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2014-269-Minutes for Meeting May 07,2014 Recorded 5/20/2014 DESCHUTES NANCY BLANKENSHIP,PCOUNTY CLERK CS CJ 2014.269 COMMISSIONERS' JOURNAL 05/20/2014 09;29;02 AM IUlIjuIIlulluI UI Ill 4- Do not remove this page from original document. Deschutes Count y Clerk Certificate Page A 0; -. % e 2� ❑ '1 Deschutes County Board of Commissioners 1300 NW Wall St., Bend, OR 97701-1960 \" u, (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org MINUTES OF BUSINESS MEETING DESCHUTES COUNTY BOARD OF COMMISSIONERS WEDNESDAY, MAY 7, 2014 Commissioners'Hearing Room-Administration Building- 1300 NW Wall St., Bend Present were Commissioners Tammy Baney, Alan Unger and Anthony DeBone. Also present were Tom Anderson, County Administrator; Erik Kropp, Deputy County Administrator; Dave Doyle and Laurie Craghead, County Counsel; Chris Doty, George Kolb and several employees of the Road Department; Nick Lelack, Matt Martin and Peter Russell, Community Development; and media representative Elon Glucklich of The Bulletin. Chair Baney opened the meeting at 10:00 a.m. 1. PLEDGE OF ALLEGIANCE 2. CITIZEN INPUT Kevin Kilroy of OSHA, representing SHARP (Safety and Health Recognition Program) came before the Board with Chris Doty. Mr. Kilroy explained the program, which involves employers who have safety systems in place rather than just complying with what is required. It is an award program that is voluntary, and recognized nationally; and this is the only County Road Department that has achieved this. This kind of work can be hazardous, but they have fewer injuries and accidents than any other similar department in the State. Over the years, the system has not only stayed in place, but this department has improved on it. This can be credited to management, but also employees who step up to the challenge. They have an active safety committee that charted the course for this program. This department is a model for other road departments as well as other agencies and private companies. Minutes of Board of Commissioners' Business Meeting Wednesday, May 7, 2014 Page 1 of 10 Commissioner DeBone said there are a lot of moving parts in the work that is done there, with a high potential for accidents, and he is happy this culture is there. Commissioner Unger asked what was required to quality. Mr. Kilroy replied the County opened its doors for this program, which is voluntary. It is a free and confidential service from OSHA. They did interviews and several comprehensive consultations, and watched them work. Recommendations were made and a plan developed. The County earned this. Once they are in the program, they also need to maintain it. Management has changed there as well, but the safety record has improved. They stepped up to the challenge and every year there are more action items from them. The employees and management are also coming up with their own suggestions to improve. They are very responsible with County resources. Chair Baney stated they run lean and she appreciates the work all have put in. She is glad to see the County again setting the standard. Citizen Jerry Aplin came before the Board regarding a land use issue on Lower Bridge Road. He said he has been to LUBA and the Board previously. He said the Board signed an order that permits are required by the people involved in this case. LUBA said that the County should have done a better job regarding evaluating occupants of the dwelling as to whether they are principally involved in running the farm operation. The people are still living in the house and there are still no permits. Nothing has been applied for and he wants to know how long it will take. He feels they need to be in compliance. He claimed to have spent over $12,000 to bring this to everyone's attention. He has nothing to gain other than he has been here his whole life and thinks this is wrong. No one should be able to make a subdivision in EFU ground. He wants Code Enforcement to step up. He demanded to know what