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2014-84-Minutes for Meeting January 29,2014 Recorded 2/24/2014
DESCHUTES COUNTY OFFICIAL RECORDS �d 2014.84 NANCY BLANKENSHIP, COUNTY CLERK �I COMMISSIONERS' JOURNAL 02/24/2014 09;28'06 AM 1UIl1lIIlIIIlIlIllIII III 1 -84 Do not remove this page from original document. Deschutes County Clerk Certificate Page 0 Iry m ES GJ A14-7-0./ Deschutes County Board of Commissioners 1300 NW Wall St., Suite 200, Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org MINUTES OF WORK SESSION DESCHUTES COUNTY BOARD OF COMMISSIONERS WEDNESDAY, JANUARY 29, 2014 Present were Commissioners Tammy Baney, Anthony DeBone and Alan Unger; County Administrator Tom Anderson; Deputy County Administrator Erik Kropp; and,for a portion of the meeting, Hillary Saraceno, Health Services; Ken Hales and Deevy Holcomb, Community Corrections; Chris Doty, Road Department; Nick Lelack and Cynthia Smidt, Community Development; Capt. Erik Utter and Lt. Deron McMasters, Sheriff's Office; Laurie Craghead, County Counsel; Anna Johnson, Communications; Judith Ure, Administration; and Elon Glucklich of The Bulletin. Chair Baney opened the meeting at 1:30 p.m. 1. Briefing/Update on "Trip 97". Tom Anderson said that each group involved in this process would tailor a presentation to its own audience. Chris Doty said this Board has been very supportive. They will take this to a more extended list of stakeholders soon. The concept is that current practice results in projects that are large scale and not affordable. They cannot build their way out of congestion. The volume to capacity ratio comes into play. Projects must be reasonably likely to be funded, but few agencies have the resources to do this. The Transportation Planning Rule (TRP) often conflicts with land use and employment growth. There have been many opportunities lost due to the time and constraints involved. The idea is that perhaps the rules being used now are not a solution. They need a balance between land use, congestion, and mobility goals. Often this speaks to peak demand hours, which is not the norm, but is supposed to lead to reserve capacity years later. Minutes of Board of Commissioners' Work Session Wednesday, January 29, 2014 Page 1 of 13 Chair Baney asked how the standard and targets are factored when adjustments are made. Mr. Doty said that some of the shifts being made would accommodate more. They are looking at a system approach versus location-by- location improvements. Commissioner Unger said this is tripped when there is a zoning change, but does this come into play for increased development in an already rezoned area. Mr. Doty said these are separate concerns. In addition to considering capacity, hey have to expand performance metrics to take into account safety reliability, redundancy, environment, other modes of transportation, and economic development. They have to decide on the best value for the corridor rather than focusing on one particular area. Funding has to be obtained from different sources and pooled resources. There will be specific Trip 97 partners on the corridor, from La Pine through Madras, about 80 miles. It would be a partnership that will decide on the best investments to be made. Chair Baney said if this group recommends projects or funding, how they go about getting the funding. Mr. Doty said ideally they would prioritize the investment needed and approach various agencies for funding. They will seek out the pressure points and make decisions on that basis. The performance measures, funding options and governance all have to work together. Commissioner Unger asked about through movement and local movement. Mr. Doty said that they should be able to pull out each type. Phase I deliverables are proposed new performance measures; funding goals, and recommended governance options. Collectively the Trip 97 concept appears viable, but needs refinement before implementation. The alternative is congestion and turning away business. The highway should be an economic engine for the region. There are lower- cost improvements that can be addressed. Performance measures include mobility, reliability, safety, environment, redundancy, accessibility and alternative modes. Minutes of Board of Commissioners' Work Session Wednesday, January 29, 2014 Page 2 of 13 Commissioner DeBone asked how much of this should be done by the State. Mr. Doty said they are all in this together is not easily accommodated. Funding goals stem from a cursory review of all the projects and how the small projects are measured. Small bite from many sources, which can be pooled. Specific funding measurements: To generate $1 million annually, the partnership needs to target $5 million to fund debt service. The source could be a