 30,000 30,000
33% 0% c) 332,450 340,076 7,626
71% d) 60,000 120,000 60,000
33% 0% 800 800
33% 8% e) 208,141 104,000 (104,141)
33% 7% 300 300
33% 13% 1,000 1,000
13,000 18,000 5,000
33% 33% 2,448 2,448
n/a 449 449
33% n/a f) 68,000 68,000
33% 0% f) 20,000 20,000
33% 11% 843,914 829,068 (14,846)
33%
33%
33%
57%
33%
33%
33%
33% 5,543,186
42% 7,472,100
Exp. %
5,543,186
7,572,295 100,195
943,384 925,734 17,650 33% 33% 2,830,152 2,830,152
440,699 319,791 120,908 33% 24% g) 1,322,097 1,322,097
33 33 33% 0% 100 100
844,051
61,634
33
200,865
764,181
75,112
79,870 33%
(13,478) 33%
33 33%
200,865 33%
30% 2,532,154
41% h) 184,903
0% 100
n/a 602,594
2,532,154
184,903
100
602,594
TOTAL REQUIREMENTS 2,490,699 2,084,818 405,881 33% 28% 7,472,100 6,869,406 602,694
NET (Resources - Requirements) 723,335 1,059,225 335,890 - 702,889 702,889
a) Federal Grant projection increased for funds not spent in prior fiscal year. First quarter reimbursement expected in November.
b) Food Subsidy receipts are for July and August. September and October payments expected to be received in November.
c) OYA Basic and Diversion reimbursement delayed due to unavailability of reimbursement forms. Anticipate payment late November.
d) Utilization of housing for juveniles by Crook County projected to exceed original estimates.
e) Actual BRS revenue received covers July -September. Projection reduced to reflect actual youth count at half of original estimate.
f) First quarter payments received in November.
g) Positive variance a result of accruals during July of June expenses for utilities, supplies, and contract payments.
h) Negative variance due to an annual subscription payment, one time appliance purchase, and special needs of youth in detention.
SHERIFF - Fund 255
Statement of Financial Operating Data
Four Months Ended October 31, 2009
Year to Date
Budget
Actual
Variance
FY %
Coll. %
RESOURCES:
Beg. Net Working Capital $
Revenues
Law Enf Dist Countywide
Law Enf Dist Rural
Interest
Total Revenues
6,747,645
4,239,107
$ 183,677 $ 183,677 100%
5,661,953
3,724,972
11,738
(1,085,692)
(514,135)
11,738
n/a $
$ 183,677 $ 183,677
33% 28% a) 20,242,936 17,263,761 (2,979,175)
33% 29% a) 12,717,322 11,295,156 1.1,422,166)
33% n/a - 35,000 35,000
10,986,752
TOTAL RESOURCES 10,986,752
REQUIREMENTS:
EXPENDITURES & TRANSFERS
Sheriff's Division 653,729
Civil 242,320
Automotive/Communications 465,961
Investigations/Evidence 560,776
Patrol/Civil/Comm Supp 2,524,192
Records 214,121
Adult Jail 3,014,971
Court Security 71,969
Emergency Services 62,690
Special Services Division 369,563
Regional Work Center 912,614
Training Division 100,018
Other Law Enforcement Svcs 175,901
Non -Departmental 154,348
Contingency 1,283,580
Transfers Out
9,398,663 (1,588,089) 33% 29% 32,960,258 28,593,917 (4,366,341)
9,582,340 (1,404,412) 33% 29% 32,960,258 28,777,594 (4,182,664)
679,126
231,647
544,455
504,120
2,370,398
195,220
2,620,533
62,816
54,498
393,584
764,503
93,559
188,390
21,016
(25,397) 33%
10,673 33%
(78,494) 33%
56,656 33%
153,794 33%
18,901 33%
394,438 33%
9,153 33%
8,192 33%
(24,021) 33%
148,111 33%
6,459 33%
(12,489) 33%
133,332
1,283,580 33%
33%
Exp. %
35%
32%
39% b)
30%
31% c)
30%
29% c)
29%
29%
35%
28% c)
31%
36%
5%
n/a
180,000 122,500 57,500 33% 23%
TOTAL REQUIREMENTS 10,986,753
NET (Resources - Requirements)
1,961,188
726,961
1,397,884
1,682,327
7,572,575
642,363
9,044,909
215,908
188,071
1,108,690
2,737,842
300,053
527,702
463,044
3,850,741
1,961,088 100
726,961
1,397,884
1,682,327
7,472,575 100,000
642,263 100
8,744,909 300,000
215,808 100
188,071
1,108,690
2,587,742 150,100
299,953 100
527,602 100
463,044
- 3,850,741
540,000 540,000
8,846,365 2,140,388 33% 27% 32,960,258 28,558,917 4,401,341
(1) 735,975 735,976
218,677 218,677
a) Revenue from LED's based on actual expenditure and adjusted quarterly. Projection is based on 1st quarter actual.
b) Year to date actual includes annual amount ($260,405) of transfer to Fund 245 Communications System.
c) Unfilled open positions resulting in less than planned personnel expenses.
Year End
Budget
Projection
Jariance
n/a $
$ 183,677 $ 183,677
33% 28% a) 20,242,936 17,263,761 (2,979,175)
33% 29% a) 12,717,322 11,295,156 1.1,422,166)
33% n/a - 35,000 35,000
10,986,752
TOTAL RESOURCES 10,986,752
REQUIREMENTS:
EXPENDITURES & TRANSFERS
Sheriff's Division 653,729
Civil 242,320
Automotive/Communications 465,961
Investigations/Evidence 560,776
Patrol/Civil/Comm Supp 2,524,192
Records 214,121
Adult Jail 3,014,971
Court Security 71,969
Emergency Services 62,690
Special Services Division 369,563
Regional Work Center 912,614
Training Division 100,018
Other Law Enforcement Svcs 175,901
Non -Departmental 154,348
Contingency 1,283,580
Transfers Out
9,398,663 (1,588,089) 33% 29% 32,960,258 28,593,917 (4,366,341)
9,582,340 (1,404,412) 33% 29% 32,960,258 28,777,594 (4,182,664)
679,126
231,647
544,455
504,120
2,370,398
195,220
2,620,533
62,816
54,498
393,584
764,503
93,559
188,390
21,016
(25,397) 33%
10,673 33%
(78,494) 33%
56,656 33%
153,794 33%
18,901 33%
394,438 33%
9,153 33%
8,192 33%
(24,021) 33%
148,111 33%
6,459 33%
(12,489) 33%
133,332
1,283,580 33%
33%
Exp. %
35%
32%
39% b)
30%
31% c)
30%
29% c)
29%
29%
35%
28% c)
31%
36%
5%
n/a
180,000 122,500 57,500 33% 23%
TOTAL REQUIREMENTS 10,986,753
NET (Resources - Requirements)
1,961,188
726,961
1,397,884
1,682,327
7,572,575
642,363
9,044,909
215,908
188,071
1,108,690
2,737,842
300,053
527,702
463,044
3,850,741
1,961,088 100
726,961
1,397,884
1,682,327
7,472,575 100,000
642,263 100
8,744,909 300,000
215,808 100
188,071
1,108,690
2,587,742 150,100
299,953 100
527,602 100
463,044
- 3,850,741
540,000 540,000
8,846,365 2,140,388 33% 27% 32,960,258 28,558,917 4,401,341
(1) 735,975 735,976
218,677 218,677
a) Revenue from LED's based on actual expenditure and adjusted quarterly. Projection is based on 1st quarter actual.
b) Year to date actual includes annual amount ($260,405) of transfer to Fund 245 Communications System.
c) Unfilled open positions resulting in less than planned personnel expenses.
SHERIFF 701
Statement of Financial Operating Data
Four Months Ended October 31, 2009
Year to Date
Budget
Actual
Variance
FY %
CoII.
RESOURCES:
Beg. Net Working Capital $ 2,470,519 $ 3,343,461 $ 872,942 33% n/a
Revenues
Tax Revenues - Current 4,939,901 1,503,048 (3,436,853) 33% 10% a) 14,819,703 14,819,703
Tax Revenues - Prior 166,667 459,153 292,486 33% 92% 500,000 500,000
Federal Grants 11,667 600 (11,067) 33% 2% 35,000 35,000
State Grant 15,052 18,563 3,511 33% 41% 45,156 45,156
Transp. of State Wards 1,667 (1,667) 33% 0% 5,000 5,000 -
SB 1145 573,731 987,330 413,599 33% 57% b) 1,721,192 1,935,336 214,144
Des. Cty Video Lottery Grant 1,667 (1,667) 33% n/a 5,000 5,000
Des Cty Court Security 43,000 42,850 (150) 33% 33% 129,000 129,000
Des Cty Juvenile Contract 1,000 (1,000) 33% 0% 3,000 3,000 -
Title III Reimbursement 50,000 - (50,000) 33% n/a 150,000 150,000 -
Transport 667 2,122 1,455 33% n/a 2,000 4,000 2,000
DC Fair & Expo Center 2,100 2,100 33% n/a 3,000 3,000
Inmate Commissary Fees 20,000 10,391 (9,609) 33% 17% 60,000 60,000 -
Work Center Work Crews 14,150 17,970 3,820 33% 42% 42,450 42,450
Concealed Handgun Classes 2,000 2,050 50 33% 34% 6,000 6,000
Soc Sec Incentive -Fed 1,667 3,800 2,133 33% 76% 5,000 5,000 -
Miscellaneous 1,333 808 (525) 33% 20% 4,000 4,000
Oregon Mentors 1,667 1,902 235 33% n/a 5,000 5,000
Medical Services Reimb 4,000 2,668 (1,332) 33% 22% 12,000 12,000
Restitution 350 604 254 33% 58% 1,050 1,050
Sheriff Fees 53,333 70,377 17,044 33% 44% 160,000 160,000 -
Interest 9,444 4,805 (4,639) 33% 17% 28,333 28,333 -
Interest on Unsegregated 1,178 733 (445) 33% 21% 3,533 3,533 -
Rentals 9,999 46,839 36,840 33% 156% c) 30,000 51,236 21,236
Donations - 50 50 33% n/a 50 50
Budget
Year End
Projection
Variance 1
$ 2,470,519 $ 3,343,461 $ 872,942
Total Revenues 5,924,140 3,178,763 (2,745,377) 33% 18% 17,772,417 18,012,847 240,430
TOTAL RESOURCES
8,394,659 6,522,224 (1,872,435) 33% 32% 20,242,936 21,356,308 1,113,372
REQUIREMENTS:
EXPENDITURES & TRANSFERS
Materials and Services 6,747,646
Exp.
5,661,953 1,085,693 33% 28% d) 20,242,936 17,263,761 2,979,175
TOTAL REQUIREMENTS 6,747,646 5,661,953 1,085,693 33% 28% 20,242,936 17,263,761 2,979,175
NET (Resources - Requirements) 1,647,013 860,271 (786,742) - 4,092,547 4,092,547
a) Approximately 85% of the property taxes are collected in October and November.
b) Actual State reimbursement for 1145 inmate housing will exceed amount estimated for the budget.
c) FBI relocation from Sheriff's Office has been delayed resulting in 4 months of additional rental revenue.
d) Payment to Sheriff's Office based on actual expenditure and adjusted quarterly. Projection is based on 1st quarter actual.
SHERIFF 702
Statement of Financial Operating Data
Four Months Ended October 31, 2009
Year to Date
Budget
Actual
Variance
FY %
CoII. %
RESOURCES:
Beg. Net Working Capital $1,287,473 $ 1,433,708 $ 146,235
Revenues
Tax Revenues - Current 2,413,233 736,367
Tax Revenues - Prior 79,667 233,474
Federal Grants 667 6,712
US Forest Service 25,500 12,750
State Grant 62,544 12,212
SB #1065 Court Assessment 22,333 17,002
Marine Board License Fee 41,489 -
Des Cty General Fund Grnt 287,721 10,000
Des Cty Transient Room Tax 595,612 595,612
City of Sisters 140,005 138,672
Des Cty Tax/Fin Contract 333 -
Des Cty CDD Contract 9,061 9,061
Des Cty Solid Waste Contr 27,183 27,182
Des Cty Clerk/Election 667 54
School Districts 33,333
Security & Traffic Reimb 4,333 2,871
Seat Belt Program 2,000 2,925
Miscellaneous 3,333 4,745
Sheriff Fees 1,667 4,070
Court Fines & Fees 28,333 38,833
Impound Fees 25,000 6,200
Restitution - Street Crimes 500
Seizure/Forfeiture 1,122
Interest 3,333 (908)
Interest on Unsegregated 600 359
Sale of Reportable Assets 6,779
Sale of Equip & Material 2,000
(1,676,866)
153,807
6,045
(12,750)
(50,332)
(5,331)
(41,489)
(277,721)
(1,333)
(333)
(1)
(613)
(33,333)
(1,462)
925
1,412
2,403
10,500
(18,800)
500
1,122
(4,241)
(241)
6,779
(2,000)
Total Revenues 3,809,947 1,866,594 (1,943,353)
TOTAL RESOURCES
5,097,420 3,300,302 (1,797,118)
REQUIREMENTS:
EXPENDITURES & TRANSFERS
Materials and Services 4,239,107
33% n/a
33%
33%
33%
33%
33%
33%
33%
33%
33%
33%
33%
33%
33%
33%
33%
33%
33%
33%
33%
33%
33%
33%
33%
33%
33%
33%
33%
33%
10% a)
98%
336% b)
17%
7%
25%
0%
1%
33%
33%
0%
33%
33%
3%
n/a
22%
49%
47%
81%
46%
8%
n/a
n/a
-9%
20%
n/a
0%
16%
c)
$ 1,287,473
7,239,702
239,000
2,000
76,500
187,633
67,000
124,468
863,163
1,786,837
420,015
1,000
27,183
81,548
2,000
100,000
13,000
6,000
10,000
5,000
85,000
75,000
10,000
1,800
6,000
$1,433,708 $ 146,235
7,239,702
239,000
10,000 8,000
76,500
187,633
67,000
124,468
863,163
1,786,837
416,016 (3,999)
1,000
27,183
81,548
2,000
100,000
13,000
6,000
10,000
5,000
85,000
75,000
500 500
2,500 2,500
10,000
1,800
10,000 10,000
6,000
11,429,849 11,446,850 17,001
33% 26% 12,717,322 12,880,558 163,236
Exp.
