2006-722-Minutes for Meeting June 05,2006 Recorded 7/13/2006COUNTY OFFICIAL P
NANCYUBLANKENSHIP, COUNTY CLERKDS yJ 2006722
COMMISSIONERS' JOURNAL
IN minim 111111111111 07/13/2006 02;16;07 PM
2006-722
DESCHUTES COUNTY CLERK
CERTIFICATE PAGE
Z E S
G
0
1
This page must be included
if document is re-recorded.
Do Not remove from original document.
Deschutes County Board of Commissioners
1300 NW Wall St., Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.orc
MINUTES OF ADMINISTRATIVE LIAISON
DESCHUTES COUNTY BOARD OF COMMISSIONERS
MONDAY, JUNE 5, 2006
Commissioners' Conference Room - Administration Building - 1300 NW Wall St., Bend
Present were Commissioners Dennis R. Luke and Bev Clarno; Commissioner
Michael M. Daly was out of the office. Also present were Mike Maier, County
Administrator; and, for a portion of the meeting, Susan Ross, Anna Johnson and
David Givans, Commissioners' Office; George Kolb and Tom Blust, Road
Department; Eileen Stein, City of Sisters, and Judy Trego, Community Action
Team of Sisters. No representatives of the media or other citizens were present.
The meeting began at 1: 30 p. m.
1. Discussion of CATS Community Vision Plan.
Eileen Stein and Judy Trego gave an overview of the vision plan being
developed for Sisters. (A copy is attached as Exhibit A.)
They requested economic development grant funds from the County to help
them reach their goal. Some funding has already been promises by other
agencies and entities. After a lengthy discussion, the Board took action.
CLARNO: Move approval of a grant of $10,000 from economic development
funds.
DALY: Second.
VOTE: DALY: Yes.
CLARNO: Aye.
LUKE: Chair votes yes.
Commissioner Luke added that he would grant up to another $5,000 if the City
Council would provide matching funds.
minutes or wammistrative Liaison Monday, June 5, 2006
Page 1 of 3 Pages
2. Discussion of Local Road Improvement Districts.
Tom Blust gave an overview of a proposed local improvement district that
would be located off Lazy River Drive. The residents wish to do just a portion
of the loop, but it makes more sense to do the entire loop.
The Board agreed that it should be all or nothing. Mr. Blust will discuss the
issue with the residents.
3. Update on Solid Waste Franchise Fees.
David Givans explained the rates - past, present and proposed for the future.
(A copy is attached as Exhibit B) The Board asked for further information to
justify the increases.
4. Project & Property Update
Susan Ross stated that $35,000 of the $50,000 loan to the Alyce Hatch building
has been repaid. They are having a problem with hillside erosion and repairs
will cost $15,000. They asked if the balance of the loan could be forgiven.
Commissioner Luke said that a year could be added to the term of the loan, but
he is not inclined at this point to forgive it entirely.
Susan Ross said the State Farm building purchase has been concluded, and the
tenants are to be out by mid-September.
Ms. Ross said the facilities maintenance policy would be discussed at the
upcoming meeting with Department Heads to get further input.
A discussion took place regarding funds generated by the County land
foreclosure auction. Apparently the State wants to offset payments to the
School District by funds from the auction, which were totally unexpected by the
School District or State. It would be best if the funds could be kept locally for
the capital fund.
Commissioner Luke stated that he would talk to Representative Burley about
this issue.
Minutes of Administrative Liaison Monday, June 5, 2006
Page 2 of 3 Pages
5. Communications Update.
Anna Johnson said that she is working on various media releases, the "Big
Chainrig" award, the budget newsletter, and United Way.
6. Other Items.
The Health Department budget has raised some concerns, since additional
positions were added.
Jan LaChapelle Ettinger of the KIDS Center asked to attend an
Administrative Liaison to discuss funding, since their request was scratched
from the budget.
• The Historical Society has been asked to present a budget and business plan
along with a grant application.
• A discussion took place about adding a COLA for recruitment purposes -
4% the first year, 3 to 5% for each year through five years, per the 701 and
AFSCME union agreements. The COLA would be based on the CPI.
• The 9-1-1 group hopes to enter into a two-year agreement. The Sheriff s
agreement is still being negotiated and may take a while to conclude.
