New Central Oregon Intergovernmental Council BOARD AGENDA … · 2017. 3. 4. · Central Oregon...

Central Oregon Intergovernmental Council BOARD AGENDA

334 NE Hawthorne Ave, Bend, OR 97701 (541) 548-8163 – Fax: (541) 923-3416

Office Locations: Bend, Klamath Falls, Lakeview, La Pine, Madras, Prineville, Redmond

Central Oregon Intergovernmental Council, Thursday, April 6, 2017, at 5:30 p.m., City of Redmond Public Works Department

1. Call to Order and Introductions

2. Public Comment

3. Consent Agenda (A) a. Approval of Executive Committee Minutes of March 2, 2016 (A) Attachment A b. Approval of Board Minutes of March 2, 2017 (A) Attachment B c. Financial Report, February 2017 (A) Attachment C d. Staff Report, March 2017 (A) Attachment D e. Cascades East Transit Monthly Management Report and (A) Attachment E

Cascades East Ride Center Monthly Management Report, February 2017

4. Administrative

a. COIC Board Member Application – Casey Bergh (A) Attachment F Karen Friend, Executive Director b. COIC Record Retention and Destruction Policy (A) Attachment G Karen Friend, Executive Director

5. Program Items a. Redmond Hub Update Jackson Lester, Transit Planner a. CET Legislative Governance Concept/HB2745 Update Karen Friend, Executive Director

6. Board Member Orientation Part III

7. Executive Director Report

8. Regional Round Table

9. Other Business/Announcements Attachment H

10. Adjourn

COIC Executive Committee Minutes December 1, 2016 Page 1 of 2

Executive Committee of Central Oregon Intergovernmental Council

Minutes for March 2, 2017

City of Redmond – Public Works Department 243 E. Antler Ave

Redmond Executive Committee Members: Jerry Brummer, Crook County (late arrival); Tony DeBone, Deschutes County; Wayne Fording, Jefferson County; Bartt Brick, City of Madras; Jay Patrick, City of Redmond. COIC Staff: Karen Friend, Executive Director; Laura Skundrick, Executive Assistant. Call to order: Chair Patrick called the meeting to order at 4:00pm. COIC Board Business COIC CET Drug and Alcohol Policy revision Ms. Friend explained that this existing DOT Drug & Alcohol policy needed several small administrative revisions to the attachments to include: updating for title changes for positions listed as safety sensitive positions, reassigning Drug & Alcohol Program Manager (DAPM) responsibilities to the Human Resources Manager Jane Foote, changing of the Medical Review Officer and changing the date of the attachments to reflect this revision. She added that one of the corrections shown in the provided handout is incorrect, as Vehicle Washer System Maintenance should remain a safety sensitive position, and not be removed. Ms. Friend stated that personnel policies are the responsibility of the executive committee for review and approval. The committee may bring personnel policies to the Board for discussion if necessary. Commissioner DeBone suggested changing the date on only the attachments affected by these changes rather than the entire document, since the intent of the policy was unchanged. Ms. Friend and committee members agreed with that approach. Commissioner Fording moved to approve revised attachments B and C, with the exception of removing Vehicle Washer System Maintenance from the list of safety sensitive positions, and only revising dates on the affected attachments. Commissioner DeBone seconds. Motion carries unanimously. Plan for Goal Setting Ms. Friend summarized the COIC’s 2015 strategic planning process that resulted in 2015-2018 goals for the organization, which are currently underway. She is proposing to overview these and any additional goals at the next meeting to either have them approved or determine whether a new process should be established. Commissioner Fording suggested it’s logical to start with the process already done and work from there. The committee agreed and approved of Ms. Friend’s next steps. Legislative Concept Update Ms. Friend suggested providing the Board with a recap of work done to date for the proposed legislative change to ORS190. She provided the executive committee a background of COIC’s creation of the rural system and later acquisition of the Bend transit system, explaining that the transportation overview she will provide the Board will provide further detail. Ms. Friend then explained the background of the ORS190 concept and work done so far. Mr. Brick voiced his concern for the administrative capacity it would take if the system were patchworked together, 10 years from now, with various districts and taxes throughout the region. Ms. Friend replied the system is already patchworked and COIC currently maintains those administrative capabilities. Commissioner Fording suggested having one operator for the entire tri-county area makes for the best system. Chair Patrick provided history about Ms. Friend’s involvement in building the system to where it is now, and the reason it works so well for Central Oregon is because of that local control. Commissioner DeBone explained that currently Deschutes County is not in support of this bill, due to

Attachment A

COIC Executive Committee Minutes December 1, 2016 Page 2 of 2

several reservations of his own and others, adding that he thinks the legislature priority should be the transportation funding package. Additionally, he suggested that perhaps a payroll tax may be better suited for this purpose. Ms. Friend added that the proposed bill isn’t a tax measure, it’s a governance measure, and a payroll tax would need to go through legislature. Ms. Friend updated the committee on the March 1st hearing with the House Committee on Transportation Policy for House Bill 2745. Staffing update Ms. Friend updated the committee in regards to hiring a Transportation Manager. She also explained that the fiscal department has had duties re-distributed, centralizing the department, but assuring that departments each have financial expertise dedicated to them. House Bill 2782 Ms. Friend explained that Mr. Aycock will provide information about CEDS at the full Board meeting, including the list of projects that each community submitted as priority projects. COIC’s role in that is to help assist communities either gain funding or support to complete those projects. One of those projects comes from OSU-Cascades for campus expansion and they’ve requested a letter of support from the COIC Board, which Mr. Aycock will further explain at the meeting. Adjourn As there was no further business, the meeting adjourned at 5:17pm.

Attachment A

COIC Minutes March 2, 2017 Page 1 of 3

Central Oregon Intergovernmental Council Minutes for March 2, 2017

City of Redmond – Public Works Department

243 E. Antler Ave Redmond

COIC Board Members: Jerry Brummer, Crook County; Tony DeBone, Deschutes County; Wayne Fording, Jefferson County; Bartt Brick, Connie Briese, City of La Pine; City of Madras; John Chavez, City of Metolius; Gail Merritt, City of Prineville; Jay Patrick, City of Redmond; David Asson (alt), City of Sisters; Bruce Abernethy, Chris Bellusci, Lou Capozzi, Casey Kaiser, Jim Wilson, Appointed members. Guests: None. COIC Staff: Scott Aycock, Economic Development Manager; Kevin Bradley, Youth Programs Manager; Ann Delach, Adult Programs Manager; Karen Friend, Executive Director; Jim MacKinnon, Loans Department Manager; Laura Skundrick, Executive Assistant; Michelle Williams, Fiscal Services Administrator. Introductions Chair Patrick called the meeting to order at 5:30pm and introductions were made. Public Comment None. Consent Agenda Commissioner Brummer moved to approve the consent agenda.

a. Approval of Board Minutes of February 2, 2017 b. Financial Report, January 2017 c. Staff Report, February 2017 d. Cascades East Transit Monthly Management Report and Cascades East Ride Center Monthly Management Report,

January 2017 Mr. Abernethy seconded. Motion carried unanimously. Administrative Resolution #283 – Accepting Bus Passenger Shelters Ms. Friend informed the board that Salem Area Mass Transit District (SAMTD) is donating bus passenger shelters they no longer need but still have remaining useful lives according to Federal Transit Administration (FTA) guidelines. Ms. Friend stated these could be well utilized by COIC in ongoing efforts to upgrade high demand bus stops, and the needs are greater than what current funding supports. Ms. Friend referred to a handout with pictures of shelters similar to SAMTD donations and expressed she is in favor of accepting these shelters. Mr. Capozzi suggested that keeping potentially outdated shelters for another four to eight years is a long time, assuming that CET might want to present a more modern image in coming years and integrate new technologies. He then asked if COIC would be required to receive all 22 shelters? Ms. Friend replied that SAMTD has over 90 shelters available, separated into various “lots” and COIC would be receiving the newest of those, lots eight and nine. Chair Patrick agreed there are many bus stops that could benefit from shelters, and unless a large sum of money is expected for this purpose in the future, four to six years isn’t actually all that long, to which Mr. Wilson and Mr. Brick agreed. Mr. Capozzi asked where these shelters will be placed, and Ms. Friend assured the Transportation Planner is currently working on a bus stop prioritization plan, taking many different types of data into account and shelters will go to priority stops first. Commissioner Brummer and Mr. Bellusci advocated for receiving the shelters. Mr. Wilson asked how the shelters will be transported from Salem to Bend, and Ms. Friend stated COIC will pick them up. Ms. Briese moved to approve Resolution #283, for COIC to receive Salem Area Mass Transit District bus passenger shelters lots eight and nine. Mr. Bellusci seconds. Motion carries unanimously.

Resolution #284 – Approve Bank Signers

Attachment B


Ms. Friend outlined this resolution, modifying COIC bank signers at Bank of the Cascades to represent changes of staff and board members. Authorized signers would include three staff members and three Board members, including Commissioner DeBone, Commissioner Fording and Chair Patrick, any two of which will be able to approve a check. Mr. Wilson moves to approve Resolution #284. Commissioner Brummer seconded. Motion carries unanimously.

Adopt Transit Asset Management Performance Targets Ms. Friend explained the many federal requirements involved when operating a transit system. One new requirement is to establish a Transit Asset Management Plan, which assures the safety and security of capital assets such as buses and facilities. Due to the size of the COIC transportation system, there is opportunity to create a customized plan, or to be included in the state plan. Ms. Friend advocated for inclusion with the state plan, and summarized attachment G which provides reasoning as to why. Ms. Friend explained that currently the only deadline set is to establish plan performance targets, also listed in attachment G. Mr. Capozzi asked about implications with standards not met, Ms. Friend replied the consequence is receiving a finding, being given a period of time to get into compliance. Mr. Brick asked if these standards put any pressure on capital budget, and Ms. Friend explained it will not because these standards are currently already being met. Commissioner Fording move to adopt the Transit Asset Management Performance Targets, Mr. Wilson seconded. Motion carries unanimously. Board Member Orientation Part II Ms. Friend reminded the Board that last month’s meeting orientation had overviewed Youth and Adult Employment and Training Programs, as well as the Loans Department. Ms. Friend then introduced Mr. Aycock, who presented an overview of the Community and Economic Development Department. Mr. Capozzi asked how new projects get identified, and Mr. Aycock answered there’s typically a project solicitation process, the largest of those being the Comprehensive Economic Development Strategy (CEDS). Projects can also arise as the result of a phone call or other discussions and meetings. The Transportation overview was postponed until the next Board meeting, as requested by Board members due to time constraints. Program Updates CEDS: Adopt Regional Project List Mr. Aycock first noted a revision to attachment H, page 14, listed within project name “OSU Cascades Campus Expansion: Academic Building 2”. Total secured funding should be listed $10,000,000 with a funding gap of $39,000,000. Another revision to project “OSU Cascades Campus Expansion: Student Success Center” with total project cost reduced to $15,000,000, secured funding of $5,000,000, resulting in a funding gap of $10,000,000. Mr. Aycock summarized the background of CEDS and its process of working with cities, counties and organizations determining priority projects in their respective communities around the region. Mr. Aycock provided a handout summarizing these projects, overviewing how they relate to priority regional issues and strategies, how they rank on the priority list, and their varying levels of project readiness. Commissioner DeBone asked which external agencies look for this list, and Mr. Aycock stated that the Economic Development District requires this list and will not fund projects unless they are on the CEDS. He then described the steps that take place once the CEDS is adopted and how funders, organizations and foundations will access and use the CEDS. Mr. Aycock requested the Board adopt this plan with the previously noted amendments to the two OSU-Cascades projects. Mr. Brick asked how COIC prioritizes which projects it works on, and Mr. Aycock explained that COIC has budgeted for dedicated staff time for work on one project per each city and county over the next 18-24 months. Projects are prioritized by which ones COIC is best suited to help with, some more easily attainable than others. Mr. Wilson moved to adopt the Regional Project List into the CEDS. Mr. Abernethy seconded. Motion carries unanimously. Mr. Aycock described an additional request in conjunction with the CEDS priority projects from OSU-Cascades, all relating to campus expansion, totaling $69.5 million. Mr. Aycock explained proposed House Bill 2782, which requests legislature support the expansion with a bond. OSU-Cascades is requesting a COIC Board letter of support in favor or HB2782, and he summarized the bill. Mr. Aycock added that given the high speed of the legislative process, this was unfortunately a last minute addition to the meeting, and it’s unclear whether this needs signature tonight or can wait. Mr. Wilson asked about the extent of this commitment, and Mr. Aycock answered this letter would be the commitment. Mr. Asson and Mr. Abernethy both expressed support in favor of signing the letter tonight. Commissioner DeBone asked if the bond would come out of

Attachment B


general obligation funds, which Mr. Aycock confirmed. No more discussion. Mr. Capozzi moved to approve COIC Board signing the letter of support for HB2782, Mr. Wilson seconded. Motion carries unanimously. CET Legislative Governance Concept Ms. Friend provided a brief background of the regional transportation system, explaining how funding was pieced together when the system was first forming, in order to support the system that COIC had been approached to create. Currently, the system is still funded that same way, which is unlike others with a tax base providing more stable and sustainable funding. Ms. Friend summarized a time in 2012 when funding was decreased, resulting in service cutbacks and causing the COIC Board to prioritize the pursuit of stabilized funding. Ms. Friend explained that a committee was formed to look at governance and funding and as a result of that there was a detailed look into ORS 190.083, which allows ORS 190 entities to levy property taxes for transportation facilities. COIC staff was directed to determine whether transportation operations were included or if the language could be revised to include them. After determining that the law was less than clear, staff was directed to develop a concept to revise the law and assure clarity in the use of funding to include transit operations in the ORS. The concept was supported by all Cities and Counties and the current proposal of HB2475 is a direct result of that process. Mr. Capozzi asked in hypothetical, if in the future, a city votes in support of this tax - is the city given control of how money is spent? Ms. Friend explained that zones would be created which aren’t necessarily cities, but that the COIC Board manages the money based on recommendations or resolutions from cities, which is how it is currently. Ms. Friend added that this would also protect cities that aren’t ready for this tax, and she explained how. Ms. Friend then overviewed work done to date and partners involved in the process, then detailed the March 1 hearing with the House Committee on Transportation Policy. Executive Director Report Ms. Friend informed the board that interviews are currently taking place for Transportation Manager. Commissioner DeBone inquired about the Board member application process, and Ms. Friend overviewed the requirements of the bylaws. In previous years, the counties had asked COIC to vet candidates and approach the Board with recommendations, then the respective counties are responsible for official appointments. Regional Round Table None.