gas tax, higher vehicle registration fees, tolls, utility fees, STD's, property tax, income tax, general fund, urban renewal, sales tax, payroll tax or lodging tax. Chair Baney said a gas tax was addressed in the past, but the cities would receive a significant amount of that. They would all have to agree on where it will be used. Mr. Doty said laws would have to change for some of this to be implemented. The foundation could be income tax financing or property tax financing, including urban renewal and funding through existing taxing districts. This would allow for growth. This is done in other states, with some going to the State but a small portion would remain locally for this kind of project. The State is now dipping into the general fund for some funding for growth, which in turn generates more revenue. Laws would have to be changed to make this beneficial at the local level. It would involve two counties, Jefferson and Deschutes. Mr. Anderson said property tax sequestration could involve just certain zones that would benefit from the enhancements made. This would be a more direct nexus between the two. Mr. Doty said they can assume a certain percentage would happen within specific areas. Commissioner Unger asked about diverting revenue from certain developments for a period of years. Mr. Doty said the two small bites have the least impact and basically just redirect some of the revenue. Governance options promote regional collaboration, from something as simple as an intergovernmental agreement to as complicated as a special district. The steering committee recommended an IGA or memorandum of understanding, to work as a partnership. They need to refine economic performance measures and find a way to implement methodologies, and continue to consider compliance with the TPR. Minutes of Board of Commissioners' Work Session Wednesday, January 29, 2014 Page 3of13 Funding would require refining funding mechanism concepts. They would need to identify appropriate paths and strategies and make is clear which ones they feel are not acceptable. Commissioner DeBone said that if one area is deemed to be a hot spot, they might get all the funding and the other agencies and cities might object. Commissioner Unger said that this might allow for opportunities for economic development overall. Mr. Anderson stated there were lots of things that did not happen because of the TPR issues. Mr. Doty said that this would involve coordination of land use on a regional basis. They need to continue to decide what needs to be done and whether simple changes might help get them where they need to be, at less cost. Difficult conversations must happen in view of the fact that the current process does not get them where they need to be. Mr. Anderson said that if there is a collective agreement to make change happen, this is the time for those changes to take it to the next step. Mr. Doty the group will develop an agreement based on how the various entities want to proceed. Chair Baney does not want to set up more government, like a special district. She asked how they not have Trip 97 draw all the funds when this is not the only corridor for mobility, such as Highway 20 and Highway 126. This is an important corridor for goods and services but they cannot draw from the others. Also, how do they make sure gas tax and other funds flow properly through ODOT and go along with COACT's goals. OTC had a group that wanted to branch off, and the OTC felt the acts were already well defined, and there would be so many groups if this happens, regional prioritization would not happen as it should. They can branch off but their recommendations may not be recognized. She asked from an OTC perspective, local priorities are being viewed differently. They need to be doing more in technology and less in capital expenditures. They are allowing communities to have more congestion but have the same travel times overall. Minutes of Board of Commissioners' Work Session Wednesday, January 29, 2014 Page 4 of 13 Mr. Doty stated that Trip 97 accommodates the movement of the department, but ODOT has had little influence over local funding. This is where it comes into play. The State is positioning itself to be ready for something like this. Chair Baney said for instance that there has been money set aside for Tumalo for improvements there. The funds would be matched. She asked how this can be reconciled. Tough questions have to be asked and answered due to all the conflicting needs. Mr. Doty said each entity has its own transportation model and it will be challenging to put them together. The idea has legs and there is potential for it to work. Commissioner Unger stated that the opportunity for economic development and the needs of transportation