Commissioner Luke suggested that the previous Administration Building be
named after Mike Maier - i.e. the Mike Maier County Services Building. This
suggested was supported by all. An appropriate plaque will be made.
Being no further items discussed, the meeting adjourned at 3: 00 p. m.
DATED this 5t' Day of June 2006 for the Desc es County Board of
Commissioners.
is R.
Clarno, Vice Chair
ATTEST:
Recording Secretary
issioner
Minutes of Administrative Liaison Monday, June 5, 2006
Page 3 of 3 Pages
"Greater Sisters Community Vision & Growth Strategy" Overview
PROJECT OVERVIEW
The purpose of the project is to develop a vision and a growth management strategy for the Greater Sisters
Community (defined by the Sisters School District boundary). The intent is to facilitate an open and
collaborative process that results in:
• Citizen understanding and involvement in shaping the vision and strategy, and engagement in follow-
through implementation, monitoring, and adjustment.
• Institutional understanding, involvement and shared accountability in shaping the vision and strategy, and
commitment to adopt, implement, monitor and adjust.
PROJECT PRODUCTS
The products of the project are:
• A "vision" which portrays a desired future condition for the Greater Sisters Community.
A "strategic plan for managing growth" and achieving the desired vision. The growth management
strategy will consist of key trends and issues facing the community; core values expressed by the
community; and goals/strategies that address the issues, protect the values, and achieve the vision. Action
planning may be started during this project, but will be further developed during plan implementation.
• A "logo" that reflects and communicates the community's core values.
PROJECT LEADERSHIP & MANAGEMENT
The Community Action Team of Sisters (CATS) will provide overall project leadership and management in
partnership with the Central Oregon Intergovernmental Council (COIC), Rural Development Initiatives (RDI),
and Brand Navigation (BN).
COMMUNITY PARTICIPATION AND LEADERSHIP
The intent is to engage the citizen, the public institutions and civic organizations of the community in the
development and implementation of the vision and growth management strategy. Target institutions include
(may not be a complete list and is in alphabetical order):
Central Oregon Intergovernmental Council
City of Sisters
City of Sisters Planning Commission
Commission on Children and Families
Community Action Team of Sisters (CATS)
Deschutes County Library-Sisters Branch
Deschutes County
Family Assistance Network
Habitat for Humanity
Sisters-Camp Sherman Fire Protection District
Sisters Chamber of Commerce
Sisters Kiwanis Club
Sisters Organization for Activities and Recreation
Sisters Rotary Club
Sisters School District
State of Oregon - Economic Revitalization Team
The Nugget
USDA Forest Service-Sisters Ranger District
It is important that the general public is aware of the process, and has opportunities to participate in shaping the
vision and strategy, as well as engage in follow-up implementation. Public surveys and open public forums will
encourage participation from the general public.
PROJECT COMPONENTS/PROCESS
The project will be implemented by engaging general public and institution involvement through a community
survey, three Community Leadership Summits, and a (general public) Community Visioning Fair. Final
products will be made available via the project web site and will be adopted by participating institutions. It is
expected that these products will be dynamic and "living," and progress will need to be monitored at regular
intervals. The vision-forming process will progress into implementation with the formation of Action Teams to
address each vision element and report on progress.
PROJECT PLAN
Version 05-10-06
"Greater Sisters Community Vision & Growth Strategy"
PROJECT OVERVIEW
The purpose of the project is to develop a vision and a growth management strategy for
the Greater Sisters Community. The intent is to facilitate an open and collaborative
process that results in:
• Citizen understanding and involvement in shaping the vision and strategy, and
engagement in follow-through implementation, monitoring, and adjustment.
• Institutional understanding, involvement and shared accountability in shaping the
vision and strategy, and commitment to adopt, implement, monitor and adjust.
PROJECT PRODUCTS
The products of the project are:
A "vision" which portrays a desired future condition for the Greater Sisters
Community.
A "strategic plan for managing growth" and achieving the desired vision. The
growth management strategy will consist of key trends and issues facing the
community; core values expressed by the community; and goals and strategies
that address the issues, protect the values, and achieve the vision. Action
planning may be started during this project, but will be further developed during
plan implementation.