is going to happen. Chair Baney asked if comments can be made at this time. Tom Anderson said they have told. Mr. Aplin that Code will be enforced. Different cases take different amounts of time and the goal is voluntary compliance. Nick Lelack stated that a couple of weeks ago the Simpsons were in and he understood they were applying for permits. He followed up with staff this week and they are attempting to work through this. Minutes of Board of Commissioners' Business Meeting Wednesday, May 7, 2014 Page 2 of 10 The Simpsons wanted to reactivate their permit, and he shared this information with Mr. Aplin. They know they need additional permits. The goal is to get to voluntary compliance and they will be meeting with them again this week. He wants to see this resolved as well. Chair Baney would like to keep this moving, and for them to keep the Board informed. Chair Baney explained that SAMHSA (Substance Abuse and Mental Health Services Administration) has deemed May 8 as National Children's Mental Health Day. This problem is one that is often not talked about, and there is a lack of awareness in the community and even within families. She read a proclamation at this time. Commissioner Unger noted that mental health is important in everyone's life. UNGER: Move signature of the Proclamation. DEBONE: Second. VOTE: UNGER: Yes. DEBONE: Yes. BANEY: Chair vote yes. 3. Before the Board was Consideration of Board Signature of Document No. 2014-145, a Gate Permit for Tumalo Circle (Howell). George Kolb explained that the gate is already in existence. Mr. Howell is doing a partition, and explained to the County that the gate is to prevent trespassers and vandalism on his property. The access only serves his property. He applied for a gate permit and it meets all the necessary criteria. Mr. Anderson asked about emergency responders. Mr. Kolb said it only affects this property and Mr. Howell's driveway. It is in the public right of way so the permit is needed. The neighbor has a gate as well, but that gate is on private property. UNGER: Move Board signature of Document No. 2014-145.. DEBONE: Second. Minutes of Board of Commissioners' Business Meeting Wednesday, May 7, 2014 Page 3 of 10 VOTE: UNGER: Yes. DEBONE: Yes. BANEY: Chair vote yes. 4. Before the Board was Consideration of Second Reading and Adoption of Ordinance No. 2014-014, Amending the Bylaws of the Deschutes County Bicycle and Pedestrian Advisory Committee to Provide for Additional Representation. Peter Russell gave an overview of the item. This will provide for representation from other parts of the County. UNGER: Move second reading of Ordinance No. 2014-014. DEBONE: Second. VOTE: UNGER: Yes. DEBONE: Yes. BANEY: Chair vote yes. Chair Baney conducted the second reading of the Ordinance. DEBONE: Move adoption of Ordinance No. 2014-014. UNGER: Second. VOTE: DEBONE: Yes. UNGER: Yes. BANEY: Chair vote yes. S. Before the Board was Consideration of Board Signature of Resolution No. 2014-043, Appointing a Financial Assistance Administrator for Deschutes County Health Services, with Authority to Amend the Service Element Prior Authorization Agreement. Scott Johnson introduced new Health Director Jane Smilie, who officially started today. Mr. Johnson explained the Resolution has been in place in the past, allowing for the administration of developmental disability programs. This would assign Ms. Smilie as administrator under certain circumstances. Minutes of Board of Commissioners' Business Meeting Wednesday, May 7, 2014 Page 4 of 10 DEBONE: Move Board signature of Resolution No. 2014-043. UNGER: Second. VOTE: DEBONE: Yes. UNGER: Yes. BANEY: Chair vote yes. Ms. Smilie is from Montana, having been in public health there for 25 years. She is excited with what is happening in Oregon and Deschutes County. Chair Baney stated that these are challenging times and she is pleased to have another strong leader at the helm. Mr. Johnson stated that yesterday was also National Nurses Day, and Oregon is recognizing Maggi Machala for a nurse leadership award. Mr. Anderson welcomed Ms. Smilie, after a long but finally fruitful search. He knows this is a big change in her life, and he is grateful she is here. He acknowledged all the work Mr. Johnson has done to prepare everything for Ms. Smilie. The transition is challenging and comprehensive. 