Full Board of Directors Meeting Agenda Packet -

Updated as of September 14, 2016

September 15, 2016, 3:00 pm

Cascades West Center1400 Queen Avenue SE

2nd Floor, Large Conference RoomAlbany, OR 97322

The meeting locations are wheelchair accessible. If you need special assistance please contact Oregon Cascades West Council of Governments at

541-967-8720, forty-eight (48) hours prior to the meeting.

1400 Queen Ave SE • Suite 201 • Albany, OR 97322 (541) 967-8720 • FAX (541) 967-6123

COUNCIL OF GOVERNMENTS FULL BOARD AGENDA for September 15, 2016

Updated as of September 14, 2016

An Executive Session may be called as deemed necessary by the Chair, pursuant to ORS 192.660.

PLEASE NOTE: Please contact Betu Case, bcase@ocwcog.org or by calling 541-924-8408, no later than Noon on Tuesday, September 13th to confirm your attendance.

1. Welcome and Introductions (Chair Sharon Konopa)(3:00 – 3:05 p.m.)

2. Public Comment(3:05 – 3:10 p.m.)

Floor will be open to the public for comment.

3. Consent Calendar (Chair Sharon Konopa)(3:10 – 3:15 p.m.)

a. Approval of the July 21, 2016 Full Board Meeting Minutes (Page 3).b. Approval of the Appointments to the Transportation Brokerage Advisory Committee (Page 6).

ACTION: Motion to approve Consent Calendar.

4. Public Employees Retirement System (PERS) Reserve Fund (Finance Director Sue Forty)(3:15 – 3:25 p.m.)

A review OCWCOG’s plans to fund the agency’s PERS Reserve Liability Account to offset anticipated PERS increases will be provided (Page 8).

ACTION: Motion to approve activating and using the PERS Reserve Liability Account starting with the September 2016 payroll to help offset escalating costs for the organization.

MEMBER GOVERNMENTS — COUNTIES: Benton, Lincoln, and Linn CITIES: Adair Village, Albany, Brownsville, Corvallis, Depoe Bay, Halsey, Harrisburg, Lebanon, Lincoln City, Lyons, Millersburg, Monroe, Newport, Philomath, Scio, Siletz, Sweet Home, Tangent, Toledo, Waldport, Yachats OTHER: Confederated Tribes of Siletz and Port of Newport

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5. Program and Finance Update Question and Answers (All Program Directors)(3:25 – 3:35 p.m.)

Staff will be available to answer any questions from the Board on the program updates(CED, Page 9; SDS, Page 11; and Financial, Page 14).

ACTION: Information and report only.

6. Information Sharing (All Members)(3:35 – 4:00 p.m.)

Representatives from each member jurisdiction may share recent major events and activities with their Board colleagues.

7. Other Business(4:00 – 4:10 p.m.)

8. Adjournment(4:10 p.m.)

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OREGON CASCADES WEST COUNCIL OF GOVERNMENTS FULL BOARD MINUTES

July 21, 2016

MEMBERS: Mayor Sharon Konopa, Albany; Commissioner Anne Shuster, Benton County; Mayor Biff Traber, Corvallis; Councilor Bob Elliott, Lebanon; Councilor Sarah Puls, Harrisburg; Councilor Ken Lorensen, Halsey; Councilor Debbie Nuber, Scio; and Councilor Jeffrey Goodwin, Sweet Home.

STAFF: Executive Director Fred Abousleman; Deputy Director Lydia George; Finance Director Sue Forty; Senior and Disability Services Director Dave Toler; Community and Economic Development Director Phil Warnock; Ride Line Operations Manager Brenda Mainord; General Administration Assistant Betu Case; Facilities Maintenance Coordinator Tim Brice; Communications Consultant Lindsey Riley; and Network Operations Specialist Troy Grover.

VIDEO: Councilor Chester Noreikis, Lincoln City.

GUESTS: Director of Oregon Partnership for Disaster Resilience with the University of Oregon Josh Bruce; and Transportation Brokerage Advisory Council Chair Lee Lazaro.

The Full Board meeting was called to order by Chair Sharon Konopa at 3:11 pm on July 21, 2016 at the Cascades West Center in Albany, Oregon.

1. Welcome and IntroductionsIntroductions of those present were made.

2. Public CommentNo public comment.

3. Consent CalendarCouncilor Chester Noreikis requested to pull items (c) Approval of Appointments to theSenior Services Advisory Council (SSAC) and the Disability Services Advisory Council(DSAC), and (d) OCWCOG Financial Update from the Consent Calendar.

Motion to approve Items (a) Approval of the May 19, 2016 Full Board Meeting Minutes, and(b) Approval of Revisions to the Brokerage Advisory Council Bylaws, made by CouncilorNoreikis, seconded by Mayor Biff Traber. Motion passed unanimously.

With regards to pulled Consent Calendar Item (c), Councilor Noreikis requested Community Program Support Coordinator Lisa Bennett thank the members who renewed their membership to serve on the Advisory Councils. Senior and Disability Services (SDS) Director Dave Toler agreed and said he would relay the thanks. Councilor Noreikis thanked Finance Director Sue Forty for her narrative and the efforts being made to reduce costs by centralizing purchasing. Councilor Noreikis asked if the cost reduction is anticipated for the coming year. Finance Director Forty said it was, and efforts are also being made to reduce costs in travel and expense reimbursements. Councilor Noreikis moved to approve Consent Calendar Items (c) and (d). Motion seconded by Councilor Debbie Nuber, which passed unanimously.

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4. Presentation - Cascades West Economic Development District Resiliency PlanOCWCOG Executive Director Fred Abousleman described the alliance between theCommunity and Economic Development (CED) group working with the University of OregonPartnership for Disaster Resilience on a strategy update for an Economic Resiliency Plan.