Other Business/Announcements None. Adjourn Chair Patrick adjourned the meeting at 7:17pm.

Attachment B

CENTRAL OREGON PAGE 1INTERGOVERNMENTAL COUNCIL

FISCAL YEAR2016-2017

BOARD APPROVED

BUDGETPRORATED

BUDGETYEAR TO DATE

REVENUE

$ VARIANCE OF

PRORATED BUDGET

% VARIANCE OF

PRORATED BUDGET

(Beginning Balance) FY 16-17 66.67% 2/28/2017 YTD YTDNet Working Capital 1,508,598 1,568,249 59,651 103.95% Job Training Reserves $208,922 Transportation $910,810 Ec. Dev. Planning $57,288 Ec. Dev. Loans $391,229

Charges for Services EDA Round 1 Fund 15,621 10,414 12,721 2,307 122.15% EDA Round 2 Fund 31,522 21,015 25,506 4,491 121.37% EDA Round 3 Fund 41,042 27,361 28,213 852 103.11% Local Job Creation Fund 2,818 1,879 2,055 176 109.37% Or. Business Development Corp. 236,108 157,405 154,384 (3,021) 98.08% USDA/Intermediary Relending RLF 67,828 45,219 46,304 1,085 102.40%

Grants/Contracts With Other Agencies State Government

DHS 2,762,045 1,841,363 1,655,681 (185,683) 89.92% *1 Pacific Source CCO Contract 3,999,911 2,666,607 2,461,661 (204,946) 92.31% *5 OR Department of Transportation 2,697,672 1,798,448 1,322,893 (475,555) 73.56% *1 OR Dept of Forestry 7,000 4,667 1,712 (2,955) 36.68% Oregon Youth Conservation Corp 10,200 6,800 26,237 19,437 385.84%

Local Government Deschutes County 766,031 510,687 606,299 95,612 118.72% *11 Jefferson County 185,513 123,675 147,087 23,412 118.93% *11 Crook County 175,432 116,955 166,619 49,664 142.46% *11 City of Bend 1,802,935 1,201,957 1,732,948 530,992 144.18% *11 Other Local Government 863,886 575,924 845,977 270,053 146.89% *11 School District Income 1,450,000 966,667 772,707 (193,960) 79.94% *2

Federal Government EDA 75,000 50,000 37,500 (12,500) 75.00% US Dept of Agriculture 258,300 172,200 184,303 12,103 107.03% US Dept of Transportation 2,075,661 1,383,774 876,018 (507,756) 63.31% *1

ECWIB WIOA - Adult 1B 576,500 384,333 441,186 56,853 114.79% WIOA - Youth 1B 698,830 465,887 514,619 48,733 110.46% WIOA - Dislocated Worker 913,744 609,163 555,734 (53,428) 91.23% *4

Misc. Foundations/Non-profits 364,806 243,204 179,834 (63,370) 73.94%

Use of Money & Fees Interest on Investments 16,700 11,133 9,751 (1,382) 87.59%

Other Misc. Job Training/Project Income 219,874 146,583 16,500 (130,083) 11.26% *3 Charges for Services 639,675 426,450 224,147 (202,303) 52.56% Misc. Transportation 226,083 150,722 114,751 (35,971) 76.13% Bus Fares 861,548 574,365 886,804 312,438 154.40% Rent Income 191,914 127,943 124,022 (3,921) 96.94%TOTAL RESOURCES 23,742,797 15,828,531 15,742,425 (86,107) 99.46%

GENERAL FUND RESOURCESFeb-17

Attachment C

CENTRAL OREGON PAGE 2INTERGOVERNMENTAL COUNCIL


BOARD APPROVED

BUDGET PRORATED

BUDGET YEAR TO DATE EXPENDITURES

$ VARIANCE OF

PRORATED BUDGET

% VARIANCE OF

PRORATED BUDGET

FY 16-17 66.67% 2/28/2017 YTD YTDPersonal Services Executive Director 114,450 76,300 90,216 13,916 118.24%

Senior Management Team Deputy Director 106,626 71,084 0 (71,084) 0.00% Loan Manager 103,968 69,312 71,440 2,128 103.07% Community & Econ Dev Manager 81,599 54,399 53,918 (481) 99.12% Program Managers - E & T 185,518 123,679 129,772 6,093 104.93% Fiscal & Administrative Manager 88,269 58,846 21,975 (36,871) 37.34% *10 Human Resources Manager 71,775 47,850 50,057 2,207 104.61%

Program Facilitators Program Administrators - E.D. 109,109 72,739 76,158 3,419 104.70% Program Administrators - Transportation 364,415 242,943 218,418 (24,525) 89.91% Loan Officer 79,252 52,835 50,104 (2,731) 94.83%

Program Staff Employment Counselors 1,166,527 777,685 762,902 (14,782) 98.10% Staff Accountant 31,542 21,028 29,285 8,257 139.27% *12 Senior Accountant 15,902 10,601 (10,601) 0.00% *12 Accounting Coordinator 70,906 47,271 53,068 5,797 112.26% Human Resource Coordinator 61,752 41,168 43,031 1,863 104.53% Administrative Assistant 32,317 21,545 18,528 (3,017) 86.00% Executive Assistant 44,724 29,816 30,448 632 102.12% Classroom Instructors - Lead 125,007 83,338 79,224 (4,114) 95.06% Adult Records Coordinator 46,476 30,984 0 (30,984) 0.00% Classroom Instructors - Lead 356,520 237,680 225,480 (12,200) 94.87% Classroom Aide 10,000 6,667 2,915 (3,752) 43.72% Senior Transit Planner 55,021 36,681 35,751 (929) 97.47% Program Planner - E&T 64,584 43,056 16,031 (27,025) 37.23% CET Operations Manager 60,113 40,075 39,260 (815) 97.97% Program Coordinators - E&T 141,824 94,549 40,745 (53,805) 43.09% Program Coordinator - ED 42,153 28,102 24,085 (4,017) 85.71% CET Dispatch Supervisor 45,396 30,264 26,583 (3,681) 87.84% Transit Field Supervisor--Bend 45,396 30,264 31,364 1,100 103.63% CET Policy & Services Administrator 44,587 29,725 10,544 (19,181) 35.47% Outreach and Engagement Coordinator 61,020 40,680 41,619 939 102.31%

Technical Support Network Administrator 50,338 33,559 50,054 16,495 149.15% Program Assistants - E&T 169,359 112,906 125,471 12,565 111.13% Program Assistants - E&T 161,642 107,761 75,237 (32,524) 69.82% Payroll Specialist 40,154 26,769 27,823 1,053 103.94% Loan Servicing Clerk 25,784 17,189 7,380 (9,810) 42.93% IT Manager 56,660 37,773 40,935 3,162 108.37%

Support Customer Service Reps 830,609 553,739 503,368 (50,371) 90.90% Drivers 564,713 376,475 436,462 59,987 115.93% Vehicle Washers 88,096 58,731 54,184 (4,546) 92.26% Clerical Receptionist E&T 27,870 18,580 29,321 10,741 157.81% *13 Bus Mechanics 68,027 45,351 50,645 5,294 111.67%

Temporary Summer Crew Leaders 11,772 7,848 13,736 5,888 175.03% *14 ***SUB-TOTAL*** 5,921,772 3,947,848 3,687,539 (260,309) 93.41%

Payroll Expense Medical/Life/Dental Insurance & LTD 2,296,578 1,531,052 1,304,777 (226,275) 85.22% Public Employes Retirement 902,749 601,833 512,344 (89,488) 85.13% F. I. C. A. 437,468 291,645 268,892 (22,753) 92.20% Workers Compensation 114,936 76,624 63,911 (12,713) 83.41% Unemployment Insurance 127,286 84,857 77,394 (7,463) 91.20%TOTAL PERSONAL SERVICES 9,800,789 6,533,859 5,914,858 (619,002) 90.53% *12

GENERAL FUND EXPENDITURES

Attachment C

PAGE 3CENTRAL OREGON

INTERGOVERNMENTAL COUNCILFISCAL YEAR2016-2017

BOARD APPROVED

BUDGET PRORATED


$ VARIANCE OF

PRORATED BUDGET

% VARIANCE OF

PRORATED BUDGET

FY 16-17 66.67% 2/28/2017 YTD YTDMaterials and Services

Rent 489,343 326,229 376,601 50,373 115.44% *15 Telephone 131,766 87,844 90,171 2,327 102.65% Utilities/Janitorial 256,756 171,171 159,865 (11,306) 93.39%

Supplies/Printing School District/ Crews 4,198 2,799 1,789 (1,010) 63.91% General Supplies 276,294 184,196 88,785 (95,411) 48.20% Furnishings & Equipment 161,344 107,563 21,626 (85,936) 20.11% Printing 34,629 23,086 13,826 (9,260) 59.89% Postage 15,279 10,186 9,182 (1,004) 90.14% Subscriptions 3,578 2,385 1,630 (755) 68.35% Fees/Dues 190,528 127,019 177,007 49,988 139.35% *16 Advertising 5,027 3,351 6,169 2,818 184.08% *6 Office Equipment Lease Expense 7,935 5,290 6,127 837 115.81%

Repair and Maintenance Office Equipment 10,757 7,171 6,315 (856) 88.06% Vehicles 319,124 212,749 164,787 (47,962) 77.46% Other 31,546 21,031 48,075 27,044 228.59% *8 Insurance 122,617 81,745 80,953 (791) 99.03% Services Legal 20,368 13,579 10,323 (3,256) 76.02% Auditing 36,640 24,427 13,686 (10,741) 56.03% Security Services 48,757 32,505 28,614 (3,891) 88.03%

Consulting Computer Network 62,575 41,717 0 (41,717) 0.00% Telephone Systems 4,897 3,265 14,260 10,996 436.81% *9 Contracting 4,975,416 3,316,944 3,110,847 (206,097) 93.79% Pass Through 233,022 155,348 41,347 (114,001) 26.62% Drug Testing 5,032 3,355 2,150 (1,205) 64.09%

Training/Travel Operational 104,678 69,785 56,830 (12,956) 81.43% Staff Training/Education 8,404 5,603 4,932 (671) 88.03% Employee Bus Pass 12,453 8,302 6,422 (1,880) 77.35% Crew Travel 32,701 21,801 8,307 (13,493) 38.11% Fuel Expense - Transportation 368,451 245,634 228,971 (16,663) 93.22%

Cost of Goods Sold Hawthorne Market 84,486 56,324 42,333 (13,991) 75.16% ***SUB-TOTAL*** 8,058,601 5,372,401 4,821,931 (550,470) 89.75%

Job Training/Services Client

WIOA 521,179 347,453 349,175 1,722 100.50% School Districts/Crews 47,200 31,467 13,497 (17,970) 42.89% DHS 76,000 50,667 31,703 (18,964) 62.57%

TOTAL MATERIALS AND SERVICES 8,702,980 5,801,987 5,216,305 (585,682) 89.91%


Attachment C

PAGE 4CENTRAL OREGON

INTERGOVERNMENTAL COUNCILFISCAL YEAR2016-2017

BOARD APPROVED

BUDGET PRORATED


$ VARIANCE OF

PRORATED BUDGET

% VARIANCE OF

PRORATED BUDGET

FY 16-17 66.67% 2/28/2017 YTD YTDCapital Outlay

Equipment Computer 5,500 3,667 5,317 1,651 145.02% Furnishings & Equipment 81,500 54,333 6,587 (47,746) 12.12% Vehicles 1,635,000 1,090,000 225,107 (864,893) 20.65% Leasehold Improvements 310,000 206,667 199,060 (7,607) 96.32% Real Property 1,489,814 993,209 790,220 (202,989) 79.56% *7 Proceeds from Sale of Capital 0 -22,225 No Budget No Budget

TOTAL CAPITAL OUTLAY 3,521,814 2,347,876 1,204,067 (1,143,809) 51.28%

Debt Service

Principal 98,210 65,473 34,672 (30,801) 52.96% Interest 41,714 27,809 28,851 1,042 103.75%

TOTAL DEBT SERVICE 139,924 93,283 63,523 (29,759) 68.10%

EXPENDITURES BEFORE CONTINGENCY 22,165,507 14,777,005 12,398,752 (2,378,252) 83.91%

Transferred to Other Funds

Operating Contingency 1,577,287 1,051,525 0 (1,051,525) 0.00%

TOTAL TRANSFERS & CONTINGENCY 1,577,287 1,051,525 0 (1,051,525) 0.00%

Unappropriated Ending Balance

TOTAL GENERAL FUND EXPENDITURES 23,742,794 15,828,529 12,398,752 (3,429,777) 78.33%


Attachment C

PAGE 5

For the Fiscal Period Ending 2/28/2017

GENERAL FUND RESOURCES LINE ITEM Notation

US Department of Transportation, Oregon Youth Conservation Corp, ODOT, Oregon Department of Forestry, DHS, AGORA

*1

School District Income *2 Expenses are reimbursed on a monthly basis beginning with the start of the 2016-2017 school year. Change in contract with Redmond School District, resulted in reduced scope of work.

Misc. Job Training/Project Income *3 Expenses are reimbursed on a project by project basis beginning fall/winter 2016-2017.

WIOA/ECWIB *4 Expenses are reimbursed on a monthly basis. WIOA Dislocated Worker line item was overstated in the original budget. Changes to these budget items will be addressed in the Supplemental Budget.

Pacific Source CCO Contract *5 Number of eligible clients has been decreasing.

Advertising *6 Recruitment expense for new executive positions and incurring advertisement expenses from craiglist for vacant positions.

Real Property *7 Kalama Property purchase for the new Redmond Hub.

Other *8 Bear Creek lighting remodel & Madras Remodel, increase in this expenditure line will be off set by savings through lower utilities.

Telephone Systems *9 Fiber Line Installation at CET La Pine Office

Fiscal & Administrative Manager *10 This position has been vacant for about six months, has been filled as of 1/3/2017.

Deschutes County, Jefferson County, Crook County, City of Bend, Other Local Governments

*11 Recognizing deferred revenue to support expansion projects.