A "logo" that reflects and communicates the community's core values.
PROJECT LEADERSHIP & MANAGEMENT
The Community Action Team of Sisters (CATS) will provide overall project leadership
and management in partnership with the Central Oregon Inter-Governmental Council
(COIL), Rural Development Initiatives (RDI), and Brand Navigations (BN). The project
partners and their roles are:
Community Action Team of Sisters (CATS)
The CATS will provide overall project leadership, oversight and administrative support
for the project. The CATS non-profit status will serve the project well for grant
recruitment and processing. The CATS has a 13 member Board of Directors. A CATS
Vision Task Force has been established to actively steer the project through its various
phases. The CATS Board of Directors are:
Bill Anthony, Joe Cockrum, Kathy Degendorfer, Howard Harthog, Cheryl Mills,
Rossy Gomez Pullig, John Rahm, Emil Smith, Eileen Stein, Loren Stoery, Ted
Thonstad, Carrie Ward, and Mark Yoakum
Judy Trego serves as the CATS Advocate.
The CATS Vision Task Force members are:
Bill Anthony, Cheryl Mills, John Rahm, Emil Smith, Eileen Stein, Ted Thonstad,
and Judy Trego.
Central Oregon Intergovernmental Council (COIL)
COIC will provide various project management and support services. Scott Aycock will
serve as the Project Manager. In this role Scott will be serve as the primary point person
for all activities related to the project and will coordinate with the CATS Vision Task
Force and other project partners to accomplish the project objectives.
Rural Development Initiatives (RDI)
RDI has lots of experience in designing and leading community-based visioning and
strategy development activities. Heidi Clark of RDI will take the lead in working with
the CATS Vision Task Force, COIC and other partners to design, conduct, and produce
the results from the various planned community summits and forums.
Brand Navigation (BN)
Brand Navigation has lots of experience in working with business clients to develop
brand recognition for their company or products. Brand Navigation role in this project is
to guide in the development of a logo or brand that reflects the core values of the greater
Sisters community.
2
COMMUNITY PARTICIPATION AND LEADERSHIP
The intent is to engage the citizens, the public institutions and civic organizations of the
community in the development and implementation of the vision and growth
management strategy.
It is important that the general public is aware of the process, and has opportunities to
participate in shaping the vision and strategy, as well as engage in follow-up
implementation. Public surveys and open public forums will be designed to encourage
participation from the general public.
It is important that the leadership of the public institutions and civic community
organizations is engaged in the process of developing and implementing a community
vision and strategy for managing growth. References are made throughout the project
process to a "Community Leadership Summit" group. It is intended that this group will
be comprised of leaders from many of the following organizations in the community
(may not be a complete list and is in no particular order):
Central Oregon Intergovernmental Council (COIC)
City of Sisters
City of Sisters Planning Commission
Commission on Children and Families
Community Action Team of Sisters (CATS)
Deschutes County Library-Sisters Branch
Deschutes County
Family Assistance Network
Habitat for Humanity
Sisters-Camp Sherman Fire Protection District
Sisters Chamber of Commerce
Sisters Kiwanis Club
Sisters Organization for Activities and Recreation (SOAR)
Sisters Rotary Club
Sisters School District
State of Oregon - Economic Revitalization Team
The Nugget
USDA Forest Service-Sisters Ranger District
3
PROJECT PROCESS & ITEMIZED BUDGET
Project Leadership and Management
Objective: To lead, plan and manage a suc
What
1. Project Conceptualization & Planning
2. "Go/No-go" w/Community Institutions
3. Partnership Outreach & Development
4. Project Funding Recruitment
cessful project
Who
CATS
CATS
CATS
Funding
In-kind
In-kind
In-kind
a. Community Financial Sponsors CATS In-kind
b. Grants CATS In-kind
5. Project Management & Oversight
6. Community Communications
COIDC
RDI
CATS In-kind
COIC(Contr.) $7,500
COIC(Grants) $12,000
CATS In-kind
Timin
Wtr 06
Wtr 06
Wtr 06
Wtr 06
Wtr 06
Cont.
Cont.
■
4
r ,
Project Start-up Communication Materials
Objective: To provide high quality project related information to target audiences through
appropriate mediums.
