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2006-925-Minutes for Meeting January 05,2006 Recorded 9/18/2006COUNTY OFFICIAL NANCYUBLANKENSHIP, COUNTY CLERKDS PJ 2006'925 COMMISSIONERS' JOURNAL ,,.1,.,1,,..,,..,,,.,,.,,..,.,. 09/18/2006 03:27:58 PM 2006-025 Do not remove this page from original document. Deschutes County Clerk Certificate Page If this instrument is being re-recorded, please complete the following statement, in accordance with ORS 205.244: Re-recorded to correct [give reason] previously recorded in Book and Page or as Fee Number WORKSHOP MEETING MINUTES JANUARY 5, 2006 SISTERS CITY COUNCIL 150 N. FIR STREET 8:00 A.M. SISTERS CITY COUNCIL: STAFF PRESENT: Judy Trego Council President Eileen Stein City Manager Lon Kellstrom Councilor Bill Adams Planning Director Sharlene Weed Councilor Gary Frazee Public Works Director Brad Boyd Councilor DESCHUTES COUNTY COMMISSIONERS: Dennis Luke Commissioner Mike Maier County Administrator Mike Daly Commissioner Catherine Morrow Planning Director Bev Clarno Commissioner Don Webber Emergency Manager A. CALL TO ORDER - 8:07 A.M. - Deschutes County Commission - Board Chair Luke Sisters City Council - Council President Trego B. WELCOME AND INTRODUCTIONS Council President Judy Trego asked for self introductions. She welcomed newly appointed Commissioner Bev Clarno and was pleased to see Commissioner Daly in good health. C. QUARTERLY MEETING WITH DESCHUTES COUNTY COMMISSIONERS 1) National Incident Management System City Manager Eileen Stein introduced Don Webber, the County's Emergency Management Coordinator, who was present to provide the Council and Commissioners a training session on the National Incident Management System (NIMS). She noted that the Council and Commission are required to take a short on-line test on the NIMS as part of the County's certification that it is compliant with the federal emergency management system. He noted that the County must be compliant with NIMS by September, 2006. Mr. Webber provided a Power Point presentation downloaded from the federal NIMS website designed to provide training for those who will be taking the Incident Command System (ICS) 700 exam. He also provided a copy of the Power Point and the ICS 700 exam and noted the answers to the test are found in the presentation. The test itself is 25 questions and should take about a half hour to complete. He provided additional information about how to find the exam on-line. The presentation addressed the following: Why Do We Need NIMS? Workshop Meeting Minutes 01/05/06 Page 1 of 9 WORKSHOP MEETING MINUTES JANUARY 5, 2006 SISTERS CITY COUNCIL 150 N. FIR STREET 8:00 A.M. Mr. Webber discussed what NIMS is. He stated it is the federal system for incident command which has much to do with coordination, interoperability, standardization, etc. He noted Central Oregon is quite familiar with incident command structure because of the prevalence of fire activity where these protocols have been used. • Incident Command System Mr. Webber discussed the features of an incident command system. He noted that it employs common terminology, addresses total organizational resources, identifies manageable span of control, identifies organizational facilities, standardizes position titles, relies on an agreed upon incident action plan and integrated communications resources, and demands accountability. Commissioner Luke commented that incorporating global positioning satellite (GPS) technology will help with resource deployment in the future. Mr. Webber concurred. • Unified Command - Area Command, Multi-agency Coordination Systems, EOC Mr. Webber discussed the features of unified command including area command, multi-agency command (MAC) centers and emergency operations centers. Commissioner Luke discussed how unified command works in forest fires. Mr. Webber noted that generally where the fire is located will determine where the unified command structure is set up and physically located. • Joint Information Center Characteristics Mr. Webber discussed the role of public information in an incident command system. He noted the Joint Information Center (JIC) is a place where the various agency Public Information Officers (PIOs) can get their information to do their respective jobs and reportings. This is the location where the media will congregate and be staged. He also discussed how a MAC and JIC will work together and discussed the B&B Complex fire as an example where the fire camp was split into a west and east camp. Typically the MAC will make sure the two camps are coordinated and know the same information. Mr Webber added that preparedness planning is a big focus for the public information function. He discussed the status of several preparedness plans for Deschutes County including the FEMA All Hazards Mitigation Plan and the County Emergency Operations Workshop Meeting Minutes 01/05/06 Page 2 of 9 WORKSHOP MEETING MINUTES JANUARY 5, 2006 SISTERS CITY COUNCIL 150 N. FIR STREET 8:00 A.M. Plan. City Manager Stein noted the status of updating the Sisters annex of the Emergency Operations Plan. Mr. Webber discussed the increasing complexity of documenting and the requirements for conducting preparedness exercises. He discussed same for equipment inventories and whether private