3,724,972 514,135 33% 29% d) 12,717,322 11,295,156 1,422,166
TOTAL REQUIREMENTS 4,239,107 3,724,972 514,135 33% 29% 12,717,322 11,295,156 1,422,166
NET (Resources - Requirements) 858,313 (424,670) (1,282,983)
- 1,585,402 1,585,402
a) Approximately 85% of the property taxes are collected in October and November.
b) HIDTA grant for drug enforcement overtime reimbursement will exceed plan for the year.
c) Actual escalation increase to Sisters law enforcement contract will be less than estimated for the budget.
d) Payment to Sheriff's Office based on actual expenditure and adjusted quarterly. Projection is based on 1st quarter actual.
Year End
Budget
Projection
Variance
$ 1,287,473
7,239,702
239,000
2,000
76,500
187,633
67,000
124,468
863,163
1,786,837
420,015
1,000
27,183
81,548
2,000
100,000
13,000
6,000
10,000
5,000
85,000
75,000
10,000
1,800
6,000
$1,433,708 $ 146,235
7,239,702
239,000
10,000 8,000
76,500
187,633
67,000
124,468
863,163
1,786,837
416,016 (3,999)
1,000
27,183
81,548
2,000
100,000
13,000
6,000
10,000
5,000
85,000
75,000
500 500
2,500 2,500
10,000
1,800
10,000 10,000
6,000
11,429,849 11,446,850 17,001
33% 26% 12,717,322 12,880,558 163,236
Exp.
3,724,972 514,135 33% 29% d) 12,717,322 11,295,156 1,422,166
TOTAL REQUIREMENTS 4,239,107 3,724,972 514,135 33% 29% 12,717,322 11,295,156 1,422,166
NET (Resources - Requirements) 858,313 (424,670) (1,282,983)
- 1,585,402 1,585,402
a) Approximately 85% of the property taxes are collected in October and November.
b) HIDTA grant for drug enforcement overtime reimbursement will exceed plan for the year.
c) Actual escalation increase to Sisters law enforcement contract will be less than estimated for the budget.
d) Payment to Sheriff's Office based on actual expenditure and adjusted quarterly. Projection is based on 1st quarter actual.
PUBLIC HEALTH
Statement of Financial Operating Data
Four Months Ended October 31, 2009
Year to Date
Budget
Actual
Variance
FY %
Coll.
RESOURCES:
Beg. Net Working Capital $ 900,000 $ 1,120,355 $ 220,355 100% 124% $ 900,000 $ 1,120,355 $ 220,355
Revenues
Medicare Reimbursement 1,333 (1,333) 33% 0% 4,000 4,000 -
State Grant 809,976 558,537 (251,439) 33% 23% a) 2,429,928 2,571,114 141,186
Child Dev & Rehab Center 11,579 - (11,579) 33% 0% 34,737 34,737
State Miscellaneous 71,080 77,821 6,741 33% 36% 213,240 213,240
OMAP 101,000 135,938 34,938 33% 45% 303,000 303,000
Family Planning Exp Proj 158,333 141,678 (16,655) 33% 30% b) 475,000 475,000
Grants 22,254 22,254 33% n/a c) 22,254 22,254
Patient Insurance Fees 44,600 43,107 (1,493) 33% 32% 133,800 133,800 -
Health Dept/Patient Fees 50,717 45,583 (5,134) 33% 30% 152,150 152,150 -
Vital Records -Birth 12,000 10,785 (1,215) 33% 30% 36,000 36,000
Vital Records -Death 32,667 32,975 308 33% 34% 98,000 98,000
Interest on Investments 12,667 6,410 (6,257) 33% 17% 38,000 38,000
Donations 2,933 2,394 (539) 33% 27% 8,800 8,800
Interfund Contract 43,925 (43,925) 33% 0% 131,774 131,774
Administrative Fee 9,000 9,000 - 33% 33% 27,000 27,000
Total Revenues 1,361,810 1,086,482 (275,328) 33% 27% 4,085,429 4,248,869 163,440
Transfers In -Reserve Fund
Transfers In -General Fund
TOTAL RESOURCES
REQUIREMENTS:
Expenditures
Personal Services
Materials and Services
Capital Outlay
Transfers Out
Contingency
TOTAL REQUIREMENTS
NET (Resources - Requirements)
8,333 - (8,333) 33% 0% 25,000 25,000
772,588 772,588 - 33% 33% 2,317,765 2,317,765
3,042,731 2,979,425 (54,973) 33% 41% 7,328,194 7,711,989 383,795
Exp. %
1,486,092 1,376,668 109,424 33% 31% a) 4,458,276 4,509,942 (51,666)
588,177 413,277 174,900 33% 23% a) 1,764,531 1,824,915 (60,384)
12,301 12,301 33% 0% 36,902 36,902
50,000 37,500 12,500 33% 25% 150,000 150,000
306,162 306,162 33% nla 918,485 918,485
2,442,732 1,827,445 615,287 33% 25% 7,328,194 6,521,759 806,435
599,999 1,151,980 560,314 - 1,190,230 1,190,230
a) State Grant projection adjusted to actual FY 2010 contract, includes Rev. 1 & 2. Grant appropriation for revisions in process.
b) Payments are received one month in arrears.
c) Grants for HIV and Chronic Care were not included in FY 2010 budget.
Year End
Budget
Projection
Variance
RESOURCES:
Beg. Net Working Capital $ 900,000 $ 1,120,355 $ 220,355 100% 124% $ 900,000 $ 1,120,355 $ 220,355
Revenues
Medicare Reimbursement 1,333 (1,333) 33% 0% 4,000 4,000 -
State Grant 809,976 558,537 (251,439) 33% 23% a) 2,429,928 2,571,114 141,186
Child Dev & Rehab Center 11,579 - (11,579) 33% 0% 34,737 34,737
State Miscellaneous 71,080 77,821 6,741 33% 36% 213,240 213,240
OMAP 101,000 135,938 34,938 33% 45% 303,000 303,000
Family Planning Exp Proj 158,333 141,678 (16,655) 33% 30% b) 475,000 475,000
Grants 22,254 22,254 33% n/a c) 22,254 22,254
Patient Insurance Fees 44,600 43,107 (1,493) 33% 32% 133,800 133,800 -
Health Dept/Patient Fees 50,717 45,583 (5,134) 33% 30% 152,150 152,150 -
Vital Records -Birth 12,000 10,785 (1,215) 33% 30% 36,000 36,000
Vital Records -Death 32,667 32,975 308 33% 34% 98,000 98,000
Interest on Investments 12,667 6,410 (6,257) 33% 17% 38,000 38,000
Donations 2,933 2,394 (539) 33% 27% 8,800 8,800
Interfund Contract 43,925 (43,925) 33% 0% 131,774 131,774
Administrative Fee 9,000 9,000 - 33% 33% 27,000 27,000
Total Revenues 1,361,810 1,086,482 (275,328) 33% 27% 4,085,429 4,248,869 163,440
Transfers In -Reserve Fund
Transfers In -General Fund
TOTAL RESOURCES
REQUIREMENTS:
Expenditures
Personal Services
Materials and Services
Capital Outlay
Transfers Out
Contingency
TOTAL REQUIREMENTS
NET (Resources - Requirements)
8,333 - (8,333) 33% 0% 25,000 25,000
772,588 772,588 - 33% 33% 2,317,765 2,317,765
3,042,731 2,979,425 (54,973) 33% 41% 7,328,194 7,711,989 383,795
Exp. %
1,486,092 1,376,668 109,424 33% 31% a) 4,458,276 4,509,942 (51,666)
588,177 413,277 174,900 33% 23% a) 1,764,531 1,824,915 (60,384)
12,301 12,301 33% 0% 36,902 36,902
50,000 37,500 12,500 33% 25% 150,000 150,000
306,162 306,162 33% nla 918,485 918,485
2,442,732 1,827,445 615,287 33% 25% 7,328,194 6,521,759 806,435
599,999 1,151,980 560,314 - 1,190,230 1,190,230
a) State Grant projection adjusted to actual FY 2010 contract, includes Rev. 1 & 2. Grant appropriation for revisions in process.
b) Payments are received one month in arrears.
c) Grants for HIV and Chronic Care were not included in FY 2010 budget.
RESOURCES:
Beg. Net Working Capital
Revenues
Marriage Licenses
Divorce Filing Fees
Domestic Partnership Fee
Federal Grants
State Grants
State Miscellaneous
Title 19
Liquor Revenue
School Districts
Miscellaneous
Patient Insurance Fees
Patient Fees
Seizure/Forfeiture
Interest on Investments
Rentals
Donations
Interfund Contract
Administrative Fee
Comm. on Children & Fam
Crime Prevention Services
BEHAVIORAL HEALTH
Statement of Financial Operating Data
Four Months Ended October 31, 2009
$ 2,725,000 $ 2,589,996 $ (135,004) 100% 95% $ 2,725,000 $ 2,589,996 $ (135,004)
1,833
41,667
667
33,273
1,759,029
61,572
100,235
35,333
23,333
13,600
82,500
3,833
10,667
5,500
1,000
1,040
1,011,651
7,333
42,333
2,440
43,371
55
25,253
1,779,849
5,326
42,069
26,700
4,486
46,520
1,521
13,129
16,846
2,875
7,000.
981,652
607
1,704
(612)
(8,020)
20,820
(56,246)
(100,235)
6,736
3,367
(9,114)
(35,980)
(2,312)
13,129
6,179
(2,625)
6,000
(1,040)
(29,999)
(7,333)
(42,333)
Total Revenues 3,236,399
Transfers In -General Fund 438,719
Transfers In -Other 85,212
33% 44% 5,500 5,500
33% 35% 125,000 125,000
33% 3% 2,000 2,000
33% 25% a) 99,819 99,819
b) 5,277,086 5,351,224 74,138
33% 3% 184,716 184,716
0% c) 300,705 300,705
40% 106,000 106,000
33% 38% 70,000 88,800 18,800
11% 40,800 40,800
33% 19% 247,500 247,500
13% 11,500 11,500 -
33% n/a 13,129 13,129
33% 53% 32,000 45,000 13,000
33% 17% 16,500 16,500 -
233% 3,000 7,000 4,000
0% 3,120 3,120
33% 32% 3,034,954 3,031,954 (3,000)
0% 22,000 - (22,000)
0% a) 127,000 127,000
33%
34%
33%
33%
33%
33%
33%
33%
33%
33%
2,999,092 (237,307) 33% 31% 9,709,200 9,807,267 98,067
432,889 (5,830)
126,875 41,663
TOTAL RESOURCES 6,485,330
REQUIREMENTS:
Expenditures
Personal Services 2,635,227
Materials and Services 1,351,171
Capital Outlay 26,667
Transfers Out 50,000
Contingency 605,600
33%
33% 50%
33%
1,316,158
255,636
1,316,158
363,129 107,493
6,148,852 (336,478) 33% 44% 14,005,994 14,076,550 70,556
2,355,858
1,037,714
279,369
313,457
26,667
37,500 12,500
605,600
TOTAL REQUIREMENTS 4,668,665
NET (Resources - Requirements) 1,816,665
Exp. %
33% 30%
26%
33% 0%
33% 25%
n/a
33%
33%
7,905,680
4,053,514
80,000
150,000
1,816,800
7,890,661 15,019
4,053,514
80,000
150,000
1,816,800
3,431,072 1,237,593 33% 24% 14,005,994 12,174,175 1,831,819
2,717,780 901,115 - 1,902,375 1,902,375
a) Grant billing received quarterly, in arrears.
b) Dept of Human Services Grant projected at amended contract amount for FY 2010.
c) Delay in payment due to problems with the State MMIS software system.
Year to Date
Budget
Actual Variance
FY % Coll. %
$ 2,725,000 $ 2,589,996 $ (135,004) 100% 95% $ 2,725,000 $ 2,589,996 $ (135,004)
1,833
41,667
667
33,273
1,759,029
61,572
100,235
35,333
23,333
13,600
82,500
3,833
10,667
5,500
1,000
1,040
1,011,651
7,333
42,333
2,440
43,371
55
25,253
1,779,849
5,326
42,069
26,700
4,486
46,520
1,521
13,129
16,846
2,875
7,000.
981,652
607
1,704
(612)
(8,020)
20,820
(56,246)
(100,235)
6,736
3,367
(9,114)
(35,980)
(2,312)
13,129
6,179
(2,625)
6,000
(1,040)
(29,999)
(7,333)
(42,333)
Total Revenues 3,236,399
Transfers In -General Fund 438,719
Transfers In -Other 85,212
33% 44% 5,500 5,500
33% 35% 125,000 125,000
33% 3% 2,000 2,000
33% 25% a) 99,819 99,819
b) 5,277,086 5,351,224 74,138
33% 3% 184,716 184,716
0% c) 300,705 300,705
40% 106,000 106,000
33% 38% 70,000 88,800 18,800
11% 40,800 40,800
33% 19% 247,500 247,500
13% 11,500 11,500 -
33% n/a 13,129 13,129
33% 53% 32,000 45,000 13,000
33% 17% 16,500 16,500 -
233% 3,000 7,000 4,000
0% 3,120 3,120
33% 32% 3,034,954 3,031,954 (3,000)
0% 22,000 - (22,000)
0% a) 127,000 127,000
33%
34%
33%
33%
33%
33%
33%
33%
33%
33%
2,999,092 (237,307) 33% 31% 9,709,200 9,807,267 98,067
432,889 (5,830)
126,875 41,663
TOTAL RESOURCES 6,485,330
REQUIREMENTS:
Expenditures
Personal Services 2,635,227
Materials and Services 1,351,171
Capital Outlay 26,667
Transfers Out 50,000
Contingency 605,600
33%
33% 50%
33%
1,316,158
255,636
1,316,158
363,129 107,493
6,148,852 (336,478) 33% 44% 14,005,994 14,076,550 70,556
2,355,858
1,037,714
279,369
313,457
26,667
37,500 12,500
605,600
TOTAL REQUIREMENTS 4,668,665
NET (Resources - Requirements) 1,816,665
Exp. %
33% 30%
26%
33% 0%
33% 25%
n/a
33%
33%
7,905,680
4,053,514
80,000
150,000
1,816,800
7,890,661 15,019
4,053,514
80,000
150,000
1,816,800
3,431,072 1,237,593 33% 24% 14,005,994 12,174,175 1,831,819
2,717,780 901,115 - 1,902,375 1,902,375
a) Grant billing received quarterly, in arrears.
b) Dept of Human Services Grant projected at amended contract amount for FY 2010.
c) Delay in payment due to problems with the State MMIS software system.
