2009-1476-Minutes for Meeting September 09,2009 Recorded 9/28/2009DESCHUTES COUNTY OFFICIAL RECORDS rl 20091106
NANCY BLANKENSHIP, COMMISSIONERS' JOURNALNTY 4 /28/2009 08:11:51 AM
ti lill!II'IIIIII111111III II III
1476
Do not remove this page from original document.
Deschutes County Clerk
Certificate Page
If this instrument is being re-recorded, please complete the following
statement, in accordance with ORS 205.244:
Re-recorded to correct [give reason]
previously recorded in Book and Page
or as Fee Number
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, SEPTEMBER 9, 2009
Present were Commissioners Tammy Baney, Dennis R. Luke and Alan Unger.
Also present were Dave Kanner, County Administrator; Erik Kropp, Deputy
County Administrator; Tom Anderson, Nick Lelack, George Read, Peter Gutowsky,
Peter Russell, and Terri Payne; and one other citizen.
Chair Baney opened the general meeting at 2:20 p.m. after the completion of
executive session.
1. Executive Session, under ORS 192.660(2)(i), Review/Evaluation of
Employee Performance.
The executive session began at 1: 00 p. m. and ended at 2:15 p. m.
2. Forester Update.
This item will be addressed at a later date.
3. Comprehensive Plan Update: Public Involvement and Adoption Schedule.
Nick Lelack said the plan is to have information ready for the work session on
Sept. 30. They will start the public review portion on October 1, with no formal
hearings yet. There will be ten Planning Commission meetings held over three
months. There will also be six community plan meetings, seven open houses,
and other outreach. At the end of this process in January 2010, they can then
make revisions. There will be more open house in February, with formal
hearings beginning in March.
The question is, should the work sessions be held with the Planning
Commission members.
Minutes of Board of Commissioners' Work Session Wednesday, September 9, 2009
Page 1 of 4 Pages
Commissioner Luke said that he would like an update after a few public
meetings have been held, so the Board will have an idea of what is coming in.
Commissioner Unger agreed. He wants to make sure the Board does not
interfere with the work of the Planning Commission, which is to bring
recommendations to the Board. Periodic updates would be helpful.
Mr. Lelack stated that on September 30, there is a State hearing on destination
resorts, and staff should attend. They are soliciting input from Deschutes
County and other select areas, sometime between 1:00 and 5:00 p.m.
4. Discussion regarding Destination Resort Remapping - Tax Bill Insert.
Peter Gutowsky referred to his memo and the proposed draft tax insert. He
needs to know if the Board can attend the public hearing with the Planning
Commission on November 12. Commissioner Luke said he might not be
available.
Mr. Gutowsky said that it would cost about $3,900 to send 84,000 mailers to
property owners. Commissioner Luke stated he would like to be able to let
people know whether it is clear that their property is not eligible.
Laura said that she would not understand this if she had not been attending
various meetings. Mr. Gutowsky stated that some of the language is required
by law.
Commissioner Luke asked if there is an opportunity to use a separate phone line
for calls from citizens on this issue and someone there who can answer their
questions.
Commissioner Unger suggested the Planning Commission process be
completed, and then the Board process could take place. This will give people
a second opportunity to make a statement.
Chair Baney said she is sensitive to those who people feeling that they have to
testify twice. She would like to see the process streamlined. However, she is
leaning towards separating them out.
Mr. Gutowsky said he would work with staff on the tax insert and scheduling.
Minutes of Board of Commissioners' Work Session Wednesday, September 9, 2009
Page 2 of 4 Pages
5. Further Discussion of a Draft Update to Communications Policy #GA-3.
Erik Kropp said that Commissioner Luke had a question about whether there is
a policy regarding disclosure of information that is exempt from public
disclosure. Primarily this would be information that is discussed in executive
session.
LUKE: Move approval of the policy, as amended.
UNGER: Second.
VOTE: LUKE: Yes
UNGER: Yes.
BANEY: Chair votes yes.
6. Update Commissioners' Meetings and Schedules.
None were discussed.
7. Other Items.
Mr. Kanner said that there has been a request from the Sunriver Fire
Department for the use of land owned by the County for a training facility.
