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2012-1603-Minutes for Meeting May 07,2012 Recorded 5/31/2012DESCHUTES COUNTY OFFICIAL NANCY BLANKENSHIP, COUNTY COMMISSIONERS' JOURNAL 111111111IIIIII1111111111111111 2012-1603 CLERKS ~J Z~IL•1603 05/31/2012 04:02:47 PM Do not remove this page from original document. Deschutes County Clerk Certificate Page 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 MONDAY, MAY 7, 2012 Present were Commissioners Anthony DeBone, Alan Unger and Tammy Baney, Also present were Erik Kropp, Interim County Administrator; and Tom Anderson, Todd Cleveland, Nick Lelack and Dave Pederson from Community Development. One citizen attended; no representatives of the media were present. Chair DeBone opened the meeting at 1:30 p.m. 1. Discussion of Draft FY 2012-13 Community Development Department Work Plan. Mr. Anderson explained the history of the proposed work plan, which was presented to various groups and to the Planning Commission. (A copy of the Work Plan is attached for reference) They have split out by division what the costs are for various aspects. About 80% of the work they do is service-based. It is critically important to their customers that they be available and timely. General fund money that has been supporting CDD is directed in this way. Regarding Coordinated Services and Administration - front desk staff and administrative work - $1.6 million goes for this section, but half is direct costs, much of that for debt service for the building. $600,000 is for staffing. Very little revenue comes into this division, but the costs have to be factored in to the other divisions. He said they will be asking for the debt service to be extended out from the current remaining eight years so the annual cost is more manageable until the economy improves. Minutes of Board of Commissioners' Work Session Monday, May 7, 2012 Page 1 of 7 Their service surveys still show high numbers, even though they are operating with reduced staffing. They have streamlined the pre-application process and made other positive changes. They are moving to another software program through the State to better handle the permitting process, as the current program can no longer be supported. In the meantime, they need to clean up their data so that the transition will be smooth and no history is lost. This will also give an opportunity to analyze their processes to make sure they are as efficient as possible. Code enforcement will be allowed more time to work with people to resolve their situations, to try to avoid citations or continued visits. Chair DeBone asked if there is a way to gauge how well these cases go, how many are resolved and the results. Mr. Anderson said there is no way to really summarize how well these programs work here and elsewhere, because each is so different. They have a volunteer program with volunteers doing much of the footwork. New Code amendments were put into place since these cases cannot go to Circuit Court anymore, and his Department had to set up its own process utilizing Hearings Officers. The process is going well, but it costs the Department money that they did not have to commit previously. Any fines go to the General Fund and not directly to the Department. There is a process reflecting a philosophy of looking for voluntary compliance, how to handle confidentiality issues, and not taking anonymous complaints. Commissioner Baney asked if it is possible to keep names confidential while the case is in process. Mr. Anderson stated that it is difficult because it is on the record, and cannot be withheld. Commissioner Unger stated that he would like a legal interpretation of this issue. Mr. Anderson said that some property owners fear retaliation when they complain, but the Sheriff's Office can deal with potential threats. The Department still tries to avoid self-initiated complaints. Mr. Anderson said last year they worked with the County Forester and the Weed Specialist to coordinate resources regarding noxious weed control and potential wildfire problems. Minutes of Board of Commissioners' Work Session Monday, May 7, 2012 Page 2 of 7 He noted that Tim Berg helped everyone in the department with their Information Technology needs, including map creation, presentations and other specialized material. Dave Pedersen said the goal for the Building Division is to maintain the level of service with the staff they have. There are only seven inspectors now and they are keeping busy; some days too much business comes in and they have to juggle the inspections. He hopes for a busy summer. They have IGA's with Jefferson and Crook counties, and Klamath County is looking for something similar. They are cross-training and certifying so that inspectors can handle more than one aspect at a visit. They have an on-call list for some inspections; some of these individuals were previously employed by the County and perhaps someday they will be able to come back. The Division works with Lake County and Harney County at least once a week and coordinates with the cities so that both have adequate coverage during the busier months. They seek feedback from COBA (Central Oregon Builders' Association) and other groups as well. Through a federal grant, they are doing energy education on enhanced systems and strategies to help people save energy; and a lot of solar arrays are coming up. Advances in technology make this more attractive. Todd Cleveland spoke about Environmental Soils Division, much of which he is doing on his own, with some on-call help from a previous employee. They are trying to maintain quick turn-around times. They have been partnering and working with the DEQ on some aspects. Tim Berg has been providing GIS information for the DEQ steering committee as well. Mr. Cleveland is attending the TMDL meetings regarding the rivers, and is involved in the DEQ gray water permitting process. They are still dealing with the financial assistance program for people who cannot afford to repair or replace septic systems. There has not been much recent activity in this program. Commissioner Unger stated that the DEQ was talking about revisiting the stormwater requirements. Mr. Cleveland said they have done some testing regarding the configuration of swales. Commissioner Baney asked if they are having any issues with the DEQ regarding permitting. Mr. Cleveland said that Bill Mason is the local DEQ contact and reviews a site for potential risk to wells or surface water. Minutes of Board of Commissioners' Work Session Monday, May 7, 2012 Page 3 of 7 Mr. Anderson added that they are trying to get on the same page with the DEQ to avoid potential appeals or other possible problems. They try to take a united approach. It flows much more quickly now with the DEQ than it did at first. They need to update the high groundwater mapping after about ten years. It has not changed significantly but should be reviewed. Chair DeBone said that there are some places that may justify a sewer system, such as parts of Deschutes River Recreation Homesites where many of the lots are half-acre in size, where it might make sense. Nick Lelack spoke about the Planning Division. They accomplished a lot this past year having to do with the Comprehensive Plan, economic development, Code changes and several big issues such as alternative energy, agricultural events, the local wetlands inventory, Deschutes Junction plan policies, transportation, historic preservation, and the south County plan. They did far more than other counties in Oregon and even in the northwest, and set the stage for many other jurisdictions to follow. Commissioner Baney said the Commissioners asked a lot of the Department, and she is proud of what they have accomplished. Mr. Anderson said they could not have done this without the Board's support using the General Fund and for the Commissioners' trust in the work the Department does. Mr. Lelack added that regarding budget estimates for projects, his numbers reflect labor rates but not supplies or materials. Also, they created a five-year action plan using the Board's goals and by working with the Planning Commission. They did receive information from LCDC on the implementation of `The Big Look'. The work plan needs to include input from them. There is exception land (excepted from the Goals), and land that is not considered exception land, but there are issues in between that have not yet been resolved. Mr. Lelack prosed that they take off the work plan destination resort planning phase II. No one is to that point, and there is no market for this right now. As Bend nears 100,000 people, if State law does not change, there will be no future destination resorts allowed within most of the County anyway. Minutes of Board of Commissioners' Work Session Monday, May 7, 2012 Page 4 of 7 There are two new sections on staffing. Employees serve four county- designated bodies, not including the Board. He added economic development components in one place so it will be easier to review. The other major project that is ongoing and is the most staff intensive is pulling the south County plan together. They also want to expand Planning's use of social media. Commissioner Unger asked about SB 1544, rezoning in Redmond, and asked if they are working collaboratively with the schools and COID. Mr. Lelack said that in terms of planning, the only thing involving them and Property and Facilities is Simpson Avenue in Bend. Susan Ross is very involved with the City of Redmond and others on the SB 1544 process. Community Development is not that involved in these projects. If the Big Look project moves downward, there are options regarding Code amendments that could move up in importance. Commissioner Baney asked if the interpretation of `rural service center' can be clarified; in particular, Deschutes Junction. Mr. Anderson said this could end up being discriminatory; i.e. allowing a tavern but not an adult-oriented business. They could address this by imposing distance requirements for certain uses from schools or other entities. There seems to be more interest in small destination resorts, with a minimum lot size of twenty acres, with overnight lodging only and reduced uses. It is not an option for anyone now. Large destination resort language allows residential uses and any zone. Small is more restrictive at this point. 2. Other Items. Mr. Lelack said that regarding the Historic Landmarks Commission, a newly appointed Commissioner (Delight Stone) had to resign for personal reasons. He recommended appointing an ex-officio member in her place. UNGER: Move appointment of Christine Horting-Jones. BANEY: Second. VOTE: UNGER: Yes. BANEY: Yes. DEBONE: Chair votes yes. Minutes of Board of Commissioners' Work Session Monday, May 7, 2012 Page 5 of 7 Chair DeBone advised that he needs to sign a memo to be sent to Oregon Emergency Management, per Joe Studer's request, reporting on soft match metrics for fuels treatment (a 2007 grant requirement). The Board was supportive of this action. Chair DeBone has been attending the EDCO meetings as the County representative since Mr. Kropp does not have the time to do it; they would like him also on the Executive Board for EDCO. UNGER: Move approval of Chair DeBone representing the County at EDCO's executive board meetings.. BANEY: Second. VOTE: UNGER: Yes. BANEY: Yes. DEBONE: Chair votes yes. Commissioner Baney said there is a reporter who has been trying to separate the Commissioners on some issues. The Redmond situation at first, and most recently the tourism issue. It is frustrating because the context of a variety of meetings has been skewed. She had not heard a lot about the tourism issue from the other Commissioners and wants to be sure she is communicating well enough. She wanted to know if they are having problems with anything she has been doing. It is clear there are some who are trying to create certain issues. She is supportive if the other Commissioners want to be more involved. It is clear where they are with the tourism situation. The first meeting date of the various entities and the consultant is set for June 5. Chair DeBone heard about this before the name of the direct marketing organization of choice came out. He was interested in this issue long ago. He got to know COVA better and is happy that this process is opening up. The dynamics of the industry are already changing. He does feel that there is some concern about division occurring. Commissioner Baney wants to be sure there is a unified voice on this issue. She does not want anyone thinking she is riding roughshod on the Board. Minutes of Board of Commissioners' Work Session Monday, May 7, 2012 Page 6 of 7 Commissioner Unger feels that the updates help to create the stories. This discussion became public far too soon. There are issues that are difficult because of the law. But he does not feel like he has been misinformed or not kept in the loop. There is a plan to create a discussion and he does not feel like the Board needs to be intimately involved in all of the fine details. Executive Session, called under ORS 192.660(2)(h), pending or threatened litigation; and ORS 192.660(2)(d), labor negotiations. The Board briefly went into executive session under labor negotiations at this time. Due to time constraints, executive session regarding litigation and a continuation of executive session regarding labor negotiations were scheduled for Wednesday, May 9, at the 1:30 p.m. work session. Being no further items discussed, the meeting adjourned at 3:15 p.m. DATED this ✓ / Day of 2012 for the Deschutes County Board of Commissioners. el Anthony hojDeBone, Chair ATTEST: Recording Secretary Alan Unger, Vice Chair C"".) - Tammy aney, Commissioner Minutes of Board of Commissioners' Work Session Monday, May 7, 2012 Page 7 of 7 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., MONDAY, MAY 7, 2012 1. Discussion of Draft FY 2012-13 Community Development Department Work Plan - Tom Anderson 2. Other Items Executive Session, called under ORS 192.660(2)(h), pending or threatened litigation; and ORS 192.660(2)(d), labor negotiations PLEASE NOTE: At anytime 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), litigation; ORS 192.660(2)(d), labor negotiations; 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. 