Staff Accountant/ Senior Accountant, Total Personal Services Budget

*12 These positions should have been combinded on the original budget. There has been a staff re-organization, however in total COIC is within the orginal personal services budget.

Clerical Receptionist E&T *13 COIC hired another full time staff for the Madras Office.

Summer Crew Leaders *14 This program is completed for the fiscal year 16-17.

Rent *15 COIC added a new transportation location in La Pine in the 2nd quarter of the 16-17 fiscal year. Region 10 Youth Program had to pay double rent for two locations in Redmond during the first part of the fiscal year 16/17.

Fees & Dues *16 Network security & assessment done earlier in 16-17 fiscal year, this expense was not included in original budget, and will be addressed in the supplemental budget.

Capital Outlay *17 Redmond Classroom Remodel, which was not included in the original budget.

Actual to Budget Variance Notations / Explanations

Explanation

Expenses are reimbursed on a monthly or quarterly basis.

Attachment C

CENTRAL OREGON PAGE 6INTERGOVERNMENTAL COUNCILGENERAL FUND EXPENDITURES

BY CATEGORYFISCAL YEAR2016-2017

TOTALPRORATED CASH CASH CASH CASH

BUDGET BUDGET EXPENSES EXPENSES EXPENSES EXPENSESFY 16-17 66.67% 2/28/2017 JOB TRNG. EC.DEV. TRANSIT

Personal Services

Salaries 5,921,772 3,947,848 3,687,539 1,565,762 342,637 1,779,139 Fringe Benefits 3,879,017 2,586,011 2,227,319 918,793 177,141 1,131,385 TOTAL PERSONAL SERVICES 9,800,789 6,533,859 5,914,858 2,484,555 519,778 2,910,524

Materials and Services

Office Support 1,373,187 915,458 769,603 452,205 49,169 268,229 Fees/Advertising 203,490 135,660 183,176 13,755 10,329 159,091 Repairs and Maintenance 361,427 240,951 219,177 20,930 1,053 197,194 Insurance 122,617 81,745 80,953 12,876 1,976 66,101 Professional Services 5,386,707 3,591,138 3,221,227 23,682 118,585 3,078,961 Travel/Training (Bus Fuel) 526,687 351,125 305,462 53,404 8,234 243,824 COGS Market 84,486 56,324 42,333 0 0 42,333 Client Services 644,379 429,586 394,374 394,374 0 0 TOTAL MATERIALS AND SERVICES 8,702,980 5,801,987 5,216,305 971,226 189,346 4,055,733

Capital Outlay

Equipment Computer 5,500 3,667 5,317 0 0 5,317 Software 0 0 0 0 Furnishings & Equipment 81,500 54,333 6,587 0 0 6,587 Vehicles 1,635,000 1,090,000 225,107 0 0 225,107 Leasehold Improvements 310,000 206,667 199,060 36,559 0 162,501 Real Property 1,489,814 993,209 790,220 0 0 790,220 Proceeds from Sale of Capital 0 0 (22,225) 0 0 (22,225)

TOTAL CAPITAL OUTLAY 3,521,814 2,347,876 1,204,067 36,559 0 1,167,508

Debt Service

Principal 98,210 65,473 34,672 0 0 0 Interest 41,714 27,809 28,851 0 0 0

TOTAL DEBT SERVICE 139,924 93,283 63,523 0 0 0

Transferred to Other Funds Operating Contingency 1,577,287 1,051,525 0 0 0 0

TOTAL TRANSFERS & CONTINGENCY 1,577,287 1,051,525 0 0 0 0

Unappropriated Ending Balance

TOTAL SUMMARY 23,742,794 15,828,529 12,398,752 3,492,340 709,124 8,133,765

2/28/2017FOR THE PERIOD ENDING

Attachment C

CENTRAL OREGON PAGE 7INTERGOVERNMENTAL COUNCIL SUPPLEMENTAL REPORT


BOARD APPROVED

BUDGET PRORATED

BUDGET YEAR TO

DATE ACUTAL

$ VARIANCE OF PRORATED

BUDGET

% VARIANCE

OF PRORATED

BUDGET ***RESOURCES*** FY 16-17 66.67% 2/28/2017 YTD YTDBeginning Fund Balance 446,133 448,517 448,517 100.53%Charges for Services Revolving Loan Funds

Program Income EDA Round 1 Fund 15,621 10,414 12,721 2,307 122.15% EDA Round 2 Fund 31,522 21,015 25,506 4,491 121.37% EDA Round 3 Fund 41,042 27,361 28,213 852 103.11% Local Job Creation Fund 2,818 1,879 2,055 176 109.37% OR Business Development Corp. 236,108 157,405 106,770 (50,636) 67.83% USDA/Intermediary Relending RLF 67,828 45,219 46,304 1,085 102.40%

Contracts with Other Agencies Deschutes County 15,823 10,549 15,245 4,697 144.52% Jefferson County 27,513 18,342 22,558 4,216 122.98% Crook County 5,432 3,621 48,803 45,182 1347.67% City of Bend 61,306 40,871 60,356 19,485 147.68% Other Local Government 14,346 9,564 12,878 3,314 134.65%

Grants from Other Agencies

Federal Government EDA 75,000 50,000 37,500 (12,500) 75.00% US Dept of Agriculture 258,300 172,200 84,477 (87,723) 49.06%

State of Oregon Department of Transportation 75,204 50,136 5,788 (44,348) 11.54% *1 Oregon AGORA 22,500 15,000 0 (15,000) 0.00% *1 Oregon Department of Forestry 7,000 4,667 1,712 (2,955) 36.68% *1Meyer Memorial Trust 178,000 118,667 163,287 44,621 137.60%Ford Family Foundation 16,408 10,939 16,547 5,608 151.27%Misc. 92,528 61,685 127,071 65,386 206.00%High Desert Food & Farm Allicance 6,760 4,507 0 (4,507) 0.00% *1Nature Conservancy 10,000 6,667 0 (6,667) 0.00% *1LLI 1,110 740 0 (740) 0.00% *1Interest on Investments 3,085 2,057 2,789 732 135.60%Deferred 2015-2016 Jursisdictional Dues 0 26,497 No Budget No Budget

TOTAL CURRENT FISCAL YEAR 1,265,254 843,503 847,077 3,574 100.42%

TOTAL RESOURCES 1,711,387 1,140,925 1,295,594 154,669 113.56%

***EXPENDITURES*** Personal Services 882,277 588,185 519,778 (68,407) 88.37%Materials & Services 379,893 253,262 189,346 (63,916) 74.76% TOTAL PERSONAL, MATERIALS & SERVICES, CAPITAL OUTLAY 1,262,170 841,447 709,124 (132,323) 84.27% Operating Contingency 449,218 299,479 0 (299,479) 0.00% TOTAL EXPENDITURES 1,711,388 1,140,925 709,124 (431,802) 62.15%

ECONOMIC DEVELOPMENT ACTIVITIES

Attachment C

CENTRAL OREGON PAGE 8INTERGOVERNMENTAL COUNCIL SUPPLEMENTAL REPORT


BOARD APPROVED

BUDGET PRORATED

BUDGET YEAR TO

DATE ACTUAL


BUDGET

% VARIANCE

OF PRORATED

BUDGET ***RESOURCES*** FY 16-17 66.67% 2/28/2017 YTD YTDBeginning Fund Balance 751,521 910,810 159,289 121.20%

Grants/Contracts with Other Agencies

State of Oregon Department of Human Services 1,068,294 712,196 671,670 (40,526) 94.31% Department of Transportation 2,622,468 1,748,312 755,020 (993,292) 43.19% *1

County and Local Government

Deschutes County 750,208 500,139 591,054 90,915 118.18% Jefferson County 158,000 105,333 124,530 19,196 118.22% Crook County 170,000 113,333 117,816 4,482 103.95% City of Bend 1,741,629 1,161,086 1,672,593 511,507 144.05% Other Local Government 849,540 566,360 833,099 266,739 147.10%

Federal Government

US Dept of Transportation 2,075,661 1,383,774 876,018 (507,756) 63.31% *1

Central Oregon Council on Aging 60,000 40,000 114,751 74,751 286.88%Use of Money & Fees

Interest on Investments 11,075 7,383 5,663 (1,720) 76.71%Pacific Source CCO 3,999,911 2,666,607 2,461,661 (204,946) 92.31%Misc. Transportation 226,083 150,722 0 (150,722) 0.00% *1Bus Fares 861,548 574,365 886,804 312,438 154.40%Charges for Services 639,675 426,450 632,664 206,214 148.36%

TOTAL CURRENT FISCAL YEAR 15,234,092 10,156,061 9,743,342 (412,720) 95.94%

TOTAL RESOURCES 15,985,613 10,657,075 10,654,152 (2,924) 99.97%

***EXPENDITURES*** Personal Services 4,818,055 3,212,037 2,910,524 (301,512) 90.61%Materials & Services 6,883,148 4,588,765 4,055,733 (533,032) 88.38%Capital Outlay 3,521,814 2,347,876 1,167,508 (1,180,368) 49.73% TOTAL PERSONAL, MATERIALS & SERVICES, CAPITAL OUTLAY 15,223,017 10,148,678 8,133,765 (2,014,913) 80.15% Operating Contingency 762,596 508,397 0 (508,397) 0.00% TOTAL EXPENDITURES 15,985,613 10,657,075 8,133,765 (2,523,310) 76.32%

TRANSPORTATION ACTIVITIES

Attachment C

CENTRAL OREGON SUPPLEMENTAL REPORT PAGE 9INTERGOVERNMENTAL COUNCIL


RESOURCES

BOARD APPROVED

BUDGET PRORATED

BUDGET YEAR TO DATE

ACTUAL

$ VARIANCE OF

PRORATED BUDGET

% VARIANCE

OF PRORATED

BUDGET FY 16-17 66.67% 2/28/2017 YTD YTD

***RESOURCES***Beginning Fund Balance 310,943 208,922 (102,021) 67.19%

Contracts with Other Agencies State Government

DHS 1,671,251 1,114,167 984,011 (130,157) 88.32% *1 School District Income 1,450,000 966,667 772,707 (193,960) 79.94% *2 Oregon Youth & Conservation Corp 10,200 6,800 26,237 19,437 385.84% *1

ECWIB WIOA - Adult 1B 576,500 384,333 441,186 56,853 114.79% WIOA - Youth 1B 698,830 465,887 514,619 48,733 110.46% WIOA - Dislocated Worker 913,744 609,163 555,734 (53,428) 91.23% *4 & *1

Use of Money & Fees Interest on Investments 2,540 1,693 1,299 (394) 76.72%

Other Program Income

Misc. Income/Projects 219,874 146,583 116,326 (30,256) 79.36%

TOTAL CURRENT FISCAL YEAR 5,542,939 3,695,293 3,412,120 (283,173) 92.34%

TOTAL RESOURCES 5,853,882 3,902,588 3,621,042 (281,546) 92.79%

***EXPENDITURES*** Personal Services 4,100,460 2,733,640 2,484,555 (249,085) 90.89%Materials & Services 1,439,939 959,959 971,226 11,267 101.17%Capital Outlay 0 0 36,559 No Budget No Budget *17Debt Service 0 0 0.00%

TOTAL PERSONAL, MATERIALS & SERVICES, CAPITAL OUTLAY 5,540,399 3,693,599 3,492,340 (201,259) 94.55%

Operating Contingency 313,483 208,989 0 (208,989) 0.00%

TOTAL EXPENDITURES 5,853,882 3,902,588 3,492,340 (410,248) 89.49%

JOB TRAINING ACTIVITIES

Attachment C

Appendix C

PAGE 10

SPECIAL REVENUE FUNDS

BOARD APPROVED

BUDGET PRORATED

BUDGET YEAR TO DATE


BUDGET

% VARIANCE

OF PRORATED

BUDGET FY 16-17 66.67% 2/28/2017 YTD YTD

Beginning Fund Balance 1,176,489.00 1,176,489.00 - 100.00%

Resources Revolving loan collections 194,802.00 129,868.00 151,972.08 22,104 117.02% Principal write-off 0.00 0.00 0.00 No Budget No Budget Loan Packaging/Servicing 9,841.00 6,560.67 2,293.94 (4,267) 34.97% Interest on revolving loans 207,069.00 138,046.00 120,629.12 (17,417) 87.38% Interest on investments 5,074.00 3,382.67 4,558.05 1,175 134.75%

Total Resources 1,593,275.00 1,062,183.33 1,455,942.19 393,759 137.1%

Requirements Contract Services 158,831.00 105,887.33 114,799.36 8,912 108.42% Project Advances 0.00 0.00 0.00 No Budget No Budget Business loans 538,000.00 358,666.67 102,500.00 (256,167) 28.58% Interest on COIC Loans 11,883.00 7,922.00 7,953.39 31 100.40% Principal Repayment 97,299.00 64,866.00 0.00 (64,866) 0.00% Operating contingency 787,262.00 524,841.33 0.00 (524,841) 0.00%

Total Requirements 1,593,275.00 1,062,183.33 225,252.75 (836,931) 21.21%

Ending Fund Balance $0.00 $0.00 $1,230,689.44 No Budget No Budget

CENTRAL OREGON INTERGOVERNMENTAL COUNCILFISCAL YEAR2016-2017

Attachment C

Page 11

Capacity Fund Balance as of

PRIOR YEAR CARRY FORWARD 6,500.67

CURRENT YEAR CONTRIBUTIONS

Deschutes County 13,513.32 Jefferson County 3,284.41 Crook County 2,730.20 City of Culver 325.52 City of Prineville 2,189.99 City of La Pine 389.70 City of Metolius 165.68 City of Sisters 532.04 City of Madras 1,461.94 City of Redmond 6,312.13 City of Bend 19,095.07

TOTAL FY16-17 CONTRIBUTIONS 50,000.00

TOTAL FUNDS AVAILABLE FY16-17 56,500.67

BOARD MTG

FY 16-17 EXPENDITURES NOTES DATE APPRVDFoodCorps Program $3,125.00 08/04/2016Lobbying Services for ORS 190 $5,000.00 08/04/2016Political Consultant Support $2,000.00 09/01/2016City/County Needs $10,000.00 10/06/2016Staff Activities Legislative Session $5,000.00 11/03/2016

TOTAL FY16-17 EXPENDITURES 25,125.00

PROJECTED FUND BALANCE AT 31,375.67

YEAR END

CAPACITY FUND CONSIDERATIONS OTHER CRITERIA

The proposed project is appropriate for COIC Creates economies of scale

The project falls within the scope of the COIC purpose statements

Leverages additional resources

The project is of regional significance Supports regional coordination

CENTRAL OREGON INTERGOVERNMENTAL COUNCILECONOMIC DEVELOPMENT JURISDICTIONAL DUES ACTIVITY

February 28, 2017

Attachment C

PAGE 12

BUILDING FUNDS

BOARD APPROVED

BUDGET PRORATED

BUDGET YEAR TO

DATE

$ VARIANCE OF

PRORATED BUDGET

% VARIANCE

OF PRORATED

BUDGET FY 16-17 66.67% 2/28/2017 YTD YTD

Beginning Fund Balance $315,251.00 $167,860.15 (147,391) 53.25%

ResourcesRental Income 185,936.00 123,957.33 124,022.00 65 100.05%

Total Resources 501,187.00 334,124.67 291,882.15 (42,243) 87.36%

Debt ServicePrincipal Payments 98,210.00 65,473.33 61,980.41 (3,493) 94.67%Interest Expense 41,714.00 27,809.33 28,851.19 1,042 103.75%Operating Contingency 361,263.00 240,842.00 0.00 (240,842) 0.00%

Total Debt Service 501,187.00 334,124.67 90,831.60 (243,293) 27.18%

Ending Fund Balance $0.00 $0.00 $201,050.55 No Budget No Budget

CENTRAL OREGON INTERGOVERNMENTAL COUNCILFISCAL YEAR2016-2017

Attachment C

CENTRAL OREGON INTERGOVERNMENTAL COUNCIL

FUND TO DATE

JULY 1, 2016 ‐ FEBRUARY 28, 2017

PORTFOLIO STATEMENT COIC ROUND #1

7/1/2016 SOURCES USES 2/28/2017

BEGINNING OF FUNDS: OF FUNDS: ENDING

BALANCE 2/28/2017 2/28/2017 BALANCE

.

