2009-42-Minutes for Meeting November 06,2008 Recorded 2/5/2009DESCHUTES COUNTY OFFICIAL RECORDS
NANCY BLANKENSHIP, COUNTY CLERK CJ 2449'42
COMMISSIONERS' JOURNAL
111111111 IIIIIIII~I~~i~u 111 02/05/2009 08:20:02 AM
2000-42
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WORKSHOP MEETING MINUTES
SISTERS CITY COUNCIL
520 E. CASCADE AVENUE
NOVEMBER 06, 2008
MEMBERS PRESENT:
Brad Boyd
Mayor
Bill Merrill
Councilor President
Lon Kellstrom
Councilor
Sharlene Weed
Councilor
Shawna Bell
Councilor
DESCHUTES COUNTY:
Mike Daly
Dennis Luke
Dave Kanner
Mark Pilliod
Terri Payne
Peter Russell
Commissioner
Commissioner
Administrator
Attorney
Senior Planner
Transportation Planner
STAFF PRESENT:
Brad Grimm
Public Works Director
Eric Porter
Comm. Dev. Director
Lisa Young
Finance Director
Brad Grimm
Public Works Director
Kathy Nelson
City Recorder
ABSENT:
Eileen Stein City Manager
Tammy Baney Commissioner
1. Quarterly Meeting with Deschutes County Commissioners
The joint meeting of the County Commissioners and Sisters City Council was called to order at 8:02
a.m. by Mayor Boyd and Commissioner Daly. Mayor Boyd welcomed the County staff.
Councilor Bell asked how the downturn in the economy is affecting Deschutes County. County
Administrator Dave Kanner stated the County is fine with the exception of the Community
Development Department (CDD) which has experienced some lay-offs. He stated that building and
planning revenue is down significantly but reserves the department had set aside during the boon
years from 2003 to 2007 are being used to balance the budget this year. He stated a majority of the
funds will be gone by the next fiscal year. He stated that fee increases, budget cuts and the
possibility of a General Fund transfers will help with the CDD budget next year.
Administrator Kanner stated that both vehicle registration and gas tax revenue are down which
may play a factor in what types of road projects are considered. He stated the General Fund is in
good shape with large reserves and he expects the next budget session to be a discussion on not
what services to cut but a discussion on how much to draw down the reserves. He added that
recording fees, the second largest revenue generating program for the County, are also down.
Councilor Weed asked how the room tax measure not passing during the general election will
affect the County's budget. Administrator Kanner stated there will be no impact in that those
funds had not been budgeted and the County had only considered ways they might have been used.
He stated the County will need to consider other ways to pay for road maintenance and still
contribute to the Fair and Expo Center capital reserves.
Workshop Meeting Minutes 11/06/08 Page 1 of 5
WORKSHOP MEETING MINUTES
SISTERS CITY COUNCIL
520 E. CASCADE AVENUE
NOVEMBER 06, 2008
Administrator Kanner stated that the County did receive an additional $2.2 million dollars from
forest receipts that were not anticipated but the funds have been largely offset by the decrease in
vehicle registration and gas tax receipts, leaving approximately $1.1 million dollar that may be used
towards the Deschutes Interchange project and fuel reduction projects, including some around
Sisters area forest land.
Councilor Bell asked for an update on the Measure 37 claim for Pine Meadow Ranch. County
Attorney Mark Pilliod stated that Measure 37 has largely been supplanted by Measure 49. He
stated that the avenue of a vested rights determination does not apply to the Pine Meadow Ranch
property as the development of the property has never been started. He stated that leaves the total
number of additional permits that can be obtained for the property at only ten permits.
Councilor Bell asked for an update on destination resorts in general. Deschutes County Senior
Planner Terri Payne stated the County is in the process of updating its Comprehensive Plan. She
stated that currently the County is hosting "listening" sessions throughout the County to receive
input from community members on what is important to them. She stated the public process will
probably continue through the summer of 2009 and gathering input from community members on
destination resorts is part of that process. She stated a mapping process will begin after the
information gathering process has ended. County Planner Payne described the criteria for
destination resorts.