Presenter Josh Bruce, Director of Oregon Partnership for Disaster Resilience with the University of Oregon, shared a PowerPoint© presentation providing an Economic Resilience Overview and shared several planning efforts as part of the Comprehensive Economic Development Strategy. The common theme throughout was that communities need to work together to prepare for recovering from a disaster.

Mayor Traber asked how far along the State of Oregon is in terms of resiliency planning; he said we need statewide planning not just regional planning. Director Bruce agreed and said there is planning, but even more can be accomplished.

Commissioner Ann Schuster said Benton County is prepared, but wonders what kind of incidents might come up that have not yet been thought of. Commissioner Schuster suggested to convene our communities to better coordinate tri-county efforts.

Executive Director Abousleman added it is not just the anticipated Cascadia earthquake to plan for, but also planning for severe fires, winter events, and major flooding. Each can be tremendously expensive, and what you think is going to happen, and what actually happens are different.

There was discussion about how a disaster would affect infrastructure and transportation, specifically road and bridge damage in the region. Councilor Jeffrey Goodwin shared he has been working on resiliency in his region and recommended visiting the website called Oregon Highways Seismic Plus Report for additional information (https://www.oregon.gov/ODOT/HWY/BRIDGE/docs/2014_Seismic_Plus_Report.pdf).

5. CWCOG Program UpdatesDirector Abousleman reported the Community and Economic Development (CED) PedalCorvallis Program has already exceeded expectations and now has 35 bikes and ninestations. The program was funded by the City of Corvallis, Benton County, and SamaritanHealth Services. Next step will be an Oregon State University launch, with more expansionlater throughout the region. The Lending Program is working on a new loan for a millingbusiness in Brownsville, Northwest Clearwoods, and a new restaurant in Corvallis openedwith the assistance of a Business Investment Fund loan.

Director Abousleman also shared he is sending out requests to schedule yearly member visits. Thanks to Halsey and Corvallis for first two successful meetings. Next visits will be to Lincoln City and Depoe Bay.

Mayor Konopa asked SDS Director Dave Toler about a Medicaid cost reductions update. SDS Director Toler said there are no reductions yet. The Legislative session will be coming up soon and the Department of Human Services (DHS) is facing huge deficit. He is currently working on how we can proactively cut costs.

6. Information SharingLincoln City: Councilor Noreikis reported a soccer game was allowed to be played on anindoor basketball court recently. The soccer ball was accidently kicked up into a fire sprinklerresulting in water damage to the hardwood court.

Scio: Councilor Nuber said Scio recently spent $50,000 to host an evening Reggae Festival on August 13, 2016 to celebrate Scio’s 150th birthday, including Czech food and polka dancing. 4

Lebanon: Councilor Bob Elliott reported a new Starbucks, Dominos Pizza, and AT&T office is coming soon. Phase II construction of the Advanced Automobile College, through Linn-Benton Community College is underway. Samaritan Hospital continues to grow with the addition of new surgery rooms, and a new donut shop recently opened and is very popular.

Benton County: Commissioner Schuster said the Benton County Fair is in early August. Benton County will be looking into more disaster relief programs such as the ones described in the presentation. A smaller version of Da Vinci Days Festival was celebrated in July with a Kinetic Sculpture Race. The County Library will be hosting a Makers Club in September to learn about programming and electronics.

Corvallis: Mayor Traber also remarked on the rejuvenated and successful Da Vinci Days. Corvallis downtown business Coleman’s Jewelers recently opened and discovered a chemical vile problem in an old 1930’s safe. The Fire Department had to close the street and have Hazmat called in. Corvallis is suing the State of Oregon by joining Linn County on a voter approved annexation lawsuit.

Harrisburg: Councilor Sarah Puls said preparations are being made for the upcoming Harvest Festival, and they are hoping for better weather than last year’s festival.

Sweet Home: Councilor Goodwin reported the new City Hall building was purchased in the center of town. The Oregon Jamboree will be held on August 2 that will include great entertainment and food. A road closure east of Linn County will be happening soon, which will focus on repairs for the bridge. He also said there could be a huge economic opportunity if the entire road was repaired for visitors going to the coast.

Halsey: Councilor Ken Lorensen reported on the one-year anniversary celebration for the Halsey Library. A 5K run was held to raise funds. For a small community, the Library has had high attendance, and has several successful programs, including the Summer Reading Program and a bike course event where children received brand new bike helmets free. The helmets were donated and volunteers fixed any bicycle that needed repair for free.

Albany: Mayor Konopa said the River Rhythms Concerts have returned twice a week this summer on Monday and Thursday nights. There was rain for the first few concerts, but everyone who attended had a good time. The City is undergoing a lot of construction at the moment, and South Albany High School’s cafeteria was recently rebuilt. A new bid for $20 million was awarded to build the new jail, and a new fire station will be built. WinCo plans to open a new Albany store at the old Kmart location, and the Art and Air Festival will be happening next month.

7. Other BusinessExecutive Director Abousleman acknowledged Lee Lazaro and thanked him for histremendous help with both the Transportation Brokerage Advisory Committee, and theHealth and Economic Summit.

8. AdjournmentMeeting adjourned at 4:32 p.m.

Minutes recorded by Betu Case.

