2007-588-Minutes for Meeting March 21,2007 Recorded 6/8/2007D
NANCY ESCHUTES COUNTY OFFICIAL RECORDS
BLANKENSHIP, CLERK CJ 1001'88
06/08/100103;06;01 PM
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2007-588
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Deschutes County Clerk
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1`JT E S C
Deschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org
MINUTES OF WORK SESSION
DESCHUTES COUNTY BOARD OF COMMISSIONERS
WEDNESDAY, MARCH 21, 2007
Present were Commissioner Michael M. Daly and Dennis R. Luke; Commissioner
Tammy Baney was out of the office. Also present were Dave Kanner, County
Administrator; and, for a portion of the meeting, Tom Anderson, Catherine
Morrow and Terri Payne, Community Development Department; Dan Peddycord,
Health Department; Susan Ross, Anna Johnson and Teresa Rozic, Commissioners'
Office; Chris Stollar of The Bulletin; and three other citizens.
Chair Michael M. Daly opened the meeting at 1: 30 p.m.
1. Discussion of Lease of County-owned Property.
Susan Ross explained that the space needs to be cleaned up after Risk
Management has completed its move. They are to report to the Board every
three months on their progress getting a new location, as the lease is only for
one year.
LUKE: Move approval of the lease.
DALY: Second.
VOTE: LUKE: Yes.
DALY: Chair votes yes.
2. Update on La Pine Affordable Housing Project.
Teresa gave an overview of the item, which involves a memorandum of
understanding with the State regarding affordable housing. After more than
two years, the State has begun its portion of the work.
Minutes of Administrative Work Session Wednesday, March 21, 2007
Page 1 of 6 Page
Two community meetings were held in La Pine, and a market study was done to
determine the number units for the RFP. Tax credits and other grant funds will
be available. Deschutes County committed to provide up to 4.5 acres of land
near the Senior Center for this purpose.
There are nine net acres remaining after considering the Senior Center; half was
committed to affordable housing. A park takes up one corner, fulfilling the
County's requirement to provide open space. The developers have been asked
to provide a master plan of what the land would look like, including a facility
for medical care. Included would be 120 senior rental units, along with 120
family units, as recommended by the market study.
The RFP has been drafted; the County needs to name a committee to review the
RFP submittals. Property Management, Community Development, the State, and
the City of La Pine would be represented. The Board suggested that a senior
from La Pine be involved. Ms. Rozic will contact the La Pine City Council for
suggestions, and will coordinate issues with Community Development.
3. Update on Public Lands Auction.
Teresa Rozic said that sixteen properties sold, which was 70% of the properties
offered, for an unofficial total of over $917,600. Several TDC lots and the lots
in Redmond did not sell; nor did the Bend house that was also offered. She said
that 47 people registered; most properties were sold for cash, but six parcels
were financed.
Mr. Rozic said she would like to get into a routine of selling properties shortly
after they are available for auction. Probably twenty or so properties could be
sold each year in this manner. Many properties are in the south County area
and have special conditions attached to them.
4. Request from Ochoco Health Clinic for Funding.
Lynn Martin, Executive Director of the Ochoco Health Clinic, explained that an
application has been submitted to fund a facility in La Pine. This area needs the
services, whether a grant is received. It will be hard to manage an expansion of
their work; additional support personnel are needed. A discussion has taken
place regarding providing services at the Jail in exchange for some funding.
Minutes of Administrative Work Session Wednesday, March 21, 2007
Page 2 of 6 Page
Financial responsibilities are being met but funding is tight. They operate the
Community Center of Bend, on Greenwood, at this time. Last year the
organization provided 23,000 visits; Bend is the largest portion of that.
Commissioner Luke said he does not have a problem with Ochoco handling the
La Pine clinic; the current operators are not able to keep the clinic viable.
Ms. Martin stated that she is not sure if there will be funding to operate if grant
funds are not continued in the future, but business planning can be done at this
time to figure out a way to handle it. At this point, the payer mix in La Pine is
not known; about 50% of the population is uninsured. Funding from the
County will enable the management team to evaluate and business plan for the
La Pine location.
Commissioner Daly added that Klamath County citizens would use the clinic
and he may be able to convince their Commissioners to participate. He said
these services are vital and have been lacking for years. This group has a very
good track record with its work.
LUKE: Move that County staff draw up a memorandum of understanding or
other documents to put together funding for this group for one year.
DALY: Second.
VOTE: LUKE: Yes.
DALY: Chair votes yes.
5. Continued Discussion of Community Development Department Work
Plan.
Tom Anderson said that Commissioner Daly had expressed an interest in
Community Development including destination resort remapping in the work
plan for next year. To do that, something else will have to drop off the list.
Catherine Morrow stated that a concern was voiced that land has been included
in this zone that would likely not be used for destination resorts.
Commissioner Daly said that some should be and some should not be mapped
as destination resort properties. The Board needs to be prepared to
accommodate requests as they come up.
Minutes of Administrative Work Session Wednesday, March 21, 2007
Page 3 of 6 Page
Catherine Morrow stated that the legislature, at the request of representatives of
the industry, made changes that say you could only remap during period review;
now this mapping can be done as frequently as 30 months if a process has been
adopted. No one in the state has adopted this process yet. How it would be
developed is a total unknown at this time.
Commissioner Luke explained that there are clearly mapped parcels that will
never be destination resorts, and probably should be taken off. It would make
opponents much happier to see this. But with Measure 37, you could face a
potential claim. You will have more opposition if you don't take them off,
though.
Ms. Morrow said that it could go both ways. Many are not likely to develop
and if regulations are loosened -
Commissioner Luke stated that he would be happy taking some off if they will
never really be resorts.
Dave Kanner said that if you downzone parcels, you are setting yourself up for
a Measure 37 claim. He suggested that the property owners come in and
request a rezone if they want one.
Tom Anderson said that if the County does it, it retains some control over what
results. Criteria can be set in black and white. Ms. Morrow added that the
criteria won't change unless there is remapping. Mr. Anderson stated that
Sunriver is going through a zone change right now.
Dave Kanner asked why this burden would be added to CDD's work, when it is
a large favor for moneyed parties. Ms. Morrow stated that if CDD undertakes
it, they get to develop the process. If the industry or an applicant proposes a
remapping process, CDD has more control. Mr. Kanner added that something
that is more urgent would have to come off the work plan to accommodate this.
Commissioner Luke said if you look at the tax base in the county with Sunriver,
Black Butte Ranch and others, it would be a totally different place.
Catherine Morrow added that in terms of broader public policy, Measure 37 has
a potential of a great deal more rural development.
Minutes of Administrative Work Session Wednesday, March 21, 2007
Page 4 of 6 Page
One thing on the work plan is a review of the comprehensive plan, which will
in essence allow review of destination resorts and other concepts.
Commissioner Luke stated that without places like Deschutes River Woods,
Whispering or Crooked River Ranch, the area would be even more lacking in
affordable property. So perhaps more development would help this, as long as
they can be properly serviced. It is hard to plan specifics when you have
Measure 37 claims out there.
Mr. Anderson reiterated that the Comp Plan should be tackled first. Ms.
Morrow said that they know where the Measure 37 claims are, and can make
assumptions about traffic and water and how local residents might react.
Commissioner Luke said with about 15% of property being in private hands,
and subtract properties in the cities and in remote areas, and take out the EFU
which not eligible for Measure 37, that does not leave much. How can you plan
for this? Ms. Morrow stated that it is difficult to plan. Regarding remapping,
simplest approach would have someone come in to propose to add a piece of
land.
Commissioner Luke said that a mailing could be included with tax statements in
November, developing the criteria - amendments to the Code to establish the
process. Remapping could be in the 2008/09 work plan. Ms. Morrow stated
the balancing of projects would have Terri Payne as principal staff, but she is
involved in the 1979 through early 1980's comprehensive plan. There has only
been one period review since then, when three were required. The kickoff of a
countywide comprehensive plan update would be delayed again, unless more
staff was hired. Commissioner Luke said that building permit fees are not to be
used for long-range planning, so a different source of funding is necessary.
Commissioner Luke said he is not opposed to adding staff to address the
comprehensive plan update, or perhaps contract it out. Ms. Morrow added that
the work that has been done over the years has not been consolidated. Mr.
Kanner stated that the State usually enforces comprehensive plan update delays
very strongly and he is surprised they have not asked the County to move more
quickly on this process.
The Commissioners asked that staff return for next Wednesday's administrative
meeting to discuss ways to handle this additional workload.
Minutes of Administrative Work Session Wednesday, March 21, 2007
Page 5 of 6 Page
6. Executive Session: 192.660(2)(e), Real Estate Negotiations.
The group went into executive session at 3:00 p.m. The regular meeting
continued at 3:25 p.m.
