I have enclosed the agenda and materials for the meeting of the Central Oregon Intergovernmental Council Board of Directors meeting scheduled for:

Transcription

1 Date: March 27, 2013 To: COIC Board of Directors From: Andrew Spreadborough, Interim Executive Director Re: Board Packet and Materials for the April 4, 2013, COIC Board Meeting I have enclosed the agenda and materials for the meeting of the Central Oregon Intergovernmental Council Board of Directors meeting scheduled for: Thursday, April 4 5:30 to 7:00 PM City of Redmond Public Works Training Room 243 E. Antler Ave. Redmond You will note that the agenda includes a continuation of our March 21 discussion regarding the executive director transition process and timeline, as well as an organizational overview agenda item. Regretfully, we do not yet have the agenda attachment materials prepared. Since it has been less than a week since our last discussion, we have not had time to pull together the full range of discussion materials. So I plan to bring handouts to the meeting. I recognize that this is not an optimal approach; I would prefer to have the materials to you in advance to allow time for review and reflection prior to the meeting. If we are able to pull together the information prior to the meeting date I will plan to send materials to you by . Regardless, I plan to distribute and review the handout materials in detail at the meeting. My hope is that you view these agenda items as ongoing discussions, with continued opportunity to review and revise. I look forward to seeing you on the 4 th. Feel free to contact me if you need additional information (541) or aspreadborough@coic.org

2 Central Oregon Intergovernmental Council BOARD AGENDA Central Oregon Intergovernmental Council, Thursday, April 4, 2013, at 5:30 p.m., City of Redmond Public Works Department 1. Call to Order and Introductions 2. Public Comment 3. Consent Agenda (A) All matters listed within the Consent Agenda have been distributed to each member of the COIC Board for reading and study and will be enacted by one motion of the Board with no separate discussion. If separate discussion is desired, that item may be removed from the Consent Agenda and placed on the Regular Agenda. a. Approval of Executive Committee Minutes of March 7, 2013 (A) Attachment A b. Approval of Board Minutes of March 7, 2013 (A) Attachment B c. Approval of Board Minutes of March 21, 2013 (A) Attachment C d. February 2013 Financials (A) Attachment D e. Community and Economic Development Report March 2013 (A) Attachment E f. Transportation Report March 2013 (A) Attachment F g. Employment and Training Report March 2013 (A) Attachment G 4. Interim Executive Director Report a. Draft Interim Executive Director Process and Timeline Handouts b. Other updates 5. Presentations a. COIC Board and Organization Overview Handouts Andrew Spreadborough, Interim Executive Director 6. Administration (A) a. Approve Regional Large Lot Industrial IGA (A) Attachment H Andrew Spreadborough, Interim Executive Director b. Resolution #253 - Approve Resolution Authorizing Agents to Conduct Business with Bank of the Cascades Hoyt Wilson, Fiscal and Administrative Manager (A) Attachment I Program Updates a. CET Update Karen Friend, Deputy Director/Transportation Manager b. Program Updates Miscellaneous 7. Other Business/Announcements Attachment J 8. Adjourn Everywhere Central Oregon Works 334 NE Hawthorne Ave, Bend, OR (541) Fax: (541) Office Locations: Bend, Klamath Falls, Lakeview, La Pine, Madras, Prineville, Redmond

3 Executive Committee of Central Oregon Intergovernmental Council Minutes for March 7, 2013 City of Redmond Public Works Department 243 E. Antler Ave Redmond Executive Committee: John Hatfield, Jefferson County, Alan Unger, Deschutes County; Mike McCabe, Crook County; Shawna Clanton, City of Culver and Jason Carr, City of Prineville. COIC Staff: Tom Moore, Executive Director; Hoyt Wilson, Fiscal and Administrative Manager; and Misty Winner, Administrative Assistant Call to Order Chair Hatfield called the COIC Executive Committee Meeting to 4:07 pm and welcomed Ms. Shawna Clanton and Mr. Jason Carr to the executive committee meeting. Tom Moore explained to Shawna Clanton and Jason Carr what their roles are being a part of the COIC s Executive Committee. Executive Session Executive Session was convened to review senior management performance of the Executive Director. The Executive Session was held pursuant to ORS (2)(i). After discussion, Executive Session was adjourned. Reconvene Executive Committee Meeting Mr. Unger moved to bring forward a recommendation at the COIC Board Meeting to accept Tom Moore s retirement effective immediately and to support the severance package, as presented by Mr. Moore. Ms. Clanton seconded. Motion passed (abstention McCabe). Mike McCabe stated that he would like to abstain, as he feels that this whole process was handled incorrectly. Adjourn As there was no further business, the meeting 5:32pm.

4 COIC Minutes March 7, 2013 Page 1 of 3 Central Oregon Intergovernmental Council Minutes for March 7, 2013 City of Redmond Public Works Department 243 E. Antler Ave Redmond COIC Board Members: John Hatfield, Jefferson County; Mike McCabe, Crook County; Alan Unger, Deschutes County; Jay Patrick, City of Redmond; Kathy Agan, City of La Pine; Shawna Clanton, City of Culver; Jason Carr, City of Prineville; John Chavez, City of Metolius; Lonny Macy, Confederated Tribes of Warm Springs; Catherine Childress, City of Sisters; Chris Bellusci, John McLeod, and Jim Wilson Appointed Members. COIC Staff: Tom Moore, Executive Director; Jim MacKinnon, Loan Manager; Andrew Spreadborough, Community and Economic Development Manager; Katrina Van Dis, Program Administrator; Karen Friend, Deputy Director; Jane Schlappi, Human Resources Manager; Ann Delach, Adult Programs Manager; Kevin Bradley, Youth Program Manager; Perry Andrews, Adult Youth Program Manager; Hoyt Wilson, Fiscal and Administrative Manager; Phil Chang, Program Administrator and Misty Winner, Administrative Assistant. Guests: N/A Introductions John Hatfield called the meeting to order at 5:39pm introductions were made. General Public Comments No public comment. Consent Agenda Chair Hatfield commented that everyone should have had an opportunity to review the consent agenda material, and asked if there were any questions and or feedback. Mr. Carr moved to approve the consent agenda a. Approval of Board Minutes of February 7, 2013 b. January 2013 Financials c. Community and Economic Development Report February 2013 d. Transportation Report February 2013 e. Employment and Training Report February 2013 Mr. Wilson seconded. Motion carried unanimously. Presentation Governor Kitzhaber's Recommended Budget for Support of Forest Collaboratives Phil Chang explained to the Board that the Community and Economic Development Department has played a big part in the Forest Collaboratives here in Central Oregon, the Deschutes Collaborative Forest Project and the Ochoco Forest Restoration Collaborative. Mr. Chang stated that these collaboratives are helping to

5 resolve past conflicts and gridlock around National Forest Management and help get new agreements. The collaboratives will also help make our community safer, improve our forests and create more jobs here in Central Oregon. Mr. Chang stated that our region is and has been recognized as a leader in the collaborative forest restoration movement. In the Governor s proposed budget includes a funding package to support Dry Forest (east of the Cascades) collaboratives: Staffing, Science Support and Technical Assistance, Small Grant Fund Program and New Business Model/Action of Dry Side Federal Lands. Andrew Spreadborough discussed the importance of the proposed small grant program component of the funding package, explaining that it is important that COIC have capacity funding to support the collaborative. The Board discussed the forest collaborative in greater detail. Mr. Patrick asked is this was a specific bill. Mr. Chang stated no, this is a funding proposal included within the Governor s budget. Mr. Unger requested that staff send talking points to the board for use when talking with community members, as the Forests is a great attraction for all of communities in Central Oregon. Mr. Spreadborough stated that he and Mr. Chang will send out some bullet points to the Board. Overview of Central Oregon Food Hub Development Project Mr. Spreadborough and Ms. Katrina Van Dis summarized a strategic planning process under way exploring options to develop and launch a regional Food Hub here in Central Oregon. Mr. Spreadborough stated that when the strategic planning is complete COIC may be asked to play a role in the implementation of the Food Hub. Ms. Van Dis gave the Board a brief history on how the Central Oregon Food Hub Project came about. Ms. Van Dis stressed that there is a very good chance that COIC will help run and continue to play a big role the Food Hub here in Central Oregon. She stated that the strategic planning process will end in June and will then result in an implementation plan for the Food Hub. Ms. Van Dis stated that the overall goal is to establish a sustainable Food Hub here in Central Oregon that improves access to locally grow food and contributes to the agricultural economy. Catherine Childress asked how do you see it impacting the local Farmers Market? Ms. Van Dis stated that as we are able to increase the local food market here in Central Oregon, it will raise the visibility as a whole and she feels it will help bring more producers to Farmers Markets. Mr. Spreadborough explained that as we are still in the strategic process right now and as it is moving along it is looking as if this will be more of a wholesale Food Hub. Mr. Carr asked what is considered local. Mr. Spreadborough stated that there is no definite definition in what is local, but we are looking at food that is grown here locally in Central Oregon. Jay Patrick asked about how this will affect the smaller famers who do not want to sell wholesale and/or in larger quantities. Ms. Van Dis explained that this will help the famers that want to increase sales, and the smaller producers/famers that want to stay small and continue to the face-to-face selling will still have a market. Jim Wilson stated that he feels this process will help open doors for all the different types of famers and producers here in Central Oregon. COIC Minutes March 7, 2013 Page 2 of 3

6 Administration COIC Budget Calendar Hoyt Wilson presented the COIC Budget Calendar to the Board for approval. Along with requesting that the COIC Budget Committee continues to keep the existing members; the three County representatives on the COIC Board and three public sector members. County representatives are Mike McCabe, Crook County; Alan Unger, Deschutes County; and John Hatfield, Jefferson County. Public sector members are Joe Krenowicz representing Business, Mike Daly representing Employment and Training, and John Boylen representing Loans. Mr. Wilson stated that Mike Daly s appointment would have expired at the end of 2012 and Mr. Daly has agreed to stay on for the next 3 years, if the Board sees fit. Ms. Clanton moved to approve the Budget Calendar for and to approve the Budget Committee as presented. Mr. Wilson seconded. Motion carried unanimously. Program Updates: No additional program updates were provided. Executive Session Executive Session was convened to review senior management performance of the Executive Director. The Executive Session was held pursuant to ORS (2)(i). After discussion, Executive Session was adjourned. Reconvene COIC Board Meeting Mr. Wilson moved to accept the resignation of the Executive Director, Tom Moore, effective immediately and supports the severance package, as presented by COIC council with dates and some language adjusted according requested by Mr. Moore. Ms. Clanton seconded. Motion passed (abstention McCabe and Patrick). Mr. McCabe and Mr. Patrick abstained. Mr. Carr moved to appoint Andrew Spreadborough as the Interim Executive Director, effective March 8, Ms. Childress seconded. Motion carried unanimously. Other Business/Announcements: As there was no further business, the meeting adjourned at 8:16pm. John Hatfield, Chair COIC Minutes March 7, 2013 Page 3 of 3

