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2014-89-Minutes for Meeting January 03,2013 Recorded 2/24/2014 DESCHUTES COUNTY OFFICIAL RECORDS CJ 04.89 NANCY BLANKENSHIP, COUNTY CLERK Vd COMMISSIONERS' JOURNAL 02/24/2014 09;30;44 AM ia1jiiululIIluIIII 4— Do not remove this page from original document. Deschutes Count y Clerk Certificate Page 0 ow JOINT WORKSHOP MINUTES SISTERS CITY COUNCIL/DESCHUTES COUNTY COMMISSION 520 E. CASCADE AVENUE JANUARY 03, 2013 MEMBERS PRESENT: STAFF PRESENT: Lon Kellstrom Mayor Eileen Stein City Manager David Asson Council President Pauline Hardie Comm Devel Director Sharlene Weed Councilor Lisa Young Finance Director Pat Thompson Councilor Paul Bertagna PW Director Wendy Holzman Councilor Eric Porter Principal Planner Brad Boyd Councilor Elect Kathy Nelson City Recorder Catherine Childress Councilor Elect McKibben Womack Councilor Elect GUESTS: Gary Guttormsen STA Chair DESCHUTES COUNTY: Ken Kerkownek STA Treasurer Alan Unger Commissioner Jerry Norquist STA Member Tony DeBone Commissioner Brad Bailey HCD President Tammy Baney Commissioner Tom Anderson Interim County Admin. Timm Schimke Solid Waste Director Nick Lelack Interim CDD Director Erik Kropp Deputy County Admin. 1. Quarterly Meeting with Deschutes County Commissioners A. Welcome and Introductions The joint meeting of the Sisters City Council and Deschutes County Commissioners was called to order at 8:12 a.m. by Mayor Kellstrom and Commissioner Unger. Introductions were made and Mayor Kellstrom welcomed County staff and visitors. B. Sisters Trail Alliance Survey Presentation Sisters Trail Alliance (STA) Chair Gary Guttormsen reported the STA had conducted an eight week user survey of the Petersen Ridge Trail system that ran from July 1 6th to August 31st. He stated a majority of the survey information was collected at the trailhead off of East Tyce Drive but some was also collected at some of the equestrian trailheads. He gave a PowerPoint presentation on the survey results. The information collected showed where the respondents (the one filling out the survey) and users (anyone else in the same group) lived, their age groups, what type of activity they used the trails for, how often they used the trails,how they heard about the trail system. The survey also specified what the out of town respondents and users purchased during their stay, how long they stayed and where they stayed. He read some of the comments received from the respondents. The survey pointed out the Petersen Ridge trail was used primarily by bikers, which he said was to be expected considering the time of year the surveys were collected. He stated the trail was also used by hikers, runners, and horseback riders. He reported a Joint Workshop Meeting Minutes 01/03/13 Page I orb JOINT WORKSHOP MINUTES SISTERS CITY COUNCIL/DESCHUTES COUNTY COMMISSION 520 E. CASCADE AVENUE JANUARY 03, 2013 majority of the surveys rated the trail condition and signage as excellent. Mr. Guttormsen noted the economic and health related benefits the trail provided to Sisters Country. Interim Deschutes County Administrator Tom Anderson asked if there was visible damage from summer's Pole Creek fire. Mr. Guttormsen replied that although there was extensive damage in other areas, the Petersen Ridge Trail did not incur any noticeable harm. STA member Jerry Norquist stated with the Council and Commissioners both in one place, he wanted to put a plug in to find a process to connect Sisters with Bend without traveling on Highway 20. He stated Cycle Oregon, which he stated he was the executive director for, would be much more likely to come to the area more often if such a route was available. He stated there was an opportunity to tap into funding from the scenic bikeways program and stated he hoped the City and County would provide the necessary support when the opportunity arose. Councilor Thompson asked how the Forest Service was to work with and whether it was funding any recreational opportunities. Mr. Guttormsen replied STA had a very good working relationship with the Forest Service and the agency was great to work with. He stated the Forest Service was assisting with grant applications and its engineers had designed the entire trail system to the highest standards. He reported the Forest Service was the grant applicant for the Sisters to Black Butte Ranch trail. Councilor Holzman reported there was also a trail user group that met quarterly that was lead by Kirk Flannigan from the Forest Service that worked to coordinate the various users. Mr. Guttormsen also complimented Sisters Area Chamber of Commerce Executive Director Erin Borla for her part in helping the City receive the scenic bikeway approval. Councilor Elect Brad Boyd stated he had been in the recreation business for 23 years and the trail systems were a huge money-maker for Central Oregon. He noted trails were some of the least expensive infrastructure that could be installed and only cost about $1,000 to construct a mile of trail which in turn produced a large return. Mr. Guttormsen reported there were many volunteers that worked on the trail system, noting there had been 32 volunteers that worked on the last equestrian trail. STA Treasurer Ken Kerkownek reported on the Sisters Country Trail Map project explaining STA was going to publish a waterproof trail map that would cover an area within five miles of Sisters. He passed around a model of a similar map produced by the City of Albany to demonstrate the type of material used and stated the material would last up to four years. He stated the map would feature not only the Petersen Ridge Trail but would also include the three scenic bikeways, two that originate in Sisters and a third along the Metolius River, an overview of roads in the Sisters area suitable for road biking, the Deschutes Land Trust areas of Camp Polk and Indian Ford and other local points of interest. He remarked the cost to design and produce the maps was