6. Before the Board was Consideration of Board Signature of Resolution No. 2014-042, Appointing a Financial Assistance Administrator for Deschutes County Health Services, with Authority to Approve Certain Documents. Mr. Johnson said this Resolution allows for signature of non-monetary documents and agreements up to $50,000. DEBONE: Move Board signature of Resolution No. 2014-042. UNGER: Second. VOTE: DEBONE: Yes. UNGER: Yes. BANEY: Chair vote yes. 7. Before the Board was Consideration of Second Reading by Title Only, and Adoption of Ordinance No. 2014-012, Amending Title 23 of Code to Minutes of Board of Commissioners' Business Meeting Wednesday, May 7, 2014 Page 5 of 10 Matt Martin provided a brief overview of the Ordinance. There have been no changes or citizen input. UNGER: Move second reading of Ordinance No. 2014-012. DEBONE: Second. VOTE: UNGER: Yes. DEBONE: Yes. BANEY: Chair vote yes. Chair Baney conducted the second reading at this time. DEBONE: Move adoption of Ordinance No. 2014-012. UNGER: Second. VOTE: DEBONE: Yes. UNGER: Yes. BANEY: Chair vote yes. 8. Before the Board was Consideration of Second Reading by Title Only, and Adoption of Ordinance No. 2014-009, Amending Title 18 of Code to Incorporate `Housekeeping' Changes that Correct Errors or Provide Clarification of Existing Regulations, Procedures and Policies. Mr. Martin stated that there were no changes to this Ordinance. UNGER: Move second reading of Ordinance No. 2014-009. DEBONE: Second. VOTE: UNGER: Yes. DEBONE: Yes. BANEY: Chair vote yes. Chair Baney conducted the second reading at this time. DEBONE: Move adoption of Ordinance No. 2014-009. UNGER: Second. VOTE: DEBONE: Yes. UNGER: Yes. BANEY: Chair vote yes. Minutes of Board of Commissioners' Business Meeting Wednesday, May 7, 2014 Page 6 of 10 9. Before the Board was Consideration of Second Reading by Title Only, and Adoption of Ordinance No. 2014-011, Amending Title 22 of Code to Incorporate `Housekeeping' Changes that Correct Errors or Provide Clarification of Existing Regulations, Procedures and Policies. UNGER: Move second reading of Ordinance No. 2014-011. DEBONE: Second. VOTE: UNGER: Yes. DEBONE: Yes. BANEY: Chair vote yes. Chair Baney conducted the second reading at this time. Y g DEBONE: Move adoption of Ordinance No. 2014-011. UNGER: Second. VOTE: DEBONE: Yes. UNGER: Yes. BANEY: Chair vote yes. Before the Board was Consideration of Approval of the Consent Agenda. Chair Baney asked if the minutes could be approved this afternoon, as she has not had a chance to review all of them. UNGER: Move approval of the consent agenda, except for the minutes. DEBONE: Second. VOTE: UNGER: Yes. DEBONE: Yes. BANEY: Chair vote yes. Consent Agenda Items 10. Board Signature of Document No. 2014-244, an Agreement Releasing a Landscaping Deposit to Arrowood Development 11. Board Signature of a Letter Reappointing Diane Abernathy to the Cascade View Estates Special Road District Board, through December 31, 2016 12. Board Signature of Document No. 2014-053, a Lease with the Association of Oregon Counties (Computer Server Space) Minutes of Board of Commissioners' Business Meeting Wednesday, May 7, 2014 Page 7 of 10 13. Forgivable Business Loan Grant: BasX Solutions, for $50,000. 