7. Consideration of Approval of Collective Bargaining Agreement with the
Federation of Oregon Parole & Probation Officers.
This will be addressed at a future meeting.
8. Other Items.
Dave Kanner said that he met with COVA representatives and advised them
that the transient tax cannot make an automatic payment to COVA, and the
COVA representatives did not like this. They would like a multi-year guarantee
of a fixed level of funding. They feel this money belongs to COVA in the first
place. Only the Budget Committee can decide what amount they get each year.
Funds can only be appropriated for one year at a time. Language regarding
intent can be added to an agreement in regard to allocating 20% of the funds,
but the Budget Committee makes the final decision and this cannot be
guaranteed.
Being no further items to come before the Board, Chair Daly adjourned
the meeting at 3:45 p.m.
DATED this 21St Day of March 2007 for the Deschutes Co}~nty Board of
Commissioners. _ 12 .0 /I ,
ATTEST:
Recording Secretary
De is R. Luke, Vice Chair
Tammy Baney, Com ssioner
Minutes of Administrative Work Session Wednesday, March 21, 2007
Page 6 of 6 Page
01 It= 4:3
Og
Deschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org
WORK SESSION AGENDA
DESCHUTES COUNTY BOARD OF COMMISSIONERS
1:30 P.M., WEDNESDAY, MARCH 21, 2007
1. Discussion of Lease of County-owned Property - Susan Ross
2. Update on La Pine Affordable Housing Project - Teresa Rozic
3. Update on Public Lands Auction - Teresa Rozic
4. Request for Additional Funding from Ochoco Health Clinic
5. Continued Discussion of Community Development Department Work Plan -
Tom Anderson
6. Executive Session: 192.660(2)(d), Labor Union Negotiations
7. Consideration of Approval of Collective Bargaining Agreement with the
Federation of Oregon Parole & Probation Officers
8. Other Items
PLEASE NOTE:
At any time during this meeting, an executive session could be called to address issues relating to: ORS 192.660(2) (e), real
property negotiations; ORS 192.660(2) (h), pending or threatened litigation; or ORS 192.660(2) (b), personnel issues
Meeting dates, times and discussion items are subject to change. All meetings are conducted in the Board of Commissioners
meeting rooms at 1300 NW Wall St., Bend, unless otherwise indicated.
Ifyou have questions regarding a meeting, please call 388-6572.
Deschutes County meeting locations are wheelchair accessible.
Deschutes County provides reasonable accommodations for persons with disabilities.
For deaf, hearing impaired or speech disabled, dial 7-1-1 to access the state transfer relay service for TTY.
Please call (541) 388-6571 regarding alternative formats or for further information.
DESCHUTES COUNTY CONTRACT SUMMARY
(Department shall complete all sections above Official Review line)
Date: March 12, 2007
Department: Property & Facilities
Contractor/Supplier/Consultant Name: Lessee is Latino Community Association
Contact Person: Brad Porterfield Phone: 382-4366
Goods and/or Services: Approximately 200 sf of office space
Background & History: Latino Community Association (LCA) received notice from their
current lessor Bend Community Center to vacate by April 1, 2007. LCA wishes to lease
approximately 200 sf of office space at the Maier Bldg. for one year while they secure
permanent office space. The LCA will make quarterly reports to the Board on their
progress to find such permanent space. In exchange for office space, LCA will provide
Spanish translation and interpretation services for County business.
(Continue on back if additional space is required)
Starting Date: 04/09/07 Ending Date: 04/08/08
Annual Value or Total Payment: No cash consideration. See above.
60 'insurance Certificate Received (check box)
Insurance Expiration Date:
Check all that apply:
❑ RFP, Solicitation or Bid Process
❑ Informal quotes (<$150K)
❑ Exempt from RFP, Solicitation or Bid Process
❑ (specify - see DCC §2.37)
Funding Source:
(Included in current budget? ❑ Yes ❑ No)
If No, has budget amendment been submitted? ❑ Yes ❑ No
Departmental Contact: Teresa Rozic, Property Specialist
Name Title
Department Director Approved:
Signature Date
Official Review:
County Signature Required (check one): ❑ BOCC ❑ Department Director (if <$25K)
9 Administrator (if >$25K but <$150K; if >$150K, BOCC Order No. )
NW,
Legal Review Document Number -IOU? 1-2
REVIEWED
LEGAL COUNSEL
LEASE
This Lease is made by and between DESCHUTES COUNTY ("Lessor") and LATINO
COMMUNITY ASSOCIATION ("Lessee").
Lessor hereby leases to Lessee and Lessee takes from Lessor the "Premises" described as follows:
Approximately Two Hundred (200) square feet of office space (two offices on the first floor) located
at 1130 NW Harriman Street, Bend, Oregon 97701.
The parties agree that the terms of this Lease are as follows:
Term. The effective date of this Lease shall be April 9, 2007, or the date on which each party
has signed this Lease, whichever is later, and shall continue until April 8, 2008, or twelve
(12) months.
This Lease will not be extended beyond the original term. Lessee will make quarterly
reports to the Board of County Commissioners by appearing at a Work Session on how
Lessee will provide office space upon expiration of this Lease.
2. Rent. Lessor is providing Premises to Lessee free of charge in exchange for Lessee
providing Spanish translation and interpretation services during the term of the Lease.
Translation and interpretation services will be for County business only.
It is agreed by and between the parties that Lessee is not carrying out a function on behalf of
Lessor, and Lessor does not have the right of direction or control of the manner in which
Lessee delivers services under this Lease or exercise any control over the activities of Lessee.
Lessee is not an officer, employee or agent of Lessor as those terms are used in ORS 30.265.
Lessee covenants for itself and its successors in interest and assigns that it will not claim or
assert that Lessee is an officer, employee or agent of the Lessor, as those terms are used in
ORS 30.265.
Use of Premises. Lessee may use the Premises for business offices and other lawful
purposes, subject to obtaining any required permits.
4. Parking. Lessee, its employees, and clientele shall have a nonexclusive right to access and
utilize vehicle parking spaces in County parking lots. Lessee's employees will be required to
adhere to the County Parking Policy and Regulations, which County in its sole discretion
may amend from time to time.
Page 1 of 6 LCA / Deschutes County Lease Document No. 2007-124
5. Restrictions on Use. In connection with the use of the Premises, Lessee shall:
a) Conform to all applicable laws and regulations affecting the Premises and correct at
Lessee's own expense any failure of compliance created through Lessee's fault or by reason
of Lessee's use of the Premises. Lessee shall not be required to make any structural changes
to affect such compliance, unless such changes are required because of Lessee's specific use.
b) Refrain from any use which would be reasonably offensive to the Lessor, other tenants, or
owners or users of adjoining property or unoccupied portions of the real property, or which
would tend to create a nuisance or damage the reputation of the real property.
c) Refrain from making any unlawfitl or offensive use of said property or to suffer or permit
any waste or strip thereof.
d) Exercise diligence in protecting from damage the real property and common area of
Lessor covered by and used in connection with this Lease.
e) Be responsible for removing any liens placed on said property as a result of Lessee's use
of leased premises.
6. Lessee's Obligations. The following shall be the responsibility of the Lessee:
a) Lessee shall not be required to make structural repairs that would place the Premises in a
better condition than at the commencement of this lease. Lessee may place fixtures,
partitions, personal property, and the like in the Premises and may make nonstructural
improvements and alterations to the Premises at its own expense. Lessee may be required to
remove such items at the end of the Lease term.
b) Any repairs necessitated by the negligence of Lessee, its agents, employees or invitees.
c) Any repairs or alterations required under Lessee's obligation to comply with laws and
regulations as set forth in "Restrictions on Use" above.
7. Maintenance and Repair of Premises.
a) Lessor shall perform all necessary maintenance and repairs to the structure, foundation,
exterior walls, roof, doors and windows, elevators, emergency lighting, and Lessor-provided
fire extinguishers, sidewalks, and parking area which are located on or serve the Premises.
Lessor shall maintain the premises in a hazard free condition and shall repair or replace, it
necessary and at Lessor's sole expense, the heating, air conditioning, plumbing, electrical.
and lighting systems in the Premises, obtaining required permits and inspections from Codes
enforcement authorities, and shall keep the Premises, improvements, grounds and
landscaping in good repair and appearance replacing dead, damaged or diseased plant
materials when necessary.
Page 2 of 6 LCA/ Deschutes County Lease Document No. 2007-124
b) Should Lessor fail to maintain the Premises in accordance with above requirements, and
after at least fourteen (14) days prior written notification to Lessor, Lessee may contract for
necessary labor equipment and material to bring Premises within those requirements and may
deduct reasonable and necessary costs from future rent payments.
c) Lessee shall take good care of the interior of the Premises and at the expiration of the term
surrender the Premises in as good condition as at the commencement of this Lease,
excepting only reasonable wear, permitted alterations, and damage by fire or other casualty.
