APPROVED ON FEBRUARY 28, 2018

BY THE BOARD OF COUNTY COMMISSIONERS

AT THE WEEKLY BUSINESS SESSION

General Discussion: February 15, 20182: 00 p. m.— BCC Conference RoomCommissioners Daniel E. DeYoung, Lily N. Morgan, and Simon G. Hare; Wendy Watkins, Recorder

Chair Daniel E. DeYoung called the meeting to order at 2: 00 p.m.

1. Goal Settings

The Board reviewed and discussed the BCC Projects List 2018( Exhibit 1) as well as Commissioner Hare' s

Project List( Exhibit 2). 700 Dimmick Trespass was added by Commissioner DeYoung, as well as the ramp,and webmaster projects by Commissioner Morgan. Department Directors will be asked to have their goalsready by next Tuesday.

2. Budget Preview

Arthur O' Hare, Finance Director, reviewed the Proposed Budget Calendar for FY 2018- 19( Exhibit 3). Mr.

O' Hare also shared the email sent to the Department Directors and Budget Contacts regarding the BudgetGoals and Directives for 2018- 19 ( Exhibit 4). Mr. O' Hare will present a biennial budget to the Board for

consideration. The Long Term Facilities Plan was mentioned. The IVCDO Proposals for Investment ofFunds from Sale of Cave Junction County Building (Exhibit 5) will move forward, with the exception ofBroadband and Fiber Optic Development which will be further evaluated by Finance.

3. Other (ORS 192. 640( 1) ". . . notice shall include a list of the principal subjects anticipated to be considered at the meeting,but this requirement shall not limit the ability ofa governing body to consider additional subjects")

Commissioner DeYoung would like to honor Community Corrections Director, Nate Gaoiran' s request tohonor P. O. Dan Schram, P.O. Jesse Meinerts, and citizen Kim Kasiah who worked to save P.O. Steve Works'

life after he suffered a heart attack. Commissioner Morgan will look into programs for these situations.

The meeting adjourned at 3: 04p.m.

Exhibit 1 - BCC Projects List 2018

Exhibit 2- Commissioner Hare' s Project List

Exhibit 3- Proposed Budget Calendar for FY 2018- 19

Exhibit 4- Budget Goals and Directives for 2018- 19

Exhibit 5- IVCDO Proposals for Investment of Funds from Sale of Cave Junction County Building

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BCC Projects - 2018

Horse Stalls at Fairgrounds (Simon)

Commissioners attending Town Meetings ( Dan attending)Order No. 2018- 004 Marijanan Themed Events

Justice Building sculpture or mural (Simon)

Additional Public Announcement Boards - Digital ( Lily)

Veterans Program for injured ( loss of limb) vets/ motorcycle fitting

Billboards on County Property - Sportsman' s park (Simon)Fairgrounds - tack strip around Floral building or some way to display posters and such ( Dan)Three Advisory Questions for the Nov. ' 18 ElectionsTaxation on Cannabis

Forest Services Propsing Increased Recreational Fees

Solid Waste Issue

Sneak Preview Advertisement for RPC

ODOT- Off Ramps - Trees

ODOT Guardrails ( Simon)

County Map in hallway with stick pins ( Dan)

Updating Website (Simon)

Ribbon Cutting at Airport when Runway Extension is Completed

Framing Past BCC Photos

Remodeling of the BCC Conference Room

Code Codification

Dimmick Housing Redevelopment

Security Firm for Courthouse

Housing Crisis

North Valley Industrial Park - Wastewater Treatment PlantTwo- year Budget

BLM - Gate Access

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Josephine County Advertisement Video Highlighting all there is to do in Jo CoLarge Map for Hallway Showing County Buildings relative to the Courthouse - small handouts ( Dan)

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Parks:

1. Increase Day Use & Camping (RV, Tent, Yurt)2. Improve Security/ Safety3. Increase the Use of Volunteers — Volunteer Coordinator Position

4. Thinning Project in Wolf Creek Park

Building Operations & Maintenance (BOM):1. Energy Efficiency (Upgrading high wattage lighting to LED)2. Reduce Unallocated Space (Justice Building Space, etc.)3. Storage Facilities in Old Jail