Year End
Budget
Projection
Variance
$ 2,725,000 $ 2,589,996 $ (135,004) 100% 95% $ 2,725,000 $ 2,589,996 $ (135,004)
1,833
41,667
667
33,273
1,759,029
61,572
100,235
35,333
23,333
13,600
82,500
3,833
10,667
5,500
1,000
1,040
1,011,651
7,333
42,333
2,440
43,371
55
25,253
1,779,849
5,326
42,069
26,700
4,486
46,520
1,521
13,129
16,846
2,875
7,000.
981,652
607
1,704
(612)
(8,020)
20,820
(56,246)
(100,235)
6,736
3,367
(9,114)
(35,980)
(2,312)
13,129
6,179
(2,625)
6,000
(1,040)
(29,999)
(7,333)
(42,333)
Total Revenues 3,236,399
Transfers In -General Fund 438,719
Transfers In -Other 85,212
33% 44% 5,500 5,500
33% 35% 125,000 125,000
33% 3% 2,000 2,000
33% 25% a) 99,819 99,819
b) 5,277,086 5,351,224 74,138
33% 3% 184,716 184,716
0% c) 300,705 300,705
40% 106,000 106,000
33% 38% 70,000 88,800 18,800
11% 40,800 40,800
33% 19% 247,500 247,500
13% 11,500 11,500 -
33% n/a 13,129 13,129
33% 53% 32,000 45,000 13,000
33% 17% 16,500 16,500 -
233% 3,000 7,000 4,000
0% 3,120 3,120
33% 32% 3,034,954 3,031,954 (3,000)
0% 22,000 - (22,000)
0% a) 127,000 127,000
33%
34%
33%
33%
33%
33%
33%
33%
33%
33%
2,999,092 (237,307) 33% 31% 9,709,200 9,807,267 98,067
432,889 (5,830)
126,875 41,663
TOTAL RESOURCES 6,485,330
REQUIREMENTS:
Expenditures
Personal Services 2,635,227
Materials and Services 1,351,171
Capital Outlay 26,667
Transfers Out 50,000
Contingency 605,600
33%
33% 50%
33%
1,316,158
255,636
1,316,158
363,129 107,493
6,148,852 (336,478) 33% 44% 14,005,994 14,076,550 70,556
2,355,858
1,037,714
279,369
313,457
26,667
37,500 12,500
605,600
TOTAL REQUIREMENTS 4,668,665
NET (Resources - Requirements) 1,816,665
Exp. %
33% 30%
26%
33% 0%
33% 25%
n/a
33%
33%
7,905,680
4,053,514
80,000
150,000
1,816,800
7,890,661 15,019
4,053,514
80,000
150,000
1,816,800
3,431,072 1,237,593 33% 24% 14,005,994 12,174,175 1,831,819
2,717,780 901,115 - 1,902,375 1,902,375
a) Grant billing received quarterly, in arrears.
b) Dept of Human Services Grant projected at amended contract amount for FY 2010.
c) Delay in payment due to problems with the State MMIS software system.
COMMUNITY DEVELOPMENT
Statement of Financial Operating Data
Four Months Ended October 31, 2009
Year to Date
Budget
Actual
Variance
FY %
CoII. %
RESOURCES:
Beg. Net Working Capital $ 413,471 $ 629,659 $ 216,188 100% 152% $ 413,471 $ 629,659 216,188
Revenues
Admin -Operations 1,217 7,250 6,033 33% 199% a) 3,650 17,000 13,350
Admin -GIS 692 4,535 3,843 33% 219% b) 2,075 38,900 36,825
Admin -Code Enforcement 63,150 57,855 (5,295) 33% 31% c) 189,450 175,500 (13,950)
Building Safety 324,925 314,879 (10,046) 33% 32% d) 974,775 992,400 17,625
Electrical 93,500 96,912 3,412 33% 35% d) 280,500 297,900 17,400
Contract Services 85,167 26,217 (58,950) 33% 10% e) 255,500 99,600 (155,900)
Env Health -On Site Prog 97,617 78,895 (18,722) 33% 27% c) 292,850 241,500 (51,350)
Env Health-Lic Facilities 230,158 64,452 (165,706) 33% 9% f) 690,475 690,475
Env Health - Drinking H2O 31,770 29,186 (2,584) 33% 31% g) 95,311 95,311
Planning -Current 328,050 254,766 (73,284) 33% 26% h) 984,150 689,900 (294,250)
Planning -Long Range 142,967 158,406 15,439 33% 37% c) 428,900 418,200 (10,700)
Total Revenues
Trans In -GF
Trans In -GF for Lng Rng Ping
Trans In -Other
TOTAL RESOURCES
1,399,213 1,093,352 (305,862) 33% 26% 4,197,636 3,756,686 (440,950)
405,542 405,543 1
100,000 75,000 (25,000)
33 (33)
REQUIREMENTS:
EXPENDITURES & TRANSFERS
Admin -Operations
Admin -GIS
Admin -Code Enforcement
Building Safety
Electrical
Contract Services
Env Health -On Site Pgm
Env Health-Lic Facilities
Env Health - Drinking H2O
Planning -Current
Planning -Long Range
Transfers Out (D/S Fund)
Contingency
2,318,259 2,203,553 (114,706)
0°/U
n/a 1,216,627 1,216,627
0% n/a 300,000 300,000
0% 0% 100 (100)
36% 6,127,834 5,902,972 (224,862)
33%
Exp. %
569,371 556,386 12,985 33% 33% 1,708,112 1,708,112
71,869 67,711 4,158 33% 31% 215,606 215,606
60,323 58,714 1,609 33% 32% 180,969 180,969 -
241,715 233,700 8,015 33% 32% i) 725,145 698,080 27,065
68,906 67,357 1,549 33% 33% i) 206,719 193,187 13,532
88,260 84,524 3,736 33% 32% i) 264,781 260,270 4,511
80,229 76,280 3,949 33% 32% 240,687 240,687 -
165,315 164,630 685 33% 33% 495,946 495,946
26,866 28,949 (2,083) 33% 36% 80,598 80,598
269,928 262,028 7,900 33% 32% 809,783 809,783 -
183,943 139,859 44,084 33% 25% 551,828 551,828
59,220 59,220 - 0% 33% 177,660 177,660
156,667 156,667 33% n/a 470,000 470,000
TOTAL REQUIREMENTS 2,042,612 1,799,359 243,253 33% 29% 6,127,834 5,612,726 515,108
NET (Resources - Requirements)
275,647 404,195 128,548 290,246 290,246
Revenues 1,093,352 3,756,686
Expenditures 1,799,359 5,612,726
Net from Operations (706,007) (1,856,040)
a) Revenues are higher than budgeted due to interest earnings on positive fund balance.
b) Custom GIS work revenue sporadic. Includes $37,175 reimbursement from IT -Web Programmer.
c) Projections are slightly below budget. On -Site work volume has slowed significantly.
d) Business volume and revenue have thus far exceeded expectations.
e) Significant drop-off in City of Redmond work.
f) Revenue is received primarily in December through February following mailing of license renewal statements.
g) Payments from State DHS are received irregularly.
h) Significant slowdown in land use applications.
i) Reflects the retirement of the Building Safety Director in November.
Year End
Budget
Projection
Variance
RESOURCES:
Beg. Net Working Capital $ 413,471 $ 629,659 $ 216,188 100% 152% $ 413,471 $ 629,659 216,188
Revenues
Admin -Operations 1,217 7,250 6,033 33% 199% a) 3,650 17,000 13,350
Admin -GIS 692 4,535 3,843 33% 219% b) 2,075 38,900 36,825
Admin -Code Enforcement 63,150 57,855 (5,295) 33% 31% c) 189,450 175,500 (13,950)
Building Safety 324,925 314,879 (10,046) 33% 32% d) 974,775 992,400 17,625
Electrical 93,500 96,912 3,412 33% 35% d) 280,500 297,900 17,400
Contract Services 85,167 26,217 (58,950) 33% 10% e) 255,500 99,600 (155,900)
Env Health -On Site Prog 97,617 78,895 (18,722) 33% 27% c) 292,850 241,500 (51,350)
Env Health-Lic Facilities 230,158 64,452 (165,706) 33% 9% f) 690,475 690,475
Env Health - Drinking H2O 31,770 29,186 (2,584) 33% 31% g) 95,311 95,311
Planning -Current 328,050 254,766 (73,284) 33% 26% h) 984,150 689,900 (294,250)
Planning -Long Range 142,967 158,406 15,439 33% 37% c) 428,900 418,200 (10,700)
Total Revenues
Trans In -GF
Trans In -GF for Lng Rng Ping
Trans In -Other
TOTAL RESOURCES
1,399,213 1,093,352 (305,862) 33% 26% 4,197,636 3,756,686 (440,950)
405,542 405,543 1
100,000 75,000 (25,000)
33 (33)
REQUIREMENTS:
EXPENDITURES & TRANSFERS
Admin -Operations
Admin -GIS
Admin -Code Enforcement
Building Safety
Electrical
Contract Services
Env Health -On Site Pgm
Env Health-Lic Facilities
Env Health - Drinking H2O
Planning -Current
Planning -Long Range
Transfers Out (D/S Fund)
Contingency
2,318,259 2,203,553 (114,706)
0°/U
n/a 1,216,627 1,216,627
0% n/a 300,000 300,000
0% 0% 100 (100)
36% 6,127,834 5,902,972 (224,862)
33%
Exp. %
569,371 556,386 12,985 33% 33% 1,708,112 1,708,112
71,869 67,711 4,158 33% 31% 215,606 215,606
60,323 58,714 1,609 33% 32% 180,969 180,969 -
241,715 233,700 8,015 33% 32% i) 725,145 698,080 27,065
68,906 67,357 1,549 33% 33% i) 206,719 193,187 13,532
88,260 84,524 3,736 33% 32% i) 264,781 260,270 4,511
80,229 76,280 3,949 33% 32% 240,687 240,687 -
165,315 164,630 685 33% 33% 495,946 495,946
26,866 28,949 (2,083) 33% 36% 80,598 80,598
269,928 262,028 7,900 33% 32% 809,783 809,783 -
183,943 139,859 44,084 33% 25% 551,828 551,828
59,220 59,220 - 0% 33% 177,660 177,660
156,667 156,667 33% n/a 470,000 470,000
TOTAL REQUIREMENTS 2,042,612 1,799,359 243,253 33% 29% 6,127,834 5,612,726 515,108
NET (Resources - Requirements)
275,647 404,195 128,548 290,246 290,246
Revenues 1,093,352 3,756,686
Expenditures 1,799,359 5,612,726
Net from Operations (706,007) (1,856,040)
a) Revenues are higher than budgeted due to interest earnings on positive fund balance.
b) Custom GIS work revenue sporadic. Includes $37,175 reimbursement from IT -Web Programmer.
c) Projections are slightly below budget. On -Site work volume has slowed significantly.
d) Business volume and revenue have thus far exceeded expectations.
e) Significant drop-off in City of Redmond work.
f) Revenue is received primarily in December through February following mailing of license renewal statements.
g) Payments from State DHS are received irregularly.
h) Significant slowdown in land use applications.
i) Reflects the retirement of the Building Safety Director in November.
ROAD
Statement of Financial Operating Data
Four Months Ended October 31, 2009
Year to Date
Budget
Actual
Variance
FY %
Coll. %
RESOURCES:
Beg. Net Working Capital $ 4,871,665
Revenues
Federal Reimbursements 163,333
System Development Chrg
Mineral Lease Royalties 3,333
Forest Receipts 827,333
State Grant 138,492
Motor Vehicle Revenue 2,666,667
City of Bend 75,000
City of Redmond 83,333
City of Sisters 3,333
City of La Pine 3,333
Admin Recovery (SDC) 167
Miscellaneous 43,333
Road Vacations 333
Interest on Investments 16,667
Other Bank/LGIP Interest
Interfund Contract 233,333
Equipment Repairs 91,667
Vehicle Repairs 30,000
Vegetation Management 11,667
Inter -fund: Forester 7,333
Car Washes 833
Car Rental
Sale of Eqp & Material 266,667
$ 4,891,649
$ 19,984 100%
(163,333)
231 231
10,478 7,145
(827,333)
(138,492)
2,362,827 (303,840)
- (75,000)
(83,333)
(3,333)
(3,333)
585 418
7,081 (36,252)
(333)
22,581 5,914
642 642
- (233,333)
57,012 (34,655)
(30,000)
(11,667)
(7,333)
1,342 509
356 356
193,216 (73,451)
Total Revenues 4,666,157
Trans In - CDD
Trans In - Solid Waste
Trans In - Transp SDC
Trans In -Road Imp Res
6,063
236,189
25,000
3,333
2,656,351 (2,009,806)
177,142
18,750
33%
33%
33%
33%
33%
33%
33%
33%
33%
33%
100% $ 4,871,665 $ 4,891,649 $ 19,984
0%
n/a
105%
0%
0%
30%
0%
0%
0%
n/a
33% n/a
33% 5%
33% 0%
45%
33% n/a
33% 0% c)
21%
0% c)
0% c)
0% c)
54%
n/a
24%
19%
33%
a)
b)
b)
b)
b)
33%
33%
33%
33%
33%
33%
33%
33%
(6,063) 33%
(59,047) 33%
(6,250) 33%
(3,333) 33%
TOTAL RESOURCES 9,783,407
REQUIREMENTS:
Expenditures
Personal Services 1,888,458
Materials and Services 3,044,403
Capital Outlay 900,000
Transfers Out 133,333
Contingency 594,439
7,743,892 (2,058,265) 33%
1,751,102
4,297,165
424,963
137,356
(1,252,762)
475,037
133,333
594,439
TOTAL REQUIREMENTS 6,560,633
33%
33%
33%
490,000 490,000
925
25,000
2,482,000
415,477
8,000,000
225,000
250,000
10,000
10,000
1,500
130,000
1,000
50,000
1,500
700,000 700,000
275,000 275,000
90,000 90,000
35,000 35,000
22,000 22,000
2,500 2,500
1,000
800,000 800,000
10,000
2,482,000
415,477
8,000,000
225,000
250,000
10,000
10,000
500
130,000
1,000
50,000
925
15,000
1,000
1,500
1,000
13,998,477 14,017,902 19,425
0% 18,190 18,190
25% d) 708,567 708,567
25% d) 75,000 75,000
0% c) 10,000 10,000
50% 19,681,899 19,721,308 39,409
Exp. %
31%
47%
16%
33% 0%
33% n/a
6,473,230 87,403 33%
NET (Resources - Requirements) 3,222,774
1,270,662 (1,970,862)
a) Annual payment anticipated to be received in December 09.
b) Billed upon completion of work.
c) Payment to be received in June 2010 from Funds 326, 328, 329, 340, and 430.
d) Payment received quarterly from Solid Waste.