approximately$9,000 and STA was looking for some underwriting for the project. He reported STA had already donated $25,000 to the Forest Service for the environmental assessments required to develop the trail from Sisters to Black Butte Ranch. Joint Workshop Meeting Minutes 01/03/13 Page 2 of 6 JOINT WORKSHOP MINUTES SISTERS CITY COUNCIL/DESCHUTES COUNTY COMMISSION 520 E. CASCADE AVENUE JANUARY 03, 2013 Mayor Kellstrom thanked the STA representatives for attending, noting the trails surrounding Sisters were obviously a huge economic driver. C. Recycle Center Pilot Project Manager Stein reminded the Council and Commissioners that the item was a continuation of their discussion from the September joint workshop when the results of the County and City resident's survey related to the Sisters Recycling Depot were presented. She reported the direction from the Council at that time was to continue the pilot project that started in June that kept the depot open seven days a week, in order to collect additional information on the depot and its use. She noted the staff report included an overview of the survey findings as well as information from the Public Works Department related to costs and staffing. She stated there was also information from High Country Disposal on the tonnage produced and financial analysis for the depot. Councilor Elect Boyd stated he had been working with County Commissioners, current Council members and future Council members and felt he had consensus to move forward on a plan that would keep the recycling depot open. He stated the plan included having the County contribute $12,000 a year to HCD, the City providing the labor to open, close and clean-up the depot seven days a week, and raising rates $.28 a month for the approximately 1,000 in-city limits customers and 2,000 out of city limits customers in the surrounding area. He stated HCD hauling costs would be off-set with its payroll savings from not having a depot employee any longer. He stated the plan would not only cover the current shortfall but would create extra revenue for HCD. He suggested a five year agreement between the City, County and HCD. Manager Stein stated the financial analysis from HCD regarding hauling costs indicated those costs were $29,000 a year and did not include labor costs. HCD President Brad Bailey discussed the financial analysis worksheet. He explained there was a net shortfall for commodity revenue as commingled and cardboard recyclables produced revenue but glass recycling expense outpaced that revenue thus producing a net loss. He added he expected the revenue rates for commodities to remain stagnant. Mayor Kellstrom stated he was not in favor of placing the $17,000 cost to staff the depot on the backs of the citizens of Sisters. Councilor Elect Boyd countered the depot was a community asset that provided value to both the city and county. He stated there was a need to identify a funding system that was equitable and included all the invested parties. Councilor Weed stated she liked the approach. Councilor Thompson stated he agreed with everything that had been said including Mayor Kellstrom's concerns about overburdening the tax payers of Sisters. He agreed there was a need to work out a solution to everyone's benefit since closing the facility was more of a loss to the tax payers then not operating it. Joint Workshop Meeting Minutes 01/03/13 Page 3 of 6 JOINT WORKSHOP MINUTES SISTERS CITY COUNCIL/DESCHUTES COUNTY COMMISSION 520 E. CASCADE AVENUE JANUARY 03, 2013 Mr. Bailey discussed cardboard recycling for commercial customers. He explained that current commercial customers pay an extra rental fee to have a cardboard container at their disposal which in turn can discourage some from recycling. He added that other alleviate the additional expense by taking cardboard to the depot themselves. Commissioner Baney stated the cost of doing business had increased and with the changes that had occurred since the depot was built, such as curbside recycling, all those issues needed to be considered. She stated a depot might not always make sense for Sisters in the future but a five year agreement might allow everyone to move forward. She stated the City needed to realize that keeping the recycling depot might not be viable in the future. She added citizens might begin to question the cost of sustaining the center in the future and it might need to be re-purposed. Commissioner Unger thanked the City for realizing the County had four other cities to consider and stated he would be supportive of a five year agreement. He stated he would want to hear from Interim County Administrator Anderson or from Deschutes County Solid Waste Director Timm Schimke on how the County would fund the program. Commissioner DeBone agreed, stating there was value in keeping items out of the landfill that might not otherwise be recycled. Deschutes County Solid Waste Director Mr. Schimke stated Deschutes County had supported the depot at a cost of$25,000 for the last five years. He stated since the amount requested was only $12,000 a year he could certainly support that idea. He added he would even continue to support providing up to $25,000 in funding for the program. Manager Stein stated the variables were how much the County was willing to pay, whether a rate increase would be supported and if there was a desire to recover the labor costs to the City for its part in running the facility. County Administrator Tom Anderson stated if the purpose of the agreement was to make HCD whole then it made sense to set the $25,000 cap as opposed to setting a firm dollar amount. Mr. Schimke stated there were a lot of factors that impacted rates and he would not ask the board to raise rates just for this specific purpose. He stated that it was likely in the near term that the County would need to raise rates for something else and it could be included at the same time. He recommended the County pay whatever was