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2010-74-Minutes for Meeting January 21,2010 Recorded 2/16/2010DESCHUTES COUNTY OFFICIAL RECORDS yJ 201014 NANCY BLANKENSHIP, COUNTY CLERK Y V 1 COMMISSIONERS' JOURNAL 02/16/2010 11;44;07 AM 11111! 11111111111111111 III 4 74 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 at the request of [give reason] previously recorded in Book_ or as Fee Number to correct and Page Joint Meeting City of Bend City Council Deschutes County Board of Commissioners Bend-La Pine School District Board of Directors Bend Metro Park & Recreation District Board of Directors January 21, 2010 PRESENT: City of Bend: Mayor Kathie Eckman, Councilors Tom Greene, Jeff Eager, Jim Clinton, Mike Capell, Jodie Barram and Oran Teater. City Manager, Eric King. Deschutes County: Chair Dennis Luke, Commissioners Tammy Baney and Alan Unger. County Administrator, Dave Kanner. Bend-La Pine School District: Chair Peggy Kinkade, Board Members Wells Ashby, Kelly Goff, Tom Wilson, Ron Galinat and Nori Juba. Absent: Board Member Beth Bagley. Superintendent, Ron Wilkinson. Bend Metro Park & Recreation District Board of Directors: Chair Scott Wallace, Board Members George Thayer, Scott Asia, Ted Schoenborn and Ruth Williamson. Executive Director, Don Horton. Scott Wallace, chair of the Bend Metro Park & Recreation District Board of Directors convened the joint meeting of the City of Bend City Council, Deschutes County Board of Commissioners, the Bend-La Pine School District Board of Directors and the Bend Metro Park & Recreation District Board of Directors at 6:04 pm. He thanked Don Horton, Dave Kanner, Eric King and Ron Wilkinson and the agency staffs for their efforts in organizing the meeting. Scott Wallace explained the purpose of the meeting is to highlight the various partnerships and collaboration between agencies, and look at developing new relationships. He noted that each of the agencies is facing numerous challenges as a result of the economic cycle and through collaboration and looking at opportunities creatively we will all be able to meet those challenges. Partnership Highlights Scott Wallace reviewed various partnerships with local agencies including a long-standing agreement with the Bend-La Pine School District to support the children and families of the community through facility use for programs such as teacher training, outdoor school, third grade swim program, high school swim teams, after school care and enrichment programs, sports fields, gymnasiums, etc. He cited inner-agency support through the provision of recreation programs for students during after school hours, middle school sports programs and enhanced music programs. Scott stated that the park and recreation district has partnered with the City of Bend through an intergovernmental agreement and memorandums of understanding to provide park and recreation services for the community. He stated that most recently the city and park and recreation district have entered into an agreement to provide police services on district property including facilities, parks and trails. He explained the district pays the salary for a trained officer to patrol the parks, provide public information and issue citations as needed. He stated the feedback received from the assigned police officer has been very positive and we have all benefited from that partnership as it allows both agencies to do what each does best. Mayor Kathy Eckman stated that last year the Bend Chamber asked each of the four agencies to talk about what we could be doing to cut costs in terms of intergovernmental relationships. She stated that she came away from that meeting with the knowledge that we are already doing so much together and had a difficult time finding those things that we weren't already working on. She stated that one of the things that represents who we are is that we do pull together as a community when things need to be done, and if one entity needs something she is always impressed that we are so willing to work together. She identified collaborative efforts of the city and park and recreation district with the off-leash dog parks that required a change to the city code, and allowing two of the off-leash areas on city water reservoir sites. She stated that each of the entities has done well with the joint planning efforts and opportunities that arise and cited the city's UGB process as an example. She stated that following the passage of the 2006 school bond measure the city worked with the school district to provide expedited development and construction applications including the new Miller and Pine Nursery schools. She stated the public works department worked on coordination and construction of the complex water infrastructure issues that were involved with the Miller school project. She stated the city planning staff is participating with the school district 2010 School Sites and Facilities Study, and those kinds of things wouldn't happen if our staffs weren't able to work with each other. She cited collaborative efforts and services provided by the Central Oregon Drug Enforcement Team (CODE), Central Oregon Emergency