5,665,373
9,133,210
2,700,000
400,000
1,783,316
5,665,373
9,133,210
2,700,000
400,000
1,783,316
33% 19,681,899 17,898,583 1,783,316
1,822,725 1,822,725
Year End
Budget
Projection
Variance
100% $ 4,871,665 $ 4,891,649 $ 19,984
0%
n/a
105%
0%
0%
30%
0%
0%
0%
n/a
33% n/a
33% 5%
33% 0%
45%
33% n/a
33% 0% c)
21%
0% c)
0% c)
0% c)
54%
n/a
24%
19%
33%
a)
b)
b)
b)
b)
33%
33%
33%
33%
33%
33%
33%
33%
(6,063) 33%
(59,047) 33%
(6,250) 33%
(3,333) 33%
TOTAL RESOURCES 9,783,407
REQUIREMENTS:
Expenditures
Personal Services 1,888,458
Materials and Services 3,044,403
Capital Outlay 900,000
Transfers Out 133,333
Contingency 594,439
7,743,892 (2,058,265) 33%
1,751,102
4,297,165
424,963
137,356
(1,252,762)
475,037
133,333
594,439
TOTAL REQUIREMENTS 6,560,633
33%
33%
33%
490,000 490,000
925
25,000
2,482,000
415,477
8,000,000
225,000
250,000
10,000
10,000
1,500
130,000
1,000
50,000
1,500
700,000 700,000
275,000 275,000
90,000 90,000
35,000 35,000
22,000 22,000
2,500 2,500
1,000
800,000 800,000
10,000
2,482,000
415,477
8,000,000
225,000
250,000
10,000
10,000
500
130,000
1,000
50,000
925
15,000
1,000
1,500
1,000
13,998,477 14,017,902 19,425
0% 18,190 18,190
25% d) 708,567 708,567
25% d) 75,000 75,000
0% c) 10,000 10,000
50% 19,681,899 19,721,308 39,409
Exp. %
31%
47%
16%
33% 0%
33% n/a
6,473,230 87,403 33%
NET (Resources - Requirements) 3,222,774
1,270,662 (1,970,862)
a) Annual payment anticipated to be received in December 09.
b) Billed upon completion of work.
c) Payment to be received in June 2010 from Funds 326, 328, 329, 340, and 430.
d) Payment received quarterly from Solid Waste.
5,665,373
9,133,210
2,700,000
400,000
1,783,316
5,665,373
9,133,210
2,700,000
400,000
1,783,316
33% 19,681,899 17,898,583 1,783,316
1,822,725 1,822,725
ADULT PAROLE & PROBATION
Statement of Financial Operating Data
Four Months Ended October 31, 2009
Year to Date
Budget
Actual
Variance
FY %
Coll. %
RESOURCES:
Beg. Net Working Capital $ 467,892 $ 487,674 $ 19,782 100% 104% $ 467,892 $ 487,674 $ 19,782
Revenues
State Miscellaneous 2,667 (2,667) 33% 0% a) 8,000 4,301 (3,699)
State Subsidy 9,833 6,653 (3,180) 33% 23% b) 29,500 29,500
SB 1145 946,642 1,480,995 534,353 33% 52% c) 2,839,925 2,839,925
Probation Work Crew Fees 13,333 11,837 (1,496) 33% 30% d) 40,000 40,000
Miscellaneous 1,000 1,595 595 33% 53% 3,000 3,000
Electronic Monitoring Fee 53,333 58,535 5,202 33% 37% 160,000 160,000
Probation Superv. Fees 73,333 75,696 2,363 33% 34% 220,000 220,000
Interest on Investments 3,000 4,654 1,654 33% 52% 9,000 9,000
Crime Prevention Services 16,667 (16,667) 33% 0% 50,000 50,000
Total Revenues 1,119,808 1,639,965 520,157 33% 49% 3,359,425 3,355,726 (3,699)
Transfers In -General Fund 38,343 38,344 1 33% 33% 115,029 115,029
Transfers In -Sheriff 16,667 - (16,667) 33% 0% 50,000 50,000
TOTAL RESOURCES 1,642,710 2,165,983 523,273 33% 54% 3,992,346 4,008,429 16,083
REQUIREMENTS:
Expenditures
Personal Services
Materials and Services
Capital Outlay
Contingency
Exp. %
952,909 920,570 32,339 33% 32% 2,858,726 2,858,726
234,707 230,271 4,436 33% 33% 704,121 704,121
33 33 33% 0% 100
143,133 143,133 33% n/a 429,399
TOTAL REQUIREMENTS 1,330,782 1,150,841 179,941
NET (Resources - Requirements)
33%
100
429,399
29% 3,992,346 3,562,847 429,499
311,928 1,015,142 703,214 445,582 445,582
a) 1st quarter hearings officer revenue not yet received. The $8,000 is for the biennium. Actual for FY 2010 will be $4,301.
b) Contract is being finalized for AIP funds.
c) Received second quarter funds for periods Oct -Dec.
d) Courts are diverting some offenders to monitored probation to monitor community service, reduction in clients.
Year End
Budget
Projection
Variance
RESOURCES:
Beg. Net Working Capital $ 467,892 $ 487,674 $ 19,782 100% 104% $ 467,892 $ 487,674 $ 19,782
Revenues
State Miscellaneous 2,667 (2,667) 33% 0% a) 8,000 4,301 (3,699)
State Subsidy 9,833 6,653 (3,180) 33% 23% b) 29,500 29,500
SB 1145 946,642 1,480,995 534,353 33% 52% c) 2,839,925 2,839,925
Probation Work Crew Fees 13,333 11,837 (1,496) 33% 30% d) 40,000 40,000
Miscellaneous 1,000 1,595 595 33% 53% 3,000 3,000
Electronic Monitoring Fee 53,333 58,535 5,202 33% 37% 160,000 160,000
Probation Superv. Fees 73,333 75,696 2,363 33% 34% 220,000 220,000
Interest on Investments 3,000 4,654 1,654 33% 52% 9,000 9,000
Crime Prevention Services 16,667 (16,667) 33% 0% 50,000 50,000
Total Revenues 1,119,808 1,639,965 520,157 33% 49% 3,359,425 3,355,726 (3,699)
Transfers In -General Fund 38,343 38,344 1 33% 33% 115,029 115,029
Transfers In -Sheriff 16,667 - (16,667) 33% 0% 50,000 50,000
TOTAL RESOURCES 1,642,710 2,165,983 523,273 33% 54% 3,992,346 4,008,429 16,083
REQUIREMENTS:
Expenditures
Personal Services
Materials and Services
Capital Outlay
Contingency
Exp. %
952,909 920,570 32,339 33% 32% 2,858,726 2,858,726
234,707 230,271 4,436 33% 33% 704,121 704,121
33 33 33% 0% 100
143,133 143,133 33% n/a 429,399
TOTAL REQUIREMENTS 1,330,782 1,150,841 179,941
NET (Resources - Requirements)
33%
100
429,399
29% 3,992,346 3,562,847 429,499
311,928 1,015,142 703,214 445,582 445,582
a) 1st quarter hearings officer revenue not yet received. The $8,000 is for the biennium. Actual for FY 2010 will be $4,301.
b) Contract is being finalized for AIP funds.
c) Received second quarter funds for periods Oct -Dec.
d) Courts are diverting some offenders to monitored probation to monitor community service, reduction in clients.
RESOURCES:
Beg. Net Working Capital
Revenues
Federal Grants
Title IV - Family Sup/Pres
HealthyStart Medicaid
Child Care Block Grant
Level 7 Services
HealthyStart /R -S -G
OCCF Grant
Miscellaneous
Court Fines & Fees
Interest on Investments
Grants -Private
Miscellaneous
Crime Prevention Services
Total Revenues
COMM ON CHILDREN & FAMILIES
Statement of Financial Operating Data
Four Months Ended October 31, 2009
Year to Date
Budget
Actual
Variance
FY %
Coll. %
$ 624,543
75,000
12,551
31,667
27,092
58,398
102,526
204,684
2,667
25,000
10,000
667
62,500
24,783
$ 668,626 $ 44,083
32,304 (42,696)
(12,551)
(31,667)
(27,092)
(58,398)
(25,706)
48,643
(1,610)
1,023
(6,188)
(667)
20,000 (42,500)
(24,783)
76,820
253,327
1,057
26,023
3,812
637,535
Trans from General Fund 94,778
413,343 (224,192)
100% 107% $ 624,543 $ 668,626 $ 44,083
33% 14% d) 225,000
33% 0% a) 37,652
33% 0% 95,000
33% 0% a) 81,275
33% 0% a) 175,193
33% 25% a) 307,577
33% 41% a) 614,052
33% 13% 8,000
33% 35% c) 75,000
33% 13% 30,000
33% 0% 2,000
33% 11% 187,500
0% 74,350
33%
367,600
39,328
95,000
257,982
308,924
492,383
8,000
70,000
30,000
2,000
187,500
74,350
142,600
1,676
(81,275)
82,789
1,347
(121,669)
(5,000)
33% 22% 1,912,599 1,933,067 20,468
94,777 (1) 33% 33%
Total Transfers In 94,778
94,777 (1) 33%
TOTAL RESOURCES 1,356,856
REQUIREMENTS:
Expenditures
Personal Services
Materials and Services
Capital Outlay
Contingency
179,993
591,681
33
168,785
1,176,746 (180,110) 33%
165,829
377,043
33%
284,333 284,333
284,333 284,333
42% 2,821,475 2,886,026 64,551
Exp. %
14,164 33% 31% b)
214,638
33 33% 0%
168,785 33% n/a
33%
21%
TOTAL REQUIREMENTS 940,492 542,872 397,620 33%
NET (Resources - Requirements)
416,364 633,874 217,510
a) Revenue projections reflect from final legislative allocations.
b) Personnel projection reduced due to two positions open in 1st quarter.
c) Court fees reduced for FY 2010.
d) New federal grant for the Family Access Network received.
539,978
1,775,043
100
506,354
494,522
1,770,461
45,456
4,582
100
506,354
19% 2,821,475 2,264,983 556,492
621,043 621,043
Year End
Budget
Projection
Variance
100% 107% $ 624,543 $ 668,626 $ 44,083
33% 14% d) 225,000
33% 0% a) 37,652
33% 0% 95,000
33% 0% a) 81,275
33% 0% a) 175,193
33% 25% a) 307,577
33% 41% a) 614,052
33% 13% 8,000
33% 35% c) 75,000
33% 13% 30,000
33% 0% 2,000
33% 11% 187,500
0% 74,350
33%
367,600
39,328
95,000
257,982
308,924
492,383
8,000
70,000
30,000
2,000
187,500
74,350
142,600
1,676
(81,275)
82,789
1,347
(121,669)
(5,000)
33% 22% 1,912,599 1,933,067 20,468
94,777 (1) 33% 33%
Total Transfers In 94,778
94,777 (1) 33%
TOTAL RESOURCES 1,356,856
REQUIREMENTS:
Expenditures
Personal Services
Materials and Services
Capital Outlay
Contingency
179,993
591,681
33
168,785
1,176,746 (180,110) 33%
165,829
377,043
33%
284,333 284,333
284,333 284,333
42% 2,821,475 2,886,026 64,551
Exp. %
14,164 33% 31% b)
214,638
33 33% 0%
168,785 33% n/a
33%
21%
TOTAL REQUIREMENTS 940,492 542,872 397,620 33%
NET (Resources - Requirements)
416,364 633,874 217,510
a) Revenue projections reflect from final legislative allocations.
b) Personnel projection reduced due to two positions open in 1st quarter.
c) Court fees reduced for FY 2010.
d) New federal grant for the Family Access Network received.
539,978
1,775,043
100
506,354
494,522
1,770,461
45,456
4,582
100
506,354
19% 2,821,475 2,264,983 556,492
621,043 621,043
SOLID WASTE
Statement of Financial Operating Data
Four Months Ended October 31, 2009
Year to Date
Budget
Actual
Variance
FY %
Coll. %
RESOURCES:
Beg. Net Working Capital $ 338,611 $ 466,325 $ 127,714 100% 138% $ 338,611 $ 466,325 $ 127,714
Revenues
State Grant 37,850 37,850 33% n/a a) 37,850 37,850
Miscellaneous 10,000 8,992 (1,008) 33% 30% 30,000 30,000
Franchise 3% Fees 66,667 11,131 (55,536) 33% 6% b) 200,000 200,000
Commercial Disp. Fees 465,467 338,988 (126,479) 33% 24% 1,396,400 1,396,400
Private Disposal Fees 513,767 542,877 29,110 33% 35% 1,541,300 1,541,300
Franchise Disposal Fees 1,581,167 1,437,346 (143,821) 33% 30% 4,743,500 4,743,500
Yard Debris 25,000 33,027 8,027 33% 44% 75,000 75,000
Special Waste 10,000 12,636 2,636 33% 42% c) 30,000 30,000
Interest 4,667 6,057 1,390 33% 43% 14,000 14,000
Sale of Equip & Material 11,667 12,547 880 33% 36% 35,000 35,000
Total Revenues 2,688,402 2,441,451 (246,951) 33% 30% 8,065,200 8,103,050 37,850
TOTAL RESOURCES 3,027,013 2,907,776 (119,237) 33% 35% 8,403,811 8,569,375 165,564
REQUIREMENTS
Expenditures
Personal Services
Materials and Services
Debt Service
Capital Outlay
Transfers Out
Contingency
Exp. %
587,859 560,948 26,911 33% 32% 1,763,578 1,763,578
1,249,418 992,061 257,357 33% 26% d) 3,748,254 3,748,254
322,922 322,922 33% 0% e) 968,765 968,765
49,667 25,850 23,817 33% 17% f) 149,000 149,000
479,922 177,142 302,780 33% 12% 1,439,767 1,439,767
111,482 - 111,482 33% n/a 334,447
334,447
TOTAL REQUIREMENTS 2,801,270 1,756,001 1,045,269 33% 21% 8,403,811 8,069,364 334,447
NET (Resources - Requirements) 225,743 1,151,775 926,032 500,011 500,011
a) Was due last fiscal year but received in 09-10.
b) Due April 15, 2010.
c) Contaminated soil and asbestos loads are intermittent.
d) Some larger ticketed items are budgeted in M&S but not scheduled for purchase until later in the FY.
e) Payments are scheduled for Nov and May.
f) Capital item purchases are spread out throughout the fiscal year.