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:j/www.co,deschutes.or.us/cdd/ MEMORANDUM DATE: May 7, 2012 TO: Board of County Commissioners FROM Tom Anderson, Director SUBJECT: Work Session-Proposed FY 12-13 Community Development Department Work Plan & 2011 Accomplishments Background: Each year, CDD prepares a document describing accomplishments from the prior calendar year, and a proposed work plan for the coming fiscal year. The work plan describes the most important objectives and proposed projects in each CDD division, usually in order of priority. It is intended that a review of the draft work plan will provide the Board of County Commissioners, the Planning Commission, County Administration and CDD's customers and partner agencies the opportunity to provide input, including additions, modifications and possible re-prioritization. The work plan also serves as the context within which new projects that arise during the course of the year are prioritized and undertaken. Discussion: CDD staff will provide a brief overview of each Division's section of the work plan during the Board work session, and the Board is encouraged to ask questions and provide whatever feedback they wish. The draft work plan has already been distributed to the Planning Commission, the Central Oregon Builders Association, the Central Oregon Association of Realtors, and other interested parties. A work session was held with the Planning Commission on the entire CDD work plan at its meeting of April 12, 2012, and a Public Hearing on the Planning Division section of the work plan on April 26, 2012. Planning Commission input has been incorporated into the draft plan. At the request of the Board of Commissioners at their Spring Retreat this year, proposed cost figures for each division, as well as projects within the Long Range Planning section have been included. This was done to provide the Board with a sense of "what they are buying" with the supporting transfers the Board has made to CDD in the past, and will be asked to consider again as part of FY 12-13 budget discussions. Following today's work session, and after incorporation of whatever changes the Board wishes to make, the Board is scheduled to conduct a public hearing on the draft work plan at its meeting of June 4, 2012. Requested Board Action: Discuss the 2011 CDD Accomplishments and FY 12-13 Draft CDD Work Plan and offer whatever additions or modifications the Board deems appropriate. Deschutes County Community Development Department Accomplishments - Year 2011 The Community Development Department's mission is to facilitate orderly growth and development in the Deschutes County community through coordinated programs of Planning, Environmental Soils, Building Safety, Code Enforcement, education, and service to the public. ♦ Coordinated Services and Administration ♦ Code Enforcement ♦ Geographic Information Systems (GIS) ♦ Building Safety ♦ Environmental Soils ♦ Planning COORDINATED SERVICES AND ADMINISTRATION The Community Development Department (CDD) operations are managed by Tom Anderson, Director. This includes satellite offices in Redmond and La Pine as well as the main office in Bend. The Administrative Supervisor for Coordinated Services oversees 5 Permit Technicians who serve customers, handle phone calls and process related paperwork in support of each division. In addition, CDD has one Administrative Secretary who provides support to all divisions. Customer visits decreased by 21% from 8,196 in 2010 to 6,460 in 2011. The overall average customer service rating from 2011 customer service surveys was 4.64 (on a scale of 5). We are very proud of this achievement as it occurred in another year in which the ability to maintain historical service levels has been adversely affected by staffing reductions that were necessary due to decreased work volume and revenue. Of concern however, is a third year in which the number of surveys returned was very low. A goal in FY 2012-13 will be to examine ways to increase that number. Customer Service Questionnaire Statistics service Compared: . Proo••atn9 ' ; to Overall. Yearly N Returned Knowled F%ndoute gleewere Service Average_ July- December 1990 E 45 4.37 4.75 4.44 4.19 3.81 4.44 4.49 4.36 Calendar Year 1997 155 4.50 4.72 4.48 4.21 3.91 4.21 4.44 4.35 Calendar Year 1998 121 4.58 4.78 4.59 4.02 3.73 4.07 4.29 4.29 Calendar Year 1999 107 4 .58 4.65 4.60 4.23 4.17 4.53 4.53 4.47 Calendar Year 2000 78 4.63 4.68 4.59 4.24 4.10 4.39 4.47 4.44 Calendar Year 2001 e0 4.80 4.90 4.81 4.47 4.47 4.85 4.78 4.73 Calendar Year 2002 82 4.62 4.79 4.70 4.58 4.39 4.71 4.49 4.61 Community Development Department Page 2 of 24 Accomplishments 2011 April 9, 2012 Customer Service Questionnaire Statistics 77- MAM " 1 P TIM k't l I Calendar Year 2003 76 4.62 4.81 4.53 4.38 4.36 4.62 4.73 4.58 Calendar Year 2004 46 4.81 4.94 4.74 4.61 4.61 4.84 4.79 4.76 Calendar Year 2005 55 4.86 4.94 4.71 4.52 4.49 4.92 4.80 4.75 Calendar Year 2006 54 4.31 4.66 4.45 4.51 3.83 4.41 4.40 4.37 Calendar Year 2007 52 4.83 4.85 4.85 4.71 4.60 4.90 4.81 4.79 Calendar Year 2008 41 4.61 4.75 4.70 4.51 4.51 4.62 4.57 4.61 Calendar Year 2009 17 5.00 5.00 5.00 4.67 4.56 5.00 4.93 4.88 Calendar Year 2010 18 4.77 4.83 4.83 4.83 4.50 5.00 4.55 4.76 Calendar Year 2011 13 4.77 4.77 4.77 4.46 4.31 4.69 4.69 4.64 1. The increased availability of information on the CDD Web site and improved informational brochures helped to keep customer wait times to a minimum. The average customer waiting time in 2011 was 3 minutes. Customer visits in 2011 have decreased from 2010. The decrease in volume of customers can be attributed to continued low levels of land development in the county. 2. A new project was developed to update and correct existing addresses, as well as create addresses for properties that have had permits issued, but have not had an address formally assigned. This will be an ongoing project in order to maintain the most current information for both customers and staff. Community Development Department Page 3 of 24 Accomplishments 2011 April 9, 2012 3. CDD continues to be involved and monitor the Statewide Permit System. The software installation for Lane County is due to be completed and go live in early 2012. Staff will plan to visit Lane County in 2012 to view the completed project. Lane County provides the best comparison for Deschutes County since they are going from a self created system similar to ours. To date, about 12 jurisdictions are using the Statewide Permit System including Jefferson County. Staff visited Jefferson County this past year to view the product and talk with staff using the product. The visit was very informative and staff has a favorable opinion of the product. CDD has also worked with Accela on developing a rough cost estimate for migrating over to the Accela Planning and Code Enforcement modules. CDD staff will continue to work with I.T. on coordination and scheduling of this project for future implementation, in addition to coordinating with the State implementation team and Accela implementation team. 4. As part of the future migration to a new permitting software system, staff continues with the database clean-up project. This project identifies permits, scanned documents, land use applications and code enforcement cases on deleted or changed tax account numbers and migrates them to the new tax account number. This process will help streamline the eventual data conversion process that will be necessary to migrate to new software, in addition to keeping our records current and readily available to both staff and the public. Staff made good progress in 2011 and will continue with this project in 2012. Approximately 60% of the identified records have been corrected. 5. Continued to manage our strategic plan for maintaining documents and records to comply with Oregon Administrative Rules related to document archiving. Current documents are routinely scanned from in-house files. These documents are transferred to the County Archive facility where they are maintained until the designated destruction date, while all permanent documents continue to be scanned and microfilmed. All documents are available online for our customers and staff. 6. Driveway access permits have been handled jointly between CDD and the Road Department for several years. This year the Road Department initiated a project to scan all of the old driveway access permits and then have CDD staff import them into our image database. The Road Department scanned over 1,100 driveway access permits in 2011. Once completed, CDD staff, Road Department staff and the public will have complete electronic documentation of all driveway access permits that have ever been issued. 7. We are continuing to include Historic Preservation documents in our scanned image database, which will give the customers the ability to review those documents without having to make a trip to the museum, in addition to giving staff ready access to them. So far, over 1,250 documents have been uploaded into our image database. 8. The Technology Team continued to assess the equipment used by staff including computers, software, printers, scanners and audiovisual equipment to ensure that operational needs were met. The team has developed an initial list of projects that will enhance customer service, staff efficiency and internal and external communications. Projects include making data available to inspectors while in the field, linkages to historical documents where identifying parcel numbers have changed, new types of on- line permit applications, and review of business processes and procedures. This list will be enhanced or modified to address changing needs and goals of the department. Community Development Department Page 4 of 24 Accomplishments 2011 April 9, 2012 CODE ENFORCEMENT The Code Enforcement (CE) program consists of two Code Enforcement Technicians (1.6 FTE in 2011) plus volunteers, supported by a Law Enforcement Technician from the Sheriffs Department, management and the operating divisions. Code Enforcement is responsible for investigating code violation complaints with the overriding goal of achieving voluntary compliance. If necessary, Code Enforcement may issue citations for prosecution in circuit court. 2011 Code Enforcement Activity Report CASE TYPE NUMBER OPENED NUMBER CLOSED AVERAGE DAY TURNAROUND' Building 43 54 80 Environmental Soils 37 27 110 River 2 3 1 Planning 57 59 88 Lighting 1 1 60 Solid Waste 48 53 99 Total 188 197 93 'Code Enforcement case opened and closed in 2u11calendar year Maintained affiliation with Oregon Code networking and exchanging information to practices. Attended local OCEA conference and Foreclosure Properties. Enforcement Association (OCEA), improve operational procedures and on Code Enforcement on Distressed 2. Achieved an 85% voluntary compliance rate for cases resolved in Year 2011. 3. Fully implemented Senate Bill (SB) 915, via a change to County code and enforcement procedural changes. SB 915 set parameters for assessment of monetary penalty for building code violations by requiring that property owners appear before an administrative hearings officer, as opposed to Circuit Court. 4. Implemented a code enforcement volunteer program. Volunteers (two) assist staff in the area of proactive code enforcement. Work performed by volunteers directly enhances code enforcement program productivity and efficiency. Community Development Department Page 5 of 24 Accomplishments 2011 April 9, 2012 GEOGRAPHIC INFORMATION SYSTEMS (GIS) In addition to supporting mapping and geographical analysis needs of each of the operating divisions, the GIS Analyst/Programmer is responsible for the development and maintenance of the County digital spatial database and for providing state-of-the-art mapping and data services to local governments, citizens, and businesses. In addition, the GIS Analyst/Programmer assists with the maintenance and technical support of the CDD website. GIS PROJECTS 1. Continued to train employees and customers, both individually and in groups on the expanded use of the Local Area Virtual Atlas (LAVA) and Community Development's Online Mapping (CDMap) applications. 