have to come together. All parties need to recognize the good and the bad, and cities can decide how much congestion they can live with. Chair Baney said that things are so rigid at the State level and the communities are unable to be flexible. ODOT is trying to make some changes outside of their confined rules. It cannot be punitive, and needs to be cooperative. Mr. Doty stated they can plant some seeds but try to avoid tax increases to improve transportation locally. Commissioner DeBone asked if there is a list of known transportation failures or where improvements need to be made sooner rather than later. This is where you look to get people to buy into it. Mr. Doty stated that each community has a transportation system plan with projects that might impact the highway. Commissioner Unger said the freight mobility plan looks at bottlenecks as well. He said the bottleneck for Central Oregon is at Gresham and how trucks get to Highway 97. Mr. Anderson asked if the Commissioners are supportive of proceeding to Phase II of Trip 97, knowing they will need funding and time. Chair Baney stated they need to focus on more than just revenue. There is more to it than Highway 97. Other areas are deteriorating due to a lack of funding for infrastructure. She does not want this process to dilute other efforts. Commissioner Unger said they chose an area that is small enough to do a process like this. They could create other focus areas eventually, but have to start somewhere. Minutes of Board of Commissioners' Work Session Wednesday, January 29, 2014 Page 5 of 13 Chair Baney is supportive, but wants to be clear they should not forget the other areas. The answers will come through more work of this group. Each local jurisdiction has a responsibility to think of more than just Highway 97. Maybe if they need 1.4 cents for Trip 97, maybe make it 2 cents and add another area. They cannot be all things to everyone, but if it is more inclusive, it might be easier to get it through. Mr. Doty said a mileage tax may ultimately replace the current gas tax. Commissioner DeBone stated that it needs to be obvious what is going on. It needs to be clear up front what will be done and what it will take to do it. Mr. Anderson emphasized it is not just to fit the roads, but to add to economic prosperity. Commissioner Unger asked about the cost of improvements, per mile or whatever. Mr. Doty said that they are trying to look at the big picture, and those variables depend on the project and location. He wants to know if the Board is supportive of them continuing their work as a partner of an IGA, with goals to move this forward. They indicated support for the next step in the process. 2. Youth Development Council Update. Ken Hales said he wants to clarify all are on the same page with the Youth Development Council's plans and the House Bill that changes the funding. They are depending on language that says funding should be proportionate, but the Bill would make the distribution competitive to providers in the community instead. Coordination would happen at the State level. He wants to be sure that the Board opposes this change, and that legislators and stakeholders should be made aware. The position of Juvenile Department Directors is to oppose that Bill and keep the current language. AOC also opposes this and will take the lead, and should advise the counties if more support is needed. Hillary Saraceno said they already did this with Youth Investment, and it will be very difficult on counties that are not able to compete. Mr. Hales added that they are taking $6 million meant for high-risk youth and it will be repurposed for other than juvenile crime prevention. This is about a $200,000 hit for the County for these programs. It is disappointing because the Juvenile Justice Directors have been able to show effective and positive outcomes. Minutes of Board of Commissioners' Work Session Wednesday, January 29, 2014 Page 6 of 13 Chair Baney said they need to connect the dots between the ELC and YDC. Ms. Saraceno noted that the ELC is really focused on preschool, but the YDC is for the older age group. Mr. Hales explained the initiative for risk assessments, and will be briefing PSCC on this next week. Deevy Holcomb said that since late summer they have been developing a structure to use as a guideline for admission of youth, and have an advisory council of law enforcement and District Attorneys to look at the risk criteria regarding public safety values and what research shows. They derived a tool with a lot of consensus behind it. Their automated system will help eliminate errors, but it is taking more time to integrate it into the Juvenile Justice system. The partners worked well together, and they will meet regularly to make sure it is proceeding as planned. 