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1400 Queen Ave SE • Suite 201 • Albany, OR 97322 (541) 967-8720 • FAX (541) 967-6123

M E M O R A N D U M

DATE: September 15, 2016

TO: OCWCOG Board of Directors

FROM: Phil Warnock, Community and Economic Development Director

RE: Appointments to the Transportation Brokerage Advisory Committee (TBAC)

The Transportation Brokerage Advisory Committee (TBAC) was established by the Oregon Cascades West Council of Governments (OCWCOG) to advise the OCWCOG Board of Directors and Staff on matters relating to the ongoing operation of the transportation brokerage serving Benton, Lincoln, and Linn Counties, and on other means of improving transportation in the region.

The TBAC provides a forum for the discussion, understanding, and recommendations of Non-Emergent Medical Transportation (NEMT) services and other transportation services to best meet the needs of residents, transportation providers, medical providers, and other human services providers, the Oregon Health Authority (OHA), Inter-Community Health Network Coordinated Care Organization (IHN-CCO) and other community stakeholders.

The voting membership of the Committee shall not exceed seventeen (17), and shall consist of a mix of representatives from Benton, Lincoln, and Linn Counties.

Staff recommends appointment of the following individuals to the TBAC:

1. Lee Lazaro, Benton County Special Transportation Coordinator2. Karlie Hahn, Transformation Operations Manager, Samaritan Health Services3. Barbara Pedersen, Office Manager, Samaritan Mid-Valley Children’s Clinic4. Jasper Smith, Program Manager, Benton County Developmental Diversity Program5. Amy Peer, Program Supervisor, Senior and Disability Services, OCWCOG6. Carolyn Fry, Program Manager, Lincoln County Development Disabilities Program7. Mary Marsh-King, Benton County Special Transportation Advisory Committee Chair, Realtor8. Tanya Thompson, Deputy Program Manager, Linn County Mental Health9. Pam Barlow Lind, Tribal Planner, Confederated Tribe of Siletz Indians10. Laurie Barajas, Maternity Care Coordinator, Sam Health11. Sarah Ballini Ross, Long Term Services and Supports Innovator Agent, SDSD12. Tony Howell, Program Manager, Linn County Alcohol and Drug13. Cheryl Landis, Case Manager, ER Department, Samaritan Lebanon14. Suzette Boydston, Director, Senior Companion Program, Senior Services Advisory Committee

OCWCOG15. Milly Sage, Marketing Director, Regency Albany Care Center

MEMBER GOVERNMENTS — COUNTIES: Benton, Lincoln, and Linn CITIES: Adair Village, Albany, Brownsville, Corvallis, Depoe Bay, Halsey, Harrisburg, Lebanon, Lincoln City, Lyons, Millersburg, Monroe, Newport, Philomath, Scio, Siletz, Sweet Home, Tangent, Toledo,Waldport, Yachats OTHER: Confederated Tribes of Siletz and Port of Newport

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Ex-Officio Members: Tamatha Tracer, Director of Operations Samaritan Health Plans Sarah Wetherson, Policy Analyst, Oregon Health Authority

Committee members shall be appointed by the OCWCOG Board to serve a term of two (2) years, effective July 1 through June 30 with overlapping terms (e.g. the terms of one half of the members will end on June 30, 2018, and the terms of one half of the members will end on June 30, 2019).

This term would begin October 1, 2016 and expire on July 31, 2018.

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1400 Queen Ave SE • Suite 201 • Albany, OR 97322 (541) 967-8720 • FAX (541) 967-6123

M E M O R A N D U M

DATE: September 15, 2016

TO: OCWCOG Board of Directors

FROM: Sue Forty, Finance Director

RE: PERS Reserve Update

The Oregon Supreme Court recently overturned the State Legislatures 2013 reforms of the Public Employees Retirement System (PERS) that were aimed at controlling long-term liability. Furthermore, lower than expected investment returns and changes in economic assumptions have created an unfunded liability for the pension system that every state and local agency that is a PERS member will have to cover. The long-term liability fix will begin in 2017 and last until 2021.

The OCWCOG Board of Directors established a PERS Reserve Liability Account in 2004 to address similar issues of off-setting a PERS increase. OCWCOG will be faced with a similar situation in the coming biennium(s).

The Reserve Liability Account is mandated to only be used to offset PERS costs. Funds cannot be used for any other activity. In the case of lower than expected increases (or no increase), programs would be credited back funds ONLY to their PERS expense line-item.

OCWCOG has determined through a review of estimated actuarial information provided by PERS that starting in 2017 fiscal year, OCWCOG PERS will begin to increase on an average of 20% of total wages each year. The increase for 2017 fiscal year will be approximately $300,000.00 for the organization.

OCWCOG requests approval to activate and use the PERS Reserve Liability Account starting with the September 2016 payroll to help offset escalating costs for the organization.

OCWCOG will be contributing 3% of total monthly payroll costs by program into the PERS Reserve Liability Account. These funds will not cover the total cost of the increase, but will help buffer additional costs moving forward, thereby limiting the compounding effect on our budget, staffing, and program delivery.

If you find you need additional information or clarification, please contact Finance Director Forty.

MEMBER GOVERNMENTS — COUNTIES: Benton, Lincoln, and Linn CITIES: Adair Village, Albany, Brownsville, Corvallis, Depoe Bay, Halsey, Harrisburg, Lebanon, Lincoln City, Lyons, Millersburg, Monroe, Newport, Philomath, Scio, Siletz, Sweet Home, Tangent, Toledo, Waldport, Yachats OTHER: Confederated Tribes of Siletz and Port of Newport

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1400 Queen Ave SE • Suite 201 • Albany, OR 97322 (541) 967-8720 • FAX (541) 967-6123

M E M O R A N D U M

DATE: September 15, 2016

TO: OCWCOG Board of Directors

FROM: Phil Warnock, Community and Economic Development Director

RE: Community and Economic Development (CED) Program Report

Cascades West Area Commission on Transportation (CWACT)

The CWACT will participate in a legislative roundtable with the Oregon TransportationCommission (OTC) on September 15 in Newport, as well as a Joint TransportationCommittee legislative listening session on October 24 in Albany. CWACT will have its biennialreview with the OTC in November, where staff will provide an overview of the Commission'swork during the past two years.