This will be discussed later.
In regard to the County's City Club membership, it seems that just Nick Lelack
attends regularly. Others have attended once or twice. Commissioner Luke
feels it is important for someone to attend to keep the lines of communication
open. Mr. Kanner said that it still costs $25 per meeting, so anyone could still
attend but would just have to pay a non-member rate.
Being no further items addressed, the meeting adjourned at 3:05 p.m.
Minutes of Board of Commissioners' Work Session Wednesday, September 9, 2009
Page 3 of 4 Pages
DATED this 9th Day of September 2009 for the Deschutes County Board
of Commissioners.
Tammy Baney, Chair
Dennis R. Luke, Vice Chair
ATTEST:
Recording Secretary
ctla,vt Um
Alan Unger, Commissioner
Minutes of Board of Commissioners' Work Session Wednesday, September 9, 2009
Page 4 of 4 Pages
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
WORK SESSION AGENDA
DESCHUTES COUNTY BOARD OF COMMISSIONERS
1:00 P.M., WEDNESDAY, SEPTEMBER 9, 2009
PLEASE NOTE EARLIER TIME!
Executive Session, under ORS 192.660(2)(i), Review/Evaluation of Employee
Performance.
2. Forester Update - Joe Stutler
3. Comprehensive Plan Update: Public Involvement and Adoption Schedule -
Nick Lelack
4. Discussion regarding Destination Resort Remapping - Tax Bill Insert - Peter
Gutowsky
5. Further Discussion of a Draft Update to Communications Policy #GA-3 - Erik
Kropp
6. Update Commissioners' Meetings and Schedules
7. 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.
If you 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.
C%
O
N
H
L
co
O%
CL
co
cu
-
'co
E
1-9
a~
s
y
a
N~
V~
Q4
vU
N
N
L
4
c
i
t
Q
p
'
ca
a
0
E
o
t
~ v
z
t
°
o
a
'
-
.
t
a
Forester Update
Wednesday, Sept. 9, 2009
Since our last meeting/update in June many fuels accomplishments have
occurred:
Crossroads, Camp Sherman, Tetherow, Oden Falls, Starwood,
Boonesborough, Ponderosa Pines, River Meadow Estates all completed
hazardous fuels "sweat equity" work where the homeowner completed the
defensible space treatment to Senate Bill 360 standards and we utilized
grants and our qualified pool list to remove/grind the fuels.
Approximately 400 properties were treated and we produced in excess of
10,000 cubic yards of fuel which was either ground for electricity or used
by the homeowner for ground cover.
Low Income fuels treatment; we have treated 18 properties where people
either can't physically do the work or can not afford to treat the fuels and
that work has been completed for the year.
County Land fuels treatment; we have treated over 225 acres of county
owned lands in South County, including the industrial park area and with
another 175 acres to go we expect to have the vacant properties treated in
this area by years end. Heart of Oregon is the contractor and 4-5 10
person crews have been employed for almost a year because of this effort.
Partnerships; we completed and agreement with Sunriver to treat wildland
fuels in the commons area of Sunriver to fully implement the ladder fuels
reduction program, approximately 190 acres. We utilized $100,000 of a
grant and Sunriver HOA matched that amount over a 2 year period.
Sunriver completed the contract and was awarded from our qualified pool
list. In the past without competition fuels work was costing up to
$3000/acre. The competitive process resulted in fuels treatment for
$576/acre, saving approximately $2400/acre costs. We expect the work to
be completed by years end. The second partnership has been with Black
Butte Ranch, sharing their disposal site for defensible space debris. Our
contractors removed the sweat equity debris from several neighborhoods
in the Sisters area and hauled to the BBR site where we shared the grind
cost, which was performed by another qualified pool contractor, over
11,000 cubic yards of debris was converted to clean electricity.
Evacuation Signs; utilizing a FEMA grant we have mapped and installed
over 150 evacuation signs in 16 neighborhoods so far (see attachment).
We will continue this effort as a follow up to action items in our CWPPs
for the county.