equipment must be documented also. Mr. Webber noted that communications very important. He stated that in the wake of Hurricane Katrina they are finding that lack of a coordinated communications plan resulted in initial chaos and delayed response. He commented that coordinated communications is done well in Central Oregon and that good planning for communications can not be emphasized enough. • Resource Management Mr. Webber noted resource management issues address how equipment is activated, deployed and de-mobilized. • Incident Command Management Mr. Webber answered questions and provided clarification as needed on the various concepts, terminologies and elements of incident command systems presented. He reviewed features of ICS again. Unified command is especially important when there are different communications technologies being used in the incident. Councilor Trego thanked Mr. Webber and said it was comforting to know there is a good incident command system in place in Oregon. She asked for any final comments or questions. Councilor Kellstrom asked whether there is a mechanism in place for debriefing incidents. Mr. Webber replied there is; in fact it is routinely done. He noted the simultaneous fires in Redmond and La Pine last summer. A debrief of those incidents led to the conclusion that while they were handled well, the MAC probably should have been activated. They also revealed the need for better public information to be provided. Mr. Webber added that there is a need for better critical stress debriefing to address the emotional well being of personnel involved in emergency incidents. Mr. Webber reviewed the questions on the exam and there was discussion about the best answers for each. Workshop Meeting Minutes 01/05/06 Page 3 of 9 WORKSHOP MEETING MINUTES JANUARY 5, 2006 SISTERS CITY COUNCIL 150 N. FIR STREET 8:00 A.M. 2) Sisters-Camp Sherman Fire District Training Facility Planning Director Bill Adams noted that the City of Sisters and the Sisters-Camp Sherman Rural Fire Protection District are in the process of exploring the possible use of the City's wastewater treatment facility for a fire training facility. He noted he is working with the County planning department and County Planning Director Catherine Morrow on this matter, as the desired location is outside the City's urban growth boundary. Commissioner Luke asked what the land was zoned and Director Morrow replied it is zoned Forest Use 2 or "172". She noted this matter could, depending on how it evolves and whether there is opposition, come before the Commission in the future. Director Adams also noted that the City is working to identify options for locating a future water reservoir and is working with the County planning department on this matter also. Commissioner Luke asked if there is any known opposition to either of the projects. Director Adams stated he was unaware of any. Commissioner Luke then asked about the development pace in Sisters. City Manager Stein stated it is busy. She discussed the status of the updates to the City's water and sewer master plans, and system development charge update process. Commissioner Luke complimented Manager Stein for her attendance at Project Wildfire Committee meetings which are monthly in Bend and convene at 7:00 a.m. Commissioner Daly left the meeting at approximately 9:10 a.m. 3) Enterprise Zone Study Roger Lee, Executive Director for Economic Development for Central Oregon (EDCO) stated he was here to provide an updated presentation on enterprise zones as an economic development tool for Sisters. Commissioner Luke asked whether the County a choice as to whether Sisters amends into the Redmond enterprise zone. Mr. Lee replied that Deschutes County is a co- sponsor of the zone with the City of Redmond. The presentation included basic information on enterprise zones, what purpose they serve, what types of companies can benefit by them, and requirements for using the tax benefits they provide. He also discussed how they are used with local incentive packages. Mr. Lee discussed the options for creating an enterprise zone and noted the Workshop Meeting Minutes 01/05/06 Page 4 of 9 WORKSHOP MEETING MINUTES JANUARY 5, 2006 SISTERS CITY COUNCIL 150 N. FIR STREET 8:00 A.M. most feasible alternative for the City of Sisters is to amend into the City of Redmond enterprise zone which has been discussed in the past. Councilor Weed asked what a primary employer is and whether an enterprise zone is something local businesses can take advantage of. Mr. Lee replied it is generally a company that operates within a traded sector and provides business to business service. He stated that local businesses can take advantage of enterprise zones if they meet the definition of a primary employer. Typically, a retail outlet or grocery store will not qualify. She then asked how it is that Fluid Images fits in. Mr. Lee replied Fluid Images' customer base is about 95% national and provides services to other businesses. Mr. Lee discussed local incentives commonly used in association with enterprise zone benefits. He noted what incentives are used, depends on what a community might want to do and how aggressive it wants to be. Commissioner Luke noted that system development charge (SDC) waivers