What Who Funding Timing
1. Update and Summarize Original CATS Vision CATS In-kind Wtr 06
2. Refine Bend 2030 Trends & Issues for Sisters CATS In-kind Wtr 06
COIC
3. Refine Bend Growth Analysis for Sisters COIC
3. Develop Start-up Communication Documents CATS
COIC
a. Presentation Charts and/or Panels
b. Powerpoint Presentation
c. Press Releases
d. Newspaper Inserts
e. Handouts, Newsletters
f Website(s)
$1000 Spr 06
$500 Spr 06
In-kind Spr 06
$8000
Community Leadership Summit #1 (May 15, 2006)
Objective: To achieve publicly visible institutional leadership, engagement, collaboration
and teamwork to develop a community vision and growth management strategy.
What
Who
Funding
Timing
1. Plan and Organize Summit
CATS
In-kind
Wtr 06
2. Conduct Community Summit (4 hr):
a. Project Background & Overview
b. Review 1999 CATS Vision
c. Review Start-up Trends & Issues
d. Refine Trends & Issues
e. Obtain Feedback & Commitment
RDI $1200 Spr 06
CATS $300
3. Develop Summit Product(s)
RDI Incl. Above Spr 06
COIC $1000
5
I Y
Community Survev (Mav 2006
Objective: To increase public awareness of the project, and begin to get public
involvement in developing and refining the trends, issues, values, goals and strategies
that will eventually be used to develop a community vision and growth management
strategy.
What Who Funding Timing
1. Community Awareness Campaign CATS In-kind Spr 06
a. Newspaper Articles
b. TV News Coverage
c. Community Group Presentations
2. Develop Survey Instrument CATS In-kind Spr 06
COIC Contributed
RDI Contributed
BN Contributed
3. Conduct Survey (Produce, Distribute, etc.) COIC $2000 Spr 06
4. Analyze Survey Results COIC $4000 Sum06
5. Summarize & Communicate Survey Results COIC $2000 Sum06
a. Presentation Charts and/or Panels
b. Powerpoint Presentation
c. Newspaper Articles
d. Handouts, Newsletters
e..Website(s)
6
Community Leadership Summit #2
Objective: To review the community survey results; further refine trends, issues, goals
and strategies; and build understanding and commitment for their involvement in the
Community Forum.
What
Who
Funding Timing
1. Plan & Organize Community Summit
CATS
In-kind Sum06
2. Conduct Community Summit (4 hr)
RDI
$1200 Fall 06
COIC
$200
CATS
$300
a. Review Community Survey Results
b. Refine Trends, Issues, Goals, Strategies
c. Get Input and Commitment for Community Forum
3. Develop Summit Product(s) RDI Incl. Above Fall 06
COIC Incl. Above
Community Visioning Fair (October 2006)
Objective: To provide an open, inclusive and interesting forum for the general public to
participate in and contribute to the development of a community vision and growth
management strategy.
What
1. Plan & Organize Community Visioning Fair
2. Community Awareness Campaign
a. Newspaper Articles
b. TV News Coverage
c. Community Group Presentations
Who
CATS
RDI
COIC
BN
Funding
In-kind
$1000
$500
Contributed
Timing
Sum06
CATS
3. Conduct Community Visioning Fair (1-2 day) RDI
COIC
BN
CATS
4. Develop Community Fair Product(s) RDI
COIC
In-kind
Fall 06
$4000 Fall 06
Incl. Above
Contributed
$2000
Incl. Above Wtr 06
$2000
7
I 'I
Community Leadership Summit #3
Objective: To complete refinement of the community vision and growth management
strategy; obtain institutional leadership "My Takes" on the project process and outcomes;
and collectively frame how we move forward from here to adopt, implement, monitor,
adjust and update the vision and strategic plan including signing of a "Declaration of
Commitment".
What
1. Plan and Organize Summit
2. Conduct 1 Day Community Summit:
3. Develop Summit Product(s)
Who Funding Timin
CATS
In-kind Wtr 07
COIC
Contributed
RDI
Contributed
RDI
$2500 Wtr 07
COIC
Contributed
RDI Incl. Above Wtr 07
Produce Proiect Products & Communicate Results
Objective: To produce and communicate final project products and outcomes.