2. Provided exemplary customer service to both internal and external customers. Internal customers received assistance and guidance with regard to in house computers and peripherals. External customers received quality and professional services for their GIS related requests. 3. Worked with the Long Range Planning Division to complete all mapping and statistical analysis related to the Comprehensive Plan and South County Plan. 4. Contributed to development of the Land Information System (DIAL 2) currently being developed within the Information Technology Department. Attended bi-weekly meetings and provided data, design criteria and feedback to DIAL 2 development team. 5. Provided technical support, statistical analysis and mapping support for South Deschutes County Local Wetland Inventory. Worked with Oregon Department of State Lands and ESA Adolfson, the wetland consultant, to identify and map wetlands within the South Deschutes County region. 6. Updated Deschutes County's online mapping applications to display the South Deschutes County Local Wetland Inventory, correct graphing errors and modified printable maps and reports. 7. Continued to maintain the zoning layers, including updates and changes, for each of the incorporated cities within Deschutes County. 8. Continued to work with the Senior Transportation Planner to update the Transportation System Plan. Created maps and exhibits for Transportation System Plan meetings, public hearings and final publication document. 9. Updated and maintained the GIS Metadata, a summary for all GIS data maintained by CDD for the County GIS program. 10. Continued to help manage and coordinate CDD's technology acquisition and asset inventory. 11. Assisted with the successful conversion of CDD's web site to Kentico CMS. Community Development Department Page 6 of 24 Accomplishments 2011 April 9, 2012 12. Continued to provide GIS support of the South County High Groundwater Work Program. Compiled data, reports, maps, and technical analysis for the Environmental Soils Division and the Department of Environmental Quality in support of achieving a sustainable solution to the public health hazard in both Deschutes and Klamath Counties. 13. Provided mapping and technical support to Economic Development for Central Oregon (EDCO) and La Pine Industrial Group for the La Pine Industrial Park. Created maps for brochures and packets to help market and advertise the Industrial Park. 14. Assisted the Long Range Planning Division with mapping support and statistical analysis for the Regional Economic Opportunity Analysis (REOA). 15. Supported Upper Deschutes River Coalition (UDRC) with database development used for landowner and member/stakeholder notification purposes. Community Development Department Page 7 of 24 Accomplishments 2011 April 9, 2012 BUILDING SAFETY The Building Official, David Pedersen, 7 Building Safety Inspectors, and support staff provide construction plan review, consultation and inspection to assure compliance with national and State Building Specialty 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 services to the City of Redmond through a contract and provides various services to Lake, Jefferson, Crook and Hamey Counties, the City of Bend and the State of Oregon Building Codes Division on an "as needed" basis. The goal to reorganize the Plan Review procedure has been successful. Inspection and Plan Review turnaround times have been met. The residential Plan Review timeframe actually saw a reduction in review time from last year. The use of field staff on an as- needed basis to perform residential reviews has been accomplished without forfeiting efficiency in either the review process or the inspection activity. Multiple field staff are now well versed in the administrative procedures required to accomplish Plan Review. 2. Field inspection response time of 24 hours has been maintained. 3. Monthly meetings with the Central Oregon Builders Association (COBA) have continued and participation in other events with COBA has worked to maintain an effective and open process. The Building Safety Division will continue to participate in regular monthly meetings with COBA. 4. A review of the process for granting agricultural exemptions to structural permits has developed a more concise method of permitting that has reduced the number of structures that would eventually be entered into the Code Enforcement process. This process will continue to be ongoing to ensure that the approvals given are consistently in-line with statutory intent. 5. Steps have been implemented to assure smooth application processing for new commercial buildings that include enhanced use of electronic plan submittals and a process for accepting sealed documents electronically. 6. Each permit extension request will continue to be reviewed for the purpose of determining the most efficient means of maintaining the permit status or moving to a level where actual inspections can be performed to legally close and archive old permits. 7. The Building Safety Division website is being monitored on a regular basis and substantial changes and improvements have been implemented that help the site continue to offer up-to-date information. 8. The Building Safety Division is actively and productively using existing Intergovernmental Agreements to provide timely customer service while pursuing additional agreements. The IGA program will continue to be used to maintain prompt inspection response time to those counties and cities within this partnership. Community Development Department Page 8 of 24 Accomplishments 2011 April 9, 2012 9. The Building Safety Division has successfully organized and produced critical State mandated training events for all of the Division personnel from jurisdictions throughout the State. This was accomplished through the cooperation of the Central Oregon Chapter of the International Code Conference. Successful attendance at these events is mandatory to maintain active Inspector certifications. 10. Enhanced participation in the land use process by Division staff has developed freer and more consistent lines of communication. Improvements have been made to the ACCUTERM program that allows comprehensive and automatic notification to all Divisions and personnel involved in sewer and septic issues. 11. Satellite office personnel continue to maintain a presence in Redmond and La Pine which offers a good alternative to customers who would otherwise be travelling to Bend. 12. The Building Safety Division continues to provide information to customers on energy efficiency improvements that customers can incorporate into their construction plans. This program is a two-year grant through the Department of Energy, ending in the Fall, 2012. 13. Continue to work with the Environmental Soils Division to investigate the possibility of developing a grading ordinance. 14. Updated Title 15 to include the most up-to-date versions of specialty codes, as well as the Fire and Dangerous Building Codes. 15. Worked with the Code Enforcement Division to establish an administrative hearing process for violations of the Building Code, mandated by Senate Bill (SB) 960. 16. Established a new Intergovernmental Agreement with Harney County for provision of Building plan review and inspection services. Community Development Department Page 9 of 24 Accomplishments 2011 April 9, 2012 ENVIRONMENTAL SOILS Provide and promote protection of Public Health and the Environment through education, consultation, and regulation. The Environmental Soils Division (ES) provides site evaluation, permitting, plan review, consultation and inspection of on-site wastewater treatment and soil dispersal systems. ES also inspects sewage pumper trucks, reports on condition of existing wastewater systems, maintains an Operation and Maintenance tracking system, provides the public with information on wastewater treatment systems and regulations and investigates sewage hazards. In addition, ES is engaged with the Department of Environmental Quality (DEQ) in the proactive pursuit of protection of the groundwater in southern Deschutes County. Environmental Soils staff consists of one permanent staff, Environmental Health Specialist (EHS), with assistance from one on-call EHS position. 1. Maintained or exceeded service level goals and permit application turn around times with limited staffing levels. 2. Coordinated with the Environmental Health Division in the County Health Department on a variety of public health issues associated with on-site wastewater treatment systems and water quality. 3. Continued to assist the Department of Environmental Quality (DEQ) in protection of groundwater quality in southern Deschutes County. 4. Communicated with permit techs regarding changes for South County groundwater permitting requirements. 5 Attached permit packet information to permits to provide guidance on the automated inspection request system and the inspection process for specific permits. 6. Certificates of Satisfactory Completion forms for Alternative Treatment Technology (ATT) systems have information regarding operation and maintenance requirements. 7. Authorization Notice application form has been updated for ease of use. 8. Letter and report templates have been and are being updated to provide clear and concise information. 9. Improved coordination and communication with local DEQ staff regarding special problem sites and creative solutions. Community Development Department Page 10 of 24 Accomplishments 2011 April 9, 2012 ON-SITE WASTEWATER TREATMENT 1. Assessed 72 sites for feasibility for on-site wastewater treatment and dispersal systems. 2. Issued 692 permits and authorizations for new and existing on-site treatment and dispersal systems, up 2.7% from 2010. 3. Performed over 700 site visits and inspections to ensure proper siting, condition, installation or abandonment of on-site wastewater treatment and dispersal systems. 4. Obtained at least 94% compliance with the ongoing billing and reporting for the DEQ required operation and maintenance program for ATT systems. Current economic conditions have exposed unforeseen difficulties with this program because of foreclosures and abandoned properties. 5. Replaced approximately 60 old leaky steel septic tanks within the groundwater protection area in South County. GROUNDWATER PROTECTION PROGRAM FOR SOUTH DESCHUTES COUNTY 1. Attended DEQ's South Deschutes/North Klamath Groundwater Protection Project steering committee meetings. 2. Assisted DEQ staff with materials for the steering committee including maps (GIS) and reports. 3. Participated in the drinking water well resampling with DEQ to compare to data from previous samplings in 1999 and 2000. 4. With the repeal of the interim ordinance (2008-019) requiring nitrogen-reducing systems, coordinated with DEQ on when, where and what type of protective onsite wastewater systems were necessary to protect long-term beneficial uses of public waters in South Deschutes County. 5. Upgraded 19 conventional septic systems with Nitrogen-reducing Systems. 6. Permitted and inspected 3 nitrogen-reducing ATT systems serving new construction. Including both upgraded existing systems and new construction, a total of 118 nitrogen- reducing ATT systems now serve residences in South County. Financial Assistance Programs: 1. Deschutes County/Neighborimpact Loan Partnership Program: Neighborlmpact provided four deferred payment loans to assist property owners that upgraded their conventional on-site wastewater systems to a nitrogen reducing system. This program is a loan program for South County residents classified as high risk due to high loan to value ratios or because of late mortgage payments and represents, in many cases, the only means of financial assistance available to these residents. Community Development Department Page 11 of 24 Accomplishments 2011 April 9, 2012 a. Amended Neighborimpact contract to continue to provide financial assistance with the rapidly changing economic conditions. b. Coordinated with new Neighborimpact staff regarding the loan partnership program. 2. Nitrogen-Reducing System Rebate Program: Provided 17 property owners in South Deschutes County with rebates of $3,750 per property for upgrading conventional on-site systems to nitrogen reducing pollution reduction systems. This program represents an interim replacement for Pollution Reduction Credits (PRC) payments from New Neighborhood developers, who have generally suspended development due to market conditions. OTHER PROGRAMS Participated in the City of Bend's Stormwater Quality Advisory Group and provided comment to the City's new stormwater ordinance. 2. Participated in the pending abandonment or abandonment and replacement of at least three (3) unregistered sewage drillholes within the City of Bend and other areas of Deschutes County. 