CWPPs; we have updated the plans for Sisters and La Pine and will begin
Sunriver in October. I expect a signing ceremony later this month as soon
as we get approval from the respective city councils.
County All Hazards Plan; The Deschutes County All Hazards Plan is due
for an update after 5 years. Katie has taken on this task in cooperation
with Deschutes County Sheriffs Office. The final draft will be completed
this week, then off to OEM and FEMA for review and expect to have back
for BOCC approval in mid-November. This plan is a key component to be
able to compete for FEMA grants and the significant updates were in the
wildland fire chapter.
Senate Bill 360 update; the committee has completed our work with
classification and mapping. We are awaiting ODF funding to conduct
public meetings and mail out 33,000 brochures (cost for the state) before
the meetings. We expect those meetings to be in September (originally
scheduled for August) and a final presentation to the BOCC in early
October. I expect to have the Deschutes County version of defensible
space ordinance available for approval shortly after this process ends.
FEMA pre-disaster mitigation grant application; we were successful the
last two grant cycles receiving $1.8 million to treat fuels. For this grant
application period we will include Klamath County along with Crook
County and Deschutes County. Judith Ure and me will be meeting with
Klamath County to ensure the proper documentation to meet a mid-
November deadline.
Joe Stutler
Deschutes County Forester
i
q° 4
c.
PRC)
;w
e- A M~r
R NFV Hi =fir IN I'I.Ce,I11-1
R
=M . ~ r r a. 1 t = R~ s ~.SV
AJ-
N ,tirr 'a
t Community Development Department
Planning Division Building Safety Division Environmental Health Division
117 NW Lafayette Avenue Bend Oregon 97701-1925
(541)388-6575 FAX(541)385-1764
http://www.co.deschutes.or.us/cdd/
MEMORANDUM
DATE: September 1, 2009
MEETING DATE: September 9, 2009
TO: Deschutes County Board of County Commissioners
FROM Nick Lelack, Planning Director
Terri Hansen Payne, Senior Planner
SUBJECT: Comprehensive Plan Update Schedule & Process
BACKGROUND
The purpose of this memorandum is to provide an update to the Board of County Commissioners on
the Comprehensive Plan update. The Plan Update formally started in August 2008 and the Planning
Commission was designated the Steering Committee. Between September 2008 and June 2009 the
Planning Commission, in its capacity as the Steering Committee, conducted monthly information
gathering work sessions, including panel discussions and public input. During the same period planning
staff gathered public input about a variety of topics to be addressed in the Plan update through a variety
of methods and throughout the County.
The CDD Work Plan for 2009-2010 and direction to planning staff is to gain Board of County
Commissioner (BOCC) adoption in July 2010. To meet this deadline, the Draft Plan Update will be
released in early fall 2009, followed by a public comment period throughout the fall and early winter.
Staff will then revise the plan, issue the required DLCD notice, and conduct work sessions and open
houses. Planning Commission public hearings will be conducted in spring 2010, followed by BOCC
hearings and adoption in late spring and summer. The community plans, Transportation System Plan
update, and destination resort remapping project are also expected to be adopted by summer 2010, but
are on different tracks.
PLAN UPDATE SCHEDULE
The schedule below aims to achieve the following process goals:
1. Conduct a transparent and fair process with adequate time and opportunities for meaningful public
review, discussion and input on the draft and revised draft Plan Update.
2. Adopt Comprehensive Plan Update in July 2010 with adequate time for Planning Commission and
BOCC work sessions and public hearings.
3. Provide adequate time for staff to prepare and revise the plan based on public, Planning
Commission and BOCC comments.
Quality Services Perfo"ned with Pride
SCHEDULE
August 27:
Planning Commission/Steering Committee update on schedule and process.
August 31:
Planning Staff will complete a rough draft for internal review.
Sept. 9:
BOCC update on the schedule and process.
Sept. 1-28:
Planning staff will conduct an internal review of the draft document and revise it
accordingly.
Sept. 30:
The Draft Comprehensive Plan Update will be released at the BOCC afternoon work
session with an invitation to Planning Commissioners to attend. Staff will submit the
Draft Plan to the BOCC and Planning Commission at the same time to ensure a
consistent, fair, and public process. Staff will provide a brief overview of the Draft
Plan and 90+ day public comment period.