Response Team (CERT), and Multi-Agency Incident Team, each comprised of law enforcement agencies including the Bend Police Department and Deschutes County Sheriffs Office. She stated that all of our agencies touch on each other in some way and it is very important to continue those relationships. She added that as people on our boards change getting together and developing relationships is extremely important for each of the agencies. City Councilor Oran Teater raised the question of how the agencies could service equipment we all have including the state, city, county, forest service, etc. He stated we all have facilities and he would like to see a group like this work together to find a way to provide the service with fewer facilities. He cited the Mirror Pond siltation issue and stated he would like to see a dialogue between the groups about where we are in the process to address the issue and what can be done. Scott Wallace stated that with regard to Mirror Pond, we as a community need to decide what the vision is whether it is remaining as it has been or restoring it to its historic channel. Oran Teater stated that he thinks the community sees Mirror Pond as their signature and breaching the dam and putting it back to what it was is not an option he hears from the community. He added there is the question of which agency is taking the lead on the project. Mayor Eckman noted that the community perception is that Mirror Pond belongs to the city. She stated this is going to take a team effort involving the city, the park and recreation district, Pacific Power, the Deschutes River Conservancy, the Deschutes Basin Board of Control, the Upper Deschutes Watershed Council and irrigation districts. City Councilor Tom Greene stated the Mirror Pond Management Board has been meeting and moving toward defining the lead agency. He explained the time frame for the first phase is two years. He stated that the people from the community want the pond the way it has been for the last 50 years. He stated that in his mind dredging is going to be a component, but we do have to look at alternatives and in order to acquire necessary permits, we have to demonstrate that we looked at alternatives. Bend La-Pine School District Board Chair, Peggy Kinkade, explained the buddy systems for students and how that is relevant to community partners. She cited the Safe Schools Alliance and explained how that is a partnership between schools, police, the sheriffs department, district attorney's office and other local agencies who work to keep our schools and community safe. She stated the placement of school resource officers is a critical component for the school district. She stated that the city police department provides three resource officers who use the three high schools as their home bases, and the county sheriffs department provides school resource officers for La Pine and Sunriver and other schools sited outside the city limits. She cited the school district's partnership with the Deschutes County Health Department with two school-based health clinics benefitting both the schools and larger community. She noted that more than 6,500 H 1 N 1 vaccines administered at schools this past fall with a second round of vaccinations currently being offered with an expected number of 10,000 administered. She stated that community support has allowed them to build new schools and throughout this process they have partnered closely with the City of Bend, Deschutes County and Bend Parks and Recreation to use tax dollars and other resources efficiently. She reviewed the components of the cooperative effort of the school district and park and recreation district with the property acquisition, planning and street improvements for Ponderosa Elementary School and Pine Nursery Park. She referred to the construction of the new Miller Elementary School and the partnership between the city and school district with regard to improvements to Skyliner Road, adjacently local city streets and relocation of a 36- inch water pipeline. She noted that the school district was able to purchase the land for the new Rosland Elementary School in La Pine from Deschutes County at their cost and in turn the school district is extending water and sewer services to county lands. She stated that the school district is committed to developing a sense of community within the schools and through partnerships with the City of Bend, Deschutes County, Bend Parks and Recreation and other agencies that are a natural extension of this community focus which they believe benefits Bend-La Pine schools and many other public and private partners. Deschutes County Commission Board Chair Dennis Luke stated that a lot of the city, school district and park and recreation district taxpayers overlap with the county taxpayers and we all provide different services. He stated the agencies share equipment on an as needed basis along with inspectors, planning staff efforts on UGB expansions, and assistance in emergency situations. He stated some services are done on a reimbursement basis and noted that the county road department does about 13 lane miles of chip sealing