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2012-1575-Minutes for Meeting April 05,2012 Recorded 5/2/2012DESCHUTES COUNTY OFFICIAL RECORDS NANCY BLANKENSHIP, COUNTY CLERK 1iJ V ` + 1 COMMISSIONERS' JOURNAL 05/01/2012 08;24;56 AM 1111 IN111111111111111111111111 2012-1535 I, Do not remove this page from original document. Deschutes County Clerk Certificate Page JOINT WORKSHOP MINUTES SISTERS CITY COUNCIL/DESCHUTES COUNTY COMMISSION 520 E. CASCADE AVENUE APRIL 05, 2012 MEMBERS PRESENT: Lon Kellstrom Mayor Sharlene Weed Councilor Pat Thompson Councilor Wendy Holzman Councilor ABSENT: David Asson Council President DESCHUTES COUNTY: Tony DeBone Alan Unger Mark Pilliod Timm Schimke Peter Russell Chris Doty Commissioner Commissioner Legal Counsel Solid Waste Director Sr. Transportation Planner Road Department Director STAFF PRESENT: Paul Bertagna PW Director Pauline Hardie Comm Devel Director Lisa Young Finance Director Eric Porter Principal Planner Kathy Nelson City Recorder ABSENT: Eileen Stein City Manager GUESTS: Chuck Humphreys Sisters Trail Alliance Brad Bailey HCD President Jeremy Green Bryant, Lovlien & Jarvis Sharon Smith Bryant, Lovlien & Jarvis ABSENT: Tammy Baney Commissioner Erik Kropp Interim County Administrator 1. Quarterly Meeting with Deschutes County Commissioners A. Welcome and Introductions The joint meeting of the Sisters City Council and Deschutes County Commissioners was called to order at 8:00 am. by Mayor Kellstrom and Commissioner DeBone. Introductions were made and Mayor Kellstrom welcomed County staff and visitors. B. Sisters Trail Alliance Presentation Chuck Humphreys, representing the Sisters Trail Alliance (STA), expressed his thanks for the opportunity to share the goals and vision of STA. He explained that STA was an all volunteer organization under the umbrella of Sisters Park and Recreation District (SPRD) developing trails and routes for non-motorized recreation and connectivity. He gave a PowerPoint presentation emphasizing the 2012 work plan which included ongoing trail maintenance, signage and maps, the launch of the Three Sisters Scenic Bikeways and implementation of the new trails plan which includes two new single track trails, two new horse trail loops, Whychus Creek Portal trails, two paved commuter connectors, parking for the Peterson Ridge Trailhead and paved recreation trails. He provided details for each of the trail plans. He discussed the visionary project of constructing a paved multiuse path from Sisters to Camp Sherman that would be completed in two phases; Workshop Meeting Minutes 04/05/12 Page l ofs JOINT WORKSHOP MINUTES SISTERS CITY COUNCIL/DESCHUTES COUNTY COMMISSION 520 E. CASCADE AVENUE APRIL 05, 2012 Sisters to Black Butte Ranch and then Black Butte Ranch to Camp Sherman. He explained this would be a destination trail designed lure visitors to Sisters and the surrounding areas. He estimated the cost for the project at $1 million. Mr. Humphreys discussed a second visionary project which would be a 25 mile trail from Sisters to Shevlin Park in Bend without using Highway 20 or any other road. The estimated cost was $2 million. He remarked projects would be major recreational assets for Sisters Country. Councilor Weed asked what STA was looking for from the City. Mr. Humphreys replied most important was the City's undivided support of STA's projects and goals. He stated the organization might look to the City as a partner when the Peterson Ridge Trailhead was relocated to help offsets costs for developing parking and the installation of a water fountain. Mr. Humphreys thanked the Council and Commission for their time. Senior Transportation Planner Peter Russell reported STA had proposed adding several bike trails to the County Transportation System Plan (TSP) and the County had taken the suggestion and done so. C. Other Business Sisters Recycle Center Status Director Bertagna detailed how the Council and Commission had discussed the operating options and future of the Sisters Recycling Center, as well as funding for FY 12/13, at their last quarterly meeting. He stated the County's commitment to help fund the center in FY 12/13 would give the City an opportunity to determine the future of the center for FY 13/14. He stated a survey was ready to be distributed to Sisters and Sisters School District residents to allow them to weigh in on what they would like to see happen at the center and what additional monthly costs they might be willing to accept. He stated the surveys would be distributed through the High Country Disposal invoices and the City should have an idea of what residents think by the next quarterly workshop in July. Director Bertagna reported the City and Sisters Fire District were working to finalize the property transfer of the Recycling Center property to the City and the 4 acre parcel on the wastewater treatment plant property to the Fire District. He stated the deeds were drafted but the Fire District attorney wanted to see the four acres partitioned prior to the deeds being signed. Senior Planner Porter explained the four acre parcel had been annexed. He stated a partition through the County would cost approximately $5,000. Councilor Thompson asked why the Fire District was requesting the partition and Planner Porter replied the Fire District wanted to ensure it had complete control of their property. He stated the cleanest process was to partition the parcel from the parent property which would require 90 to 120 days to complete. Mayor Kellstrom added it had not been determined which agency would bear the cost of the partition. Workshop Meeting Minutes 04/05/12 Page 2 of5 JOINT WORKSHOP MINUTES SISTERS CITY COUNCIL/DESCHUTES COUNTY COMMISSION 520 E. CASCADE AVENUE APRIL 05, 2012 Director Bertagna reported the operating agreement between the City and County for FY 12/13 for the center needed to modified and signed. Commissioner Unger stated he was supportive of the recycling center but the County was looking for a long