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2014-155-Minutes for Meeting February 12,2014 Recorded 3/17/2014COUNTY NANCY DESCHUTES CLERKS COMMISSIONERS' JOURNAL 0311112014 08:15;O6 AM II 2 II III IIIIIIIIIIIIII I I III 3 -1 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 WEDNESDAY, FEBRUARY 12, 2014 Present were Commissioners Tammy Baney, Alan Unger and Anthony DeBone. Also present were Erik Kropp, Deputy County Administrator; and, for a portion of the meeting, Judith Ure, Administration; Anna Johnson, Communications; Peter Russell, Community Development; Chris Doty and George Kolb, Road Department; Tom Kuhn and Eric Mone, Health Department; Rick Silbaugh, 9 -1 -1; Mark Pilliod, County Counsel, and seven other citizens including Doug Kelly of Redmond Fire & Rescue and Jared Jeffcott, Sunriver Fire Department. Chair Baney opened the meeting at 1: 30 p.m. 1. Update on Venture Catalyst Program. Jim Boedekker said is the new person handling the venture catalyst program for EDCO. He provided an overview of the program. He is overseeing the entrepreneur portion and providing assistance with infrastructure development. They started out with Pub Talks, then developed a Bend Venture Conference. The small business development center at COCC has been rolled in to provide assistance. TechSpace is low -cost office space that is used by start-ups, individual technologists and others. The BVC concept award is for brand new companies that need help getting started. FoundersPad was started several years ago to help build companies through organizational assessment and mentor support. It readies companies so they can talk to investors. COCC opened the Center for Entrepreneurial Excellence that provides the fundament knowledge needed. Craft3 helps companies with more risk factors. These are active businesses that are not quite bankable. The Startup Weekend is concentrated work that sometimes results in successful ventures. Cascade Angels also plays a part in this. Minutes of Board of Commissioners' Work Session Wednesday, February 12, 2014 Page 1 of 16 The infrastructure is there and they hope to build on this. The initiatives for 2014 include affirming the vision with key sponsors, while he manages EDCO's entrepreneurial assets. The advisory piece is critical. The stable of experts has grown to over 100 members who donate their time to help companies get started. He hopes to facilitate organizational collaboration through establishing meetings, identifying opportunities and creating a database and communication tools that all can use. There is a strong emergence of awareness of Bend being entrepreneurial. FoundersPad and Seven Peaks have had some interesting first tests in drawing this kind of talent to the area. Most work is done in Bend and that is where most startups are. However, they have people in all communities in the region. They want to see if they can create the same culture in other cities. They also want to monitor ecosystem infrastructure development and expand it accordingly. Commissioner Unger asked what the County's support should be and how important is it. It is valuable to continue this kind of work. Mr. Boedekker said that companies in their early formation need advisory support. Someone has to connect the dots. They need a business model that is sustainable so they can become bankable. Commissioner Unger asked if the funds are leveraged or matched. Mr. Boedekker stated that originally, it was based on a federal grant, and then Bank of the Cascades donated for a couple of years. Some individuals are also involved. This helps grow businesses right here. Events are a big part of what they do, along with any activities that bring people together. Commissioner DeBone asked if the COIC small business loan fund fits this. Commissioner Unger said that it supports the banking side of things, where the bank will commit some funds but not the whole amount. Molly Mount of FoundersPad said that they are involved at the college level and has much the same vision. Chair Baney stated that the City of Bend should be providing funding as well. Mr. Boedekker said they do, as well as other large businesses. Minutes of Board of Commissioners' Work Session Wednesday, February 12, 2014 Page 2 of 16 Chair Baney said it has been purposeful to identify Bend, but she would like to see the other communities on the same track. A lot of the growth in the future will not necessarily be in Bend. They can be as purposeful in identifying other communities. Commissioner Unger said he likes the idea of the entire area, but Bend is a good place to start. There is synergy with other communities. 2. EDCO — Economic Development Activities Update. See previous notes. 3. FoundersPad Update. Molly Mount, program manager of FoundersPad, said they run a 12 -week program to help businesses to get launched. The reason entrepreneurs need to be supported is because 100% of new job growth is in startups. One tech company generates four other support jobs. They have run three of these sessions. About twenty individuals have gone through, created 14 companies and 44 jobs, resulting in earnings of about $3.2 million dollars. They receive funding from various companies and individuals. The city has failed to help them because they are an LLC. They take a small equity piece of companies that come through the program, which if and when it comes back, it goes to the mentors and supporters. They can't be a nonprofit because of this, but there is no revenue or profit at this point. Cities and other governmental entities across the country are involved in this type of effort. They have their own facility in the Old Mill District, next to Seven Peaks Ventures, who helps with the overhead. The launch track is traditional, and the growth track is with Seven Peaks seeding those that are on their way. Commissioner DeBone stated that this has to be reviewed each year, in regard to how lottery funds are applied. They contract with EDCO for enhancing basic economic activity. Commissioner Unger likes this in terms of oversight as well. Minutes of Board of Commissioners' Work Session Wednesday, February 12, 2014 Page 3 of 16 4. Discussion of an Ambulance Service Area (ASA) Committee Recommendation that Non - Emergency Service Providers Not be Permitted to Provide Mutual Aid for 911 Emergency Calls. Tom Kuhn said there have been a series of meetings of the ASA, and they learned Bend Fire was in a mutual aid agreement with a vendor, CMT. This could potentially be a violation of the ordinance. There could be ways the ordinance might be misinterpreted. After many discussions, it was brought to a motion that a non - emergency service provider cannot provide mutual aid for 9- 1 -1 emergency calls. Six of the members agreed and a couple did not. This