Central Oregon Intergovernmental Council by sofiaie


									                 Central Oregon Intergovernmental Council
                          Minutes for May 7, 2009
                                  2363 SW Glacier Place
                                    Redmond, Oregon

COIC Board Members: Mike McCabe, Crook County; Lonny Macy, Confederated Tribes of
Warm Springs; Shawna Clanton, City of Culver; Jack Seley, City of Prineville Alternate;
Barbara Hedges, City of La Pine Alternate; Tom Greene, City of Bend; Walt Chamberlain, City
of Madras; Jay Patrick, City of Redmond; John Hatfield, Jefferson County; and Jim Wilson,
Chris Bellusci, Marvin Butler, John McLeod, and Mike Schmidt, Appointed Members.

Guests: Corey Senecal, NeighborImpact

COIC Staff: Tom Moore, Executive Director; Karen Friend, Operations Director; Jim
MacKinnon, Loan Manager; Phil Chang and Scott Aycock, Program Administrators; Ann
Delach, Adult Program Manager; and Sharon Nance, Administrative Assistant.

Mr. Hatfield, Chair called the meeting to order at 5:30 p.m. and introductions were made.

Consent Agenda
Mr. Schmidt moved to approve the consent agenda:
   a. Approval of Board Minutes of April 2, 2009
   b. Financial Statement – March 2009
   c. Economic Development Report – April 2009
   d. Employment and Training Report – April 2009
   e. Receipt of Contracts and Grants – May 2009
Mr. Wilson seconded. Motion carried unanimously.

Expanding the Regional Collaboration with NeighborImpact to Include Regional Housing
Ms. Corky Senecal from NeighborImpact stated that at a previous COIC meeting, the Board
agreed to serve as a regional collaborative entity for NeighborImpact. NeighborImpact applied
to the State of Oregon for Community Block Grant funds for their Home Rehabilitation Program.
Ms. Senecal informed the Board that NeighborImpact has an opportunity to apply for Regional
Housing Center funds and would like to expand COIC’s collaboration responsibilities and
partnership with NeighborImpact to include the Regional Housing Centers. Currently, there are
3 Regional Housing Centers that are serving Central Oregon in Redmond, Madras and Prineville
and one entitlement center in Bend. Activities in the Housing Centers include Foreclosure
Prevention Counseling, Financial Classes, Home Buyer Education, and Reverse Mortgage
Counseling. The City of Madras has agreed to be the participating jurisdiction and will submit a
$48,000 Oregon Housing Community Services application to provide operating funds for the
Regional Housing Centers in Redmond, Madras and Prineville on behalf of NeighborImpact. In
answer to a question from Mr. Schmidt, Ms. Senecal stated that there is no financial obligation to
COIC. Mr. Schmidt moved to approve the expansion of the Regional Collaboration

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May 7, 2009
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between NeighborImpact and the COIC Board to include Regional Housing Centers and
authorized Mr. Moore to sign a letter of support. Mr. Wilson seconded. Motion carried
unanimously. NeighborImpact staff will submit quarterly reports to the COIC Board and
provide periodic updates to the Board.

Resolution #221, Volunteer Resolution for Policy Year 2009-2010
Ms. Friend gave background information regarding the Volunteer Resolution. In July 2002, City
County Insurance Services began a policy that required all organizations for which liability
insurance was provided, to carry worker compensation coverage for volunteers to be eligible for
liability coverage. At this time, volunteer positions are all clerical and the estimated annual
premium is $44.00. In August 2008, the Board passed Resolution #214 to insure with City
County Insurance Services for 3 more years in exchange for a safety grant. This is an annual
Resolution that comes before the Board for approval. Mr. Schmidt moved to approve
Resolution #221 as follows:
        WHEREAS, the Central Oregon Intergovernmental Council (COIC) elects the following:
        1.     Non-public safety volunteers will keep track of their hours and have their assumed payroll reported in
               the correct class code for the type of work being performed using Oregon minimum wage; and
        2.     A roster of active volunteers will be kept monthly for reporting purposes. It is acknowledged that
               City/County Insurance Services may request copies of these rosters during year-end audit; and
        3.     Unanticipated volunteer projects or exposure not addressed herein will be added onto COIC’s coverage
               agreement (1) by endorsement, (2) with advance notice to CIS, and (3) allowing two weeks for
               processing. It is hereby acknowledged that coverage of this type cannot be backdated.
        NOW, THEREFORE, BE IT RESOLVED by the Board of Directors of the Central Oregon
        Intergovernmental Council to provide for workers’ compensation insurance coverage as indicated above.
        This resolution will be updated annually.
Mr. Wilson seconded. Motion carried unanimously.
Project Request - Regional Energy Efficiency Project
Mr. Chang presented a Project Request for $8,000 for the Regional Energy Efficiency Project.
The project will afford staff to 1) work with the Oregon Department of Energy to invest federal
stimulus dollars in efficiency upgrades for local government buildings in Central Oregon, and 2)
seek a $15,000 Rural Energy for America Program (REAP) technical assistance grant from
USDA Rural Development which will pay a portion of the costs for energy audits for small rural
businesses and farmers and rancher in the region. COIC has been involved with renewable
energy projects for a number of years and overtime have come to recognize that it is often more
cost effective to conserve a unit of energy instead of generating a new unit of energy. The goal
of this project is to help promote energy efficiency in the region by facilitating small investments
in areas of lighting upgrades, weatherization, installation of “smart controls” in manufacturing
facilities, insulation for buildings, and refrigeration or air conditioning systems.