term plan Tourism Summit Plan Commissioner DeBone explained that Central Oregon Visitors Association (COVA) was a regional destination marketing organization. He stated each City in Central Oregon also had a Chamber of Commerce and some also had a visitor's center. He stated transient room tax funds are allocated a variety of ways in each city. He stated Visit Bend and COVA have been competing for the same funds and each city had a different view of what should be occurring. He stated the idea of the summit plan was to bring all the groups together to discuss what is best for Central Oregon. Commissioner Unger stated it would foster better communication and it was important for organizations to maximize resources by working collaboratively. Ener , eering Support Plan Commissioner Unger stated the Commissioners had all taken a tour of the Energyneering and Sisters airport campus and wanted the City to know the County was very supportive of owner Benny Benson and his operation. He remarked it was a great opportunity for Sisters. Councilor Weed stated she was surprised the County wasn't using Energyneering at its landfills. Solid Waste Director Timm Schimke stated the County had used them in the past and still consulted with the business on a regular basis but the current process the County was employing used a different technology. Commissioner DeBone remarked that Energyneering was using internet resources for remote international engineering and support services, which he felt was a great fit for the region. He stated it was very exciting. Regional Disaster Plan Commissioner Unger reported the County wanted to be supportive of all the disaster preparedness groups in all the area and had committed a $500 grant to the four cities for all the disaster preparedness groups. He stated the hope was the groups would all work together. Highway 20/Barclay Roundabout Commissioner Unger asked for an update on the roundabout. Mayor Kellstrom reported the City had a meeting with the Oregon Department of Transportation (ODOT) and the trucking industry representatives scheduled for April 136i to continue discussions. Commissioner Unger stated he was on the Oregon Freight Advisory Committee and Commissioner Baney served on the Oregon Transportation Commission and he felt everyone could work together and reach a solution Workshop Meeting Minutes 04/05/12 Page 3 of5 JOINT WORKSHOP MINUTES SISTERS CITY COUNCIL/DESCHUTES COUNTY COMMISSION 520 E. CASCADE AVENUE APRIL 05, 2012 that would be acceptable to all involved. Councilor Thompson voiced concerns on the re-route onto Barclay as he foresaw problems. He stated hopefully ODOT was looking at the project holistically. He stated the key would be having the funding for all the components to be done at one time rather than a piece at a time. E. Adjourn Joint Meeting Mayor Kellstrom thanked the County Commissions and County staff for attending the workshop. Mayor Kellstrom called for a recess at 8:57 am. The meeting reconvened at 9:07 a.m. 2. City Attorney Services Interview The Council interviewed Jeremy Greene and Sharon Smith from the firm of Bryant, Lovlien & Jarvis (BLJ) on the following matters. Questions asked included the following: 1. What do you find most challenging about working with municipalities? 2. Define the differences in your relationships between the City Manager, the City Council leadership (Mayor and Council President), and other individual councilors. 3. In a given month, how much time do you typically spend working with an individual city? Do you usually have weekly meetings with staff? Otherwise, how do you go about responding to questions and needs of the City Council and staff? 4. What is your availability in the case of an urgent situation? 5. Describe a conflict situation you have had while working with a City Council and how you dealt with it. If the City Council is moving in a direction that poses certain risks, how do you convey the risks? 6. If there were a split in the City Council, and you were being asked for a legal opinion that might impact further council discussions and directions, how would you approach the problem? How would you go about making sure that all council members felt that you were addressing all sides, not just supporting one side or another? 7. Why is transparency in government important, and what would you do to insure transparency in Sisters? 8. Are the hourly rates in your proposal negotiable? 9. If you were offered the job, what specific steps would you take to transition into the position? How would you charge the city for this educational/transition time? Workshop Meeting Minutes 04/05/12 Page 4 of 5 JOINT WORKSHOP MINUTES SISTERS CITY COUNCIL/DESCHUTES COUNTY COMMISSION 520 E. CASCADE AVENUE APRIL 05, 2012 The Council requested Mr. Greene submit a retainer proposal for consideration and he replied he would do so. Mayor Kellstrom thanked Mr. Greene and Ms. Smith for attending the interview. The Council discussed the interview and decided they would have Manager Stein check references upon her return. Mayor Kellstrom reported he had spoken with each of the mayors from the cities Mr. Greene represents and received a good report on Mr. Greene from all. 3. Preview April 12, 2012 Workshop and Regular Meeting Agenda City Recorder Nelson provided a preview of the upcoming regular meeting. As there was no workshop topic scheduled, it was decided the Council would discuss the City Attorney proposals. The Council requested the item to award the contract to a City Attorney be removed from the regular meeting as they would not be in a position to make the decision by then. The meeting was adjourned at 10:35 a.m. Respectfully submitted, Ka y Nel , City Recorder DATED this Day of 20th BOARD OF COUNTY C MMISSIONERS OF DESCHUTES COUNTY, OREGON cx-t~ed - TAMMY BANEY, Chair el'91~'ezz- ANTHH1ONY DEBONE, Commissioner ALAN UNGER, Commissioner AT EST: Recording Secretary Lon Kellstrom, Mayor Workshop Meeting Minutes 04/05/12 Page s of s