3. Briefing on Outdoor Mass Gathering Application & February 12 Hearing (Four Peaks Music Festival). Cynthia Smidt explained this event has occurred six out of seven years, and has allowed for 500 attendees. They want to double attendance this time, so there is a hearing on February 12. The Planning Commission often weighs in on event applications for less than 500 attendees, but this would go to the Board. They have obtained four of five agencies' signatures and did a mailing to the area. This group is more organized now than they were in previous years. Insurance is in place and they have a letter endorsing a waiver of an ambulance being on site. Chair Baney asked about some safety issues and other situations, given the size of the event. Noise is a big problem. Capt. Erik Utter indicated that one neighbor in particular is not excited about this event and continually raises issues. Within the application, they identify how many security staff there will be for each 100 people. They intend to have six, but should have ten for 1,000 people. They also need to have security for overnight camping. Also, while they understand there would be an ambulance at the Tumalo Station, if it is called. away, they need to know where one would come from. This contingency plan needs to be identified. Minutes of Board of Commissioners' Work Session Wednesday, January 29, 2014 Page 7 of 13 Ms. Smidt stated they have a medical plan with four doctors and an AED on site. Capt. Utter said they need to have these anyway, but transport is separate. Lt. McMasters observed that he discussed the security issues with them, and pointed out no one would be there after 2 AM. Also, they will have a flagger for traffic control, but that person needs to be certified. They had asked about having a contract ambulance. Ms. Smidt said the applicant will be made aware of these issues ahead of time. Chair Baney asked that someone from each agency be at the hearing. Ms. Smidt will find out more about transports and other concerns. Chair Baney asked what the qualification of a security officer would be. Capt. Utter said that DPSST standards have to be met. Ms. Smidt said that in the past, the group has offered hotel rooms to the neighbor while the event is underway, but he has refused. Capt. Utter said that at 10 PM, the event needs to end but sometimes the performers or attendees still generate some noise afterwards. That is when the phone calls come to the Sheriffs Office. Ms. Smidt stated that this person has a noise reader, and sounds do travel a long way in the country. She has asked for law enforcement staff to be at the hearing. Commissioner Unger said that the County allows this type of event under certain conditions, and realizes there may be some pushback. There are not a lot of these events and the organizers do try to reach out to the area to address problems. Capt. Utter stated that they want to meet what the application states and have some guidelines to assure the residents this will be followed. Commissioner DeBone asked if this is a yes or no vote. Laurie Craghead noted that the hearing can be extended if needed for a short time. Ms. Smidt said that it has been put together about as well as it can be right now. Ms. Craghead stated that the Sheriff can add specific language to cover their concerns. Commissioner Unger asked if they have to address any issues with livestock. Ms. Smidt replied that this is not a condition. The Board is the hearings body, but it is not land use. Community Development handles the paperwork but it is a decision of the Board under statute. Mr. Kropp noted that if there are under 500 people it takes an event permit, but this is for more people than that. Ms. Craghead explained that they almost have to allow it if the applicant meets the set criteria. Minutes of Board of Commissioners' Work Session Wednesday, January 29, 2014 Page 8 of 13 i 4. Consideration of Discretionary Grant Applications. s. • OSU/Deschutes County Extension— Living on a Few Acres Conference (LOAFA) - $2,000 The Board is supportive of what has been done in the past, $1,500 total, one- third each. • High Desert Makers — Tax Exempt Application - $1,500 (fundraising category) Ms. Ure said that this group helps people learn how to use equipment so they can utilize these skills to make money. They are not a nonprofit at this point, but are working under another nonprofit. They are asking for funds to create their own nonprofit. Commissioner DeBone said he left a message for one of the people. They have done some projects already and he is familiar with their work. Commissioner Unger asked if there is another way to handle this. Ms. Ure stated that there is a `makers' movement' and the Wisconsin