Services and Utilities.
a) Lessor will cause the utilities and services listed below to be furnished to the Premises.
Fax and computer modems shall be utilized on dedicated telephone lines and not on shared-
use County telephone lines. Charges shall be paid as indicated:
Utility or Service
Monthly Charges
Paid By:
Lessor Lessee
Water
X
Sewer
X
Electricity
X
Gas
X
Trash Removal
X
Janitorial Service
X
Janitorial Supplies
X
Telephone
X
9
Lessee will pay its proportionate share of the water, sewer, electricity and gas costs.
"Proportionate share" will be the percentage of square feet occupied by the Lessee as
compared to the total building square footage. Lessor will bill Lessee for Lessee's share
of utilities or other services on a monthly basis.
Liens.
a) Except with respect to activities for which the Lessor is responsible, the Lessee shall pay
as due all claims for work done on and for services rendered or material furnished to the
leased real property and shall keep the real property free from any liens. If Lessee fails to pay
any such claims or to discharge any lien, Lessor may do so and collect the cost from Lessee.
Any amount so expended shat l bear interest at the rate of nine percent (9%) per annum from
the date expended by Lessor and shall be payable on demand. Such action by Lessor shall
not constitute a waiver of any right or remedy which Lessor may have on account of Lessee's
default.
b) Lessee may withhold payment of any claim in connection with a good faith dispute over
the obligation to pay, so long as Lessor's property interests are not jeopardized. If a lien is
Page 3 of 6 LCA / Deschutes Comity Lease Docttulent No. 2007-124
filed as a result of nonpayment, Lessee shall, within thirty (30) days after knowledge of the
filing, secure the discharge of the lien or deposit with Lessor cash or a sufficient corporate
surety bond or other surety satisfactory to Lessor in an amount sufficient to discharge the lien
plus any costs, attorney fees and other charges that could accrue as a result of a foreclosure or
sale under a lien.
10. Insurance.
a) It is expressly understood that Lessor shall not be responsible for carrying insurance on
any property owned by Lessee.
b) Lessee will be required to carry fire and casualty insurance on Lessee's personal property
on the Premises.
c) Lessor will carry fire and casualty insurance only on the structure where Premises are
located.
d) Lessee shall carry commercial general liability insurance, on an occurrence basis; with a
combined single limit of not less than $500,000 each occurrence, with an annual aggregate
limit of $1,000,000. Lessee shall provide Lessor with a certificate of insurance, as well as an
endorsement, naming Deschutes County, its officers, agents, and employees and volunteers
as an additional insured. "There shall be no cancellation, termination, material change, or
reduction of limits of the insurance coverage during the term of this lease.
e) Lessee shall provide to Lessor proof of workers compensation insurance.
f) Indemnification: Lessor and Lessee shall each be responsible for the negligent and
wrongful acts of their employees and invitees. Lessor's liability exposure is restricted by the
Oregon State Constitution, Article XI, and Oregon Revised Statutes 30.260 through 30.300,
the Oregon Tort Claims Act.
11. Casualty Damage. If the Premises or improvements thereon are damaged or destroyed by fire
or other casualty to such a degree that the Premises are unusable for the purpose leased, and
if repairs cannot reasonably by made within ninety (90) days, Lessee may elect to cancel this
Lease. Lessor shall in all cases promptly repair the damage or ascertain whether repairs can
be made within ninety (90) days, and shall promptly notify Lessee of the time required to
complete the necessary repairs or reconstruction. If Lessor's estimate for repair is greater
than ninety (90) days, then Lessee, upon receiving said estimate will have twenty (20) days
after such notice in which to cancel this Lease. Following damage, and including any period
of repair, Lessee's rental obligation shall be reduced to the extent the Premises cannot
reasonably be used by Lessee.
12. Surrender of Leased Premises. Upon abandonment, termination, revocation or cancellation
of this Lease or the surrender of occupancy of any portion of or structure on the leased
premises, the Lessee shall surrender the real property or portion thereof to Lessor in the
Page 4 of 6 ILCA / Deschutes County Lease Document No. 2007-124
same condition as the real property was on the date of possession, fair wear and tear
excepted, except, that nothing in this lease shall be construed as to relieve Lessee of Lessee's
affirmative obligation to surrender said premises in a condition which complies with all
local, state or federal environmental laws, regulations and orders applicable at the time of
surrender that was caused by Lessee or occurred during the term of this lease. Upon Lessor's
written approval, Lessee may leave site improvements authorized by any land use or building
permit. Lessee's obligation to observe and perform this covenant shall survive the expiration
or the termination of the Lease.
13. Nonwaiver. Waiver by either party of strict performance of any provision of this Lease shall
not be a waiver of or prejudice of the party's right to require strict performance of the same
provision in the future or of any other provision.
14. Default. Neither party shall be in default under this Lease until written notice of its
unperformed obligation has been given and that obligation remains unperformed after notice
for fifteen (15) days in the case of the payment or for thirty (30) days in the case of other
obligations. If the obligation cannot be performed within the thirty-day period, there shall be
no default if the responsible party commences a good faith effort to perform the obligation
within such period and continues diligently to complete performance. In case of default the
non-defaulting party may terminate this Lease with thirty (30) days' notice in writing to the
defaulting party, shall be entitled to recover damages or any other remedy provided by
applicable law, or may elect to perform the defaulting party's obligation. The cost of such
performance shall be immediately recoverable from the defaulting party plus interest at the
legal rate for judgment. If Lessee makes any such expenditures as the non-defaulting party,
those expenditures may be applied to monthly rent payments(s).
15. Notices. Notices between the parties shall be in writing, effective when personally delivered
to the address specified herein, or if mailed, effective 48 hours following mailing to the
address for such party specified below or such other address as either party may specify by
notice to the other:
Lessor: Deschutes County
Attn: Susan Ross
1300 NW Wall Street, Suite 200
Bend, Oregon 97701
Phone: 383-6713
Lessee: Latino Community Association
Attn: Brad Porterfield, Executive Director
1130 NW Harriman St
Bend, Oregon 97701
Phone: 382-4366
16. Assignment. Lessee shall not assign or sub-rent the premises without the prior writtei
consent of the Lessor.
Page 5 of 6 LCA / Deschutes County Lease Document No. 2007-124
r
17. Attorneys' Fees. In the event a suit or action of any kind is instituted on behalf of either
party to obtain performance under this Lease or to enforce any rights or obligations arising
from this Lease, each party will be responsible for paying its own attorney fees.
18. Authority. The signatories to this agreement covenant that they possess the legal authority to
bind their respective principals to the terms, provisions and obligations contained within this
agreement.
19. MERGER.
THIS LEASE CONSTITUTES THE ENTIRE LEASE BETWEEN THE PARTIES. NO
WAIVER, CONSENT, MODIFICATION OR CHANGE OF TERMS OF THIS LEASE
SHALL BIND EITHER PARTY UNLESS IN WRITING AND SIGNED BY BOTH
PARTIES. SUCH WAIVER, CONSENT, MODIFICATION OR CHANGE, IF MADE,
SHALL BE EFFECTIVE ONLY IN THE SPECIFIC INSTANCE AND FOR THE
SPECIFIC PURPOSE GIVEN. THERE ARE NO UNDERSTANDINGS, AGREEMENTS,
OR REPRESENTATIONS, ORAL OR WRITTEN, NOT SPECIFIED HEREIN
REGARDING THIS LEASE. LESSOR, BY THE SIGNATURE BELOW OF ITS
AUTHORIZED REPRESENTATIVE, HEREBY ACKNOWLEDGES THAT LESSOR
HAS READ THIS LEASE, UNDERSTANDS IT, AND AGREES TO BE BOUND BY ITS
TERMS AND CONDITIONS.
The parties have executed this Lease the day of _ _ , 2007
LESSOR:
ATTEST:
Recording Secretary
LESSEE:
BOARD OF COUNTY COMMISSIONERS
OF DESCHUTES COUNTY, OREGON
MICHAEL M. DALY, CHAIR
DENNIS R. LUKE, VICE CHAIR
TAMMY BANEY, COMMISSIONER
LATINO COMMUNITY ASSOCIATION
Brad Porterfield, Executive Director
Page 6 of 6 LCA/ Deschutes Counry1-case Document No. 2007-124
G
O ~
Deschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.ora
AGENDA REQUEST & STAFF REPORT
For Board Business Meeting of 03/19/07 Work Session
Use "tab" to move between fields, and use as much space as necessary within each field. Do not leave any gelds
incomplete. Agenda requests & backup must be submitted to the Board Secretary no later than noon of the
Wednesday prior to the meeting to be included on the agenda.