Oregon Department of Aviation has announced the first cycle of a new grant opportunity calledthe Aviation System Action Program Fund (ASAP). The application period is from September12 through October 14 with information and applications available atwww.oregon.gov/aviation/pages/index.aspx. Applications will be reviewed by CWACT withstatutory criteria recommendations forwarded to the State Aviation Board in late November.

Cascades West Ride Line, Brokerage

Pedal Corvallis – Community Bikeshare Program: In partnership with the InterCommunity HealthNetwork Coordinated Care Organization, which is the region’s Medicaid provider, OCWCOG andseveral community partners launch a pilot bikeshare program in Corvallis on June 30. The PedalCorvallis program features six bike stations and 35 bikes throughout the city. As of two months afterthe launch, the program has 82 active members (and 148 all-time members), who have taken acombined 527 bikeshare trips. Station locations are SamFit / Samaritan Square; Osborn AquaticCenter; Lincoln Health Center; Benton County Health Department; Oregon State Credit Union (9thStreet); and the Downtown Transit Center. Partners and sponsors include the City of Corvallis;Benton County; Corvallis 509J School District; Oregon State Credit Union; Samaritan HealthServices; SamFit; Linn-Benton Community College; NuScale Power; First Alternative Co-op;Woodstock’s Pizza; and the Mid Valley Bicycle Club.

MEMBER GOVERNMENTS — COUNTIES: Benton, Lincoln, and Linn CITIES: Adair Village, Albany, Brownsville, Corvallis, Depoe Bay, Halsey, Harrisburg, Lebanon, Lincoln City, Lyons, Millersburg, Monroe, Newport, Philomath, Scio, Siletz, Sweet Home, Tangent, Toledo, Waldport, Yachats OTHER: Confederated Tribes of Siletz and Port of Newport 9

Safe Routes to School

OCWCOG has received a grant from the Oregon Department of Transportation (TransportationSafety Division) for Safe Routes to School projects in five Linn County area school districts fromOctober 2016 to October 2019. The grant totals $49,225 in the first year, $45,368 in the secondyear, and $38,853 in the third year. The communities to be served include Albany, Harrisburg,Jefferson, Lebanon, and Sweet Home. Projects will be developed in collaboration with theparticipating schools and communities, and will include bike and pedestrian safety encouragementand education, coalition-building, and strategic planning.

Transportation Options

For the period of June 1 to August 31, a total of 51 new people joined thewww.DriveLessConnect.com database for Benton, Lincoln, and Linn Counties. Overall during thatperiod, members logged 97,459 non-drive-alone miles, including 3,255 bike trips, 378 bus trips,1,540 carpool trips, 1,297 vanpool trips, and 750 walking trips. This resulted in an estimated CO2

reduction of 72,498 pounds, as well as 3,612 gallons of gas saved, and $28,236 saved byparticipants. Staff currently are preparing for participation in the statewide Oregon Drive LessChallenge, coming up October 1-15.

Lending

Cascades West Business Lending’s first 504 loan with CCD Business Development Corporation for$400,000 has received Board and U.S. Small Business Administration approval. The 4 SpiritsDistillery loan will be used to build a state-of-the-art distillery which will allow room for the growth ofthe operation and product demand. The improved and expanded operation will leverage diverserevenue streams including hosting local and regional events and specialty nights, increasingdistillery production area, providing a unique tasting room and retail experience, along with a morespecific area to serve the finest spirits and food to complete the business. Oregon State CreditUnion is the third party lender bringing the total project costs to $965,000. The new location islocated in South Corvallis and is in an Enterprise Zone as defined by the City of Corvallis. They willbe creating an estimated four new jobs for the community.

Quarterly reports have been completed and submitted for U.S Department of Agriculture (USDA)and Lincoln County Revolving Loan Fund (LCLF) as required by our work plans. Fiscal year endreports have also been completed for annual audit.

Marketing is continuing though monthly email blasts, Chamber events, and Economic DevelopmentCommittee meetings. Albany Chamber Business Extravaganza event is Wednesday, September21, at the Linn County Fair Grounds and OCWCOG will have a booth at this event.

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Senior and Disability Services 1400 Queen Ave SE • Suite 206 • Albany, OR 97322

(541) 967-8630 TTY/Voice • 1-800-638-0510 TTY/Voice

203 N Main St • Toledo, OR 97391 (541) 336-2289 • (541) 336-8103 TTY/Voice • (800) 282-6194

Area Agency on Aging

DATE: September 15, 2016

TO: OCWCOG Board of Directors

FROM: Dave Toler, Senior and Disability Services Director

RE: Senior and Disabilities (SDS) Program Report

Oregon Cascades West Council of Governments’ Area Plan 2017-2020 Executive Summary

Introduction In accordance with the Older Americans Act, the Oregon State Unit on Aging (SUA) requires every Area Agency on Aging & Disabilities in Oregon to develop and submit a four-year Area Plan. The Area Plan is intended to provide a compass for program direction and prioritization for the next four years. Once a plan largely generated by local issues and concerns, the content of today’s Area Plans are primarily defined and driven by the SUA.

OCWCOG’s Senior and Disabilities Service Department is requesting that the Oregon Cascades West Council of Governments’ Board of Directors review the OCWCOG’s 2017-2020 Area Plan prior to its submission in October 2016.