nonprofit probably charges local groups. Commissioner Unger feels this is an entrepreneurial effort and thinks it is a good concept. Commissioner DeBone said he spent some time with them learning how to do welding with others, and it was a new way to learn. The Board was supportive of this request. • NOVA— Volunteer of the Year Event - $1,500 Commissioner DeBone said this event works, but overall NOVA is lacking in leadership. Ms. Ure stated that this is their signature event, but they have a new person at the State DHS overseeing the group, and it is in transition. The Commissioners agreed to fund this one-third each. • American Red Cross — Preparedness Pals - $1,000 Ms. Ure said the Board had asked for more information previously so the Red Cross gave a presentation. This involves the school program where they show children how to be prepared for emergencies. It starts in February and goes through the school year. Commissioner Unger stated that this group has to get local dollars to operate and perhaps should be a community partner. They might be eligible for some support through forest funding. The Board is supportive of the grant request. Minutes of Board of Commissioners' Work Session Wednesday, January 29, 2014 Page 9 of 13 ▪ Sunriver Anglers — Educational Brochure - $925 Commissioner Unger was impressed by how many other groups this one supports and improves; those that do environmental work and in turn help with the economy. It is not a big request. The Commissioners agreed to support this at $930, one-third each. • Family Access Network -- Luncheon for Children - $2,500 (fundraising category) This is the annual fundraiser for this group. The Commissioners are supportive of the request. • La Pine High School Junior ROTC - La Pine Veteran's Park - $600 Commissioner Unger stated they have a big vision of where they want this to go. Commissioner DeBone said they will use the funds to clean up the park and fix the benches, and are applying for other funds to do more. This area is in the ODOT right of way. Perhaps ODOT would help with this location in the future. The Board is supportive, but hopes the group can pursue funding for other improvements through different entities. Commissioner Unger would like them pursue a local match for future work. 5. Other Items. Commissioner Unger stated the Deschutes Basin Study Work Group is applying for a Bureau of Reclamation planning grant. A support letter is being requested. UNGER: Move approval of the letter of support. DEBONE: Second. VOTE: UNGER: Yes. DEBONE: Yes. BANEY: Chair votes yes. Commissioner Unger stated the Nature Conservancy asked for support for a letter they are drafting to move forward with the Farm Bill. He had filled out a form to sign on to this effort. The Commissioners support this action. Minutes of Board of Commissioners' Work Session Wednesday, January 29, 2014 Page 10 of 13 Commissioner DeBone stated that he talked with the Eastern Oregon Counties organization, in regard to Ron Wyden's Bill. Commissioner DeBone says they want to focus more on a collaborative. Therefore, no letter was generated. He has not heard anything more since then. Commissioner Unger said they should maybe address this regionally, whether to support things coming from Union or Wallowa counties that do not support the State Senator. Commissioner DeBone feels that maybe not having the Bill would be good. Commissioner Unger stated that all of this is already in play and it may bring some funds for eastern Oregon forests. He does not see this problem being addressed until it is understood how they should get to healthy forests. He does not see all of these bills passing anyway, as they may end up in committee and never go anywhere. They should not get involved at this point. Commissioner Unger said that big industry in eastern Oregon, like Boise Cascade, really influences the local government. There is a meeting on the Sage Grouse tomorrow, and Chair Baney and Commissioner Unger will attend. Peter Gutowsky will not be there. The County has done the work and now is in a supportive role for Baker County and others. Chair Baney would like to host a tri-county meeting this year. They have much to talk about, including health care reform, the Rod & Gun Club, forestry issues, transportation and other issues of interest to the counties. Mr. Anderson said the Alfalfa Fire District has made a formal application for a loan. The Board said to proceed with this effort, and present it at a regular meeting. Mr. Anderson stated regarding the TGM Transportation and Growth Management) grant for OSU-Cascades, the County has been asked to withdraw its application. The cost of what is being done will exceed the total amount of the potential grant. In fact, they have asked