3. Met with the City of Bend and ODOT regarding wastewater solutions and impacts in the Pinebrook neighborhood in Bend with the Murphy Crossing Project. Community Development Department Page 12 of 24 Accomplishments 2011 April 9, 2012 PLANNING PROVIDING COURTEOUS, TIMELY, AND PROFESSIONAL LAND USE PLANNING SERVICES THROUGH INNOVATIVE, COST-EFFECTIVE, AND COMMUNITY-BASED SOLUTIONS. The Planning Division consists of 9 employees under the supervision of the Planning Director, Nick Lelack. Current Planning includes a Principal Planner, 2 Senior Planners, and an Associate Planner. Current Planning handles individual land use applications, zoning review, sign-off for building and septic permits and information to the public on all land use related issues. It is also responsible for all addressing and road naming in the rural County. Long Range Planning includes a Principal Planner, 2 Senior Planners, and an Administrative Secretary, whose time is evenly split between both planning sections. 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 land use planning projects. CURRENT PLANNING Current Planning received 385 land use applications in the year 2011. This compares with 466 applications for the year 2010, a 17% decrease, and 685 in 2009. 2. There were 2 appeals filed in the year 2011. This compares with 7 appeals in the year 2010, a 71% decrease, and 10 appeals in 2009. 3. There were 30 applications reviewed by the County hearings officers in the year 2011. This compares with 15 in 2010 and 41 in 2009. One decision was appealed to the Board of County Commissioners in 2011. This compares with 3 appeals in 2010, a 66% decrease, and 7 appeals in 2009. 4. There were 4 appeals to the Land Use Board of Appeals (LUBA) in 2011. This compares with 4 appeals to LUBA in 2010 and 4 appeals in 2009. 5. Current Planners met with 1,472 customers in 2011. This compares with 1,718 customers in 2010, a 14% decrease, and 2,118 customers in 2009. 6. Received and processed all land use applications for the City of La Pine in accordance with the Intergovernmental Agreement. 7. Updated/created a full complement of standardized land use decision templates for the most common applications. 8. Created electronic folders containing all land use decisions and agreements for Goal 8 destination resorts and for Aspen Lakes. Community Development Department Page 13 of 24 Accomplishments 2011 April 9, 2012 LONG RANGE PLANNING PLANNING COMMISSION AND CITIZEN INVOLVEMENT PLANNING COMMISSION: 1. Reviewed and made recommendations on the 2010-2011 Community Development Work Plan. 2. Planning Commission recommendations were made to the Board of County Commissioners on the following text and plan amendments and other items: • Action Plan to Implement Comprehensive Plan (ongoing) • Commercial Events on Farmland • Comprehensive Plan Update • Correct Errors, Omissions and Inconsistencies Relating to Design and Construction Standards in the County's Subdivision & Partition Ordinance • Small Wind Energy Systems • Deschutes Junction Transportation and Land Use Policies • Destination Resort Map Amendment • Development Approval Extensions • Fiscal Year 2011-2012 Planning Division Work Plan • Historical Preservation and Historical Landmarks Commission, Reconfiguring Membership • Regional Economic Opportunity Analysis • South County Local Wetland Inventory • South County Plan Draft Scope of Work • Transportation System Plan Update 3. Prepared an annual Community Involvement Report for the State Citizen Involvement Advisory Committee. 4. Participated in a joint work session in October with the Board of County Commissioners (Board) to discuss Commercial Event Venue Text Amendments and other land use issues. STAFF: 1. Assured meeting materials are available for easy access by the public on the CDD website. 2. Maintained a web page for pending code amendments for easy access by the public. 3. Monitored and reported on the progress of legislative concepts including destination resorts and commercial uses on agricultural lands. 4. Prepared press releases, notices, and website updates on controversial topics of discussion to alert the public. 5. Promoted live and archived videos of Planning Commission meetings. Community Development Department Page 14 of 24 Accomplishments 2011 Apri19, 2012 COORDINATION WITH OTHER JURISDICTIONS AND AGENCIES BEND COORDINATION AIRPORT MASTER PLAN: Staff participated on a Technical Advisory Committee for the Bend Airport Master Plan update. Attend all meetings as scheduled. 2. URBAN GROWTH BOUNDARY (UGB) EXPANSION: The Land Conservation and Development Commission issued the Remand and Partial Acknowledgment Order of the City of Bend's Urban Growth Boundary in November 2010. The Commission's order became final on Jan. 3, 2011. Staff participates in quarterly coordination meetings with the City of Bend and occasionally attends Bend's Remand Task Force meetings. LA PINE COORDINATION Served on technical advisory committee and project committee for a facility plan for US 97 in La Pine. The plan indicated location of future traffic controls, compared and contrasted signals vs. roundabouts, and included design of a raised median to provide a pedestrian refuge. REDMOND COORDINATION Attended as requested, quarterly meetings with Redmond City Council and the Board to answer questions about Regional Economic Opportunity Analysis and other relevant land use issues. SISTERS COORDINATION Attended as requested, quarterly meetings with Sisters City Council and the Board to answer questions about historic preservation, the Transportation System Plan Update, and other land use issues. Presented two work sessions in Sisters on future transportation improvements identified in the draft Transportation System Plan Update for the Sisters area. GRANTS DESCHUTES RIVER MITIGATION AND ENHANCEMENT GRANT: Completed an $88,300 grant for a South County Local Wetland Inventory. 2. OREGON WATERSHED ENHANCEMENT BOARD (OWEB) TECHNICAL ASSISTANCE GRANT: Completed a $35,440 technical assistance grant to fund a South County Local Wetlands Inventory. Community Development Department Page 15 of 24 Accomplishments 2011 April 9, 2012 3. OREGON DEPARTMENT OF TRANSPORTATION (ODOT): TRANSPORTATION GROWTH MANAGEMENT GRANT: • Completed a $100,000 grant to update the Deschutes County Transportation System Plan. 4. OREGON DEPARTMENT OF LAND CONSERVATION AND DEVELOPMENT (DLCD) TECHNICAL ASSISTANCE GRANT: • Completed a $75,500 grant to conduct a tri-county economic opportunities analysis. • Co-wrote a $35,000 grant application with Central Oregon Intergovernmental Council (COIC) to implement Phase 2 of the tri-county economic opportunities analysis. Grant awarded in October 2011, with COIC recognized as the grant administrator. • Drafted a grant application for Harney County to coordinate a regional approach to sage grouse protection. Grant award pending. 5. CERTIFIED LOCAL GOVERNMENT GRANT: • Executing a $14,500 grant to update Deschutes County Historical Preservation and Historical Landmarks Commission, perform an Intensive Level Archaeological Survey, and nominate the Deedon Homestead for the National Register. PROJECTS COMMUNITY PLANS DESCHUTES JUNCTION PLAN: 1. Planning Commission in early January deliberated and recommended the Board adopt four transportation and land use policies for Deschutes Junction. 2. The Board held hearings in March and April, and conducted first and second reading in May and June, respectively. 3. New policies became effective in September. SOUTH COUNTY PLAN SCOPE OF WORK 1. Staff drafted an eighteen month Scope of Work and public involvement plan. 2. Conducted a work session with the Board in early September. 3. Planning Commission held work session in La Pine in late September to discuss the scope of work and to take public input. 4. Planning Commission held work sessions in Bend in October. In November, at Three Rivers Elementary School, the Planning Commission recommended the Board adopt the scope of work and public involvement plan. Community Development Department Page 16 of 24 Accomplishments 2011 April 9, 2012 5. Staff attended meetings of the Upper Deschutes River Coalition and the La Pine Citizen Action Group meeting in November to summarize the scope of work and answer questions. 6. Board held a work session in December and approved an eighteen month scope of work and public involvement plan. 7. Once the Board approved the scope of work, staff contacted related agencies regarding a partnership meeting in February, issued a press release and contacted homeowner associations offering to attend their meetings to discuss the South County Plan. COMPREHENSIVE PLAN UPDATE 1. Planning Commission deliberated in mid-January and recommended Board adoption. 2. Conducted three Board work sessions in early February to prepare them for upcoming public hearing. 3. Board conducted three hearings in March and early April, located in Bend, La Pine, and Sisters. 4. Subsequently in April and May, the BOCC conducted four work sessions to review and evaluate the draft Plan, and recommend changes. 5. Board then conducted its last hearing in late May, and completed first and second reading in June and August, respectively. 6. The Comprehensive Plan Update became effective on November 9. 7. Guest speaker at the December 1 League of Women Voter meeting to discuss the Comprehensive Plan project. DESTINATION RESORT MAP AMENDMENT 1. Planning Commission conducted public hearing in January, closed the hearing and recommended Board approval. 2. LUBA affirms in early March, Deschutes County's destination resort map amendment criteria and procedures ordinance, adopted in 2010. 3. Board held a work session in April, and then conducted hearings in May, June, and September. 4. Board conducts first and second reading in October and November, respectively. 5. Coordinated with legal counsel and prepared Land Use Board of Appeal record in December. Community Development Department Page 17 of 24 Accomplishments 2011 April 9, 2012 HISTORICAL LANDMARKS COMMISSION In June, initiated Request for Proposals for an Intensive Level Archaeological for the Four Winds Foundation Property and a nomination of the Deedon Homestead Property on the National Register of Historic Places. 2. Finalized consulting contracts for the archeological survey and nomination on the National Register in October. 3. Initiated legislative amendments to restructure the number of appointed Historical Landmarks Commissioners from nine to five and granting the Board the authority to make four of those appointments. The City of Sisters appoints the fifth. The reason for the amendment stems from the Cities of Redmond, Bend and La Pine establishing their own historical landmarks commissions. 4. Conducted a work session with the Historical Landmarks Commission in October and the Planning Commission in November. Both recommended Board approval. 5. Board conducted a hearing with and initiated first reading in December. Adopted the changes in January 2012. REGIONAL ECONOMIC OPPORTUNITY ANALYSIS Coordinated with regional advisory committee and consultants to finalize a Regional Economic Opportunity Analysis (REOA). 2. Received $25,500 of additional grant funding from DLCD in February to proceed with a second phase of this project to develop an implementation program. 3. Conducted a work session with the Planning Commission in March. 4. Conducted three regional advisory committee meetings between January and June. 5. Held a work session with the Board in early May to prepare them for regional forum. 6. Deschutes County hosted a regional forum in late May with the consultant, state agencies and local government representatives to discuss the results of the REOA and implementation strategy. 7. Completed DLCD grant, totaling $75,500 in June. 8. Initiated legislative amendment to adopt REOA and several regional large-lot industrial policies into County Comprehensive Plan. 9. Presented to Central Oregon Intergovernmental Council in July and September to discuss opportunities for regional governance and status of plan amendment. 10. Presented to Oregon Business Development Commission in July in Prineville, updating them on the REOA and plan amendment. Community Development Department Page 18 of 24 Accomplishments 2011 April 9, 2012 11. Conducted a work session with the Planning Commission in July and two public hearings in August. At the second hearing in August, Planning Commission recommended Board adoption. 12. Staff presented REOA at Oregon Planning Institute in September and Oregon American Planning Association Conference in October. 13. Board conducted two work sessions and two hearings in September and October. 14. Staff presented REOA to LCDC's Local Officials Advisory Group in November. 15. Board conducts first and second reading in November. 16. Coordinated with legal counsel and prepared Land Use Board of Appeal record in December. SMALL WIND ENERGY SYSTEMS 1. Planning Commission held a hearing in January and convened a panel of renewable energy experts to provide feedback on small wind energy system text amendments. 2. Planning Commission deliberated in February recommending the Board adopt the text amendments. 