involves approval from the Board and they would need to tighten up the language in the ordinance so there are no misunderstandings. Commissioner Unger stated they thought it was going the right direction and empowering the ASA Committee. He is surprised that the franchisees don't want to have more control over how they manage emergency services in their area. If they choose to work with CMT and the expertise is there, perhaps this should be supported. He is more interested in supporting the franchisees doing what benefits the area. Commissioner DeBone said that he does not understand the intricacies. Mr. Kelley said they wanted to manage the non - emergency piece and the intent was not necessarily to contract out the emergency part of this. This issue is a twist on this, for public safety. It is not a matter of limiting who is coming in, but handling critical access patients. The changes were to limit how these companies are to operate. The ASA Committee feels this is a public safety issue. It was created at Bend Fire Department some time ago and is almost a moot issue today. They are revamping how they do things now. Commissioner Unger stated that if there is a small department, they might not be able to hire someone for ambulance services. This allows them more time to deal with the fire side of things. Mr. Kelley said that they looked at the non - emergency piece previously. This is a different topic. There is opportunity every five years for any company to come 1n. Minutes of Board of Commissioners' Work Session Wednesday, February 12, 2014 Page 4of16 Chair Baney asked about the issue regarding air ambulance service providers. There is no reciprocal agreement between the two and it is creating issues with citizens. Mr. Kuhn said that they would have to work on the language anyway, as it is a very complicated matter. Mark Pilliod said that they would run into problems at the federal level, through the FAA. There have been successful challenges to local regulations of this kind in the past. People want to be able to make choices. Patrick Hannon, CMT of Oregon, said there is a slight difference in what they charge, about a 20% reduction. Regarding a public safety issues, his paramedics have gone through the same training. They are not looking at taking over franchises. Mr. Kuhn stated it was widely advertised and would have been nice at that time this could have been addressed, but it was brought up instead right after the current ordinance was adopted. Mr. Kelly noted that some did reach out to Bend. Fire Department and Redmond Fire Department. Larry Langston told AMR this, so they did not apply. He does not know if it is an all or nothing situation, or for overflow. This would be in the rare instance of mutual aid when someone is allocated elsewhere. Chair Baney would like to empower the franchisee. It is a business decision for Bend and Redmond Fire Departments, and they should be able to contract if they want.. Mr. Kelly said that they have trained people, but the non - emergency teams seldom have to use this training. From a patient care advocacy standpoint, it would be contrary to what the ASA wants. They are specifically talking about how this contract was written. He wants to see care on scene as quickly as possible but EMS vary widely. Mr. Hannon said they do respond to events, stabilize the patient and then call the other services. They handled two recently, and then were told to cease. There could have been more because sometimes mutual aid is needed and the provider is some distance away. They can be called when the provider's last vehicle is out. Minutes of Board of Commissioners' Work Session Wednesday, February 12, 2014 Page 5 of 16 Mr. Kelly stated this situation is very dynamic, and that is where mutual aid comes in. Whoever transports can bill, but most cannot bill if they provide care but don't also transport. Jared Feffiott of Sunriver Fire Department said that some entities will pay either way. Medicare does not. Rick Silbaugh noted that some private providers do not have the same equipment due to cost. It is a convoluted issue. Commissioner DeBone asked if they can offer services to a private company for non - emergency transport. Mr. Hannon replied this is what they mostly do, but want to offer other services if there is a need. They have two crews operating each day, with others on call. Mr. Kelly said that the ASA felt this was not in the best interest of patients. Mr. Silbaugh asked if there is a provision in the ordinance that if there is a severe emergency and resources are depleted. Mr. Kelly responded that this would be only in a mass casualty situation; not the basic mutual aid scenario. Having someone on scene more quickly is not necessarily bad, but it is not the non - emergency services provider's main business. Chair Baney asked how many calls are received each year. Mr. Silbaugh said 9 -1 -1 receives about 30,000. Chair Baney noted that she would prefer a "Hail Mary" pass if needed rather than no help at all. Maybe they are not doing this work every day, but they are trained at some level and can be backup. Mr. Silbaugh said he was not there for the vote. He has concerns on how 9 -1 -1 will dispatch if there are a bunch of agreements out there. Dispatchers need to know, and there needs to be a consistent process. They send ladder trucks because they have paramedics on board. Private providers for certain scenarios will not have that equipment. He wants to see consistency, with a department that is staffed, paid and trained to do specific things. CMT is good, but what if some other company of that type comes in and is not so good. They need to look at the whole picture, and it was short - sighted for Bend Fire Department to go outside the norm. Mr. Kelly noted that Bend Fire Department is not here today. They are talking only about non- emergency providers handling primary emergency services. They can contract for backup if they want, direct. Minutes of Board of Commissioners' Work Session Wednesday, February 12, 2014 Page 6 of 16 Commissioner Unger said that maybe Bend Fire is short- staffed and Redmond has to go to Bend. He wants them to be able to manage their own franchises. Mutual aid may not always be efficient. Chair Baney stated that it resonates that 9 -1 -1 should not have to try to figure it out. Perhaps the franchisee can make the determination, but it has to be with someone who can provide the same continuity of service. 