14. Economic Development Lottery Grants (General): • La Pine Rodeo Association — La Pine Rodeo - $1,000 • Tri-County High School Rodeo Club — High School Rodeo - $1,000 • La Pine Lodgepole Dodgers Snowmobile Club — OSSA State Convention - $1,000 . Opportunity Foundation of Central Oregon — Client Transportation Fund - $1,000 • 2nd Street Theater— Playwright Platform & New Play Series — $1,500 15. Economic Development Lottery Grants (Fundraising Category): • Central Oregon Council on Aging — Donor Management Program - $1,200 ✓ Bethlehem Inn — Spotlight on Homelessness - $2,000 • Cat Rescue, Adoption & Foster Team — Cans for Cats Trailer - $1,500 • Central Oregon Youth Investment Foundation —Meet & Greet Event - $500 16. Approval of Minutes: • Business Meeting: April 23 and 28, 2014 • Work Sessions: April 21, 23 and 28, 2014 • Annual Board Planning Retreat, January 10, 2014 • Performance Management Update Minutes — Solid Waste, April 24, 2014 CONVENED AS THE GOVERNING BODY OF THE 9-1-1 COUNTY SERVICE DISTRICT 17. Before the Board was Consideration of Approval of Weekly Accounts Payable Vouchers for the 9-1-1 County Service District (two weeks), in the Amount of$8,636.29. UNGER: Move approval, subject to review. DEBONE: Second. VOTE: UNGER: Yes. DEBONE: Yes. BANEY: Chair vote yes. Minutes of Board of Commissioners' Business Meeting Wednesday, May 7, 2014 Page 8 of 10 CONVENED AS THE GOVERNING BODY OF THE EXTENSION/4-H COUNTY SERVICE DISTRICT 18. Before the Board was Consideration of Approval of Weekly Accounts Payable Vouchers for the Extension/4-H County Service District (two weeks), in the Amount of$43,879.18. DEBONE: Move approval, subject to review. UNGER: Second. VOTE: DEBONE: Yes. UNGER: Yes. BANEY: Chair vote yes. RECONVENED AS THE DESCHUTES COUNTY BOARD OF COMMISSIONERS 19. Before the Board was Consideration of Approval of Weekly Accounts Payable Vouchers for Deschutes County (two weeks), in the Amount of $1,673,038.63. DEBONE: Move approval, subject to review. UNGER: Second. VOTE: DEBONE: Yes. UNGER: Yes. BANEY: Chair vote yes. 20. ADDITIONS TO THE AGENDA Before the Board was Consideration of Board Signature of a Letter Appointing Carrie Novick to the Deschutes County Fair Board, through December 31, 2016. Commissioner DeBone said he was on the review panel for this position, with Dan Despotopulos and Mike Schiel. The candidates were very good and they are pleased to make this appointment. She acknowledged she is involved in the community and has a good view of the big picture, especially the properties around the Fair and Expo Center. UNGER: Move Board signature of the appointment letter DEBONE: Second. Minutes of Board of Commissioners' Business Meeting Wednesday, May 7, 2014 Page 9 of 10 VOTE: UNGER: Yes. DEBONE: Yes. BANEY: Chair vote Y es. Being no other items brought before the Board, the meeting adjourned at 10:40 a.m. DATED this f t Day of 2014 for the Deschutes County Board of Commissioners. /i • Tammy Baney, Ch. • Anthony DeBone, Vice Chair ATTEST: (2/6-vi ,4 13)Nnil&ki (ark-k Alan Unger, Commissioner Recording Secretary Minutes of Board of Commissioners' Business Meeting Wednesday, May 7, 2014 Page 10 of 10 GJ ' c�L 111V1 0" Deschutes County Board of Commissioners 1300 NW Wall St., Bend, OR 97701-1960 ION OP (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org BUSINESS MEETING AGENDA DESCHUTES COUNTY BOARD OF COMMISSIONERS 10:00 A.M., WEDNESDAY, MAY 7, 2014 Commissioners'Hearing Room-Administration Building- 1300 NW Wall St.,Bend 1. PLEDGE OF ALLEGIANCE 2. CITIZEN INPUT This is the time provided for individuals wishing to address the Board, at the Board's discretion, regarding issues that are not already on the agenda. Please complete a sign-up card(provided), and give the card to the Recording Secretary. Use the microphone and clearly state your name when the Board calls on you to speak. PLEASE NOTE: Citizen input regarding matters that are or have been the subject of a public hearing will NOT be included in the official record of that hearing. 3. CONSIDERATION of Board Signature of Document No. 2014-145, a Gate Permit for Tumalo Circle (Howell) — George Kolb, Road Department Suggested Action: Move Board signature of Document No. 2014-145. 4. CONSIDERATION of Second Reading and Adoption of Ordinance No. 2014-014, Amending the Bylaws of the Deschutes County Bicycle and Pedestrian Advisory Committee to Provide for Additional Representation — Peter Russell, Community Development Suggested Actions: Move second reading, and adoption of Ordinance No. 2014-014. 