for the City of Bend every year and explained the equipment, materials and labor provided are resources the city doesn't have to have. He explained this arrangement also benefits the county as they are able to buy the materials in bulk and keep their staff busy. He referred to the county weed abatement program and the county's contract with the city to spray the weeds on the Parkway. He added the county works with other governmental bodies and citizens to keep weeds under control. He referred to the Metropolitan Planning Organization (MPO) and noted that they work with city councilors and staff to help plan for long term needs for roads in the city. He cited the land sales, trades and gifts undertaken with the city, school district and park district. He noted that Juniper Ridge had been sold to the city for $1 and Vince Genna was very influential in obtaining free land from the county for parks and some of which was used for exchange for the Pine Nursery, as well as removing reversionary clauses. He added the county has also contributed money for its share of the eventual extension of 27th Street to Empire Avenue. Deschutes County Commissioner Tammy Baney cited the partnership between the City of Bend and Deschutes County to establish the Bethlehem Inn. She referred to the Local Government Sustainability Conference conducted last year with the City of Bend to utilize our services together and learn what is available for local government in green practices. She stated they have been partnering on professional development training. She identified the ten year plan to end homelessness that has been taken on by the city and county as well as the Recreational Assets Committee that includes participation of the park and recreation district. Deschutes County Commissioner Alan Unger reported an effort is underway to reconstitute the Deschutes Water Alliance that brings the counties, cities, tribes and irrigation districts together to discuss how we can look at redistributing the flow of the river. He cited piping canals and being able to put the water into the river, as well as doing other things to help with the Mirror Pond siltation issue. He stated that by re- distributing our water we will be able to solve a lot of problems and we are all going to work to create a win- win for everybody. Scott Wallace thanked everyone for their presentation and for taking the time to promote our various partnerships and successes that our agencies have. He stated we are all here to look at opportunities going forward to improve the area we all call home. Vision 2030 Presentation City Council Jodi Barram and Bend Park & Recreation District Board Member Ruth Williamson presented a review of the Bend Vision 2030 program. Ruth Williamson cited the extensive partnership effort in developing and implementing Vision 2030. Jodi Barram reviewed efforts and accomplishments of Bend 2030 over the past year including an update of the action plan. She noted this process reconnected the Bend 2030 Board with each of the 64 lead partners who adopted the vision in 2006. She stated that updates have been provided to neighborhood associations, the Downtown Bend Business Association, Rotary and the agencies represented at this meeting. Ruth stated they have produced key letters of endorsement supporting potential funding for an arts coalition, keeping the OSU-Cascades Campus funded, and contributing comment to the update of the Deschutes County Comprehensive Plan. She stated they have kept costs to a minimum through volunteer time and energy and with the support of key lead partner organizations. Jodi reported that they are planning a vision builder summit for action plans lead partners, a town hall to report to and re-engage the wider community, an on-line newsletter and another round of fund raising in 2010. Ruth reviewed accomplishments from the Bend Vision 2030 for the past year. Jodi noted that over 75% of the actions of Vision 2030 are either underway or have been completed. Ruth shared the results of a recent follow-up survey of the residents of Bend conducted by Portland State University. She reported that 33% recognized the 2030 brand, 90% strongly agreed that having a community vision and plan is important and 90% strongly agreed that our leaders collaborate to achieve our community vision. Jodi explained that as elected representatives need to continue to coordinate our efforts, create efficiencies and convene regularly. She stated we need to be familiar with the elements and actions outlined in the Bend 2030 Vision and let it guide and prioritize projects and funding. Ruth urged the group to recognize themselves as vision builders and thanked the group for their support of Bend Vision 2030. Future Partnerships Scott Wallace stated that in terms of future partnerships the group would like to discuss ideas, citing Mirror Pond as an example that will require a collaborative effort of the City, Parks and Recreation and private business. He stated this issue demonstrates that we need to be open to the public/private partnership model which is how highways and infrastructure is getting built throughout the country