require the SDC fund to be replenished by another fund. Councilor Trego asked whether it is required to provide local incentives. Mr. Lee replied it is not, it is completely discretionary for a community. Councilor Weed asked whether a community could provide incentives without doing the enterprise zone. Mr. Lee suggested contacting legal counsel about this, but believed that a community could offer incentives even if it did not have the enterprise zone designation. The SDC waiver was the only issue because of the need to replenish the SDC fund(s). He discussed wherein Redmond certain infrastructure capacity improvements were needed for residential development already. Mr. Lee discussed the City's options: 1) create a new zone, 2) amend into Redmond's zone, or 3) do nothing. He discussed the advantages and disadvantages of each option. He also discussed Redmond's enterprise zone boundaries and the steps involved if the City were to move forward with amending into the Redmond zone. He then discussed the reasons why Sisters might move in the direction of amending into the Redmond zone. He noted the time remaining in the Redmond zone and discussed the likelihood that demonstration of a regional partnership could help the Redmond zone get renewed in two years. Councilor Weed asked whether this incentive is needed because the industrial lots in Sun Ranch Business Park are already being purchased. There was discussion about Workshop Meeting Minutes 01/05/06 Page 5 of 9 WORKSHOP MEETING MINUTES JANUARY 5, 2006 SISTERS CITY COUNCIL 150 N. FIR STREET 8:00 A.M. whether they were being sold to end users or to real estate companies or developers for speculative purposes. Commissioner Luke discussed a recent sale of property between the County and City of Redmond for industrial land below market value. This will allow the City to determine who the end users will be and not have private market speculation. Mr. Lee discussed the temptation of developers to sell their lots and generate income to pay for development costs. The problem is that lots can sit on the market and create a bad impression in the market about the property. Commissioner Luke added that by the municipality owning the property, it can avoid this. There was a general discussion about the price of industrial land in Sisters and other (quality of life) factors that might enter into the decision making process of prospective employers. Commissioner Luke commented on factors considered by American Licorice which recently moved from the San Francisco bay area to Bend. Mr. Lee noted that the City of Prineville had in the past declined to create an enterprise zone for reasons such as whether it was needed. The community struggled with its economic development objectives until new leadership caused the zone to be created. He discussed the success of the zone. Councilor Weed asked what the wages are in Prineville. Mr. Lee replied most are at or above what is considered family wage in Crook County. Mr. Lee discussed the experiences of Hood River/Cascade Locks, Florence and Wallowa County, all small communities with enterprise zones in place. Councilor Weed asked whether Prineville has the workforce. Mr. Lee replied that while people may not be moving to Prineville specifically for a job that pays $14/hr, they are moving there for other reasons then able to find employment when they arrive due to the economic activity of the community, aided by the creation of the enterprise zone. He noted that typically the employer's wage scale varies depending upon the type ofjob. Councilor Boyd stated that the point of Councilor Weed's question is why to give a property tax exemption to a company that hires one person for $12/hr. He stated it is probably more worthwhile if it is a company that employs numerous people and pays in the range of $14 to $25 per hour, for example. He asked whether there is a way the City can selectively determine who is eligible for the benefit and who isn't. Mr. Lee replied the benefit of the program lies in the fact that no one is given preferential treatment. It is simply a benefit that can be provided to anyone meeting the criteria. Some companies will start small and can grow into larger ones. He added that when a company goes to Workshop Meeting Minutes 01/05/06 Page 6 of 9 WORKSHOP MEETING MINUTES JANUARY 5, 2006 SISTERS CITY COUNCIL 150 N. FIR STREET 8:00 A.M. apply for an extension of benefits (beyond the initial three year exemption) then the local community can be more selective in granting that extension. Councilor Boyd asked again what types of businesses would qualify. He understood that a commercial outlet will not, but noted that motels and hotels could qualify. Mr. Lee replied that is correct and it just depends on the community. He noted in Florence, motels and hotels can apply. Councilor Trego asked about corporate headquarter firms. Mr. Lee replied that only the jobs and investment made at the facility within the zone can be counted. Councilor Boyd noted that the Redmond enterprise zone expires in two years and whether Sisters amending into the Redmond zone will help or hurt the chances of renewal. Mr. Lee replied it will help Redmond's chances of renewal most likely, because of the prospect of new activity in Sisters