Mayor Boyd stated he thought there was a limit on where destination resorts can be developed with
regard to high value agricultural land and asked what that limit is. County Planner Payne stated
that a destination resort can not be built within three miles of high value agricultural land and
although there is no land that meets the definition in the County, the County has chosen to place a
three mile buffer around the County.
Councilor Merrill stated the issue with destination resorts is to weigh the benefits versus the traffic
concerns. Commissioner Daly stated he thought the City of Sisters should welcome the possibility
of a destination resort at Aspen Lakes for the increase in retail income it will bring into the City. He
added that he didn't think the traffic will be that much of a concern. Mayor Boyd stated that as a
business owner he does appreciate the business but he is also not paying to upgrades to improve
streets. He stated there is a need to protect the constituents of the City. Commissioner Daly stated
that most destination resort developers are willing to mitigate traffic issues. Councilor Weed stated
that it is helpful that most are willing but there is nothing that requires the developer to mitigate the
increased traffic from the development.
County Transportation Planner Peter Russell stated that Deschutes County asked for Crook
County to condition the approval of a destination resort that backs up to Deschutes County in the
amount of approximately $100,000 worth of improvements.
Workshop Meeting Minutes 11/06/08 Page 2 of 5
WORKSHOP MEETING MINUTES
SISTERS CITY COUNCIL
520 E. CASCADE AVENUE
NOVEMBER 06, 2008
He stated that Crook County willingly imposed these conditions of approval on the developer, who
was more than willing to pay for those improvements. He stated that if Aspen Lakes becomes a
destination resort the City can work with the County to require mitigation for traffic concerns.
Councilor Merrill stated the significance is that Deschutes County took the inititive with Crook
County and asked if the City should be prepared to do the same. Commissioner Luke stated the
County will work with the City if the destination resort at Aspen Lakes is approved and the City can
demonstrate through traffic studies there are legitimate claims. County Planner Russell stressed
the importance of coordinating with the Oregon Department of Transportation (ODOT) also.
Councilor Weed stated that with regard to destination resorts it is a matter of degree. She stated
there is the possibility for five additional resorts surrounding Sisters, with its population of only
1825 people and there is the potential for huge impacts. She asked if during the approval process
developers will be required to study these impacts on traffic, Whychus Creek and wildlife, just to
name a few. County Planner Russell stated that the County's code requires a traffic study that
covers traffic concerns for the next 20 years. He stated along with the study is the timing of the
traffic concerns and who will be responsible to pay for mitigation of those concerns.
Mayor Boyd stated that there needs to be a distinction made between the various developments.
He stated that Sun River, Black Butte Ranch and Eagle Crest provide an economic benefit to the
area while developments like Pronghorn and Tetherow are high-end, gated communities that local
community members can't even get into. Commissioner Daly stated that everyone needs to
remember that when developers stop building the entire economy in the region slows down for
everyone. Mayor Boyd stated that the region can never sustain the boom levels and there is a need
to learn how to diversify the economy. County Planner Payne added that there is an extensive
code requirement for destination resorts prior to any building permits being issued. Mayor Boyd
stated if a destination resort is developed in the County it is the City's hope that the developer will
look at the City anyway to see the impacts.
Mayor Boyd asked what the policy is with regard to destination resorts when Bend reaches a
population of 100,000. County Planner Payne stated that once Bend reaches a population of
100,000 people, which it is anticipated to reach between 2015 to 2020, then there can be no
additional destination resorts within 24 air miles. Mayor Boyd stated that will disqualify both
Aspen Lakes and the Three Creek areas from becoming destination resorts if they are not developed
prior to that timeframe.
Commissioner Luke asked where the City is with regard to urban growth boundary (UGB)
expansion. Councilor Merrill stated there is a more than adequate supply for development for the
next 20 years.
Commissioner Luke asked if the Forest Service property will go back on the market. Community
Development Department Porter stated that the Forest Service plans to re-divide the property and
take the smaller pieces back to market sometime in the spring of 2009 at the earliest.
Workshop Meeting Minutes 11/06/08 Page 3 of 5
WORKSHOP MEETING MINUTES
SISTERS CITY COUNCIL
520 E. CASCADE AVENUE
NOVEMBER 06, 2008
Commissioner Luke asked about the City's budget and how it has been affected by the economy.