7 COIC Minutes March 21, 2013 Page 1 of 4 Central Oregon Intergovernmental Council Minutes for March 21, 2013 City of Redmond Public Works Department 243 E. Antler Ave Redmond COIC Board Members: John Hatfield, Jefferson County; Alan Unger, Deschutes County; Catherine Childress, City of Sisters; Jason Carr, City of Prineville; Shawna Clanton, City of Culver; Richard Ladeby, City of Madras; Bill Reynolds, City of Metolius; Lonny Macy, Confederated Tribes of Warm Springs; John McLeod and Chris Bellusci Appointed Members. COIC Staff: Andrew Spreadborough, Interim Executive Director; Jim MacKinnon, Loan Manager; Ann Delach; Adult Programs Manager; Karen Friend, Deputy Director; Jane Foote, Human Resources Manager; Kevin Bradley, Youth Program Manager; Hoyt Wilson, Fiscal and Administrative Manager and Misty Winner, Administrative Assistant. Guests: N/A Introductions John Hatfield called the meeting to order at 4:02pm introductions were made. General Public Comments No public comment. Interim Executive Director Report Andrew Spreadborough noted that since taking on the interim director role two weeks ago business has continued and COIC managers and staff have been very supportive during this challenging period. He thanked the Board for asking him to step into the Interim Executive Director role, and informed the Board members that he is interested in moving into this role permanently. With that said, he also would understand if the Board goes in a different direction filling the role and will be supportive of the board s decision in this matter. He provided several program and informational updates: The new The Oregon Consortium Executive Director Tim McGann will be visiting COIC on April 16 th. The Large Lot Industrial IGA is finalized and will be on the April 4th Board agenda for action. Union negations are progressing; Andrew has joined the negotiations team, as has John McLeod who will represent the COIC Board. Andrew Spreadborough and Karen Friend have been asked to participate on the Oregon State University Campus Advisory Committee, to better inform the community and provide input into the process. John McLeod thanked Andrew for the update and stated that he is glad to hear on Andrew s interest as the full time Executive Director. Alan Unger said that there are vacant positions on the COIC Board, and with Marvin Butler leaving the Board we may want to consider adding an education representative. He had a recent conversation with Matt McCoy from COCC who suggested Shirley Metcalf. Mr. Unger stated that Ms. Metcalf is on the Redmond Education Board with him and he feels she would be a great fit for the

8 COIC Board. Jason Carr agrees with Mr. Unger and states that Ms. Metcalf would be a good representative, but that her time might be pretty spread pretty thin already. Mr. Unger suggested that the COIC Board vacancies be further discussed at the April meeting. COIC Executive Director Transition John Hatfield stated that the purpose of today s meeting is to discuss the Executive Director transition and next steps as we move forward. Mr. Spreadborough distributed a memo intended as a starting point for Board discussion on Interim Executive Director expectations and suggested executive director recruitment process. Mr. Spreadborough walked through the memo, which summarized his understanding and thoughts of the current situation. Mr. Spreadborough asked if there are issues or concerns that will impact the Board s expectations of this transition process? Mr. Unger stated that at the Executive Committee Meeting a lot of concerns were brought to the table that still need to be addressed. Mr. McLeod agreed and stated that Mr. Spreadborough and the Board need to do some due diligence in regard to Tom s concerns. Mr. Hatfield stated an interest in breaking down the siloes between the departments. Chris Bellusci stated that he wants to clarify the fact finding and due diligence direction - are we asking Mr. Spreadborough to conduct fact finding or are we looking to bring someone in? Mr. Unger suggested that with the Board or Misty Winner could bring Mr. Spreadborough up to speed on the executive session discussions, and then he could determine the best approach to addressing the concerns. Mr. Bellusci expressed support for this approach. Shawna Clanton said that the Board should have resources in place to better keep up with day-to-day happenings inside COIC. Ms. Clanton suggested that the Executive Committee may need to meet on a more regular basis. Mr. Spreadborough stated that he feels this is a responsibility of the Executive Director. Mr. McLeod agreed. Catherine Childress stated the from an HR standpoint, she agrees and feels that there needs to be a consistent connection between the Board members and the Executive Director. Mr. Spreadborough reiterated his understanding of the Board s direction on this issue: 1) He will conduct fact finding on issues and concerns discussed at the March 7 Board meeting with a report on findings, and that the means to conduct this investigation are at his discretion; and 2) He will review COIC policies and procedures for how employee evaluations are developed and personnel problems are addressed, and assess whether these policies are consistently applied. Discuss and Determine Next Steps Mr. Spreadborough reviewed his assumption for next steps in the recruitment process, as outlined within the memo: Goal 1 Organization Assessment o Board Member Questionnaire o Interim Executive Director Report o COIC Department Manager Report Goal 2 Board Development o Board Member Questionnaire o Provide Board Orientation Session and/or Materials o Develop a COIC Board Job Description Goal 3 Executive Director Recruitment o Board Member Questionnaire o Conduct Executive Director Salary Survey COIC Minutes March 21, 2013 Page 2 of 4

9 o Update/Revise Executive Director Job Description o If an external recruitment process is desired, next steps Mr. Spreadborough asked if there are additional priorities for him to focus on as the Interim Executive Director. Mr. Unger said that budget development is a priority. Mr. McLeod asked how Mr. Spreadborough will handle his current role and duties as the CED Manager. Mr. Spreadborough replied that he has retained several projects and is working with staff to offload work. The CED staff, which includes Phil Chang, Katrina Van Dis, Misty Winner and Tami Geiger, have stepped up to help carry some of the extra workload. He has also asked a staff member from Ann s Employment and Training team to help. In regard to memo Goal 1, Organization Assessment, Mr. Hatfield stated that about a year ago Jefferson County changed their strategic planning process and meetings to increase frequency, which improved the flow of information. Mr. Unger expressed support for the memo recommendations regarding organizational assessment. In regard to Goal 2, Board Development, Mr. Spreadborough said that the Board plays a major part to the organization and that staff needs to ensure the Board has the information necessary to be effective. Mr. Carr stated that as a new Board member he has an interest in more education/material and increased clarity on Board member expectations. He noted the value in having COIC present to the City Council periodically as well. In regard to Goal 3, Executive Director Job Description/Recruitment, Mr. Spreadborough reviewed thoughts on the proposed Board questionnaire. Mr. Unger explained that he thinks is it important to open the process up to evaluate the range of interested parties. He suggested that a firm could be hired to conduct the process; costs for this assistance would be in the range of $15,000. Richard Ladeby stated support for a competitive recruitment process. The Board discussed options for managing the interview process. Catherine Childress stated an interest in participating in the recruitment process. Mr. Carr asked is there is a current strategic plan for the organization. Mr. Spreadborough replied that COIC has no strategic plan. Mr. Carr replied that to go through this process, it would almost seem that we need to have a strategic plan at least started and/or in place. Mr. Bellusci said he is supportive of a Board member questionnaire and feels that the Board needs to do some homework to better understand the organization and vision for the future. Ms. Clanton stated that she would like to review the executive director job description. Bill Reynolds said that he would also like to review the organizational chart. Mr. Ladeby agreed with what the other Board members regarding organizational development, but feels that we are talking about two pieces and two separate timeframes. The first piece is the hiring process for the executive director, which is a shorter timeframe. The second piece involves policy and procedures. Mr. McLeod asked if the current HR team can take on the recruitment and/or if other resources might be needed. Mr. Spreadborough replied that COIC has an HR team in place as well as policies/producers for recruitment. Mr. Spreadborough stated that from what he is hearing is that there needs to be some work done before the hiring process, including: updated executive director job description, an organizational chart and an overall organization assessment. Mr. Spreadborough suggested that he will bring additional information to the April 4 Board meeting as follow-up to the memo recommendations. COIC Minutes March 21, 2013 Page 3 of 4

10 Mr. Unger asked the management team to share their thoughts regarding the transition. The managers expressed support for Mr. Spreadborough, and agreed that he HR Department is well qualified to manage the recruitment process. Managers expressed concern with expending resources on an outside firm at a time where budgets are tight. Ms. Clanton stated appreciation of the managers input and knows that the decisions made at the March 7 th meeting affected the whole organization. Mr. Ladeby expressed that he feels that you can still make it a fair recruitment process without spending a lot of money and he feels there needs to be a process set-in place. Mr. Carr stated that fortunately and unfortunately COIC is in the public eye and we need to keep in mind, as we move forward. Ms. Childress stated that she thinks that if we open the search, we need to keep in local and have a timeframe set in place. Mr. Bellusci asked how the Board can support the transition process. Mr. Spreadborough encouraged the board to continue to engage actively. Other Business/Announcements: As there was no further business, the meeting adjourned at 5:27pm. John Hatfield, Chair COIC Minutes March 21, 2013 Page 4 of 4

11 ATTACHMENT D CENTRAL OREGON PAGE 1 INTERGOVERNMENTAL COUNCIL GENERAL FUND EXPENDITURES FISCAL YEAR BOARD APPROVED BUDGET 2/28/2013 BUDGET FY % EXPENDED Personal Services Executive Director 97,380 70, % Senior Management Team Deputy Director 93,948 65, % Loan Manager 91,632 62, % Community & Econ Dev Manager 67,692 44, % Program Managers - E & T 226, , % Fiscal & Administrative Manager 69,312 48, % Human Resources Manager 56,352 39, % Program Facilitators Program Administrators - E.D. 49,604 59, * % Program Administrators - Transportation 210, , % Loan Officer 69,720 47, % Transportation Planner 63,432 43, % Program Staff Network Administrator 78,804 53, % Employment Counselor 1,147, , % Accounting Coordinator 58,848 42, % Human Resource Coordinator 50,868 36, % Administrative Assistant 43,706 46, * % Classroom Instructor - Lead 62,388 43, % Classroom Instructor 429, , % Program Planner - E&T 55,116 36, % Program Coordinators 157, , % Technical Support Workstation Spec 32,620 21, % Classroom Tutor 29,208 24, % Program Assistant - E&T 145,124 85, % Program Assistant - Transportation 29,412 20, % Accounting Clerk 108,912 76, % Loan Servicing Clerk 43,980 32, % Support Customer Service Reps 322, , * % Drivers 536, , % Vehicle Washers 54,048 34, % Clerical Receptionist 44,345 20, % Temporary Summer Crew Leaders 5,657 7, * % ***SUB-TOTAL*** 4,533,571 3,194, % Merit Increases 68,004 COLA Increases 90,670 Vacation Buyout/Longevity/O.T. Expense 45,336 Payroll Expense Medical/Life/Dental Insurance & LTD 1,422, , % Public Employes Retirement 685, , % F. I. C. A. 346, , % Workers Compensation 69,049 44, % Unemployment Insurance 113,425 72, % TOTAL PERSONAL SERVICES 7,375,222 4,885, %

12 PAGE 2 CENTRAL OREGON GENERAL FUND EXPENDITURES INTERGOVERNMENTAL COUNCIL FISCAL YEAR BOARD YEAR TO DATE APPROVED EXPENSES BUDGET 2/28/2013 BUDGET FY % EXPENDED Materials and Services Rent 577, , % Telephone 133,728 81, % Utilities/Janitorial 245, , % Supplies/Printing School District/ Crews 7,500 2, % General Supplies 161,801 82, % Furnishings & Equipment 37,296 26, % Printing 18,473 20, * % Postage 7,546 7, * % Subscriptions 2,303 1, % Fees/Dues 136,411 85, % Advertising 34, % Repair and Maintenance Office Equipment 16,095 12, % Vehicles 659, , % Other 24,958 10, % Insurance 93,840 47, % Services Legal 43,233 31, % Auditing 24,156 15, % Consulting Telephone Systems 1,569 1, % Contracting 2,702,534 2,057, % Other 119,575 1, % Training/Travel Operational 69,770 37, % Staff Training/Education 11,789 3, % Employee Bus Pass 0 3, No Budget % Crew Travel 26,588 15, % Fuel Expense - Transportation 729, , % ***SUB-TOTAL*** 5,884,867 3,754, % Job Training/Services Client Workforce Investment Act 82, , * % Family Support Act 44,881 15, % School Districts/Crews 12,000 9, % Cost of Goods Sold Hawthorne Market 50, , % TOTAL MATERIALS AND SERVICES 6,074,569 4,051, %

13 PAGE 3 CENTRAL OREGON GENERAL FUND EXPENDITURES INTERGOVERNMENTAL COUNCIL FISCAL YEAR BOARD YEAR TO DATE APPROVED EXPENSES BUDGET 2/28/2013 BUDGET FY % EXPENDED Capital Outlay Equipment Furnishings & Equipment 213,317 13, % Vehicles 373, , % Leasehold Improve / Real Prop. 646, , % TOTAL CAPITAL OUTLAY 1,232, , % EXPENDITURES BEFORE CONTINGENCY 14,682,762 9,392, % Transferred to Other Funds Operating Contingency 822, TOTAL TRANSFERS & CONTINGENCY 822, Unappropriated Ending Balance TOTAL GENERAL FUND EXPENDITURES 15,505,027 9,392,054

14 Actual to Budget Variance Notations / Explanations PAGE 3A Expenditures Attachment B: Pages 1-3 For the Fiscal Period Ending 2/28/2013 GENERAL FUND EXPENDITURE LINE ITEM Notation Explanation Program Administrators - E.D. *1 Program Coordinator promoted to Program Administrator. Administrative Assistant *2 Temporary Administrative Assistant position converted to full time. Customer Service Reps *3 Medical Ride Brokerage contract extended, maintains staffing above budgeted levels. Summer Crew Leaders *4 Seasonality, additional Summer projects. Printing *5 Additional costs associated with Community Food Hub program and Forest Stewardship event. Postage *6 Additional costs associated with Forest Stewardship event. Client Services: WIA *7 Additional activity from NEG programs incremental to the budget.