Oct. 1 - Jan 8:
Public Comment Period. The purpose of this comment period is for staff and the
Steering Committee to engage the public in a discussion about the Draft Plan. The
public comment period will begin with a Planning Commission/Steering Committee
presentation and discussion on Oct. 1. Staff anticipates each Planning Commission
meeting between Oct. 1 - January 7 to include a discussion on plan elements,
including opportunities for public comment, and potentially in different locations
around the County. Planning staff will also conduct community and stakeholder
meetings County-wide to gain public input on the draft plan. Technical or sub-
committees may be formed if necessary to address specific elements or issues.
BOCC work sessions may also occur.
Jan. 8: Comments due on the Draft Plan.
Jan. 9 - Feb. 5: Staff will revise the Draft Plan based on Steering Committee and BOCC direction
and public input provided during the Public Comment Period.
Feb. 8: Staff will submit the 45-day notice to DLCD to initiate public hearings on the revised
Draft Comprehensive Plan.
Feb. 9 - Mar. 18: Staff will conduct public open houses on the revised Draft Plan. The purposes of the
open houses will be to inform the public and answer questions about the revised
Draft Plan and the upcoming public hearing process.
Feb. 25, Mar. 11: Planning Commission work sessions on the revised Draft Plan in preparation for the
public hearings.
Mar 25 - May 6: Planning Commission public hearings and recommendation to the BOCC. The
Planning Commission meetings on Mar. 25, April 8, 22, May 6. Additional meeting
dates may be required.
May 19 - July 28: BOCC work sessions, public hearings, and adoption.
1-Es
c')(
1~
r AA,,, A tA
~C
Community Development Department
Planning Division Building Safety Division Environmental Health Division
117 NW Lafayette Avenue Bend Oregon 97701-1925
(541)388-6575 FAX(541)385-1764
http://www.co.deschutes.or.us/cdd/
TO:
FROM:
DATE:
MEMORANDUM
Deschutes County Board of Commissioners
Peter Gutowsky, Principal Planner
September 1, 2009
SUBJECT: Destination Resort Remapping / Tax Bill Insert
MEETING: September 9, 2009
The Board and Planning Commission on July 23, 2009 selected a preferred alternative for
destination resort remapping. During their discussion, the Board directed staff to prepare a tax
bill insert that would be mailed to all county property owners, including those who live in
municipalities. The Board asked to see the draft insert before it was finalized.
Attached is the insert, doubling as a Measure 56 notice and an informational brochure
announcing a joint public hearing with the Board and Planning Commission on November 12.
The brochure also lists four work sessions for county residents to obtain information prior to the
hearing.
Staff is looking to the Board for the following direction:
1. Review and approve the October tax bill insert;
2. Agree to a joint public hearing with the Planning Commission on November 12, 2009 or
identify an alternative date
Attachment: Draft Tax Bill Insert
Quality Services Performed with Pride
Q
5
4J
V, .2
O
41
o
to
~
~
N
o
i 00
p
+i
V
CL
~
Y
~
13
to
o v+
+
p
y
C
y
~
.
o
y ti
Z
C~
a u
CL
CL
c~
L
~
O O
V~
L
`1
V1
Gi
0 W,
in
C
O aJ
C
O
N
sn C
c c
C
L
m
o d
V
E
,c
ac
4J
d C
4J
y
as
o d
E
to
> CL
d
o
d S aLi
ri Q
v
to
Z
~
N -
b
~
N a N
~ v
M
.b
A
X V
N
N
7 o
V C OC
O L. 4)
O L
.E
F-N
Om^-'
IA 0
%A
V1 OOC d
IA GC
3
Ol
A!
r'*r
r ~
~ 66
W W D
s vJ sj ~ ~ F 3i
Cie a $
I
W
Ln D W
OO
.
z w
a
W 0
a
OG U a
0 LAt
O
= p:
oaz.
a
o
w
9-#
'
O
~ -
.c
v
W~
p
=
H
0
z
J w o
0 li
2
U
E
R
xu2
yN
L
O
0
c
v
E
40
V
V
da
vo~q~
°
a
ny
aCM
,
cK
C
ry
J
o
y
0
E
~Ln
Z c ei
y
d
co
0
y
N
y 0
~ ~
U-
~C
3
3
a~
0
C
c
G
L
H
N
r
?