9 -1 -1 should not have to try to figure out who to call at the time. Erik Kropp said there could be contracts between franchisees and contractors, with certain standards. Mark Pilliod stated they could enable franchisees to provide emergency transport services through either own agency or a contractor. Beyond that, the contracts they enter into is a matter for the ASA Committee to flesh out, in conjunction with 9 -1 -1. The Board can give direction, but the franchisees need to oversee what is required. Chair Baney asked about emergencies when everyone is busy. Maybe this can be for overflow and backup purposes. Mr. Kelly said that the ASA Committee made its recommendations after a lot of work. He is concerned about the lack of support of the Board for the Committee's decisions. Nothing is broken, but they need guidance. In a practical sense, there will always be coverage provided. There are daily operations, and there is what the franchisees want to do on the side. Commissioner Unger said they need to read the contacts and understand the issue better. Mr. Hannon said they can't transport at this point even if they are fully equipped. Mr. Kelly noted that there are others who want to come in. On- scene care is one thing; transport is another. This involves a separate contract between the Bend Fire Department and CMT. Mr. Kuhn stated that it needs to be within Code and run through the ASA Committee. The current arrangement was not done within the process. Mr. Kelly said that Central Oregon mutual aid encompasses the tri- county area, and dictates that they have to be dispatched by 9 -1 -1, and there is a flow and process. This includes EMS, wildland and structural fires. They do not want to see others who are not properly trained coming in. Every agency has different resources. They call for mutual aid when a call comes in, if they are depleted. The ASA Committee has researched this particular situation at length. Minutes of Board of Commissioners' Work Session Wednesday, February 12, 2014 Page 7 of 16 Mr. Kuhn said they will provide copies of documents to the Board, but it might take several weeks. Chair Baney stated she does not want to minimize the work of the Committee. She is hearing there are concerns about opening this up. Two members voted no — Bend and La Pine Fire. She asked what their concerns were. Mr. Jeffcott said that education on this matter is huge. They might want to look at Washington County's plan. Commissioner DeBone said he wants to learn more about the 9 -1 -1 decision tree as well. Mr. Silbaugh noted that the problem with Bend Fire is theirs was a short- sighted decision, and did not take into account the whole picture, or how it might affect other agencies and dispatch. Commissioner Unger asked about where they go from here regarding air service. At this time, people have to buy two different policies. Mr. Kuhn replied that this is a very complex issue and they are trying to deal with it. Mr. Kelly said that both agencies should come together and create a joint membership program and fee. He has asked for solutions from them, but they don't want to be reciprocal. 5. Discussion of Transportation Capital Improvement Plan (CIP) Project Ranking and Prioritization. Chris Doty gave an overview of the purpose and objectives, along with cash flow estimates, a 5 -year CIP ranking and prioritization. He asked for Board direction regarding a resolution. He reviewed various cash flow scenarios. Assuming no additional PILT or Secure Rural Schools funding, he estimated $400,000 in SDC revenue. Chair Baney asked if this could be broken out as to location, since this is heavily based on the tourism conversation. This would strengthen the resorts discussion. Another scenario is with some PILT /SRS but deescalating amounts into the CIP program. Gas tax does not increase but inflation has an impact on projects. Minutes of Board of Commissioners' Work Session Wednesday, February 12, 2014 Page 8 of 16 They need to invest in equipment and overlay programs and want to maintain this component for reserves and match. He went over priority CIP projects. Transportation demand management is directly funded by the Road Department through the gas tax, and handled through Commute Options. There are a lot of projects on the list, so they need to focus on the higher priority ones. The Board can favor one over another. There are not a lot of new road segments, but there are intersection improvements, and modernization of roads (widening, etc.), reclaiming the roads and making improvements. This could be through an overlay. Bridges are a part of the plan; bike lanes and sidewalks are a small piece. In some of these instances, it is a shared cost with another agency. The ratio of 5:10 can change based on overall costs. Commissioner Unger asked about locations with access issues across the railroad tracks. Peter Russell said everyone favors getting rid of at -grade railroad crossings. First priority is Powell Butte Highway/Neff- Alfalfa Market Road. They have high crash data on this location. They tried counter - measures but they are not doing enough. Injury accidents are prevalent, and these are not just fender - benders due to speed. The count is twice as high as it normally would be for the traffic counts. A roundabout is likely there. Commissioner Unger asked about Canal Boulevard and Helmholtz. Mr. Doty said this is listed under Old Bend - Redmond Highway. Priority #2 involves turn lanes and realignment at Burgess and Day Road. There are some driveway issues and no predesign work has been done. Priority #3 is Huntington Road /Deer Run paving. This is partially graveled and potentially they can disconnect a subdivision from the highway. They should be able to move forward on this soon. La Pine Rural Fire Protection District weighed in on this and is supportive, as it would improve response times. There are some issues with the BLM. Priority #4 is South Canal Boulevard at Helmholtz. There are safety issues, and this location needs a left turn lane. It has a higher than average crash rate and is barely acceptable as is. Minutes of Board of Commissioners' Work Session Wednesday, February 12, 2014 Page 9 of 16 Priority #5 is paving Rickard Road, Groff Road to U.S. 20. It is now gravel. This would provide system redundancy and better access for Baker and Knott Road. Gravel takes more maintenance there due to its high use. The cost will approach being neutral but it will become a beneficial collector. Priority #6 might be additional investments in South Canal or the area north of Highway 126 where there are grade issues. There is also a blind corner on Antler Avenue. Other possible projects are La Pine storm water improvements at Huntington and Third Avenue. They will partner with the City if possible; perhaps the City can maintain. The existing system has silted out. They might pipe the outlet to the slough. This is proposed for Fiscal Year 2015. Commissioner Unger said the Habitat Conservation Plan might come into play. The County is at risk in this area, with impurities coming off the street. Mr. Doty stated that they