15 CENTRAL OREGON PAGE 4 INTERGOVERNMENTAL COUNCIL FISCAL YEAR GENERAL FUND RESOURCES BOARD YEAR TO DATE APPROVED REVENUE BUDGET BUDGET 2/28/2013 RECEIVED (Beginning Balance) FY % FY Net Working Capital 817, , % Job Training Reserves $338,305 Ec. Dev. Planning $ 51,315 Ec. Dev. Loans $429,006 Charges for Services EDA Round 1 Fund 23,672 11, % EDA Round 2 Fund 38,258 7, % EDA Round 3 Fund 25,924 18, % Local Job Creation Fund 4,448 2, % Or. Business Development Corp. 226, , % USDA/Intermediary Relending RLF 56,584 31, % C.O. Community Investment % Grants/Contracts With Other Agencies State Government DHS 2,549,119 2,299, % OR Department of Transportation 2,680, , % Oregon Dept of Energy 166,516 15, % Oregon Dept. of Forestry 0 9,329 No Budget % Oregon Dept of Land Cons. & Dev. 38, % Oregon Youth Conservation Corp 11,111 34, % Local Government Deschutes County 295, , % Jefferson County 135,434 48, % Crook County 154,910 92, % City of Bend 1,057, , % Other Local Government 273, , % School District Income 1,225, , % Federal Government EDA 75,000 36, % US Dept of Agriculture 90,600 2, % US Dept of Transportation 903, , % National Forest Service 0 4,190 No Budget % The Oregon Consortium W.I.A. - Adult 1B 895, , % W.I.A. - Youth 1B 882, , % W.I.A. - Dislocated Worker 1,079, , % W.I.A. - RWIB 5,000 8, % W.I.A. - EWTF 6,810 No Budget % NCRC 75, % Sustainable Northwest 15, % Meyer Memorial Trust 166, , % Opportunity Foundation of C.O. 8,998 10, % Central Oregon Council on Aging 65,500 82, % COFSF Foundation 18, % C.O. Resources for Indep. Living 9,600 14, % Use of Money & Fees Interest on Investments 4,550 2, % Other Misc. Job Training/Project Income 67, % Bus Fares 565, , % Misc. Economic Development 797, , % TOTAL RESOURCES 15,505,027 9,159, %

16 CENTRAL OREGON PAGE 5 INTERGOVERNMENTAL COUNCIL GENERAL FUND EXPENDITURES FOR THE PERIOD ENDING 2/28/2013 BY CATEGORY FISCAL YEAR TOTAL CASH CASH CASH CASH BUDGET EXPENSES EXPENSES EXPENSES EXPENSES FY /28/2013 JOB TRNG. EC.DEV. TRANSIT Personal Services Salaries 4,737,581 3,194, ,720, , ,173, Fringe Benefits 2,637,641 1,691, , , , TOTAL PERSONAL SERVICES 7,375,222 4,885, ,615, , ,830, Materials and Services Office Support 1,191, , , , , Fees/Advertising 170,838 86, , , , Repairs and Maintenance 700, , , , , Insurance 93,840 47, , , , Professional Services 2,891,068 2,107, , , ,027, Travel/Training (Bus Fuel) 837, , , , , COGS Market 50, , , Client Services 139, , , TOTAL MATERIALS AND SERVICES 6,074,569 4,051, , , ,188, Capital Outlay Equipment Computer Furnishings & Equipment 213,317 13, , Vehicles 373, , , Leasehold Improve / Real Prop. 646, , , TOTAL CAPITAL OUTLAY 1,232, , , , Transferred to Other Funds Operating Contingency 822, TOTAL TRANSFERS & CONTINGENCY 822, Unappropriated Ending Balance TOTAL SUMMARY 15,505,027 9,392, ,344, , ,459,863.57

17 CENTRAL OREGON PAGE 6 INTERGOVERNMENTAL COUNCIL SUPPLEMENTAL REPORT FISCAL YEAR ECONOMIC DEVELOPMENT ACTIVITIES YTD BUDGET BUDGET 2/28/2013 YEAR TO ***RESOURCES*** FY % DATE % Beginning Fund Balance 472, , % Charges for Services Revolving Loan Funds Program Income EDA Round 1 Fund 23,672 11, % EDA Round 2 Fund 38,258 7, % EDA Round 3 Fund 25,924 18, % Local Job Creation Fund 4,448 2, % OR Business Development Corp. 226, , % USDA/Intermediary Relending RLF 56,584 31, % C.O. Regional Community Investment % Contracts with Other Agencies Deschutes County 12,134 16, % Jefferson County 24,684 16, % Crook County 19,876 11, % City of Bend 29,825 33, % Other Local Government 16,806 15, % Grants from Other Agencies Federal Government EDA 75,000 36, % US Dept of Agriculture 90,600 2, % National Forest Service 0 4, No Budget % State of Oregon The Oregon Consortium:WIA 75,000 6, % Department of Transportation 34,704 17, % Oregon Dept of Land Conservstion & Dev 38, % Oregon Department of Forestry 0 9, No Budget % Oregon Department of Energy 0 15, No Budget % Sustainable Northwest 15, % Meyer Memorial Trust 166, , % COFSF Foundation 18, % Use of Money & Fees Interest on Investments 2,750 1, % Misc. Economic Development 100,500 51, % Local Business 10, % Charges for Services 5,000 12, % TOTAL CURRENT FISCAL YEAR 1,109, , % TOTAL RESOURCES 1,582,144 1,136, % ***EXPENDITURES*** Personal Services 668, , % Materials & Services 438, , % Capital Outlay 0 13, No Budget % TOTAL PERSONAL, MATERIALS & SERVICES, CAPITAL OUTLAY 1,107, , % Operating Contingency 474, % TOTAL EXPENDITURES 1,582, , %

18 CENTRAL OREGON PAGE 7 INTERGOVERNMENTAL COUNCIL SUPPLEMENTAL REPORT FISCAL YEAR TRANSPORTATION ACTIVITIES YTD BUDGET BUDGET 2/28/2013 YEAR TO ***RESOURCES*** FY % DATE % Beginning Fund Balance % Grants/Contracts with Other Agencies State of Oregon Department of Human Services 1,551,915 1,894, % Department of Transportation 2,645, , % Oregon Dept of Energy 166, % County and Local Government Deschutes County 283, , % Jefferson County 110,750 32, % Crook County 135,034 80, % City of Bend 1,027, , % Other Local Government 256, , % Federal Government US Dept of Transportation 903, , % Opportunity Found. Of C.O. 8,998 10, % Central Oregon Council on Aging 65,500 82, % Central Oregon Res. for Indep. Liv. 9,600 14, % No Budget % Use of Money & Fees Interest on Investments No Budget % Misc. Transportation 565, , % Bus Fares 682, , % TOTAL CURRENT FISCAL YEAR 8,411,937 5,162, % TOTAL RESOURCES 8,411,937 5,162, % ***EXPENDITURES*** Personal Services 2,619,357 1,830, % Materials & Services 4,559,609 3,188, % Capital Outlay 1,232, , % TOTAL PERSONAL, MATERIALS & SERVICES, CAPITAL OUTLAY 8,411,937 5,459, % Operating Contingency TOTAL EXPENDITURES 8,411,937 5,459, %

19 CENTRAL OREGON SUPPLEMENTAL REPORT PAGE 8 INTERGOVERNMENTAL COUNCIL FISCAL YEAR JOB TRAINING ACTIVITIES BUDGET RESOURCES BUDGET 2/28/2013 YEAR TO FY % DATE % ***RESOURCES*** Beginning Fund Balance 343, , % Contracts with Other Agencies State Government DHS 723, , % School District Income 1,204, , % Oregon Youth & Conservation Corp 65,461 34, % The Oregon Consortium W.I.A. - Adult 1B 899, , % W.I.A. - Youth 1B 915, , % W.I.A. - Dislocated Worker 1,460, , % W.I.A. - RWIB Support 41,250 8, % W.I.A. - EWTF 0 3, Use of Money & Fees Interest on Investments 1,800 1, % Other Program Income Misc. Income/Projects 58, % TOTAL CURRENT FISCAL YEAR 5,369,368 2,521, % TOTAL RESOURCES 5,712,549 2,860, % ***EXPENDITURES*** Personal Services 3,763,254 2,615, % Materials & Services 1,604, , % Capital Outlay TOTAL PERSONAL, MATERIALS & SERVICES, CAPITAL OUTLAY 5,367,568 3,344, % Operating Contingency 344, % TOTAL EXPENDITURES 5,712,549 3,344, %

20 CENTRAL OREGON INTERGOVERNMENTAL COUNCIL FISCAL YEAR PAGE 9 SPECIAL REVENUE FUNDS BOARD APPROVED YEAR TO YTD BUDGET DATE BUDGET FY /28/ % Beginning Cash $2,311, $2,379, Resources O.E.C.D.D Transfers from Other Funds Rural Development Revolving loan collections 228, , % Principal write-off % Loan Packaging/Servicing 14, , % Interest on revolving loans 190, , % Interest on investments 8, , % Total Resources 2,753, ,637, Requirements Contract Services 148, , % Business loans 700, , % Interest on COIC Loans 15, , % Principal Repayment 92, % Operating contingency 1,796, % Total Requirements 2,753, , Ending Cash $0.00 $2,379,388.43

21 CENTRAL OREGON INTERGOVERNMENTAL COUNCIL FISCAL YEAR PAGE 10 BUILDING FUNDS BOARD APPROVED YEAR TO YTD BUDGET Intermodal Transit DATE BUDGET FY /28/ % Beginning Cash $0.00 $0.00 $0.00 $0.00 Resources Rental Income , , , No Budget Total Resources , , , Debt Service Principle Payments , , , No Budget Interest Expense , , , No Budget Total Debt Service , , , Ending Cash $0.00 $23, $36, $60,102.40