CASH AVAILABLE 179,282.67

Prior Year Interest Receivable 783.53

Prior Year Fees Receivable 0.00

Principal Repayment 24,563.16

Repayment Interest 12,281.53

Penalty/Loan Fees Income 1,582.11

Invested Interest Income 952.98

Charges for Services 12,721.08

Notes Transferred From Other Funds

Notes Transferred To Other Funds

Loans Advanced 102,500.00

179,282.67 40,163.31 115,221.08 104,224.90

7/1/2016 2/28/2017

NOTES RECEIVABLE Beginning Principal Principal Ending Interest Fees/

Balance Advances Repayment Balance Payments Penalties

LOHA Investments dba Marshall's Auto 16,959.72 999.45 15,960.27 675.35 21.20

Jay T's Hair Parlor 22,253.51 1,990.24 20,263.27 1,209.76 0.00

Primal Cuts Meat Market, LLC 40,560.07 11,069.50 29,490.57 1,897.22 0.00

Cascade Rack, LLC 121,991.86 7,724.38 114,267.48 5,955.62 0.00

Vintage Cottage 28,481.01 2,139.70 26,341.31 1,581.85 23.41

Stringham Investments, LLC 102,500.00 639.89 101,860.11 1,745.26 1,537.50

TOTAL 230,246.17 102,500.00 24,563.16 308,183.01 13,065.06 1,582.11

7/1/2016 2/28/2017

RECEIVABLES Beginning Ending

Balance Increases Decreases Write‐Off Balance

Interest 783.53 783.53 0.00

Late & Loan Fees 0.00 0.00 0.00

TOTAL 783.53 0.00 783.53 0.00 0.00

PORTFOLIO BALANCE 410,312.37 412,407.91

Loans Approved Not Disbursed:

0.00

COIC Loan Portfolio Reports 040617.xlsx

Attachment C


FUND TO DATE

JULY 1, 2016 ‐ FEBRUARY 28, 2017


7/1/2016 SOURCES USES 2/28/2017




Prior Year Interest Receivable 2,813.34




Penalty/Loan Fees Income 176.75





Loans Advanced

43,722.48 82,255.06 25,506.16 100,471.38

7/1/2016 2/28/2017



Barnes dba Gone Fishing 22,826.02 5,820.61 17,005.41 1,002.64 176.75

Anthony & Trina Baker 28,048.83 28,048.83 0.00 879.49 0.00

ILA Grace dba Dana Signs 99,883.36 2,488.67 97,394.69 3,911.33 0.00

Concept Retail ‐ Syncopation, Inc 42,548.04 1,936.07 40,611.97 2,051.29 0.00

Campbell‐Algar Enterprises 93,875.51 2,039.23 91,836.28 4,437.39 0.00

7 Peaks Investment Group, LLC 100,052.32 1,985.21 98,067.11 4,638.95 0.00

Birdie's Café, LLC 52,212.67 3,553.08 48,659.59 2,787.51 0.00

David Flier 193,465.70 7,086.10 186,379.60 8,948.46 0.00

TOTAL 632,912.45 0.00 52,957.80 579,954.65 28,657.06 176.75

7/1/2016 2/28/2017



Interest 2,813.34 2,813.34 0.00

Late Fees 0.00 0.00 0.00

TOTAL 2,813.34 0.00 2,813.34 0.00 0.00



0.00


Attachment C


FUND TO DATE

JULY 1, 2016 ‐FEBRUARY 28, 2017


7/1/2016 SOURCES USES 2/28/2017




Prior Year Interest Receivable 2,134.99




Penalty/Loan Fees Income 341.34

Invested Interest Income 1,371.93




Loans Advanced

197,748.45 55,462.42 28,213.27 224,997.60

7/1/2016 2/28/2017



Strictly Organic Coffee Co. 99,265.51 1,108.91 98,156.60 4,500.92 165.00

R.E.G. Properties, LLC 154,683.38 6,283.04 148,400.34 8,181.69 162.52

Shawn Heather Armstrong/Panacea 240,219.81 4,454.71 235,765.10 10,663.65 95.08

Primal Cuts Meat Market II 37,621.55 2,124.03 35,497.52 1,909.25 0.00

The Meat Locker 145,172.50 7,860.95 137,311.55 6,580.57 0.00

TOTAL 676,962.75 0.00 21,831.64 655,131.11 31,836.08 422.60

7/1/2016 2/28/2017



Interest 2,134.99 2,134.99 0.00

Late Fees 81.26 81.26 0.00

TOTAL 2,216.25 0.00 2,216.25 0.00 0.00



0.00


Attachment C


FUND TO DATE

JULY 1, 2016 ‐ FEBRUARY 28, 2017

PORTFOLIO STATEMENT INTERMEDIARY RELENDING PROGRAM

7/1/2016 SOURCES USES 2/28/2017BEGINNING OF FUNDS: OF FUNDS: ENDINGBALANCE 2/28/2017 2/28/2017 BALANCE

CASH AVAILABLE 695,099.25Prior Year Interest Receivable 4,881.04Prior Year Fees Receivable 61.80Principal Repayment 45,117.45Repayment Interest 51,070.16Penalty/Loan Fees Income 193.74Invested Interest Income 1,447.44Charges for Services 46,304.15Rural DevelopmentNotes Transferred To Other FundsInterest ExpenseLoans Advanced

TOTAL CASH 695,099.25 102,771.63 46,304.15 751,566.73

7/1/2016 2/28/2017



RG Remanufacturing/Robt Goss 94,167.41 6,094.15 88,073.26 4,905.35 123.60Iron King. Inc. & Vito Bartolotta 10,853.98 9,829.46 1,024.52 361.12 0.00Suttle Lake Resort & Marina 87,229.87 0.00 87,229.87 0.00 0.00Syncopation/Concept Retail 132,651.77 10,103.51 122,548.26 7,243.72 0.00Madras Point/Triple L Pizza 204,482.80 5,956.56 198,526.24 10,160.64 0.00Shawn Heather Armstrong /Panacea 239,716.38 4,477.67 235,238.71 10,640.69 95.08Kerry & Sue Fuller 132,118.45 2,594.39 129,524.06 6,155.61 0.00Jamie & Angel Roscoe‐Cowboy Dinner Tree 190,890.51 3,439.93 187,450.58 9,211.51 0.00Sean S & Onya K Remer 46,912.90 784.96 46,127.94 2,126.82 36.86Asla Auto Parts, Inc 99,044.62 1,836.82 97,207.80 5,145.74 0.00

TOTAL 1,238,068.69 0.00 45,117.45 1,192,951.24 55,951.20 255.547/1/2016 2/28/2017

Beginning Ending


RECEIVABLESInterest 4,881.04 4,881.04 0.00Late Fees 61.80 61.80 0.00

TOTAL 4,942.84 0.00 4,942.84 0.00 0.00

PAYABLESRural Development Principal 1,194,706.17 0.00 1,194,706.17Rural Development Interest 3,839.46 7,953.39 11,792.85

TOTAL 1,198,545.63 7,953.39 0.00 0.00 1,206,499.02



0.00


Attachment C


FUND TO DATE

JULY 1, 2016 ‐FEBRUARY 28, 2017

PORTFOLIO STATEMENT COIC LOCAL JOB CREATION

7/1/2016 SOURCES USES 2/28/2017




Prior Year Interest Receivable

Prior Year Fees Receivable



Penalty/Loan Fees Income



Transfers to IRP


Loans Advanced‐COIC Intermodal Cntr

45,896.70 9,556.73 2,054.70 53,398.73

7/1/2016 2/28/2017



COIC Intermodal Center 68,276.48 7,502.03 60,774.45 1,732.45

TOTAL 68,276.48 0.00 7,502.03 60,774.45 1,732.45 0.00

7/1/2016 2/28/2017



Interest 0.00 0.00 0.00

Late Fees 0.00 0.00 0.00

TOTAL 0.00 0.00 0.00 0.00 0.00

PAYABLES

IRP Commitment 0.00 0.00

TOTAL 0.00 0.00 0.00



Attachment C

1

Staff Report March 2017

I. Administration II. Community and Economic Development III. Employment and Training IV. Transportation I. Administration Hiring Positions Transportation Manager and Transit Planning and Outreach Specialist have been filled. Both employees start in May. II. Community and Economic Development/Loans Central Oregon Area Commission on Transportation (COACT) COACT met on March 9 and received briefings from Craig Honeyman, League of Oregon Cities, and Travis Brouwer, ODOT on the transportation funding package that has been proposed for the 2017 Oregon legislative session. The speakers’ tone was cautiously optimistic that something will be passed in the $300 million range, or possibly more, and that the package would have some mechanism for inflationary increases (e.g. indexing). The process is expected to extend well into June. Crook County Natural Hazard Mitigation Plan The CED department is facilitating the update of the Crook County Natural Hazard Mitigation Plan, which provides an assessment of risks and vulnerabilities associated with potential natural disasters in Crook County as well as mitigation strategies to protect people and property in the event of future hazards. Crook County must have an updated NHMP to be eligible to receive certain types of FEMA funding for disaster mitigation and response. Between February and June 2017, COIC will meet with the NHMP Steering Committee every 3 weeks to facilitate and support the update of the NHMP. COIC will also gather public comment and input on the plan through a public meeting in June 2017. Comprehensive Economic Development Strategy (CEDS) COIC’s final CEDS document is nearing completion and will be posted for a 30-day public review on Tuesday, April 4. The final CEDS will be proposed for adoption by the COIC Board at the May 4 meeting. The Board has already approved the CEDS Regional Priority Issues and Strategies and the CEDS Project list. For more on the CEDS, see: https://coic2.org/community-development/ceds/ Wood Energy Cluster Development Project Since 2015, the CED department has been working to support the market-based utilization of wood material in Central Oregon under a Wood Innovations Funding Opportunity grant from the USDA. Efforts to date have focused on developing a regional strategic plan, improving public perception of wood energy and utilization in the region, and supporting regional wood utilization projects. One recent highlight of CED’s outreach efforts includes a February 2017 tour of an operational community-scale wood energy project in Burns, Oregon. COIC worked with Wisewood Energy to organize and provide a tour of the Harney Community Energy (HCE) project for professionals and practitioners representing a wide array of sectors interested in utilization of wood energy: land management agencies, recreation

and tourism entities, and environmental compliance and advocacy groups among others. The Harney Community Energy project provides several of Burns’ public and private facilities with a cost-effective, clean, and renewable heating source using locally sourced wood material; thereby, supporting local supply and distribution firms, forest restoration activities, and fire mitigation efforts. The tour was a success, allowing potential project proponents and other players to learn about a wood energy technology operation and hear from Burns citizens about the economic and other community benefits this project has brought to Harney County.

Attachment D

2

Ochoco Forest Restoration Collaborative At the Ochoco Forest Restoration Collaborative (OFRC)’s March meeting, Heidi Huber-Sterns of the University of Oregon (U of O)’s Ecosystem Workforce Program (EWP) presented findings from a local workforce assessment commissioned by the collaborative. The work was funded by the State of Oregon’s Federal Forest Restoration Program and engaged a local consultant to conduct interviews with forest contractors. The report found that roughly 40% of the $1 million per year in restoration contracts issued by the Ochoco National Forest each year is secured by local contractors, with “local” defined as Crook, Jefferson, Deschutes and Wheeler Counties. Contractors who were interviewed for the study reported that they had additional capacity to undertake more work if it were available locally. They also cited barriers associated with the size, timing and reliability of contracts coming off of the Ochoco National Forest. The OFRC’s socioeconomic subcommittee plans to meet and discuss how the collaborative might use this information to support increased local capture of restoration contracts. The full report can be found at: http://ewp.uoregon.edu/sites/ewp.uoregon.edu/files/QG_RestorationOpps_0.pdf Housing For All – Meyer Memorial Trust grant application CED staff are working with a team from the Cities of Bend and Redmond HUD/CDBG Housing Committees, the Central Oregon Health Council (COHC), the Homeless Leadership Coalition, Bend 2030, Housing Works; and local liaisons in La Pine, Sisters, Madras/Jefferson County, and Prineville on a new regional initiative – Housing For All. The initiative is working to improve housing affordability and availability for very low to middle income households across the region, and the partners have identified six “joint actions” to achieve these goals: Regional Housing Needs Assessment – Update the last Housing Needs Assessment, which was conducted in 2006. The new

assessment will look at the region’s current housing stock and distribution, and analyze what types of housing will be needed where and for what populations, as the region continues to grow.