3. Board held a work session in April and a public hearing in May. 4. Board held a second work session and hearing in June 5. Board conducts first and second reading in June, and second reading in July. 6. Small wind energy text amendments became effective on October 17. SOUTH COUNTY LOCAL WETLAND INVENTORY 1. Oregon Department of State Lands completed their peer review of the South County Local Wetland Inventory (LWI) in July. 2. Completed Deschutes Mitigation and Enhancement Program and Oregon Watershed Enhancement Grant totaling $123,740. 3. Initiated plan amendment, adopting the South County LWI and wetland policies into the Comprehensive Plan. 4. Planning Commission conducts a work session in August and recommends Board approval. 5. Board conducts a work session, hearing, and first and second reading in September. 6. The South County LWI became effective in September. Community Development Department Page 19 of 24 Accomplishments 2011 April 9, 2012 TRANSPORTATION PLANNING TRANSPORTATION SYSTEM PLAN UPDATE: • Coordinated with website coordinator on maintaining the CDD website related to long range planning and transportation planning issues. • Completed a $100,000 grant from ODOT/DLCD to update Transportation System Plan (TSP). • Initiated legislative amendments to the Transportation System Plan. • Regularly updated the Planning Commission and the Board about the status of the TSP project. • Conducted open houses on June 6-15 in Bend La Pine, Sisters, and Terrebonne. • Conducted sessions in October with the Planning Commission and Sisters community to discuss the TSP project and proposed carry-over policy from the current TSP to install passing lanes and eventually 4-lanes on US Highway 20 between Black Butte Ranch and the City of Sisters over the 20-year planning period; • Updated the Board at a work session in October; and, • Coordinated and presented at a total of three Planning Commission hearings in October (Bend), November (South County), and December (Sisters). • Provided guidance to City of Redmond regarding City's proposal to add 19th Street and SW Helmholtz extensions to Quarry Road/97 into the County's TSP. This required several committee meetings with County Road Department, ODOT, DLCD, and City of Redmond. 2. ROAD FUNDING STUDY COMMITTEE (COUNTY) Joined Road Department at a work session with the Board in June to discuss how to fund County maintenance of roads in an era of shrinking revenues and rising costs. 3. OREGON DEPARTMENT OF TRANSPORTATION COORDINATION: Joined ODOT and Road Department staff at work session in August with the Board regarding ODOT's long-term plans for US 20 in Tumalo based on several years of community input and project team development. Assisted the Board in preparing the Board's comment on ODOT's "Draft Environmental Impact Statement for US 97 Bend North Corridor Project." Attended a November hearing held by Oregon State Parks regarding the proposed Twin Bridges State Scenic Bike Route. Community Development Department Page 20 of 24 Accomplishments 2011 April 9, 2012 At a November meeting of the Central Oregon Area Commission on Transportation, County staff, along with city and county peers, participated in a roundtable discussion with Oregon Department of Transportation (ODOT) and Department of Land Conservation and Development (DLCD) staff on proposed amendments to the Transportation Planning Rule (TPR) and Oregon Highway Plan (OHP) volume/capacity (V/C) mobility measures. 4. CURRENT PLANNING AND DEVELOPMENT REVIEW: • Support current planning by determining whether traffic studies are needed, reviewing traffic studies for methodologies and conclusion, determining if mitigation is acceptable to the County. • Calculate transportation system development charges (SDC's) for land use applications, which can often require professional judgment for land uses not found in the Institute of Traffic Engineer's (ITE) trip generation volumes. 5. OTHER TRANSPORTATION PROJECTS: • Presented the bike/pedestrian aspects of County planning at the first Tri-County Bike/Ped Summit, which was held at the Madras Aquatic Center in June. • In September, joined George Kolb, Interim Road Department Director at a work session with the Board to discuss transportation system development charges (SDC's). The policy discussion stemmed from an applicant appealing the SDC's when he transferred an existing house from just south of Redmond to a vacant lot in Terrebonne. • Participated in an October discussion at Deschutes National Forest (DNF) headquarters on the challenges and opportunities of having forest users get onto the DNF in ways other than driving alone. The DNF was awarded a federal grant to look at alternative modes. • Served on a Technical Advisory Committee for the Bend Metropolitan Organization (BMPO) and as designated alternate for Commissioner DeBone on BMPO Policy Board. • Coordinated road issues with Bureau of Land Management (BLM) and the United States Forest Service (USFS) for urban interface plans. • Worked on Destination Resort remapping to provide findings demonstrating compliance with the Transportation Planning Rule. • Provided comments to ODOT and DLCD on proposed amendments to Oregon Highway Plan (OHP) and the TPR. Community Development Department Page 21 of 24 Accomplishments 2011 April 9, 2012 OTHER 1. DESTINATION RESORT TRACKING: • Continued tracking of destination resorts to ensure they are meeting the required housing ratio. 2. 2011 HOUSING UNIT AND POPULATION QUESTIONNAIRE: • Coordinated with Assessor and County Administrative offices. • Questionnaire submitted to Portland State University in August, 2011. • Preliminary forecast announced in November, 2011. • Final forecast certified in December, 2011. 3. SAGE GROUSE: • Attended a sage grouse coordination meeting hosted by Harney County in Burns in August, with planners from Harney, Malheur, Lake and Deschutes County. • Drafted a DLCD grant application for Harney County to coordinate a regional approach to sage grouse protection. 4. HB 2229: • Submitted proposal and met with DLCD staff for Deschutes County to serve as the State's pilot project to implement HB 2229 in October. 5. BEND AIRPORT MASTER PLAN: • Participated on a Technical Advisory Committee to discuss elements of the airport master plan timelines, roles and responsibilities, and identified necessary goal exceptions related to airport expansion and relocation of Powell Butte Highway. 6. COUNTER ASSISTANCE • Assisted current planners with responding to customer questions both on the phone and at the planning counter. CODE AMENDMENTS STAFF INITIATED: 1. Comprehensive Plan Update and minor amendments to the update. 2. County Procedures Ordinance, to allow for additional extensions for certain land use permits (Title 22). 3. Deschutes Junction Transportation and Land Use Policies. 4. Destination Resort Map Amendment. Community Development Department Page 22 of 24 Accomplishments 2011 April 9, 2012 5. Distinguishing Performance Standards between County Roads and State Highways. 6. Event venues, private parks and home occupations in the Exclusive Farm Use (EFU) zone (ongoing). 7. Historical Preservation and Historical Landmarks Commission, Reconfiguring Appointments. 8. Small Wind Energy Systems Approval Criteria. 9. South County Local Wetland Inventory. 10. Regional Economic Opportunity Analysis and Large-Lot Industrial Lands Policies. 11. Traffic operational standards in subdivision/partition ordinance. 12. Transportation System Plan update (pending). 13. Subdivision/Partition Ordinance, to correct errors, omissions and inconsistencies (Title 17). APPLICANT INITIATED: 1. Amend DCC Chapter 18.108 to allow churches in the Sunriver Business Park District (ongoing). 2. UGB Amendment / Zone Change for Deschutes National Forest Office Site COMMITTEE ASSIGNMENTS 1. TRANSPORTATION RELATED COMMITTEES: • Bend Airport Master Plan Update Technical Advisory Committee • Bend Metropolitan Planning Organization Technical Advisory Committee • Central Oregon Area Commission on Transportation (COACT) Technical Advisory Committee • Central Oregon Rail Plan study group • Commute Options Working Group • Deschutes County Bicycle and Pedestrian Advisory Committee • La Pine Comprehensive Plan Technical Advisory Committee • ODOT Technical Advisory Committees o U.S. 20 in Tumalo interchange Environmental Assessment/ Environmental Impact Statement o U.S. 97 North Corridor Agency Coordination Committee o U.S. 97 North End of Bend EIS o U.S. 97 Re-Route in South Redmond o U.S. 97 Wickiup Junction interchange EA/EIS project Community Development Department Page 23 of 24 Accomplishments 2011 April 9, 2012 2. PROJECT WILDFIRE • Participated in monthly meetings as a Board appointed member • Participated in a sub-group to draft 2012 scope of work and strategic update 3. DESCHUTES RIVER MITIGATION AND ENHANCEMENT COMMITTEE • Attended quarterly meetings as Secretary • Draft quarterly minutes • Coordinate with the Board to fill vacancies 4. ASSOCIATION OF OREGON COUNTY PLANNING DIRECTORS • Served as President for organization • Participated in selected meetings 5. STATE DESTINATION RESORT WORKING GROUP • Served on this State group up until and through the 2011 Legislative Session 6. ASSOCIATION OF COUNTIES FARMLAND ACTIVITIES TASK FORCE • Served on technical committee to prepare Association of Counties Farmland Activities Task Force 7. CLIMATE CHANGE • Participated on Climate-wise Advisory Committee • Participated on State's Senate Bill 1059 Greenhouse Gas Reduction Technical Advisory Committee 8. CONFERENCE PLANNING COMMITTEES / OTHER • Served on Oregon Planning Institute Program Committee (for free conference tuition for 2011) • Served on Oregon Chapter of the American Planning Association's (OAPA) 2011 Awards Committee • Served on the Spring 2012 Bend OAPA Program Committee (ongoing) Community Development Department Page 24 of 24 Accomplishments 2011 April 9, 2012 DESCHUTES COUNTY COMMUNITY DEVELOPMENT DEPARTMENT WORK PLAN - DRAFT 2012 - 2013 The Community Development Department's mission is to facilitate orderly growth and development in the Deschutes County community through coordinated programs of Land Use Planning, Environmental Soils, Building Safety, Code Enforcement, education, and service to the public. Coordinated Services and Administration Building Safety Environmental Soils Planning JTE COORDINATED SERVICES AND { ADMINISTRATION DIVISION T>; 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. The Administrative Supervisor for Coordinated Services oversees 5 Permit Technicians who serve customers, handle phone calls and process related paperwork in support of each division. In addition, CDD has an Administrative Secretary who provides support to all divisions. CDD customer service will continue to be the highest priority in FY 2012-13. 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. An evaluation will be made of the effectiveness of the Redmond and La Pine satellite offices based on current staffing levels and operations. Specifically, we will strive to maintain our high overall customer service rating and develop a means to obtain a greater number of customer survey responses. During the construction slowdown in 2006-2010, CDD staffing levels underwent dramatic decreases. A continuing challenge in FY 2012-13 will be to manage existing staff to minimize disruption in service levels. This includes shift changes, areas of assignment and changes to assigned CDD offices. 2. Provide phone coverage Monday through Friday; returning all calls within 24 hours. 3. As the City of Redmond continues to modify its Building Permit program, we will continue to provide seamless customer service, coordinate inspection scheduling and are responsive to informational requests. 4. Evaluate the effectiveness of the permitting system and the need to enhance, modify or terminate certain features within the system to meet current needs and expectations, without adversely affecting the original data. A main focus will be to plan for eventual migration to the system purchased by the State of Oregon Building Codes Division. Staff has been participating in a quarterly focus group committee to establish a statewide standard configuration for the new software system. This ongoing participation has been extremely helpful to the state and staff when dealing with the eventual migration to a new system. Approximately 12 jurisdictions have converted to the new software with more coming online on a regular basis. Most jurisdictions have opted for the common configuration and seem very satisfied with the system and overall functionality. Staff visited Jefferson County in the fall of 2011 to view the product first hand. Jefferson County was the first County to go live and they are very pleased with the results. Lane County has just gone live with a custom configuration and staff will visit them in FY 2012-13. Community Development Department Page 2 of 21 Work Plan - 2012-2013 - DRAFT May 2, 2012 5. As part of the future migration to the new permitting software system, CDD will continue its database clean-up project. This project will identify permits, scanned documents, land use actions and code enforcement cases on deleted tax account numbers and migrate them to the new tax account number. This will streamline the data conversion process that will be necessary to migrate to new software, plus keeps our records current and readily available. Staff will continue to work on updating the address database. This project involves correcting existing addresses, as well as creating addresses for properties that have had permits issued, but no address formally assigned. Since addresses are used by multiple agencies, it is very important to keep this information accurate and up-to-date. 6. Another project that staff will begin working on in FY 2012-13, will be documenting the work flows for different types of permits and projects. This will help with the design of the work flows once we start the conversion process to Accela Automation. This is a key element when designing our new system. 