22 CENTRAL OREGON INTERGOVERNMENTAL COUNCIL ECONOMIC DEVELOPMENT JURISDICTIONAL DUES ACTIVITY Capacity Fund Balance as of February 28, 2013 PAGE 11 PRIOR YEAR CARRY FORWARD 26, CURRENT YEAR CONTRIBUTIONS Deschutes County 12, Jefferson County 3, Crook County 2, City of Culver City of Prineville 2, City of La Pine City of Metolius City of Sisters City of Madras 1, City of Redmond 6, City of Bend 19, TOTAL FY12-13 CONTRIBUTIONS 50, TOTAL FUNDS AVAILABLE FY12-13 $76, BOARD MTG FY12-13 EXPENDITURES NOTES DATE APPRVD Provincial Advisory Committee 2, Committee participation - year 3 of 3 02/03/2011 RAC Analysis Support to fund legal fees/analysis. 10/06/2011 RBEG Local Food Development 5, Match funding of food development program. 05/03/2012 Wood Cluster Energy Development 7, Match funding of biomass development program 09/06/2012 Regional Transit Master Plan 18, Match funding of the Transit Master plan grant. 02/03/2011 Regional Park & Ride Plan 8, Funding of indirect costs. 12/06/2012 USDA Farmers Market Promotion 2, Funding of indirect costs - excess above 10%. 12/06/2012 TOTAL FY12-13 EXPENDITURES 43, FUND BALANCE $33, FUNDS COMMITTED FY12-13 Redmond Hub Improvements 16, Match funding of CET station/stops. 12/02/ TOTAL FUNDS COMMITTED FY , PROJECTED FUND BALANCE AT YEAR END $16, CAPACITY FUND CONSIDERATIONS The proposed project is appropriate for COIC The project falls within the scope of the COIC purpose statements The project is of regional significance OTHER CRITERIA Creates economies of scale Leverages additional resources Supports regional coordination

23 CENTRAL OREGON INTERGOVERNMENTAL COUNCIL CONTRACTS OR GRANTS - PROGRAM YEAR April 2013 COIC BOARD MEETING Party Description Start Date End Date Amounts Oregon Department of Human Services (DHS) Department of Community Colleges and Workforce Development National Forest Foundation JOBS Contract Amend #5 Certified Work Ready Communities Phase 1 Contract Work on Deschutes Natoinal Forest Whychus Trails 5/15/13 6/30/13 inccrease by $9,000.00, new maximum sum of $1,849, /1/13 6/30/13 $109, /10/12 11/30/13 Not to exceed $22, Decreases the total by $6,407.00

24 Community and Economic Development Report March, 2013 I. Regional Board Administration and Project Technical Assistance II. Economic Development Activities III. Natural Resource Activities I. Regional Board Administration and Technical Assistance Certified Work Ready Communities (CWRC) Project partners COIC, Oregon Employment Department and EDCO continue work to implement the Certified Work Ready Communities program in Central Oregon. The CWRC provides a nationally recognized process for certifying counties as work ready, which means the county has a quality workforce and commitment to continuous improvement. Communities must achieve certain educational, workforce development and business engagement goals in order to earn the certification. The certification is based on quantifiable measures National Career Readiness Certificate achievement, business participation, and others. Recent implementation activities include: OED has launched the NCRC Plus proctored assessment at WorkSource Bend and Redmond, as well as monthly at the Madras and Prineville COCC campus buildings. This soft skill assessment provides information on a job seeker s work discipline, teamwork, customer service orientation, and managerial potential. Businesses have often expressed an interest in having access to a soft skills assessment to assist in the hiring process; the NCRC plus, coupled with the NCRC foundational skills assessment, provides a wealth of information to businesses regarding job seeker skills and abilities, and provides job seekers with a tool to market themselves to potential employers. COIC convened the CWRC Implementation Team to discuss the CWRC launch and to develop a strategy to further engage educational institutions in the program. A NCRC demonstration event will be scheduled in May or June; this event will provide opportunity for the Implementation Team, COIC Board and other interested parties to take the NCRC assessments, and to better understand the process. More information to come. Additional background information on the Certified Work Ready Communities program and the National Career Readiness Certificate can be found on the COIC web site (linked within the COIC Meeting Presentations section): board/ Central Oregon Area Commission on Transportation (COACT) The Association of Oregon Counties reports on the status of the proposed ConnectOregon V program (thank you to Ann Hanus): The House Transportation and Economic Development Committee adopted the 2 amendment (HB2310) to the Connect Oregon Program which will: 1. Change the program to a "forgivable loan" program similar to incentive programs at the Oregon Business Development Department. 2. Similar to the current requirements, require a 20 percent match. For local governments, 30 percent of the loan would be forgiven immediately. The remaining loan would be forgiven if conditions on milestones and performance standards are met. 3. Bicycle and pedestrian projects that do not qualify for highway funding would be eligible for Connect Oregon. 4. Two new criteria are added: urgency of the project and whether it is has a statewide benefit. 5. Realign the Connect Oregon Regions to correspond with ODOT regions.

25 6. Allow ODOT to assist the Department of Aviation with their administrative duties related to Connect Oregon. The committee recommended funding at $100 million. The amended HB 2310 passed out of committee and heads to Ways and Means. ConnectOregon is a multimodal grant program funded by lottery backed revenue bonds. The ConnectOregon program invests in non highway transportation projects such as air, marine, rail, and public transit infrastructure improvement. COIC received a ConnectOregon III grant to fund construction of the CET Maintenance and Operations center in Redmond and a ConnectOregon II grant to fund Hawthorne Station Intermodal Center improvements. The ConnectOregon I program funded the Bear Creek Transit facility. COACT serves as a forum for the discussion, understanding, and coordination of transportation issues affecting the Central Oregon region, and to provide feedback and recommendations to the Oregon Transportation Commission. COACT membership includes representatives from each Central Oregon city and county government, ODOT, the Confederated Tribes of Warm Springs, the private sector and various regional organizations. COIC provides board staffing support for COACT. Prevailing Wage/Labor Standards Monitoring COIC is in the process of renewing contracts with the City of Bend to perform prevailing wage monitoring on several upcoming City of Bend public works and road construction projects. COIC s role is to ensure that contractors are submitting required Certified Payroll Reports, that contractors are paying the appropriate wage rates, and that all other contractor requirements regarding prevailing wage are being met. Most notably, COIC will be providing ongoing monitoring of the wastewater treatment plant secondary expansion project, which is a $30 million upgrade to the city s treatment complex. The project will be funded in part with federal grant and loan funding, which comes with a bevy of monitoring and reporting requirements. COIC will assist the city in meeting grant/loan management obligations. II. Economic Development Activities Regional Food Sector Cultivating Local Food project This is a 3 year project funded by Meyer Memorial Trust to increase farm production, profitability, and access to direct markets; increase job retention and creation for food related businesses; and increase outreach and marketing for local producers and consumers. There are five individual projects associated with this grant. Below is an overview of this year s goals and accomplishments to date: Enhance Existing Community Gardens and Food Skills Education: During the week of March 25 th, COIC will announce the recipients of community garden grants to increase capacity and improve outreach to low income residents; a total of $10,000 will be awarded in Enhance Food Production through Season Extenders: OSU Extension Service will utilize their newly built demonstration greenhouse to provide two workshops to farmers and gardeners on how to build and utilize season extenders to improve crop production. Subsidies will be provided to workshop participants to buy materials for the structures and excess food grown in the extenders will be donated to the food bank and food pantries. Increasing Transportation and Distribution Options for Local Food: COIC provides Cascade Couriers a gas subsidy to provide a pick up and drop off service for producers and food businesses to increase the supply of locally produced products. Community Supported Agriculture Subsidies: COIC provides $7,500 in subsidies to low income recipients throughout Central Oregon to buy locally grown products throughout the year. Recipients have to be at poverty level and receive up to $500 per year. This year we are providing food to 15 families, nearly 50 individuals. Community and Economic Development Report March, 2013 Page 2

26 Buy Fresh Buy Local Marketing Campaign: COIC is working in partnership with the C.O. Food Policy Council to implement a membership driven campaign to foster relationships between producers, buyers and consumers. A printed and online directory will be provided and distributed to over 100,000 residents and is available year round. III. Natural Resource Activities Prineville Wastewater Treatment Wetlands COIC is assisting the City of Prineville and the Advisory Committee assembled for the Wetlands project with integrating recreation and education elements into the design. At this point, the design for the wastewater treatment wetlands and the riparian restoration components of the project is 60% complete. The City s consultant, Anderson Perry, has put less work into the location, design, and long term maintenance of recreational and educational components such as trails, river access points, signage, restrooms, benches, etc. COIC has brought a local Landscape Architect who is familiar with the Crook County Parks and Recreation Master Plan into the design process and will assist the City with an application to the Oregon Parks and Recreation Local Government Grant program to support recreation and education design work for the 280 acre site. Community and Economic Development Report March, 2013 Page 3

27 COIC/Oregon Business Development Corporation Loan Dept Board Report -- April 2013 Project Name Participting Bank Program City Project Status Loan $1,000's Project $1,000's Projects Under Review CPA Columbia State Bank COIC EDA Bend Purchase building Under review Retail Columbia State Bank COIC EDA Bend Purchase building Under review Recreation Bank of the Cascades SBA 504 Bend New construction Under review 700 2,000 Wholesale Bread Mfg N/A COIC EDA Bend Business acquisition Under review Mini-Storage Bank of the Cascades SBA 504 Bend New construction Under review TBD TBD Neighborhood Market N/A COIC EDA La Pine Storage building Under review Craft Brewer Bank of the Cascades COIC IRP Sunriver Building/equip purchase Under review Resort Camp N/A COIC IRP Culver New construction/working capital Under review Senior Living TBD SBA 504 Sisters New construction Under review 3,600 12,000 Trucking Seller Note Jeff Cty Madras Purchase/remodel building Under review Restaurant/Pub People's Bank SBA 504 Bandon Purchase building/equipment Under review Automotive People's Bank SBA 504 Medford Purchase/remodel building Under review TBD TBD Projects In-Progress Insurance Broker Wells Fargo SBA Lending SBA 504 Eugene Purchase building Funded in April Theater Mid Oregon CU SBA 504 Various Digital projection equipment Funding in July 649 1,570 Other Activities: RMA meetings Chamber of Commerce events EDCO luncheon CDC Portfolio = $24.6 million

28 CENTRAL OREGON INTERGOVERNMENTAL COUNCIL FUND TO DATE JULY 1, 2012 FEBRUARY 28, 2013 PORTFOLIO STATEMENT COIC ROUND #1 7/1/2012 SOURCES USES 2/28/2013 BEGINNING OF FUNDS: OF FUNDS: ENDING BALANCE 2/28/2013 2/28/2013 BALANCE CASH AVAILABLE 195, Prior Year Interest Receivable 1, Prior Year Fees Receivable 0.00 Principal Repayment 15, Repayment Interest 15, Penalty/Loan Fees Income Invested Interest Income Charges for Services 11, Notes Transferred From Other Funds Notes Transferred To Other Funds Loans Advanced 195, , , , /1/2012 2/28/2013 INTEREST FEES/PENALTIES NOTES RECEIVABLE Beginning Principal Principal Ending Interest Fees/ PAID ACCRUED PAID PAID ACCRUED PAID Balance Advances Repayment Balance Payments Penalties 6/30/2012 2/28/2013 2/28/2013 6/30/2011 2/28/2013 2/28/2013 Electrical Mechanics, Inc. dba Waddell EM 24, , , , , , LOHA Investments dba Marshall's Auto 46, , , , , , , , Jay T's Hair Parlor 32, , , , , , Motherwise Community Birth Center 135, , , , , , Primal Cuts Meat Market, LLC 58, , , , , , Amy Moll dba Healing Response 50, , , , , TOTAL 347, , , , , , , , /1/2012 2/28/2013 RECEIVABLES Beginning Ending Balance Increases Decreases Write Off Balance Interest 1, , Late & Loan Fees TOTAL 1, , PORTFOLIO BALANCE 544, , Loans Approved Not Disbursed: 0.00 COIC Loan Repts.Feb13.xlsx