4. Replace Washington Annex Roof

5. Cat House Construction

6. Update Courthouse Parking Plan7. BOM Relocation

8. Repair Courthouse Facade

9. Courthouse/ County Office Security Improvements

Public Works:

1. Redwood Ave& Allen Creek Project

2. Selmac Lake Dam 2017

3. IGA with GPID on Storm Drain Run-off

4. Kirby Landfill Reclamation Project5. Harbeck Road & South Middle School Phase II (Sidewalk Infill)

6. Efficiency/ Performance Review7. Parks Zones Project (Ennis Riffle, Tom Pearce, Etc.)

Transit:

a. Alternative Fuels for Transit

b. Transit Hub

Forestry:1. Forest Management Strategy Codified2. Reciprocal Right-of-way Agreement with BLM3. Thinning Project in Wolf Creek Park4. Consolidation of Properties

5. Wildfire Protection Agreement with BLM & Forest Service

6. Commercial Bee Lease Agreements

Building& Safety:1. Online Services Fully Operational2. International Code Council — Tall Wood Building Codes3. Relocate Office

Property Management:1. Update All County Lease Agreements

2. Liquidate Foreclosed & Unnecessary Properties3. Property Transfers:

a. BLM Applegate Seed Orchard

b. BLM Hog Creek Boat Ramp Parkingc. BLM Whitehorse Park Boat Rampd. BLM Wildlife Images Property

Assessor:

1. Explore New Software

Tax/ Treasurer:

1. Liquidate Foreclosed Properties

Emergency Preparedness:1. Sister County MOU2. ( 2) Table Top Exercises Per Year3. ISO Training for All Mangers

State Legislative Agenda:

1. State Lands in Josephine County Returned to the County

Federal Legislative Agenda:

1. Federal Forest Management Strategy for BLM

BLM:

1. Coordination

2. Ensure strong SBA Program3. Road Closure Presentation

4. Reciprocal Righ-of-Way Agreement Finalized5. Land Swap

a. Hog Creek Boat Ramp Parking Lotb. Whitehorse Park Boat Rampc. Wildlife Images Property

Forest Service:

1. Coordination Agreement

2. Travel Management Tour

3. Dumping on Public Lands Campaign

1

Finance:

1. Refined Travel Reimbursement Policy

Planning: New Program Director Community & Economic Development

a. Improved Customer Service

b. Comprehensive Review of Fees& Processes

c. Codification& Update of RLDC

d. Review of LDAC Recommendations

e. Finish SORPP

f. Relocation of Office

Sheriff's Office:

1. Consolidation of Dispatch

Board of Commissioners:

1. Funding Strategy for Public Safety Systema. 3 Year Fiscal Forecast

2. Public Relations Committee

3. Adopt Economic Development Strategya. North Valley Sewer System: Adopt a Plan& Hire Project Managerb. Planning and Community Development Directorc. Economic Development Committee

4. Dimmick Campus Redevelopment

5. Forest Management Strategic Plan& Trust

6. Efficiency Improvementsa. Employee Technologyb. Performance Reviews

c. Best Practices Sharing With Other Counties7. Transparency of County Government

a. More Understandable Budget Documents

b. Town Hall Meetings County Wide8. County Natural Resources Coordinating Committee9. Strategic Mineral School/ Program: Partnership with Boeing' s OR Manufacturing

Innovation Center

Commissioner Hare Projects/ Tasks

Public Safety Funding Options

Cannabis Bank Options

District for Jail/ Juvenile Detention( Animal Control)

Wholesale Marijuana Sales

Parks

Whitehorse Renovation

Land Exchange with BLM

o Hog Creek Boat Rampo Wildlife Images

o White Horse Boat Rampo Others

Forestry

Establish Trust Account

Forest Management Policy Ordinance

Property Management

Josephine County Forest Program OrdinanceConsolidate Forestry PropertiesComprehensive Aggregate Assessment

Honey Bee Opportunities

State Legislative Initiatives

Assessor/ Tax Special District Fee

Incremental Finance District for Counties- Finance NV Industrial Park Sewer/ Airport