7. Staff will also take the necessary classes and training to learn Crystal Reports. Crystal Reports is the reporting software used by Accela Automation and selected staff will need at least a good working knowledge of this product in order to understand and help design reports during the software conversion process. 8. Staff will assess the usage of the current online permitting system and evaluate ways to improve the usage. Electrical, mechanical, plumbing and septic repair permits are currently available for purchase online for contractors. This is a time saving convenience for the customers that utilize this service and would like to encourage more contractors to use it. 9. Assist County Administration in the processing of Liquor License Applications to determine whether there are any existing Building Safety, Planning, Environmental Soils (septic), or Code Enforcement issues, which could preempt applicants from qualifying for licensure. 10. Participate on the County Campus Safety Committee, while maintaining a CDD safety team to conduct quarterly inspections and the annual fire drill. Continue to work with Risk Management and other Departments as appropriate to ensure the safety of staff and visitors. The Department is committed to maintaining an exemplary safety record while complying with all applicable Occupational Safety and Health Administration (OSHA) regulations. The Code Enforcement program consists of two Code Enforcement Technicians (1.6 FTE) plus volunteers, working in coordination with law enforcement personnel from the Sheriffs 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, on-site septic systems and solid waste codes, with the overriding goal of achieving voluntary compliance. (Proposed Budget $228.531) Community Development Department Page 3 of 21 Work Plan - 2012-2013 - DRAFT May 2, 2012 Ongoing: Continue proactive Code Enforcement effort in investigation of illegal second dwellings, review of temporary use permits, and replacement dwelling follow-up. 2. Continue to establish a relationship between CDD Code Enforcement and rural subdivision homeowners associations. Code Enforcement Technicians make themselves available to speak at stakeholder meetings to share Deschutes County Code Enforcement information and operating procedures. 3. Participate in land use text amendment process by providing information and insight to ensure code enforceability. An example is the proposed text amendment to allow limited commercial events on rural farmland. 4. Survey other code enforcement jurisdictions and incorporate innovative practices where appropriate. This effort includes direct involvement with the Oregon Code Enforcement Association (OCEA) conference participation and networking. 5. Administer the Code Enforcement Volunteer Program, focusing on proactive, non threatening case review. Projects (listed in Priority order, to be accomplished as time allows): In cooperation with the Building Safety Division, participate in the development of a text amendment on the County Outdoor Lighting Ordinance. The amendment will update tables to include compact florescent lighting options. 2. 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. One discussion item will be a review of the policy on accepting anonymous complaints. 3. Coordinating with the County Weeds Program Specialist and County Forester, extend proactive enforcement program focus to potentially include educational outreach on noxious weed control and defensible space on residential property. Further expand program to include periodic checks on lots sold by the county that contain non- development covenants. GEOGRAPHIC INFORMATION SYSTEMS (GIS) In addition to supporting the mapping and geographical analysis needs of each of the operating divisions, the GIS Analyst/Programmer is responsible for the development and maintenance of the County digital spatial database and for providing state-of-the-art mapping and data services to local governments, citizens, and businesses. In addition, GIS supports customer service applications. (Proposed Budget $117.560) Ongoing: Community Development Department Page 4 of 21 Work Plan - 2012-2013 - DRAFT May 2, 2012 1. Continue to 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: • Providing training and assistance for COD employees and outside groups as requested for Community Development Online Mapping Applications • Maintaining and enhancing GIS Metadata when necessary 2. Work with Information Technology Department (IT) to maintain and support the Community Development Department Online Mapping Application. 3. Continue to update, enhance, and support the department web page. 4. Provide technical support for personal computers, printers, projectors and computer systems. Oversee computer inventory and coordinate computer system and equipment upgrade plan. 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. Continue to provide support to Long Range Planning Division for the Comprehensive Plan Update and South County Plan. Assist with mapping, analysis and technical support. 7. Continue to work with the Information Technology Department (IT) in development of the county's Land Information System (DIAL 2). Provide technical support and participate on DIAL 2 application review committee. 8. Continue to assist Long Range Planning with mapping and database support for the Destination Resort Remapping Project. 9. Continue to provide GIS support of the South County Groundwater Protection Project. 10. Work with the Transportation Planner, ODOT and their Transportation Planning Analysis Unit (TPAU) in an effort to complete the update of Deschutes County's Transportation System Plan. 11. Update and enhance the Land Use Tracking System (LUTS) by incorporating and updating the spatial databases contained within LUTS. Pro'ects listed in priority order, to be accomplished as time allows) Due to the nature of constantly changing projects and timelines, the GIS division project list is continuing to evolve and typically difficult to predict in advance. 1. Create pre-printed series of maps that will be provided in PDF on the department website. Community Development Department Page 5 of 21 Work Plan - 2012-2013 - DRAFT May 2, 2012 2. Create bicycle route map/online guide. 3. Assist with creation of implementation plan for CDD's conversion from existing AccuTerm legacy software permit system to Accela Automation software permit system. 4. Create and inventory databases and maps for all surface mines in Deschutes County. Work with the Planning Division to determine which surface mines are currently active and which surface mines have been reclaimed. Determine which surface mines no longer require Surface Mining Impact Area reviews; update the Land Use Tracking System (LUTS), Geographic Information System (GIS) and Deschutes Information Access Line (DIAL) to reflect the current mining status. WEB PROJECTS* ' Note: The CDD Webmaster resigned during FY 10-11, and due to budget restraints, she was not replaced. Therefore, CDD will continue to rely on assistance from the Information Technology Department (IT) to complete the objectives outlined below. 1. Online Ecommerce Application: Develop ability to process other types of permits online such as roof replacement permits using our ecommerce application. 2. Community Development Document Retrieval Application Records / Searches: In conjunction with Information Technology (IT) staff, develop a search system to research child/parent tax lot number structure in order to retrieve data attached to cancelled tax lots. 3. Recreate and expand the information center with Sharepoint to provide a "one stop shop" for all of Community Development's data. Add interactive forms to help staff process incoming information such as: • Get Legal Program/Quickstart Program Pages • Online Address Request Form • Online Address Problems Form • Online Property Violation Report Form 4. Online Community Development Statistics Sharepoint Application: Automate monthly statistics reports in a dashboard format. This application would include dynamic charts and reports. The database needs to be updated and reorganized first. 5. Land Use History Documents Application: Automate application with Sharepoint to retrieve land use history maps and documents scanned by the Clerk's office. Community Development Department Page 6 of 21 Work Plan - 2012-2013 - DRAFT May 2, 2012 BUILDING SAFETY DIVISION p { The Building Official, David Pedersen, seven building inspectors and support staff provide construction plan review, consultation and inspection to assure compliance with national and State building specialty 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 services to the City of Redmond through a contract and provides various services to Lake, Jefferson, Crook, and Harney Counties, the City of Bend and the State of Oregon Building Codes Division on an "as needed" basis. (Proposed Budaet $964.323) Maintain field inspection turnaround time to meet goal of 24 hours, with Plan Review completion within the stated time frames of 10 days for commercial and 7 days for residential. 2. Continue to participate in regular meetings with the Central Oregon Builders Association (COBA) and maintain an excellent working relationship with that group. 3. Continue to review and refine the process for consistently determining Agricultural and Equine exemptions with the goal of all exemptions meeting the requirements of ORS 455.315. 4. Continue to refine the permit expiration rules and practices with the goal of reducing the number of dormant or abandoned open permit files. 5. Maintain existing intergovernmental agreements with other jurisdictions to offset the staffing shortages for our Building Division and other local Building Divisions. Continue to seek opportunities for new contractual relationships with other jurisdictions for contractual services or mutual aid. 6. Work to refine and expand the process to advise customers on energy efficient building materials and practices. These efforts will be conducted both at the plan review and inspection phase of development projects. Activities will be documented for reporting to the Department of Energy (DOE) as part of the Energy Efficiency and Conservation Grant requirements. 7. Work with the Planning Division to investigate the potential benefits and drawbacks of adopting a County Grading Ordinance. This will entail examining the ICC model Grading Code, along with local adaptations utilized by other jurisdictions. Present a decision framework to the Board of County Commissioners. 8. Develop and coordinate a process that will ensure that all necessary permits have been issued by the Building and Environmental Soils Divisions when inspections of wastewater sewer/septic system repairs and alterations are required. Community Development Department Page 7 of 21 Work Plan - 2012-2013 - DRAFT May 2, 2012 9. Work to develop a routine method of providing on-going technical training for residential inspectors, in addition to the State mandated Code change updates. 10. Provide an in-house electrical code cross training program to assure the remainder of the residential inspectors are certified for electrical inspections. 11. Identify potential electronic tools and enhancements to provide increased efficiencies in delivery of services. Community Development Department Page 8 of 21 Work Plan - 2012-2013 - DRAFT May 2, 2012 JT mU~ 2 ENVIRONMENTAL SOILS DIVISION Providing and promoting protection of Public Health and the Environment through education, consultation, and regulation. The Environmental Soils Division (ES) is responsible for the onsite wastewater treatment system program as the agent of the Oregon Department of Environmental Quality (DEQ). ES provides site evaluations, design review, permitting and inspection of onsite wastewater treatment and soil absorption systems. ES also inspects sewage pumper trucks, reports on the condition of existing wastewater systems, maintains an Operation and Maintenance tracking system, informs the public on wastewater treatment systems and regulations, and investigates sewage hazards. ES works with the state and other jurisdictions to promote public water and natural resource protection throughout Deschutes County. In addition, ES supports and is participating with DEQ in the proactive pursuit of groundwater protection in Southern Deschutes County. One staff Environmental Health Specialist with additional on-call help provides these services. (Proposed Budaet $159.412) Goal: Maintain service turnaround averages with priority given to the investigation and repair of failing systems. • 10 days for construction-installation permits • 20 days for authorization notices and system reports • 30 days for site evaluation reports • Two days for pre-cover inspections (DEQ rules allow up to seven days for pre-cover inspections) Objectives: Allocate staff as necessary to ensure efficient service and meet turnaround goals. 