29 CENTRAL OREGON INTERGOVERNMENTAL COUNCIL FUND TO DATE JULY 1, 2012 FEBRUARY 28, 2013 PORTFOLIO STATEMENT COIC ROUND #2 7/1/2012 SOURCES USES 2/28/2013 BEGINNING OF FUNDS: OF FUNDS: ENDING BALANCE 2/28/2013 2/28/2013 BALANCE CASH AVAILABLE 368, Prior Year Interest Receivable 3, Prior Year Fees Receivable Principal Repayment 15, Repayment Interest 6, Penalty/Loan Fees Income Invested Interest Income 1, Charges for Services 7, Notes Transferred From Other Funds Notes Transferred To Other Funds Loans Advanced 368, , , , /1/2012 2/28/2013 INTEREST FEES/PENALTIES NOTES RECEIVABLE Beginning Principal Principal Ending Interest Fees/ PAID ACCRUED PAID PAID ACCRUED PAID Balance Advances Repayment Balance Payments Penalties 6/30/2012 2/28/2013 2/28/2013 6/30/2012 2/28/2013 2/28/2013 Barnes dba Gone Fishing 31, , , , , , , , Douglas Fine Jewelry Design , , , , , , J. Henderson dba Buttons & Bolts 1, , , , Anthony & Trina Baker 41, , , , , , , , David Herrin dba Redmond Wellness & Chiro 49, , , , , , Sheneman's, LLC 200, , , , , , , ILA Grace dba Dana Signs 247, , , , TOTAL 595, , , , , , , , , /1/2012 2/28/2013 RECEIVABLES Beginning Ending Balance Increases Decreases Write Off Balance Interest 4, , , Late Fees TOTAL 4, , , PORTFOLIO BALANCE 969, , Loans Approved Not Disbursed: 0.00 COIC Loan Repts.Feb13.xlsx

30 CENTRAL OREGON INTERGOVERNMENTAL COUNCIL FUND TO DATE JULY 1, 2012 FEBRUARY 28, 2013 PORTFOLIO STATEMENT COIC ROUND #3 7/1/2012 SOURCES USES 2/28/2013 BEGINNING OF FUNDS: OF FUNDS: ENDING BALANCE 2/28/2013 2/28/2013 BALANCE CASH AVAILABLE 371, Prior Year Interest Receivable 6, Prior Year Fees Receivable 0.00 Principal Repayment 50, Repayment Interest 19, Penalty/Loan Fees Income 2, Invested Interest Income 1, Charges for Services 18, Notes Transferred From Other Funds Notes Transferred To Other Funds Loans Advanced 175, , , , , /1/2012 2/28/2013 INTEREST FEES/PENALTIES NOTES RECEIVABLE Beginning Principal Principal Ending Interest Fees/ PAID ACCRUED PAID PAID ACCRUED PAID Balance Advances Repayment Balance Payments Penalties 6/30/2012 2/28/2013 2/28/2013 6/30/2012 2/28/2013 2/28/2013 Burns Paiute Tribe 34, , , , , , Robert Suderno & Roadrunner Courier 9, , , , , LaPine Bowling Center 93, , , , , , Strictly Organic Coffee Co. 105, , , , , , , RBD Instruments, Inc. 216, , , , , , R.E.G. Properties, LLC 175, , , , , , TOTAL 459, , , , , , , , , , /1/2012 2/28/2013 RECEIVABLES Beginning Ending Balance Increases Decreases Write Off Balance Interest 6, , Late Fees TOTAL 6, , PORTFOLIO BALANCE 838, , Loans Approved Not Disbursed: 0.00 COIC Loan Repts.Feb13.xlsx

31 CENTRAL OREGON INTERGOVERNMENTAL COUNCIL FUND TO DATE JULY 1, 2012 FEBRUARY 28, 2013 PORTFOLIO STATEMENT INTERMEDIARY RELENDING PROGRAM 7/1/2012 SOURCES USES 2/28/2013 BEGINNING OF FUNDS: OF FUNDS: ENDING BALANCE 2/28/2013 2/28/2013 BALANCE CASH AVAILABLE 1,421, Prior Year Interest Receivable 3, Prior Year Fees Receivable Principal Repayment 65, Repayment Interest 40, Penalty/Loan Fees Income Invested Interest Income 4, Charges for Services 31, Rural Development Notes Transferred To Other Funds Interest Expense Loans Advanced TOTAL CASH 1,421, , , ,504, /1/2012 2/28/2013 INTEREST FEES/PENALTIES NOTES RECEIVABLE Beginning Principal Principal Ending Interest Fees/ PAID ACCRUED PAID PAID ACCRUED PAID Balance Advances Repayment Balance Payments Penalties 6/30/2012 2/28/2013 2/28/2013 6/30/2012 2/28/2013 2/28/2013 Osborn dba All Animal Care 18, , , , , NW Staple Supply/Mark Naber 5, , , , RG Remanufacturing/Robt Goss 120, , , , , , , , Iron King. Inc. & Vito Bartolotta 55, , , , , , Suttle Lake Resort & Marina 118, , , , , , , , Simbrook Group dba Identity Zone 10, , , , , Columella Properties & Tumalo Farms 132, , , , , , , , Syncopation/Concept Retail 178, , , , , , Madras Point/Triple L Pizza 234, , , , , , TOTAL 875, , , , , , , , /1/2012 2/28/2013 Beginning Ending Balance Increases Decreases Write Off Balance RECEIVABLES Interest 3, , Late Fees TOTAL 3, , PAYABLES Rural Development Principal 1,574, ,574, Rural Development Interest 4, , , TOTAL 1,579, , ,589, PORTFOLIO BALANCE 721, , Loans Approved Not Disbursed: 0.00 COIC Loan Repts.Feb13.xlsx

32 CENTRAL OREGON INTERGOVERNMENTAL COUNCIL FUND TO DATE JULY 1, 2012 FEBRUARY 28, 2013 PORTFOLIO STATEMENT COIC LOCAL JOB CREATION 7/1/2012 SOURCES USES 2/28/2013 BEGINNING OF FUNDS: OF FUNDS: ENDING BALANCE 2/28/2013 2/28/2013 BALANCE CASH AVAILABLE 4, Prior Year Interest Receivable Prior Year Fees Receivable Principal Repayment 6, Penalty/Loan Fees Income Invested Interest Income Repayment Interest 2, Charges for Services 2, Transfers to IRP Notes Transferred To Other Funds Loans Advanced COIC Intermodal Cntr 4, , , , /1/2012 2/28/2013 NOTES RECEIVABLE Beginning Principal Principal Ending Interest Fees/ Curr Year Prior Year Balance Advances Repayment Balance Payments Penalties Interest Pymt COIC Intermodal Center 109, , , , , , TOTAL 109, , , , /1/2012 2/28/2013 RECEIVABLES Beginning Ending Balance Increases Decreases Write Off Balance Interest Late Fees TOTAL PAYABLES IRP Commitment TOTAL PORTFOLIO BALANCE 114, , COIC Loan Repts.Feb13.xlsx

33 CENTRAL OREGON INTERGOVERNMENTAL COUNCIL COUNTY REVOLVING LOAN FUND REPORT COUNTY: JEFFERSON AS OF: FEBRUARY 28, 2013 NOTES RECEIVABLE: INTEREST LATE FEES CURRENT PAID PAID ORIGINAL PRINCIPAL CONTRACT CONTRACT BORROWER LOAN AMOUNT BALANCE TO DATE TO DATE ACTIVE LOANS: DAVID C. ALLEN, LLC, Attorney at Law 17, , , BRICKHOUSE GROUP, LLC 210, , , , CHARLIE's PIZZA (HOHONSHELT) 45, , , MADRAS JEFFERSON CHAMBER 73, , , MADRAS JEFFERSON CHAMBER 9, , , PRECISION APPLICATIONS, LLC 60, , STAGE STOP CAFÉ, LLC 50, , , TDH, LLC MADRAS MTRS dba MILLER 190, , , PAID LOANS (inactive): DOWNING CONSTRUCTION 31, , GREAT EARTH FOODS 40, , HACKMAN 80, , LOGAN INTERNATIONAL 96, , MADRAS ENTERPRISES 350, , , MADRAS MOTORS 145, , OLIVER, D. C. 10, , PHIL'S HARDWARE ( P. DALE) 125, , , SIMPSON 50, , TOTALS 1,583, , , , CASH: CURRENT CASH BALANCE 371, LESS: LOANS APPROVED, NOT DISBURSED BORROWER AMOUNT COIC Loan Repts.Feb13.xlsx TOTAL FUNDS COMMITTED 0.00 CURRENT CASH AVAILABLE FOR LENDING 371,212.46

34 I. Transportation Activities II. Cascades East Ride Center Operations III. Cascades East Transit Operations Transportation Report March 2013 I. Transportation Activities Regional Transit Master Plan ODOT Public Transit Discretionary Planning Grant Program Project Purpose Engage in short and long-term analysis of needs of the existing regional transit system, including connectivity with the Bend fixed route and demand-response services (which are being analyzed in the separate-but-coordinated Bend MPO Transit Plan). Analyze current and prospective customer, decision-maker, and stakeholder feedback to identify any short-term system adjustments to better meet those needs; Analyze current and prospective customer, decision-maker, and stakeholder feedback, as well as projected growth and demographic changes, to provide direction on future growth of the system; Promote the benefits of a regional transit system as part of a larger multi-modal transportation system; Develop regional agreement on the most desirable funding structure for the long-term sustainability of Cascades East Transit, as well as a road map to get there. Status Update All of the surveys for the RTMP process have been completed and a draft final survey report has been submitted by the consultants (Nelson/Nygaard). Community meetings have now been held in all communities, and results were shared with the Regional Public Transit Advisory Committee and the COIC Board. COIC staff have completed an Existing Conditions Report, which outlines a variety of transitrelated service, demographic, and other data which will help to build the transit demand forecast and future service options. Nelson/Nygaard has created current/latent and future demand estimates and developed draft service plans for each component of service and for the regional system as a whole. The third Technical Committee meeting was held on March 8, 2013, in coordination with the COTOP TC meeting on the same day. Transit stakeholder workshops are under way for each community Sisters was March 25, La Pine is March 27, and Prineville is April 1 (Redmond and Madras are currently being scheduled and will take place in April). The purpose of the stakeholder meetings is to review and discuss each community s service plans and to develop agreements on how best to fund transit service. Staff have completed review of other transit system s fare policies as part of the RTMP s Fare Study. Remaining activities include: Transportation Report March 2013 Page 1 of 5

35 Finalization of the Fare Study, in coordination with the RPTAC. Findings and recommendations will be reviewed at the May COIC Board meeting. A regional-scale transit stakeholder workshop. Presentations at all Central Oregon City Councils and County Commissions. One more Technical Committee and one more COIC Board meeting to review the draft final Plan. The final Regional Transit Master Plan, including transit priorities, a short and long-term service plan, and long-term Local Funding Plan, will be completed by June COTOP Central Oregon [Strategic] Transportation Options Plan Purpose The purpose of the COTOP project is to determine the appropriate suite of transportation investments needed to meet projected year 2030 inter-community trip needs in Central Oregon. The analysis is based on cost-benefit analysis as well as other public policy criteria. Options being analyzed include the status quo case investments in highway and interchange infrastructure and also alternative scenarios such as investments in public transit, long term land use policies that support transit, and other viable transportation alternatives to single occupant vehicles such as carpooling and vanpooling. The outcome will be a 30,000-foot view of Preferred Policy Options for meeting long-term intercommunity trip needs. The COIC Board is the primary Plan adopting body, but we will also present the Plan to COACT for endorsement/acceptance. Status Update Nelson/Nygaard has developed the menu of inter-community transportation investment options; DKS Consultants have now run the Deschutes County Travel Demand Model and delivered a year 2030 travel demand memo for each of the 8 intercommunity road segments that are the focus of this study; Staff has developed the final Baseline Conditions report for the study, which is defined as current highway infrastructure and current levels of transit service and other transportation options programs plus already-committed (financially committed) highway projects that are imminent; COIC staff, the Technical Committee, and Nelson/Nygaard have created the integrated packages of mobility options for analysis. Nelson Nygaard has now analyzed the packages of options as per a variety of costs and benefits, and findings were presented at the March 8 Technical Committee meeting and the March 14 COACT meeting. Major Remaining Scope of Work Activities Present findings at the May COIC Board meeting Public/Stakeholder meeting to review the draft final Plan. Development of final Plan due June Regional Park and Ride Lot Plan (Flex Fund) Purpose The purpose of this Plan is to develop a prioritized list of new Park and Ride Lot developments as well as expansions and improvements to existing lots within all of ODOT Region 4. Status Transportation Report March 2013 Page 2 of 5