5. CONSIDERATION of Board Signature of Resolution No. 2014-043, Appointing a Financial Assistance Administrator for Deschutes County Health Services, with Authority to Amend the Service Element Prior Authorization Agreement —Jane Smilie, Health Services Suggested Action: Move Board signature of Document No. 2014-043. Board of Commissioners' Business Meeting Agenda Wednesday, May 7, 2014 Page 1 of 7 6. CONSIDERATION of Board Signature of Resolution No. 2014-042, Appointing a Financial Assistance Administrator for Deschutes County Health Services, with Authority to Approve Certain Documents —Jane Smilie, Health Suggested Action: Move Board signature of Document No. 2014-042. gg g 7. CONSIDERATION of Second Reading by Title Only, and Adoption of Ordinance No. 2014-012, Amending Title 23 of Code to Incorporate `Housekeeping' Changes that Correct Errors or Provide Clarification of Existing Regulations, Procedures and Policies —Matt Martin, Community Development; Laurie Craghead, Counsel Suggested Actions: Move second reading by title only; and adoption of Ordinance No. 2014-012. 8. CONSIDERATION of Second Reading by Title Only, and Adoption of Ordinance No. 2014-009, Amending Title 18 of Code to Incorporate `Housekeeping' Changes that Correct Errors or Provide Clarification of Existing Regulations, Procedures and Policies — Matt Martin, Community Development; Laurie Craghead, County Counsel Suggested Actions: Move second reading by title only; and adoption of Ordinance No. 2014-009. 9. CONSIDERATION of Second Reading by Title Only, and Adoption of Ordinance No. 2014-011, Amending Title 22 of Code to Incorporate `Housekeeping' Changes that Correct Errors or Provide Clarification of Existing Regulations, Procedures and Policies —Matt Martin, Community Development; Laurie Craghead, County Counsel Suggested Actions: Move second reading by title only; and adoption of Ordinance No. 2014-011. CONSENT AGENDA 10. Board Signature of Document No. 2014-244, an Agreement Releasing a Landscaping Deposit to Arrowood Development 11. Board Signature of a Letter Reappointing Diane Abernathy to the Cascade View Estates Special Road District Board, through December 31, 2016 Board of Commissioners' Business Meeting Agenda Wednesday, May 7, 2014 Page 2 of 7 12. Board Signature of Document No. 2014-053, a Lease with the Association of Oregon Counties (Computer Server Space) 13. Forgivable Business Loan Grant: BasX Solutions, for $50,000. 14. Economic Development Lottery Grants (General): • La Pine Rodeo Association — La Pine Rodeo - $1,000 . Tri-County High School Rodeo Club — High School Rodeo - $1,000 • La Pine Lodgepole Dodgers Snowmobile Club — OSSA State Convention - $1,000 • Opportunity Foundation of Central Oregon— Client Transportation Fund - $1,000 • 2nd Street Theater— Playwright Platform & New Play Series — $1,500 15. Economic Development Lottery Grants (Fundraising Category): ✓ Central Oregon Council on Aging — Donor Management Program - $1,200 • Bethlehem Inn — Spotlight on Homelessness - $2,000 • Cat Rescue, Adoption & Foster Team— Cans for Cats Trailer - $1,500 . Central Oregon Youth Investment Foundation — Meet & Greet Event - $500 16. Approval of Minutes: • Business Meeting: April 23 and 28, 2014 • Work Sessions: April 21, 23 and 28, 2014 • Annual Board Planning Retreat, January 10, 2014 • Performance Management Update Minutes — Solid Waste, April 24, 2014 CONVENE AS THE GOVERNING BODY OF THE 9-1-1 COUNTY SERVICE DISTRICT 17. CONSIDERATION of Approval of Weekly Accounts Payable Vouchers for the 9-1-1 County Service District (two weeks) CONVENE AS THE GOVERNING BODY OF THE EXTENSION/4-H COUNTY SERVICE DISTRICT 18. CONSIDERATION of Approval of Weekly Accounts Payable Vouchers for the Extension/4-H County Service District (two weeks) Board of Commissioners' Business Meeting Agenda Wednesday, May 7, 2014 Page 3 of 7 RECONVENE AS THE DESCHUTES COUNTY BOARD OF COMMISSIONERS 19. CONSIDERATION of Approval of Weekly Accounts Payable Vouchers for Deschutes County (two weeks) 20. ADDITIONS TO THE AGENDA 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) 388-6572, or send an e-mail to bonnie.bakerg,,deschutes.org. 