Research and Best Practices - Serving as a research hub for analyzing policies and best practices that regional and/or local government can implement to encourage housing provision across the income spectrum.

Policy and resource development - Helping local governments develop and adopt housing-supportive ordinances that work in their community.

Community education and outreach – Helping communities understand the necessity for housing, and encouraging community support for new housing projects and tools.

Regional information clearinghouse – Serving as a resource for outside agencies and organizations who want to know what is happening in Central Oregon regarding housing.

Group coordination and capacity building - providing critical staff support, materials, grant administration, etc. for groups working on housing issues in the region.

COIC’s role in the effort is to provide staff capacity, facilitate coordination of activities, develop and administer funding and sub-contracts, and provide overall project guidance. The team has targeted the Meyer Memorial Trust Affordable Housing Initiative as a cornerstone funding opportunity for Housing for All, with an anticipated grant request of $100-120,000 over a 24-month period, beginning in summer 2017. COIC will be the applicant, and CED staff will receive approximately $30-40,000 to support the functions outlined above. If COIC is successful with the grant, CED staff anticipated requesting $5,000 in the regional capacity (local dues) fund to provide local match, and will also obligate a further $2,500 from the EDA Planning Grant. Housing Works, the COHC, and St. Charles are also discussing providing cash match to the project, and all partners have committed to providing significant in-kind match in the form of staff time and expertise. Housing for All is consistent with COIC’s mission, vision, and values in that COIC is providing staff capacity to support a regional economic development priority. Housing affordability and availability was identified by the CEDS Strategy Committee as the region’s #1 priority issue for regional economic development, due to increasing difficulty finding adequate and appropriate housing for desired labor. Loans The COIC loan department staff recently funded the previously-approved $225,000 EDA loan to Warm Hearts, LLC dba Big Ed's Artisan Bread.

For the revolving loan programs, staff has had inquiries for various Central Oregon projects, including an event management company, an insurance agency, a business acquisition, a gas station, a metal and fiberglass fabrication company, and a manufacturer of organic cosmetics.

For the SBA 504 loan program, staff is working on three Central Oregon projects: construction of a new building to house an existing restaurant, construction of a new building for a business services provider, and the purchase of a building for a manufacturer. Through our Mid-Willamette Valley Council of Governments contract, staff is reviewing these projects: purchase of a conference center in Portland, purchase and renovation of a building in McMinnville to house a business services company, purchase of a building for a Salem contractor, and purchase of a building for a tax consulting firm.

Attachment D

3

These SBA 504 projects are under construction: Viper Northwest in Albany, Happy Valley Assisted Living in Portland, and the Atticus Hotel in McMinnville. III. Employment and Training Adult Programs Region 10 and 11 Layoff Activity We are working with Bank of the Cascades in advance of their upcoming merger with First Interstate Bank. Local retail bank positions are most likely to be maintained as this merger is an expansion for First Interstate. Any layoff activity will focus on support type positions. Bank of the Cascades and First Interstate executive management has laid out a very comprehensive and thoughtful process in order to guide employees through the next few months. They have been very forthcoming in engaging COIC/WorkSource in the plans, and we will have more active involvement as summer approaches. Microsemi will also be laying off workers in about 9 months or so. Their management has been in touch with us and has developed a good process to work down to the layoff date. We will be going on-site to do information sessions with their layoff group later in the year. R10/R11 Job Driven NEG The State has approved an extension of an additional quarter to the JD NEG, which will allow us to continue to enroll eligible customers and sponsor occupational training and OJT contracts through March 2017. Thus far, 31 Occupational Trainings and 17 OJT’s have been completed. Back-to-Work Oregon III This on-the-job training money will sunset on 6/30/17. The OJTs must be matched with OJTs from another funding source, so our total goal is 64 OJTs – 32 through BTWO funding, and 32 through our other funding sources. Thus far, 39 BTWO III OJTs and 37 match OJTs have been filled, so we have exceeded our performance target. OJTs are very popular with employers, and this third round of funding has been eagerly received. Integration/Redesign Complete – Bend and Redmond WorkSource Offices The State of Oregon/Oregon Employment Department has been undertaking a series of remodeling/redesign efforts around the state to create a more fully integrated, welcoming WorkSource experience for customers. The local process has been over a year in the planning and implementation, and over the past 4 week-ends, the remodeling and moving of staff within the Bend WorkSource and Redmond WorkSource offices has been completed! Both offices present a more open and “customer-centric” appearance, and customers seem to really like the changes. Employment Outlook The February unemployment rate for Oregon was 4.0, below the national rate of 4.7%. Crook County’s unemployment rate continued to be among the highest in the state, at 6.6%. Jefferson County was at 6.0%, and Deschutes County’s rate was 4.6%. In our South Sub-region, Klamath County’s unemployment rate for February was 6.1% and Lake County was 6.3%. As of March 27th, WorkSource Klamath had 260 open jobs posted and the COIC office in Lakeview was recruiting for 14 open positions listed with their office. The Employment Department lists 1,324 open positions in Central Oregon, slightly up from last month. (Our OJT programs remain particularly appealing to employers who are right now struggling to fill openings, and who are willing to consider hiring someone less skilled, knowing that half of the trainee’s wages will be reimbursed for the agreed-upon training period!) Youth Programs Region 10 and 11 No updates. IV. Transportation In February, 2017, CERC brokered 9,124 rides, which is 3.6% more than the previous month. CERC processed travel reimbursements for an additional 3,925 rides, a decrease of 14.8% from January, 2017. CERC had .3% of rides denied for capacity reasons with 25 of the 27 denied rides being requested less than 48 hours from the requested ride. 16.7% of the rides were provided by volunteers and 14.2% of the rides were shared. 387 of the rides were provided with bus passes and total utilization by eligible individuals was 2.74%, an increase from January, 2017. In January, 2017, volunteers provided 1,417 rides, 1,279 rides for the Medicaid program and 138 rides for the RideMatch program. CET’s February, 2017 ridership decreased 1.7% from February, 2016, with an 8.9% decrease in Bend Fixed Route Ridership. Ridership on the Community Connector service increased 2.9% between February, 2016 and February, 2017. CET hired BECON Civil Engineering & Land Surveying to complete the design of the Redmond transit hub in February. BECON is working quickly to ensure CET is able to begin operating the facility on-schedule. CET has begun installing In-Vehicle Routers (IVRs) on its buses to allow calibration to begin on the real-time transit arrival app. This will be coming soon and will revolutionize the accessibility and user-friendliness of CET’s system.

Attachment D

Cascades East Transit Monthly Management Report February 2017

RidershipDemand Response 8,244 Demand Response Rides Fixed Route Rides Comm. Conctr Rides Recreation Service Rides

Bend Fixed Route 28,923 Bend 3,473 Rt 1 South 3rd St 5,513 Redmond/Bend 3,048 Mountain Service 10,740Community Connector 9,799 Redmond 3,121 Rt 2 Brookswood 2,960 Prnvll/Redmond 1,795 Lava Butte 0

Recreation Service 10,740 La Pine 400 Rt 3 Newport 3,885 La Pine/Bend 411 Ride the River 0Deviated Service 1,264 Madras 617 Rt 4 N. 3rd St 4,848 Madras/Redmond 2,432 Total Rides 10,740

Total Rides 58,970 Prineville 613 Rt 5 Wells Acres 2,457 Sisters/Redmond 544 % Change 10.9%% Change over last February -1.5% Sisters 20 Rt 6 Bear Creek 2,256 Sisters/Bend 105 February-16 9,686

Total Rides 8,244 RT 7 Greenwood 3,758 Wrm Spgs/Madras 1,253% Change -4.4% RT 10 Colorado 1108 Clvr/Metlius/Madras 211 Dial A Ride Trip Purpose

Elderly/Disabled Rides Rt 11 Galveston 1,198 Total Rides 9,799 (Redmond, February "17)Demand Response 5,872 February-16 8,619 RT 12 COCC/OSU 940 % Change 4.0% Work 53.1%

Bend Fixed Route 9,056 Total Rides 28,923 Medical 17.5%Community Connector 1,297 Deviated Service Rides % Change -8.9% February-16 9,419 Other 11.6%

Recreation Service 0 Madras 510 School 4.8%Deviated Service 783 Warm Springs 754 February-16 31,751 Shopping 8.9%

Total Rides 17,008 Total Rides 1,264 Senior/Meal Center 4.1%February-16 385 Total 100%

Service Delivery & Performance DataBend DAR Rural DAR Fixed Route Comm. Conctr Deviated Service Mountain Service Lava Butte Total

Revenue Hours 1307.7 1,257.0 2,744.0 922.3 138.0 1083.0 0.0 7,452Revenue Miles 14,851 14,318 33,643 28,033 2,525 17,072 0 110,442Rides/ Revenue Hour 2.7 3.8 10.5 9.3 9.2 9.9 0.0 7.9

Service Days Safety & Security Customer Service Complaints & Compliments (Feb-17)Weekdays 19 Incidents 0 CET Calls Received 6,260 Total Complaints 28

Saturdays (Bend only) 4 Non-Prev Accdnts. 1 CET ADA Denials 0Total Compliments

3

Sundays (Bend DAR only) 4 Prev. Accidents 1 Other Comments 2

Maj. Holidays w/ "Sat." Service 0 Injuries 0Maj. Holidays w/ Full Service 1 Maj. Holidays no Service 0

Cumulative Operations Financial Data (February '17 Fiscal YTD )Bend DAR Rural DAR Fixed Route Comm. Conctr Mtn. Service Ride the River Lava Butte Warm Springs Total

Fixed Contract Cost (hours) $48,165 $0 $114,270 $0 $0 $0 $0 $0 $162,435COIC Admin Cost (hours) $19,407 $91,551 $46,042 $60,759 $17,682 $253 $3,638 $9,572 $248,902Driver Cost (hours) $304,404 $334,597 $722,191 $222,058 $69,891 $16,453 $11,649 $52,110 $1,733,353Other Ops Wages & Benefits $144,395 $259,540 $342,572 $172,245 $27,094 $2,609 $4,522 $7,220 $960,198Fuel Cost (miles) $32,020 $29,588 $85,519 $50,762 $10,771 $1,875 $1,809 $7,997 $220,342Vehicle Maint. Cost (miles) $50,025 $29,690 $133,604 $50,937 $21,114 $5,195 $3,998 $2,483 $297,045Outreach & Marketing $0 $8,236 $28,820 $5,466 $0 $0 $0 $2,057 $44,579Other Cost (hours) $38,367 $90,363 $91,025 $59,970 $6,837 $2,363 $5,256 $2,736 $296,918

Total Cost $636,783 $843,566 $1,564,044 $622,197 $153,388 $28,748 $30,871 $84,175 $3,963,772

Farebox Revenue $42,723 $50,741 $128,699 $138,106 $31,710 $107,301 $38,987 $3,100 $541,368Operating Cost/Ride $23.16 $20.53 $6.65 $10.34 $4.59 $1.02 $0.94 $7.22 $8.44Outreach Cost/Ride $0.00 $0.20 $0.12 $0.09 $0.00 $0.00 $0.00 $0.18 $0.10

Operating Cost/Revenue Hour $65.02 $84.01 $66.07 $93.46 $54.70 $57.04 $80.60 $45.17 $71.15Outreach Cost/Revenue Hour $0.00 $0.83 $1.24 $0.83 $0.00 $0.00 $0.00 $1.13 $0.81

% Farebox Recovery (ops) 6.7% 6.1% 8.4% 22.4% 20.7% 373.2% 126.3% 3.8% 13.8%

Car slid on ice berm side-swiped bus.

Bus hit entry door on ice berm

Attachment E

Total Calls Received 7,474 Ride Policy Denials-Total 62

Number Calls Abandoned 390

Percent Abandoned 5.2% 74

Total Outgoing Calls 6,552 Not Eligible** 68

Average Incoming Calls Per Day 373.7 Unable to Verify Appt 4

Average Outgoing Calls Per Day 327.6 Untimely Reimbursement Request 2

Average Wait Time (minutes) :29 Other 0

Total Medicaid Rides Provided 9,124 Capacity Denials -Total by Area 27

6,385 Deschutes Co 20

1,279 Crook Co 4

7,664 Jefferson Co 3

1,052 North Klamath 0

16

5 Capacity Denials -Total by Reason 27

387 Under 48 Hour Ride Request*** 25

Travel Reimbursement Ride Payments 3,925 2

16.7% Medicaid Rides by County

Crook County 1,065

Shared Rides 1,298 Deschutes County 6,908

After Hours Rides 509 Jefferson County 1,047

Cancellations 2,711 North Klamath 102

No-Shows 258 Out of Area 2

Total Trips Scheduled 13,519 Total 9,124

Substantiated Provider Complaints 19

Substantiated CERC Staff Complaints 2 Other Programs

RideMatch Rides 138

29 Veterans Program Rides n/a

3

DHS Special Pay Rides 0

Compliments 8

Eligible Clients 55,626

Unduplicated Clients Served - Ride Req't 1,522

% of All Eligible Using NEMT Services 2.74%

Other (all other reasons)

Complaints

**Includes Non-covered service, not medicaid elig, not elig

reimb, not closest provider.