Given that the Area Plan is 150-200 pages, below is an Executive Summary. For those who would like to see the Area Plan in its entirety, a full edition of the Area Plan will be available after September 19th at www.ocwcog.org/seniors-disability.

Mission, Vision, Values Mission: Senior and Disability Services (SDS) has a mission to enhance the independence,

dignity, choice, and individual well-being for all aging people and people with disabilities in the Linn, Benton, and Lincoln County region.

Vision: SDS holds a vision of serving as the regional experts in aging and disability services, and supporting the regional population to maintain health, wellness, and access to programs when needed.

Values:

Service Equity

High Quality Services

Innovation

Community Collaboration

Combatting Adult Abuse

A Challenging and Rewarding Workplace

MEMBER GOVERNMENTS — COUNTIES: Benton, Lincoln, and Linn CITIES: Adair Village, Albany, Brownsville, Corvallis, Depoe Bay, Halsey, Harrisburg, Lebanon, Lincoln City, Lyons, Millersburg, Monroe, Newport, Philomath, Scio, Siletz, Sweet Home, Tangent, Toledo,Waldport, Yachats OTHER: Confederated Tribes of Siletz and Port of Newport

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Planning and Review Process The planning process used for the development of this Area Plan has been underway since the completion of the last Plan in 2013. The needs assessment for this Plan, conducted over the last four years, is based on a combination of community outreach, input from SDS direct services staff, the Senior Services Advisory Council, Disability Services Advisory Council, management, and statistical analysis of our Region’s older and disabled population.

Three surveys have been conducted during the planning process including a Family Caregiver Survey, a Consumer survey, and a Community Partner survey. In addition, with this Plan we are emphasizing two underserved populations: Siletz tribal members and the LGBT community. Focus Groups were held with both groups to gather input on service gaps.

Prioritization of Discretionary Funding A small amount of funding received by SDS is discretionary. SDS looks to our Advisory Councils to help determine the priorities for this limited funding. The following priorities are being proposed for the 2017-2020 Area Plan:

Meals on Wheels: current service level, along with restoration of frozen meals onweekends

Family Caregiver Support Program: respite, supplemental services, and training forcaregivers

Behavioral health supports

Expansion of the Money Management Program

Care Transitions: Hospital to Home Program: A complete description of this program hasbeen included in Section C-4.

Options Counseling

Service Area Profile From a socio-economic perspective, the prevalence of poverty for the tri-County Region’s 65+ years old population runs slightly below the Oregon average.

Probably the most significant demographic note is that according to the 2015 U.S. Census estimates, there were 62,849 older adults age 60+ in the three Counties combined. This accounts for 25% of the total population of these Counties. Population trends continue to point to a relatively fast increase in the proportion of older residents in the region. While total population grew by approximately 2,100 residents in the last five years, in the same period the older population in the region has increased by nearly 10,000.

Issue Areas The heart of the Area Plan focuses on the six Issue Areas specified by the Oregon SUA. The following is a brief summary of each area for our region:

Information & Assistance Information & Assistance is primarily delivered through the Aging and Disability Resource Connection (ADRC) call center. This past year, OCWCOG has averaged approximately 800-900 calls each month.

The goal for this next four years is to better ensure our consumers that they truly have a No Wrong Door (NWD) experience when they contact SDS. NWD assures the consumer that once they contact SDS for anything, we will either provide them what they need at that time, or we will reach out to them for further assistance or guidance. With NWD, the frustrating search for the consumer to find the precise person or resource they need is over once they enter our system.

Nutrition Services The Meals On Wheels (MOW) is a critical program for our older adults and people with disabilities. This Area Plan focuses primarily on making the program sustainable. The identified problem is a $225,000 deficit, which cannot be sustained for much longer. 12

The Area Plan spells out several goals to strengthen the viability of the MOW program including:

Increasing individual contribution

Increasing business sponsorships

Increasing local government investment

Stabilize the volunteer base

Another goal is to look at ways to reverse what has been a downward trend in dining participation at meals sites over the last ten years. This will primarily involve working with community partners to add other activities before and after meal times.

Health Promotion SDS receives a relatively small amount of funding specifically tied to health promotion programs. However, the Medicare programs SDS administers to ensure low income households have health coverage, SNAP food benefits, and Long-Term Care funding play a key role in stabilizing a person’s mental and physical health. With guidance from both the Senior Services Advisory Council and Disability Services Advisory Council, for the next four years SDS will be putting a stronger emphasis on mental health support for our communities. The goal is to expand the availability of the Program to Encourage Active and Rewarding Lives (PEARLS), an in-home program for people suffering from mild to moderate depression. Another related goal will be to address a serious service gap for those individuals and their families confronted with a dementia disease. These diseases are the fast growing epidemic in our nation and yet effective treatments and services are sorely lacking.

Family Caregiver Support Program Supporting family caregivers ensures that people can live in their homes longer and protects one of the most valuable assets in our Long-Term Services and Supports system: the unpaid caregiver. Guided by our overall goal to better serve Siletz tribe and LGBT communities, this Area Plan calls for more emphasis on providing these supports to family caregivers in these communities.

Elder Rights and Legal Assistance Efforts to stop or prevent elder abuse and abuse of younger adults with disabilities is a very high priority for OCWCOG. The Adult Protective Services (APS) unit is currently averaging approximately 50 investigations each month. One goal will be to ensure that investigations are completed in a timely manner to ensure that funding for the program is secured.

Although the funding for education and prevention is extremely limited, a second goal will be to target a specific media campaign that addresses the issue of abuse and promotes the awareness that abuse of our elders and people with disabilities is simply never okay. Similar campaigns in the domestic violence arena proved effective in the 1980s and 1990s.