DATE: 03/12/07
TO: Deschutes County Board of Commissioners
FROM: Teresa Rozic, Property & Facilities, 385-1414
TITLE OF AGENDA ITEM:
Update on LaPine Affordable Housing Project
PUBLIC HEARING ON THIS DATE? No
BACKGROUND AND POLICY IMPLICATIONS:
Last year the Board decided to work cooperatively with Oregon Housing and Community Services
Department (OHCS) to bring affordable housing to the Neighborhood Community Facilities Zone in
LaPine. Deschutes County and OHCS entered into a Memorandum of Understanding whereby OHCS
will carry out and bear the full cost of conducting a Request for Proposal process to identify a qualified
developer. The Board will have final approval of the selected proposal.
Pursuant to authority granted in ORS 271 and 275, the Board will transfer to the approved and selected
developer, at no cost, the portion of the site identified for development of the affordable housing, up to
4.5 acres of the County-owned 9 acre parcel (see map attached).
Staff will update the Board on OHCS' progress developing the RFP and other elements of the project.
FISCAL IMPLICATIONS:
None
RECOMMENDATION & ACTION REQUESTED:
Staff recommends that the Board appoint a committee to review the proposals, as provided for in the
MOU. In addition to OHCS staff, committee members should be County property management and
community development department staff and representatives from LaPine.
ATTENDANCE: Teresa Rozic
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Deschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org
AGENDA REQUEST & STAFF REPORT
For Board Business Meeting of 03/19/07 Work Session
Use "tab" to move between fields, and use as much space as necessary within each field. Do not leave any fields
incomplete. Agenda requests & backup must be submitted to the Board Secretary no later than noon of the
Wednesday prior to the meeting to be included on the agenda.
DATE: 03/12/07
TO: Deschutes County Board of Commissioners
FROM: Teresa Rozic, Property & Facilities, 385-1414
TITLE OF AGENDA ITEM:
Update on Public Land Auction
PUBLIC HEARING ON THIS DATE? No
BACKGROUND AND POLICY IMPLICATIONS:
On Thursday March 15, 2007, Deschutes County will auction 23 parcels of surplus land. Staff will
update the Board with a preliminary report on how many parcels sold and proceeds of those sales. If
any parcel did not receive a bid, the Board has authority to sell it privately, having fulfilled the statutory
requirement to offer it at public auction (ORS 275.200). Order No. 2007-001 also provides for the
private sale of any parcel that did not receive a bid.
FISCAL IMPLICATIONS:
None
RECOMMENDATION & ACTION REQUESTED:
Direct staff to sell parcels that did not receive a bid.
ATTENDANCE: Teresa Rozic
DISTRIBUTION OF DOCUMENTS:
N/A
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transforming kealthcare
375 NW Beaver St #101 Prineville OR 97754-1835
Phone (541) 447-0707 FAX(541)447-0708
March 19, 2007
Deschutes County
Board of Commissioners
1300 NW Wall St.
Bend, OR 97701
Dear Commissioners:
Ochoco Health.Systems (OHS), a not-for-profit Community Health Center, would
like to make a one-year funding request to support the employment of 1.5 FTE
support staff members. The amount to support these personnel is $56,160,
which includes an hourly rate plus benefits.
OHS currently operates The Community Clinic of Bend, which provides medical
services to thousands of Deschutes County residents who would otherwise go
without care. The majority of these residents are either uninsured or have
Medicare, for which there are only two open providers, we being one. This clinic
is the product of a partnership with Deschutes County and the Central Oregon
IPA. to establish a site to provide medical services to those without other sources
of care.
Currently, Commissioner Daly represents Deschutes County on the OHS board,
and most recently, OHS has been considering providing services in LaPine. As
you know, LaPine's isolated location and low-income population has made it
difficult for medical providers to locate there, but OHS's mission is to assist in
overcoming barriers to medical care.
However, because 80% of OHS's patient population is under 200% of the
Federal Poverty Level, revenues to support expansion are minimal. The
management team for the organization is highly qualified and all do more than
one job within the organization, but currently there are no support personnel. As
a result, the management team is already beyond capacity in terms of their ability
to handle more responsibility. In order to free up management capacity to be
able to expand to LaPine, we must bring on support personnel, and this is the
basis for our request.
OHS takes pride in what it has accomplished for the residents of central Oregon,
and is happy to consider additional projects that will continue that legacy.
Deschutes County's contribution in support of OHS would contribute directly to
the organization's ability to serve more citizens and reach more communities,
making its return on investment substantial.
Thank you for your consideration of this request.
Sincerely,
Lynn M. Martin
Executive Director
DESCHUTES COUNTY
COMMUNITY DEVELOPMENT DEPARTMENT
WORK PLAN
2007 - 2008
The Community Development Department mission is to facilitate orderly
growth and development in the Deschutes County community through
coordinated programs of Planning, Environmental Health, Building Safety,
Code Enforcement, education, and service to the public.
Coordinated Services and Administration
Building Safety
Environmental Health
Planning
COORDINATED SERVICES AND
ADMINISTRATION DIVISION
The Community Development Department (CDD) Coordinated Services and
Administration division is managed by Tom Anderson, Director. Operations within this
division include satellite offices in Redmond and La Pine as well as the main office in
Bend. Ten Permit Technicians supervised by a Permit Technician Supervisor serve
customers, handle phone calls and process related paperwork in support of each
division. In addition, CDD has a Management Analyst, Administrative Analyst,
Administrative Supervisor, Administrative Secretary, Senior Secretary and Secretary
who provide support to all divisions.
CUSTOMER SERVICE
CDD customer service will continue to be the highest priority in FY 2007-08.
Management will continually assess customer feedback to ensure that the "front
counter" is run efficiently, wait times are minimized and comprehensive and
accurate information is provided. CDD's goal is to improve the overall customer
service rating by 2.5% and develop a means to obtain a greater number of
customer survey responses.
2. Develop additional improvements to quality customer service of the past,
including analysis of determined methods to improve turn around times and
decrease customer waiting times. Benchmark other jurisdictions for the best
practices. Develop flow charts of the various permit processes and analyze
them for efficiency improvements. This will include surveys of other jurisdictions
and research of existing data.
3. Provide phone coverage Monday through Friday; returning all calls within 24
hours.
4. Implement additional elements to CDD's scanned image database. In addition
to scanning all new files received or generated on a daily basis, the next major
objective is Long Range Planning files, with particular emphasis on major
subdivision/destination resort files. This will not only give staff instant access to
historical files, but will potentially further reduce customer office visits by
allowing Internet access to the files. This project will require a system to be
developed that will link subdivided properties to the original parent property and
will be one of the focuses of the new Webmaster.
5. Enhance CDD's strategic plan to utilize new Internet and other technology for
improvements to CDD customer service and operational efficiency. With the
implementation of an Interactive Voice Response (IVR) system, CDD will obtain
the means to achieve a number of technological improvements. The IVR
system will:
Community Development Department Page 2 of 26
Draft Work Plan - FY 07-08
3/2/07
Allow for an automated inspection request system. This will
streamline the inspection request process currently used, freeing up
Permit Technician staff time from data entry. Customers will call into
a central number. Using a series of menu options, customers will be
able to request, cancel and obtain the results of inspections. An
automated inspection results notification feature has been added.
The IVR system will automatically scan the database for updated
information. Upon customer request, the IVR system will
automatically contact the customer with the results of their
inspections. The IVR also has a Web site feature so that customers
can use the Internet to request, cancel and obtain the results of
inspections as well.
The system will provide CDD with the capability to enhance field
communication by giving field personnel access to information in the
CDD permit system. Research into the best means and proper tools
to enhance and expand field communications in the field will be an
ongoing project.
6. Maintain seamless customer service associated with administration of the City
of Redmond building program. Ensure responsiveness to informational
requests on plan review, inspection request status, and overall permit status.
This includes but is not limited to extending the IVR system to the City of
Redmond. The City of Redmond will have a full functioning inspection request
phone system as well as a web application.
7. Evaluate the effectiveness of CDD's permitting system and evaluate the need to
enhance, modify or terminate certain features within the system to meet current
needs and expectations without adversely affecting the original data. This will
streamline our applications, making it easier to find and process information.
8. Implementation of the Records Management Strategic Plan to minimize the
volume of hard copy storage of CDD's records will continue to move forward.
The major emphasis of the plan is to minimize hard copy storage while adhering
to Oregon Administrative Rules record retention schedules. The plan contains
both short and long term objectives. Approved scanning and/or microfilming
methods for retaining documents and records will meet the new constraints of
limited space and the need to make information available and accessible to staff
and customers. The plan has included outlining new concurrent procedures for
future records management. As we move forward with the document
management plan and broaden the scope for the types of documents that will
be scanned, additional program development or modifications are expected.