*** Includes same day and under 48 hour requests

Cascades East Ride Center “Your Transportation Specialist”

February 2017 Monthly Management Report

% of Ambulatory Rides Provided by Vols

Other Ambulatory

Volunteer Ambulatory-Cent OR

Total Ambulatory Rides

Wheelchair

Stretcher

Secured

Fixed Route Bus

TR Policy Denials - Total

Unsubstantiated/Inconclusive/Incomplete

Complaints

Program Complaints included in

Unsubstantiated Total

Attachment E

CET - Customer Concerns and Complaints by Service Type

February 2017

CET Service

Mis

sed

Rid

e

Late

Pic

kup

or

Dro

p O

ff

Oth

er T

imin

g Co

ncer

n

Dri

ver

Co

nce

rn

Dis

patc

hing

/Sch

edul

ing

Co

ncer

n

CSR

/ R

ide

Cen

ter

Co

ncer

n

Pro

gram

/Ru

le C

on

cern

Veh

icle

Co

ncer

n

Safe

ty C

once

rn

Secu

rity

Con

cern

No

Sho

w C

onc

ern

Serv

ice

Ch

ange

Co

nce

rn

Tota

l

Bend Fixed Route

Route 1 - South 3rd St 1 1

Route 2 - Brookswood 4 4

Route 3 - Newport 2 2

Route 4 - North 3rd St 1 1

Route 5 - Wells Acres / Reed Market 2 2

Route 6 - Reed Market / Wells Acres 0

Route 7 - Greenwood 1 1

Route - 10 - Colorado 0

Route - 11 - Galveston / 14th 0

Route - 12 - COCC / OSU 0

Route Unkn or Multiple Identified 1 1

Total Bend Fixed Route 0 0 0 11 0 0 0 0 0 0 0 1 12

Bend Dial-A-Ride 2 1 3

Rural Community Connector

Route 20 - Warm Spgs D Madras 0

Route 21 - Madras D Culver 0

Route 22 - Madras D Redmond 0

Route 24 - Redmond D Bend 0

Route 26 - Prineville D Redmond 2 2

Route 28 - Sisters D Redmond 1 1

Route 29 - Sisters D Redmond 1 1

Route 30 - Bend D La Pine 1 1 3 5

Route Not Identified 0

Total RCC Fixed Route 0 0 1 5 0 0 3 0 0 0 0 0 9

Rural Dial- A-Ride

La Pine 1 1

Madras 0

Prineville 0

Redmond 1 3 4

Sisters 0

Service Area not Identified 0

Total Rural DAR Fixed Route 0 0 1 4 0 0 0 0 0 0 0 0 5

Recreational Service

Lava Butte 0

Mt Bachelor 0

Ride the River 0

Total Recreational Services 0 0 0 0 0 0 0 0 0 0 0 0 0

Unable to Identify Service/Route 0

CSR / Ride Center Service 0

Dispatch / Scheduling Service 0

General Service Concern - Other 0

TOTAL of all Service Concern 0 0 2 22 0 0 3 1 0 0 0 1 29

C:\Users\dorr\AppData\Local\Temp\Feb 2017 RM CCF Reports.xls

Attachment E

MEDICAID BROKERAGE FEB '17

Complaints

Program Rule

Unsubstantiated/Incomplete/Inconclusive 3

TOTAL COMPLAINTS 3

Provider Late to Client Pickup

Substantiated 10


TOTAL COMPLAINTS 18

Provider Missed Pickup

Substantiated 10


TOTAL COMPLAINTS 11

Driver Inappropriate

Substantiated 3


TOTAL COMPLAINTS 4

Miscellaneous Issue

Substantiated 0


TOTAL COMPLAINTS 6

Provider Safety Issue

Substantiated 1


TOTAL COMPLAINTS 4

CERC Staff

Substantiated 2


In Process (exceptional cirucumstances) 0

TOTAL COMPLAINTS 4

TOTAL SUBSTANTIATED COMPLAINTS 26TOTAL UNSUBSTANTIATED/INCOMPLETE/INCONCLUSIVE COMPLAINTS 24

TOTAL COMPLAINTS 50

Compliments

Provider Complimented 5

CERC Staff Complimented 2

MTP/Program Complimented 1

0

TOTAL COMPLIMENTS 8

Attachment E

COIC Board Application Form

General Information:

Candidate Name:________________________________________________

Mailing Address:________________________________________________

City:_____________________ State:_________ Zip:________

Contact Phone:______________ Email:____________________________

Current Position/Employer:_________________________________________

Please list prior experience serving as a Board Member for other public or non-profit organizations:

Please indicate your area(s) of interest related to COIC Board functions and/or COIC program areas:

CET Transit ____ Budget/Finance ____ Local Agriculture ____ Technology ____ Strategic Planning ____ Business Lending ____ Alt. Education ____ Workforce Development ____ Economic Development ____ Regional Priority Setting ____ Natural Resources & the Environment ____ Public Policy Advocacy & Development ____

Attachment F

What other volunteer commitments do you currently have?

Why are you interested in serving as a Board member for COIC?

Please share any other information you feel important for consideration of your application to serve as a COIC Board Member:

For Board Use:

_____ Nominee has had a personal meeting with either the Date:_____ Executive Director, Board Chair, other Board Member _____ Nominee reviewed by the Executive Committee Date:_____

_____ Nominee proposed to the COIC Board Date:_____

_____ Board action Elected Rejected Date:_____

Attachment F

Page 1 of 2

CENTRAL OREGON INTERGOVERNMENTAL COUNCIL POLICY

POLICY TITLE: Record Retention and Destruction Policy

POLICY NUMBER: A12

EFFECTIVE DATE: Proposed 4/6/17

REVISION DATE: N/A

BOARD APPROVED: Proposed 4/6/17

PURPOSE: The Central Oregon Intergovernmental Council serves the citizens of Central Oregon and has a responsibility to assure that required documents are adequately preserved. The goals of this records retention policy are: 1) to identify documents that must be retained permanently or temporarily due to federal or state legal requirements or for valid administrative reasons, 2) to provide guidance and clarification on which documents should be preserved, 3) to provide for the routine and timely disposal of documents which need not be retained for legal or administrative reasons and have no historical value. POLICY: This policy applies to all departments of the Central Oregon Intergovernmental Council. All departments at COIC must follow the Oregon Administrative Rules (Attachment A) relating to local government records retention. In addition departments receiving funding from the Federal government must follow applicable Federal record retention guidelines, and in addition specific grant requirements when they are more restrictive than requirements under the Oregon Administrative Rules. For the purpose of this policy a document or record is any paper, book, map, photograph, electronic file, or other documentary material regardless of physical form or characteristics, made, produced, executed or received by any staff member or person in connection with the transaction of COIC business. Retention Schedules (Schedules attached) The schedule has guidelines for the appropriate retention of numerous types of records. Records will ordinarily be kept in the administrative unit creating a document. If, after consulting this policy and the schedule attached, there exists a question regarding the proper disposition or retention of a particular document or class of documents, it shall be the responsibility of the head of the department in consultation with the administrative unit in possession of the document to determine the proper disposition of the item or items. Because this policy is designed to facilitate the routine, orderly and timely archiving or disposition of documents by staff, if it becomes apparent that this policy fails to address certain classes of documents, this should be brought to the attention of the Executive Director for appropriate action.

• Transportation: See attached for more grant/funding specific requirements. (Attachment B) • Employment and Training, Adult and Youth: See attached for more grant/funding specific

Attachment G

Page 2 of 2

requirements. (Attachment C) • Loan Department: COIC Department Staff will work with funders to identify any requirements

beyond the OARs. • Community and Economic Development: COIC Department Staff will work with funders to

identify any requirements beyond the OARs. Storage of records Records that are ready to be put in storage, based on the attached schedule, should be kept in the designated areas until the time that they are archived or disposed of. Records must be labeled using the procedures in effect at the time of storage, which will include, but are not limited to the subject, date, department and disposition or archiving date. Archival of records Records created through official COIC activities are the property of the COIC. These include, but are not limited to: papers, correspondence, official printed material, minutes, committee files, financial and associated records in any form or format. Inactive records that may be considered of permanent, historical or legal value which should be transferred to the Archives in compliance with this records management schedule are: administrative and legal files; office files of principal administrators including correspondence relating to policies or department operations; committee minutes, proceedings, reports and related files; long-term planning records; annual reports; self-studies; reports. The Central Oregon Intergovernmental Council Archives, located and functioning on the COIC Administrative Building, shall be the repository of official and other COIC-related records of the Fiscal & Administrative Department of the COIC. The COIC Archives retains custody of the records after transfer. Use of the records by the transferring office must follow regular Archives reference policies. No records may be removed from the Archives, and all records must be used in the Archives reading room during regular hours of operation. Photocopies or digital reproductions of open records will be available. Disposal of non-permanent records Examples of inactive records that may be discarded in compliance with the records retention schedule below include: routine financial and administrative records such as requisitions; travel expense vouchers; accounting reports; drafts of reports or correspondence; routine acknowledgements such as notifications, requests, transmittals, multiple copies of a single document; convenience copies of publications; reports or memos for non-originating offices; copies of widely distributed documents that have originated in other offices such as policies and procedures files and manuals; publications including announcements, newsletters, programs, brochures, and promotional literature. Records will be disposed based on the attached schedule by the originating department. Sensitive, financial or confidential records should be shredded before disposal. Responsibility for records Each department should designate one individual to be responsible for the semi-annual disposal of non-permanent records and the transferal of those documents to be permanently maintained in the Archives. The timing of these semi-annual disposals or transferals should follow a normal business cycle for the unit.

Attachment G

FINANCE DIVISION Retention Schedule

OAR Description

OAR #

State Min Yrs

State Statutes

Fed Min Yrs

Federal Statutes

SAMTD Min # of Yrs

SAMTD Other

H:\~KF\Retention\Attachment A1_Archive Retention Schedule - FINANCE 2008.docx 3/28/2017 3:34:45 PM 1

(Keep in Division) 1-3 Years

Postal Records (Daily US Mail)

166-150-0005 (27) 3 N/A Same

Scheduling Records 166-150-0005 (46) 5 N/A same Work Orders (Services to property & equip)

166-150-0005 (45) 3 N/A same

Accounts Payable Records 166-150-0110 (1) 3 N/A 3+ Accounts Receivable Records 166-150-0110 (2) 3 *after collections

or deemed uncollectible N/A 3+

Balance Status & Projection Reports

166-150-0110 (5) 3 N/A +3

Bank Transaction Records (Statements, checks)

166-150-0210 (2) 3 N/A 4-5

Bond Authorization Records 166-150-0110 (7) 3 after final payment N/A Same Bonds and Coupons Paid 166-150-0210 (4) 3 after final payment N/A Same Bonds Issued Registers 166-150-0210 (5) 3 N/A Same Budget Preparation Records 166-150-0110 (9) 2 N/A Same Correspondence, Financial 166-150-0005 (8) 3 *see A/R Records N/A Same Correspondence, Other 166-150-0005 (8) 3 Financial Impact Analysis Records 166-150-0110 (11) 3 N/A +3 Grant Records 166-150-0110 (15) 3 ** see below 3 after date of final expenditure

report; FTA Circular 5010.1B Same

Inventory Records 166-150-0110 (17) 3 *** see below N/A Same Investment Records 166-150-0210 (6) 3 or until superseded N/A Same Bonds Issued Registers 166-150-0210 (5) 3 N/A Same Deduction Authorization Records 166-150-0155 (1) 3 after superseded, terminated,

or employee separates 4 3

**** see Notes 4 then to H.R.

Garnishment Records 166-150-0155 (5) 3 after resolution 4 3

**** see Notes Same then to H.R.

Property Disposition Records 166-150-0105 (10) 3 N/A Same Payroll Administrative Reports 166-150-0155 (8) 3 N/A 2 then to H.R. Purchasing Records 166-150-0110 (19) 3 N/A Same Time Records 166-150-0155 (3) 4 3 Equal Pay Act

Fair Labor Standards Act Same then to H.R.

Travel Records (Employee) 166-150-0110 (22) 3 N/A Same

Attachment AAttachment G


OAR Description

OAR #

State Min Yrs

State Statutes

Fed Min Yrs

Federal Statutes

SAMTD Min # of Yrs

SAMTD Other


Trust Fund Records 166-150-0210 (9) 3 • after trust fund closed Same Unemployment Compensation Claim Records

166-150-0155 (10) 3 4 3


Unemployment Reports 166-150-0155 (11) 3 4 3


Deduction Authorization: ** After final financial report is submitted and account is closed, unless otherwise specified as longer by terms of the grant (Maximum: 10) Garnishment: *** After superseded on (non-expendable property); or until superseded whichever is longer (for expendable property)

4-9 Years

Bid (Competitive) Records 166-150-0110 (6) 6 2

• After awarded/ cancelled • Rejected bids/exceptions

Same

Bond Records (Employee) 166-150-0110 (7) 6 • After expiration Same Federal And State Tax Records 166-150-0155 (4) 4 4

** see below 5 then to H.R.

Wage & Tax Statements 166-150-0155 (12) 5 4


Withholding Allowance Certificates 166-150-0155 (13) 5 • After superseded or employee separates

4 Federal Income Tax Withholding 5 then to H.R.

Deduction Registers - 166-150-0155 (2) 5 3

• Registers documenting state/ federal taxes

• Other Registers

4 3

*** see below 5 then to H.R.

Signature Authorization Records - 166-150-0110 (20) 6 • After authorization superseded or expired

Same

** Federal Insurance Contribution Act, Federal Unemployment Tax Act, federal Income tax withheld *** Federal Insurance Contribution Act, Federal Unemployment Tax Act, federal Income tax withheld, Equal pay Act, Fair Labor Standards Act, Davis Bacon Act, Service Contract Act 10+ Years

Property (Real) 166-150-0105 (9-12) 10 • After substantial completion

Same

General Ledgers 166-150-0110 (13) 10 3

• Year-end • Other

+3

Grant Records, Primary 166-150-0110 (15) 10 3

• If funded • If not funded

Same



OAR Description

OAR #

State Min Yrs

State Statutes

Fed Min Yrs

Federal Statutes

SAMTD Min # of Yrs

SAMTD Other


75 Years

Payroll Registers 166-150-0155 (9) 75 3

• Year End • Other

4 3


** Federal Insurance Contribution Act, Federal Unemployment Tax Act, federal Income tax withheld, Equal pay Act, Fair Labor Standards Act, Davis Bacon Act, Service Contract Act Permanent

Audit Reports - 166-150-0110 (4) P • Permanent Same Budget (Adopted) 166-150-0110 (8) P • Permanent Same Financial Reports 166-150-0110 (12) P

3 • Annual/Permanent • Other

Same

Correspondence, Policy & Historical

166-150-0005 (8) 166-150-0005 (10)

P • Permanent Same

Deeds to Agency - owned Land 166-150-0105 (3) 166-150-0105 (4)

P 3

• Permanent • After no longer

owned by owner

Same

Other

Contracts, Leases, and Agreements -.