Mayor Boyd stated the City is fine. He stated that the City has always supplemented the Planning
Department with transfers from the General Fund. He stated that there has been a slight slowdown
in revenues but the City has good reserves.
Administrator Kanner stated that tipping fees will be raised in the next fiscal year an additional $5
a ton.
Commissioner Luke stated that the County would like to give a Local Rule presentation at the next
joint meeting of the Council and Commissioners prior to it will be going to a vote. He added the
requirement for nitrogen reducing filters will be mandatory within the next 14 years.
Mayor Boyd thanked the County Commissioners and County staff for attending the meeting.
A brief recess was taken while the Commissioners and County staff exited the meeting.
2. Preview 11/13/08 Budget Committee and Regular Meeting Agendas
Finance Director Young provided an overview of the quarterly Budget Committee meeting. She
stated she will present information on the ending fund balances for FY 07-08 and first quarter
information on FY 08-09.
Mayor Boyd provided an overview of the City Council meeting. He asked Director Porter to
provide a short summary on Ordinance No. 382 that will come before the Council at the regular
meeting.
Director Porter stated the ordinance is in response to events when building permits were not
obtained or inadequate permits were obtained for construction projects within the City. He stated
the ordinance will add verbiage to the Municipal Code that allows designated City staff to cite
violators.
3. City Manager Update
Due to Manager Stein's absence there was no update. Mayor Boyd asked if there were any other
items for discussion.
The Council requested staff send a $100 donation to the National Parkinson's Foundation in
memory of Manager Stein's father-in-law.
Workshop Meeting Minutes 11/06/08 Page 4 of 5
WORKSHOP MEETING MINUTES
SISTERS CITY COUNCIL
520 E. CASCADE AVENUE
NOVEMBER 06, 2008
Councilor Merrill directed the conversation to the letter Council members received from Richard
Esterman requesting he be allowed to move his Sisters Arts & Crafts Festival from Creekside Park,
where it has taken place for several years, to Oak Street, where the street will be blocked off.
Mayor Boyd stated that Mr. Esterman had come and talked with him regarding his request and that
he plans to address the Council during visitor communication at the December 1 Ith regular meeting
to request a trial run of one year to host the event at the Oak Street location. He stated that blocking
streets has not been an issue if it is before Memorial Day and after Labor Day but if Oak Street is
blocked during peak summer traffic it could be problematic. He added the Council has never
previously allowed an event of this nature during that timeframe.
Councilor Bell stated there was another car accident at the intersection of Barclay Drive and
Highway 20. Councilor Merrill reported that the driver on Barclay Drive had run the stop sign.
Director Porter informed the Council that the Black Butte Crossing applicant submitted the
additional items requested by the City to complete its application on October 24th. He reported the
application will come before the Planning Commission at the December 18th meeting. He stated
there are concerns with the intersection of Highway 20 and Locust Street failing.
Mayor Boyd asked for a timeframe for Black Butte Crossing to be built out. Director Porter
stated that the applicant is requesting a four year period of time but he does not think the City's
Development Code will support four years. Mayor Boyd voiced his concern that the applicant will
build only the first phase of the development of multiple phases and not complete the remaining
phases. Director Porter stated he is looking into requiring all infrastructure for the entire project
be completed initially as opposed to one phase at a time. He stated that the Oregon Department of
Transportation (ODOT) is actively involved in the review process.
Councilor Weed asked if negotiations with Bruce Forbes to complete the Timber Creek Bridge are
at an impasse. Mayor Boyd reported that the City is waiting for an agreement to be signed by Mr.
Forbes regarding the approach road. Councilor Merrill stated that the bridge was originally
designed to be used as an emergency exit but with the Pahlisch development it may no longer be
needed as another route has been built to accommodate the development.
The meeting was adjourned at 9:36 a.m.
Kathy Nelson, City Recorder
Board of Commissioners:
(Present at meeting)
D nnis R. Luke
Brad Boyd, Mayor
icha 1 M. D y
Workshop Meeting Minutes 11/06/08 Page 5 of 5