The $8,000 Board investment will leverage roughly $50,000 in federal, state and private funds
for program work that promotes energy efficiency in the region. With these program
investments, COIC will be able to assist local governments and rural businesses with analysis,
project development and project management so that these entities can secure hundreds of
thousands of dollars in federal and state funding for implementation.

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May 7, 2009
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The two sub-projects that are produced from this project both respond to new opportunities
presented in the federal stimulus program. The first project is to support energy efficiency
improvement in local government and public buildings. The Oregon Department of Energy
(ODOE) will be receiving approximately $50 million from the federal stimulus program to
support local government/public buildings energy efficiency projects. ODOE needs additional
capacity to get these funds out and working in cities and counties within Oregon, targeting those
cities and counties with high unemployment rates. They have requested that the ten federally
designated Economic Development Districts play an intermediary role in assisting local
governments to complete and submit applications for the federal stimulus dollars and, if
successful, assist with grant administration functions. The ODOE is prepared to contract with
COIC to perform these roles.

The second sub-project – the USDA Rural Development is seeking applications for their Rural
Energy for American Program Technical Assistance Grant. These grants enable intermediary
organizations to pay a portion of the cost for energy audits for small rural businesses, farmers
and ranchers in the region. The intermediary organization would provide funds on a cost-share
basis to small and rural businesses, farmers and ranchers and potentially in partnership with the
Energy Trust of Oregon to cut the cost of an energy audits to a 25% cost share to the small
business, farmer and rancher. In answer to a question, the audits would be conducted by private
companies within the state.

The $8,000 would provide seed money to complete an application and/or work plan for both
projects. After lengthy discussion and questions from the Board, Mr. Schmidt moved to
approve the project request of $8,000 for the Central Oregon Energy Efficiency Project.
Ms. Clanton seconded. Motion carried unanimously.

TranSolutions Team Update
Mr. Aycock updated members on the activities and outcomes related to the TranSolution Team.
In December 2007, the COIC Board passed Resolution #206, establishing a “Regional
Transportation Committee” with the following assigned tasks:

    1. Identify ways to build on and coordinate existing public transportation resources;
    2. Capitalize on immediate opportunities to expand regional public transportation; and
    3. Develop a long-term approach to addressing regional public transportation needs.

Progress on Tasks 1 and 2 have been significant, particularly through the development of
Cascades East Transit, which has pooled diverse public transportation resources under one roof,
allowing reduced service redundancy (making existing dollars go farther) and additional
leveraging of state and federal resources (bringing new dollars into the region). Mr. Aycock
explained that by pooling separate, redundant public transportation resources under one roof it
provides the opportunity to apply for larger grants as a region and by removing service
redundancies stretches the existing dollars further. In 2007, COIC’s sole partnership to deliver
public transportation services was with Crook County. During 2008, COIC entered into
additional partnerships with the Central Oregon Council on Aging; the Department of Human
Services; the Opportunity Foundation; CORIL; the Cities of Redmond and Sisters; and

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May 7, 2009
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Deschutes, Crook and Jefferson Counties. Below is a comparison of annual revenues and service
offerings for Central Oregon General Public Transportation Services:

Comparison of Annual Revenues and Service Offerings for Central OR General Public
Transportation Services (Crook DAR and COCOA Systems Only – excludes BAT, Commute
Options’ Van Pools, and Central Cascade Lines)
                                                     2007         2008          %
                                                   Calendar     Calendar    Increase
                                                     Year         Year
       Total Funding for Public Transit Operations $308,913.00  $684,354.47   121.5%
     Federal Funding for Public Transit Operations  $12,216.00  $180,333.47   1,376%
       State Funding for Public Transit Operations $135,235.00  $284,413.00     110%
                Total Weekly Local Service Hours         145.5          209       44%
                                 Total Local Rides      25,432       50,805    99.8%
      Total Weekly Inter-Community Round Trips               0        115*          ~
               Total Community-Connector Rides               0       12,378         ~
*CET began offering general public inter-community trips on July 1, 2008.