What Who Funding
1. Develop Community Vision RDI $200Q
2. Develop Growth Management Strategy
3. Develop Community Brand
4. Develop Communication Products
a. Presentation Charts and/or Panels
b. Powerpoint Presentation
c. Newspaper Articles
d. Handouts, Newsletters
e. Website(s)
5. Community Awareness Campaign
a. Newspaper Articles
b. TV News Coverage
c. Community Group Presentations
RDI
BN
CATS
COIC
CATS
$4000
$10000
In-kind
$2000
In-kind
Timing
Spr 07
Spr 07
Spr 07
Spr 07
Spr 07
8
Project Phase
Project Leadership &
Management
Project Start-up
Communication
Materials
Community Summit #1
Community Survey
Community Summit #2
Community Visioning
Fair
Community Summit #3
Produce Final Project
Products and
Communications
PROJECT FINANCIAL SUMMARY
CATS COIC RDI
0 19500 0
0 9500 0
BN Total
0 19500
Project Totals
* New total as of 5-10-06
0 9500
300
1000
1200
0
2500
0
8000
0
0
8000
300
200
1200
0
1700
2000
2500
5000
0
9500
0
0
2500
0
2500
0
2000
6000
7,500
15,500
$2600 $44,017* $15,900 $7,500 $70,017
9
Last Updated: 5/30/06
Outstanding
r unaing source
In-tuna t.ontriDutea
Deschutes County
20,000
COP Board??
CATS
$ 32,000 $
3,000
Sisters Chamber of Commerce
$
3,000
City of Sisters
$
10,000
COIC
$
7,500
Sisters-Camp Sherman FPD
$
1,000
Sisters Kiwanis Club
$
1,000
Sisters Rotary Club
$
1,000
Central Electric Coop
$
1,000
Sisters Habitat for Humanity
$
1,000
Meyer Memorial Trust
$
14,500
CO Community Investment
Board
$
15,000
Ford Family Foundation Grant
$
7,000
Roundhouse
$
1,000
Totals
$ 32 0,00
42,500
43,506',-'
Total Cash Requirement: COIC $ 44,017
RDI $ 15,900
CATS $ 2,600
BN $ 7,500
$ 70,017
Less: Contributed Capital $ 42,500
Total Deficit Still to Be Raised: $ 27,517
Total Project Budget (in-kind +
cash requirement): $ 102,017
Page 1 of 1
Dennis Luke
From: Eileen Stein [estein@ci.sisters.or.us]
Sent: Wednesday, May 31, 2006 6:12 PM
To: Dennis Luke
Cc: Judy Trego
Subject: Requesting Support for the Greater Sisters Community Vision & Growth Strategy
Commissioner Luke -
I know this is a request that will have to go before all three of you, but I wanted to inquire of you the approach for making this
request. We're currently engaged in a process of updating the CATS Community Vision Plan that was created in 1999. This is in
follow up to a summit of community leaders held in 2005 and a desire by the community to test the vision that was created in the
1999 Plan, update the action items in that plan, and create a comprehensive strategy for growth. The resulting process has COIC
and Rural Development Initiatives (RDI) providing their services for various aspects of the process. COIC is managing the project
and providing most of the administrative support. RDI is facilitating a series of community leadership summits and a visioning
faire scheduled for the fall.
It is sort of like the Bend 2030 process, but more abbreviated, but still costly. The total budget is about $70,000 in hard costs plus
about $30,000 in in-kind services. The Vision Task Force is a subcommittee of the CATS Board and consists of myself, Bill
Anthony (Forest Service), Ted Thonstad (School District), Cheryl Mills (Sisters Chamber), John Rahm (Planning Commission),
Judy Trego (CATS) and Emil Smith (CATS Board member and participated in creating the 1999 Plan.) The process is
purposefully soliciting the participation (via a survey, websites, the fall forum, etc.) from the greater Sisters community... versus
just city residents. We felt it was important that people know this is not just a City thing.... although the City of Sisters has made
the largest contribution to the local match so far of $10,000. We've solicited and received grant support from COCIB ($15,000)
and COIC ($7,500). We've applied to the Meyer Memorial Trust and Ford Family Foundation and those grants are pending.