36 COIC has entered into an IGA with the Mid-Columbia Economic Development District and Klamath County to implement this project. COIC and our partners have completed a series of stakeholder interviews to identify park and ride lot priorities for all of Region 4. Interview findings and the park and ride lot inventory were reviewed at a Region 4-wide conference call Technical Committee meeting on November 13, Due to the time frame for the Enhance It program, staff also identified a set of preliminary priorities for Park and Ride Lot investments across Region 4, and assisted ODOT with the preparation of a Region 4 Park and Ride Lot grant request. Staff have developed a list of proposed Park and Ride Lot improvements across Region 4. Staff have developed a ranked park and ride lot trip demand estimate for all inter-community trip pairs in Region 4. Major Remaining Scope of Work Activities Development of final prioritization criteria Develop a draft list of P&R lot upgrade/new development priorities for Region 4 Development of draft final Plan Review at May COIC Board Meeting Stakeholder/public meeting to review results Acceptance at May COACT meeting Approval at COIC June Board Meeting Central Oregon Transit Access Project Purpose The purpose of this project is to make capital improvements to the Redmond Transit Hub and to specific fixed route bus stops in Bend. Status COIC staff continues efforts to transfer the funds approved initially by ODOT by FHWA over to FTA, so that funds can be obligated and the work on the Redmond Transit Hub and fixed route stops in Bend can begin. ODOT had recommended that this be the process and initiated the transfer because contracting on their end had got hung up as a result of COIC not having an indirect cost rate and ODOT thought it would be easier if the funds were obligated through our direct FTA recipient status. Staff discovered in completing the FTA NEPA process, that a simple Categorical Exclusion process usually used for shelter installations was complicated by Historical Preservation requirements. COIC staff has altered and resubmitted its FTA grant application to include just the Bend fixed route stop enhancements, which don t have historical preservation limitations, to allow that portion of the project to move forward while COIC consults with the Historic Preservation Office on the status of several buildings adjacent to the Redmond Transit Hub site that were constructed in the 20s and 30s, and attempts to meet the additional requirements. Regional Public Transit Advisory Committee (RPTAC) Agenda items at the March 19 RPTAC meeting included the preliminary findings of the CET Fare Study (part of the Regional Transit Master Plan process) and service restructuring concepts from the Regional Transit Master Plan. The RPTAC decided to hold a special meeting in April to continue discussions on evaluating fares and the farebox recovery rate. The committees goal is to finish their evaluation and have Transportation Report March 2013 Page 3 of 5

37 a recommendation to the COIC Board, if changes are necessary, that would allow time for public process and allow implementation of any approved changes on July 1. Non-Emergent Medical Ride Brokerage COIC has operated the Cascades East Ride Center (Non-Emergent Medical Ride Brokerage) through contract with the Oregon State Department of Medical Assistance Programs for several years. The call center that brokers rides to contracted providers was the framework that allowed taking reservations for the Cascades East Transit dial-a-ride system. Over the years this has become a call center that brokers rides for a veterans program, and the non-emergent medical rides, takes reservations for the Bend dial-aride system, and the CET rural public transportation system, and will soon be the basis of being able to pilot a volunteer program. Having programs coordinated in this way not only allows for rides to be brokered in the most cost effective way, but also makes access to transportation easier for the customer. The Governor s initiative to coordinate medical services for the Medicaid eligible through transitioning these programs to Coordinated Care Organizations (CCO) has left the NEMT brokerages wondering what their role will be. The State is developing new rules to support the transfer of responsibilities, and the Coordinated Care Organizations are setting up systems to coordinate medical care. By January 1, 2013, the responsibility of NEMT was to be absorbed by the CCO, that deadline has now been moved to January 1, Staff will be working with the local CCO, to find the right model for Central Oregon and also with the other Brokerages across the State to support the transition. II. Cascades East Ride Center (CERC) Operations (Non-Emergent Medical Ride Brokerage) The Call Center received 10,841 calls in February. CERC scheduled 6,602 rides for eligible participants to covered medical appointments with contracted providers in February. 3,744 rides originated in Deschutes County, 394 in Crook County, 379 rides in Jefferson County, and 2,085 rides in Baker, Grant, Harney, Malheur, Union, and Wallowa counties. Of the rides scheduled, 1,628 were scheduled with wheelchair providers, 14 with stretcher providers, 4 with secured providers, and 4,942 with ambulatory providers. Fourteen riders were provided bus passes to ride the CET fixed route system in Bend. III. Cascades East Transit (CET) Operations Rural Operations-Cascades East Transit (CET) provided 25,504 rides outside of Bend in February Of the Rural rides provided in February, 25.6% were provided on the Community Connector Shuttles, and 43.4% were provided by the Mountain Service. The remaining rides (31.1%) were provided within communities; with 63.4% of these Dial-a-Ride rides being provided in Redmond, 14.5% of these rides being provided in Prineville, 10.3% in Madras, 11.2% in La Pine, and 0.7% in Sisters. In October, 2012 many of the underutilized community connector shuttle routes were eliminated. As a result, rides per hour as a measure of efficiency show a positive trend for the community connector system. On the Prineville/Redmond shuttle, rides per hour increased from 5.82 to On the LaPine/Bend shuttle, rides per hour increased from 4.00 to On Redmond/Bend shuttle, where no changes were made, rides per hour have increased from 9.49 to Service hours in all communities were reduced in October, As a result rides are down. However, rides per hour remain stable in all communities. Mountain service ridership increased by 14% over last year. Bend Operations- Cascades East Transit (CET) provided 41,059 rides within the City of Bend in February Of these rides provided in February, 88.1% were fixed route rides, and 11.9% were Dial-A-Ride. Transportation Report March 2013 Page 4 of 5

38 Total Operations-Cascades East Transit (CET) provided 66,563 rides in February ,164 rides were provided on Bend fixed route, 4,895 rides were provided on Bend Dial-a Ride, 6,522 rides were provided on Community Connector routes, 7,924 were demand response within Redmond, Prineville, Madras, La Pine and Sisters, and 11,058 rides were provided on the seasonal Mountain Service in the Deschutes National Forest. Transportation Report March 2013 Page 5 of 5

39 Cascades East Transit Monthly Management Report February 2013 Ridership Demand Response 12,819 Demand Resp. Rides Fixed Route Rides Comm. Conctr Rides Contracted Providers Rides Fixed Route 36,164 Bend 4,895 Rt 1 South 3rd St 5,479 Redmond/Bend 2,683 Unspecified 13 Community Connector 6,522 Redmond 5,021 Rt 2 Brookswood 5,200 Prnvll/Redmond 1,383 Baker 183 Contracted Providers 6,602 La Pine 888 Rt 3 Newport 7,355 La Pine/Bend 974 Crook 394 Mountain Service 11,058 Madras 813 Rt 4 N. 3rd St 5,942 Madras/Redmond 736 Deschutes 3,744 Total Rides 73,165 Prineville 1,146 Rt 5 Wells Acres 7,202 Sisters/Redmond 188 Grant 105 % Change over last February -5.3% Sisters 56 Rt 6 Bear Creek 3,855 Wrm Spgs/Madras 0 Harney 186 Rt 11 Galveston 1,131 Clvr-Metlius/Madras 545 Jefferson 379 Elderly/Disabled Rides Total Rides 12,819 Total Rides 36,164 The Airporter 13 Malheur 902 Demand Response 9,055 % Change -17.8% % Change -0.6% Total Rides 6,522 Out of Area 144 Fixed Route 8,470 % Change -11.8% Union 428 Community Connector 2,185 Feb '12 15,587 Feb '12 36,389 Wallowa 124 Contracted Providers 6,602 CC Feb '12 7,397 Total Rides 6,602 Total Rides 26,312 Mtn Service Feb '12 11,347 Contr. Prov. Feb '12 6,572 % Change 0.5% Service Delivery & Performance Data Trip Purpose (Oct '10) Bend DAR Rural DAR Fixed Route Comm. Conctr Mtn. Service Total Work & Training 54.0% Service Hours 1,155 1,449 1, ,642 Other 20.6% Service Miles 12,989 18,643 21,570 22,698 15,593 91,493 Medical 8.9% Rides/Hour Shopping 6.3% Miles/Ride Recreation/Social 5.9% Senior/Meal Center 4.4% Service Days Safety & Security Customer Service Total 100.0% Weekdays 20 Incidents 0 Total Calls Received 10,841 Saturdays (Bend only) 4 Prev. Accidents 0 CET ADA Denials 0 Sundays (Bend DAR only) 4 Non-Prev Accdnts. 0 CET No Shows 533 Maj. Holidays w/serv. 1 Injuries 0 CET Late Cancels 1,371 Maj. Holidays no Serv. 0 Brkrge Ride Denials 59 Brkrge No Rides Found 28 Operations Financial Data (February) Complaints & Compliments Bend DAR Rural DAR Fixed Route Comm. Conctr Mtn. Service Total CET Service Fixed Contract Cost (hours) $9,892 $0 $13,624 $0 $0 $23,516 Driver Complaints 16 COIC Admin Cost (hours) $2,860 $14,163 $3,938 $7,282 $6,512 $34,754 Call Center/Dispatch Compl. 8 Driver Cost (hours) $37,012 $40,301 $50,972 $20,721 $11,502 $160,507 Program/General Compl. 18 Other Ops Wages & Benefits $10,927 $20,072 $15,048 $10,320 $8,674 $65,041 Total Complaints 42 Fuel Cost (miles) $14,638 $12,373 $24,308 $15,064 $11,550 $77,932 Compliments 2 Maint. Cost (miles) $4,341 $1,496 $7,208 $1,822 $5,850 $20,717 Other Cost (hours) $4,372 $4,753 $6,021 $2,443 $1,435 $19,025 Brokerage Service Total Cost $84,041 $93,157 $121,120 $57,651 $45,524 $401,493 Contracted Provider Compl. 21 Call Center/Dispatch Compl. 8 Farebox Revenue $4,971 $7,018 $15,831 $13,302 $2,258 $43,380 Program/General Compl. 1 Total Complaints 30 Cost/Ride $17.17 $11.76 $3.35 $8.84 $4.12 $6.03 Compliments 1 % Farebox Recovery 5.9% 7.5% 13.1% 23.1% 5.0% 10.8%

40 Region 10 Adult Program Layoff Activity No new layoff activity to report. Employment and Training Report March, 2013 Special Funding Updates State Energy Sector Partnership Grant (SESP) COIC received an $185,000 allocation from TOC to cover costs associated with supporting 61 training candidates in an Oregon Green Tech Certificate Program. This is an online, three-term program that will qualify graduates to work in a variety of green jobs. The grant was to end at the end of Winter Term, Now, the State has offered to expand the program beyond the set three-term online curriculum in order to increase the number of completers statewide. As a result, we are moving quickly to enroll additional people and circle back to some of the original non-completers to see if we might move some people through short-term green energy -related programs prior to May 15 th. This grant also includes specific OJT-related funding, and we have placed three graduates in SESP OJTs. T-Mobile National Emergency Grant (NEG) In October, our application was approved for a National Emergency Grant (NEG) from the Department of Labor to serve about 120 T-Mobile displaced workers. Training dollars are being supplied by Trade Act funding, and our NEG funds are being used as wrap-around funding to fill in gaps that Trade Act is unable to address. The NEG funds are also available to help displaced T-Mobile workers with job search-related needs. During the first week of March, we passed our two-day 90-Day NEG Program Review with flying colors! The review was conducted by staff from TOC and CCWD, representing the Department of Labor. Employment Oregon s February 8.4% unemployment rate has essentially held steady for the past several months, but still lingers above national rate of 7.7%. Central Oregon counties, while significantly improved over the past two years, still have higher unemployment rates than much of the rest of the state. Deschutes is at 10.5%, with Crook County at 13.4%, and Jefferson County at 12.1%. On March 25th, the Employment Department lists 302 jobs in Central Oregon, about 6% more than last month s 285 open positions. Other We are piloting a workshop schedule in La Pine, in partnership with the La Pine Education Committee. The plan is to teach two workshops per month at the La Pine Event Center.