Native American Elders A focus group was held at the Siletz Community Clinic to inform SDS on the service gaps that tribal members are confronting. This plan’s goals include establishing on-going quarterly meetings with Siletz staff and tribal members, co-hosting semi-annual elder abuse prevention forums in the Siletz community, and ensuring that ADRC information is well placed in locations throughout the Siletz community. One elder rights forum has already been held at Siletz and APS has been able to assist some individuals who were in vulnerable situations.

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1400 Queen Ave SE • Suite 201 • Albany, OR 97322 (541) 967-8720 • FAX (541) 967-6123

M E M O R A N D U M

DATE: September 15, 2016

TO: OCWCOG Board of Directors

FROM: Sue Forty, Finance Director

RE: OCWCOG Financial Update

Please accept the following snapshot, and Consolidated Revenue and Expense Statement, for period ending June 30, 2016, with notes to items that I felt were pertinent. We strive to make the following financial information consistent, accessible, and transparent. It is provided as a Consent Item, however, no official action is needed.

Snapshot by Major Line Item

FY2016 Budget December

YTD Percentage

YTD Prior Year

YTD

Dues 255,363.00 255,363.00 100% 100%

Contracts 2,103,374.00 1,827,578.33 86.89% 147.22%

Grants 173,641.00 195,782.00 112.75% 184.23%

Donations 220,000.00 139,175.25 63.26% 80.70%

State Revenue 1,522,943.00 1,331,236.82 87.41% 113.00%

Federal Revenue 11,870,052.00 11,217,444.94 94.50% 98.23%

Coordinated Care 4,700,000.00 5,237,584.27 111.44% 118.38%

Total Income (all line items)

32,213,655.00 31,115,310.43 96.59% 113.18%

Total Payroll Expense 13,964,308.00 11,283,120.28 80.80% 85.80%

Contract Expense 5,840,723.00 6,807,182.16 116.55% 106.93%

Indirect Expense 1,646,844.00 1,629,586.68 98.95% 98.56%

Maintenance & Repair 169,950.00 95,404.40 56.14% 32.44%

Supplies 203,797.00 119,250.01 58.48% 70.73

Telephone 192,954.00 164,047.46 85.02% 99.85%

Travel / Training 360,482.00 261,927.05 72.66% 100.28%

Total Expense (all line items)

32,213,655.00 20,724,424.31

70.71% 83.71%

Net Gain / (Loss) 8,494,397.44

MEMBER GOVERNMENTS — COUNTIES: Benton, Lincoln, and Linn CITIES: Adair Village, Albany, Brownsville, Corvallis, Depoe Bay, Halsey, Harrisburg, Lebanon, Lincoln City, Lyons, Millersburg, Monroe, Newport, Philomath, Scio, Siletz, Sweet Home, Tangent, Toledo, Waldport, Yachats OTHER: Confederated Tribes of Siletz and Port of Newport

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FY2015 - 2016 Financial Narrative (Revenue)

a. OCWCOG has a balanced budget, as seen on the Net/Gain (Loss) FY2015-2016 Budget.The budget numbers reflect the supplemental budget adopted on January 21, 2016.

b. Member dues have all been received and distributed.c. Contract revenue is low. The Board adopted a supplemental budget that increased the

contract revenue total by $703,555.00. The Non-Emergent Medical Transportation pilotprogram represents $477,750.00 of this increase. Pedal Corvallis, the bikeshare project,recently launched, and we are in the process of billing for this project.

d. Year-to-date grant revenue is up due to recording grants in the correct line item andadditional grant awards to the RSVP and Foster Grand Parent programs.

e. Donations revenue is down for the year. The organization has entered into a contract withan independent resource development firm to assist in obtaining larger donations for theprogram. The Meals on Wheels program is working on a direct mail project that shouldlaunch in October 2016.

f. The organization’s State contracts are low. Both the metropolitan planning organizations(MPO) were awarded additional small contacts that are being billed instead of the OregonDepartment of Transportation (ODOT) contract.

g. Federal revenue is low due to the intergovernmental agreement (IGA) being awarded forless than was budgeted. We anticipated and budgeted a six percent (6%) increase over theprior year and received less.

h. Coordinated Care revenue is high due to a cost settlement to bring the actual cost inline.

FY2015 - 2016 Financial Narrative (Personnel and Material & Supplies)

a. The organization’s Personnel Expense is below budget due to several vacant positions notfilled. OCWCOG has implemented a process to determine the need to rapidly fill all vacantpositions.

b. Contract expense is coming in high. Part of this increase is due to the Senior and DisabilityServices’ home care workers wage and overtime increase negotiated in their CollectiveBargaining Agreement and additional Brokerage providers being paid.

c. Indirect expenses are on budget. Indirect rates are charged to all program areas based onthe number of staff employed in each program, and are used to fund GeneralAdministration, Human Resources, Finance, and Technology Services.

d. Maintenance & Repair expenses are low. New projects have been slow to ramp up and willstart in the FY2016-2017.

e. The organization has implemented a centralized purchasing program, which is controllingthe supply costs. We reduced the FY2015-2016 budget by $51,971 and spend only 58% ofthe budgeted funds during the year.

f. Telephone costs are starting to show the reduction in costs anticipated by the changesmade in providers and equipment purchases in FY2014-2015.

g. Travel/Training is low. The organization management staff have been reviewing staff travelto ensure the best use of staff time and program expenses.

If you find you need additional information or clarification, please contact Finance Director Forty.