Water

Association of Oregon Counties

Rural County Caucuso Land Use Issue to address rural housing crisis & Shovel ready Industrial Lando Public Lands

State Forest Trust Lands Returned to Counties

County Wide

Public Safety DistrictFire Protection Standards/ Fire Board

Public Relations Campaign

County Offices Recycle Program

Facilities

Energy Efficiency Programo LED Lights

o Light Motion Switches

Irrigation Water from underground spring

EXHI 131 r3..2-15- 18 Gr i 12a*, Josephine

County, Oregon n *i1I. ' I1Ill11rllI.' I I' * w kii'

fitiMqFinance Office art *-,** R) * Q Josephine County Courthouse 500

NW6 Street/ Dept 4, Grants Pass OR 97526J.

1 : 474- 5255 /FAX( 541) 474- 5258/ TTY( 800) 735- 2900 February

15, 2018 To:

Board of County Commissioners From: Arthur O'Hare, Finance Director/Budget Officer Re: Proposed Budget Calendar for FY 2018-19 February

19, Week of Personal Service Worksheets toDepartments February

26, Week of Proposed Rates for ISF, Facilities, Insurance, Fleet to Departments Feb

26—Mar 26 Departments review budgets with Board Liaison March26, Week of* Submit reviewed and completed budgets to Finance May

1, Tuesday** Budget Committee Meeting,4 to 6 p.m. May8, Tuesday Budget Committee Meeting, 4 to 6 p. m. May15,Tuesday Budget Committee Meeting, 4 to 6 p. m. Approve

Budget, Set Rate) June

13, Wednesday BCC Budget Hearing on approved budget June20, Wednesday BCC Adopt Budget Department

reviews budget with BCC liaison prior to submission Budget

Committee sets meeting times/dates at first public meetingS:

1FIN\ ALL\ BUDGET DOCS118_19 Budget File\Meetings\ Budget Calendar 2018-19. docx

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if" . 0 Josephine County, Oregonel * ' ' I ! I q ii I * W

WAUW,* z Finance OfficeJosephine County Courthouse

Airt0 500 NW 6t' Street, Dept4/ Grants Pass OR97526

541) 474- 5255 / FAX( 541) 474- 525 8/ TTY( 800) 735- 2900

February xx, 2018

TO: Department Heads and Budget ContactsFR: Arthur O' Hare, Finance Director/Budget Officer

RE: Budget Goals and Directives for 2018- 19

Budget Goals approved by Board of Commissioners1. Improve community outreach and communication to the public by increasing efficiencies within County

Departments and providing enhanced service to citizens.2. Develop a sustainable plan for all mandated and essential County government programs.3. Provide access to County services to the citizens of Josephine County in a transparent, open and professional

manner.

Budget Directives/Guidelines for FY 2018- 19

1. Budget must be submitted to Finance no later than Friday, March 30, 2018.

2. Purpose of Program narratives should address County Budget goals and clearly define program purpose and

expected outcomes. Review Fund Description narrative to ensure current and complete.

3. Budgets for FY 2018- 19 to be based on current service levels( mandatory and/ or self-supporting). Any additionsand/ or reductions in service level based on revenue sources need to be documented.

4. Programs supported by dedicated monies need to balance revenues with expenditures. All revenue sources must

be proven( awarded contracts, grants, etc.) and documented on the Schedule C Appendix Detail form.

5. Worksheets, including Personnel Service Schedule D' s will be distributed week of February 19. All vacant and

new positions need to be added at the end of the schedule and require a" Justification" page with funding source

attached. Percentage allocation for positions must be included on Schedule D. FTE' s need to be included at

Program level.

6. Insurance, County Fleet and Facilities rates will be distributed week of February 26.

7. ISF will be a percentage( 8%) based on operational category budgets( Personal Services and Material& Services),shown at Fund level.

8. Capital Asset purchases over$ 5, 000 need to be shown on Schedule F form, including Facilities projects.9. Five-year projections for operations and capital purchases( Charter requirement) need to be completed.

10. Public Safety Fund budgets and FTE requirements should be based on discretionary monies plus dedicated

revenues. Transfer to Public Safety of$2. 5 million dollars from General Fund resources.