and the state's desire for regional cooperation (rather than creating new zones.) He stated it will most likely help renewal. Mr. Lee reviewed the requirements of qualifying for the tax exemption. He noted the requirements to increase employment for existing employers (10%) and new employers (one job); wages (family wage); and investment. He explained that for an existing employer, only new improvements made to an existing building, or new capital equipment investments will be exempt from taxation. For new employers, particularly if the facility is built on raw land, the entire building value can be exempt from taxation, but the land value will not be. Mr. Lee discussed reasons to consider the enterprise zone benefit. He noted that incentives do matter in the economic development business. The enterprise zone is one of the oldest and most useful tools in Oregon. He also noted that EDCO is willing to do the staff work for the City of Sisters. Councilor Trego asked whether city staff could work this into its already full plate of work. City Manager Stein replied that it is possible, particularly given EDCO's offer to take on the lion's share of the work. There will still be some coordination and workload, but it is much more manageable given EDCO's offer. Councilor Boyd followed up by asking whether there will be a cost to the City. Mr. Lee replied there will not be. Manager Stein noted that the City is a dues paying member of EDCO. Mr. Lee added that EDCO is working with the City of Madras on a separate enterprise zone application and that this is simply the right thing to do for Central Oregon. Councilor Boyd asked how long it will take to put in place. Mr. Lee replied it should take about a quarter if everyone acts promptly. Workshop Meeting Minutes 01/05/06 Page 7 of 9 WORKSHOP MEETING MINUTES JANUARY 5, 2006 SISTERS CITY COUNCIL 150 N. FIR STREET 8:00 A.M. Councilor Weed stated she would still like some hard data about how businesses in Redmond were benefited and impact on the City of Redmond. Mr. Lee replied he could provide some hard numbers and would provide two or three examples. He will provide this information to Ms. Stein. Councilor Weed also asked about affordable housing and wondered how it worked with economic development objectives. She asked whether EDCO is involved in any discussions about affordable housing. Mr. Lee replied that EDCO is actively engaged in regional discussions about affordable housing. He noted there are no easy answers but that things could be done. He noted that more large scale apartment complexes could be built, but so far developers are not interested in building these. Councilor Trego thanked Mr. Lee for his presentation. She stated she is supportive of using the enterprise zone as a tool for Sisters, but that she supports amending into the Redmond zone versus creating a new one. She asked the Council for their thoughts at this point. Councilor Kellstrom stated he is supportive of going the next step to amend into the Redmond zone. Councilor Boyd concurred and repeated that it is a tool that makes sense for companies that employ many and have a broad scale of family wage jobs. Councilor Weed stated she is not supportive at this time, but will remain open minded and would like to see the information that Mr. Lee will provide. Councilor Trego noted the Mayor's absence and asked City Manager Stein to follow up with Mayor Elliott. She will do so. Manager Stein also noted the additional materials provided by Mr. Lee, including an enterprise zone training workshop on January 26, 2006 in Bend. The joint meeting with the County Commissioners was adjourned at 9:45 a.m. and the City Council workshop continued. D. PREVIEW JANUARY 12, 2006 REGULAR MEETING AGENDA City Manager Stein reviewed the agenda for the January 12, 2006 regular meeting. She discussed the workshop topic that would be report from the Finance Director on employee health benefits and comparisons to other cities. She does expect there to be items under Visitor Communications. She discussed Council business including a contract renewal for the small passenger bus for the Central Oregon Council on Aging, and possibly deeds of Workshop Meeting Minutes 01/05/06 Page 8 of 9 WORKSHOP MEETING MINUTES JANUARY 5, 2006 SISTERS CITY COUNCIL 150 N. FIR STREET 8:00 A.M. dedication for McKinney Butte Road, and the ordinance making changes to the bylaws for the Historic Landmarks Commission. E. CITY MANAGER UPDATE 1. Noted correspondence from Terry Terhune regarding pedestrian safety. 2. Discussed goal setting session date of February 4 and reviewed proposed agenda. 3. Noted staff efforts to move forward with the annexation vote for the City shop property. 4. Reported on progress of the Development Code update and advisory committee recruitment. 5. Discussed the status of the City Hall project and the latest on the design change to elevate the Council dais. 6. Noted plans to contract for specialized legal services for water rights matters. F. ADJOURN -10:19 A.M. Respectfully Submitted, Eileen Stein, City Manager/Recording Secretary M. David Elliott, Mayor Deschutes Fepnty Board of Commissioners IDenni R. Luke, Chair Bev Clarno. Vice Chair Mic ael M. Daly, Con) issioner Workshop Meeting Minutes 01/05/06 Page 9 of 9