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;ORS 192.660(2)(b),personnel issues; or other executive session items. FUTURE MEETINGS: (Please note:Meeting dates and times are subject to change. All meetings take place in the Board of Commissioners'meeting rooms at 1300 NW Wall St., Bend, unless otherwise indicated. if you have questions regarding a meeting,please cull 388-6572.) Wednesday, May 7 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session—could include executive session(s) Wednesday, May 14 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session—could include executive session(s) Monday, May 19 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session—could include executive session(s) Board of Commissioners' Business Meeting Agenda Wednesday, May 7, 2014 Page 4 of 7 Monday, May 26 Most County offices will be closed to observe Memorial Day Tuesday, May 27 through Friday, May 30 Budget Committee Meetings and Department Presentations Monday, June 2 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session—could include executive session(s) Tuesday, June 3 3:30 p.m. Local Public Safety Coordinating Council Meeting 5:00 p.m. Bend Chamber of Commerce Event Wednesday, June 4 10:00 a.m. Board of Commissioners' Business Meeting 2:00 p.m. Joint Work Session with the La Pine City Council, La Pine City Hall Thursday, June 5 8:30 a.m. Performance Management& Department Update—Justice Court Monday, June 9—Tuesday, June 10 Association of Oregon Counties' Spring Conference—Hood River Wednesday, June 11 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session—could include executive session(s) Thursday, June 12 7:00 a.m. State of the Community—City/County—Chamber of Commerce—Riverhouse Board of Commissioners' Business Meeting Agenda Wednesday, May 7, 2014 Page 5 of 7 Monday, June 16 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session—could include executive session(s) Monday, June 23 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session—could include executive session(s) Tuesday, June 24 11:00 a.m. Annual Luncheon Meeting of Board of Commissioners with the Black Butte Ranch County Service District Board—Black Butte Ranch 1:00 p.m. Employee Benefits Advisory Committee Meeting Wednesday, June 25 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session—could include executive session(s) Thursday, June 26 8:00 a.m. Performance Management& Department Update—Natural Resources—at Road 5:30 p.m. Joint Meeting of the Board of Commissioners and Planning Commission Monday, June 30 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session—could include executive session(s) Tuesday, July 1 3:30 p.m. Local Public Safety Coordinating Council Meeting Wednesday, July 2 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session—could include executive session(s) Board of Commissioners' Business Meeting Agenda Wednesday, May 7, 2014 Page 6 of 7 Thursday, July 3 8:00 a.m. Joint Meeting of Board of Commissioners with Sisters City Council, City Hall 11:00 a.m. Performance Management & Department Update— Legal Counsel Monday, July 4 Most County offices will be closed to observe Independence Day 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) 388-6572, or send an e-mail to bonnie.baker @deschutes.org. Board of Commissioners' Business Meeting Agenda Wednesday, May 7, 2014 Page 7 of 7 4rf�s % � r' Deschutes County Board of Commissioners 1300 NW Wall St., Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org ADDITION TO BUSINESS MEETING AGENDA DESCHUTES COUNTY BOARD OF COMMISSIONERS 10:00 A.M., WEDNESDAY, MAY 7, 2014 Commissioners'Hearing Room-Administration Building- 1300 NW Wall St., Bend CONSIDERATION of Board Signature of a Letter Appointing Carrie Novick to the Deschutes County Fair Board, through December 31, 2016