2. Develop checklists and handouts, as necessary, to help front counter permit technicians obtain complete applications and avoid follow-up requests for information. 3. Work with installers and owners to use the automated inspection request system. Goal: Improve communication with our customers, CDD staff and other County departments. Objectives: Community Development Department Page 9 of 21 Work Plan - 2012-2013 - DRAFT May 2, 2012 1. Consistently provide high quality and clear professional reports, permits and documents to applicants and the public. Update template letters as necessary. 2. Attach the standardized inspection procedures flyer with permits, and encourage the use of the automated inspection request line. 3. Develop an electronic mailing list for installers and distributors to improve information transfer and distribution. 4. Instruct installers on how to obtain a list from the CDD website of active and expired permits that identify them as the installer. This should help finalize permits and improve service. 5. Prepare and send out at least one installer newsletter each year. 6. At the time of issuance of the Certificate of Satisfactory Completion, provide information to owners regarding the Operation and Maintenance requirements for their system and rules for owners of Alternative Treatment Technologies (ATT). 7. Meet as necessary, with permit technicians and other CDD staff to ensure consistent and clear communication with customers. 8. Update the High Groundwater map for South County with the most recent information. 9. Report site evaluation denials to the County Assessor's Office. Goal: Manage the Onsite Wastewater Treatment Systems Operation and Maintenance (O & M) oversight program that is practical and effective for homeowners and maintenance service providers. 'OAR 340-71 requires ongoing maintenance contracts, service tracking and reporting for Alternative Treatment Technology (ATT) systems. Objectives: 1. Continue to refine database and office processes to efficiently track O & M activities. 2. Work with other counties and DEQ to develop a plan to ensure continued O & M compliance, time of sale transfers and enforcement of non-compliant systems as required by rule. 3. Communicate with the O & M providers to more efficiently track annual inspections, fees, ownership changes and contract extensions. 4. Support statewide efforts to improve, expand and modernize the O & M program. 5. Coordinate with CDD Code Enforcement staff regarding O&M compliance issues and promote voluntary compliance. Community Development Department Page 10 of 21 Work Plan - 2012-2013 - DRAFT May 2, 2012 Goal: Promote groundwater protection in South County. Objectives: 1. Coordinate with DEQ when protective systems are required to protect water quality. 2. Provide property owners with information regarding the DEQ approved treatment units that meet the protective requirements in South County. 3. Provide financial assistance opportunities where needed and appropriate (Nitrogen Reducing System Rebates and the Neighborlmpact Non-conforming Loan partnership). 4. Continue to apply knowledge gained during the La Pine Demonstration Project and associated scientific studies to provide cost-effective solutions on difficult sites, and promote innovation with DEQ. Goal: Assist the Department of Environmental Quality (DEQ) efforts in achieving a sustainable solution to the developing public health hazard in South County. Objectives: 1. Provide staff assistance and input associated with the Southern Deschutes/Northern Klamath (SD/NK) Groundwater Protection Steering Committee established by DEQ to investigate alternative solutions to groundwater protection. 2. As opportunities become available, work with stakeholders to assist in future sewer feasibility studies or logistical research. 3. Provide constructive input and support for creative solutions presented through the committee or other avenues. 4. At the direction of the Board of County Commissioners, assist in the implementation of DEQ and Southern Deschutes/Northern Klamath Groundwater Steering Committee recommendations. Goal: Promote other programs that affect water quality and natural resources in Deschutes County. Objectives: 1. Participate in the Department of Environmental Quality Total Maximum Daily Load (TMDL) Technical Advisory Committee for the Upper Deschutes Basin. 2. Coordinate with other agencies and jurisdictions regarding the Underground Injection Control Program (UIC), new gray water reuse rules, and storm water impacts. Community Development Department Page 11 of 21 Work Plan - 2012-2013 - DRAFT May 2, 2012 3. Promote the abandonment of sewage drill holes. 4. Assist and advise on solutions that protect both groundwater quality and surface water quality throughout Deschutes County. Long-term goals: Update County Code Chapter 13.08 to be consistent with contemporary rules and requirements. Update the DEQ contract for the Onsite Wastewater Treatment System Program to be more consistent with current rules and requirements (current contract dates from 1981). Develop and coordinate a process that will ensure that all necessary wastewater sewer/septic permits have been finalized by the Environmental Soils Division prior to final approval of building permits. Community Development Department Page 12 of 21 Work Plan - 2012-2013 - DRAFT May 2, 2012 2{ PLANNING DIVISION Providing courteous, timely, and professional land use planning services through innovative, cost-effective, and community-based solutions. The Planning Division consists of 9 employees, including the Planning Director, an Administrative Secretary, 2 Principal Planners, 4 Senior Planners, and 1 Associate Planner. The Division's work plan is organized by project or service within current and long range planning. Current Planning 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. It is also responsible for all addressing and road naming in the rural County. Long Range Planning conducts public involvement to consider land use policy, updates the County Comprehensive Plan and zoning regulations and coordinates with cities and agencies on various planning projects. Most planners perform duties in multiple areas in both current and long range. Services and projects are identified in the Work Plan as "required," "priority!' and "discretionary." A required service or project is: • Required by law; • Implements a Deschutes County Board of Commission approved fiscal year goal; and/or • Meets minimum service standards established by the Board and/or County Administration. A priority service or project is: • Dependent on resources available, but the expectation is that many, but not all projects, will be provided, pursued or completed within the work plan time frame; • An exceptional level of customer service and/or facilitated partnerships with our direct customers, the general public, or a private, non-profit or public entity; and/or, • Currently underway and is recommended to be continued and/or completed within the fiscal year. A discretionary service or project is: • Pursued and/or completed if resources are available, with the expectation that few, if any, of the items will be undertaken during the work plan time frame, but nonetheless should be considered a priority in subsequent fiscal year work plans. Funding availability, such as grants, may result in the re-prioritization of services and projects throughout the Fiscal Year by the Board of Commissioners. Annual cost estimates are provided for services and projects in parentheses. Community Development Department Page 13 of 21 Work Plan - 2012-2013 - DRAFT May 2, 2012 STAFF Required The Planning Division serves the Board of County Commissioners. It also serves as the primary staff to the following Deschutes County committees and officers, which consists of responsibilities, such as, but not limited to: preparing agendas, staff reports and meeting packets; providing technical/legal support at meetings and taking minutes/recordings; facilitating recruitments; conducting training programs; and coordinating on various issues: 1. Planning Commission ($98,000) 2. Hearings Officers (paid for with hearings officer deposits) 3. Historic Landmarks Commission ($3,960) 4. Bicycle and Pedestrian Advisory Committee 3 100 CURRENT PLANNING (Proposed Budget $641,136 for all required and priority services) Required Meet 150-day time limits for processing all current planning applications, and the 120- day time limit for applications in the City of La Pine under an Intergovernmental Agreement. 2. Counter duty, phone duty, and appointments. Counter planner available 8 a.m. to 5 p.m., Monday through Friday, Wednesday (9 a.m. to 5 p.m.). Provide for customer appointments with individual planners as needed. (Note: We expect about 2,000 planning customers next fiscal year.) Provide phone coverage Monday through Friday; return all calls within 24 hours. 3. Process applicant initiated code amendments to change land use regulations to fix problems, clarify regulations and allow new uses. This averages about 2-4 amendments each year. 4. Work with Code Enforcement to respond to code complaints and monitor conditions of approval for land use permits. 5. 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. 6. Provide assistance as needed to internal customers on land use matters. Priority Issue all administrative decisions for land use actions that require prior notice within 45 days of determination of complete application. Community Development Department Page 14 of 21 Work Plan - 2012-2013 - DRAFT May 2, 2012 8. 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 500 applications are expected in the next fiscal year). 9. Evaluate internal processes to streamline land use permitting. 10. Continue to improve pre-application conferences and processes to provide the best available information (e.g., applicable standards, fees, processes) to customers at the start of their projects. LONG RANGE PLANNING ECONOMIC DEVELOPMENT (Total $20,000 for all required projects/services) Required Regional Economic Opportunity Analysis (REOA) a. Re-adopt the REOA program. b. Participate in the development of Oregon Administrative Rule (OAR) making process to establish clarity and certainty for the program. C. Participate in the Central Oregon Intergovernmental Council (COIC) program to create and adopt Intergovernmental Agreements (IGA) for participating jurisdictions. d. Assist participating jurisdictions with adoption and implementation. 2. Coordinate with the City of Bend to update and adopt the Bend Airport Master Plan, and implementation recommendations. 3. Participate in the South Redmond Collaborative Work Group Process to create and/or serve developable land for employment purposes. 4. Provide staff support to the City of Sisters and Sisters Airport owners to expand the Sisters Urban Growth Boundary (UGB) to include the airport property. 5. Coordinate with the City of La Pine on development code amendments to facilitate the City's economic development objectives. 