1400 Queen Ave SE Suite 201 Albany, OR (541) FAX (541) COUNCIL OF GOVERNMENTS FULL BOARD AGENDA December 3, :00 p.m.

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1 1400 Queen Ave SE Suite 201 Albany, OR (541) FAX (541) COUNCIL OF GOVERNMENTS FULL BOARD AGENDA December 3, :00 p.m. Cascades West Center 1400 Queen Ave. SE Albany, OR An Executive Session may be called as deemed necessary by the Chair, pursuant to ORS PLEASE NOTE: Please call Cheryl Carlton, at (541) , no later than Noon on Monday, November 30 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) (3:10 3:15 p.m.) a. Approval of September 17, 2015 Full Board Meeting Minutes (Attachment 1, Page 4). b. Approval of the Disability Services Advisory Council (DSAC) Membership Application for Jan Molnar Fitzgerald of Lincoln County (Attachment 2, Page 9). c. Approval of the Senior Services Advisory Council (SSAC) Membership Application for Curtis Miller of Linn County and Bob Daley of Benton County (Attachment 3, Page 13). d. Approval of the Proposed Loan Program Advisory Committee Bylaw Amendments (Attachment 4, Page 22). e. Financial Update for the period of July 1, 2015 through September 30, 2015 (Attachment 5, page 26). ACTION: Motion to approve Consent Calendar. 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 1

2 4. Port of Newport Presentation (Kevin Greenwood) (3:15 3:25 p.m.) General Manager, Kevin Greenwood will present information on exciting activities taking place at the Port. ACTION: Information and report only. 5. Adjourn into Executive Session (Chair Sharon Konopa) (3:25 3:40 p.m.) The Board will move into Executive Session for the following provisions under the Oregon Meeting Law, ORS (d) Labor negotiations (Attachment 6, Page 30). 6. Reconvene Into Regular Session (Chair Sharon Konopa) (3:40 3:45 p.m.) The Board will reconvene into regular session for the purpose taking action on the following: ACTION: Motion to approve the Collective Bargaining Agreement between OCWCOG and SEIU 503 Local, OPEU. 7. Executive Director s Performance Evaluation and Annual Goals (Chair Sharon Konopa) (3:45 3:55 p.m.) The Executive Committee will meet immediately prior to the Board meeting to review the performance of the Executive Director, consider agency goals for the coming year, and discuss compensation. The Executive Committee will share their assessment of performance, and present a recommendation to the Board. (Attachment will be sent separately). ACTION: Report on the Executive Director s performance evaluation. 8. COG Budget Committee and Process for FY 2016 (Chair Sharon Konopa) (3:55 4:00 p.m.) The COG Chair will propose the Budget Committee members for the FY Budget Year. A schedule for the FY Work Program and Budget development will be presented for review and approval (Attachment 7, Page 65). ACTION: Motion to appoint the Budget Committee members. Motion to approve the proposed schedule for the FY Budget and Work Program. 2

3 9. Program Update Question and Answers (All Program Directors) (4:00 4:05 p.m.) Staff will be available to answer any questions from the Board on the program updates (Attachment 8, Page 66, and Attachment 9, Page 70). ACTION: Information and report only. 10. Information Sharing (4:05 4:30 p.m.) Representatives from each member jurisdiction can share recent major events and activities with their Board colleagues. 11. Other Business (4:30 4:35 p.m.) 12. Adjournment (4:35 p.m.) The meeting locations are wheelchair accessible. If you need special assistance please contact Oregon Cascades West Council of Governments at (541) , forty eight (48) hours prior to the meeting. 3

4 ATTACHMENT 1 OREGON CASCADES WEST COUNCIL OF GOVERNMENTS FULL BOARD MINUTES September 17, 2015 MEMBERS: STAFF: GUESTS: Mayor Sharon Konopa, Albany; Commissioner Anne Schuster, Benton County; Mayor Biff Traber, Corvallis; Councilor Jim Lepin, Millersburg; Mayor Don Ware, Brownsville; Councilor Chester Noreikis, Lincoln City; Councilor Ken Lorensen, Halsey; Councilor Debbie Nuber, Scio; Councilor Jeffrey Goodwin, Sweet Home; Commissioner John Lindsey, Linn County; Councilor Sarah Puls, Harrisburg; Commissioner Bill Hall, Lincoln County; Councilor Bob Elliott, Lebanon; and, Mayor A.J. Mattila, Depoe Bay. Executive Director Fred Abousleman; Deputy Director Lydia George; Finance Director Sue Forty; Program Director Charlie Mitchell; Program Manager Randi Moore; Program Manager Marci Howard; Development Cheryl Precious; and, Administrative Assistant Terri Sharpe. Vice Chair Catherine Skiens, Senior Services Advisory Council; Board President Joe Vincent, United Way of Linn County; Executive Director Greg Roe, United Way of Linn County; Board President Aaron Manley, United Way of Benton and Lincoln Counties; and, Executive Director Jennifer Moore, United Way of Benton and Lincoln Counties. Chair Sharon Konopa called the Full Board meeting to order at 1:29 p.m. on September 17, 2015 at the Samaritan Center in Lebanon, Oregon. 1. Welcome and Introductions The meeting began with introductions of those present. 2. Public Comment No public comment. 3. Consent Calendar Motion to approve the Consent Calendar made by Mayor Biff Traber, seconded by Councilor Jim Lepin. Motion passed unanimously. Items approved were the July 16, 2015 Full Board meeting minutes. 4. Memo of Understanding Between the OCWCOG and the United Way of Benton and Lincoln Counties and Between the OCWCOG and the United Way of Linn County Executive Director Fred Abousleman presented to the Board of Directors a brief overview of the relationship between OCWCOG and the United Way of Benton and Lincoln Counties, and the United Way of Linn County. To solidify this relationship, expressing support and commitment to working together, a COG United Way Memorandum of Understanding Alliance was formally drawn up and signed by OCWCOG s Board Chair, Mayor Konopa and United Way of Benton and Lincoln Counties Chair, Aaron Manley, and United Way of Linn County Chair, Joe Vincent. Executive 4