The TranSolutions Team provided a good framework and participatory team to help assist COIC
to develop partnerships and assist with the political support necessary to make Cascades East
Transit possible. Ms. Friend added that the Central Oregon Breeze has decided to interline with
CET and coordinate with CET to provide rides to Prineville.

Mr. Aycock stated that there has been far less progress on Task 3 by the TranSolutions Team,
due to:
      a lack of interest on the part of some Team members to engage in long-range planning;
      a sense among the group that they do not have the “right people” at that table to deliver a
        long-range plan
      a concern that there would not be sufficient jurisdictional buy-in to a plan developed by
        the Team;
      a lack of funding to engage in forecasting of future public transportation needs and
        analysis of options to meet those needs.
In order to address these concerns and make progress on Task 3, COIC staff has prepared an
application into the Oregon Transportation and Growth Management (TGM) grant solicitation.
If funded, this grant would allow COIC to:
       hire a consultant to develop a forecast of future (2030) public transportation needs;
       perform a policy analysis of different public transportation options to meet those needs;
       engage in significant local government and stakeholder engagement in the identification
        of a comprehensive strategy – with short, medium, and long-term implementation plans –
        to realize the envisioned system by 2030.
Mr. Aycock informed members that funding of this application is unlikely and asked members
for a direction on what steps need to be taken to accomplish Task 3. After lengthy discussion,
the Board directed staff to present at a future meeting a scope of work to address the question
“What are we going to do about public transportation in Central Oregon?”

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May 7, 2009
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Mr. Schmidt moved to appoint the following individuals to the TranSolutions Team:

Mike Lovely, Bend                    Transit Advocate
Jeff Monson, Director                Commute Options of Central Oregon
Elaine Henderson, Madras             Transit Advocate
Scott Edelman, Planner               City of Prineville

Mr. Green seconded. Motion carried unanimously.

Regional Roundtable
Members updated the Board on current local issues in their communities.

New Business
Central Oregon One Voice DC Trip – Mr. Schmidt presented a proposal for an annual “One
Voice” trip to Washington DC for members and guests of COIC for next March or April. Goals
of the trip would include: 1) assemble a diverse group of people eager to present issues of
importance to Central Oregon; 2) develop an agreement on three to five trip objectives (issues,
projects or specific needs) designed to enhance the quality of life, economy, education or faith
based objective benefitting the region; and 3) once in DC, the team is divided into small diverse
groups, with scheduled appointments, to meet with elected officials, federal departments or
agencies who are in a position to achieve trip objectives. COIC’s role would include: 1)
coordinating the One Voice trip by arranging hotel, legislative appointments and interfacing with
the Oregon delegation; and 2) Board members will propose and agree on three to five trip
objectives. To start the process, Mr. Schmidt suggested using the COIC Board meeting to
discuss proposed trip objectives, i.e. issues important to their city, county or the region which
require some type of federal government support or funding. It was the consensus of the Board
to proceed with this process.

Tolling and Pricing Policy Development in the State of Oregon
Mr. Moore informed members of the Oregon Department of Transportation (ODOT) and the
Oregon Transportation Commission (OTC) request for input regarding tolling and pricing policy
development in Oregon. The Oregon Legislature has given the OTC board authority over the
construction of tollways and the application of tolls on existing or new State facilities. Seven
white papers have been prepared to evaluate and understand several technical tolling and pricing
issues and their implications to motorists, the transportation system and communities in Oregon.
The department is asking the local government elected official in the statewide COG’s to review
and comment on the white papers. A presentation will be made to COACT on May 14 th. The
report can be found at http://www.oregon.gov/ODOT/TD/TP/Tolling_Background.shtml. Staff
will look into having a presentation on this issue at the next meeting.

As there was no further business, the meeting adjourned at 7:10 p.m.

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May 7, 2009
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