Year End
Budget
Projection
Variance
RESOURCES:
Beg. Net Working Capital $ 338,611 $ 466,325 $ 127,714 100% 138% $ 338,611 $ 466,325 $ 127,714
Revenues
State Grant 37,850 37,850 33% n/a a) 37,850 37,850
Miscellaneous 10,000 8,992 (1,008) 33% 30% 30,000 30,000
Franchise 3% Fees 66,667 11,131 (55,536) 33% 6% b) 200,000 200,000
Commercial Disp. Fees 465,467 338,988 (126,479) 33% 24% 1,396,400 1,396,400
Private Disposal Fees 513,767 542,877 29,110 33% 35% 1,541,300 1,541,300
Franchise Disposal Fees 1,581,167 1,437,346 (143,821) 33% 30% 4,743,500 4,743,500
Yard Debris 25,000 33,027 8,027 33% 44% 75,000 75,000
Special Waste 10,000 12,636 2,636 33% 42% c) 30,000 30,000
Interest 4,667 6,057 1,390 33% 43% 14,000 14,000
Sale of Equip & Material 11,667 12,547 880 33% 36% 35,000 35,000
Total Revenues 2,688,402 2,441,451 (246,951) 33% 30% 8,065,200 8,103,050 37,850
TOTAL RESOURCES 3,027,013 2,907,776 (119,237) 33% 35% 8,403,811 8,569,375 165,564
REQUIREMENTS
Expenditures
Personal Services
Materials and Services
Debt Service
Capital Outlay
Transfers Out
Contingency
Exp. %
587,859 560,948 26,911 33% 32% 1,763,578 1,763,578
1,249,418 992,061 257,357 33% 26% d) 3,748,254 3,748,254
322,922 322,922 33% 0% e) 968,765 968,765
49,667 25,850 23,817 33% 17% f) 149,000 149,000
479,922 177,142 302,780 33% 12% 1,439,767 1,439,767
111,482 - 111,482 33% n/a 334,447
334,447
TOTAL REQUIREMENTS 2,801,270 1,756,001 1,045,269 33% 21% 8,403,811 8,069,364 334,447
NET (Resources - Requirements) 225,743 1,151,775 926,032 500,011 500,011
a) Was due last fiscal year but received in 09-10.
b) Due April 15, 2010.
c) Contaminated soil and asbestos loads are intermittent.
d) Some larger ticketed items are budgeted in M&S but not scheduled for purchase until later in the FY.
e) Payments are scheduled for Nov and May.
f) Capital item purchases are spread out throughout the fiscal year.
RESOURCES:
Beginning Net Working Capital
Revenues
Inter -fund Charges:
General Liability
Property Damage
Vehicle
Workers' Compensation
Unemployment
Claims Reimb-Workers' Compensation
Claims Reimb-Gen Liab/Property
Process Fee-Events/Parades
Miscellaneous
Skid Car Training
Interest on Investments
TOTAL REVENUES
Transfers In -PERS Reserve
TOTAL RESOURCES
Appropriations/Expenditures
Direct Insurance Costs:
GENERAL LIABILITY
Settlement / Benefit
Defense
Insurance
Loss Prevention
Repair / Replacement
Total General Liability
PROPERTY DAMAGE
Insurance
Repair / Replacement
Total Property Damage
VEHICLE
Professional Service
Insurance
Loss Prevention
Repair / Replacement
Total Vehicle
WORKERS' COMPENSATION
Settlement / Benefit
Insurance
Loss Prevention
Miscellaneous
Total Workers' Compensation
RISK MANAGEMENT
Statement of Financial Operating Data
Four Months Ended October 31, 2009
Year to Date
Budget
Actual
Variance
% of FY
% CoII.
$2,491,977 $2,669,291 $177,314 100% 107% $2,491,977 $2,669,291 $177,314
152,321
95,431
61,398
285,285
53,397
8,333
3,333
300
1,333
7,333
10,000
152,314
95,368
61,398
285,280
53,401
72,483
455
(23)
1,960
15,166
(7) 33%
(63) 33%
(0) 33%
(5) 33%
4 33%
(8,333) 33%
69,150 33%
155 33%
(1,356) 33%
(5,373) 33%
5,166 33%
678,466 737,802
33
59,336 33%
(33) 33%
3,170,476 3,407,093
30,193
974
139,418
13
299
121,704 170,896
100,000
236,617 33%
33% 456,964 456,964
33% 286,294 286,294
33% 184,195 184,195
33% 855,854 855,854
33% 160,191 160,191
0% 25,000 25,000
725% 10,000 75,000 6f ,000
51% 900 900
-1% 4,000 4,000
9% 22,000 22,000
51% 30,000 30,000
36% 2,035,398 2,100,398 e,000
0% 100 (100)
75% 4,527,475 4,769,689 242,214
% Exp.
(49,192) 33% 47%
135,996
105,984
241,980 (141,980) 33%
883
411
1,801
25,322
40,000 28,417
206,667
UNEMPLOYMENT - Settlement/Benefits 46,667
173,820
72,921
1,445
10,678
258,863
a)
365,112 360,000 '1,112
a)
b)
81% 300,000 350,000 (50,000)
11,583 33% 24%
120,000 115,000 5,000
(52,196) 33% 42% 620,000 630,000 (10,000)
46,667 33% 0% c) 140,000 200,000 (60,000)
Total Direct Insurance Costs 515,037
Insurance Administration:
Personal Services 91,345
Materials & Service 82,164
Capital Outlay 33
700,156 (185,118) 33% 45% 1,545,112 1,655,000 (109,888)
89,962
60,931
Total Insurance Administration 173,542
Contingency 820,579
TOTAL REQUIREMENTS 1,509,158
NET 1,661,318
150,893
851,049
2,556,044
1,383 33%
21,233 33%
33 33%
22,649 33%
820,579 33%
658,109 33%
894,726
a) Annual insurance payment (10/1/09-10/01/10), of $138,000 for Gen
b) Expenditures in property damage is offset by claims reimbursement
c) Expenditure for the quarter ended 9/30/09, paid in November, is $10
Health Services.
33% 274,034
25% 246,493
0% 100
29% 520,627
n/a 2,461,736
274,034
246,493
100
520,527 100
2,4k 1,736
19% 4,527,475 2,175,527 2,3f 1,948
2,594,162 2,514,162
Liab and $135,996 for Property Damage, expended in October.
revenue.
1,687. Unemployment payments required due to layoffs in CDD ani
Year End
Budget
Projection
Variance
$2,491,977 $2,669,291 $177,314 100% 107% $2,491,977 $2,669,291 $177,314
152,321
95,431
61,398
285,285
53,397
8,333
3,333
300
1,333
7,333
10,000
152,314
95,368
61,398
285,280
53,401
72,483
455
(23)
1,960
15,166
(7) 33%
(63) 33%
(0) 33%
(5) 33%
4 33%
(8,333) 33%
69,150 33%
155 33%
(1,356) 33%
(5,373) 33%
5,166 33%
678,466 737,802
33
59,336 33%
(33) 33%
3,170,476 3,407,093
30,193
974
139,418
13
299
121,704 170,896
100,000
236,617 33%
33% 456,964 456,964
33% 286,294 286,294
33% 184,195 184,195
33% 855,854 855,854
33% 160,191 160,191
0% 25,000 25,000
725% 10,000 75,000 6f ,000
51% 900 900
-1% 4,000 4,000
9% 22,000 22,000
51% 30,000 30,000
36% 2,035,398 2,100,398 e,000
0% 100 (100)
75% 4,527,475 4,769,689 242,214
% Exp.
(49,192) 33% 47%
135,996
105,984
241,980 (141,980) 33%
883
411
1,801
25,322
40,000 28,417
206,667
UNEMPLOYMENT - Settlement/Benefits 46,667
173,820
72,921
1,445
10,678
258,863
a)
365,112 360,000 '1,112
a)
b)
81% 300,000 350,000 (50,000)
11,583 33% 24%
120,000 115,000 5,000
(52,196) 33% 42% 620,000 630,000 (10,000)
46,667 33% 0% c) 140,000 200,000 (60,000)
Total Direct Insurance Costs 515,037
Insurance Administration:
Personal Services 91,345
Materials & Service 82,164
Capital Outlay 33
700,156 (185,118) 33% 45% 1,545,112 1,655,000 (109,888)
89,962
60,931
Total Insurance Administration 173,542
Contingency 820,579
TOTAL REQUIREMENTS 1,509,158
NET 1,661,318
150,893
851,049
2,556,044
1,383 33%
21,233 33%
33 33%
22,649 33%
820,579 33%
658,109 33%
894,726
a) Annual insurance payment (10/1/09-10/01/10), of $138,000 for Gen
b) Expenditures in property damage is offset by claims reimbursement
c) Expenditure for the quarter ended 9/30/09, paid in November, is $10
Health Services.
33% 274,034
25% 246,493
0% 100
29% 520,627
n/a 2,461,736
274,034
246,493
100
520,527 100
2,4k 1,736
19% 4,527,475 2,175,527 2,3f 1,948
2,594,162 2,514,162
Liab and $135,996 for Property Damage, expended in October.
revenue.
1,687. Unemployment payments required due to layoffs in CDD ani
DESCHUTES COUNTY 911
Statement of Financial Operating Data
Four Months Ended October 31, 2009
Year to Date
Budget
Actual
Variance
% of FY
% Coll.
Budget
Year End
Projection
Variance
RESOURCES:
Beg. Net Working Capital $5,137,000 $ 5,611,168 $ 474,168 100% 109% $5,137,000 $5,611,168 $ 474,168
Revenues
Property Taxes - Current 2,043,594 622,913 (1,420,681) 33% 10% a) 6,130,782 6,130,782
Property Taxes - Prior 33,333 167,509 134,176 33% 168% 100,000 167,509 67,509
State Reimbursement 8,167 2,148 (6,019) 33% 9% b) 24,500 6,000 (18,500)
Telephone User Tax 178,667 70,569 (108,098) 33% 13% 536,000 536,000
Data Network Reimb. 11,333 22,402 11,069 33% 66% c) 34,000 27,880 (6,120)
Jefferson County 9,333 4,744 (4,589) 33% 17% 28,000 28,000
User Fee 20,167 46,605 26,438 33% 77% d) 60,500 60,500
Contract Payments 23,333 23,978 645 33% 34% e) 70,000 26,000 (44,000)
Miscellaneous 2,833 3,309 476 33% 39% 8,500 8,500
Interest 12,000 27,944 15,944 33% 78% 36,000 36,000 -
Interest on Unsegregated Tax 1,250 303 (947) 33% 8% 3,750 3,750
Total Revenues 2,344,010 992,424 (1,351,586) 33% 14% 7,032,032 7,030,921 (1,111)
Transfers In -Other
33 (33) 33% 0%
100 - (100)
TOTAL RESOURCES 7,481,010 6,603,592 (877,418) 33% 54% 12,169,132 12,642,089 472,957
REQUIREMENTS:
Expenditures
Personal Services
Materials and Services
Capital Outlay
Transfers Out
Contingency
% Exp.
1,272,096 1,141,055 131,041 33% 30% 3,816,287 3,816,287
429,841 280,172 149,669 33% 22% 1,289,522 1,289,522
58,333 13,830 44,503 33% 8% 175,000 175,000
646,313 646,313 33% 0% 1,938,939 1,938,939
1,649,795 1,649,795 33% n!a 4,949,384 4,949,384
TOTAL REQUIREMENTS 4,056,378 1,435,057 2,621,321 33% 12% 12,169,132 7,219,748 4,949,384
NET (Resources - Requirements) 3,424,632 5,168,535 1,743,903 - 5,422,341 5,422,341
a) Approximately 85% of the property taxes are collected in October and November.
b) Less activity being performed.
c) Annual billings.
d) Quarterly billing.
e) Less contract activity with law enforcement agencies.
Health Benefits Trust
Statement of Financial Operating Data
Four Months Ended October 31, 2009
Year to Date
Budget
Actual
Variance
FY %
Coll. %
RESOURCES
Beg. Net Working Capital $17,894,797 $ 17,894,797 $
Revenues:
Internal Premium Charges 3,493,333 3,489,762
PIT Emp - Add'I Prem 18,333 15,015
Employee Prem Contribution 110,000 113,190
COIC 333,333 361,354
Retiree / COBRA Co -Pay 166,667 192,222
Prescription Rebates 5,544
Interest 75,000 94,468
(0) 100% 100%
(3,571)
(3,319)
3,190
28,021
25,555
5,544
19,468
Total Revenues 4,196,667 4,271,555 74,888
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 Supplies
Other
Total Materials & Services
Capital Outlay
Contingency
TOTAL REQUIREMENTS
22,091,464 22,166,351
36,432 34,582
33%
33%
33%
33%
33%
33%
33%
33%
Revised
Budget *
Year End L
Projection If
Variance
$17,894,797 $ 17,894,797 $ (0)
33% a) 10,480,000 10,440,425 (39,575)
27% 55,000 55,000
34% 330,000 330,000
36% 1,000,000 1,000,000
500,000 500,000
5,544 5,544
225,000 225,000
38%
n/a
42%
34%
12,590,000 12,555,969 (34,031)
74,888 92% 73% 30,484,797 30,450,766
Exp. %
1,850 33% 32% 109,297 109,297
1,000 505 495
4,749,192 3,931,084 818,108
607,333 528,610 78,723
- (21,587) 21,587
124,180 123,878 302
3,833 68,989 (65,155)
97,588 96,060 1,528
27,216 12,391 14,825
16,524 16,545 (21)
3,333 393 2,940
33,333 1,239 32,094
9,686 12,528 (2,842)
5,673,220 4,770,636
4,451,914
33%
33%
33%
33%
33%
33%
33%
33%
33%
33%
33%
33%
902,584 33%
- 33%
4,451,914
10,161,566 4,805,218
33%
17%
28% b)
29% b)
n/a
33%
n/a c)
33%
15%
33%
4%
1%
43%
28%
0%
0%
3,000 3,000
14,247,576 11,356,466
1,822,000 1,527,097
(21,587)
372,540 372,540
11,500 11,500
292,764 292,764
81,648 81,648
49,572 49,572
10,000 10,000
100,000 100,000
29,059 29,059
(34,031)
;',891,110
294,903
21,587
17,019,659
100
13,355,741
13,812,059 3,207,600
100
13 355,741
5,356,348 33% 16% 30,484,797 13,921,356 16 563,441
NET(Resources- Requirements) ' 11,929,898 17,361,133 5,431,235
- 16,529,410 16 529,410
* Proposed revisions to FY 2010 original budget
a) Amount budgeted to be transferred from operating funds for FY 2010.
b) Projection based on annualizing 18 weeks of claims paid. YTD actual is $246,562 per week.
c) Zurich to reimburse County $57,490 (5/6ths) of the $68,989 payment made in July for the July through December assessment.