5 Director Abousleman acknowledged Executive Director Jennifer Moore of United Way of Benton and Lincoln Counties, and Executive Director Greg Roe of the United Way of Linn County for their support. Executive Director Abousleman said there will be a press release going to the local newspapers announcing the Alliance. Chair Konopa thanked the United Way representatives for the fantastic job they do in helping other agencies and non profits, so they are better able to provide their services. 5. Transitioning the Senior Services Foundation back to OCWCOG Executive Director Abousleman gave an overview to the Board on the history and relationship between OCWCOG and the Senior Services Foundation. Under a Memorandum of Understanding (MOU), the COG had been providing direct staffing service to the Foundation as an investment, and also to provide them with the opportunity to raise revenue for outreach and support in the community for senior programs. The MOU has expired, and through discussion with the Foundation, they all agreed it would be most beneficial to both organizations for COG to resume ownership of the Foundation and find a new direction. The COG s Executive Committee will step in as Board members and work with the existing Foundation Board, with COG eventually taking control of the mission and vision of the Foundation. The intent of the Foundation was to be a major fundraising organization for the three Counties of Linn, Benton, and Lincoln. Executive Director Abousleman acknowledged that the Foundation was committed to the vision over the last 10 years, but never reached the level to adequately support the senior programs. Motion to bring the Senior Services Foundation back to the COG, and have the Executive Committee members (as well as other interested Board members) assume short term leadership over the Foundation made by Commissioner Bill Hall, seconded by Councilor Bob Elliott. Motion passed unanimously. 6. COG Update, Policy, and Regional Developments Executive Director Abousleman distributed a memo and provided an update to the Board on a funding shortfall with Oregon Department of Human Services (DHS). The COG has a biennial contract with DHS, where funds are allocated for staffing and associated costs for COG's Senior and Disability Services (SDS) Title XIX programs. The COG budgeted what the allocations would be according to the State's forecast, compensating for caseload growth. From the final allocation to the contracted amount, COG's funding was $700,000 short, which is significant for the agency and the communities. This funding shortage affects a variety of services that will be delivered to COG's three county region. Executive Director Abousleman does not expect anything from the Board at this time and he thinks they will see resolution within the next few weeks. Executive Director Abousleman approached the region's legislative delegation and they have agreed to intercede directly with the State on COG s behalf. If that is not successful, he will consider further actions, which could mean Board Resolutions, Board activities, and a letter to the Governor. Representative Andy Olson is leading this charge. Executive Director Abousleman encouraged the Board to read the memo so they will be ready and informed, if at some time in the future they have to take action. 5

6 Motion to authorize either the COG Chair or the Executive Committee, on behalf of the Board, to sign any letters or resolutions related to this funding issue, subject to the advice of Executive Director Abousleman that this is a good strategic move, made by Commissioner Bill Hall, seconded by Commissioner Anne Schuster. Motion passed unanimously. Executive Director Abousleman recognized Finance Director Sue Forty and her team on the new COG purchasing procedures and cost savings for the current fiscal year. 7. Program Update Question and Answers Commissioner John Lindsey inquired about the wetland project that was initiated by the COG about 10 years ago at the request of the Board. The project researched industrial lands throughout the three county region, in order to mitigate the wetlands and accelerate development. Executive Director Abousleman stated they are waiting on the final public notification from the U.S. Army Corps of Engineers, and once they sign off on it, the project will be completed. Community and Economic Development Program Director Charlie Mitchell stated that the Oregon Department of State Lands still has to sign off on the final project, and they are ready to do so as soon as the U.S. Army Corps of Engineers responds. 8. Update on 501C3 Actions No updates provided. 9. Information Sharing Lebanon Councilor Elliott shared that Lebanon held the ground breaking ceremony at the Automotive Center on September 16 th. The Best Western Premier Boulder Falls Inn is constructing an enclosed swimming pool. There is also a major development firm considering locating in Lebanon, and the City should find out soon what their decision will be. Lincoln County Commissioner Hall shared that Lincoln County held their County Fair, with OSU Extension 4H as the new sponsor. Last year the County Fair had a paid attendance of approximately 5,000; this year there was free attendance of more than 13,000. With the increase in vendors, they covered about 85 to 90 percent of their expenses. The County is about to complete a long term renovation plan and is looking into a short term grounds rehabilitation plan in the $250,000 range. Senior Services Advisory Council Vice Chair Catherine Skiens shared that the Inter Community Health Network/Community Care Organization (IHN/CCO) signed a new contract with the Health Department for a clinic in Sweet Home, which will substantially increase Cascades West RideLine requests in the Sweet Home area. Depoe Bay Mayor A.J. Mattila shared that Newport has started a regional airport review task force in which he has been asked to participate on. For Lincoln County as a whole, and the Oregon Coast, it would be an asset to reopen it. Senator Ron Wyden gave a presentation at a meeting held at Spirit Mountain on the economics of the coast, with tourism as his main theme. Mayor Mattila had the opportunity to speak with the Senator about setting up a meeting in Washington D.C. to obtain funding to put Depoe Bay s harbor back together. The Mayor was invited to attend, and he is looking at that meeting to take place before year end. 6

7 Harrisburg Councilor Sarah Puls shared that Harrisburg is moving forward with their water study. They are debating whether to stay with wells, or utilize a water right they have received. The City recently held their second annual Harvest Festival and attendance was about the same as last year. Linn County Commissioner Lindsey shared that Linn County received new election machines and the roof was replaced on the Court House. Over the winter, the County will be making improvements on access to boat launches. They have asked permission from the U.S. Army Corps of Engineers if they can put in a submersible boat ramp due to the radical levels of the water. The County met with the Oregon Department of Transportation (ODOT) and will be making a final fix to the slide area on Highway 20 at Sheep Creek Bridge. The bridge will be shut down for six weeks, which will affect the first few weeks of the schools bus schedules. Scio Councilor Debbie Nuber reported that Scio s Reggae Festival went well, with attendance over 1,300. The event brought in a lot of money, and plans to host it again next year are in process. Sweet Home Councilor Jeffrey Goodwin shared the City recently passed an ordinance prohibiting recreational dispensaries for marijuana in Sweet Home until they can take a vote on it. They are working on prohibition of alcohol in public places, basing their ordinance on Albany s ordinance. The Sweet Home Fire Department just celebrated their 75 th anniversary and Sweet Home is working on renewing their contract with CH2Mhill. Halsey Councilor Ken Lorensen shared that Halsey just held their third End of Summer Picnic and the event was well attended. The City reopened their historical library with the assistance of volunteers, grants, and donations of over 2,000 books. The library is free to the community which includes Shedd and Peoria. Mayor Konopa expressed her sorrow for the loss of Wade Doerfler. Councilor Lorensen stated Wade was the driving force behind many positive things in Halsey. Lincoln City Councilor Chester Noreikis shared that the City had a busy summer with tourism. ODOT is finishing up their $18 million highway project and looking at completion by the end of October. Lincoln City will be celebrating their 50 th year starting with a parade on Saturday, September 19 th. The Oregon Chamber of Commerce is in town for a convention, with over a 100 members staying in town. The proposed ban on recreational marijuana sales and dispensaries failed. Councilor Noreikis thanked Executive Director Abousleman and Chair Konopa for coming out to Lincoln City and speaking on the radio. Brownsville Mayor Don Ware expressed how amazing the Halsey Library is. Brownsville s Willamette Country Music Festival was successful again this year, bringing in a lot of money and no major traffic or legal problems. There were worries on long term water needs, but they discovered a well that belongs to the City. There was a great turnout for the Stand by Me event, and they expect even more next year with it being the 30 th anniversary for the filming of the movie. Millersburg Councilor Lepin shared that the City just completed a $1.2 million dollar waterline project. They are in the beginning process of developing a strategic city plan with the rapid growth that is happening. There are now two more housing developments starting up, with one already breaking ground. 7