.i
C
4LJ
C
d
w
Y
cd
i
O
C?
7
p
~
►i
3
c
w
'Co
C
-
y
43
N
p
L
c
(rar
%
Id
c
O
U
a
c
>
a
p
4
41
L
.
.0
.
o
-0
Q
"D
d
V
U.
41
4J
C
L
p
L
N
p
V
45
v
=
r-
+
=
h
d
=
N
tw a
44
.
4
p
p
L
E
U
H
ao
N
b
v
f!1
a v
cd
a~
C
a~
=
T7
=
a
cL
72
O
U
4
C
J
0
d
Y
M
a
41
~
0
O
-5- 9
9
Q
L
U
L
vp-
u
.0
sd
E
0
0
9
o: (D CL m 0
o p1 - o , O ° o o w ro, c o (D
N pq . D a'
=r 'a P p w (D, m w :0' c w' p a 3 'O 'i vO (A > > t7 0 ~ C
ID n n S (D Cr m n 7- 7 > fD n .Y
rp7+ CD ro^ m o^ a° w a 3' O q q rr
• ^ as (D (D .
a N g w = 0 v 13
N f11 n n"o c '3 c o N
a e+;:w c m o
c
° O' o o O a a c as -i m N ~D :m C Z
n W ti»w Z Q N (U N
n M P% .0.
O n' H Q a p 1l
m a"S' ti ro ci 5y w a 3@ m p m
T 0. ,jypy ::G p C m:
`S in d" `,jp. 0 O . m . fl.. ~ ba n m D n 2: C.' N "f.' r'►' ..m
.00 (D
c On
IV. r,
w. D m':.o, :m 3: oq 7 w mi m w o
Gi : Q w ro w ,a W to : o O} O. F 3 H
a m a ro o o ° o., q. r* CL
ro
0 CD
O Al - C + y
23F (M..
pq
ro O a d' A ((D rp'r m = (D -a :.m yi 0. w m A ' O.. m A Ji
s r
o D
0 ~pp e~lff (U. 0 ::e " (D
-0 3 70'.
n m a: m. . v 3~p nk. D O ~ N
p~q O w O fpm m 0. (D
w
0, (D
Z -7
fl)
~.~0 D N o ? o C' (o n
to n m A c (D
C (D a
_ -
-n K c - 'w f w
O ~ `t1 p,: ~ N O S
A -q-
10
CL m m w. s 0.. 3
("a Q 3 . - H c o.. 3 3.
p ~ n ~ Q' 04 c
m (D N - 7 m (~D
H m r < ^G a H N N
Cl 3 vs 3 5 m n O.. N.
A m. a ~f7
Z .4N-. n.
. a
0. Z. w 3 a p
m.'
0 o A c m °c o o a o A
M o c •o 7C
C7 a A n to 3 M
o p CL w
< 3 ~ w H to
f
m a v 4 -I OU
m
m
m
v (D
m
CD
m
RO
~ rF
m ~ m
rq
o
o C
N N
°
,
m
H
CL
. rl. -
d
L4
(D
a
a
N w
p
0
3
.
.
o
m
m I
3
.
B .
.
00
N
CT
.
$
S
(D
5'
o
t3
D
cil
M
'
M
m
m
{y
N
5,
0.
O. .
I
.O
hi
w
3
7
cr
(p
~
A
(
/1
0
N
_0
(D
'
.
N
0-
0
Ll
In
a.
.00
(D
I
N
O
w a
C.
so
N
m
7
0.
Lt. N
7
m
m
m
4
Q
T
r
s
m
oo
'w
o
m
w
m
m
m N
n
c,
O
m
y
w
m
m
m
r+
v
a
al
3 n
0
m
.o N
m
m
n•
^
(a.