for funding from other entities to cover the overage. Mr. Anderson said they want $25,000 from the County, which is one-fourth of the $100,000 that is in excess of the grant amount. Minutes of Board of Commissioners' Work Session Wednesday, January 29, 2014 Page 11 of 13 Commissioner Unger wants the City to understand that this process should allow for the County to develop its land eventually. The County needs to get some assurances from this process and funds. Mr. Anderson asked what forum the Board would like to receive this request. Chair Baney asked if this cost is extraordinary. She would like County staff to look at this and indicate whether the $200,000 or more is customary. The City may be aiming for a Cadillac rather than a Ford. Mr. Anderson said that Peter Gutowsky can take a look at it. The Commissioners feel a city representative should come to a work session to explain it further. Commissioner Unger stated they need to be responsible and their feet kept to the fire. Commissioner DeBone wants to show support for the project so maybe it should be more visible. Chair Baney feels this might be the first request of many for additional funds. Mr. Anderson said they do not need the County to hire a consultant, and he is not sure if the County was involved in this process. The County is part of the work group. Chair Baney would like to invite the Mayor and maybe one or two of the Council. It would be difficult to get a full-fledged meeting of the Council and County anytime soon. Mr. Anderson said that they need to do a recruitment for a Sisters area resident to be on the Planning Commission. Commissioner Unger will help with this process. Being no further items discussed, the meeting adjourned at 4:15 p.m., at which time the Board went into executive session. Minutes of Board of Commissioners' Work Session Wednesday, January 29, 2014 Page 12 of 13 DATED this 514-1).- Day of 4 I L PL. 2014 for the Deschutes County Board of Commissioners. a*4 Tammy Baney, Chair • Anthony DeBone, Vice Chair ATTEST: Z44 41/. Alan Unger, Commissioner Recording Secretary Minutes of Board of Commissioners' Work Session Wednesday, January 29, 2014 Page 13 of 13 ES OT+ c�L w0 i eic { 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., WEDNESDAY, JANUARY 29, 2014 1. Briefing/Update on "Trip 97" — Chris Doty 2. Youth Development Council Update —Ken Hales & Hillary Saraceno 3. Briefing on Outdoor Mass Gathering Application & February 12 Hearing (Four Peaks Music Festival) — Cynthia Smidt 4. Consideration of Discretionary Grant Applications —Judith Ure • OSU/Deschutes County Extension — Living on a Few Acres Conference (LOAFA) - $2,000 • High Desert Makers — Tax Exempt Application - $1,500 (fundraising category) • NOVA —Volunteer of the Year Event - $1,500 • American Red Cross — Preparedness Pals - $1,000 ▪ Sunriver Anglers — Educational Brochure - $925 • Family Access Network—Luncheon for Children - $2,500 (fundraising category) • La Pine High School Junior ROTC - La Pine Veteran's Park - $600 5. Other Items PLEASE NOTE:At any time during this meeting,an executive session could be called to address issues relating to ORS 192.660(2)(c),real property negotiations;ORS 192.660(2)(h),litigation;ORS 192.660(2)(d),labor negotiations;or ORS 192.660(2)(b),personnel issues;or other issues under ORS 192.660(2),executive session. 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 encourages persons with disabilities to participate in all programs and activities. This event/location is accessible to people with disabilities. If you need accommodations to make participation possible,please call(541)388-6571,or send an e-mail to bonnie.baker@deschutes.org. Z\g) ) (,, o Li _ • - — . 7^. '--0- i--•-• e3 v■ -.1"... \-",,, O• -::c3 ,-) '■\/1 r".. in -C \ ■ 1 1 r..... ,-c----- ._ i Nj \IN r'C'' in- r, 'NI ... Fil td v 70 __. , •J , 3 cf, o (--• .,,,,z Li \ --. . ar m .... - ts j '' . c.._ ■------Z- ----4 L d 0 zs Q c.,.—■ c._ .(-- bI3 \IN bp 0. , ... a) 'f-- •E c.,. _. ili z _._.. . c . 1._, _,-... — 1 a, 04 _ lz...........›:- A --- ........ 