6. Support Deschutes County's Property and Facilities Department to amend the Bend Area General Plan Map designation and zone map amendment for the Demolition Landfill on the west side of Bend from Public Facilities and Surface Mining designations to mixed use zones. Community Development Department Page 15 of 21 Work Plan - 2012-2013 - DRAFT May 2, 2012 Priority 7. Initiate a text amendment to permit small destination resorts as allowed by State Law, and/or revise destination resort criteria. ($5,000) COMPREHENSIVE PLAN Required Complete and adopt a South County Plan to update, replace or supplement the Regional Problem Solving Chapter of the Comprehensive Plan. Support the Department of Environmental Quality (DEQ) led South Deschutes/North Klamath Groundwater Protection Project, and initiate implementation of recommendations in collaboration with state agencies, residents and stakeholders, and upon direction by the Board of Commissioners. ($60,000) 2. Develop and initiate a work program to: a. Implement the Big Look Task Force recommendations in House Bill (HB) 2229, including Section 36, if authorized by the Land Conservation and Development Commission (LCDC) in coordination with the Department of Land Conservation and Development (DLCD); and (est. $40.000 for phase 1 - pilot project), b. Create a Non-Resource Lands program. The program would be comprised of criteria, procedures and a new Comprehensive Plan Map designation for areas with exceedingly low capacity to be managed for commercial agricultural and forestry activities that do not deserve to be protected for resource (farm or forest) uses, but do not qualify for an exception to the applicable statewide planning goals and implementing administrative rules. Eligible property owners would then be able to utilize this new program to change the designation of their lands to a new Non Resource Lands designation. ($80.000-$100.000) Priority 3. Establish tracking and reporting systems, including annual updates to the Planning Commission and Board of Commissioners, on implementing and identifying necessary updates to the: Comprehensive Plan and Action Plan, community plans, and destination resorts. ($2,000) 4. Initiate a Deschutes Junction Master Plan process. Seek funding by the Transportation and Growth Management (TGM) Program or other applicable funding sources. ($75,000) Discretionary 5. Develop a work program to update Goal 5 inventory of natural and cultural resources. (Scope of Work: $5,000: project costs depend on the approved Scope of Work) 6. Develop a Deschutes River Woods Community Plan. ($35,000) Community Development Department Page 16 of 21 Work Plan - 2012-2013 - DRAFT May 2, 2012 7. Develop and initiate a work program to review and update the Exclusive Farm Use (EFU) Horse Ridge Subzone, including provisions for non-farm dwellings. ($10,000 8. Develop and initiate a work program to review and update, if allowed by state law and/or LCDC, to establish a regional definition of agricultural lands and apply the definitions. ($500,000). CODE AMENDMENTS Required Process applicant-initiated code amendments. 2. Evaluate Deschutes County Code sections: (1) 18.04 Definitions of Agri-Tourism and Commercial Event or Activity; (2) 18.16.038(B) Winery standards; and (3) 18.16.042 Agri-Tourism and other Commercial Events or Activities Limited Use Permit, adopted by Ordinance 2012-004. Provide a report summarizing the evaluation to the Board of Commissioners and Planning Commission (Fall 2013). ($3,000) Priority 3. Initiate a text amendment to establish a new stand alone section for traffic studies and update provisions as necessary (remove from the subdivision standards). ($3,000) 4. Initiate a text amendment to prohibit the issuance of land use and building permits if a property has a pending code violation or is in violation with conditions of approval from a prior land use decision. ($3,500) Discretionary 5. Initiate a text amendment to address medical hardship dwellings and building height measurement methods for consistency with the Building Code. ($3,000) 6. Initiate adult entertainment and adult-oriented business code amendment, to create clear and objective standards that are content neutral and do not restrict free expression, to separate such uses from religious and educational uses. Adult entertainment and adult- oriented businesses would exhibit the same high standards of site planning and landscape management zone requirements as all commercial or industrial developments. ($10,000) 7. Initiate a text amendment to update wildfire protection standards. ($10,000) 8. Develop an overlay zone for property owned and/or utilized by the Oregon Military Department to protect the military site and neighboring properties from noise and land use conflicts. ($3,000) 9. Work with the Building Division to investigate the potential benefits and drawbacks of adopting a County Grading Ordinance, and assist in the process to develop and adopt such an ordinance if directed by the Board of Commissioners. ($5,000 Community Development Department Page 17 of 21 Work Plan - 2012-2013 - DRAFT May 2, 2012 TRANSPORTATION (Total for all required projects/services and committees: $50,000) Required 1. Provide staff support for a City of Redmond initiated amendment to the Deschutes County Transportation System Plan to extend 19th Street from south Redmond to the planned Quarry Ave. Interchange on US Highway 97. 2. Provide comments and expertise to current planning staff on land use applications, and calculate System Development Charges (SDC's) as part of land use application review process or upon request. 3. Participate in the annual County Capital Improvement Plan (CIP) process. 4. Update SDC's with applicable policy changes with Road Department Director and SDC committee. 5. Update the Deschutes County Bicycle Guide on Deschutes County web page. 6. Apply for grants for enhanced bicycle and pedestrian facilities in coordination with the Bicycle and Pedestrian Advisory Committee. Participate in Oregon Department of Transportation (ODOT) funded refinement planning projects. Discretionary 8. Coordinate road issues with Bureau of Land Management (BLM) and the United States Forest Service (USFS) for urban interface plans. Bend Metropolitan Planning Organization Technical Advisory Committee 2. Central Oregon Area Commission on Transportation (COACT) Technical Advisory Committee JAC) 3. Highway 97 Project Technical Advisory Committee 4. La Pine Transportation Planning Committees 5. Bend Airport Master Plan Update Technical Advisory Committee 6. Wickiup Junction/97 Technical Advisory Committee 7. US 20 in Tumalo Project Technical Advisory Committee 8. Deschutes County Bicycle and Pedestrian Advisory Committee 9. Participate in the Deschutes National Forest Transit Study Steering Committee. Community Development Department Page 18 of 21 Work Plan -2012-2013 - DRAFT May 2, 2012 NATURAL RESOURCES Required Participate in State and Federal efforts to address the potential listing of sage grouse and the spotted frog as Endangered Species. ($2,500) 2. Monitor and participate in a State-led process to address the effects of the U.S. District Court decisions related to the ESA, which may result in federal agencies placing the burden of ESA compliance on local jurisdictions and have a major impact on local development permit applications in floodplains. (TBD based on State-led process outcomes 3. Coordinate with the County Forester, Oregon Department of Fish and Wildlife, Oregon Department of State Lands, Oregon Department of Forestry, Oregon State Parks and Recreation Department, and environmental non-government organizations to discuss wildland urban interface issues near wetland and riparian areas. Many areas of the unincorporated county have community wildfire protection plans or state legislation (Senate Bill 360) that give homeowners a framework for minimizing their wildfire risk in wildland urban interface areas. TBD 4. Resolve conflicts between County land use requirements for preservation of vegetation in wetland and riparian areas and goal of fuel reduction to prevent wildfire risk. Develop riparian/wetland treatment techniques so they jointly address the fuel load and riparian restoration/enhancement. (TBD) 5. Continue coordinating 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. TBD 6. Continue to pursue opportunities for wetland grant funding for restoring/enhancing wetlands. Prepare and administer grants as needed. T( BD) PUBLIC INVOLVEMENT Required Complete and submit the Annual Community Involvement Report to the State Citizen Involvement Advisory Committee. 250 2. Update and maintain CDD web sites to provide timely and easily accessible information on specific planning-related programs and opportunities for public participation. ($2,500) Priority 3. Use and expand social media opportunities to increase public involvement and awareness of planning projects. ($2,000) Community Development Department Page 19 of 21 Work Plan - 2012-2013 - DRAFT May 2, 2012 HISTORIC PRESERVATION Required Apply for and administer Certified Local Government (CLG) grants for historic preservation projects. ($3,750) Priority 2. Coordinate with the Historic Preservation League of Oregon (HPLO) to address the future of the Petersen Rock Garden, which was listed by the HPLO as one of Oregon's Most Endangered places in May 2011 due to its historic significance and the threat of long-term deterioration. 500 3. Promote Historic Preservation Month (May) T( BD) COORDINATION 1 COMMITTEES (Total for all coordination activities / committees $12.000) ORS 195.025, Regional Coordination of Planning Activities, requires each county to coordinate all planning activities affecting land uses within the county, including planning activities of the county, cities, special districts and state agencies, to assure an integrated comprehensive plan for the entire area of the County. This section lists specific coordination projects and committees anticipated to require County resources, but not the full range of ongoing coordination activities in which County planning staff participates. Deschutes County's coordination on these projects will depend on the resources available and the completion of County priority projects. BEND Coordinate with the City to address the Urban Growth Boundary Amendment remand, including attending UGB Remand Task Force meetings. LA PINE PARKS AND RECREATION DISTRICT 2. Coordinate on the BLM land transfer for the rodeo grounds. 3. Coordinate on land use and environmental health issues associated with parks facilities at Rosland Campground. REDMOND 4. Participate in City's Southwest Area Plan process for properties outside the UGB and inside the Urban Reserve near Ridgeview High School. LA PINE 5. Transition all planning services to the City upon the State's acknowledgement of the La Pine land use code. Community Development Department Page 20 of 21 Work Plan - 2012-2013 - DRAFT May 2, 2012 6. Coordinate on the BLM land transfer for the sewer expansion property. UNINCORPORATED AREAS 7. Participate in the process to develop solutions for safe access to the Deschutes River at or near Harper Bridge. LOCAUSTATEWIDE COMMITTEES 8. Association of Oregon County Planning Directors 9. Deschutes River Mitigation and Enhancement Committee 10. Project Wildfire 11. Planning representative on regional water planning discussions, headed by irrigation districts, Central Oregon Intergovernmental Council, Oregon Consensus and others ONGOING PROJECTS (Varies depending on LUBA appeals and involvement in #31 1. Portland State University, Population Research Center, 2010 Housing Unit and Population Questionnaire • Coordinate with Assessor and Administration Offices • Submit questionnaire to Portland State University in Fall, 2012 2. US Census • Assist GIS staff regarding the Local Update of Census Addressing and annual annexation updates in Deschutes County. 3. Oregon Legislature / LCDC / DLCD • Participate in and monitor annual Legislative sessions, committees and work groups to amend state planning law, and keep the Board of Commissioners, Planning Commission, staff and the public informed and engaged of such activities. 4. Land Use Board of Appeals (LUBA) • Prepare for and respond to Land Use Board of Appeals (LUBA) cases related to Deschutes County. Addressing LUBA cases may impact current and/or long range work plan items depending on the number and type of cases requiring staff resources. Community Development Department Page 21 of 21 Work Plan - 2012-2013 - DRAFT May 2, 2012 Community Development Department Planning Division Building Safety Division Environmental Soils Division 117 NW Lafayette Avenue Bend Oregon 97701-1925 (541)388-6575 FAX (541)385-1764 http://www.co.deschutes.or.us/cdd/ MEMORANDUM To: Board of County Commissioners From: Nick Lelack, AICP, Planning Director Date: May 3, 2012 Re: Historic Landmarks Commission Appointment BACKGROUND & SUMMARY On Tuesday, May 1, recently appointed Deschutes County Historic Landmarks Commissioner (HLC) Dr. H. Delight Stone, an archeologist, resigned due to a family emergency. She expressed her deep regrets. The panel that interviewed and recommended a slate of HLC candidates to the Board in March recommends the Board appoint Ex-Officio member Christine Horting-Jones to fill Dr. Stone's position. The reason is that Ex-Officio member Horting-Jones is also an archeologist, and this expertise is important for a voting member given the types of projects likely to be reviewed by the HLC. The panel consists of Commissioner Alan Unger, Bend Landmarks Commission Chair Heidi Slaybaugh, and Planning Director Nick Lelack. If the Board supports the panel's recommendation, the HLC would be comprised of 1. Bill Olsen, Pioneer Association April 1, 2012 - March 31, 2014 2. Dennis Smidling, City of Sisters April 1, 2012 - March 31, 2016 3. Sharon Leighty, Unincorporated April 1, 2012 - March 31, 2014 4. Christine Horting-Jones, Unincorporated April 1, 2012 - March 31, 2016 5. Broc Stenman, Unincorporated April 1, 2012 - March 31, 2016 6. Ray Solley, Ex-Officio April 1, 2012 - March 31, 2016 7. Rachel Stemach, Ex-Officio April 1, 2012 - March 31, 2016 8. Kelly Madden, Ex-Officio April 1, 2012 - March 31, 2016 BOARD APPOINTMENTS / OPTIONS The Board may make appointments to a commission at any public meeting by a motion and approval by the majority of commissioners. The Board may appoint Ex-Officio member Horting- Jones, another Ex-Officio member, or another person to fill this vacancy. Quality Services Performed with Pride