now. He stated he thinks engaging the private sector is going to be critical to accomplishing some things on our list. Tom Greene stated that the City Council has been struggling with personnel cuts and that impact on the cemetery operations. He state they had briefly considered selling the cemetery, however, the public feels it should stay in public hands. He suggested directing staff to evaluate the potential for the parks and recreation district taking care of the cemetery grounds as the district has the necessary equipment to handle that maintenance. Oran Teater stated there are also other city-owned turf areas, some of which are adjacent to park district- owned properties, and he has given some thought to what the city could do for parks to mow the city sites. He suggested doing an inventory of those sites and determine what the city could give parks and parks could give back to make us all more efficient. Oran stated that it is unique for all of us to get together with nearly 100% participation from each of our boards and suggested that maybe if we meet again in six months or a year, we have an agenda with more interaction and topics for discussion. He stated if we are fortunate enough to get this group together, there is a lot to be gained from it. Mayor Eckman stated that it would be helpful if we could come together as a group, if we had issues or problems that we felt we could throw out to the group for some brainstorming for some solutions. She stated it always helps to have someone with a different view point. She added it would be good for us to know the issues other entities are struggling with. Tammy Baney stated we all have a huge effect over business and she would like an avenue for us to talk, particularly when we are going out for bond measures, or looking at increasing taxes in another way, and what we can do to facilitate good economic development from a business perspective. She suggested finding an avenue to allow businesses to share ideas with the local entities that would benefit businesses and growth in a positive way for job creation that we may not know of. Dennis Luke stated that 2030 is an interesting date as that is the approximate time Knott Landfill is scheduled to close. He stated that we need to determine whether to open another site, ship the garbage out of the area and expand our recycling opportunities to that maybe Knott lasts longer. He stated this affects all of us, and while the county is the lead on this issue, the city franchises the haulers. He stated we need input as we move through the siting of a new land fill or other options. He added the county has worked with the city on the old demolition landfill and there are opportunities to reclaim that land. He noted that the landfill is getting ready to produce methane gas and perhaps there is a partnership opportunity in supplying the gas to the school district. Scott Wallace observed that the park and recreation district and the county have had some discussions regarding the function of the reclaimed land at Knott Landfill in terms of creating public open space. Dennis Luke stated that with the re-introduction of steelhead into the Deschutes there will be an effect on the city, county, parks and recreation, and anyone who owns property near the river. He stated this has started as a large regional effort and these are clearly partnerships of everyone involved. Alan Unger referred to Skyline Road explaining that it is a forest highway under county control, the city wants to pipe underneath it, and it will be reconstructed in the future. He stated there are 100+ homes on the road and a large number of bikes use it every day. He stated we all have an interest in the road, but the county needs to ensure those residents have safe routes to their home as well as opening it up to bike use. He stated in terms of safety there is a lot of conflicting activity is occurring on the road. He suggested it is something we should all try to get a vision for. Mark Capell stated that it is important to continue to work together on the water pipe on the road being done at the same time the county and forest service work on the road. He stated if we can keep all three organizations moving together as a group, it will save taxpayer money and make a better project and alleviate a lot of the safety concerns as well. Ruth Williamson referred to the efforts to create efficiencies in terms of sustainability in all of our organizations. She stated that she sees that as an opportunity that is worthy of support from our boards not only in our separate organizations, but facilitating, cultivating and sharing the knowledge of these entities with a focus toward the future. She stated that she has concerns that we turn inward and get focused on how we make our budgets work and how we stretch our dollars, and while those are important conversations to have, the pause we are experiencing as a community gives us a chance to lay the groundwork for the future. She stated she would love to use subsequent occasions to call that out as a mission for our groups and hear our directors revisit the idea of coordinating their efforts