needed to cover that gap until other increases to rates were necessary. Manager Stein asked if the Commissioners could agree to a five year operating agreement stating the County would pay u1� to $25,000 a year with the potential for the actual amount to be lower when it was offset by a rate increase in the future. Commissioner DeBone stated he felt another possibility would be to look at a hauling per ton fee as another way to calculate the amount paid to HCD. Commissioner Baney stated she wanted to make certain the agreement language clearly stated that at such a time when a rate increase is imposed, the County's contribution would be lowered. Joint Workshop Meeting Minutes 01/03/13 Page 4 of 6 JOINT WORKSHOP MINUTES SISTERS CITY COUNCIL/DESCHUTES COUNTY COMMISSION 520 E. CASCADE AVENUE JANUARY 03, 2013 Councilor Asson stated he felt delaying a rate increase was still possible and by his calculations the Central Oregon citizens would be paying upwards of$40,000 to keep the depot open; $15,000 more than was necessary. Councilor Thompson responded that the City would only be redirecting resources there were already being paid. Councilor Elect Boyd stated Director Bertagna had indicated it was not a hardship for Public Works staff to open and close the depot. Manager Stein stated in order to off-set the overtime cost the City was incurring to keep the depot open until 5:00 p.m. when Public Works' day ends at 4:30 p.m., she asked if the Council would be willing to have the depot close at 4:30 instead. Director Bertagna stated he felt it was reasonable to close at 4:30 since the last half hour of the day was typically not a busy time. He stated folks that worked until 5:00 would miss the depot being open whether it closed at 4:30 or 5:00. He stated the Public Works crews needed to start their days early in order to get things done prior to the public being out and about. Councilor Elect Boyd agreed it made sense during winter months but during summer, the hours might need to be adjusted and a member of the Public Works staff might need to flex their hours to accommodate the depot staying open until 5:00. Director Bertagna stated he wanted to get back to Commissioner DeBone's comment about the County provided a per ton contribution. He stated it offered the County some security that it would only be paying for the costs incurred at the Sisters depot. Commissioner Debone agreed that type of payment structuring would work across all the depots in the County. Councilor Elect Boyd stated he felt whatever could be worked out and was satisfactory to all parties involved would be fine in his opinion. Commissioner Baney left the meeting at 9:45 a.m. Commissioner Unger reminded the Council that other cities that do not have recycling centers, such as Bend and Redmond, still have very successful recycling programs and the City might need to consider that in the future. D. Building Official Services Director Hardie reported the City had gone out for a request for proposal (RFP) for building official services with Deschutes County being awarded the three year contract. She stated the chief objective for the City was to continue to provide great customer service. She explained Deschutes County officials would provide four hours of service each day and would be easily accessible by cell phones. She stated there would be five inspectors that would provide service to Sisters, each with their own specialty for inspections. She stated the fee split would be 62% paid to the County and 38%paid to the City. She stated the arrangement would provide an advantage and convenience for county residents as well as they could use the City as a point to drop off plans as well as meet with building officials. Deschutes County Interim CDD Director Nick Lelack pointed out the same held true for Sister's residents that might find it easier to work through the Bend office. He reinforced Director Hardie's comment that the County wanted to provide consistency to meet the City's needs. He reported County building inspectors held weekly Joint Workshop Meeting Minutes 01/03/13 Page s of 6 JOINT WORKSHOP MINUTES SISTERS CITY COUNCIL/DESCHUTES COUNTY COMMISSION 520 E. CASCADE AVENUE JANUARY 03, 2013 meetings to discuss issues related to the State Building Code to ensure they were all interpreting it the same way. Interim CDD Director Lelack stated the Accella program, a web-based permitting application, was scheduled to be implemented at the County and then in Sisters. He described its features and ease of use. Manager Stein commented the City would be receiving a higher level of service at a lower cost. E. Public Works Resource Sharing Director Bertagna reported the City Attorney was still working on the language of the resource sharing intergovernmental agreement(IGA). Commissioner DeBone stated the County had already approved the agreement and Commissioner Unger stated it allowed the County to partner with other jurisdictions. F. Other Business There was no additional business to discuss. E. Adjourn Joint Meeting Mayor Kellstrom and Commissioner Unger adjourned the joint portion of the meeting at 10:00 a.m. Mayor Kellstrom thanked the County Commissions and County staff for attending. Commissioner Unger recognized the Council members who terms were ending and wished them well. He welcomed the incoming Council members. 2. Preview September 13, 2012 Workshop and Regular Meeting Agenda City Recorder Nelson previewed the agenda for the January 10, 2013 regular meeting. 3. City Manager Update The City Manager did not have any updates. The meeting was adjourned at 10:06 a.m. Respectfully submitted, Kathy Nelson, City Recorder Lon Kellstrom, Mayor Joint Workshop Meeting Minutes 01/03/13 Page 6 of 6 n � DATED this C./ day of 201 for the Deschutes County Board of Commissioners. Cda,v, blikle---- ALAN UNGER, Chair kw ./7 TAMMY BA Y, Vice Cr r ANTHONY DEBSNE, Commissioner ATTEST SIGNATURES: 5M4Ad--A (&atA--• Recording Secretary