8 Benton County Commissioner Schuster shared that the Cities of Philomath and Waldport are collaborating on designating Highway 34 as a scenic route. Commissioner Schuster and Mayor Traber are working together as co chairs of the Homeless Oversight Committee, to come together with some resolutions or alternatives for a homeless shelter that is slated for downtown Corvallis. Benton County is helping with the Alsea Clinic and opening up the Sweet Home Clinic with an ongoing $600,000 dollar grant. There will be a moratorium on marijuana sales in residential areas. Benton County also received a new election machine. Commissioner Schuster sits on the Library Board in Benton County, and they have library books they don t need if the new Halsey Library is interested in receiving them. Councilor Lorensen stated they were. Corvallis Mayor Traber shared that starting this Sunday, the Oregon State University (OSU) students will be returning to school, adding 40% to the current population of Corvallis. Recently held events in Corvallis included the Rhapsody in the Vineyard and the Beer Festival. The Sheriff s Department also hosted the Chili Cook Off at the fairgrounds. Corvallis is ranked 38 th in the top 100 places to live. Construction on the Highway 34 Bypass is reaching completion, with only the bike lane and landscaping left to be completed. Albany Chair Konopa shared that both Albany and Corvallis were ranked as one of the top ten safest cities to live in Oregon, and the Portland Trailblazers will be visiting the City. 10. Other Business Councilor Lepin commented on the State of the Region Summit that took place prior to the Board meeting stating that the data was well presented and gave good grounding information that he ll be able to use and build from. Chair Konopa gave kudos and thanks to Executive Director Abousleman and staff. 11. Adjournment The meeting adjourned at 2:40 p.m. Minutes by Terri Sharpe 8

9 Senior and Disability Services 1400 Queen Ave SE Suite 206 Albany, OR (541) TTY/Voice TTY/Voice 203 N Main St Toledo, OR (541) (541) TTY/Voice (800) ATTACHMENT 2 Area Agency on M E M O R A N D U M DATE: November 4, 2015 TO: FROM: RE: OCWCOG Board of Directors Mike Volpe, DSAC Chair Disability Services Advisory Council Member Application On Tuesday, November 3, 2015, the Disability Services Advisory Council (DSAC) met and approved the recommendation of membership for Jan Molnar Fitzgerald of Lincoln County. The Disability Services Advisory Council requests the approval of Jan Molnar Fitzgerald s application for DSAC membership by the OCWCOG Board of Directors. RECOMMENDATION: Motion to approve the DSAC Member Application for Jan Molnar Fitzgerald of Lincoln County. 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, 9 Waldport, Yachats OTHER: Confederated Tribes of Siletz, Port of Newport and Port of Toledo

10 Oregon Cascades West Council of Governments (OCWCOG) Disability Services Advisory Council Linn, Benton & Lincoln Counties DSAC Membership Application Please provide the following information (Please print) Name: Jan Molnar-Fitzgerald Address: 2587 N. North Bank Rd., Otis OR hour Cell Ph#: Please list your work or volunteer experiences and approximate dates related to working with persons with disabilities; may include both educational as well as personal information. Board Pres/ Exec Dir North End Senior Solutions (NESS) (2010-current); Coleader for The Savvy Caregiver (Dementia Care Training) (Sept. 2015); Ford Family Foundation s Effective Organizations (2013); Interactive CARES course (online 2013). Johns Hopkins Care of Elders with Alzheimer's disease and other Major Neurocognitive Disorders (Nov. 2013). Co-leader for Powerful Tools for Caregivers Class (2012-Current). Caregiver for my husband Bob, after his stroke with resulting dementia in our home ( ). CNA certification March 2006; North Lincoln City Rehab Center, CNA Feb-Nov 2006, In-home care provider SPD My husband and I retired our construction business after 25 years in Part-time Instructor for the Woman in Transition Program at South Seattle Community College

11 Describe how the above experiences have impacted or influenced your life as it is today: In my recent training for the Savvy Caregiver Program, the course points out to caregivers that when your loved one is diagnosed with dementia or Alzheimer s disease, you suddenly have an unexpected career change. I love that statement, because it describes my life. Ten years ago, my life and career changed not only because I provided care for my husband 24/7. My life changed when I clearly saw how poorly our culture (society) treats and discriminates against underserved seniors and people living with disabilities--- I m an advocate for our well-being. Why would you like to be a member of the Disability Services Advisory Council (DSAC)? I want to help promote social change. I want to be aware of changes at the government level and other information that may affect those people living with disabilities and to bring that information back to share with our community in North Lincoln County. Please read the following information and indicate your agreement with this commitment by signing your name below: DSAC membership is a commitment for a two-year term. Attendance is required at DSAC meetings, which are held on the first Tuesday of each month. The meeting begins at 11:00 a.m. and lasts until approximately 1:30 p.m. Lunch is provided. I understand and am prepared to make this commitment upon acceptance to the Disability Services Advisory Council. Signature 11

12 Please list two references: 1) Name: Molly Champion Phone: What is/was the nature of your association with this person? Molly has been the bookkeeper for NESS since 2011 when we founded the nonprofit. We work closely in all business matter. 2) Name: Nancy Truitt Pierce Phone: What is/was the nature of your association with this person? Nancy was the Director of Woman s programs at South Seattle Community College who hired me as an instructor in We have remained friends and business associates. She is the Founder/CEO of Woods Creek Consulting in Seattle. She and her husband Joel Selling are on NESS s List of Advisors. They own property in Lincoln City and in Monroe, WA. Please return this application to: Senior and Disability Services Attention: Lisa Bennett 1400 Queen Ave SE Suite 206 Albany OR For more information call: (541)

13 Senior and Disability Services 1400 Queen Ave SE Suite 206 Albany, OR (541) TTY/Voice TTY/Voice 203 N Main St Toledo, OR (541) (541) TTY/Voice (800) ATTACHMENT 3 Area Agency on Aging M E M O R A N D U M DATE: November 4, 2015 TO: FROM: RE: OCWCOG Board of Directors Suzette Boydston, SSAC Chair Senior Services Advisory Council Membership Application On Tuesday, November 3, 2015, the Senior Services Advisory Council (SSAC) met and approved the recommendation of membership for Curtis Miller of Linn County and Bob Daley of Benton County. The Senior Services Advisory Council requests the approval of the applications of Curtis Miller and Bob Daley for SSAC membership by the OCWCOG Board of Directors. RECOMMENDATION: Motion to approve the SSAC Member Application for Curtis Miller of Linn County and Bob Daley of Benton County. 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 13