9. Implement a means to better communicate and publicize the accomplishments
of CDD during the prior year. Develop a document similar to Juvenile Justice's
"Report Card to the Community", and publish as an insert in local newspapers.
10. With the recent installation of credit card machines in all CDD offices for our
business transactions, we have opened the door to "e-commerce" capabilities.
CDD will be researching and determining the types of transaction that best meet
this new medium.
Community Development Department Page 3 of 26
Draft Work Plan - FY 07-08
3/2/07
11. Improve overall operations by adopting new technologies and improving field
communications using handheld and wireless technology with the goal of
obtaining "real-time" data and information.
12. Expand customer service by providing wireless Internet access in the lobbies
and conference rooms at all CDD office locations.
13. Investigate and research the possibilities of accepting and reviewing building
plans electronically. Initially the plan will be to develop a pilot program by the
end of the calendar year 2007.
PERSONNEL AND ADMINISTRATION
Provide ongoing support to the Building, Environmental Health, and Planning
Divisions in the achievement of their work plan objectives.
2. Improve team building and internal CDD communication and training
opportunities. Document bimonthly focused training sessions and distribute to
appropriate staff. Provide more ongoing training opportunities to the Permit
Technicians and provide customer service coaching.
3. Implement basic cross training classes for enhanced mutual coordination of CDD
divisions among staff (i.e. train inspectors to better understand land use
parameters; planners to better understand the building code, etc.). This effort
should make the services of CDD more seamless from the customer's
perspective and help ensure that the customer is receiving the most complete
information possible.
4. The CDD Technology Team will continue to assess the equipment used by CDD
staff, including computers and software, printers and scanners, audio visual
equipment, etc., to ensure that operational needs are being met. The CDD
Technology Team will evaluate new and emerging technologies to assess their
benefit to CDD, including cost analyses. The CDD Technology Team also works
closely with the Information Technology Department to identify software, or
application improvements that would facilitate the ongoing efforts of CDD.
5. In addition to ongoing facility inspections, accident investigations, and the
finalizing the Emergency Action Plan, the primary objective of the CDD Safety
Committee will be to fully implement the components of that plan. The recently
adopted Safety Committee Charter documents the Committee's purpose, goal(s),
objectives, specific representation, roles and responsibilities and term limits of
members and expectations. The Committee is committed to maintaining CDD's
exemplary safety record while complying with all applicable Occupational Safety
and Health Administration (OSHA) regulations.
6. CDD will continually evaluate available space at the Bend and satellite facilities
to best accommodate the changing needs of staff and business operations. The
goal of accomplishing any and all physical objectives will be at the lowest cost
and with the least amount of disruption.
Community Development Department Page 4 of 26
Draft Work Plan - FY 07-08
3/2/07
7. Investigate the feasibility of one additional Permit Technician who would serve as
a floater to cover work in any of the three offices to better insure quality customer
service and timely processing of permit applications. Also with La Pine becoming
an incorporated city, additional staffing may be needed at this satellite office.
8. Investigate the feasibility of an additional permanent part-time secretarial position
in order to continue the scanning of archived records and act as the tracking
coordinator for Building Division documents, mailings and the filing of building
plans. The position would also provide relief at reception and perform other
special duties.
CODE ENFORCEMENT
The Code Enforcement program consists of two Code Enforcement Technicians working
in coordination with law enforcement personnel from the Sheriff's Department, supported
by CDD management and the CDD operating divisions. Code Enforcement is
responsible for investigating code violation complaints associated with the building, land
use, environmental health and solid waste codes, with the overriding goal of achieving
voluntary compliance.
1. Continue to implement a monthly statistical reporting system. Through frequent
statistical analysis, areas which require improvement will be identified and
appropriate steps will be taken to correct problems. The objective is to maximize
program efficiency by reducing the length of time cases remain open.
2. Survey other code enforcement jurisdictions and incorporate innovative practices
where appropriate. Efforts will include additional involvement with the State level
Oregon Code Enforcement Association (OCEA) as well as the OCEA Central
Oregon Chapter, including conference participation and networking.
3. Continue thorough review of the Code Enforcement Procedures Manual,
including input from the Board of Commissioners, and update those sections to
reflect current practices, delete those no longer appropriate, and add provisions
for updated objectives.
4. Work cooperatively with and by request of the City of La Pine, to develop a Code
Enforcement Procedures Manual Addendum for planning and solid waste
violations in the La Pine Incorporated area.
5. Investigate a proactive means of identifying potential code violations, including
follow-up investigation on conditional use approvals and confirmation of
compliant use of structures granted agricultural exemption.
6. Coordinate with Deschutes County Solid Waste Department to develop a
voucher/fee waiver and community service plan for solid waste cases. This will
facilitate resolution of code enforcement cases with special circumstances.
Community Development Department Page 5 of 26
Draft Work Plan - FY 07-08
3/2/07
7. Continue to work with the Legal Department on innovative methods of resolving
the most serious and difficult code enforcement cases, including injunctions, daily
fines and foreclosures.
8. Establish a relationship between CDD Code Enforcement and rural subdivision
homeowners associations. Code Enforcement Technicians will make themselves
available to speak at stakeholder meetings to share Deschutes County Code
Enforcement information and operating procedures.
9. Investigate, develop, and maintain an information packet for vehicle nuisance
violations. Procedures and information derived will facilitate case resolution by
establishing reasonable removal time frames and documentation of market
fluctuations.
10. Investigate the potential for an intergovernmental sponsored free vehicle disposal
event. Based on initial feasibility determination, coordinate scoping process to
involve relevant city, county, state and federal agencies/departments (e.g.
Bureau of Land Management (BLM), United States Forest Service (USFS),
Oregon Department of Transportation (ODOT), Department of Environmental
Quality (DEQ), and the Deschutes County Road and Solid Waste Departments).
GEOGRAPHIC INFORMATION SYSTEMS (GIS)
In addition to supporting the mapping and geographical analysis needs of each of the
operating divisions in CDD, this program's GIS Analyst/Programmer and GIS Analyst are
responsible for the development and maintenance of the County's digital spatial
database and for providing state-of-the-art mapping and data services to local
governments, citizens, and businesses. In addition, GIS supports CDD's customer
service applications. Finally the CDD Webmaster performs significant Web site upgrades
and enhancements to improve customer communication and internal efficiency.
In conjunction with the Information Technology Department, implement a new
organizational structure for CDD GIS. Web application functions and associated
programming will be done by the Senior Web Applications Developer, while the
GIS Analyst will focus on data maintenance, customer support and special
projects.
2. Educate CDD staff on the use of GIS data and products in their work objectives,
and identify areas where current or modified GIS capabilities may assist those
objectives, including enhanced linkages between the GIS and permit systems.
Areas of particular emphasis include:
■ Digitizing Certificates of Satisfactory Completion for Environmental Health
■ Creating Depth to Groundwater Atlas/Maps for Environmental Health
■ Updating the Zoning Atlas for Planning Division/Public Use
■ Digitizing areas covered by Conservation Agreements for Planning
■ Spatial adjustment of National Wetland Inventory Data
■ Providing LAVA 5.0 Training and assistance for CDD employees
Community Development Department Page 6 of 26
Draft Work Plan - FY 07-08
3/2/07
■ Creating GIS Application for Inspection Routing
■ Maintaining and enhancing GIS Metadata on demand
3. Work with Information Technology staff to help design and implement the Data
Warehouse and Land Information System for improved access to countywide
databases.
4. Provide technical support for personal computers, printers, projectors and
computer systems.
5. Provide technical support, including mapping and analysis to the cities of Bend,
La Pine, and Sisters for future Urban Growth Boundary (UGB)/Urban Reserve
Area (URA) expansions.
6. Provide customer service and technical support to CDD customers.
7. Convert remaining GIS data/applications from existing GIS formats
(coverage/shape files) to ArcGIS Geodatabase format.
8. Complete enhancements in the following areas of the CDD Internet:
■ Environmental Health On-site Systems web page
• Subdivision Public Access Application
■ Online inspection request application
• Unincorporated Community web pages
■ La Pine Groundwater Program Web site
• Additional projects as identified during the course of the year, as time
allows.
9. Update and enhance the Land Use Tracking System (LUTS) to incorporate and
update GIS data.
10. Continue to analyze data collected from customer Internet usage (web page hits)
to determine which areas of the CDD Web site should receive the most focus for
future enhancement.
11. Work with the Building, Planning and Environmental Health Divisions to identify
possible permits which may be offered over the Internet. Develop a pilot
program for less complex permit applications to test effectiveness of and interest
in the concept. The objective is to enhance customer convenience and also
reduce customer office visits, keeping lobby wait times down for others in CDD
offices.
12. Continue to provide GIS support of the South County Groundwater Protection
Project. Compile data/reports/technical analysis for Environmental Health/United
States Geographic Survey (USGS) Optimization Modeling and potential load
reduction scenarios.