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RESOURCES:
Beg. Net Working Capital
Receipts:
Security & Traffic Reimb
Miscellaneous
Vending Machines
Telephone Fees - Events
Special Events Revenues
Interest
Storage
Camping at F & E
Horse Stall Rental
Concession % - Food
Rights (Signage, etc.)
Interfund Contract
Total Receipts
Transfers In
TOTAL RESOURCES
REQUIREMENTS:
Expenditures:
Personal Services
Materials and Services
Debt Service
Capital Outlay
Transfer to Reserve Fund (617)
Contingency
TOTAL REQUIREMENTS
NET (Resources - Requirements)
Deschutes County - Fair and Expo Center
YTD -Budget Basis
Statement of Financial Operating Data
Four Months Ended October 31, 2009
Year to Date
Budget _
Actual
Variance
FY %
Co II. %
$ 75,000 $ 42,232 $ (32,768) 100%
12,000
1,002
575
300
134,700
666
22,000
2,000
33,000
3,420
3,513
124
83,984
263
8,446
1,170
11,611
11,000
(12,000)
2,511
(451)
(300)
(50,716)
(403)
(13,554)
(2,000)
1,170
(21,389)
7,580
33%
33%
33%
33%
33%
33%
33%
33%
33%
33%
33%
33%
Year End
Budget
Projection
Variance
56% $ 75,000
0%
88%
5%
0%
16%
13%
15%
0%
3%
5%
13%
0%
12,000
4,000
2,300
1,200
540,000
2,000
58,000
7,000
45,000
235,000
86,420
45,000
$ 42,232 $ (32,768)
6,512
1,849
900
488,833
1,597
58,000
5,000
46,170
213,611
99,000
45,000
(12,000)
2,512
(451)
(300)
(51,167)
(403)
(2,000)
1,170
(21,389)
12,580
209,663 120,111 (89,552) 33% 12% 1,037,920
135,171 135,171 - 33% 27% a) 498,105
419,834 297,514 (122,320) 33% 18% 1,611,025
274,896 258,158 16,738
177,108 144,715 32,393
452,004 402,873
33%
Exp. %
31%
33% 27% b)
0%
0%
33% 0% c)
n/a
33%
33%
33%
824,769
531,604
116,188
100
16,412
121,952
966,472
386,876
1,395, 580
(71,448)
(111,229)
(215,445)
808,002 16,767
525,132 6,472
116,188
100
16,412
121,952
49,131 33% 25% 1,611,025 1,465,734 145,291
(32,170) (105,359) (73,189)
a) Transfer from Annual County Fair fund projected to be $111,000 less than budgeted.
b) It is possible that M & S will be less than what is currently projected.
c) The transfer will be made to the Reserve Fund only if there are sufficient funds.
Accrued Revenue (Accounts Receivable):
Current Month Events
Prior Months
Total Accounts Receivable
11,244
565
11,809
- (70,154) (70,154)
Deposits Received for Future Events:
2010:
November
December
January
February
March
April
May
June
FY 2011
FY 2012 & Beyond
TOTAL
8,723
1,205
100
2,270
490
4,875
3,260
1,000
36,090
5,450
63,463
REVENUES
Gate Receipts 400,000 284,806
Carnival 154,000 127,997
Commercial Exhibitors:
Outside 70,000 84,395
Inside 38,000 42,700
Food 12,000 13,900
Livestock Entry Fees 4,000 4,951
R/V Camping/Horse Stall Rental 17,000 18,102
Concessions:
Food 146,850 112,931 112,931
Fair Sponsorship:
Rodeo 23,000 19,350 19,350 84% (3,650)
On -ground Stages 13,000 8,000 8,000 62% (5,000)
Day 8,000 5,000 5,000 63% (3,000)
Golf Carts 2,500 4,125 4,125 165% 1,E,25
Food Court 3,000 3,000 3,000 100%
Concert (a) 30,000 10,000 20,000 30,000 100%
Presenting Sponsors 12,000 12,000 12,000 100%
Barn Sponsors 6,000 3,400 3,400 57% (2,E:00)
Parade Sponsors 4,800 4,800 N/A 4,E'00
Transfer In -General Fund 5,000 5,000 - 5,000 100%
T -Shirts 3,500 3,725 - 3,725 106% 225
Donations 1,229 - 1,229 N/A 1,229
State Grant (b) 25,000 - 41,963 41,963 168% 16,963
Interest 2,000 655 150 805 40% (1,1 9)
Deschutes County Fair - Fund 619
Revenues and Expenses
FAIR 2009 - July 29 to August 1, 2009
Fiscal Year 2010
284,806
71%
127,997
83%
(115, 194)
(26, )03)
84,395
42,700
13,900
4,951
18,102
121%
112%
116%
124%
106%
77%
14,395
4, '00
1,100
!)51
1 02
(33,4)19)
TOTAL REVENUES 974,850 770,066 62,113 832,179 85% (142,671)
EXPENSES
Personnel 178,128 152,715 29,507 182,222 102% (4,094)
Materials and Services 623,444 575,942 13,114 589,056 94% 34,388
Contingency 31,157 - - 0% 31,157
TOTAL EXPENSES 832,729 728,657 42,621 771,278 93% 61,451
Net Fair - 2009 142,121 41,409 19,492 60,901 (81,220)
Transfer to Fund 618 197,421 - 86,192 86,192 111,229
Retained in Annual Fair Fund (55,300) 41,409 (66,700) (25,291) 30,009
Beg Net Working Capital
Ending Balance
55,300 25,291 25,291
.11
66,700 66,700 0.00 0
(a) Combined Communications payment due on or before December 31, 2009.
(b) Per Oregon Fairs Association
Actual -
Through
FY 2010
Budget
October 31,
2009
Additional
Estimated
Projected
Total
% of
Budget
Varia=ice
284,806
71%
127,997
83%
(115, 194)
(26, )03)
84,395
42,700
13,900
4,951
18,102
121%
112%
116%
124%
106%
77%
14,395
4, '00
1,100
!)51
1 02
(33,4)19)
TOTAL REVENUES 974,850 770,066 62,113 832,179 85% (142,671)
EXPENSES
Personnel 178,128 152,715 29,507 182,222 102% (4,094)
Materials and Services 623,444 575,942 13,114 589,056 94% 34,388
Contingency 31,157 - - 0% 31,157
TOTAL EXPENSES 832,729 728,657 42,621 771,278 93% 61,451
Net Fair - 2009 142,121 41,409 19,492 60,901 (81,220)
Transfer to Fund 618 197,421 - 86,192 86,192 111,229
Retained in Annual Fair Fund (55,300) 41,409 (66,700) (25,291) 30,009
Beg Net Working Capital
Ending Balance
55,300 25,291 25,291
.11
66,700 66,700 0.00 0
(a) Combined Communications payment due on or before December 31, 2009.
(b) Per Oregon Fairs Association
PROJECTION
0
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Total Expenditures
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PROJECTION
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Total Encumbrances & Commitments
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Encumbrances
& Commitments
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0
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Transfer In -911
Federal Grants
2
a)
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Total Resources
O
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Total Ewnenditures
RESOURCES:
Beg. Net Working Capital
Revenues
Grants - Private
Total Revenues
TOTAL RESOURCES
REQUIREMENTS:
Expenditures
Debt Service (Negative Int Rev)
Deschutes County
Bethlehem Inn (Fund 128)
Four Months Ended October 31, 2009
Year to Date
Budget
Actual
Variance
FY
Coll. %
$(2,666,469) $(2,689,172) $ (22,703) 100% 101% a) $(2,666,469) $(2,689,172) $ (22,703)
2,766,469
2,766,469
- (2,766,469) 33% 0% 2,766,469 - (2,766,4,a
- (2,766,469) 33% 0% 2,766,469 • (2,766,469)
100,000 (2,689,172) (2,789,172) 33% -2689% 100,000 (2,689,172) (2,789,1 '2)
Exp. %
100,000 14,73585,265 33% 15% b) 100,000 45,000 55,0(i0
TOTAL REQUIREMENTS 100,000 14,735 85,265 33% 15% 100,000 45,000 55,010
NET (Resources - Requirements) - (2,703,907) (2,703,907)
a) The beginning working capital is $22,703 less than estimated for the FY 2010 budget.
b) October interest expense was $3,196.
- (2,734,172) (2,734,178
Year End
Budget
Projection
Variance
$(2,666,469) $(2,689,172) $ (22,703) 100% 101% a) $(2,666,469) $(2,689,172) $ (22,703)
2,766,469
2,766,469
- (2,766,469) 33% 0% 2,766,469 - (2,766,4,a
- (2,766,469) 33% 0% 2,766,469 • (2,766,469)
100,000 (2,689,172) (2,789,172) 33% -2689% 100,000 (2,689,172) (2,789,1 '2)
Exp. %
100,000 14,73585,265 33% 15% b) 100,000 45,000 55,0(i0
TOTAL REQUIREMENTS 100,000 14,735 85,265 33% 15% 100,000 45,000 55,010
NET (Resources - Requirements) - (2,703,907) (2,703,907)
a) The beginning working capital is $22,703 less than estimated for the FY 2010 budget.
b) October interest expense was $3,196.
- (2,734,172) (2,734,178
Deschutes County
General Support Services - BOCC
Conference/Seminar, Education/Training and Related Travel Expenditures
FY 2010
Jul
Aug
Sep
Oct
YTD Total
Tammy Baney
Conf/Sem & Educ/Training - 350 350
Travel Meals 15 15
Accommodations - 595 595
Airfare - - - -
Mileage reimbursement 256 86 5.73 915
Ground Transport/Parking 45 45
Total Baney 256 86 1,578 1,920
Dennis Luke
Conf/Sem & Educ/Training - 350 350
Travel Meals 25 - 25 50
Accommodations - 77 - 452 529__
Airfare - -
Mileage reimbursement 329 85 257 672
Ground Transport/Parking - 34 34
Total Luke - 432 85 1,118 1,635
Alan Unger
Conf/Sem & Educ/Training 350 350
Travel Meals
Accommodations 624 624
Airfare
Mileage reimbursement -
Ground Transport/Parking 56 56
Total Unger - 1,031 1,031
Total - BOCC Department
Conf/Sem & Educ/Training - 700 1,050
Travel Meals 25 - 40 65
Accommodations 77 - 1,046 1,748
Airfare - -
Mileage Reimbursement 585 172 831 1,587
Ground Transport 79 135
Total - BOCC Department 687 172 2,696 4,585
FY 2010 Budget 22,750
Percent Expended 20.2%
11/2/2109
November 20, 2009
Federal Emergency Management Agency
U.S. Department of Homeland Security
500 C Street, SW
Washington, DC 20472
Board of County Commissioners
1300 NW Wall St, Suite 200 • Bend, OR 97701-1960
(541) 388-6570 • Fax [541) 385- 3202
www.co.deschutes or,us
board@co.deschutes or. us
Tammy 3aney
Dennis R Luke
Alan Jnger
Subject: 2010 Central Oregon Wildfire Mitigation Project Sub -Application to the FEMA Pre -
Disaster Mitigation Grant Program
This letter serves to verify that the Deschutes County Board of Commissioners supports the 2010
Central Oregon Wildfire Mitigation Project sub -application to the Federal Emergency
Management Agency's (FEMA) Pre -Disaster Mitigation (PDM) grant program.
If awarded a PDM grant, Deschutes County, the official applicant and potential fiscal agent for
grant funds received, will be responsible for the required local match of 25%. The County's sub -
application outlines the matching contribution which relies on mandatory property owner
contributions in a percentage of approximately 33% cash, labor, and/or materials and equipment
toward 77% in grant funds used to reduce wildfire fuels on private lands. In cases where the
property owner is not financially or physically able to contribute the matching share, an
equivalent in-kind value of labor, supplies, and equipment will be provided by other groups, such
as neighboring Rangeland Fire Protection Associations (RFPAs). The value of these
contributions will be fully documented and monitored throughout project implementation using
established forms, tracking systems, and accounting methodologies.
Thank you for the opportunity to submit an application to the PDM grant program. We look
forward to continuing our work with the Oregon Emergency Management Division and FEMA
to implement this important project in the future.
Sincerely,
Tammy Baney, Chair
Deschutes County Board of Commissioners
Enhancing the Lives of Citizens by Delivering Quality Services in a Cost -Effective Manner
JUDY STIEGLER
STATE REPRESENTATIVE
DISTRICT 54
November 25, 2009
HOUSE OF REPRESENTATIVES
900 Court St NE
Salem, OR 97301
Ken Murphy, Director
Oregon Office of Emergency Management
PO Box 14370
Salem, OR 97309
Dear Mr. Murphy:
We are writing this letter of support for the pre -disaster mitigation grant Deschutes County is
currently applying for to treat hazardous wildland fuels in Crook, Deschutes, and Klamath
Counties. Wildland fire is no stranger to Central Oregon. Over the last twenty years, there has
been an average of 452 wildland fires on 50,000 acres annually, making our geographic area one
of the most volatile in the Pacific Northwest.
In 2006, the Black Crater Fire caused the evacuation of over 1,500 people in the community of
Sisters. To minimize this potential loss of lives, property, and natural resources, we simply must
treat the fuels before the wildland fires occur.
During the 2007 and 2008 pre -disaster mitigation grant funding cycles, Deschutes County was
successful in receiving approximately $1.6 million to address wildland fuels throughout
neighborhoods in both Crook and Deschutes County. Those projects are currently underway and
are expected to treat well over 2,200 acres of high risk lands by the end of the two grant periods.
Prior to those awards, only one wildland fire pre -disaster mitigation grant application was
successful in Oregon and, in 2008, the Deschutes County application was the only wildfire
mitigation request funded in the entire country. This seems unfortunate given the fire history of
the state, particularly during the past five years.
The high probability for devastating wildland fire events presents an ongoing threat to the health
and safety of our region and the work to mitigate this threat must be continued. We ask that the
Oregon Office of Emergency Management support the application to be submitted by Deschutes
County for further funding during the 2010 cycle.