That's where the County comes in.
did not provide a complete accounting of what we've received just now, but we have about a $20,000 funding gap. We were
hoping that Deschutes County might be able to make a contribution to this effort given that we're purposefully being inclusive of
the greater Sisters area, identified as the boundaries of the Sisters School District. I would be happy to provide more information
about this project, in the proper forum. What would be appropriate?
Thanks for your consideration.
Eileen Stein
City Manager
City of Sisters
P.O. Box 39
Sisters, OR 97759
(541) 549-6022, Ext. 1
(541) 549-0561 - fax
estein@ci.sisters.or.us
6/2/2006
W
a
a
F
O
U
W
A
s..
~
0
0
O
O
0
O
~
M
~
~
~
N
N
U
iE
00
O
~
N
lm,
N
N
O
a
e
eh
M
0
rA
Cd
U
Q
v
w
a~
P
O
U
O
C
C
C
O
C
C
C
C
C
C
C
O
ti
O
0
0
0
0
0
0
0
0
0
0
0
0
lV
O
O
O
0
0
0
0
0
0
0
0
-
h
M
N
~
p0
Q1
0
0
0
0
0
0
0
0
0
0
0
0
0
o
p
N
El-
I'D
M
0
0
0
0
0
0
0
0
d
a
~p
O
M
N
N
-
.--1
H
r-,
.--I
N
ri
N
L3 O
o
o
o
o
bA
U
00
00
O~ O
P
00
b
r
n
a
O\
~
~ C
1ri
M
b
M
¢
O
a
i1
A
iE
'O
N
O
O
a
D
V1
O
O
"o
00
"o
O M 00
N
C~
00
l-
O
:
l-
-
N C~
~
D\
y
b
00
4
00
~o
r-
rn
~
~ t!1
0o
ti
.--i
-
Cn
01
M
l- O
M
01
O
O
W)
O
00
O
to
\O
00 ON
M
o,
O
Ld
N
00
O\
V)
l~
~h
O
l~ N
M
01
y
q
N
U
U
N
I'D
DD
V
01 M
r-
M
U
O
O
v
O
-'1-
r-
O
r-
"o N
~o
a,
0
U
i
N
N
v~
O
O
00
'o
N l~
Iti;
C>
U
U
y
00
M
-
\o
q'
-
"t r-
00
4
U
Ln
Q
N
~
C~
N
r-
Ul
C,~
I
N N
N
M
U
O~
~o
O
O
O
"I.
N
M
oo D\
N
u
M
1t
ell
N
00
110 ":T
M
0
0
to
m
00
00
\p
l~
00
V1
M
00
O
N
N
l-
O
M
00
M 00
N
O
U
p
l~
0
O
O
U
r,
C~
kl~
0
Q+
N
M
00
kj%
O
U
a
U
C
w
3
.b
~
b
C~
Cd
co
C;
U
,.O
bA
bA
0A
i.
O
o 0 0 0
C
N
O
O
Q
U
V1
U
U U U U U
0
M
Z.0
C
.
-
N
M to 00
E
a
U
0
U
0
O
a
N
h
d
h
~ d
w ~
~ N O
N
V 4:
o0i ~
b ~ O
~"2,~
O
O
`k
0
~ o a
a- o ^o
b0
O
~ U q U
e, of
1e~'>-'T E S
1t1 ~
E {
Deschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes or
ADMINISTRATIVE LIAISON AGENDA
DESCHUTES COUNTY BOARD OF COMMISSIONERS
1:30 P.M., MONDAY, JUNE 5, 2006
1:30- 1:45
1. Discussion regarding CATS Community Vision Plan - Eileen Stein, City of
Sisters
1:45-2:00
2. Discussion of Local Road Improvement Districts - Tom Blust
2:00-2:15
3. Update of Solid Waste Franchise Fee - David Givans
2:15 - 2:30
4. Project & Property Update
■ Discussion of Facilities Maintenance Policy
■ Update regarding Alyce Hatch Center Business Loan
■ Request(s) for Economic Development Grant Funds
2:30- 2:45
5. Communications Update - Anna Johnson
2:45 - 3:00
6. Other Items