41 Date: 3/25/13 Youth Employment & Training Report March 2013 COIC Classrooms: We are in the process of compiling data for our annual Alternative Learning Options review conducted by Mr. Dave Holmberg from the High Desert ESD. The High Desert ESD contracts with local Districts to perform the annual reviews; (Prineville, Redmond, Bend, La Pine, and DCJJC). These reviews are required by Oregon statute for all alternative education programs. After the reports are finalized we will present them to each School Board at the conclusion of the current school year. Enrollment numbers are steady in Prineville, Bend and Redmond. Fluctuations at DCJJC and La Pine continue to make it hard to predict final revenue forecasts. This along with the uncertainty of WIA allocations due to the recent sequestration make it very hard to predict staffing and service levels for next program year. Work/Education Crews: Our Prineville crew continues work on 5.5 miles of new fence construction 18 miles east of Prineville for a private Landowner. We hope to have the majority of the project completed by the end of May. The Bend & Redmond crews are working on 1.2 miles of handicap trail which is an extension of the Wychus Trail they completed in the Fall. This work is being funded by the National Forest Foundation in coordination with the Sisters Ranger District. It is very possible we will not have crews/youth employed this summer for the first time in my tenure at COIC. If we sustain further cuts to WIA funding, it will be impossible to fund the summer program

42 Adult and Dislocated Worker Programs Employment and Training Report Region 11 March 2013 As winter comes to its inevitable end we are seeing the usual uptick in spring hiring in both Klamath and Lake Counties. As of March 25, 2013 there were 202 open job listings posted in the Worksource Klamath office and 21 open jobs in the COIC Lakeview office. While many of these jobs are seasonal in nature; wild land fire fighting, seasonal jobs with the Crater Lake National Park concessionaire, agriculture, etc. it still represents a nice increase in the number of jobs compared to last March. In Region 11 we have been busy this month preparing our offices for One-Stop re-certification. Written responses and information was forwarded to the TOC office earlier this month and peer review site visits have been scheduled for each of the One Stop offices throughout the TOC regions. The Region 11 site review will be conducted on Thursday April 4 th by a team from Region 6 (Douglas County). Fortunately, there have been no major layoffs or business closures in our Region the past couple of months but we still continue to see individual employees who have lost their jobs due to the economy. Jeld-Wen continues to layoff some management level employees from their administrative office as well as from their production facilities and these workers are coming into our office to explore their options. Youth Programs Region 11 youth programs continue to make the best of it even with the reduced funding from our WIA Youth allocations. Our Lakeview alternative education center has seen its highest enrollment numbers since we opened in 2007 and we anticipate those numbers will continue through this school year. To date our youth have achieved five GED s this year and we expect to have at least two more attain before June. In our N. Lake County School the numbers have not been as high as Lakeview s but they are up from this time last year and the District remains very supportive of our alternative education program. The Work Education crew in Lakeview has been busy working in the shop completing the last of the County picnic tables as well as cutting and assembling thousands of Sage Hen diverters to install on fencing this spring for the BLM. OYCC summer grants will be announced on April 18 th and we are going forward with planning for an eight week summer crew project in Lake County. We are also looking at operating a separate crew in N. Lake this year with the financial support from the Lakeview District of the BLM.

43 Large Lot Industrial Program Intergovernmental Agreement March 27, 2013 Staff Member/Department: Andrew Spreadborough, Interim Executive Director/Community and Economic Development Manager Required Action: COIC Board to approve the Regional Large Lot Industrial IGA by motion. Staff Recommendation: Approval of this IGA for the Central Oregon Regional Large Lot Industrial Program Intergovernmental Agreement. Recommended Language for Motion: I move to approve the Regional Large Lot Industrial IGA with Central Oregon jurisdictions to jointly implement the regional Large Lot Industrial program, and authorize the Board Chair and Executive Director to sign the agreement (in substantially the form submitted to the Board). ******************************************************************************************************************* Overview: COIC has developed an intergovernmental agreement for the implementation of the Regional Large Lot Industrial Program. The IGA is between COIC, Central Oregon counties and Central Oregon cities. The state rules that established the large lot program in Central Oregon (OAR and ) require that the IGA be adopted by the three counties and participating cities. The IGA describes the process by which the COIC shall coordinate with participating local governments in: (a) The determination of a qualifying site that a participating city may designate in order to satisfy the regional large lot industrial land need; and (b) the allocation of the qualifying sites among the participating cities. COIC roles, per the Agreement: COIC Board serves as the regional coordinating entity for the program Cities shall submit candidate large-lot industrial sites to COIC for potential inclusion within the Regional Large Lot Industrial program. COIC will accept site submissions from cities on a quarterly basis until the full allotment of 6 shortterm sites has been endorsed. The COIC Board of Directors will review site submission materials to: o Determine if the proposed site is consistent with the program criteria as defined within the Large Lot Industrial Analysis and state rules, and o Determine if the site fits within the regional geographic and acreage allocations as defined within the Analysis. The COIC Board recommendation is a prerequisite for the Central Oregon Cities and Counties to initiate a plan amendment/zone change under the Regional Large-Lot Industrial Program. Status: The IGA was first drafted in November, and has gone through substantial review and comment over the past four months. Staff maintained regular contact with all cities and counties during the review period. A final draft with redline markup was distributed to cities and counties in March, with an expectation that comments be submitted by end of March. While not all cities and counties have commented or proposed changes, staff has worked diligently to keep all cities and counties informed and provided multiple opportunities for comment. The IGA was closely reviewed by City of Bend, Crook County, and Deschutes County legal counsel, with many changes and edits provided. The IGA has also been reviewed by DLCD (with suggested changes incorporated) and 1000 Friends of Oregon (no comments received). COIC attorney Katie Tank participated in the development and review of this IGA. Attachment: Regional Large Lot Intergovernmental Agreement 1

44 INTERGOVERNMENTAL AGREEMENT BETWEEN THE CENTRAL OREGON CITIES AND COUNTIES, AND CENTRAL OREGON INTERGOVERNMENTAL COUNCIL FOR THE LARGE LOT INDUSTRIAL LANDS PROGRAM IN CENTRAL OREGON WHEREAS, under ORS to , et seq. Central Oregon Intergovernmental Council (COIC) is authorized to enter into a written agreement with any other unit or units of local government and specify the functions or activities to be performed and by what means; and WHEREAS, under ORS to , and , et seq., cities and counties are authorized to enter into intergovernmental agreements and are required to prepare and adopt comprehensive plans consistent with Statewide Planning Goals; and WHEREAS, a Central Oregon Large Lot Industrial Land Need Analysis dated November 20, 2012 documents an unmet short-term need for large-lot industrial sites, 50-acres or larger, in the Central Oregon area (Deschutes, Crook and Jefferson counties); and WHEREAS, Deschutes, Crook, and Jefferson counties, through their governing bodies, are exercising their statutory coordinating authority (ORS ) to address an unmet short-term regional need for large-lot industrial sites; and WHEREAS, under OAR and , the local governments of Crook, Deschutes and Jefferson Counties may implement provisions of a regional large-lot industrial land need analysis adopted by all counties pursuant to ORS ; and WHEREAS, ORS , et seq. requires that an intergovernmental agreement relating to the performance of functions or activities by one unit of local government on behalf of another unit of local government specify the responsibilities between the parties; and WHEREAS, the parties seek to develop a coordinated program that will identify suitable and available large-lot industrial sites for economic development purposes in the best interests of the Central Oregon region pursuant to the governing state and local legal requirements. CENTRAL OREGON CITIES, COUNTIES, and CENTRAL OREGON INTERGOVERNMENTAL COUNCIL AGREE AS FOLLOWS: 1. Definitions. BOCC: Deschutes County and/or Jefferson County Board of County Commissioners Central Oregon City or Cities. Cities located in Crook, Deschutes, and Jefferson counties. Central Oregon County or Counties: Crook, Deschutes, and Jefferson counties. COIC. Central Oregon Intergovernmental Council. COIC Board. Central Oregon Intergovernmental Council Board of Directors. Council. Central Oregon City Councils.

45 County Court. Crook County Court. IGA. This Intergovernmental Agreement. Jurisdictions. City and county governments located within Deschutes, Crook and Jefferson counties. LLA. Central Oregon Large Lot Industrial Land Need Analysis dated November 20, 2012, and associated Comprehensive plan provisions adopted pursuant to ORS and OAR (2a). Participating City. A city within Crook, Deschutes or Jefferson County that has adopted the LLA and entered into this IGA. Regional Large Lot Industrial Program. The program to develop a Central Oregon regional supply of large lot industrial sites as defined within OAR Urban Unincorporated Area (UUA). Territory within the Urban Growth Boundary but outside the boundaries of City. Urban Growth Boundary (UGB). The boundary line shown in a City and County Comprehensive Plan that separates urban and urbanizable lands in and adjacent to the City from rural territory within the County 2. Intent and Purpose of IGA. The intent and purpose of this IGA is for Central Oregon Cities, Counties, and COIC to: A. Establish procedures to identify suitable and available large lot industrial sites to be processed for inclusion within a UUA under governing land use regulations. B. Establish review procedures for COIC as the regional coordinating authority to receive candidate site selections submitted by participating cities and to provide a recommendation of suitable sites for inclusion within the Regional Large Lot Industrial Program. C. Continue and improve coordination and communication between the Central Oregon Cities and Counties for specific plan amendments and zone changes addressing the short-term need for additional large-lot industrial sites. D. It is not the intent or purpose of this IGA for COIC to make or render land use decisions. The parties agree that COIC s roles and responsibilities under this IGA do not constitute land use decisions, and may not be regarded as such. Following a recommendation by COIC, the governing local jurisdictions (both City and County) shall follow all applicable land use regulations and requirements in connection with any plan amendment or zone change associated with the designation of large-lot industrial sites. -2-