Thank you for your consideration.
C.- \m't--k.
Senator Chris Te1fert
Representative Gene Whisnant Represent. ive Judy Stigler
Phone: 503-986-1454 rep.judystiegler@state.or.us
District Address: 61535 S. Hwy 97 Suite 9-202, Bend, OR 97702
PF
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AI Switzer. Commissioner
Position Onc
November 27, 2009
KLA MATH COUNTY
Home of Crater Lake
hlanrrrllr (onrrtr ( nnrrrd.vrmen
305 Main Street, Klamath Falls, Oregon 97601
Phone: 541-883-5100 Fax: 541-883-5163
Email:
John Elliott. Commissioner Cheryl 11ukill, Commissioner
Position Two Position Thrcc
Federal Emergency Management Agency
U.S. Department of Homeland Security
500 C Street, SW
Washington, DC 20472
Subject: 2010 Central Oregon Wildfire Mitigation Project Sub -Application to the FEMA Pre -
Disaster Mitigation Grant Program
This letter serves to verify that the Klamath County Board of Commissioners supports the 2010
Central Oregon Wildfire Mitigation Project sub -application to the Federal Emergency
Management Agency's (FEMA) Pre -Disaster Mitigation (PDM) grant program.
If awarded a PDM grant, Klamath County will be responsible for the required local soft match of'
25%. The County's sub -application outlines the matching contribution which relies on
mandatory property owner contributions in a percentage of approximately 33% cash, labor,
and/or materials and equipment toward 77% in grant funds used to reduce wildfire fuels on
private lands. In casts where the property owner is not financially or physically able to
contribute the matching share, an equivalent in-kind value of labor, supplies, and equipment will
provided by other groups. The value of these contributions will be fully documented and
monitored throughout project implementation using established forms, tracking systems. and
accounting methodologies.
Thank you for the opportunity to submit an application to the PDM grant program. We look
forward to continuing our work with the Oregon Emergency Management Division and FEMA
to implement this important project in the future of Klamath County and our sister jurisdictions.
Si erely,
n Elliott. Chairman
Cheryl 1tUkill, Commissioner
Al S cr.—Commissioner
November 25, 2009
Crook County
Federal Emergency Management Agency
U.S. Department of Homeland Security
500 C St.. SW
Washington, DC 20472
300 N.E. 3rd Street • Prineville, Oregon 97754
Phone (541) 447-6555 • FAX (541) 4116-3891
Re: 2010 Central Oregon Wildfire Mitigation Project
Sub -Application to the FEMA Predisaster Mitigation Grant Program
To Whom it May Concern:
This letter serves to verify that the Crook County Court supports the 2010 Central Oregon
Wildfire Mitigation Project Sub -Application to the Federal Emergency Management
Agency's (FEMA) Pre -Disaster Mitigation (PDM) grant program.
If awarded a PDM grant, Crook County will work with Deschutes County, the official
applicant and potential fiscal agent for grant funds received, and will coordinate for the
required local match of 25%. Crook County will support the matching contribution
which relies on mandatory property owner contributions in a percentage of approximately
33% (cash, labor andJor materials and equipment) toward 77% in grant funds used to
reduce wildfire fuels on private lands. In cases where the property owner is not
financially or physically able to contribute the matching share, an equivalent in-kind
value of labor, supplies and equipment will be provided by other groups such as
neighboring Rangeland Fire Protection Associations (RFPAs). The value of these
contributions will be fully documented and monitored throughout project implementation
using established forms, tracking systems and accounting methodologies.
Thank you for the opportunity to submit an application to the PDM grant program. We
look forward to continuing our work with the Oregon Emergency Management Division
and FEMA to implement this important project in the future.
Sincerely,
Mike McCabe
Crook County Judge
MM/mli
Mike McCabe, Judge • Ken Fahlgren, County Commissioner • Lynn Lundquist, County Commission ,t,r
140t,A‘
Board of County Commissioners
1300 NW Wall St, Suite 200 • Bend, OR 97701-1960
[541) 388-6570 • Fax [541) 385-3202
www.co.deschutes or. us
board@co. deschutes or. us
Tammy 3aney
Dennis R Luke
Alan Jnger
MEMORANDUM
DATE: November 30, 2009
TO: Dennis J. Sigrist, Oregon Emergency Management
FROM: Joe Stutter, Deschutes County Forester
RE: Maintenance of Fuels Treatment
If Deschutes, Crook and Klamath Counties are fortunate to receive the Pre -
Disaster Mitigation Grant to treat hazardous wildland fuels on private lands the
issue of maintenance will be addressed as follows:
• A majority of private lands in each County is protected by the Oregon
Department of Forestry and consequently the Oregon Forestland -
Urban Interface Fire Protection Act of 1997 (SB 360) requires private
land owners to provide and maintain defensible space around
structures and on vacant lots. In Deschutes County for the
"unprotected private lands," private property owners are also required
to follow SB 360 defensible space standards. In Deschutes County we
have over 70% voluntary compliance with SB 360.
• Each County is currently implementing a variety of "Sweat Equity"
programs where private land owner's complete defensible space
around their structures and the debris is picked up and utilized for
biomass purposes. In Deschutes County alone over 250,000 cubic
yards of defensible space yard debris has been collected and ground
the last 3 years.
• Each County will continue aggressive education and prevention
programs which provide ideas, tools and assistance for private land
owners to treat fuels and to better "live with wildland fire."
Sincerely,
osepn E. Stutter
Enhancing the Lives of Citizens by Delivering Quality Services in a Cost -Effective Manner
Pre -Disaster Mitigation - FY08 PDM Competitive Grant Program
SUBGRANTEE QUARTERLY PROGRESS REPORT FORM
Covering the Period: July 1 thru October 1, 2009
Subgrantee Name: Deschutes County
Grant: EMS- 2007-PC=0005(3) Sub -Grant Application Reference: PDMC-PJ-10-OR-
Project Name: Pre -Disaster Mitigation Deschutes/Crook Counties
Project Location: Deschutes Count
2007-004
Grant Type:
[ ] Planning
Plan Adopted y/n?
[ x ] Project
WORK SCHEDULE:
Work is Proceeding
on Schedule:
Yes[x]
No [ ]
%ofWork
Completed100%
Start date: 9/28/07
Estimated
Completion: 5/28/11
COST STATUS:
Cost Unchanged [ x]
Cost Over -Estimate [ ]
Cost Under -Estimate[ ]
Oregon Emergency Management
P.O. Box 14370
Salem, OR 97309-5062
Documertt3
Comments
(Describe problems or circumstances affecting completion dates milestones,
scope of work, & cost. Also describe achievements successes, progress
and special issues)
Since July 1 thru October 1, 2009 the
following has been accomplished:
1. Treated 1,997.75 acres this quarter and
with total so far of 13,296.75 acres and
have exceeded our grant target of 1200
acres.
2. Private land owner contributions for this
period are 1904.75 acres from numerous
neighborhoods throughout the county which
accumulated and ground 7,991 cubic yards
of debris brought to disposal sites by
citizens. Acres treated by the public are
12,992.5 of the grant total. We have treated
an additional 304.25 acres on public lands
(county property).
3. Numerous Project Wildfire and
Community Fire Planning meetings to
identify fuels treatment priorities.
SIGNED BY:
PRINT SIGNATURE: Joe Stutter
DATE: October 8 2009
ADDRESS: 61150 SE 27th Avenue, Bend, OR 97702
PHONE: (541) 322-7117
OEM Pre -Disaster Mitigation Program
Deschutes County & Crook Counties
Grant Agreement #: EMS -2007 -PC -005 (3)
Project Application #: PDMC-PJ-IO-OR-2007-004
In -Kind Match
July 1 thru October 1
Property Owners Contribution: Our activity is increased significantly during the summer
and early fall and the following list identify our match and public contributions to our
overall grant effort of providing defensible space.
For this quarter we treated a total of 1997.75 acres of which the public contributed
1949.75 acres. Using the formula in the grant of $333 per acre for public contribution for
this quarter alone we accumulated an additional $687,660.75. This amount comes from a
cubic yard contribution by the public from the neighborhoods to county owned disposal
sites. We accumulated 7,991 cubic yards, using the calculation of each cubic yard of
treatment creates % acre of defensible space treatment.
Joe Stutler
Deschutes County Forester
OREGON EMERGENCY MANAGEMENT PRE -DISASTER MITIGATION PROGRAM
DESCHUTES COUNTY & CROOK COUNTY
GRANT AGREEMENT No: EMS -2007 -PC -005 (3) PROJECT APPLICATION NO: PDMC-PJ-10-OR-2007-004
OfficeSupport Staff Benefits
Deschutes County
Crook County
GIS & Tech Support Staff Benefits
Office Support Staff Wages
Deschutes County
Crook County
Deschutes County
Crook County
GIS & Tech Support Staff Wages
Deschutes County
D C Forester Wages/CC
Crook County
Project Coordinator
Deschutes County
Crook County'
Project Wildfire Coordinator Wages
Deschutes County
Crook County
COST ESTIMATE
BUDGET
PREVIOUS
BILLED
D C Forester Benefits
Deschutes County
Crook County
Project Wildfire Coordinator Benefits
Staff Supplies
Local Staff Travel
Office Space
Meeting Rooms
Deschutes County
Crook County
Deschutes County
Crook County
Deschutes County
Crook County
Deschutes County
Crook County
3,494.00
Deschutes County
Crook County
Veg Removal Cont Labor - Public Land $ 630,000.00
Deschutes County
Crook County,
Veg Removal Cont Labor - Private Land
Deschutes County
Crook County
DESCHUTES COUNTY TOTAL
CROOK COUNTY TOTAL
COMBINED TOTAL
IN-KIND TRAVEL & LABOR
Project Wildfire Committee Involvement
Deschutes County
Crook Count
�$
100.00
BAL ‘NCE
722.88
501.76
$ 1,444.80
239.52
5,304.75
7,837.50
$ 7,775.50
6,830.00
400.00
$ 4,996.00
164,458.35
17,288.00
29,018.75
Community Wildfire Plan Committee Involv • $ 57,600.00
Deschutes County
Property Owners Contribution
Crook County
Deschutes County
Crook County
DESCHUTES COUNTY TOTAL
CROOK COUNTY TOTAL
IN-KIND COMBINED TOTAL
COMBINED REQUESTED
AND IN-KIND TOTAL
3,564.00
10,800.00
433,128.15
171,943.10
323,051.50 $ 655,487.96
1,917.00
8,883.00
43,002.00
14,598.00
$ (3,239,177.25
2,735,693.43
5,633.07
2,759,174.43
5,633.07
2,764,807.50
(3,194,258.2:
3,087,859.00 ; (2,538,770.21
Prepared by: K Putschler 11/30/2005 11:28 AM
DRAFT Letter of Support for Housing Works' Application to HUD
The Deschutes County Board of Commissioners strongly supports Housing Works'
application for Housing Choice Vouchers. The vouchers will provide an important tool
for Housing Works to assist families lacking adequate housing.
Through the Family Unification Program, Housing Works promotes family stability by
working with families who are living in substandard or dilapidated housing, homeless,
displaced by domestic violence, living in an overcrowded unit, or living in housing not
accessible to its disabled child.
There is a continuing need in our communities for rental assistance to support Family
Unification Program -eligible families in their choice of decent, safe and affordable
housing units. Housing Choice Vouchers will provide Housing Works another option to
address the growing housing needs of families in Central Oregon.
Housing Works has formed strong community partnerships with the Family Unification
Program and is working closely with the State of Oregon Department of Human Services
and District 10 Child Welfare Program (which administers child welfare services for
Crook, Deschutes and Jefferson Counties).
Deschutes County is proud to have Housing Works as our region's housing authority and
supports Housing Works' application to the U.S. Department of Housing & Urban
Development for rental assistance vouchers under the Family Unification Program.
Sincerely,
BOARD OF COUNTY COMMISSIONERS
Tammy Baney Dennis Luke Alan Unger
Chair Commissioner Commissioner
Date:
To:
From:
Re:
November 24, 2009
Board of County Commissioners
Erik Kropp, Deputy County Administrator
New Proposed Leave Policy
Attached is a new proposed Leave Policy, No. HR -13. The proposed policy includes discussion
of scheduled leave, unscheduled leave, and leave without pay. The policy provides guidelines
related to leave and will result in more consistent leave management practices across County
departments.
c: Dave Kanner, County Administrator
Debbie Legg, Personnel Services Manager
-(ES
Deschutes County Administrative Policy No. HR -13
Effective Date: TBD — November 24, 2009 DRAFT
LEAVE POLICY
STATEMENT OF POLICY
It is the policy of Deschutes County to provide paid leave to employees for vacation and sick time
and to require that employees responsibly manage their leave.
APPLICABILITY
This policy applies to all regular County employees that accrue leave. Departments may adopt
stricter leave policies that are consistent with this policy. In the event of a conflict between this
policy and a collective bargaining agreement, the terms of the collective bargaining agreement shall
prevail.
POLICY AND PROCEDURE
General
Time management leave is a combined leave bank for vacation and sick leave. The program is
designed to eliminate abuses of sick leave while rewarding employees for faithful attendance.
Employees are encouraged to maintain a reasonable leave balance in the event of an illness.
Employees who are ill are encouraged to use leave to become well and to prevent spread of the
illness to co-workers (if applicable). A supervisor may require that an employee with an illness
leave the workplace. A decision to send a sick employee home must be based on observable
symptoms and behaviors that lead a reasonable person to conclude that the employee is unable to
perform their basic job duties or presents a threat of infection to co-workers or the
public. Supervisors should consider the seriousness of the illness (for example, a common cold
generally would not be included) and the relative risk to the work group. If the employee disagrees
with the supervisor's assessment, the County may require the employee to visit urgent care. If the
employee receives documentation from the urgent care physician approving an immediate return to
work, the County shall pay for the urgent care visit and the time associated with the urgent care visit
shall be counted as time worked.
Procedure
Scheduled Leave
• The County shall make reasonable efforts to grant requests for leave, but shall have no
obligation to do so, except for FMLA/OFLA qualifying leave and other protected leaves as
defined in Chapter 3.36 of the Personnel Rules.
• Scheduled leave includes vacations, personal appointments, and other leave that is
requested in advance of the leave. Employees are required to request scheduled time off
from their supervisor at least one work day in advance. Department operations may require
more notice depending on the amount of leave requested and to maintain minimum staffing
levels. Employees must confirm that their time off has been approved prior to taking time
off.