are doing some due diligence with the DSL and DEQ. George Kolb added that they would have inlets with filters that are regularly cleaned, and they can treat fuel waste. It is no different from a swale alongside a road. As it is, there are significant runoff issues for local buildings. Mr. Doty said the annual traffic safety items will cost about $50,000 total, for guardrails, intersection realignments and so on. The current projects obligated in the queue are Skyliners Road, Fall Creek Bridge and Tetherow Bridge. They will move forward with Powell Butte Highway, then La Pine, and others by priority. They can move these around if the Board feels it is appropriate. Some are a modernization piece that ties into others. The County has not adopted a resolution for this kind of thing for about eight years. It is time for an update. He hopes to reaffirm this each year in the future. Commissioner Unger stated that the Redmond CIP looked at where funding came from. It is harder to follow the money here. Mr. Doty said it can be comingled but they have to track it all by law. They have been successful getting grants for bridgework and hope to be successful with other projects. Many projects do not lend themselves to grant funding since they are local system projects and not tied to a state highway. Most of the projects discussed . today would not be funded except by the County finding a way. Minutes of Board of Commissioners' Work Session Wednesday, February 12, 2014 Page 1.0 of 16 Commissioner Unger asked about Millican Road, in particular the short piece in Deschutes County with the rest being in Crook County. He is not sure this fits into the plan. Chair Baney said Senate Bill 1502 might be a legislative fix. The truckers are pushing this one, and it would be a win -win if it passes. It would come with some federal funds and takes out the jurisdictional transfer piece. Commissioner Unger said the regional foresters are frustrated with the change in membership regarding federal forest lands. They lost a seat at the table and AOC gained one. The US Forest Service says this is how they got money for Skyliners Road, but they have lost their influence. Care needs to be taken to strategize well with AOC. Mr. Doty noted that he thinks the current configuration benefits the County. Sometimes the Forest Service wants the money to improve fish passage, but uses transportation dollars. It would be better used for bridges and similar projects. Chair Baney said that if the I -5 bridge project does not happen soon, there may be some funds to solicit. She asked if the County has participated in this. Mr. Doty said it is a list- making endeavor at COACT. He did not know if the list was built with this in mind. Chair Baney noted that politically no one wants to say this, but they need to get projects in the hopper just in case. The OTC will look at things that intersect with highways. There will be a fair amount of money. She wants to be sure the County and region get in line. The work needs to be of statewide significance. Mr. Russell said that passing lanes on Highway 97 are always a good idea, along with better access to the Suttle Lake area. ODOT already has design work on Tumalo and Highway 20, plus preliminary work at O'Neil Highway and the railroad, and the Bend North Corridor area. Mr. Doty added that ODOT Region 4 does a good job of getting projects shovel- ready, like at Wickiup Junction. Chair Baney stated that some are phased so far in advance that by the time they get there, the community is not as supportive or other changes have occurred. Mr. Russell said that passing lanes are not politically motivated, even though some people don't like having trees cut down for this. The Board indicated support of the direction of the Road Department on these priorities. Minutes of Board of Commissioners' Work Session Wednesday, February 12, 2014 Page 11 of 16 6. Discussion of Community Grant Process and Recommendations. Judith Ure presented recommendations reflecting changes the Board wanted last year. The organization needs to be a 501(c)(3). Some are member supported. This program is restricted to public benefit and excludes churches. There were 23 applications and 21 were reviewed. Some did not understand the part about a fixed dollar amount. Arts Central did not apply, but got a fundraising grant earlier. They can't be both a service partner and a community partner. Some needed to send in more information. A review panel was established. Some were not selected by consensus. The individual ratings came out about the same, and the results were sent to the panel to confirm. Points were assigned based on criteria. #1 was clear, #2 was a tie. This is a carve -out from the lottery pool. They have two quarters in already. (She referred to a handout.) Green columns would receive an award as recommended. Yellow needs discussion. Chair Baney said she did not like either #2. She asked if they don't have arts programs through the schools. The High Desert Museum has plenty of support. The panel liked the Stage Right application. Others did not apply. The Board was supportive of #1. In the Health, Mental Health and Addictions category, there was a clear break. Three rose to the top. These are basic support for services already being provided. Chair Baney asked about Volunteers in Medicine. She said the people using those services should now be insured. She wanted clarification on the role of VIM in the new arena of health care. Ms. Ure said they have a lot of catching up to do this year. They can track it better next year. Chair Baney asked what goes to the FQHC system and what goes elsewhere. The new health care world should be catching more of these. Ms. Ure stated they have to provide for the vulnerable, and this is a year in transition. There may be new criteria for next year. Chair Baney said that Deschutes Family Recovery is handled by Judge Brady. Minutes of Board of Commissioners' Work Session Wednesday, February 12, 2014 Page 12 of 16 There was a decision to move #2 to #4. Essential Services includes Volunteers in Action. Commissioner Unger said they help people stay in their homes with improved safety features. He wanted to find out if COVA does the same thing. They also deal with transportation basic services. He wants to be sure they coordinate with others. Big Brothers Big Sisters would be for mentoring. This was approved. Regarding the Humane Society of Central Oregon application, Chair Baney said this is a no. They receive funding through licensing. They were also supposed to pool spay /neuter grant funds with others for projects. She never meant for this request to land here. Community Grants and Service Partners were discussed. Ms. Ure said that one rater felt very strongly about the vision foundation. Commissioner