166-150-0005 (7) 166-150-0005 (10)

P

10

• Permanent – Significant and historical IGAs

• Construction contract records

Same

Forms Development Records 166-150-0125 (6) -- • Until superseded or obsolete

Same

Grant Records, Non-Expendable Property Transactions

166-150-0110 (15) 10 3

• After substantial completion

• After final disposition or as specified in agreement, whichever is longer

3 • After date of final expenditure report

• FTA Circular 5010.1B

Same

Improvement Records, Administrative and Financial • Non-Assessable Improvements • Assessable Improvements

166-150-0100 (3) 166-150-0100 (16)

• 10

• 10

• 3

• Non-assessable - after substantial completion

• Assessable - after substantial completion;

• OR after final payment of



Same



OAR Description

OAR #

State Min Yrs

State Statutes

Fed Min Yrs

Federal Statutes

SAMTD Min # of Yrs

SAMTD Other


assessment by property owner, whichever is longer

Subsidiary Ledgers, Journals, And Registers

166-150-0100 (21) 75 3 3

• Year-end payroll register • Trust fund ledgers -

After trust fund closed; • Other subsidiary ledgers,

journals, and registers



Same

Vendor Lists 166-150-0100 (23) -- • Until superseded or obsolete



Same


ADMINSTRATION DIVISION Retention Schedule

OAR Description

OAR #

State Min Yrs

State Statutes

Fed Min Yrs

Federal Statutes

SAMTD Min # of Yrs

SAMTD Other

(Keep in Division)

H:\~KF\Retention\Attachment A2_Archive Retention Schedule ADMIN 2008.doc 3/28/2017 3:35:19 PM 1

1-3 YEARS

Activity and Room Scheduling Records

166-150-0005(1) 1 **1 NA NA Same NO

Calendar-Scheduling Records 166-150-0005(5) 1 **2 NA NA Same NO Conferences and Seminar Records

Agency Sponsored 166-150-0005(36)

5 2 2 1

Significant Program Class enrollment/ Attendance Other

NA NA Same NO

Conferences and Seminar Records Non-Agency Sponsored

166-150-0005(37) 2 NA NA Same No

Correspondence General (Routine) Requests and Complaints

166-150-0005(32)

1 2

after last action

NA NA Same NO

Fax Reports 166-150-0005(9) 3 1

If used for billing All others

Same No

General Activity Reports **3 166-150-0005(2) 2 NA NA Same No

Key and Key Card Records 166-150-0005(11) 3 2

Access and Entry Logs Other: after key turned In

NA NA Same No

Legislative Tracking Records 166-150-0005(12) 2 NA NA 4

News/Press Releases (Routine) 166-150-0005(18) 2 NA NA Same No

Organizational Records 166-150-0005(20) 2 **4 NA NA Same Passport Transmittal Records 166-150-0005(21) 1

Postal Records (FedEx, Certified, etc) 166-150-0005(27) 3 NA NA Same NO

Professional Membership Records 166-150-0005(28) 3

Public Notice Records 166-150-0005(29) 3 NA NA Same

Routing & Job Control Records 166-150-0005(34) 1 NA NA Same No

Scheduling Records 1 NA NA Same

Security Records 166-150-0005(35) 2 for agency building/grounds No Staff Meeting Records

Routine, task & actions Within existing policies/procedures

166-150-0005(16) 2 NA NA Same No



OAR Description

OAR #

State Min Yrs

State Statutes

Fed Min Yrs

Federal Statutes

SAMTD Min # of Yrs

SAMTD Other

(Keep in Division)


Surveys, Polls & Questionnaires **5 Summary Reports & Abstracts* Other Records

166-150-0005(42) 3

*When Summary Report is complete

NA NA Same No

Taped Recordings of Meetings 166-40-1500(62) 1 (DVD/VHS/Voice) NA NA 10 Yrs No

Telecommunication Logs 166-150-0005(43) 1 No

Visitor Logs 166-150-0005(44) 1 No

Grant Records, ** Administrative & Financial *

3 * STF Grant Applications Only

NA NA Same

NOTES: ** After final financial report is submitted & account is closed unless otherwise specified by grant terms **1 Related to public participation & use of various agency activities, events, classes & facilities **2 Routine planning, scheduling related to meetings, appointments, trips, visits & other activities **3 Documenting activities of employees**4 Documenting arrangement & administrative structure of an agency **4 Arrangement/administrative structure of an agency – charts, statements, studies & similar records. May also include studies to determine merit/feasibility of reorganization plans, other major studies related to admin hierarchy. **5 Document the measurement of public opinion by or for the agency related to various issues, actions, and concerns. May include surveys, polls questionnaires, summaries, abstracts and significant related records; i.e., include studies which incorporate the significant results of public opinion surveys, abstracts of questionnaires designed to determine the skills and interests of citizens volunteering for agency service, and other records which distill survey data into summary form.

4-9 YEARS

Attorney General Opinions 166-111-0005(1) 5 NA NA Same

Awards - to honor volunteers for civic contributions.

166-150-0005(6) 6 NA NA Same Yes **1

Intergovernmental Agreements (Not significant or historical)

166-150-0005(10) 6 after expiration

Lobbyist Records 166-150-0005(13) 4 5

Expenditure Reports All other - after last activity

NA NA Same No

Notary Public Log Book 166-150-0005(19) 7 after date of commission expires NA NA Same No Oaths of Office 166-150-0040(17) 6 After most recent oath NA NA Same

Records Retention Schedules 166-150-0125(10) 5 after superseded NA NA Same Reports and Studies **2 166-150-0005(31) 5 NA NA Same

Work Schedule/Assignments 166-150-0005(46) 5 Same No Yr 2000 (Y2K) Planning Records 166-150-0005(47) 5 Same No



OAR Description

OAR #

State Min Yrs

State Statutes

Fed Min Yrs

Federal Statutes

SAMTD Min # of Yrs

SAMTD Other

(Keep in Division)


NOTES: **1 Must have historic value **2 Records document special reports or studies conducted on non-fiscal aspects of an agency’s programs, services, or projects, compiled by agency personnel or by consultants under contract that are not noted elsewhere in this schedule. Includes final report distributed either internally or to other entities and the work papers used to compile the report or study.

10+ YEARS

Planning Records Mission Statements and Plans Other Records

166-150-0005(23) 20 5

NA NA Same

Contract, Leases, Agreements – Construction Contract Records

166-150-0005(7) ORS 12.135(3)

10 After substantial completion

Policy Statements and Directives 166-150-0005(25) 20 After superseded or obsolete

Internal Audit Records 166-150-0005(4) 10 NA NA Same

NOTES:

PERMANENT

Annual Reports 166-150-0005(3) Permanent NA Same

Board Meeting Minutes ORS 192.610 to ORS 192.710

166-150-0005(15) Permanent NA NA Same

Budget Committee Meeting Records 166-104-0025(12) Permanent NA NA Same

Bylaws (Special District Charters) 166-150-0005(38) Permanent NA NA Same Yes

Correspondence, Policy/Historical ORS 192.170

166-150-0005(8) Permanent **1 NA NA Same

District Attorney Opinions 166-111-0005(5) 166-150-0095 (5)

Permanent NA NA Same

Intergovernmental Agreements (Significant or Historical)


Legal Opinions 166-109-0010(5) Permanent NA NA Same



OAR Description

OAR #

State Min Yrs

State Statutes

Fed Min Yrs

Federal Statutes

SAMTD Min # of Yrs

SAMTD Other

(Keep in Division)


Meeting Records, Governing Body As described in OR Public Meeting Law

Minutes, agendas, resolutions, indexes, exhibits (not retained elsewhere in county records)

166-150-0005(15) ORS 192.610 to ORS 192.710

Permanent NA NA Same

News/Press Releases, Policy/Historic 166-150-0005(18) Permanent NA NA Same

Records Destruction Documents Permanent NA NA Same

Resolutions ORS 192.610 to ORS 192.710


Scrapbooks (Historic, Operational) Permanent **2 NA NA Same No

Special District Codes Codified ordinances passed by a

special district Provides reference to all laws for

information and enforcement. Ordinance numbers, code

numbers and text


Special District Ordinances Legislative action of a special district

to regulate, require, prohibit, govern, control or supervise any activity, business, conduct or condition authorized by ORS.

166-150-0005(40) Permanent **3 NA NA Same

Special Events and Celebrations Agency-sponsored celebrations of

special/historic occasions – Significant Aspects

Other Records

166-150-0005(41) 2

Permanent **2 Other: after event

NA NA Same Yes



OAR Description

OAR #

State Min Yrs

State Statutes

Fed Min Yrs

Federal Statutes

SAMTD Min # of Yrs

SAMTD Other

(Keep in Division)


NOTES: **1 See also Marion County and Special District General Records Retention Schedule **2 Special Events: Provides a record of planning/promotional efforts, public attendance and response, major speeches/dedications and other significant aspects of the celebration. May include studies, publications, photographs, attendance summaries, final reports, other significant documents. Routine documentation related to implementing the promotion/organization of the event. Lists, rosters, correspondence, memoranda, volunteer information, related records. May also include scrapbooks, but does not include news clippings which are not public records and may be discarded. **3 Ordinances typically include a title, preamble, ordaining clause, subject clause, penalty for violation (when applicable), effective date, authorizing signature and seal. May also include indexes calendars, and documentation presented to support action.

OTHER

Contracts, Leases, Agreements Collective Bargaining Contract

166-150-0005(7) Permanent

Contracts, Leases, Agreements OTHER

166-150-0005(7) 6 after expiration ***

Drafts and Worksheets 166-150-0125(10) Retain as needed NA NA Same NO

Mailing Lists 166-150-0005(14) Until superseded or obsolete NA NA Same NO

Mitigation Program Records **1 Adopted Plans Other Records

166-150-0005(17) Permanent Life of Structure

Publications Policy and Historic All Others

166-150-0005(30) Permanent until superseded or obsolete

NA NA Same

Scrapbooks (Newspaper Clippings)(other than historic)

Retain as needed NA NA Same NO

NOTES: *** See Code of Federal Regulations for agencies who enter into contracts w/the federal government **1 See also Emergency Management Section Division 150 County and Special District Retention Schedule – Administrative Records – NOTE: Inclusion of a record series in this schedule does not require the series to be created. If a record is created electronically, it can be retained in electronic format only as long as the retention period is 99 years or less.


HUMAN RESOURCES DIVISION Retention Schedule

OAR Description

OAR #

Minimum # of Yrs.

SAMTD Minimum # of Yrs

Federal Statutes

Minimum # of Yrs.

H:\~KF\Retention\Attachment A3_Archive Retention Schedule HR.doc Last saved by dorr 3/28/2017 3:35:32 PM

1-3 Years - Retention Schedule

Calendars and Scheduling Records 166-150-0005(5) 1 year Same NA NA Conference and Seminar Records 166-150-0005(30) 2 years Same NA NA Organizational Records 166-150-0005(20) 2 years after

superseded Same NA NA

Postal Records 166-150-0005(27) 3 years Same NA NA 4-9 Years Insurance Fund Claims 166-150-0200(7) 5 years Same NA NA 10+ Years Safety Inspection and Compliance Records

166-150-0200(16)) 10 years Same NA NA

Workplace Safety Committee Records 166-150-0200(17) Minutes: retain 10 years; Other records: retain 5 years.

10 Yrs. NA NA

50 Years

75+ Years

Permanent Correspondence, Policy and Historical 166-103-0010(10) Permanent Same NA NA Records Retention/Destruction Document

166-103-0010(11) Permanent Same NA

NA

Special Events 166-103-0010(38) Records documenting significant aspects of the event: Permanent Other records: 2 years.

Permanent NA NA

Affirmative Action Records

166-150-0160 Plans, updates, and policy statements: Permanent; Other records: 3 years.

Same Age Discrimination in Employment Act Title VII (1964 Civil Rights Act) Americans with Disabilities Act Executive Order 11246

1 year from date of personnel action to which record relates. 1 year from date record made or personnel action taken, whichever is



OAR Description

OAR #

Minimum # of Yrs.


Federal Statutes

Minimum # of Yrs.


Rehabilitation Act

longer. The immediately preceding AAP year 1 year at minimum

Other Collective Bargaining Records 166-150-0160(3) Contracts and minutes: 75

years after contract expires; Other records: 6 years after contract expired.

Permanent Fair Labor Standards Act Employee Retirement Income Security Act Equal Pay Act

3 years As long as relevant

Comparable Worth Study Records 166-150-0160(4) Final study or report: Permanent; Other significant records: 5 years.

Permanent Age Discrimination in Employment Act Title VII (1964 Civil Rights Act) Equal Pay Act

1 year from date of personnel action to which record relates. 1 year from date record made or personnel action taken, whichever is longer. As long as relevant

Correspondence, Program 166-103-0010(11) Retain for the same period as the program or functional record series to which it relates.

Same NA NA

Correspondence, General 166-103-0010(9) 1 Year Same NA NA Deduction Authorization Records 166-103-0035(1) 2 years after

superseded, terminated, or employee separates.

Permanent Federal Insurance Contribution Act Federal Unemployment Tax Act Federal Income Tax Withholding Equal Pay Act Fair Labor Standards Act Family and Medical Leave Act Davis-Bacon Act Service Contract Act

4 years 4 years 4 years 3 years 3 years 3 years 3 years 3 years

Drug and Alcohol Program Records NA NA Permanent Federal Drug and Alcohol Act 5 years or as long as relevant.

Employee Benefit Plans NA NA Permanent Age Discrimination in Employment Act Family and Medical Leave Act Employee Retirement Income Security Act

Retain for full plan period, plus 1 year. 3 years As long as relevant

Employment Tests and Physical Exams NA NA Permanent Age Discrimination in Employment Act Title VII (1964 Civil Rights Act)

1 year from date record made or personnel action taken, whichever is



OAR Description

OAR #

Minimum # of Yrs.


Federal Statutes

Minimum # of Yrs.


later.

Employment Eligibility Form I-9 NA NA Permanent Immigration Reform and Control Act

3 years after date of hire or 1 year after employee termination; whichever is later.

Equal Employment Opportunity Commission Compliance Records

166-103-0035(10) Plans, updates, and policy statements: 50 years; Complaint records and documentation: 3 years after final decision issued; Other records: 3 years.