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22 ATTACHMENT Queen Avenue SE, Suite 205 Albany, Oregon (541) FAX (541) TTY/TDD 711 M E M O R A N D U M DATE: December 3, 2015 TO: FROM: RE: OCWCOG Board of Directors Charlie Mitchell, CED Director Loan Program Advisory Committee By Laws BACKGROUND: The Loan Program Advisory Committee (LPAC) was established by the Oregon Cascades West Council of Governments to advise the COG staff and the COG Board on matters relating to the development and operation of the Small Business Lending Program. At the October 22, 2015 meeting LPAC members approved for Article II, Section B of the By Laws be amended to open up another category of seat in the membership. This would now allow an economic development person from within the COG region to also be a member. RECOMMENDATION: Motion to approve the amended By Laws of the Loan Program Advisory Committee. 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 22

23 LOAN PROGRAM ADVISORY COMMITTEE BY LAWS BY LAWS LOAN PROGRAM ADVISORY COMMITTEE of the OREGON CASCADES WEST COUNCIL OF GOVERNMENTS Adopted September 16, 1999 Amended January 15, 2009 Amended May 15, 2014 Proposed Amendment December 3, 2015 ARTICLE I PURPOSE The Loan Program Advisory Committee is hereby established by the Oregon Cascades West Council of Governments to advise the COG staff and the COG Board on matters relating to the development and operation of the Small Business Lending Program. A. Setting loan program objectives and monitoring the loan program relative to the objectives, including review of program and portfolio reports. B. Assisting in identifying unmet needs within the CWCOG region. C. Adopting or modifying the work plans for the individual loan funds. D. Setting operational policies, such as those for loan liquidation and foreclosure. E. Advocating activities to support policies, services and facilities for small business interests at local, state and national levels. F. Reviewing and recommending action on loan applications. 3 23

24 LOAN PROGRAM ADVISORY COMMITTEE BY LAWS ARTICLE II MEMBERSHIP A. The Committee shall consist of the Executive Committee of the COG Board. B. The Chair of the CWCOG Community and Economic Development Committee, and a Director from the Cascades West Financial Services, Inc. Board; or a commercial banking lending professional or an economic development person from within the COG region. C. The term of membership for the non Executive Committee members shall be two (2) years. There shall be a limit of three (3) terms. Former Committee members shall be eligible for reappointment when at least one year has lapsed after completion of the maximum of three terms. D. The Committee may nominate to the Board persons to fill vacant positions for partially completed terms. ARTICLE III OFFICERS AND STAFFING Officers shall consist of a Chairperson and Vice Chairperson and will be the Chair and Vice Chair of the CWCOG Board, respectively. A. Chairperson Shall preside at all Committee meetings and shall be an ex officio member of all sub committees. The Chairperson may vote on any item before the Committee. B. Vice Chairperson In the absence of the Chairperson, the Vice Chairperson shall execute all the functions of the Chairperson. C. The Council of Governments will provide staff support for the Loan Program Advisory Committee and will provide staff to serve as recording secretary for the Committee. ARTICLE IV SUBCOMMITTEES A. The Committee may establish subcommittees as necessary to handle specific responsibilities. B. Subcommittees shall operate under policy and planning guidelines of the Committee and the COG Board. Membership of subcommittees may include, but is not restricted to, members of 3 24

25 LOAN PROGRAM ADVISORY COMMITTEE BY LAWS the Loan Program Advisory Committee. ARTICLE V ORGANIZATION PROCEDURES A. The Committee shall hold meetings as necessary, at least semiannually, at a time and place designated by the Chairperson. B. A majority of the membership of the Committee shall constitute a quorum for the transaction of business. C. Proceedings of meetings will be taped in order to insure accuracy of minutes. Tapes will be retained for reference for one year. D. Recommendations to the COG Board to repeal, amend, add to or replace these bylaws may be made by a Committee majority vote of the membership. A positive vote to change shall be forwarded to the COG Board for action.. The COG Board may initiate a change in the bylaws. Such change shall be presented at one meeting of the Board. If it receives a positive, majority vote, it shall be referred to the Loan Program Advisory Committee for comment. Subsequently, it shall be presented for adoption by the Board with the comment of the Loan Program Advisory Committee. A simple, positive majority vote of the COG Board is required to adopt the proposed change. E. Robert s Rules of Order Revised will serve, as the parliamentary authority for the operation of the Committee in all cases not covered by these bylaws. The Committee may formulate additional specific standing rules and rules of order to govern the conduct of its meetings provided they do not conflict with these bylaws. F. No proxy voting is permitted. G. Special meetings, for any purpose or purposes, may be called by the Chairperson, or, in the absence of the Chairperson, by the Vice Chairperson. Notice of time and place of any special meeting shall be given to each member, either personally or by mail, at least three days prior to such meetings. Notice shall state the purpose of the meeting. H. Each Loan Program Advisory Committee member shall be given a copy of these bylaws and amendments. 3 25

26 ATTACHMENT Queen Ave SE Suite 201 Albany, OR (541) FAX (541) MEMORANDUM DATE: October 22, 2015 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 August 30, 2015, with notes to items that I felt were pertinent. We strive to make the following financial information consistent, accessible and transparent. Snapshot by Major Line Item FY 2016 August Percentage Prior Year YTD Budget YTD YTD Dues 255, , % 100% Contracts 1,373, , % 14.47% Grants 155, , % 28.75% Donations 225, , % 17.11% State Revenue 1,509, , % 3.79% Federal Revenue 11,900, , % 8.17% Coordinated Care 4,700, , % 19.30% Total Income (all line items) , ,380, % 10.10% Total Payroll Expense 13,801, ,837, % 13.52% Contract Expense 5,636, ,029, % 18.54% Indirect Expense 1,629, , % 16.67% Maintenance & Repair 169, % 2.62% Supplies 193, , % 19.69% Telephone 192, , % 20.15% Travel / Training 331, , % 12.04% Total Expense (all line 31,227, ,588, % 12.60% items) Net Gain / (Loss) 0.00 (1,208,518.30) 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 26