(D
5
o
m
o
(D
C
N
r "On
p
:p
4
v
w
O
H
0
0
0
ao
C:
3 ~~yy
s
ss
-
,
m
o'
'i
'•7
N
'C ~G
(D
m
t
D
d
t
h
.T
lu
o {
Deschutes County Administrative Policy No: GA-3
Effective Date: DRAFT
DESCHUTES COUNTY COMMUNICATIONS POLICY
STATEMENT OF POLICY
It is the policy of Deschutes County to deliver messages to the public, the media and to each other
in a manner that is consistent, appropriate, effective and accurate.
APPLICABILITY
This policy applies to all Deschutes County employees. Adherence to certain portions of this
policy, including but not limited to notice, representation of personal opinions, media conferences
and releases, spokespersons and statements, is not required of elected officials, although elected
officials are encouraged to use this policy as a guideline. In addition, this policy recognizes that
the provisions of ORS 260.432 regarding advocacy of political positions during working hours
does not apply to elected officials.
POLICY AND PROCEDURE
In General
All employees shall inform the Public Communications Coordinator of all media contacts, and
opportunities for media interaction. Departments with internal public information or marketing
functions/staff shall coordinate their efforts with the Public Communications Coordinator to
ensure consistent and coordinated public messages.
These departmental staff positions, while reporting directly to the respective department head or
supervisor, shall inform the Public Communications Coordinator of all media and marketing
projects/campaigns prior to their execution. The Public Communications Coordinator will review
and may assist in the stages of coordination and proofing of County publications and
communication projects.
Information Exempt from Disclosure
Unless approved by County Legal Counsel employees shall not disclose or provide to any
person records or information contained in records that are exempt from disclosure under ORS
192.501, ORS 192.502 or any other state or federal public records statute. Employees shall not
disclose or provide to anyperson, records materials or information contained in such materials
that are distributed in an executive session held pursuant to ORS 192.660 unless the information
is not exempt from disclosure In addition employees shall not disclose to any person the
substance of discussions held in executive session.
Incidents
To the best of their ability and in as timely a manner as possible, Departments will notify the
County Administrator and/or Public Communications Coordinator of incidents that may receive
media attention, prior to these items becoming public knowledge. Minor inquiries (for example:
spelling of an employee's name, the date and time of a meeting, etc.) do not require
Administration notification. The County Administrator and the Public Communications
Coordinator will notify the Board of County Commissioners and department managers as
necessary.
Newsworthy events are those that have received or are likely to receive media interest. Examples
include employee arrests, significant accidents on the job, investigations, and other events of
similar importance. Notification must occur as promptly as possible, and may be through an email
Policy No. GA-3, Communications Page i
or phone call to the County Administrator and Public Communications Coordinator concurrently.
Departments must provide notification when media coverage is known to have occurred about the
incident.
Media Advisories
All departments will notify the County Administrator and Public Communications Coordinator
with as much advance notice possible to issuing media advisories. Examples: health related media
advisories, and Parole & Probation sex offender absconder notices. The County Administrator
and the Public Communications Coordinator will notify the Board of County Commissioners and
other key staff as necessary.
A copy of the media advisory shall be provided to the Public Communications Coordinator and
the County Administrator to ensure that administrative staff and the Board can respond
appropriately if there are any media or public inquiries relating to the advisory.
Media Inquiries
Department staff shall notify the County Administrator and/or the Public Communications
Coordinator of all inquiries from the media. The County Administrator and/or the Public
Communications Coordinator will notify the Board of County Commissioners and other key staff
as necessary.
Inquiries may include requests for interviews or requests for information. Notification shall occur
promptly, preferably prior to media interviews of County staff,. In the event that an interview,
information or access is provided prior to notification to the County Administrator and the Public
Communications Coordinator, every effort should be made to contact both as soon as possible
thereafter.