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Box 6005 117 NW Lafayette Avenue Bend, Oregon 97708-6005 (541)388-6575 FAX (541385-1764 http://www.co.deschutessr.usicdd/ MEMORANDUM TO: Board of County Commissioners FROM: Cynthia Smidt, Associate Planner DATE: January 21, 2014 RE: Work Session for an Outdoor Mass Gathering, File No. OMG-13-1 PURPOSE The Deschutes Board of County Commissioners ("Board")will hold a public hearing on February 12, 2014 to consider a proposal by 4 Peaks Presents, LLC for an Outdoor Mass Gathering (OMG) permit to hold a music festival on a 19.5-acre parcel owned by Garret A. and Lisa J. Armstrong. The music festival would include RV and tent camping, parking, and food and drink for an estimated 1,000 people. PROPOSAL The applicant, 4 Peaks Presents, LLC, is proposing to hold a music festival at the subject property, which is located at 19449 Tumalo Reservoir Road. The applicant has held a music festival at this site for six of the last seven years. In 2007 and 2008, the festival was much larger, allowing up to 3,000 people and it occurred on multiple properties. The festival did not occur in 2009 (File Nos. OMG-07-1 and OMG-08-1). During the four years from 2010 to 2013, the County approved a smaller and refined festival, allowing no more than 500 people (Event Permit Nos. 2010-28, 2011-02, 2012-01, and 2013-02). The current proposal is a request for an outdoor mass gathering permit that would allow up to 1,000 people. The subject property is approximately 19.5 acres and is developed with a single-family dwelling and accessory structures. The surrounding area consists of farm and residential use. The event dates are June 20-22, 2014. Specific event dates and hours are as follows. Tuesday, June 17—Preparation and set-up will begin no earlier than 7:00 a.m. Thursday, June 19—Camping will be provided beginning on Thursday evening. Friday, June 20—Music festival will be from 12:00 noon to 10:00 p.m. Saturday, June 21 —Music festival will be from 10:00 a.m. to 10:00 p.m. Sunday, June 22—Camping patrons will depart and clean-up begins of the premises. Monday, June 23— Break down of equipment and site clean-up will conclude by 4:00 p.m. Tuesday, June 24—Any remaining debris and rubbish will be removed. Quality Services Performed with Pride For the festival event, the subject property has been divided into six specific areas. The main activity area is referred to as the "Music Pasture" and contains the stages, vendors, restrooms, water, first aid, ticket will call, trash collection, and basic operational aspects of the festival. Three specific areas are designated as camping and day-use parking. There are two areas that are either off-limits or for authorized personnel only. The applicant has addressed in their proposal the requirements involving insurance, sanitary facilities, water supply, fire protection, medical services, public safety and enforcement, parking facilities, alcohol and dangerous drugs, and hours of operation. OUTDOOR MASS GATHERING REQUIREMENTS/CRITERIA Deschutes County Code (DCC) Chapter 8.16 provides approval criteria for an Outdoor Mass Gathering permit. The applicant has satisfied the requirements contained in Section 8.16.160 with the exception of obtaining all necessary agency signatures on the application form and final approval by the Bend Fire Department. The Bend Fire Department has reviewed the proposal and has provided the Planning Division with general and specific requirements. Final approval by the Bend Fire Department will be determined after inspection on June 18, 2014. The applicant is working to obtain the necessary signatures on the application form prior to the public hearing. The applicant is requesting a waiver from the requirements to maintain an ambulance on-site during the festival. However, no waiver is sought for the first aid station and the applicant indicates it will comply with County Code. The applicant has provided a Medical Service Plan, which includes five members from the medical profession. In addition, the proposed plan includes an AED Device at first aid station. The Board may waive permit requirements, in this case ambulance service, upon showing good cause by the event organizer (see DCC 8.16.150(B)). If the Board determines no County law enforcement or other services are necessary and no significant public health, safety, or welfare issues are involved, the Board may waive a requirement. The closest fire station, Tumalo Fire Station #302, located at 19850 4th Street, is less than 1.5 miles from the event site. The travel time to the subject property, according to the applicant, is about four minutes. Based on discussions the applicant had with Steve O'Malley, Deputy Chief of EMS, it was determined that positioning an ambulance at the Tumalo Fire Station is the preferred option. PUBLIC NOTICE The Planning Division mailed notice to several agencies. Comments received will be noted in the Staff Report and are included with this memorandum. Public notice was published in the Bend Bulletin on January 19, 2014. In addition, the Planning Division sent notice of the proposal to all property owners within 750 feet of the subject property. Staff believes that 4 Peaks Presents, LLC has met or can meet through conditions of approval the approval criteria outlined in Chapter 8.16 for Outdoor Mass Gatherings. Attachments 1. OMG-13-1 Application Materials 2. Agency Comments File No.:0MG-13-1 Page 2 of 2