27 FY Financial Narrative (Revenue) a. Net/Gain (Loss) FY Budget, Oregon Cascades West Council of Governments has a balanced budget. The loss amount is due to quarterly payments and the delay in in the Intergovernmental Agreement for the biennium. b. Member dues have all been received and distributed to the programs based on budget. c. Contract revenue is on budget. The current fiscal year the agency has budgeted an additional $148, in contract revenue. d. Year to date Grant Revenue is up, due to the Senior Meals program receiving an unsolicited grant from the Senior Services Foundation for $31, e. Donations Revenue is received at targeted times throughout the year due to various fundraising events. The 1 st quarter designated donations received from the Senior Services Foundation will not be reflected until October s report. f. State Revenue percentages are low due to the Intergovernmental Agreement for the biennium containing the Oregon Project Independence funds being delayed, and because the MPO and Veterans programs are billed quarterly. g. Federal Revenue is low due to the Intergovernmental Agreement for the biennium being delayed. h. Coordinated Care revenue is on budget. The current YTD percent appears to be lower, however we increased the contract amount by $800, to more accurately reflect the true revenue we anticipate to receive. FY Financial Narrative (Personnel and Material & Supplies) a. The agency s Personnel Expense is below budget due to several vacant positions not being filled. There is a current hiring pause in the Senior and Disability Services program until the Intergovernmental Agreement for the biennium is received. b. Contract expense is on budget. c. Indirect expenses are on budget. Indirect rates are charged to all program areas based on the number of staff employed in each program, to fund General Administration, Human Resources, Finance and Technology Services. d. Maintenance & Repair is on budget. There are several maintenance projects in process currently and will be reflected in the coming months expenses. e. The agency has implemented a centralized purchasing program. f. Telephone is on budget. g. Travel/Training came in under budget for the first two months. The agency is researching travel policies, and plans on implementation of a robust policy by the end of the calendar year. If you find you need additional information or clarification, please be sure to contact me. 27

28 1400 Queen Ave SE Suite 201 Albany, OR (541) FAX (541) A MEMORANDUM DATE: December 3, 2015 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 September 30, 2015, with notes to items that I felt were pertinent. We strive to make the following financial information consistent, accessible and transparent. Snapshot by Major Line Item FY 2016 September Percentage Prior Year YTD Budget YTD YTD Dues 255, , % 100% Contracts 1,373, , % 4.72% Grants 155, , % 27.80% Donations 225, , % 33.34% State Revenue 1,509, , % 10.61% Federal Revenue 11,900, ,933, % 16.97% Coordinated Care 4,700, ,157, % 27.07% Total Income (all line items) , ,593, % 16.84% Total Payroll Expense 13,801, ,766, % 20.53% Contract Expense 5,636, ,636, % 42.70% Indirect Expense 1,629, , % 25.00% Maintenance & Repair 169, , % 14.20% Supplies 193, , % 19.69% Telephone 192, , % 29.44% Travel / Training 331, , % 19.86% Total Expense (all line 31,227, ,467, % 19.26% items) Net Gain / (Loss) 0.00 (874,485.07) 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 28

29 FY Financial Narrative (Revenue) a. Net/Gain (Loss) FY Budget, Oregon Cascades West Council of Governments has a balanced budget. The loss amount is due to quarterly payments and the delay in in the Intergovernmental Agreement for the biennium. b. Member dues have all been received and distributed. c. Contract revenue is low due to a number of programs contracts are billed quarterly and will be reflected in the October report. d. Year to date Grant Revenue is up, due to the Senior Meals program receiving an unsolicited grant from the Senior Services Foundation for $31, e. Donations Revenue is received at targeted times throughout the year due to various fundraising events. f. State Revenue percentages are low due to the Intergovernmental Agreement for the biennium containing the Oregon Project Independence funds being delayed. The MPO and Veterans programs are billed quarterly and will be reflected on the report containing October s numbers. g. Federal Revenue is low due to the Intergovernmental Agreement for the biennium being delayed. h. Coordinated Care revenue is on budget. The current YTD percent appears to be lower, however we increased the contract amount by $800, to more accurately reflect the true revenue we anticipate to receive. FY Financial Narrative (Personnel and Material & Supplies) a. The agencies Personnel Expense is below budget due to several vacant positions not filled. There is a current hiring pause in the Seniors and Disability Services program until the Intergovernmental Agreement for the biennium is received. b. Contract expense is coming in a bit higher then budgeted due to the addition of Non Emergent Medical Transportation provider. c. Indirect expenses are on budget. Indirect rates are charged to all program areas based on the number of staff employed in each program, to fund General Administration, Human Resources, Finance and Technology Services. d. Maintenance & Repair expenses are low. There are several building maintenance projects that will be started in January. e. The agency has implemented a centralized purchasing program. f. Telephone is on budget. g. Travel/Training is on budget. The agency is researching travel policies and plans on implementation of a robust policy by the end of the calendar year. If you find you need additional information or clarification, please contact Finance Director, Sue Forty. 29

30 ATTACHMENT Queen Ave SE Suite 201 Albany, OR (541) FAX (541) MEMORANDUM DATE: November 24, 2015 TO: FROM: RE: OCWCOG Board of Directors Lydia George, Deputy Director Approval of the Collective Bargaining Agreement between OCWCOG and SEIU 503 Local, OPEU The Bargaining Teams began meeting in June of this year and successfully reached final agreement on a new labor contract on October 29, Bargaining was conducted in a positive and collaborative manner using the Interest Based Bargaining approach. We are pleased that the proposed contract is manageable and within our adopted budget. A summary sheet with the signed Tentative Agreements are attached with this memo to reflect the agreed upon changes to the current contract. Language that will not be changing will be carried over into the new contract. Click here if you would like to view the prior contract and most current salary schedule. RECOMMENDATION: Motion to approve the November 1, 2015 to October 31, 2017 Collective Bargaining Agreement between OCWCOG and SEIU Local 503, OPEU. MEMBER GOVERNMENTS COUNTIES: Benton, Lincoln and Linn CITIES: Adair Village, Albany, Brownsville, Corvallis, Depot Bay, Halsey, Harrisburg, Lebanon, Lincoln City, Lyons, Millersburg, Monroe, Newport, Philomath, Scio, Siletz, Sweet Home, Tangent, Toledo, Waldport, Yachats OTHER: Confederated Tribes of Siletz, Port of Newport and Port of Toledo 30

31 ATTACHMENT Queen Ave SE Suite 201 Albany, OR (541) FAX (541) MEMORANDUM DATE: November 24, 2015 TO: FROM: RE: OCWCOG Board of Directors Lydia George, Deputy Director Approval of the Collective Bargaining Agreement between OCWCOG and SEIU 503 Local, OPEU The Bargaining Teams began meeting in June of this year and successfully reached final agreement on a new labor contract on October 29, Bargaining was conducted in a positive and collaborative manner using the Interest-Based Bargaining approach. We are pleased that the proposed contract is manageable and within our adopted budget. A summary sheet with the signed Tentative Agreements are attached with this memo to reflect the agreed upon changes to the current contract. Language that will not be changing will be carried over into the new contract. Click here if you would like to view the prior contract and most current salary schedule. RECOMMENDATION: Motion to approve the November 1, 2015 to October 31, 2017 Collective Bargaining Agreement between OCWCOG and SEIU Local 503, OPEU. MEMBER GOVERNMENTS COUNTIES: Benton, Lincoln and Linn CITIES: Adair Village, Albany, Brownsville, Corvallis, Depot Bay, Halsey, Harrisburg, Lebanon, Lincoln City, Lyons, Millersburg, Monroe, Newport, Philomath, Scio, Siletz, Sweet Home, Tangent, Toledo, Waldport, Yachats OTHER: Confederated Tribes of Siletz, Port of Newport and Port of Toledo 31