Permanent Age Discrimination in Employment Act Title VII (1964 Civil Rights Act)

Until final resolution

Forms Development Records 166-103-0030(6) Until superseded or obsolete

Same NA NA

Garnishment Records

166-103-0035(5) 2 years after resolution

Permanent Federal Insurance Contribution Act Federal Unemployment Tax Act Federal Income Tax Withholding Equal Pay Act Fair Labor Standards Act Davis-Bacon Act Service Contract Act

4 years 4 years 4 years 3 years 3 years 3 years 3 years

Immunization and Injection Records 166-113-0020(9) Immunization Records: 10 years

Permanent Bloodborne Pathogens Act

Exposure - for duration of employment, plus 30 years

Immunization Authorization Records 166-113-0020(10) 10 years Permanent Bloodborne Pathogens Act

Exposure - for duration of employment, plus 30 years

Individual Employee Pension And Retirement Records

166-103-0040(15) 75 years after original date of hire

Permanent Age Discrimination in Employment Act Employee Retirement Income Security Act Equal Pay Act Title VII (1964 Civil Rights Act)

As long as relevant

Individual Employee Personnel Records 166-103-0040(16) Temporary & student workers - All records: 3 years after separation; Regular employees -Disciplinary Action, Grievance, and Complaint Records: 3 years; Regular Employees - All Other Records: 6 years after

Permanent Age Discrimination in Employment Act Title VII (1964 Civil Rights Act) Employee Retirement Income Security Act Equal Pay Act

1 year from date of personnel action to which record relates. 1 year from date record made or personnel action taken, whichever is longer. As long as relevant



OAR Description

OAR #

Minimum # of Yrs.


Federal Statutes

Minimum # of Yrs.


separation. Fair Labor Standards Act Family and Medical Leave Act

3 years 3 years

Mailing Lists 166-103-0010(14) Until superseded or obsolete

Same NA

NA

Medical Records 166-103-0040(6) Hazard Exposure Records: 30 yrs after separation. Other Records: 6 yrs after separation.

6 years Occupational Safety and Health Act Bloodborne Pathogens Standard Family and Medical Leave Act Title VII (1964 Civil Rights Act)

Duration of employment plus 30 years, unless specific OSHA standard is different. 3 years 1 year from date record made or personnel action taken, whichever is later.

Occupational Injury and Illness Records 166-05-0200(12) 6 years Permanent Occupational Safety and Health Act

5 years

Personnel Accident Incident Reports 166-05-0200(13) 10 years after case closed

Permanent Occupational Safety and Health Bloodborne Pathogens Act

5 years Exposure - for duration of employment, plus 30 years

Photo Identification Records

166-103-0040(18) Until superseded, obsolete, or no longer needed

Permanent NA NA

Policy Statements and Directives 166-103-0010(24) 20 years after superseded

Permanent Family and Medical Leave Federal Drug & Alcohol Act

3 years 2 years

Position Description And Classification Records

166-103-0040(19) 3 years after superseded

Permanent Age Discrimination in Employment Act Americans with Disabilities Act Equal Pay Act Rehabilitation Act Title VII (1964 Civil Rights Act)

1 year from date record made or personnel action taken, whichever is later.

Position Reclassification Records 166-103-0040(20) 3 years Permanent Age Discrimination in Employment Act Americans with Disabilities Act Title VII (1964 Civil Rights Act) Equal Pay Act Rehabilitation Act

1 year from date record made or personnel action taken, whichever is later. As long as relevant

Recruitment and Selection Records 166-104-025(10) Recruitment Summary Records: 10 yrs. Unsolicited Employment Applications: 3 months

1 year Age Discrimination in Employment Act Americans with Disabilities Act Title VII (1964 Civil Rights Act)

1 year from date of personnel action to which record relates.



OAR Description

OAR #

Minimum # of Yrs.


Federal Statutes

Minimum # of Yrs.


All Other Records: 3 yrs after position filled or recruitment canceled

Equal Pay Act Executive Order 11246

As long as relevant Not specified, recommended 5 years.

Safety Plans 166-150-0200(17) 5 years after superseded

Same NA NA

State Accident Insurance Fund (SAIF) Claim Records

166-150-0200(18) 6 years after claim closure

Permanent Occupational Safety and Health Act Bloodborne Pathogens Act

5 years Exposure - for duration of employment plus 30 years

State Accident Insurance Fund (SAIF) Injury Reports

166-150-0200(19) 1 year Permanent Occupational Safety and Health Act Bloodborne Pathogens Standard

5 years for logs/details of accident; audiometric test results - keep as long as person is employed. 30 years for medical exams/exposure records/bloodborne pathogen exposure.

Training Program Records 166-103-0040(22) 5 years Permanent Age Discrimination in Employment Act Title VII (1964 Civil Rights Act) Bloodborne Pathogens Standard

1 year from date of personnel action to which record relates. 1 year from date record made or personnel action taken, whichever is longer. 3 years from date on which training occurred.

Unemployment Compensation Claim Records

166-103-0035(10) 2 years Permanent Federal Insurance Contribution Act Federal Unemployment Tax Act Federal Income Tax Withholding Equal Pay Act Fair Labor Standards Act Davis-Bacon Act Service Contract Act Age Discrimination in Employment Act

4 years 4 years 4 years 3 years from date of last entry in file. 3 years 3 years Until final disposition

Withholding Allowance Certificates 166-103-0035(13) 5 years after superseded or

Permanent Federal Income Tax Withholding Fair Labor Standards Act

4 years 3 years



OAR Description

OAR #

Minimum # of Yrs.


Federal Statutes

Minimum # of Yrs.


employee separates

Work Schedules and Assignments 166-103-0010(41) Records designed and used to assess employee performance: 3 Years; Other records: 1 Year.

Permanent Equal Pay Act Fair Labor Standards Act Civil Rights Act Title VII Americans With Disabilities Age Discrimination in Employment Act Davis-Bacon Act Service Contract Act

3 years from date of last entry in file. 3 years 1 year 1 year 1 year from date of personnel action to which record relates. 3 years 3 years

Workers’ Compensation Program Records

166-150-0200(22) 6 years Permanent Occupational Safety and Health Act Bloodborne Pathogens Act

5 years Exposure - for duration of employment plus 30 years

NA = Not Applicable


TRANSPORTATION DEPARTMENT

COIC CET Operations Record Retention

Document Description Citation Required Retention Other Storage Location (s)Condidential/Non

Condidential

1-3 Years

Accidents Reports FTAC 5010.10 (7)(C)(2) 3-years Bear Creek File Room Confidential

Daily Vehicle Inspections (DVI's) Pre/Post Trip Inspection Sheets

FTAC 5010.10 (7)(C)(2) 3-Years(Marty) Antler Facility-1 year. 2-years Bear

Creek Sign ShopNon-Confidential

Cash Deposit Checkoff Sheet FTAC 5010.10 (7)(C)(2) 3-years(Gary) Bear Creek Cash Room Non-Confidential

Fare Reconcilation Reports FTAC 5010.10 (7)(C)(2) 3-Years (Gary) Bear Creek Cash Room Non-Confidential

BDAR Client Applications FTAC 5010.10 (7)(C)(2) 1-year after deactivation(Debra) Bear Creek File Room Confidential

Public Transit DAR Driver Manifests FTAC 5010.10 (7)(C)(2) 3-yearsEither electric access

(Routematch) or hard copy

1-Year Bear Creek File Room. 1-Year-Bear Creek Archive Room. 1-year BearCreek Sign Shop.

Confidential

Incident Reports FTAC 5010.10 (7)(C)(2) 3-years Bear Creek File Room Confidential

Maintenance Requests FTAC 5010.10 (7)(C)(2) 3-years(Marty) 1-Year Antler Facility. 2-Years Bear

Creek Sign Shop.Non-Confidential

Mileage ReportsFTAC 5010.10 (7)(C)(2) 3-years

(Marty) 1-Year Antler Facility. 2-Years Bear Creek Sign Shop.

Confidential

Completed Permanent Trip Request Forms FTAC 5010.10 (7)(C)(2) 3-years (Esther) Bear Creek File Room Confidential

Various D&A documents, See Attachment C-1FTAC 5010.10 (7)(C)(2)

1-2 Years (Gary) Bear Creek File Room for 1-2 Years Confidential

Punch ticket sales logs FTAC 5010.10 (7)(C)(2) 3-years Confidential

Various Procurement Documents (See Attachment-E

FTAC 4420,1F 3-years after the FTA contract is completed

(Gary) Bear Creek File Room Non-Confidential

Various Asset Documents. See Attachment-F 3-years after disposal of equipment

See titles & Regristration in Bear Creek File room and varioud

vehicles descriptions in the Fleet List located at

O:\Transportation\CET\Fleet\CET Fleet List 10-2-14 xls

After Disposal. Bear Creek File Room Non-Confidential

Vehicle Repair Documents FTAC 5010.10 (7) (C) (2)3-years after disposal of vehicle

(Marty) Before Disposal-Antler Facility- After Disposal-Bear Creek Sign Shop.

Non-Confidential

Ticket Control Log 3-Years (Gary) Bear Creek Cash Room Non-Confidential

4-9 Years

Medicaid Ride (CERC) Driver Manifests CERC Contract 6-yearsEither electric access

(Routematch) or hard copy

Bear Creek File Room Active Drivers File Drawers.After last employment Date. 6-years in Inactive Drivers Files.

Confidential

Various D&A documents, See Attachment C‐2 49 CFR part 655.71 5-years(Gary) After last employment Date. 5-years in

Inactive Drivers Files. Confidential

Initial Driver DMV Report CERC Contract 6-years (Susie) (Gary) CET Records are kept in CET Driver Files.-CERC Provider records are at Bear Creek.

Confidential

Automatic Driver DMV Notifications CERC Contract 6-years (Susie) (Gary) CET Records are kept in CET Driver Files.-CERC Provider records are at Bear Creek.

Confidential

Driver Criminal Background Check CERC Contract 6-years (Susie) (Gary) CET Records are kept in CET Driver Files.-CERC Provider records are at Bear Creek.

Confidential

Driver Criminal History Verification Form-(Attachment A-1

CERC Contract 6-years (Susie) (Gary) CET Records are kept in CET Driver Files.-CERC Provider records are at Bear Creek.

Confidential

Driver Confidentiality Statement (Attachment B) CERC Contract 6-years (Susie) (Gary) CET Records are kept in CET Driver Files.-CERC Provider records are at Bear Creek.

Confidential

Driver Code of Professional Conduct-(Attachment C) CERC Contract 6-years (Susie) (Gary) CET Records are kept in CET Driver Files.-CERC Provider records are at Bear Creek

Confidential

Medicare Morning Reports CERC Contract 6-years 1-Year Bear Creek Room. 1-Year Bear Creek Archive Room. 4 Years Bear Creek Sign Shop.

Confidential

BDAR-Riders Billed CERC Contract 6-years 1-Year Bear Creek Room. 1-Year Bear Creek Archive Room. 4-Years Bear Creek Sign Shop.

Confidential

Bid Trips CERC Contract 6-years 1 Year Bear Creek File Room. 1-Year Archive Room. 4-Years Bear Creek Sign Shop

Confidential

Medicade Provider Payment Reimittance Advice CERC Contract 6-years 1 Year Bear Creek File Room. 1-Year Archive Room. 4-Years Bear Creek Sign Shop

Confidential

Provider Billings/Receipts CERC Contract 6-years After Contract Expiration

Bear Creek File Room 2-Years. 1 Year Archive Room. 4-Years Bear Creek Sign Shop

Confidential

Contract/Agreements (ODOT/FTA/Muncipalities/Ect) 6-years After Contract Expiration


Attachment BAttachment G

TRANSPORTATION DEPARTMENT

COIC CET Operations Record Retention

Billings (ODOT/FTA/Muncipalities/Ect) 6-years After Contract Expiration


CSI Complatins CERC Contract 6-years After Contract Expiration

1 Year Bear Creek File Room. 1-Year Archive Room. 4-Years Bear Creek Sign Shop

CERC Rides Returned CERC Contract 6-years After Contract Expiration

1 Year Bear Creek File Room. 1-Year Archive Room. 4-Years Bear Creek Sign Shop

Transit Service Data 6-years Bear Creek File Room 2-Years. 1 Year Archive Room. 4-Years Bear Creek Sign Shop

10+ Years

Documentation on Exposure to Blood Bourne Pathogens

29 CFR 1630.14 20 CFR 1910

30-years after last day of employment

Bear Creek File Room 1 year after employment. 29-Years in Bear Creek Sign Shop.

Confidential

Attachment BAttachment G

Attachment C

ADULT and YOUTH DEPARTMENTS WIOA Records Retention and Public Access

For work performed and funded under the Workforce Innovation and Opportunity Act (WIOA), COIC must abide by WIOA law, regulations, and guidance, all applicable Office of Management and Budget (OMB) Circulars, state regulations in laws and rules (Revised Code of Washington and Washington Administrative Code), Office of Financial Management (OFM) policies, and state WIOA policies.

Recipients of WIOA funds must keep records that are sufficient to permit the preparation of reports required by the Secretary of Labor and the tracing of funds to a level of expenditure adequate to ensure that the funds have been spent lawfully.

COIC is required to maintain and retain records of all fiscal and program activities funded under WIOA. With some exceptions, such records must be available to the public. The minimum requirements, timeframes for records retention, and extent to which such records may be made available to the public are as follows:

i. Retain all records pertinent to grants, grant agreements, interagency agreements,

contracts or any other awards, including financial, statistical, property, and supporting documentation, for a period of at least three (3) years after submittal of the final expenditure report (closeout) for that funding period to the awarding agency.

ii. Retain all records of non-expendable property for a period of at least three (3) years

after final disposition of the property.

iii. Retain all program and data validation records pertinent to applicants, registrants, eligible applicants/registrants, participants, terminees, employees, and applicants for employment for a period of not less than three years from the point that the record is no longer included in reportable outcomes (as opposed to the close of the applicant's program year). Example: A participant exits in January 2015 and is still reported in the PY 2015 performance report for the period ending June 30, 2015. The record retention period is July 1, 2015 through June 30, 2018.

iv. Retain records regarding complaints and actions taken on complaints for at least three

(3) years from the date of resolution of the complaints.

v. After files have been retained for at least three (3) years, refer to organizational guidelines for destroying confidential information.

vi. Retain all records beyond the required three (3) years if any litigation or audit is under way

or a claim is instituted involving the grant or agreement covered by the records. The records must be retained for at least three (3) years after the litigation, audit, or claim has been resolved.

All records retained beyond the mandatory retention period are subject to audit and/or review.

Attachment G

Attachment C

Limitation of Public Access to Records Personal records of WIOA registrants are private and confidential and will not be disclosed to the public.

References:

• Public Law 113-128, Workforce Innovation and Opportunity Act of 2014, Section 185(a) • 2 CFR 200.333-337 • 29 CFR 37.37 • 29 CFR 97.42

Attachment G

Attachment H

Attachment H

Attachment H

Attachment H

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