13. Work with the Planning Director to integrate the County's land use GIS
databases into the County Code by adopting an ordinance which will adopt one
set of data for all internal/external County Information Systems; including, but not
Community Development Department Page 7 of 26
Draft Work Plan - FY 07-08
3/2/07
limited to GIS, Land Use Tracking System (LOTS), Local Area Virtual Atlas
(LAVA), and Deschutes Information Access Line (DIAL).
14. Integrate remote access to County network via wireless cellular modem
technology allowing the ability to access its applications from the Internet.
15. Create spatial GIS data from CDD's existing tabular permit databases.
16. Assist the Senior Transportation Planner with the mapping component of the
Transportation System Plan update.
17. Create pre-printed series of maps that will be provided in PDF on CDD's Web
site.
18. Provide GIS and mapping assistance to the City of La Pine, as necessary.
Community Development Department Page 8 of 26
Draft Work Plan - FY 07-08
3/2/07
BUILDING SAFETY DIVISION
The Building Official, Dennis Perkins, 2 Assistant Building Officials, 21 Building Safety
Inspectors, and support staff provide construction plan review, consultation and
inspection to assure compliance with national and state building, plumbing and electrical
codes. Deschutes County's Building Safety Division interprets and enforces the state
mandated Building Codes for the people of the community through a process of
education and a clear and fair application of the Specialty Codes. The Division provides
all of these services to the City of Redmond through a contract and provides various
services to Lake and Crook Counties and the State of Oregon Building Codes Division
on an "as needed" basis.
Continue to maintain 10 day maximum turn around time for all plan reviews.
2. Continue to maintain 24 hour inspection turn around time.
3. Utilize the new innovations in technology to support the Building Safety Division
administration and personnel.
■ Ensure the Interactive Voice Response (IVR) system is being utilized to
its capacity
■ Expand the use of the IVR system when needed
4. Create the ability to use e-permitting.
• Allow customers to obtain certain specific permits via the Internet
■ Study the ability to accept plans via the Internet
5. Stay current with other jurisdictions in calculating fees.
■ Ensure that building permit fees are directly related to the cost associated
with them.
■ Study other ways of calculating building permit fees
6. Participate with the State Building Codes Division in setting up a regional office.
• Meet with the locally assigned Building Codes Division representative
regularly
7. Continue with meetings and communication with the Central Oregon Builders
Association (COBA)
■ Continue monthly meetings
■ Attend COBA meetings as requested
■ Continue maintaining a booth at the Spring Home and Garden Show
Community Development Department
Draft Work Plan - FY 07-08
3/2/07
Page 9 of 26
8. Ensure all three regional offices stay operational.
■ Staff Adequately
■ Support as needed
9. Meet regularly with the other Building Safety Officials in Central Oregon.
■ Code Interpretation
■ Arrange educational opportunities
10. Continue to maintain services as outlined in all Intergovernmental Agreements
(IGA) currently in effect with the State of Oregon, Lake County, Crook County
and the City of Redmond.
Community Development Department Page 10 of 26
Draft Work Plan - FY 07-08
3/2/07
ENVIRONMENTAL HEALTH DIVISION
Provide and promote protection of Public Health and the Environment through
education, consultation, and regulation.
The Environmental Health Division (EH) provides plan review, consultation and
inspection of regulated public facilities (restaurants, pools, tourist facilities, schools and
day care centers) and on-site wastewater and dispersal systems. The Division also
regulates public water systems to provide safe drinking water and works with the County
Health Department on a variety of epidemiology programs and issues.
ADMINISTRATION
GOAL: Maintain a healthy work environment, which promotes an atmosphere of
collaboration, education, and high morale among the Environmental Health staff.
Objectives:
1. Cross train staff to provide back-up in pool and spa, water system, facility
licensing, and plan review programs.
2. Plan and review the assigned tasks for a new on-site clerical staff member to
ensure more efficient use of Environmental Health Specialists' time.
3. Due to the seasonal nature of most of the work, explore the possibility of a
seasonal Environmental Health Specialist.
ON-SITE WASTEWATER TREATMENT
Goal: To provide homeowners who are served by On-Site Wastewater Treatment
systems with an Operation and Maintenance (O&M) oversight program that is practical
and effective. Operation and Maintenance tracking and reporting is mandatory as per
OAR 340-71 for Alternative Treatment Technology (ATT), which the County is
contracted to regulate.
Objectives:
Fine tune data base and office processes to efficiently track O&M activities.
2. Provide fee incentive for certified O&M providers to do the reporting.
3. Research and plan the most efficient method of tracking real estate transactions.
4. Provide fee incentives for homeowners whose systems receive the proper O&M
Community Development Department Page 11 of 26
Draft Work Plan - FY 07-08
3/2/07
5. Create an O&M web based annual reporting system for certified maintenance
providers.
Goal: Maintain service turn around goals of an average of 10 calendar days for
issuance of approximately 1,800 annual permits, 30 calendar days for approximately 500
annual site evaluations and 2 days for the 2,400 annual field inspections.
Objectives:
1. Become more efficient in our permit review and inspection processes.
2. Hire on-site clerical help to assist field inspectors with necessary office duties.
Goal: To better communicate with the Department of Environmental Quality (DEQ).
Objectives:
1. Amend contract and/or a memorandum of understanding with the DEQ to agree
on a process to come to a resolution on several issues.
2. Work with other County on-site administrators to develop a system of
accountability for the spending of the permit and site evaluation surcharge
monies collected by the DEQ.
Goal: To communicate better with our customers
Objectives:
Design an "easier to read" permit format.
2. Design an application questionnaire to better understand what the applicant is
proposing.
3. Design an application checklist and information package for newly proposed
subdivisions.
4. Print and mail two newsletters to the installers.
5. Clarify easement procedures by creating an information sheet.
6. Create an information sheet concerning Recreational Vehicle (RV) waste.
7. Research ways to provide treatment and disposal of low volumes of animal
enclosure waste and water softener waste, which are not now regulated.
8. Fine tune the "Interactive Voice Response" (IVR) process to maximize efficiency
and communication.
Community Development Department Page 12 of 26
Draft Work Plan - FY 07-08
3/2/07
Goal: Communicate better with each other.
Objectives:
Provide two sets of South County water table maps.
2. Create a complete book of all Alternative Treatment Technology information.
3. Create an automated tracking system for management of the O& M of South
County wastewater treatment systems.
GROUNDWATER PROTECTION PROGRAM FOR SOUTH DESCHUTES COUNTY
Goal: Apply the tools, experience, and information gained from the La Pine National
Demonstration Project and the County's Regional Problem Solving Project to identify
and implement solutions to protect and improve the quality of the sole source of drinking
water in south Deschutes County.
The grant is scheduled to expire June 30, 2007. Much of the grant funds will remain
unused at that time. As a result, a request to extend the grant to October 30, 2007 will
be initiated. Even if the extension is granted, the following objectives will remain
incomplete by the start of the fiscal year.
Objectives:
Contingent upon adoption and implementation of the Local Rule provide
homeowners and installers with updated information about de-nitrifying
technologies.
2. Contingent upon adoption and implementation of the Local Rule assist
homeowners by individually evaluating lots for purpose of determining and the
components needed to meet the upgrade requirement of the local ordinance.
3. Contingent upon adoption and implementation of the Local Rule evaluate newly
approved technology for de-nitrifying capabilities.
4. Contingent upon adoption and implementation of the Local Rule, follow through
with our part of the "Development of Red Lot Feasibility Plan" as provided in the
Memorandum of Understanding (MOU) with DEQ.
5. Complete the plan of how to distribute the Partnership funds created by the
Pollution Reduction Credits.
6. Explore ways to monitor the success of the Nitrate Reduction Plan.
Community Development Department Page 13 of 26
Draft Work Plan - FY 07-08
3/2/07
LICENSED FACILITIES
Goal: To provide operators of food service facilities with the education and tools to
protect the public from food borne illness.
Objectives:
1. Educate staff on identifying risk in food handling practices commonly found in
food establishments.
2. Allow for one Environmental Health Specialist per year to train and be certified as
a Standardized Inspection Officer by the Department of Human Services (DHS)
to ensure greater consistency in licensed facility inspections.
3. Improve efficiency and reliability of the Phoenix system for licensed facility
inspections.
4. Implement on-line food handler training.
5. Perform either self-assessment or baseline survey for the Food and Drug
Administration's (FDA) Voluntary National Food Regulatory Standards Program.
6. Continue to send our Food for Thought newsletter to licensed restaurant and
mobile food unit owners annually.
7. Perform 100% of required inspections on all licensed food service
establishments.
POOLS AND SPAS
Goal: Provide oversight to all public pools and spas to protect the public from water-
borne disease.