S: 1FINIALUBUDGET DOCS118_ 19 Budget File\Meetings\Budget Guidleines 2018- 19.docx

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I VC DOIllinois Valley Community Development Organization

POB 1824 Cave Junction, OR 97523

541. 592. 4440 ivcdo.org

December 15, 2017

Proposals for Investment of Funds from Sale of Cave Junction County Building

Background: Following announcement of decision by Josephine County Board of Commissioners for sale of

the County Building in Cave Junction, discussions began with Board Chair Simon Hare. In early November, herequested that recommendations from the Illinois Valley community to the Commissioners would be helpfulwith regard to how to spend the estimated net revenue of$ 310,000 from the recent sale of the CountyBuilding in Cave Junction. During the course of several focus group meetings, IVCDO convened stakeholders toexplore options and possible priorities for project recommendations. Those meetings included Commissioner

Hare, Mayor Daniel Dalegowski, the Illinois Valley Chamber of Commerce, members of the Public Safety Task

Force, downtown business owners, Jeff Stiles, Cameron Camp, and Bill Reid, the Illinois Valley Family Coalition,and the Illinois Community Development Organization ( IVCanDO).

The draft proposal presented here reflect priorities articulated during those meetings. What was most

remarkable about this process was how quickly and strongly a working consensus emerged. Perhaps as aresult of the past two years of the process of developing and implementing the Illinois Valley 20/ 20Community Vision and Strategic Plan, the group had an immediate sense of the concerns of residents, and

a spirit of mutuality in meeting broadly held needs. It is important to note that commitment of the County

to these projects will allow requests for additional matching grant funds to be more successful.

The proposal includes the three major project areas: fire suppression at the IV Airport, broadband internet

development, and security improvements in downtown Cave Junction. A fourth recommendation is

contribution to signage branding on Redwood Hwy. 199.

IV Airport Fire Suppression System

Need: The lack of an adequate fire suppression system at Illinois Valley Airport Industrial Park has kept thesite ineligible for investment and development. The result is that needed economic development and business

projects cannot proceed.

Proposal: From discussions with County representatives, it is our understanding that Josephine County has

a long- standing commitment to address the necessary improvements to the fire suppression system at IV

Airport. This project is highly ranked in the IV 20/ 20 Community Strategic Plan and was largely supportedduring the group discussions.

Estimated Project Cost: $ 100,000-$ 140,000

Amount Recommended from Sale Revenue: $ 100, 000

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Broadband and Fiber Optic Development

Need: Businesses in Cave Junction ( and Illinois Valley as a whole) are hindered by lack of internet connectivityand overall bandwidth capacity. This is a situation common to rural areas like ours that cannot support the

standard profit returns expected by large internet companies.

Proposal: Although the full scope of internet and broadband development across our area is clearly beyondthe reach of this proposal, this project need is well identified as a very high priority in the IV 20/ 20 CommunityStrategic Plan. This proposal seeks to link public and private investments to support the development of

broadband and fiber optic installations in key backbone sections that will provide affordable high- speedservices and lead to more rapid development initiatives throughout the entire Illinois Valley. Key areas

identified to fill gaps include East- West River St. and from Lister St. north to RCC Kerby Campus. Installationof fiber optic cable in the downtown Cave Junction corridor will free up and support far greater wireless

bandwidth to more rural and remote neighborhoods. This development is also an essential step to meet theproposed state and federal guidelines of 25 Mbps+ 3Mbps.

Estimated Project Cost: $ 140,000-$ 200,000

Amount Recommended from Sale Revenue:$ 80,000

Estimated Private Partner Commitments:$ 60,000

Downtown Lighting, Security, and Beautification

Need: Public Safety emerged repeatedly as the number one priority of the majority of residents during the

process of developing the IV 20/ 20 Strategic Plan. Security in downtown Cave Junction is a major concernof both business and residents. The recent business survey conducted by the Illinois Valley Chamber ofCommerce strongly demonstrated that business owners are concerned with security, curb appeal, andincreasing downtown foot traffic.

Proposal: To begin to address those needs, the group developed a three part plan designed as a public- privatecollaboration between City of Cave Junction, property owners, and community development partners.