19

Consolidate Revenue and Expense Statement

Executive Committee Financial Report

For Period Ended June 30, 2016

Acct No Description Budget YTD Bal YTD %000710 Beg Bal-Restricted for Grants 48,008.00$ 85,331.68$ 177.74%

000725 Beg Bal-Restrict for Contracts 828,597.00$ 1,106,308.55$ 133.52%

000735 Beg Bal-Restricted Reconcile 1,670,837.00$ 1,685,432.23$ 100.87%

000740 Beg Bal-Restricted for Other 397,775.00$ 1,518,755.53$ 381.81%

000745 Beg Bal-Restrict Reserve 2,200,000.00$ 2,230,000.00$ 101.36%

000750 Beg Bal-Unrestricted 2,463,487.00$ 1,034,109.77$ 41.98%

000801 Dues 510,726.00$ 255,362.67$ 50.00%

000802 Fees For Service 77,839.00$ 87,017.08$ 111.79% Addition OPI clients

000803 Internal Transfer 1,632,387.00$ 1,633,379.37$ 100.06% Indirect

000804 Miscellaneous Revenue 7,708.00$ 26,722.41$ 346.68% Sponsorship for Get There Campaign, building security grant

000805 Contract Revenue 2,103,374.00$ 1,827,578.33$ 86.89%

000806 Grant Revenue 173,641.00$ 195,782.00$ 112.75%

000807 Donations 220,000.00$ 139,175.25$ 63.26%

000808 Interest Revenue 174,520.00$ 221,732.76$ 127.05% Loan/Bank Interest

000809 Transfers In 404,846.00$ 365,052.71$ 90.17%

000809 CED Administration 187,364.00$ 170,972.70$ 91.25%

000820 Program Meals Revenue 165,000.00$ 165,430.61$ 100.26%

000821 Program Fee For Service 1,000.00$ -$ 0.00%

000822 Loan Packaging Fees 4,000.00$ 500.00$ 12.50%

000823 Program Income 667,151.00$ 544,287.74$ 81.58%

000824 Loan Processing Revenue 130,000.00$ 140,515.97$ 108.09%

000824 Match Revenue 45,000.00$ 37,259.00$ 82.80%

000826 Borrowers Fees 1,000.00$ 7,541.16$ 754.12% Recovered some attorney fees on a bad debt

000827 Loan Packaging Fees 200.00$ -$ 0.00%

000828 Service Fees 6,200.00$ 7,767.38$ 125.28%

000840 Veterans 57,261.00$ 54,651.00$ 95.44%

000841 Oregon Project Independence 675,796.00$ 763,021.65$ 112.91%

000843 ODOT 789,886.00$ 513,564.17$ 65.02%

000846 Coordinated Care 4,700,000.00$ 5,237,584.27$ 111.44% Cost settlement

000860 Economic Development Admin 75,000.00$ 75,000.00$ 100.00%

15

000862 Older Americans Act 1,110,610.00$ 1,014,981.00$ 91.39%

000863 Title XIX 10,268,063.00$ 9,591,300.46$ 93.41%

000864 Federal Senior Meals 296,000.00$ 395,347.48$ 133.56% Additional Federal Meals served

000865 USDA 107,379.00$ 132,953.00$ 123.82% Sequestration mitigation funds

000869 Siletz Revenue 13,000.00$ 7,863.00$ 60.48%

REVENUE 32,213,655.00$ 31,272,280.93$ 96.59%

0001ED Executive Director 118,240.00$ 123,689.72$ 104.61%

000410 Leave Benefits 516,952.00$ 465,691.36$ 90.08%

000420 Fringe Benefits 5,031,174.00$ 3,770,094.73$ 74.93%

0004DD Deputy Director 90,147.00$ 96,151.94$ 106.66%

0004PD Program Director 330,766.00$ 245,209.55$ 74.13%

0010PM Program Manager 507,374.00$ 409,776.75$ 80.76%

0013PS Program Supervisor 421,767.00$ 416,158.14$ 98.67%

0016LO Loan Officer 64,581.00$ 62,565.49$ 96.88%

0019CA Clerical Assistant 13,418.00$ 16,369.07$ 121.99% State EDMS project required additional staff hours

0019PM Personnel Manager 66,996.00$ 76,855.46$ 114.72% Staff hired at step higher then budgeted

0022SA Senior Accountant 57,791.00$ 64,205.72$ 111.10% Final check for position

0031RD Resource Development -$ 2,664.30$ #DIV/0! Final check for position

0046CM Case Manager 2,179,916.00$ 1,774,044.56$ 81.38%

0053CC Contracts Coordinator 49,187.00$ 44,563.61$ 90.60%

0055CS Clerical Supervisor 66,996.00$ 53,141.08$ 79.32%

0060AS Accounting Specialist 49,144.00$ 45,600.07$ 92.79%

0064ES Eligibility Specialist 1,108,285.00$ 950,547.22$ 85.77%

0067EA Executive Assistant 45,920.00$ 90,903.55$ 197.96% Reclassification after budget was adopted

0070AC Accounting Clerk II 36,852.00$ 23,248.90$ 63.09%

0076AA Administrative Assistant 466,284.00$ 400,144.31$ 85.82%

0085CS Clerical Specialist 234,489.00$ 190,421.06$ 81.21%

0085WS Workstation Support Specialist 54,850.00$ -$ 0.00%

013CDP CED Planner II 143,318.00$ 80,521.40$ 56.18%

013MDR MPO Director 92,133.00$ 91,364.76$ 99.17%

025NSS Network Support Specialist 72,684.00$ 72,408.27$ 99.62%

031CDP CED Planner 115,153.00$ 64,603.48$ 56.10%

034APS Adult Protective Services Spec 356,271.00$ 329,666.77$ 92.53%

16

037DTC Diversion & Transition Coord 182,990.00$ 167,282.91$ 91.42%

037LCM Lead Case Manager 231,525.00$ 132,808.65$ 57.36%

045ISS Information Support Specialist 53,255.00$ 53,506.91$ 100.47%

052ALO Assist. Loan Officer 34,540.00$ 26,319.68$ 76.20%

055VSO Veterans Service Officer 57,477.00$ 55,769.68$ 97.03%

060FMC Facility Maint. Coordinator 48,456.00$ 48,088.55$ 99.24%

061LES Lead Eligibility Specialist -$ 26,235.78$ #DIV/0! Position created after budget was adopted