Objectives:
1. Provide clear and detailed handouts to help educate pool and spa operators on
troublesome issues regarding pool and spa maintenance.
2. Create an educational approach to routine inspections.
3. Provide EH staff with contact information for further self-education.
Community Development Department Page 14 of 26
Draft Work Plan - FY 07-08
3/2/07
WATER PROGRAM
Goal: Assure all citizens of Deschutes County safe drinking water by implementing and
enforcing drinking water standards through efficient technical and regulatory assistance.
Objectives:
1. Maintain current level of customer service for public health and drinking water
inquiries.
2. Continue to keep number of Significant Non Complier (SNC) systems to an
absolute minimum.
3. Continue immediate response time for water quality alerts.
4. Maintain sanitary survey rate of 33 per year.
5. Earn 90% or more of Drinking Water State Revolving Fund allocation.
6. Continue providing private well owners and non-public systems with technical
assistance.
HEALTH DEPARTMENT CONNECTION
Goal: To aide the Deschutes County Health Department (DCHD) in their mission to
provide public health services to the community.
Objectives:
1. Work with DCHD to hire a Toxicology Environmental Health Specialist using
general fund monies, to investigate and educate the public on potentially harmful
toxicological events (e.g. air pollution, Blue-Green Algae, etc.). Train in current
EH processes for rabies, food borne Illness complaints and other assorted citizen
concerns.
2. Maintain the high level of communication with the DCHD by continuing to attend
meetings with them to discuss public health needs and how the Division and
DCHD can work together to meet those needs.
3. Assist the DCHD in food borne illness investigations.
Community Development Department Page 15 of 26
Draft Work Plan - FY 07-08
3/2/07
PLANNING DIVISION
PROVIDING COURTEOUS, TIMELY, AND PROFESSIONAL LAND USE PLANNING SERVICES
THROUGH INNOVATIVE, COST-EFFECTIVE, AND COMMUNITY-BASED SOLUTIONS.
The Planning Division consists of 18 employees under the supervision of the Planning
Director, Catherine Morrow. The Current Planning section is managed by Kevin
Harrison, Principal Planner and includes 6 associate planners, 4 assistant planners, and
2 secretaries. The Current Planning section handles individual land use applications,
zoning review and sign-off for building and septic permits and information to the public
on all land use related issues. The section is also responsible for all addressing and road
naming in the rural County. The Long Range Planning section includes, 2 senior
planners, 1 associate and 1 assistant planner. Long Range Planning conducts public
involvement to consider land use policy, updates the County Comprehensive Plan and
zoning regulations and coordinates with the cities and agencies on planning projects.
CUSTOMER SERVICE FOR CURRENT PLANNING
PROCESSING CURRENT PLANNING APPLICATIONS
Meet 150-day time limits for processing all current planning applications.
2. Issue all administrative decisions for land use actions that require prior notice
within 45 days of determination of complete application.
3. Issue all administrative decisions for development actions (sign permits, lot-line
adjustments etc.) and land use actions that do not require prior notice (non-
visible landscape management and abbreviated Surface Mining Impact Area site
plans) within 21 days of determination of complete application (Note:
Approximately 1,000 applications are expected in the next fiscal year).
4. Process applicant initiated code amendments to change land use regulations to
fix problems, clarify regulations and allow new uses. This averages about 8-10
amendments each year.
5. Process land use applications for the City of La Pine under an Intergovernmental
Agreement.
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Draft Work Plan - FY 07-08
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PUBLIC CONTACT
■ Counter duty, phone duty, and appointments. Counter planner available 8 a.m. to
5 p.m., Monday through Friday, except Wednesday (9 a.m. to 5 p.m.). Provide for
customer appointments with individual planners as needed. (Note: We expect
about 4,500 Planning customers next fiscal year.) Provide phone coverage
Monday through Friday; return, all calls within 24 hours.
MONITORING CONDITIONS OF APPROVAL AND ASSISTING CODE ENFORCEMENT
■ Work with Code Enforcement to respond to code complaints and to monitor
conditions of approval for land use permits.
ADMINISTRATION
Continue cost accounting system for current planning section and analyze data
from that system. Information will be used to review fees and to quantify work
tasks not directly tied to land use permits.
2. Increase opportunities for customers to access information through use of
technology. Areas to explore are:
• Design and function of the CDD web site
■ Readability of information
■ Monitor "hits" on the CDD web site to determine most popular sites
■ Develop a standardized pre-application process
MEASURE 37
■ Work with the County legal department to process measure 37 claims.
LONG RANGE PLANNING
MAJOR PROJECTS
SOUTH COUNTY REGIONAL PROBLEM SOLVING IMPLEMENTATION
Administer $500,000 Environmental Protection Agency (EPA) Capacity Building
Grant
2. Deschutes County's proposal leverages $375,000 from EPA's Targeted
Watershed Grant Program with a minimum commitment of at least $125,000 to
fulfill the 25% non-federal match requirement. Work tasks include:
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Coordinating with watershed partners to compile existing informational and
educational watershed stewardship tools and products.
Producing multi-media outreach materials and engaging the public to
collaborate with the County's partners to build community support for the
missions of each organization.
Coordinating with the Bend/La Pine School District and Oregon State
University to promote innovative opportunities to apply science-based
learning to students in the sub-basin.
LA PINE NEIGHBORHOOD PLANNING AREA
Work with the Oregon Department of Housing and Community Development
(OHCD) to develop a plan for affordable housing and other compatible uses on
the County owned community facility zoned property. OHCD will develop a
request for proposals and/or solicitation of a master developer.
2. Work with the Bend/La Pine School District to adopt an agreement regarding a
proposed school site.
RED LOT (HIGH GROUNDWATER) WORK PROGRAM
Upon completion of the Groundwater Protection Program and contingent upon
adoption and implemention of a Local Rule, convene local, state, and federal
stakeholders to develop a multi-tiered red lot work program. Work program
would include:
■ Running the Nitrate Loading Management Model to understand the
implications of developing red lots in relation to groundwater quality.
■ Analysis of effect on retrofitting costs to current land owners.
■ Evaluating implications of red lot development as it pertains to other
elements of the County's Comprehensive Plan, including Goal 5
Resources (Wildlife Habitat, Wetlands), transportation, wildland urban
interface, and etcetera.
■ A public involvement program to assure South County residents have
ample opportunities to discuss the implications of red lot development.
■ Identification of funding mechanisms to pay for strategies to assure the
groundwater quality does not exceed safe drinking water standards.
■ Coordination with the Upper Deschutes Watershed Council, Deschutes
Basin Land Trust, Deschutes River Conservancy and County Property
Management on management options for County owned land adjacent to
Deschutes and Little Deschutes Rivers in the South County.
■ Compile a list of conservation easements for GIS staff to map and
ensure that all are part of the scanned property records.
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WETLAND GRANTS
1. Explore state and federal grant opportunities to help offset the cost of
developing a Local Wetland Inventory for the South County.
2. Develop a work program to identify the specific area targeted for a Local
Wetland Inventory.
COMPREHENSIVE PLAN UPDATE
1. Work with the Planning Commission to complete the reorganization of the
existing Comprehensive Plan in order to make it easier to use and understand as
a written and web based document. The update will provide a consistent style
and format but will not change any goals or policies.
2. Work with the Board of County Commissioners (Board), the Planning
Commission and the public to craft a work program to write a new
Comprehensive Plan. The existing Comprehensive Plan was written in 1979 and
has been updated in a piecemeal fashion since that time. The three main areas
needing attention are:
■ Working with the public to determine their vision for future development
and conservation
■ Obtaining updated data so that there is a better understanding of where
the County is now
■ Examining the existing goals and policies to determine if they are taking
us where we want to go
3. A new plan will provide a blueprint for the future, incorporating not only the
changes that have already occurred in the County, but also coordinating with the
potential changes from Measure 37 and the State Task Force on Land Use. A
new plan will incorporate other planning efforts, such as the Transportation
System Plan (TSP) update or the Bend Urban Growth Boundary work. This
would be a multi-year project and could start with the following elements:
■ Analyze staffing and consulting needs
• Investigate possible funding options
■ Work with the Board to create a public committee to oversee the process
(possibly the Planning Commission)
■ Work with the Board to create a work plan that includes staffing, financing
and a timeline
■ Identify the major work plan tasks, such as the public input process,
needed technical research and formatting/writing of the new or revised
comprehensive plan
■ Work with the public committee to create an effective public input process
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The initial steps could be completed in the first fiscal year and would determine
the extent of the future work.
TRANSPORTATION
1. Provide comments and expertise to current planning staff.
2. Participate in the annual County Capital Improvement Plan (CIP) process.
3. Develop project scope and development/adoption process and schedule for an
update of the 1998 County Transportation System Plan (TSP). Update will be
funded in-house or positioned to be at least partially funded from a possible 2007
State Transportation and Growth Management (TGM) grant.