32 SUMMARY OF TENTATIVE AGREEMENTSS REACHED DURING COLLECTIVE BARGAINING BETWEEN CWCOG AND SEIU November 1, 2015 October 31, 2017 ARTICLE AGREED UPON CHANGES REASON FOR CHANGE DATE Preamble No Change 1 Recognition No Change 2 Management Rights No Change 3 Nondiscrimination No Change 4 Union Rights Language added to allow members to enroll in Fair Share through electronic enrollment. 5 No Strike No Change 6 Contracting Out No Change Housekeeping 10/1/15 7 Program Areas Language changed deleting Technology Services as a program area. There are now five (5) program areas. Community Development changed to read Community and Economic Development. Technology Services is now under the General Administration program. Housekeeping 7/22/15 8 Hours of Work No Change 9 Overtime No Change 10 Protected Work Time No Change 11 Discipline and Discharge No Change 12 Personnel Records No Change 13 Grievance and Arbitration No Change 32

33 ARTICLE AGREED UPON CHANGES REASON FOR CHANGE DATE 14 Limited Term Appointments 15 Probationary Period No Change 16 Seniority No Change 17 Layoff and Furlough No Change 18 Filling of Vacancies No Change 19 Job Sharing No Change 20 Education, Training and Development Changes current three types of LT appointments to one. Changes 18 month duration to 24 months. LT appointments are covered by terms of the agreement except Art. 6 Contracting out; Art 13 grievances pertaining to discipline; and, Art 17 layoff and bumping rights. No Change 21 Performance Reviews No Change 22 Holiday Compensation 23 Vacation Scheduling Sect. 1(a) and (b) Language changed in Section 1(a) and (b) to specify a single priority request can be made once a year. Language changed to put the resolving of any conflict on the employees, and not the supervisor. Sect. 4 All language in the second paragraph deleted. Current language calls for three types of LT appointments. Some are Union represented and some are not. Also 18 month duration is not always long enough to carry through a contract COG has entered into. Current language is unclear as to how many priority one time annual vacation requests can be made. Can create an unfair disadvantage in small work groups to those who put in their vacation requests for the year before anyone else. Housekeeping. There are no longer employees who have over the set 300 hours. 9/9/2015 9/9/15 33

34 ARTICLE AGREED UPON CHANGES REASON FOR CHANGE DATE 24 Sick Leave Sect. 2(a) ER is not required to pay EE if they send them home sick. If EE feels they are well enough to return to work, they have 24 hours to receive a clean bill of health from a medical provider. If they were sent home in error, the EE does not lose any pay or paid leave. Sect. 4 Deleted last sentence of the section stating that sick leave shall not accrue during any period of leave of absence without pay exceeding fifteen (15) consecutive calendar days. 25 Leaves of Absence Sect. 1(a) Added language to include legal and/or biological parents of the employee s child/children. 26 Drug and Alcohol No Change Sect. 6 All of section 6 regarding non disciplinary paid administrative leave eliminated. Employees out of paid leave come to work contagious, forcing the Employer to send them home with pay (per Article 25 Section 6). This creates risk of exposure to the public and workers because workers report to work. Language not consistent with Article 25 Leaves of Absence, Section 5. If an employee is on a leave of absence without pay, he/she will have sick leave and vacation accruals prorated for actual days worked in that month. Current personnel policy clarifies who compassionate leave can be used for. It does not identify parents of the EE s minor children who do not live in the home. With the change in Article 24, the language in Section 6 is no longer relevant. 9/9/15 9/9/15 34

35 ARTICLE AGREED UPON CHANGES REASON FOR CHANGE DATE 27 Wages All Employees except for Case Managers, Lead Case Managers and Adult Protective Service Specialists (APS) will receive a 2% COLA effective 11/1/ Funding No Change 29 Retirement No Change Case Managers, Lead Case Managers, and APS. CM and Lead CM will receive a one time bonus of $1000 and APS will receive $1200. Effective 11/1/17 all classifications will receive a 2% COLA. New article added to include a $125/mo in addition to regular wage for positions requiring multi lingual skills. HR will work with managers to identify specific positions requiring this skills. Current employees will continue in this capacity and not be required to take a proficiency test. All new hires will be required to successfully pass proficiency test. 30 Salary Administration Section 5 Language changed to reflect "shall be paid". 31 Classification Section 1(e) and new (f) Language added to allow the EE to appeal a denial to the Deputy Director for final and binding recommendation to the Executive Director. Market studies reflect Case Manager, Lead Case Manager and APS classifications are above the plus/minus 5% market average for total compensation. Holding off on a COLA for the first year of the contract will aid in bringing the salaries more in alignment with the market average. A one time bonus similar to the COLA is sustainable and provides monetary recognition to the EE. EE s are being asked to use their multi lingual skills in the course of their job. Similar agencies provide a pay differential for such skills. Current language is outdated. A majority of staff receive their paycheck as direct deposit. Housekeeping. Current language does not allow for an appeal process if the results of the reclassification study is not favorable to the EE. 10/29/15 7/27/15 10/2/15 35

36 ARTICLE AGREED UPON CHANGES REASON FOR CHANGE DATE COG will pay 100% of the insurance premium for a HDHP during both years of the contract. Maintains a quality health insurance package and eliminates an out of pocket premium for the employee. 32 Insurance COG will continue to contribute to a Health Savings Account (HSA). COG contribution will change to $1100 for single and $2000 for family payable on 1/5/16; then an additional $450/single and $750/family on 10/5/16 New insurance calls for a change in the plan year from January to October. In order to maintain insurance with no laps in coverage, COG will contract for a 10 month period in order to be aligned with the carrier's October plan year. EE's will suffer 2 high deductibles within the first year. A slight increase in the HSA contribution will help offset the impact. 10/29/13 33 Mileage/Expense Allowance No Change COG will contribute $1000/single and $2000/family on 1/5/17; then an additional $300/single and $400/family on 11/5/17 34 Longevity Additional longevity recognition to include additional personal day after 7 and 15 yrs; one time bonus of $1250 at 25 yrs; and, $1500 at 30 yrs. 35 Incentive Program No Change 36 Health and Safety No Change 37 Agency Communication No Change COG contribution will return to the current levels, but will be split during the calendar year vs. a full lump sum payment on the first of January. Enhances current one time bonus at 10 years of $500 and $1000 at 20 years. 10/28/15 36