064ADR ADRC Specialist 183,262.00$ 138,999.99$ 75.85%

064ALW Asst. AFH Licensing Worker 72,875.00$ 68,739.98$ 94.33%

067CEA Confidential Executive Assist 47,189.00$ -$ 0.00%

075LTB Lead Trans Brokerage Spec. 77,624.00$ 74,892.25$ 96.48%

075TBS Transportation Brokerage Spec. 317,574.00$ 241,173.12$ 75.94%

082SMC Senior Meals Coordinator 37,996.00$ 36,842.29$ 96.96%

090EXH Extra Hire 50,442.00$ -$ 0.00% Reclassification after budget was adopted

090RSM Relief Site Manager 15,000.00$ 10,477.33$ 69.85%

099EXH Extra Hire 95,574.00$ 58,187.73$ 60.88%

88MSM3 Meal Site Manager 3 167,841.00$ 183,184.16$ 109.14%

PERSONNEL 13,964,308.00$ 11,283,120.28$ 80.80%

000504 Advertising 28,550.00$ 20,556.11$ 72.00%

000506 Auto Expense 13,500.00$ 13,226.00$ 97.97%

000510 Bank Charges 14,530.00$ 13,577.84$ 93.45%

000513 Board/Comm/Meeting Expense 33,590.00$ 25,399.64$ 75.62%

000514 CED Administration 198,754.00$ 170,660.57$ 85.87%

000516 Computer Maintenance/Equipment 50,600.00$ 47,988.91$ 94.84%

000521 Contract Administration 2,500.00$ 3,073.00$ 122.92%

000522 Contract Expense 5,840,723.00$ 6,807,182.16$ 116.55% Additional Brokerage rides

000523 Admin Contract Expense 490,000.00$ 544,876.44$ 111.20% CEP (homecare worker) expense has increased

000525 Copying 79,940.00$ 65,430.42$ 81.85%

000531 Dues and Memberships 47,850.00$ 51,745.51$ 108.14% Additional service organization due that we not budgeted.

000532 Equipment Expense 30,900.00$ 690.00$ 2.23%

000533 Finance Indirect 461,952.00$ 457,313.16$ 99.00%

000534 Indirect Expense 691,930.00$ 683,935.44$ 98.84%

000535 Furniture & Fixtures -$ 118.98$ 0.00%

17

000537 Insurance 48,768.00$ 47,788.82$ 97.99%

000540 Interest Expense -$ 23,276.83$ 0.00%

000541 Janitorial Expense 3,100.00$ 5,779.00$ 186.42% Contract increased after budget was adopted, some additional

cleaning this year that was not budgeted.

000542 Legal Services 17,400.00$ 15,080.00$ 86.67%

000543 Licenses and Fees 38,700.00$ 53,970.76$ 139.46% Contract tracking software and GIS software licenses

000546 Loan Fees 500.00$ 3,417.59$ 683.52% Additional Loans processed

000549 Maintenance and Repair 169,950.00$ 95,404.40$ 56.14% Remodel project not started.

000550 Taxes 156,838.00$ 142,387.54$ 90.79%

000552 Other Operating 100,000.00$ -$ 0.00%

000555 Postage 95,650.00$ 65,135.35$ 68.10%

000558 Printing 28,761.00$ 14,134.84$ 49.15%

000561 Rent 546,093.00$ 560,195.42$ 102.58%

000564 Resource Reserve 185,000.00$ 96,978.66$ 52.42%

000567 Supplies 203,797.00$ 119,250.01$ 58.48%

000568 Stipend 87,877.00$ 59,866.64$ 68.13%

000570 Technology Indirect 492,962.00$ 488,338.08$ 99.06%

000573 Telephone 192,954.00$ 164,047.46$ 85.02%

000576 Training 129,306.00$ 65,258.45$ 50.47%

000577 Volunteer Recognition 3,800.00$ 14,730.17$ 387.64% Foster Grandparent and RSVP higher then anticipated

000578 Meal Delivery Travel 35,000.00$ 39,714.47$ 113.47%

000579 Travel 196,176.00$ 156,954.13$ 80.01%

000580 Transfers Out 722,635.00$ 185,000.00$ 25.60%

000582 Utilities 65,080.00$ 66,160.24$ 101.66%

000584 Janitorial 47,700.00$ 44,738.50$ 93.79%

000585 Unappropriated EFB for future 6,547,936.00$ -$ 0.00%

MATERIALS AND SUPPLIES 18,101,302.00$ 11,433,381.54$ 62.91%

000595 Capital Purchase 86,663.00$ -$ 0.46% Remodel project not started

CAPITAL OUTLAY 86,663.00$ -$ 0.46%

000598 Principal Payment 43,333.00$ 43,333.33$ 100.00%

000599 Interest Payment 18,049.00$ 18,048.34$ 100.00%

DEBT SERVICES 61,382.00$ 61,381.67$ 100.00%

Expense 32,213,655.00$ 22,777,883.49$ 70.71%

Net Gain/(Loss) -$ 8,494,397.44$

18

Notes

Notes

Notes

Cascades West Center 1400 Queen Avenue, SE Suite 201

Albany, OR 97322 541.967.8720