All employees are expected to practice common sense and professionalism in interactions with
media representatives and in determining the appropriate response to media inquiries. All
employees are to practice open, honest and factual communications without guessing or making
assumptions when responding to the media. Employees shall be respectful of news media
deadlines, and should not withold documents and information that is routine or has already been
made public. For guidance on handling requests for documents and public information, refer to
policy #GA-2, Public Records Requests. If in doubt on how to respond to media inquiries,
employees shall refer to their supervisor or department head. Departments are encouraged to
contact the Public Communications Coordinator for media guidance, media training and/or
advice, if needed.
When speaking to the media or members of the public, employees shall not, under any
circumstances, predict or state the certainty of future Board of Commissioners' action on any
matter.
Countywide Emails
All employees will contact the Public Communications Coordinator prior to sending countywide
email messages except as provided for herein. All staff email messages will be considered on a
case-by-case basis for message urgency and topic. All staff messages may be sent without prior
approval in cases of Personnel and Risk Management Department trainings and announcements,
countywide outages of telephone, HVAC or other support systems, or in cases of scheduled
computer maintenance that will limit access to programs and applications. Please refer to Policy
#IT-1, Computer Usage for further details.
Policy No. GA-3, Communications Page 2
Branding
It is each department's responsibility to create increased awareness of Deschutes County's image
and services by using the approved County logo on all internal and external materials for
distribution. Custom printed materials already ordered and in-house should be depleted before
implementing this branding policy on new printing orders.
Marketing Campaigns
Department staff will inform the Public Communications Coordinator prior to launching any
marketing initiative to ensure consistent County-wide design and quality.
*Advertising
All advertising for county programs and services, whether paid or unpaid, will identify the
County with the words "Deschutes County" and one of the approved County logos. Departments
that coordinate their own ad placement shall have all ads approved by the Public Communications
Coordinator prior to the purchase of advertising space for the ad and prior to the start of any
advertising campaign. This provision is intended to complement and not conflict with Policy
#GA-5, "Advertising (at Knott Landfill)." Conflicts between these two policies shall be referred
to the County Administrator for resolution.
Collateral Materials (brochures, annual reports, newsletters, vinyl banners, flyers, etc.)
Departments will develop materials as necessary to support their communications goals and
strategies. All collateral materials will appropriately identify the County and will always include
one of the approved Deschutes County logos and the name "Deschutes County" on the face of the
brochure/flyer or other materials. All collateral materials developed by departments must be
reviewed by the Public Communications Coordinator at least two weeks prior to the scheduled
printing of such materials.
The development of new department logos is discouraged. If a department has its own County
logo design (prior to the approval date on this policy), it shall adhere to the following guidelines.
If the collateral is a brochure:
1) The department logo will be placed on the first page and
2) The name "Deschutes County" shall appear on the first page
2) The approved Deschutes County logo must appear on the final page-at the bottom
of the collateral.
3) If the collateral material is in a format other than a brochure, both logos must appear
on the front page.
Deschutes County's color logo shall be used on all color collateral materials.
Representation of County Positions and Personal Opinions
No County employee, when acting in their official capacity, shall submit a letter to the editor or
opinion piece to any newspaper, periodical or online forum that has not been approved in advance
by the County Administrator or the Administrator's designee. The County Administrator and/or
the Public Communications Coordinator will notify the Board of County Commissioners and
department managers as necessary. In no event shall meetings with editorial boards of any news
organization be held without the prior notification of the County Administrator and/or Public
Communications Coordinator. Correspondence to media shall reflect strategic alignment between
employees and Department management. Staff is welcome to consult with the Public
Communications Coordinator in advance for advice on these types of media correspondence.
Policy No. GA-3, Communications Page 3
Failure to adhere to the provisions of this section of this policy shall be grounds for disciplinary
action. Consistent with the provisions of ORS 260 as it currently exists or may from time to time
be amended, this policy is not intended to restrict an employee's first amendment right to freely
express their personal opinions in print or electronic media or other public forum. However, when
commenting on County issues as a private citizen, such expression should clearly state that the
employee is offering his or her personal view and is not speaking on behalf of the County. When
speaking to the public or the news media in their official capacity as a county employee,
employees should offer only the officially adopted positions, policies and staff recommendations
of the County.