around sustainability. Jeff Eager stated he thinks it is important for the city and the other entities represented here to be sensitive to the community's concerns around the loss of jobs and houses in terms of the way we view our revenue and in terms of the way we coordinate with each other in ways to create jobs and cause economic development. He stated he would love to see someone like Facebook come to Bend to create some jobs. He stated we have an opportunity to create some things like that and cited the collaborative efforts of the city and county with regard to the Bend Airport. Alan Unger stated he liked what Ruth had to say in terms of looking outward and referenced the City of La Pine and the La Pine Park and Recreation District. He stated as the newest city in Oregon, La Pine needs mentoring as does the park and recreation district. He stated that is an important part of our county that is also part of the influence of the Bend area. Scott Asia cited the collaborative efforts of the park and recreation district and school district over the years and stated it would be nice to identify the need for indoor recreation spaces in the planning stages of new schools. Eric King noted that the managers and directors of each entity meet monthly to coordinate on issues and will take on the ideas presented tonight. He added that they have discussed inviting the board chairs to these meetings to inform them on the cooperative efforts as well as the projects on the ground we can work on together. He stated they also stand ready to meet with the boards in joint sessions to follow up with some issues on the list at a future date. Jody Barram stated that as we are operating on our independent boards we consider each other particularly when we are looking at proposals, and ensure that they are sustainable environmentally, socially, and economically. She stated while sometimes the community's perception of our group is that we are at odds or in competition with each other, we really do work well with each other. She stated she appreciates and applauds everyone for the partnership and that she hopes tonight opens the door for some less formal conversations to foster those connections on our boards. Dennis Luke stated the city was very generous in helping the county secure a grant for the Bethlehem Inn and the county put up some money to buy the building. He stated the people who live there impact all of us and it would be nice to find a way to come together as a group and organize fund raisers to help make them successful. Ron Wilkinson suggested finding a way to capture the summary of cooperation between entities and identifying of what that has meant in terms of leveraging taxpayer dollars in our area. He stated it is incredible in that regard, especially if you consider taking each project independently, that it would be impossible in many cases, but definitely much more expensive to our taxpayers. He stated there is a real dedication of the leaders in each of the organizations to try to find a way to do it in an efficient manner. Oran Teater suggested getting each organization's communication person together to let the community know that there are some efficiencies, and get the word out to let the community know that we are trying to be as efficient with their tax dollars as we can be. Ted Schoenborn suggested developing a directory of all the partnerships that exist so we can look at that and identify the savings that occur to the community. Erick King noted there is a publication; "Working Together" that is in place and highlights projects of cooperation and partnership. Scott Wallace stated that we all maintain our web sites and public relations departments and suggested highlighting partnerships and current joint issues on those sites. He stated that looking at different ways to provide information to our citizens is valuable. Ruth Williamson asked the group to let them know about projects they are working on that are initiatives of the Bend 2030 Vision. She stated that information can be shared with the community through their Twitter and Facebook sites. Scott Wallace thanked everyone for attending the meeting. As there was no further discussion the meeting was adjourned at 7:30 pm. Prepared by, Paula Lowery Executive Assistant DATED thi 1St Day of January 2010 for the Deschutes County Board of Commissioners. d DenWatt- is R. Luke, Chair (L 44/--- Ala Unger, Vice Chair Tammy Baney, Comm s ioner Agency Partnerships A joint meeting of Bend Park & Recreation District, Board of Directors City of Bend, City Council Bend LaPine Public Schools, School Board Deschutes County, County Commission Facilitated by: Scott Wallace, Board Chair, BPRD Thursday, January 21, 2010 5:30 pm Location: Bend Park & Recreation District Office 799 SW Columbia Bend, Oregon Agenda 1. Agency Social Elected official networking (hearty appetizers) 2. Welcome Scott Wallace, BPRD Board Chair 3. Partnership Highlights Bend Park & Recreation District partnerships City of Bend partnerships School District partnerships Deschutes County partnerships 4. Vision 2030 Vision 2030 Presentation 5. Future Partnerships Adjourn