37 ARTICLE AGREED UPON CHANGES REASON FOR CHANGE DATE 38 Outside Employment No Change 39 Entire Agreement No Change 40 Savings Clause No Change 41 Term of Agreement New Article Recorded Calls Contract will expire on 10/31/17. Maintaining a two year contract is practical and coincides with the State budget cycle. Sets parameters for the use of the recording of calls ina Letter of Agreement (LOA) was centers for quality assurance, training, and client disp developed when the RideLine call resolution purposes. center implemented call recording. Language was revised and added to the contract. 7/22/15 7/22/15 ADDITIONAL CHANGES: All Memorandums of Understanding (MoU) in the current contract will end. LoA increasing Eligibility Specialist and Lead Eligibility Specialist salary range by 3% to close the gap between Case Manager classification. Also increases Meal Site classification salary range by 4%. LoA the Labor/Management Advisory Committee research the feasibility of Telecommuting/Teleworking, and make recommendations around procedures. Key: LT Limited Term EE Employee ER Employer 37

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51 CWCOG REPRESENTED STAFF Effective 11/1/ /31/2016 (Includes a COLA of 2%) APPENDIX A PROPOSED Meal Site Manager Hourly Clerical Assistant Hourly Monthly Annually Clerical Specialist Hourly Monthly Annually Transp. Brokerage Specialist Hourly Monthly Annually Planning Technician Hourly Monthly Annually Lead Trans Brokerage Spec. Hourly Monthly Annually Senior Meals Coordinator Hourly Monthly Annually Administrative Assistant Hourly Monthly Annually In-Home Assistant Hourly Monthly Annually Medical Resource Worker Hourly Monthly Annually Accounting Clerk II Hourly Monthly Annually Executive Assistant Hourly Monthly Annually Facilities Maintenance Coord Hourly Monthly Annually Information & Referral Hourly Monthly Annually

52 CWCOG REPRESENTED STAFF Effective 11/1/ /31/2016 (Includes a COLA of 2%) APPENDIX A PROPOSED ADRC Specialist I Hourly Monthly Annually Technology Support Spec. Hourly Monthly Annually Accounting Specialist Hourly Monthly Annually Eligibility Specialist Hourly Monthly Annually Licensing & Monitoring Spec Hourly Monthly Annually Lead Eligibility Specialist Hourly Monthly Annually Assistant Planner Hourly Monthly Annually Assistant Loan Officer Hourly Monthly Annually Contracts Coordinator Hourly Monthly Annually Workstation Support Spec. Hourly Monthly Annually Case Manager Hourly Monthly Annually Registered Nurse Hourly Monthly Annually Public Information Specialist Hourly Monthly Annually Transportation Coordinator Hourly Monthly Annually

53 CWCOG REPRESENTED STAFF Effective 11/1/ /31/2016 (Includes a COLA of 2%) APPENDIX A PROPOSED Lead Case Manager Hourly Monthly Annually Adult Protective Service Spec. Hourly Monthly Annually Information Systems Spec. Hourly Monthly Annually Diversion & Transition Coord Hourly Monthly Annually Mental Health Specialist Hourly Monthly Annually CED Planner Hourly Monthly Annually Network Support Specialist Hourly Monthly Annually Loan Officer Hourly Monthly Annually Network Operations Spec. Hourly Monthly Annually Senior Loan Officer Hourly Monthly Annually CED Planner II Hourly Monthly Annually

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66 1400 Queen Ave SE Suite 201 Albany, OR (541) FAX (541) ATTACHMENT 7 DATE: October 22, 2015 MEMORANDUM TO: OCWCOG Board of Directors FROM: Sue Forty, Finance Director RE: FY Work Program and Budget Schedule Below is the recommended schedule to follow regarding the development of the FY Work Program and Budget. December 3, 2015 February 29, 2016 March 9, 2016 March 17, 2016 April 25, 2016 May 19, 2016 Board establish budget calendar, appoints Budget Committee members (Week of) Publish Budget Meeting Notice Proposed Budget distributed (Board Packets, website) Proposed Budget presented to Board (Week of) Publish Budget Hearing Notice Budget Committee reviews and approves budget Board holds budget hearing, adopts budget, makes appropriations Board adopts work program and budget 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 66

67 ATTACHMENT Queen Ave SE Suite 201 Albany, OR (541) FAX (541) DATE: December 3, 2015 M E M O R A N D U M TO: FROM: RE: OCWCOG Board of Directors Charlie Mitchell, Community and Economic Development Director Community and Economic Development (CED) Program Report Recent activities in CED are highlighted as follows: Planning/ Transportation/ Brokerage AAMPO Regional Transportation Plan: The Metropolitan Planning Organization (MPO) is moving forward with development of its first Regional Transportation and Transit Development Plans, which will outline policies and projects for the regional system over a 20 year period. Existing Conditions reports are complete and will be brought to the MPO for review this December and January of 2016, along with Transportation Forecast Reports and a summary of Public Involvement. Staff is conducting significant public outreach for Albany Area Regional Transportation Plan, including an online public survey, 15 stakeholder interviews, and direct outreach to various community organizations. Four public open house meetings are scheduled for the second week of January 2016, with one in each AAMPO city. A Regional Transportation Plan (RTP) Framework will be reviewed and approved by the MPO in March 2016, including goals, policies and a short term project list. The complete long range plan with illustrative project list is targeted for completion in mid You may find additional information at their website: AAMPO Transportation Improvement Program: Albany Area Metropolitan Planning Organization (AAMPO) is on track to adopt the first Transportation Improvement Plan (TIP) by March The MPO released a funding announcement for $2.7 million dollars of Special Transportation Project (STP) funds over a 4 year period. Project applications will be reviewed by the AAMPO Transportation Advisory Committee (TAC) at their November meeting, with a recommended project list brought to the MPO Board in December. The MPO strives to have the recommended project list approved by January 2016, assisting in the development of local Capital Improvement Plans. 67