46 3. Process for Exercising Responsibilities in the Large Lot Analysis (LLA). Central Oregon Counties A. Central Oregon Counties shall implement a program to create a regional shortterm large-lot industrial land supply that enables Central Oregon to compete for industrial recruitment. Counties, through their governing bodies, shall exercise their statutory coordinating authority (ORS ) to address an unmet regional need for large-lot industrial sites by adopting the LLA and regional largelot industrial land policies into their comprehensive plans. B. Central Oregon Counties shall adopt and implement policies that conform to the LLA and specify, among other things, the number and site characteristics of vacant industrial sites to be included inside the UGB of the individual Cities located within their respective County. C. Central Oregon Counties, by exercising their statutory coordination authority and adopting and implementing policies that conform to the LLA, shall enable the Central Oregon Cities within their respective jurisdiction to implement measures to insure the availability of a short-term supply of large-lot industrial sites. D. Central Oregon Counties shall collaborate with Central Oregon Cities to identify and formalize candidate large-lot industrial sites for inclusion within the Regional Large-Lot Industrial Program. Central Oregon Intergovernmental Council E. The parties agree that the COIC Board, by adopting COIC Resolution 243, is the regional coordinating authority for the LLA. F. The individual Central Oregon Cities shall submit candidate large-lot industrial sites and associated Replenishment Sites to COIC for potential inclusion within the Regional Large Lot Industrial Program consistent with the requirements of the LLA and governing regulations. The six individual sites included in this program shall be located in at least three different Jurisdictions. COIC shall provide the Central Oregon Cities and Counties with its recommendation as to the individual sites that should be included within the Regional Large-Lot Industrial Program. The governing City shall be responsible to complete and implement the land use process required for inclusion of such site within its UGB under the requirements of OAR 660 Division 24. COIC shall not make and does not have the authority to make land use decisions under this IGA. G. COIC will accept site submissions from participating cities on a quarterly basis until the full allotment of 6 short-term sites has been filled. Site Submission Quarterly Due Date March 31 June 30 September 30 December 31 COIC Board Review Date First Thursday in May First Thursday in August First Thursday in November First Thursday in February -3-

47 H. The COIC Board will review a participating city s site submission materials, as defined within Section 3 (N) of this IGA, to verify that the proposed site is qualified for the Regional Large Lot Industrial program based upon criteria defined within OAR : 1. The proposed site is located in Crook, Deschutes or Jefferson counties. 2. The proposed site is 50 acres or larger in size. The site will be determined to be 50 acres or larger if it is: a. A single lot or parcel that is at least 50 acres b. An aggregation of existing lots or parcels under the same ownership that comprises at least 50 acres, or c. An aggregation of existing lots or parcels not in the same ownership created and maintained as a unit of land comprising at least 50 acres through a binding agreement among the owners. 3. The proposed site is determined to be "available," as that term is defined in OAR (7). 4. The proposed site provides the site characteristics necessary for traded sector uses as set forth in the LLA. 5. The city demonstrates that the site was identified through conducting an analysis consistent with requirements contained within OAR (8) (a) and (b). Additionally, the COIC Board will review proposed sites to verify that collectively the six regional sites: 1. Are located within at least three separate jurisdictions 2. Include two sites of at least 100 acres and not more than 200 acres, and one site more than 200 acres. In the event that applicable administrative rules are amended so that they conflict with the requirements of this IGA, the administrative rules as amended will control. I. In the event that multiple qualified sites are proposed for a single available opening, the COIC Board shall consider recommendations provided by Business Oregon and Economic Development for Central Oregon, and recommend the site that best achieves the LLA criteria and site characteristics. J. The COIC Board recommendation is a prerequisite for the Central Oregon Cities and Counties to initiate a plan amendment/zone change under the Regional Large-Lot Industrial Program. COIC s recommendations shall be based on the information and documents submitted by the Central Oregon Cities and Counties. COIC need not take or consider information provided by any other person or entity in its recommendation process. The parties agree that the recommendations provided by COIC under this program are final and binding, and are not subject to any appeal, challenge or protest and each of the parties hereto hereby waive and relinquish any and all such rights. -4-

48 Central Oregon Cities K. Provided that the LLA has been adopted by Crook, Deschutes and Jefferson Counties, participating cities shall adopt the LLA to implement the Regional Large Lot Industrial program. L. Upon the adoption of the LLA, each participating city may choose to implement the short-term land supply for large-lot industrial sites, subject to conformance with state law and the LLA, including the mutually agreed upon proportionate allocation that governs the location of individual sites designated under the Regional Large-Lot Industrial Program. M. Participating cities shall collaborate with their respective County jurisdiction to identify and formalize candidate large lot industrial sites for land use entitlements. N. Participating cities shall submit to COIC documentation that the proposed large lot site complies with the LLA and OAR The site submission materials must include at a minimum: 1. Vicinity map and site map; 2. Site acreage; 3. Description of the site s current development status and zoning; 4. Description of site dimensions including slope and description of any unique geographic features; 5. A statement on the site s infrastructure and utility serviceability. 6. Description of site location in relation to the UGB; 7. If outside of the UGB, the proposal must include an analysis documenting that other lands located within the UGB are not available and/or suitable for the Large Lot Industrial program; 8. Evidence that the property owner is a willing Large Lot Industrial program participant and will accept site restrictions; 9. Letters of support from Economic Development for Central Oregon and Business Oregon; and 10. Evidence of coordination with County. O. Participating cities, upon receiving a preliminary recommendation from the COIC Board, shall prepare findings consistent with OAR 660 Division 24 and ORS P. Participating cities initiating a plan amendment/zone change for a large-lot industrial site under the Regional Large-Lot Industrial Program shall collaborate with their respective County. Q. Participating cities shall adopt the relevant portions of the LLA concerning short term industrial land needs, and their respective County s regional industrial lands policies, into their comprehensive plan. R. Participating cities shall apply an urban industrial holding zone designation to large-lot industrial properties included within a UUA under the Regional Large Lot -5-

49 Industrial Program pending annexation of the property into the applicable City limits. The industrial holding zone designation applied by the City shall establish and maintain the large lot status of the property consistent with the LLA, OAR (9) and (10), and the associated regional industrial lands policies. S. In connection with any plan amendment or zone change for a large-lot industrial property designated under the Regional Large-Lot Industrial Program, the participating cities shall designate the specific industrial zoning code regulations that will govern the site upon annexation into the governing City limits. The zoning regulations to be applied by the City shall be consistent with the LLA, OAR (9), and associated regional lands policy. T. Participating cities shall, based on OAR (9a), establish a developer agreement with a willing property owner that specifies, at a minimum, that a large-lot industrial site shall stay in the regional large-lot industrial supply for ten years. After ten years, if agreed upon by both a Central Oregon City and a property owner, the site can be: 4. Indemnification. 1. Removed from the regional supply by the Central Oregon City by exercising OAR ; or, 2. Re-designated and rezoned to another urbanized use pursuant to findings that comply with OAR 660 Division 24. A. Participating Cities and Counties agree to jointly and severally defend, indemnify and hold COIC, and each of its officials, directors, officers, employees and agents, completely harmless from and against any and all claims, damages, losses, and expenses (including but not limited to attorney fees, at trial and on appeal) alleged or asserted concerning or relating to: (a) COIC s refusal to consider or denial of any non-participating person or entity s application or assertion of rights under this Agreement; and/or (b) COIC s proper exercise of its responsibilities and recommendations made under this Agreement. COIC shall have no obligation to defend or otherwise incur any fees or expenses to defend any recommendation, performance or failure to perform under this Agreement. B. To the maximum extent permitted by law, participating Cities and Counties hereby agree to jointly and severally defend, indemnify and hold each other, and each of its officials, directors, officers, employees and agents, completely harmless from and against any and all claims, damages, losses, and expenses (including but not limited to attorney fees, at trial and on appeal) relating to actions, recommendations, performance or failure to perform by the indemnifying party under this IGA. C. This indemnity provision survives the termination of this IGA. Nothing in this provision shall extend or increase any party s liability beyond the limitations of the Oregon Tort Claims Act or Article XI, section 10 of the Oregon Constitution. -6-

50 5. Review, Amendment and Termination. A. No Third-Party Beneficiaries. The parties do not intend to confer and do not confer any right or remedy on any third party. B. This IGA may be reviewed and amended at any time by mutual consent of all the parties, confirmed in writing. C. Any modifications to this IGA will be consistent with Central Oregon City and County comprehensive plans and state law. D. This IGA will automatically be reviewed every two (2) years upon the biennial anniversary of the original effective date. COIC reserves the right in the future to request compensation for program costs. E. A Central Oregon City may elect to withdraw from this IGA, with ninety (90) days advance written notice to all of the parties. Upon withdrawal, all recommendations, rights and obligations of the withdrawing Central Oregon City under the IGA and the Regional Large-Lot Industrial Program automatically terminate. F. This IGA may be terminated by mutual agreement of the parties, confirmed in writing. G. Alternatively, this IGA may be terminated by COIC and/or a Central Oregon County by the following procedure: 6. IGA Effective Date. 1. A public hearing will be held by the party considering termination. The party must give the other parties notice of the hearing at least 45 days prior to the scheduled hearing date. All parties shall seek to resolve any differences during the 45-day period. 2. Termination of the agreement will be effective 90 days after the public hearing to provide time for resolution of differences. A. This IGA shall be effective when signed by COIC, all three counties, and at least one city. B. This IGA may be executed in counterparts, each of which shall be deemed to be an original, but all of which, taken together, shall constitute one and the same agreement. -7-

51 Dated this th of, 2013 THE CITY OF BEND By: x, Mayor By: x, City Manager APPROVED AS TO FORM: x, City Attorney Dated this th of, 2013 THE CITY OF CULVER By: x, Mayor By: x, City Manager APPROVED AS TO FORM: x, City Attorney Dated this th of, 2013 THE CITY OF LA PINE By: x, Mayor By: x, City Manager APPROVED AS TO FORM: x, City Attorney -8-

52 Dated this th of, 2013 THE CITY OF MADRAS By: x, Mayor By: x, City Manager APPROVED AS TO FORM: x, City Attorney Dated this th of, 2013 THE CITY OF METOLIUS By: x, Mayor By: x, City Manager APPROVED AS TO FORM: x, City Attorney Dated this th of, 2013 THE CITY OF PRINEVILLE By: x, Mayor By: x, City Manager APPROVED AS TO FORM: x, City Attorney -9-

53 Dated this th of, 2013 THE CITY OF REDMOND By: x, Mayor By: x, City Manager APPROVED AS TO FORM: x, City Attorney Dated this th of, 2013 THE CITY OF SISTERS By: x, Mayor By: x, City Manager APPROVED AS TO FORM: x, City Attorney COUNTY SIGNATURES ON THE FOLLOWING PAGE -10-

54 CROOK COUNTY Dated this of, 2013 CROOK COUNTY COURT Judge ATTEST: Recording Secretary Commissioner Commissioner DESCHUTES COUNTY Dated this of, 2013 BOARD OF COUNTY COMMISSIONERS Commissioner ATTEST: Recording Secretary Commissioner Commissioner -11-

55 JEFFERSON COUNTY Dated this of, 2013 BOARD OF COUNTY COMMISSIONERS, CHAIR ATTEST: Recording Secretary, COMMISSIONER, COMMISSIONER CENTRAL OREGON INTERGOVERNMENTAL COUNCIL SIGNATURES ON THE FOLLOWING PAGE -12-

56 CENTRAL OREGON INTERGOVERNMENTAL COUNCIL Dated this of, 2013 Signed: John Hatfield, Chairman Central Oregon Intergovernmental Council ATTEST: Andrew Spreadborough, Interim Executive Director Central Oregon Intergovernmental Council -13-

57 RESOLUTION # 253 Resolution to Authorize Agents to Conduct Business with the Bank of the Cascades BE IT RESOLVED THAT Alan Unger COIC Executive Committee Member Deschutes County Mike McCabe COIC Executive Committee Member Crook County John Hatfield COIC Executive Committee Member Jefferson County Andrew Spreadborough COIC Interim Executive Director Karen Friend COIC Deputy Director Hoyt Wilson COIC Fiscal & Administrative Services Manager is authorized to sell, assign and endorse for transfer certificates of deposits now registered or hereafter registered in the name of this ORS 190. I, Chair, of the Central Oregon Intergovernmental Council hereby certify that the foregoing is true copy of a resolution duly adopted by the Board of Directors of the Central Oregon Intergovernmental Council at a meeting duly held the 4th day of April, 2013, at which a quorum was present and voting and that the same has not been repealed or amended and remains in full force and effect and does not conflict with the Bylaws and Articles of Agreement of the Central Oregon Intergovernmental Council. John Hatfield Chair

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