Policy # HR -13, Leave Policy
• Supervisors shall only approve scheduled leave for hours that are currently in the
employee's leave bank (leave banks are credited with that month's leave at the beginning of
the month, as reflected on the employee's time sheet). Leave accrued in the month is
available to be used anytime during the month. However, supervisors shall not approve
scheduled leave contingent upon future accumulation/credit to the leave bank.
Leave Without Pay
• Leave without pay is discouraged and may not be requested or granted until all accrued
leave, including compensatory time, has been exhausted.
• Leave without pay shall only be used in situations such as the death of an immediate
family member (as defined in ORS 659A), a personal or family medical emergency (as
defined in County Policy HR -12, Family and Medical Leave), or an extreme hardship
(such as an employee that has severe fire damage to their residence). A department
head may grant a leave of absence without pay up to 30 calendar days (or up to 90 days
when contained in an applicable collective bargaining agreements). Leave without pay for
periods in excess of 30 days must be approved by the County Administrator — except for
FMLA/OFLA qualifying leave. Factors that will be considered for leave without pay are
the nature of the request, the employee's previous leave use history, relevant discipline (if
applicable), probationary status, and workload.
• Except in cases of FMLA/OFLA qualifying leave, an employee on leave without pay for
more than 40 hours in a pay period shall be required to pay a pro -rated portion of their full
health insurance premium. Employees on leave without pay status shall only accrue paid
leave on a pro -rated basis for actual paid hours during the pay period.
Unscheduled Leave
• Employees are responsible for regular attendance at their jobs, per Chapter 3.20 of the
Personnel Rules. Excessive unscheduled absences create a burden on the other members of
the work team and can negatively impact service to our customers.
• Unscheduled leave is any non -qualifying FMLA/OFLA leave (as defined in Administrative
Policy HR -12, Family and Medical Leave Policy) that is not approved in advance.
Unscheduled leave is most often related to an employee or a family member becoming ill,
but it also includes unexpected events that result in an absence. If an employee is required
to leave work due to an illness, the incident shall be considered unscheduled leave.
Supervisors are responsible for closely monitoring unscheduled leave.
• Supervisors may require documentation from a health care provider for any unscheduled
leave equal to or greater than three consecutive regular work shifts.
• Inappropriate or excessive use of unscheduled leave may be cause for disciplinary action.
Inappropriate use includes feigning illness, deceitful use of sick leave, or failure to provide
requested documentation for an absence. Excessive unscheduled leave is defined as
seven occurrences during a rolling twelve month period. FMLA/OFLA qualifying leave
shall not be included in calculating excessive unscheduled leave.
• An employee who takes excessive unscheduled leave, as defined above, may be required to
provide documentation of the reason for any additional unscheduled leave of any length of
time within a 12 month rolling period.
• For Performance Evaluations, an employee must have no more than six unscheduled leave
occurrences, as defined above, to receive a "Meets Standards" on the Attendance factor.
Policy # HR -13, Leave Policy
• An absence of more than one day for the same reason is considered one occurrence. If the
days are not consecutive, a doctor's note may be requested to establish that the absences are
linked.
• Supervisors have the discretion to waive an incident due to extenuating circumstances.
Approved by the Deschutes County Board of Commissioners (((((date)))))).
Dave Kanner
County Administrator
Policy # HR -13, Leave Policy
Department of Administrative Services
Dave Kanner, County Administrator
November 24, 2009
TO: Board of Commissioners
FROM: Dave Kanner
RE: Lechner Estates Lot Line Issues
1300 NW Wall St, Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202
www.co.deschutes.or.us
Last summer, following a discussion of the lot line issues in Lechner Estates, the Board
requested that I pull together for property owners in the subdivision a clear, step-by-step
"road map" they could use for resolving their problems once and for all. A staff group
consisting of me, Dave Inbody, Laurie Craghead, Mike Berry, Kevin Harrison and Teresa
Rozic spent a considerable amount of time researching and discussing the various steps
involved and came up with our final product in early October. In order to accommodate
the schedules of the leaders of the Lechner Estates property owners group (one of whom
lives in Arizona), we were not able to present this to them until November 23rd. There is
further discussion of that meeting below.
Background
Lechner Estates was created in the late 1950s by Bert and Pearl Lechner on about 300
acres of land south of Burgess Road, west of what is now the city of La Pine. The
Lechners hired a timber company surveyor to mark the subdivision tracts. There was no
legal requirement at that time that the subdivision plat be recorded. When the Lechners
began selling individual lots within the subdivision, the deed descriptions did not match
the tracts laid out on the ground by the private surveyor. As a result, purchasers acquired
properties whose boundaries were significantly different than what they thought they
were acquiring. Today, roads that were thought to have been contiguous with property
lines in the 1950s run through the middle of properties as described, fences run across
property lines and there may be additional problems with the placement of wells and
septic systems.
In addition, when the Lechners finished creating these inaccurate deed descriptions, they
were left with an oddly shaped remnant parcel that is today referred to as tax lot 100.
The County acquired this parcel from the Lechners via tax foreclosure in 1973. The
problems in the area first came to the County's attention in 1989, when a County -owned
tract was sold to a private party. The County Commissioners were notified that surveys
in the area were inconsistent with deed descriptions and the sale was rescinded. The
Enhancing the Lives of Citizens by Delivering Quality Services in a Cost -Effective Manner
County surveyor was directed to reset the public land survey corners in the area and this
work was completed in 1991. It was also determined at that time that a resolution to the
problem was outside of the County's jurisdiction.
These lot line problems resurfaced in 2007, when Commissioners were contacted by a
property owner who was unable to sell her property because of her inaccurate deed
description. Over the course of the next year, the County was contacted by other
property owners experiencing similar problems. In 2008, at the Board's request, staff
assembled and mailed an FAQ sheet to all property owners in the subdivision providing
background information and options for dealing with the problem, as well as an
explanation as to why Deschutes County cannot fix the problem. Earlier this year, some
property owners asked that the County take a more direct role in laying out the steps that
need to be taken to solve the problem, which brings us to where we are today.
The Way Forward
I must emphasize again that the County cannot solve this problem for the property
owners. The deeds and deed conveyances are essentially private contracts in which we
cannot legally intervene. It would seem that at a minimum, the owners of the 41 lots
bisected by the private roads in the subdivision need to voluntarily agree to participate in
a solution. The problem, of course, is that because the solution involves the simultaneous
adjustment of a large number of contiguous lot lines, any individual property owner has
de facto veto power over the entire process.
On November 23r1, staff met with eight property owners from Lechner Estates and
provided them with the attached information. As you can see, there are nine steps the
property owners need to go through. Some of these steps are process items that need to
be taken care of by the County, such as lot of record verification and survey review, but
these are items we take care of on a fee-for-service basis at the request of a property
owner; these are not things we unilaterally do on our own. Note that the County does not
conduct private property surveys. (The County Surveyor's Office maintains the public
corner system.)
The conversation during this meeting was quite spirited and focused in large measure on
the costs involved. I think it is fair to say that to the extent practical, the property owners
would like to see a direct financial contribution from the County. This financial
contribution would take the form of:
• Waiving the fee for the code text amendment (or making it a County -initiated
amendment)
• Paying the fees for the lot of record verification. (Laurie is researching whether
we can legally do this.)
• Paying the fees for the lot line adjustments. (Ditto.)
• Paying the fee for the survey review. (Ditto again.)
If we assume that 41 lots are involved and we agreed to the above, the County's cost
would be $41,260. We were also asked if the County would be willing to bid out and pay
for the necessary survey work, then bill each of the affected properties for a share of the
cost. We told them we would probably not do so. In addition, the County would need to
do a survey of tax lot 100, since part of the solution will involve lot line adjustments and
transfers of portions of that tax lot to adjoining properties. The cost of such a survey
would be $2,000 - $3,000.
Policy Questions for the Board:
1. Is the County willing to give up tax lot 100 and deed apportioned pieces of it to
adjoining property owners in order to achieve a solution to the private property lot line
problems? I would recommend that we do so. TL 100 is completely landlocked and has
little market value.
2. Is the Board willing to waive or pay any or all of the fees for those services the
County must provide as part of the solution? I would recommend that we do so for the
text amendment, which may have a general benefit for similarly situated properties in the
County (if there are any), but the rest of the fees are for individual private properties
without demonstration of hardship. Given that there are lot line issues all over the
County (although few, if any, on this scale) such waivers would set a dangerous
precedent. It would also raise issues (that Laurie is researching) regarding the use of
public funds for private benefit without benefit to the general public health and welfare.
3. Is the Board willing have staff bid out the survey work and then bill each of the
affected properties? I recommend against this. We have no way of compelling
repayment other than by a lien on each individual property, and each lien would likely be
in second (or third or fourth) position.
We look forward to discussing this with you further on November 30th
Possible Lot Line Issue Resolution — Steps for Property Owners
1. Deschutes County Code Change — Submit a text amendment changing the Deschutes County
Code to allow for the reduction of substandard parcels by more than 10%.
2. Lot of Record Verification — Request verification that each parcel is a legal lot.
3. Survey Property —Hire a private surveyor to conduct a survey and write new deed descriptions
and easements (specifics associated with survey process outlined below).
4. Lot Line Adjustment Application — Based on the completed survey, submit application
identifying all lot line adjustments. This can be achieved as a "before and after" description of lots
in one application.
5. Survey Review — Submit the completed survey to the County Surveyor for review.
6. Preliminary Title Report —Request a preliminary title report for each lot.
7. Check with Lender —Confirm with mortgage lender what is required to change the property
description on mortgage.
8. Transfer to Entity — All deeds are turned over using one of the following methods:
a. Title Company —Hire a title company to act as transfer entity by holding property in
escrow.
b. New Entity - Establish a separate entity to which properties will be deeded and
properties with adjusted lot lines will be returned (possibly an LLC)
c. County —transfer property to Deschutes County that will act as the transfer entity
d. Court Settlement —All property owners enter into a suit to quiet title that results in a
settlement with lot lines redrawn.
e. Recordable Deed — All property owners enter into a recordable deed that is a boundary
line adjustment agreement in which all parties will be grantors and grantees.
9. Transfer to Property Owners — All parcels identified with corrected lot lines are transferred back
to property owners through one of the five methods identified in step #8.
Costs Associated with Steps in Process
These estimates do not include costs associated with property owners hiring private legal counsel or other
outside expertise during this process.
Step
Estimated Cost
1. Code Change
$5,000
2. Lot of Record Verification
$420/Lot
3. Survey Property
$2,500/Lot
4. Lot Line Adjustments
$420/Adjustment, avg. 6 per lot
5. Survey Review
6. Preliminary Title Report
$1,000 + $20/Adjustment
$250/Lot
7. Check with Lender
8. Transfer Property to Entity
May be fee for change
—500 create entity, —$50 submit deed
9. Transfer to Property Owners
$50/Lot
# Lots Total Cost
Property Description
29 Lots
$176,490
All properties directly south of County -owned Lot 100
41 Lots
$246,810
All owners that signed Mulenex agreement
102 Lots
$604,270
All properties in SW corner of Section 4, Township 22
South, Range 10 East
229 Lots
$1,348,490
All properties in West half of Section 4, Township 22
South, Range 10 East
Property Survey Process
The cost for surveying the property can vary dramatically depending upon a variety of factors. If owners
put it out to bid, County Surveyor would be willing to discuss history of area, survey issues and logical
procedures to fix it with survey companies submitting bids — to ensure more accurate bids. A surveyor
would need to work through the following steps:
1. Setting Control Points for Accurate Aerial Ortho-Photo — more accurate than what we
currently have. Price to have it flown about $100/acre 4 29 lots (-50 acres) = $5,000. Aerial
photo can be used to:
a. Roughly map improvements not obscured by trees
b. Plan efficient field survey strategy — crew costs $5,000+/week
c. Identify potential conflict areas of occupation
d. Serve as base map to plot out underground utilities, fences, and proposed boundary lines.
2. Precisely Survey Outer Boundary of Agreement Area — probably occupation vs. deed problems
that won't be fixed by this agreement, surveyor will have to identify physical encroachments and
deed discrepancies along exterior boundary of final survey
3. Survey All Internal Occupation Lines — roads, driveways, fences, and cleared areas (lawns,
pastures). Existing deed boundaries for internal properties won't need to be calculated since
agreement extinguishes them. All deeds ever recorded for this area will need to be reviewed to
identify, and possibly relinquish and recreated, existing easements. This is usually done by a title
company charging by the hour.
4. Identify Unrecorded Iron Pipe Corners - compare them to current occupation lines. They can
also provide a basis for establishing a geometric pattern for lots with no pipes, no occupation lines
or owners haven't cleared or fenced beyond their homes.
5. Survey Existing Improvements along Proposed Lot Lines (buildings, sheds, aboveground and
underground utilities, drain fields and wells) - consider in establishment of new lot lines.
6. Place Stakes along Proposed Lines - especially corners not intervisible
7. Map Conflict Area — the existence of pipes or proposed boundary lines that don't coincide with
fences or other improvements will need to be addressed possibly via arbitration. Surveyor will
probably need to place stakes in these areas, draft sketches for review by affected parties and make
revisions as problem is being resolved.
8. Descriptions for New Parcels (and any easements) — potential problems, such as encroaching
drain fields, could be remedied by easements or license agreements.
9. Prepare Survey — for filing at surveyor's office
10. Walk boundary lines with owners — reference in recorded agreement to reduce likelihood of
future litigation
Page 1 of 1
Bonnie Baker
From: Dave Inbody
Sent: Wednesday, November 25, 2009 8:36 AM
To: Bonnie Baker
Subject: Discretionary Grants - Nov. 30th
Attachments: Upper Deschutes River Coalition (Nov).pdf
Bonnie,
I plan to present the following discretionary grant applications for BOCC review at the Nov. 30th work session:
• Upper Deschutes River Coalition - Environmental Education Program
• Deschutes County 4-H Leaders Association - Aid to Economically Disadvantaged 4-H Youth
• St. Vincent de Paul - Community Assistance (application previously presented, BOCC requested additional
information)
• California Lutheran University Center for Economic Research and Forecasting - Central Oregon Economic
Forecast Project (application previously presented, BOCC requested additional information)
Can you please include them on the agenda. I have attached the Upper Deschutes River Coalition application. I
requested confirmation on the 4-H application. If I get it today, I will forward it to you. Otherwise, the Board can review it at
a future meeting.
Thanks,
Dave
11/25/2009