68 Linn Benton Loop IGA: AAMPO and Corvallis Area Metropolitan Planning Organization (CAMPO) continue their collaborative process to assist in establishing a stable governance and funding structure for the Linn Benton Loop. A final governance Intergovernmental Agreement (IGA) is being circulated among the four key funding partners (AAMPO, CAMPO, Linn Benton Community College (LBCC), and Oregon State University) for final review before bringing it to a joint meeting of the two MPOs in early The next step will be a discussion of how to stabilize funding for the service. Regional Coordination: AAMPO staff is providing technical assistance in the development of the Linn County Transportation System Plan (TSP), Linn County Coordinated Plan, Benton County Coordinated Plan, and Salem Keizer Transit Regional Plan. AAMPO staff is also sitting on a technical committee organized by Oregon Department of Transportation (ODOT) to help streamline ODOT plans into a single website. Monroe Benton County Trails Planning: OCWCOG was asked to facilitate early meetings regarding the planning for trail connections, and pedestrian and bicyclist safety in the Monroe area. This is a collaborative effort of the City of Monroe, Benton County, and the community group Alliance for Recreation and Natural Areas. Health and Transportation Workshop: OCWCOG is collaborating with the Linn and Benton County health departments, OSU Transportation Services, and the Linn Benton Health Equity Alliance to host a public speaker and practitioners workshop on December 8th and 9th, respectively. These two events will focus on the connections between health, transportation, and actions the regional partners can take to increase collaborative planning and programming related to health and transportation. OCWCOG Board Chair Sharon Konopa accepted an invitation to convene the evening speaker event. Safe Routes to School: ODOT s Safe Routes to School grant for Newport and Lincoln City closed September 30, ODOT Safe Routes to School grant for Sweet Home ended in October An Action Plan addressing goals for promoting walking and biking at Oceanlake Elementary in Lincoln City was completed in September, as well as an Action Plan for Oak Heights Elementary in Sweet Home, with District level policy recommendations. The plans were developed with stakeholder groups in each community. Walk and Bike to School Day that was held on Oct. 7 in Sweet Home was a big success. Over 75 students participating in walking school buses, which are groups of students walking to school together from designated meeting locations with approved adult leaders. This event was a partnership between OCWCOG, the Sweet Home School District, Oak Heights Elementary, the City of Sweet Home, the Sweet Home Police Department, and the Santiam Spokes Bike Club, among others. 68

69 Transportation Options: The third annual statewide Oregon Drive Less Challenge was the week of Oct During the outreach period from Sept. 30 to Oct. 30, there were 89 new registrants added to the DriveLessConnect.com rideshare database in Benton, Lincoln, and Linn Counties. An average month sees 40 new registrants. Metrics during the campaign (10/5 10/18): Non single occupant vehicle miles logged: 77,660 (not counting telework trips over 500 miles) Number of Bike trips: 3,892 Number of Bus trips: 547 Number of Carpool trips: 1,469 Number of Telework trips: 261 Number of Vanpool trips: 416 Number of Walk trips: 1,082 Pounds of CO2 reduced: 130,862 Gallons of gas saved: 6,527 Monetary savings: $49,622 RideLine Brokerage: Staff is working on the IGAs with City of Lebanon and Linn County Health Department for additional coordination of non emergent medical transportation services. These changes will enhance reporting and financial sustainability of the programs. Staff is also working on proposal for a number of program development opportunities through Inter Health Network Coordinated Care Organization (IHNCCO) to reinvest National Emergency Medical Transportation (NEMT) savings that have accrued in the risk liability reserve. We are in the process of hiring several new Brokerage positions. Linn County Special/Rural Transportation: The Special Transportation Fund (STP) contract between the COG and Linn County will end at that time also. CWACT: The Cascades West Area Commission on Transportation has met and ranked nonhighway enhance regional projects for funding consideration. The Connect Oregon project applications are due November 20,

70 Lending (Fiscal year end) Staff closed and funded The Human Bean project in Newport for $135,000. The total project is $450,000 and twelve jobs are estimated to be open because of this loan closing. Staff is finalizing a draft proposal on a new Benton County loan fund. Damon Daniels has been hired as COG s new Assistant Loan Officer. Economic Development CEDS Update: The five year Comprehensive Economic Development Strategy (CEDS) for the fourcounty Cascades West Economic Development District (CWEDD) has been completed and approved by the CWEDD Board and forwarded onto the EDA. Other Items The COG is assisting Lincoln County with an EPA Brownfield Assessment grant; a Request For Proposal (RFP) was issued and a firm has been chosen to administer the project. The COG continues to assist the Port of Newport with an Economic Development Administration (EDA) project funding proposal to increase export freight opportunities; the Port recently received a $2 million DOT TIGER grant. The COG plans to work with the American Association Retired Persons (AARP) with a regional Age Friendly Communities initiative. The COG is using an OSU intern to help staff frame a discussion related to enhancing commercial aviation services in the region. The COG is using a University of Oregon intern to develop a rural banking study. This body of work should be complete by December. The Cascades West Regional Consortium (CWRC) has met and desires to continue operations. CWRC has asked staff to draft an RFP for a wetlands mitigation bank feasibility study. The COG is working with Lincoln and Benton County and the cities of Waldport and Philomath on a Highway 34 Scenic Byway proposal. CED will be looking to hire a Planner in the coming months to assist with a variety of projects throughout the region. Staff has met with the Siletz Tribe and the Toledo Rural Fire Protection District at their requests to provide technical and funding assistance. 70

71 Senior and Disability Services 1400 Queen Ave SE Suite 206 Albany, OR (541) TTY/Voice TTY/Voice ATTACHMENT N Main St Toledo, OR (541) (541) TTY/Voice (800) Area Agency on Aging DATE: November 10, 2015 M E M O R A N D U M TO: FROM: RE: OCWCOG Board of Directors Randi Moore, Community Programs Program Manager Marci Howard, Medicaid Programs Program Manager Mary Kay Fitzmorris, Toledo Program Manager Senior and Disability Services Updates New, Shared Caseload Model The Albany eligibility unit is changing the service delivery model for non service consumers. Albany houses 15 eligibility workers who determine eligibility and carry ongoing cases for approximately 7,100 consumers in Linn and Benton counties. After workload reduction discussions and communication with sister agencies who have moved to this model, staff have decided to have the 15 workers share all 7,100 consumers as opposed to carrying individual caseloads of around 500. We have convened a workgroup consisting of eligibility workers, support staff, trainers, and management to determine how we will build this model. We plan to implement the change in December 2015, or January of Our hope is that this will positively impact our response time to our consumers as well as reduce stress for staff. Lincoln County will remain with the current model for now, but hopes to implement the same delivery model in the future. Legislative Roundtable Scheduled for January 21 OCWCOG, in coordination with the Oregon Association of Area Agencies on Aging and Disabilities (O4AD), will be hosting a Legislative Roundtable on January 21, OCWCOG Board members and Legislators that represent our area, and Senior and Disability Services Advisory Council members will be invited to the lunchtime even which will be held prior to the OCWCOG Full Board meeting. This will be an opportunity to brief stakeholders on what happened last legislative session and explain what to expect next session. The agenda will also allow time for attendees to work together to identify strategies and action steps which will engage those at the table and promote advocacy. 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 71