1) Lighting improvement plan

Increased lighting for pedestrian safety and security of downtown business would expand the City' s currentstreetlight system and utilize low power LED bulbs in attractive, uniform fixtures, which minimize the

illumination of the night sky. Businesses would be invited to participate in the selection process and a group

purchase would be made into a coordinated contract for purchase and installation. The Illinois Valley Chamberof Commerce is well- positioned to assist the City in facilitating this project.

2) Upgrades in security cameras

Security cameras are often proposed as a tool for enforcement, but just as often, those images are of such

poor quality that they are not effective. This project would identify effective and affordable cameras, offer

a bulk purchasing opportunity, and assist business owners and law enforcement officials in positioning andinstalling the cameras for maximum utility. There has also been some discussion of live- streaming key camerasfor public monitoring.

3) Storefront beautification

Many business owners have expressed their desire to improve their store' s appearance but lack the capitaland confidence to make those improvements. A beautification initiative would include access to a low or

no interest loan fund for aesthetic improvements, as well as bulk purchasing of widely needed items. Thedowntown beautification team convened under the Strategic Plan would assist in providing volunteers where

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necessary, and will coordinate with the Pollinator Plants team to install small storefront gardens and window

box plantings. Increasing general curb appeal, signage, and pedestrian enticements will benefit bothdowntown economics and the overall sense of welcome in Cave Junction.

Estimated Project Costs: $ 140, 000-$ 250,000

Amount Recommended from Sale Revenue: $ 105, 000

Estimated Private Partner Commitments:$ 20, 000

Estimated City Commitments:$ 20, 000

Historic Redwood Highway 199 Signage Project

Need: Signage and way finding is a well identified component for successful tourism and recreation business

sector. Redwood Hwy. 199 is the major corridor carrying at least 1. 5 million travelers through our area eachyear. The IV 20/ 20 Strategic Plan identified this project as an important part of tourism infrastructure.

Proposal: This signage project is an extension of the highly successful large wooden signs installed in 2016

along historic Caves Hwy. 46. This style is derived from 1930' s Conservation Corps and is authentic to our

region. Coordinated with US Forest Service, BLM, Oregon State Parks, City of Cave Junction, and otherpartners, this signage would present a consistent style at locations from the Oregon border to Hayes Hill. This

is a project that can be easily phased over time.

Estimated Project Costs: $ 50, 000-$ 150,000

Amount Recommended from Sale Revenue:$ 25, 000

Estimated Agency Partner Commitments:$ 15, 000

Estimated City Commitments: $2, 000Estimated Grant from Travel Oregon:$ 40, 000

Project Management and Administration

Need: In order for these projects to be successfully planned and implemented will require coordination

between Josephine County and City of Cave Junction, along with business property owners, agencies, andorganization stakeholders. Additionally, there will be need for each project have direct fiscal, contract,and operational management.

Proposal: The IV Airport Fire Suppression project is expected to be fully managed by Josephine CountyAirports. The other three projects for Broadband and Fiber Optic Development; Downtown Lighting, Security,and Beautification; and Historic Redwood Highway 199 Signage would require facilitation and project

management services that are likely outside the reasonable scope for county or city staff. The most practicaland cost effective means would be to utilize Illinois Valley Community Development Organization ( IVCanDO)

to facilitate the project partners, develop the scopes of work and contracts, confirm budgets and payments,then oversee completion of project work. Josephine County, City of Cave Junction, and project partners wouldapprove the scopes of work and contract expenditures prior to implementation.

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Next Steps and Timeline

1) Acceptance of this overall project proposal by Josephine County.Jan. 31, 2018( or sooner)

2) Agreement for project management services between Josephine County, Cave Junction, and IVCanDOFeb. 28, 2018( or sooner)

3) Development of scopes of work and specific budgets for each project area by IVCanDO and projectpartners.

Mar. 1— Apr. 30, 2018( or sooner)

4) Approval to proceed with project activities by Josephine County, Cave Junction, and project partners.Mar. 15— June 15, 2018( or sooner)

5) Implementation and significant completion of projects activities

Mar. 19— Aug. 1, 2018 (or sooner)

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