DeBone asked about the Lion's Club. Commissioner Unger said they collect glasses but he thought this was mostly for overseas work. Commissioner Unger would like to see more support for the local Red Cross. They should be a supported partner. Ms. Ure reminded the group they got a discretionary grant. Chair Baney said they could give $5,000 to Vision Foundation and $5,000 to the Red Cross. Ms. Ure stated she needs to be sure they can work around this. Chair Baney suggested they could create a local government pool for the Red Cross, and ask others to contribute. There should be more overall ownership, with the County perhaps taking the leadership role. Ms. Ure said they could not be a service partner. Chair Baney said to ask them to help with a local government- focused campaign. The Board asked that Volunteers in Medicine be reduced to $8,000, with $2,000 going to ICON City, which does a lot with very little. Ms. Ure stated that a few can do a lot with $10,000 than a lot can do with $500 to $1,000. Also, the application process is burdensome. However, some might not be able to manage an award of $10,000. Minutes of Board of Commissioners' Work Session Wednesday, February 12, 2014 Page 13 of 16 7. Other Items. Eric Mone spoke about the exempt facilities program, which is based on calendar year. He asked that the Board offset these inspection costs. The State has added four that have to be licensed and inspected, which adds to the unfunded mandate burden. The other part is the feasibility of changing the model and charging in the future. He would like this to be discussed at some point. Chair Baney noted that it is also a burden if the County has to provide services that the nonprofits are doing now. It would be good to gauge how this is being done. Mr. Kropp said four new ones are different. The nonprofits that serve Deschutes County are different from the Community College, which has a broader tax base. However, State law now requires this. These taxing districts are already getting taxpayer money. This is a general fund transfer to the department. Tom Anderson has directed that this be addressed each year rather than building it into the budget. Mr. Kropp added that these are the schools with culinary classes and catering service to generate funds for their programs. This is not the school lunchroom programs through the Department of Education. UNGER: Move these expenses betaken out of general fund. DEBONE: Second. VOTE: UNGER: Yes. DEBONE: Yes. BANEY: Chair votes yes. Commissioner Unger presented a copy of a rural communities support letter (Document No. 2014 -065). UNGER: Move Board signature. DEBONE: Second. VOTE: UNGER: Yes. DEBONE: Yes. BANEY: Chair votes yes. Minutes of Board of Commissioners' Work Session Wednesday, February 12, 2014 Page 14 of 16 Commissioner Unger said he was at a Sage Grouse meeting, and Steve Grasty was looking for rural community alternatives. He wants everyone on the same page. The County helped draft almost all they are working on. The Board indicated support. Mr. Kropp said they need to consider Mark Pilliod's employment contract, which expires soon. He would like to see it extended through February 28 and provide for 14 days' notice before he should stop work. They have to determine the start date of the new person. UNGER: Move approval. DEBONE: Second. VOTE: UNGER: Yes. DEBONE: Yes. BANEY: Chair votes yes. The group talked about putting out a press release for permits for rural commercial events, reminding people if they have such an event planned, they need a permit. Nick Lelack drafted most of it. The Board was supportive of this. Commissioner DeBone asked about receiving the Capitol Press newspaper. A subscription is $50 a year, the same price for hard copy and electronic versions. The Board was supportive. Chair Baney said Joe Stutter secured an opportunity in late April to go to Washington, D.C. to work on fuels treatment grants. Some dinners are sponsored as well. She sees value in a visit to the Hill. Airline tickets are about $500, and the trip would be Tuesday through Saturday in the last part of April. Commissioner Unger said he is supportive if it will help with FEMA. The current path is not going anywhere. Chair Baney said Mr. Stutter paid for the rest through other funds. There will be other representatives from various areas and states. Commissioner Unger noted it would be helpful to have an elected official there, and Commissioner DeBone agreed. Chair Baney will attend. Minutes of Board of Commissioners' Work Session Wednesday, February 12, 2014 Page 15 of 16 Being no further items addressed, the meeting adjourned at 6:05 p.m. DATED this .5 Day of 4g:,4- 2014 for the Deschutes County Board of Commissioners. (7) Tammy Baney, Cha`i Anthony DeBone, Vice Chair ATTEST: 6)-a� (�5v� �6,� Alan Unger, Commissioner Recording Secretary Minutes of Board of Commissioners' Work Session Wednesday, February 12, 2014 Page 16 of 16 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, FEBRUARY 12, 2014 1. Update on Venture Catalyst Program — Jim Boedekker, EDCO 2. EDCO — Economic Development Activities Update 3. FoundersPad Update — Molly Mount, Program Manager 4. Discussion of an Ambulance Service Area (ASA) Committee Recommendation that Non - Emergency Service Providers Not be Permitted to Provide Mutual Aid for 911 emergency Calls — Tom Kuhn, Health Services & ASA Administrator; Doug Kelly, ASA Committee Chair 5. Discussion of Transportation Capital Improvement Plan (CIP) Project Ranking and Prioritization — Chris Doty, Road 6. Discussion of Community Grant Process and Recommendations — Judith Ure 7. 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) (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; or other issues under ORS 192.660(2), executive session. Meeting dater, 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. lffyou 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 c -mail to bonnie.bakerAdeschutes.org. W Ln Ai wl %A N -0 16. rl co G6 z ev CL LM (1) ral 6m m c 0 duo oc voi tko tka c LLI t. C4 CL -f~ES pA, { Road Department 61150 SE 27th St. - Bend, Oregon 97702 (541) 388 -6581 • FAX (541) 388 -2719 1,A LS7'R MWIM DATE: February 12, 2014 TO: BOCC THROUGH: Tom Anderson, County Administrator FROM: Chris Doty, Road Department Director RE: 5 -year Capital Improvement Plan program prioritization and discussion Recent discussion regarding the reconstitution of the Road Department's Capital Improvement Plan (CIP) program has highlighted the need to obtain BOCC direction on the prioritization and ranking of capital projects. Per County Code Section 12.52.010, the BOCC is required to adopt an annual resolution identifying priorities for transportation projects in County right -of -way. The purpose of this memorandum is to: a. Initiate discussion of the 5 -year CIP ranking and prioritization. b. Review cash flow estimates for the 5 -year CIP Program. c. Discuss a staff proposal for initial 5 -year CIP ranking and prioritization. d. Obtain BOCC direction at the February 12th work session regarding a future resolution as required by DCC 12.52.010. Capital Improvement Plan Project Discussion: The County's current 20 -year CIP was initially adopted upon approval of the Transportation System Plan (2012), and was amended and incorporated by reference as an attachment to the System Development Charge resolution (2013 -020) in June of 2013. The CIP represents the list of modernization improvements, intersection improvements, new roadway segments and other significant projects affecting the County transportation system. The CIP ranks projects as high - medium -low and as such, provides general guidance to the capital program and a refined 5 -year plan. The approved CIP is available via the following link: htt : / /www.deschutes.or /DeschutesOr / files /02/02cfc8a0 -27e9- 4758 - 9084- 14282623b02f. df In addition to CIP Projects, other capital projects budgeted annually within the Road Fund include special maintenance projects and small scale traffic safety projects. Expenses associated with the Road Department's Pavement Management Program (PMP) are contained within the Road Fund's material /services category and are not considered or budgeted as capital improvements. PMP expenses include chip seal, overlay (thin lift and structural) as well as full depth reclamation. Cash Flow Estimates for the 5 -Year CIP: The Road Department's budget goal is to achieve a fiscal operational balance such that routine maintenance can be funded exclusively via routine funding sources. In this scenario, revenue from non - routine and unreliable funding sources, such as federal SRS and PILT programs can be directed to the CIP program. Whereas the Road Department budget has achieved this funding goal through the past several budget cycles, future inflation in operating costs without equivalent indexing of operational funding sources will require the use of SRS /PILT to fund operations. That said, recent extensions of SRS /PILT, coupled with the existence of prior reserved SRS /PILT revenue has enabled the Road Department to demonstrate the availability of resources to proceed with a limited CIP program. The below tables demonstrate two cash flow scenarios with funding assumptions based with and without the availability of SRS /PILT program extensions beyond what is currently authorized. Table 1: Cash flow assuming SRS /PILT thru 2015 only Cashflow (Existing Resources and "authorized" federal PILT /SRS Cumulative Total $ 6,200,000 $ 7,635,423 $ 8,035,423 $ 8,435,423 $ 8,835,423 $ 9,235,423 Table 2: Cash flow assuming full SRS /PILT — with deescalating contributions to CIP Ca"ow IExistina.R6sourcesand assumed PILI7SRS1- current, $ 1 2015 2016 2017 2018 2019 ExistrngReseroes $ 4,600,0001 $ 1,035,423 $ '1,035,423 $ 744,081 '$ 435.302 . $ 1'0&,220 SDC Reserves /Projections 1 $ 1,600,0001 $ 400,000 $ 400,000 $ 400,0001 $ 400,000 $ 400,000 Total (no PILT /SRS) I $ 6,200, 000 r $ 1,435,423 $ 400,000 $ 400,000 $ 400, 000 $ 400,000 Cumulative Total $ 6,200,000 $ 7,635,423 $ 8,035,423 $ 8,435,423 $ 8,835,423 $ 9,235,423 Table 2: Cash flow assuming full SRS /PILT — with deescalating contributions to CIP Ca"ow IExistina.R6sourcesand assumed PILI7SRS1- Cumulative Total $ 6,200,000' $" 7,635;423" $ 8;779;504 $ 9,614,806 $ 10;123,026 41 10;523;026 The deescalating contribution from SRS /PILT in Table 2 is based on the assumption that overlay and equipment investments will be returned to pre - recession (sustainable) levels and that inflation in expenses will outpace escalation in operating revenue (gas tax). The 5 -year cash flow analysis demonstrates the availability of $9.2M to $10.5M in resources. Assuming a goal of maintaining a minimum CIP /SDC reserve of $1.OM to $2.OM, the 5 -year CIP program can target projects totaling $7.2M to $9.5M. Staff Proposal of 5 -Year CIP Projects: Road Department staff has prepared a recommendation to the BOCC for an initial 5 -year CIP program based on engineering judgment of system needs, safety analysis, and customer requests. The staff recommended 5 -year CIP program projects are as follows: Project #1: Powell Butte Highway /Neff Road - Alfalfa Market Road intersection improvements (east Bend area). a. Description: Installation of a roundabout or other intersection improvements. b. Justification: The intersection experiences the highest crash rate in the County system at approximately twice the rate of what would normally be expected based on location and volume. Previously installed traffic safety countermeasures have not positively influenced the crash rate at the high speed intersection. c. Cost estimate: $2,500,000 d. Other issues: An initial feasibility has been conducted for the purposes of identifying possible solutions including roundabout installation and offsetting both legs of the cumma $ 2g15 2016 2017 201& 201.9, Resents plus; ILT! R$1 $ 4,600.000 $ '1,035,423 $ 744,081 '$ 435.302 . $ 1'0&,220 :$ SDCReseiee9 /Projec(lons $ 1,6 0,0(7;dj $ 400,000 $ 400,000; $ 400,000 $' 400,0 ,0 '$;' 400,'00,,0 Total (with PILT /SRS $ 6,200,OOL1 $ 1,495,423, $ 1',144,.081 $ 835,02 $ 5d22p $r, 400,000' Cumulative Total $ 6,200,000' $" 7,635;423" $ 8;779;504 $ 9,614,806 $ 10;123,026 41 10;523;026 The deescalating contribution from SRS /PILT in Table 2 is based on the assumption that overlay and equipment investments will be returned to pre - recession (sustainable) levels and that inflation in expenses will outpace escalation in operating revenue (gas tax). The 5 -year cash flow analysis demonstrates the availability of $9.2M to $10.5M in resources. Assuming a goal of maintaining a minimum CIP /SDC reserve of $1.OM to $2.OM, the 5 -year CIP program can target projects totaling $7.2M to $9.5M. Staff Proposal of 5 -Year CIP Projects: Road Department staff has prepared a recommendation to the BOCC for an initial 5 -year CIP program based on engineering judgment of system needs, safety analysis, and customer requests. The staff recommended 5 -year CIP program projects are as follows: Project #1: Powell Butte Highway /Neff Road - Alfalfa Market Road intersection improvements (east Bend area). a. Description: Installation of a roundabout or other intersection improvements. b. Justification: The intersection experiences the highest crash rate in the County system at approximately twice the rate of what would normally be expected based on location and volume. Previously installed traffic safety countermeasures have not positively influenced the crash rate at the high speed intersection. c. Cost estimate: $2,500,000 d. Other issues: An initial feasibility has been conducted for the purposes of identifying possible solutions including roundabout installation and offsetting both legs of the intersection to create two T- intersections. This project will require significant outreach and public discussion. Staff has gathered appropriate information to begin the outreach and design process immediately. Project #2: Intersection improvements at Burgess Road /Day Road (La Pine area) a. Description: Installation of a center turn lane in Burgess Road and realignment of Pine Forest Drive to address offset alignment issues at the intersection. May include installation of right -turn deceleration lanes on Burgess Road. b. Justification: Turn lane warrants are met and the intersection experiences congestion and a higher than normal crash rate due to traffic volume and driver perception. c. Cost estimate: $650,000 d. Other issues: Staff has not initiated any pre - design or feasibility work. Potential driveway conflicts may require additional resources to resolve. Project #3: Huntington Road paving (MP 5.39 to 7.68), north La Pine area a. Description: The project will pave and modernize the existing 2.4 mile unpaved section of Huntington Road which is currently bypassed by Riverview Drive. Project includes paving of Deer Run Lane (Pinecrest to Huntington) to provide local system access to a rural subdivision currently served via US 97. The Project may include turn lanes at the north and south connections to Riverview Drive. b. Justification: As a high volume collector facility, Huntington Road provides a parallel north -south route to US 97 connecting La Pine to Sunriver. The existing 2.4 -mile unpaved section requires above normal levels of gravel road maintenance. Lack of paving forces traffic to bypass the unpaved section via Riverview Drive — a curvilinear facility not designed to accommodate collector level traffic volumes. This project is frequently requested by residents and has been touted by the La Pine Rural Fire Protection District as a project that will improve public safety response times. c. Cost estimate: $1,800,000 d. Other issues: The project has previously been designed however is not shovel -ready due to the need to acquire right -of -way or easement from the BLM at the southerly connection to Riverview Drive. Project #4: Left turn lane on S. Canal Boulevard at Helmholtz Way (south Redmond area) a. Description: Installation of a left turn lane in S. Canal Boulevard at Helmholtz Way. b. Justification: This intersection is high volume arterial - collector intersection with limited sight distance to the north. Installation of a left turn lane will improve safety and operations. c. Cost estimate: $650,000 d. Other issues: Staff has not initiated any pre- design or feasibility work. Project #5: Rickard Road paving (MP 4.31 to 7.01), east Bend area. a. Description: Project will complete the 2.7 mile unpaved portion of Rickard Road from Groff Road to US 20. Once complete, this segment will provide a complete paved collector facility connecting Knott Road to US 20. b. Justification: This is a system improvement that will improve an unpaved collector facility. Similar to Huntington Road, this is a higher volume gravel section that requires above normal maintenance activity. c. Cost estimate: $800,000 d. Other issues: Staff has not initiated any pre- design or feasibility work, although the project is straightforward given the existing alignment and right -of -way. Additional Projects: In addition to CIP projects, the program also funds major maintenance and special projects not considered a portion of the Pavement Management Program. An additional project proposed by staff relates to stormwater improvements in the downtown La Pine area, as follows: Special Project #1 : La Pine stormwater improvements at Huntington Road and Third Street. a. Description: Project will install a stormwater line that will alleviate localized flooding at the intersection of Huntington Road/Third Street by piping stormwater from the intersection to the east (slough). b. Justification: During significant rain and snowmelt events, the intersection floods due to the lack of appropriate stormwater disposal infrastructure. The flooding is frequent and significantly impacts area businesses and access. The majority of the roads within downtown La Pine are County facilities. c. Cost estimate: $200,000 d. Other issues: Staff has performed limited feasibility work pertaining to the profile of the pipe and disposal area. The City of La Pine has expressed an interest to partner on the project. Special Project #2: Annual Traffic Safety Improvements Within the CIP Program, annual traffic safety improvements are budgeted in the amount of $50,000 to address small projects such as new guardrail installation, etc. The Staff Proposal below provides a schedule of the above projects through the five year period such that an approximate $1.OM to $2.OM reserve amount remains in 2019 depending on the level of funding supplied via SRS /PILT. Table 3: Staff Proposal of 5 -Year CIP Projects: pOft lid R,rc Jee ,'Current,C�bllgBtPtlt1 2 45 k 1100,* �tbh . 1 (�t1Q bp0 L'1111 P� 24 Fall Crb as as w .a d a v O H 'o e m O Fl O� Cw h C 6 V h t v D i QNQ CY N C a b N V d .O a v O Vl C A D� ao �w La N C 7 O V N d L 0 N a 0 c c c E E E a E E >>? E E o o o 3 3 3 3 3 3 3 E 3 EE 2? o E E E u m $ vi O SS m 88 N S wu�MOiN p b b UOiMn N N N m �� N ��NW Nn a o b o u N b u g M m S V Q$ gj �j 8 N S b s o s o m }; bbunib ANN m [ON�Ne+! 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N 76 cc O U }, O 0— i � � O Cc c6 L CL O O 0 �O ca 4-J E C.. a� w L O (n V W r. _ Z L L cn r 0 cn .0 a �A CD V —J m O Ambulance Service Area (ASA) Committee 2577 NE Courtney Dr. Bend, OR 97701 (541) 322 -7410 MEMORANDUM DATE: February 12, 2014 TO: Deschutes County Commissioners FROM: Doug Kelly, EMS Chief, Redmond Fire & Rescue and ASA Committee Chair; Tom Kuhn, Community Health Manager, Health Services and ASA Administrator. RE: Ambulance Service Area Committee Recommendations to Commissioners The purpose of this request is to propose that the Commissioners approve a recommendation decided by the Ambulance Service Area (ASA) Committee that Non - Emergency Service Providers not be permitted to provide mutual aid for 911 emergency calls. Along with this recommendation, language changes will need to be made by the committee to the Ambulance Service Area (ASA) Plan and Ordinance Chapter 8.30 to reflect this decision. I. Background In July 2013, a complaint was brought forward to the ASA Committee of a possible violation or misinterpretation of Deschutes County Code (DCC) 8.30. It was discovered that The City of Bend Fire Department had engaged in a Mutual Aid Agreement with Cascade Medical Transport of Oregon (CMT) to provide emergency transports in Deschutes County. This was identified as a conflict since DCC 8.30 explicitly states that "Effective May 14, 1997, no person shall provide emergency ambulance services within Deschutes County unless such person is franchised in accordance with DCC 8.30 ... The franchisee may subcontract non - emergency or inter - facility ambulance transports as defined in the ASA Plan." Following several meetings between the ASA Committee, Bend Fire and CMT, the committee decided during the November 18, 2013 ASA meeting by a six (6) to two (2) vote that a non - emergency service provider can not be mutual aid for 911 emergency calls. In addition, the committee acknowledged that DCC 8.30 and the ASA Plan needed language changes made as there were multiple discrepancies discovered during this process which must be clarified. II. Recommendation The Deschutes County ASA Committee would like to recommend that the Deschutes County Board of County Commissioners approve the following: 1. That the recommendation that "a non- emergency service provider can not be mutual aid for 911 emergency calls," be approved, therefore voiding the Mutual Aid Agreement between Bend Fire and CMT for emergency services and; 2. That the ASA Committee be permitted to make language changes to DCC 8.30 and the ASA Plan to more strongly reflect the above recommendation, as well as clarify all other discrepancies identified. These language changes would then be brought back to the BOCC for final approval. III. Justification No County within the State of Oregon allows a non - franchised non - emergency provider to mutual aid on 911 emergency medical services calls. The ASA Committee had several conversations regarding the mutual aid contract and made a decision not to allow mutual aid contracts between franchised emergency and non - franchised non - emergency providers. The mutual aid contract that was presented allowed a non - franchised non - emergency medical provider to treat and transport emergency medical patients. The ASA Committee determined that was not in the best interest of patient care. Response times are not affected by mutual aid contracts because there is no guarantee that the requested agency is available or close to the incident. Response time standards in the ASA Plan are for 90% of the time; mutual aid requests are not frequent enough to increase overall response times in most jurisdictions. There are no cost savings associated with any mutual aid contracts within Central Oregon. In all cases the transporting agency bills for services. Date: February 12, 2014 To: Deschutes County Board of Commissioners From: Judith Ure, Management Analyst Subject: Community Grant Award Recommendations Changes to Community Grant Program In May 2013, while prioritizing the use of video lottery funds, the Board of Commissioners made the following changes to the Deschutes County Community Grant program: 1. Transferred responsibility for administering funding for emergency food, clothing, and shelter grants to United Way of Deschutes County. 2. Established a set number of awards for fixed dollar amounts in the categories of Arts and Culture, Health, Mental Health, and Addiction Services. 3. Affirmed that applicant organizations must be 501(c)3 entities as recognized by the Internal Revenue Service. 4. Determined that current Deschutes County Service Partners are ineligible to apply for Community Grant funds. These changes were reflected in the solicitation notice, funding guidelines, and application form. Applications Submitted Deschutes County received 23 applications in response to the 2013 -14 Community Grant solicitation as follows: Arts and Culture • Deschutes County Historical Society • High Desert Museum • Stage Right Productions Health, Mental Health, and Addictions Services • Advantage Smiles for Kids • Central Oregon Teen Challenge • Deschutes County Healthy Beginnings Enhancing the Lives of Citizens by Delivering Quality Services in a Cost - Effective Manner Deschutes Family Recovery Redmond Alano Club Volunteers in Medicine Clinic of the Cascades Other Essential Services • American Red Cross — Oregon Mountain River Chapter • Assistance League of Bend • Big Brothers Big Sisters of Central Oregon • Boys and Girls Clubs of Central Oregon • Children's Vision Foundation • Families Forward • Humane Society of Central Oregon • ICON City • Oregon Adaptive Sports • Pregnancy Resource Centers of Central Oregon • Redmond Adventist Community Services • The Center Foundation • Volunteers In Action • Wonderland Express Review Process A three- person panel reviewed the 2013 -14 Community Grant applications, assigning numerical points distributed between four evaluation criteria that included organizational strength; financial stability; proposed program, project, or activity benefit; and performance management capability. Points assigned by members of the review panel were averaged; applications were ranked using the averaged points; and the results were compared to individual ratings to ensure conformity. The review panelists were then given an opportunity to confirm that the highest ranking applications reflected a consensus recommendation. Recommendations Specific recommendations will be presented to the Board of Commissioners for discussion during a regularly scheduled work session. IyC�I� V!J o � Cd CC 0 0 O Ca U � O � Qa N v WD as A r O � G� W � C Vo O M O U ^� Q N r0r„ o � y � U W .O C ^C -d o C � �4-w „O O Cd .r' r-+ CIO psi r 4�,Lr`• ° � ��'a d�ti } at Ln ?'j P rA 'hy k� 7 M K TIM.` cn U «mil Cam.?`, 61 a� un ct ol� s_. Ln cn CA O s Col � ,-• O C13 :5 O Q O � U GC �3 RION C 4e C � O � O C � it 40� co W � M 4 A >t p� oo oo a o0 d U M 'd 41� cn cn ;ml a3 En to rUi O O 4 N bQ O 'C7 n U O 7' O bq Ci Cd cn O ''O U G� ti) s v -7) cd N N P. 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O " O cC a4 NC3 cC it r U ip• O O g bo " •� th cn N ��• m ... cn U Cn r q�7 4 1�I Cr' k+ k n 4. r'. r, cd cd O cd a� 7:3 O l �• O Ct U c� cp O cd cn � O CL O 4 v cn � O W U rn U U N U O x,. z" s ol 2013 -14 EXEMPT FACILITIES NUMBER FEE FEEIFNOT NAME OF FACILITY OF SEATS CHARGED EXEMPT Bend's Community Center 250 0 $930.00 Bend Elks Lodge No. 1371 110 0 $830.00 Bethlehem Inn 50 0 $700.00 City Center Foursquare Church 25 0 $700.00 Door at Three Rivers Community Church 36 0 $700.00 La Pine Community Kitchen 75 0 $830.00 La Pine Senior Center 140 0 $830.00 Redmond Council for Senior Citizens 170 0 $930.00 Salvation Army 80 0 $830.00 Sisters Senior Center 80 0 $830.00 St. Helens Center - Family Kitchen 72 0 $830.00 St. Thomas Parish Center 400 0 $930.00 Bend Senior High School 0 0 $645.00 Mountain View High School 0 0 $645.00 Summit High School 0 0 $645,00 Elevation Cafe at COCC 80 0 $830.00 TOTAL EXEMPT AMOUNT $12,635.00