4 Coordinate with the Road Department to explore alternative funding sources for
transportation improvements, including System Development Charges (SDC).
Develop alternatives for the Board to consider.
5. Work with Road Department on planning for 19`h Street extension. Amend the
TSP to add the extension from the Redmond Urban Growth Boundary (UGB) to
the Deschutes Market interchange.
6. Continue work with the County Bicycle and Pedestrian Advisory Committee,
including completion of the GIS-based regional bike guide.
7. Coordinate with local, state and federal agencies through the Deschutes County
Bicycle and Pedestrian Advisory Committee to develop a regional trail plan.
Upon completion of a trail plan, amend the Transportation System Plan (TSP) to
include the routes. Also work with the Bicycle and Pedestrian Advisory
Committee to develop an online trail guide.
8. Continue to pursue opportunities for grant funding for transportation projects.
Prepare and administer grants as needed.
9. Serve on the Bend Metropolitan Planning Organization Technical Advisory
Committee JAC).
10. Serve on the Central Oregon Area Commission on Transportation (COACT)
TAC.
11. Coordinate with the City of Sisters on transportation planning issues as Sisters
begins to update its TSP.
12. Serve on the Highway 97/20 Project Technical Advisory Committee.
13. Serve on the Central Oregon Rail Plan study group.
14. Participate in any meetings of the South Redmond Collaborative Group.
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CODE AMENDMENTS (LISTED IN ORDER FROM HIGH PRIORITY TO LOW PRIORITY)
1. Continue as the coordinator for the County Code Review Committee.
2. Process applicant-initiated code amendments.
3. Amend the Home Occupation Code to reflect experience with implementation.
4. Amend the County Code to make required Federal Emergency Management
Agency (FEMA) changes to Floodplain zone.
5. Amend Forest 1 (F1) and Forest 2 (F2) zones to conform to state rules (State
statute change).
6. Amend the County Code to allow the use of Recreational Vehicles as medical
hardship dwellings (State statute change):
7. Amend the County Code to eliminate reference prior to the date the
conditional use permit was submitted..." from the "relative farm help dwelling"
criteria since such dwelling are no longer subject to conditional use permit. EFU
12.16.050 D (1) (c) Reword paragraph (State statute change).
8. Make GIS data the official map for zoning and the Comprehensive Plan.
9. Amend the County Code to provide authority and standards for lot line
adjustments and flag lots.
10. Adopt regulations for mini-storage units in unincorporated communities.
11. Begin a process to update the goals and policies for Terrebonne.
12. Amend wetland regulations to allow regular maintenance of existing roads
without conditional use permit.
13. Change the Land Management (LM) zone sign ordinance to insure that signs in
the LM zone are not identical to signs in urban commercial zones.
14. Add standards and criteria that require defensible space for wildfire protection.
15. Add a traffic study section to the Site Plan ordinance section 18.124.040 (f).
16. Re-establish "Itinerant Merchant" (it is still in the fee schedule) for such
merchants as Christmas tree sales. The permit was for inside the UGB, which is
now defunct; propose it be allowed in the UUC, RSC, and RC zones.
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17. Delete the Conventional Housing Combining Zone.
18. Complete other code amendments as staff time permits. Staff maintains a list of
proposed code amendments.
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PUBLIC INVOLVEMENT
1. Continue creating and updating CDD web sites that provide information on
specific planning-related programs and opportunities for public participation.
2. Monitor State Task Force work on the review of the State planning program (the
"Big Look"). Keep planning staff, the Planning Commission and the public
informed and engaged.
3. Staff the Planning Commission - the designated public involvement committee
■ Recruitment and training of new commissioners as needed.
■ Coordination of schedule and packet preparation.
■ Complete the 2006 Community Involvement Report and submit it to the
State Citizen Involvement Advisory Committee.
■ Provide opportunities for the Planning Commission to host land use
related seminars.
4. Explore the potential for conducting polling and public surveys though County
web page or media outlets such as TV, radio and print.
COORDINATION WITH OTHER JURISDICTIONS AND AGENCIES
BEND PROJECTS
1. Urban Growth Boundary Amendment
■ Participate in Bend Technical Advisory Committee for Residential Land
Study and Urban Growth Boundary (UGB).
■ Collaborate with City to complete UGB amendments.
■ Execute new intergovernmental agreements for urban unincorporated
area.
■ Amend County Comprehensive Plan and TSP as a result of Bend's URA
and UGB amendments.
■ Coordinate with the Department of State Lands (DSL) on the master
planning of Section 11 (east of 27'h, south of Stevens Road). Include the
master planning of the northern section of the County Landfill site, to
allow for integration with the DSL land.
■ Coordinate with the City of Bend and their consultant on master planning
the city owned Juniper Ridge property.
■ Amend Title 19 to establish an urban holding zone to be effective when
the urban growth boundary is expanded.
2. Urban Reserve Area
■ With the approval of Bend City Council and City Manager, lead Bend's
Urban Reserve Area (URA) work program.
■ Collaborate with City staff to complete URA public facility analysis.
■ Provide open forums and other public involvement opportunities.
■ Draft findings.
■ Initiate legislative amendments.
■ Amend County Comprehensive Plan and TSP as a result of Bend's URA.
■ Execute new intergovernmental agreements for URA.
3. Transportation / Land Use
■ Assist the City of Bend with Safe Routes to School (SR2S) efforts in the
Bend-La Pine School District, and County schools (Tumalo Elementary).
■ Participate in Bend Metropolitan Planning Organization Technical
Advisory Committee.
REDMOND PROJECTS
1. Urban Growth
■ Amend and execute new intergovernmental agreement for urban
unincorporated area.
■ Assist as requested by the Board of County Commissioners on planning
for the County owned property east of Redmond.
2. Transportation / Land Use
■ Participate in the South Redmond Area Collaborative Planning Group to
address transportation and other issues in the Redmond Area, including
Pronghorn secondary access. Coordinate with City of Redmond, Oregon
Department of Transportation (ODOT), Oregon Department of Land
Conservation and Development (DLCD), National Guard, Governor's
Office and BLM.
■ Participate in Highway 97 Redmond to Deschutes Junction refinement
plan (includes Quarry interchange).
■ Assist Redmond in addressing and street administration.
SISTERS PROJECTS
1. Urban Growth
■ Coordinate with City as needed for any urban growth boundary
amendments.
2. Transportation / Land Use
■ Work with City of Sisters and ODOT on alternative routes (bypass).
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LA PINE PROJECTS
1. Work with the La Pine City Council to implement provisions in intergovernmental
agreements regarding planning services for processing current planning
applications in La Pine.
ODOT / BLM / USFS PROJECTS
1. Participate in ODOT funded refinement planning projects for Highway 97 and
Highway 20. These projects may include planning for the Quarry Road
interchanges and the Wickiup Junction interchange or bypass.
2. Coordinate road issues with BLM and USFS for urban interface plans.
OTHER PROJECTS
HISTORIC
1. Amend Section 2.28 of the Deschutes County Code to be consistent with
provisions changes to state administrative rules and as appropriate with
provisions in the historic codes of Sisters, Redmond and Bend.
2. Correct the Comprehensive Plan list of historic resources.
3. Complete amendment to Comprehensive Plan for HLA-05-04 Walker Ranch
archeological and historic site.
ADMINISTRATIVE PROJECTS
1. Convert CDD Archive materials to electronic format and microfilm.
2. Establish a pre-application process for land-use applications.
3. Coordinate with the Environmental Health and Building and Safety Divisions for
expediting zoning confirmation of building permits.
4. Adopt GIS data so Comprehensive Plan and Zoning maps are officially
recognized.
5. Establish a procedure and process for verifying and amending GIS zoning data.
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MISCELLANEOUS
Projects:
1. Continue to assist the public in the process of forming Restricted Firearm
Districts.
2. Provide addresses as required by County Code. Work with Project Wildfire and
local fire departments to change road names as needed.
3. Coordinate with Information Technology (IT) and the Assessor's Office to ensure
reliability of situs addressing data layer. Review list (2,100) of unaddressed
properties.
4. Administer programs, policies and procedures associated with the processing of
Measure 37 claims.
5. In coordination with County Legal Counsel and Property Management, identify
County owned property suitable for auction.
Other Committee Assignments:
■ Association of Oregon Planning Directors
■ Commute Options Working Group
■ Deschutes County Bicycle and Pedestrian Advisory Committee
■ Deschutes Mitigation and Enhancement Committee
■ Project Wildfire
■ Safety Committee
■ Planning representative on regional water planning discussions, headed
by irrigations, districts, Central Oregon Intergovernmental Council,
Oregon Consensus, etc.
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