Social Networking Sites, Blogs, Postings on the Internet
The County recognizes that employees and County officials have the free speech right to
comment about County affairs on their personal blogs social networking sites and other websites
(on their own time) However, defamatory statements about Coun employees or officials are
not protected under law and the County will not defend and will not hold harmless those who
make such allegedly defamatory comments. Coun employees/officials commenting on County
affairs shall differentiate their personal opinions from the official position of Deschutes County.
Social networking tools (including - but not limited to - blogs, Facebook, and
Twitter) are fast becoming _a part of mainstream communications. By working with the IT
Department's web staff, departments can effectively and efficiently leverage these tools to
enhance Deschutes County's ability to communicate with the public.
Department staff shall consult with the Public Communications Coordinator and IT staff to
discuss and strate izg a implementation of a department social networking tool. Count department
social networking tools shall not be created without the direct involvement of the IT Department's
Web staff. IT will create the social media tool (e.g. Twitter account or Facebook "Fan" page) on
behalf of the department Department staff shall maintain the tool to ensure that information is
timely and nd up to date in accordance with the established strategies and goals. If this requirement
cannot be met, the site will be decommissioned.
Media Conferences
Departments are encouraged to plan media conferences with the assistance of the Public
Communications Coordinator. Departments shall notify the Public Communications Coordinator
and County Administrator of their intention to hold a media conference prior to scheduling and
announcing the media event. The County Administrator and the Public Communications
Coordinator will notify the Board of County Commissioners and department managers as
necessary. The Public Communications Coordinator can assist departments with media
conference planning details, speech writing, talking points, inviting speakers and/or dignitaries,
developing an agenda/program, preparation of media releases/media kits and more.
Media (Press) Releases
All media releases shall be prepared using the approved template which can be obtained from the
Public Communications Coordinator for future use. County employees shall have media releases
reviewed by the Public Communications Coordinator as much in advance as possible to media
release distribution. Media releases concerning emergency situations, breaking news, crime
scenes and fires may be sent without prior review. Departments are responsible for notifying
community partners or agencies mentioned in media releases. All media releases shall include a
County contact that is immediately available to media representatives at the time the media
release is distributed.
Policy No. GA-3, Communications Page 4
Spokespersons
Departments are encouraged to identify a spokesperson that is authorized to speak on behalf of
the department. The authorized spokesperson may be the department head or any other person
designated by the director.
No one will speak on behalf of the Board of County Commissioners or on behalf of the County
Administrator unless expressly authorized to do so by the individuals themselves.
If an employee speaks to the media, they shall speak truthfully and factually; not repeating
rumors or hearsay. Employees shall not speculate about other's motives or thoughts, and may
speak only on actions that have been taken. At all times, employees shall be aware if they speak
untruthfully (even if the item was heard from someone else), the employee may be subject to a
defamation claim. The County is not required to defend or indemnify an employee who makes
allegedly defamatory statements, if the employee was not speaking in the course and scope of
their employment or if the statement constituted malfeasance in office or willful or wanton
neglect of duty. The employee may be required to pay for their own legal expenses if a legal
action is filed as a result of their conversation with the media.
So as to avoid prejudicing the outcome of an investigation or official proceeding by having it
"tried in the media," employees should refrain from talking to the news media about personnel
and legal matters or claims under investigation by the County or about the investigative
proceedings themselves during the course of an ongoing County investigation. Employees shall
refer media inquiries to County Legal Counsel if questions arise regarding a County investigation
or other official proceeding.
Employees shall not provide to the media any information that is protected from disclosure under
local, state and federal regulations.
If employees are uncertain about speaking to the media, they may refer the media contact to the
department spokesperson. If that contact is not available, the media representative can be referred
to the County Public Communications Coordinator, County Administrator or to Legal Counsel.
Written Statements
Written statements to the media are appropriate when a one-on-one interview is not possible or
appropriate. Whenever practical, departments shall have the Public Communications Coordinator
and/or the County Administrator approve written statements.
*Approved Deschutes County logos can be obtained from the County's Pubic Communications
Coordinator or Website Manager.
Approved by the Deschutes County Board of Commissioners DATE
Dave Kanner
County Administrator
Policy No. GA-3, Communications Page 5