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2014-418-Minutes for Meeting January 02,2014 Recorded 8/12/2014 DESCHUTES COUNTY OFFICIAL RECORDS C} 2014.418 NANCY BLANKENSHIP, COUNTY CLERK IiJJ L 'I p COMMISSIONERS' JOURNAL 08/12/2014 08;02;00 AM II IIIIIII�IIIIIIII�IIIIIII I III 2 14-418 Do not remove this page from original document. Deschutes C Certificate Page 04„ hi Mk JOINT WORKSHOP MINUTES SISTERS CITY COUNCIL/DESCHUTES COUNTY COMMISSION 520 E. CASCADE AVENUE JANUARY 02, 2014 MEMBERS PRESENT: STAFF PRESENT: Brad Boyd Mayor Andrew Gorayeb City Manager McKibben Womack Council President Pauline Hardie Comm Devel Director David Asson Councilor Paul Bertagna PW Director Wendy Holzman Councilor Lynne Fujita-Conrads Finance Officer Catherine Childress Councilor Kathy Nelson City Recorder DESCHUTES COUNTY: Alan Unger Commissioner Tony DeBone Commissioner Tammy Baney Commissioner Tom Anderson County Administrator Erik Kropp Deputy County Administrator Linda Webb Health Department Peter Gutowsky Community Development Department Erik Utter Sheriff's Office Chris Doty Public Works Department 1. Quarterly Meeting with Deschutes County Commissioners A. Welcome and Introduction The joint meeting of the Sisters City Council and Deschutes County Commissioners was called to order at 8:04 a.m. by Mayor Boyd and Commissioner Baney. Introductions were made and Mayor Boyd welcomed County staff and visitors. B. Sisters Airport Annexation • The City has almost completed its complex annexation agreement with the airport sponsor. The City is investing money into the project by paying for the paving and parking for the Community Garden which the airport sponsor has committed to allowing for a minimum of 10 years. The City will continue to support the project in any reasonable way it can. • Commissioner Unger reported he had received calls from concerned rural residents close to the airports and had met with some to discuss their concerns. • County Administrator Anderson stated the County had extensive experience of working with property owners residing around airports and had found that typically concerns were centered on helicopters. C. School Based Health Care Program • Ms. Webb reported that after receiving federal funds, the County Health Department was moving forward with construction of a school based health center for Sisters. Construction will begin this month with an expected completion date in July. The property is located on Joint Workshop Meeting Minutes 01/02/14 Page 1 of 4 JOINT WORKSHOP MINUTES SISTERS CITY COUNCIL/DESCHUTES COUNTY COMMISSION 520 E. CASCADE AVENUE JANUARY 02, 2014 the McKenzie Meadow Village property near the middle and high schools and will afford more privacy then the current temporary location. • St. Charles will be the medical sponsor. • The County was also awarded a grant for a half-time mental health specialist for the center. • The center will provide additional and enhanced services to those already offered in Sisters. • The Sisters School District fully supports the project. D. Cascade Avenue Improvement Project • Downtown business owners are becoming more comfortable with the idea of construction that will close Cascade Avenue in three blocks spans. • Oregon Department of Transportation (ODOT) Cascade Improvement Project Community Liaison Ann Fisher has provided huge benefit to the City in working with the business community. • Installation of a temporary signal for the intersection of Highway 20/Barclay Drive has begun. It will be activated in March once the project gets underway. E. URA Facade/Signage Grant Program • Grants were given to the six businesses presenting construction conflicts with the Cascade Avenue improvement project such as awnings and columns. Seven other businesses applied for and were awarded grants for façade and signage improvements. Urban renewal funds were used to fund the grants. F. Barclay Drive, Temporary Re-route and Permanent Freight Route • The City will continue to develop ways to attract commerce traffic into coming through town during the improvement project. The City will work to create attractions that will encourage drivers to stop, shop and dine while driving through town. G. Roundabouts • Funding for the construction of a roundabout at the Highway 20/Barclay Drive intersection is on the 2015-18 State Transportation Improvement Project (STIP) list. • With its construction, there are grave concerns that the Highway 20/Locust Street intersection will become a bottleneck. Due to Sisters location as a gateway into the region and designated freight route, it will create a problem for the city,the county, the region and the state. The issue will require a pro-active approach to find and fund a solution. • Sisters School District is willing to provide the necessary property at the intersection to construct a roundabout. • If the intersection has the statewide significance it appears to have,the Oregon Transportation Commission(OTC)might be willing to assist with funding the project. • Commissioner Baney advised the City to work with the Central Oregon Area Commission on Transportation (COACT)to make certain the issue was raised to an appropriate level of visibility. Joint Workshop Meeting Minutes 01/02/14 Page 2 of 4 JOINT WORKSHOP MINUTES SISTERS CITY COUNCIL/DESCHUTES COUNTY COMMISSION 520 E. CASCADE AVENUE JANUARY 02, 2014 H. Deschutes County Work Crews • The Deschutes County Inmate Work Crews have done extensive work in Sisters cleaning up the entrances into the City and removing ladder fuels from the roadside. • Captain Utter with the Sheriffs Office addressed the issue of whether it would be possible to have multiple crews available, especially during summer months. He explained the creation of work crews was dependent on the inmate population, Sheriffs personnel availability and transportation availability. • Suggestions of other service organizations that might be able to assist with wide-spread city clean-up were provided. I. Community Asset Creation Program • The design for the new park at the intersection of Fir Street and Main Avenue is completed. In order to stay on budget for the project, the City will be performing some of the work. • Improvements are slated for Creekside Overnight Park with the expectation the improvements will provide a good return on the investment. Because of this, financing for the project will likely come from the State of Oregon. • Plans for a community amphitheater are underway with preliminary design work completed. Funding will come from a variety of sources including urban renewal funds and sponsoring foundations. J. Other Business • The freight industry has communicated through COACT that it would like to have cities offer spaces for semis to park, even overnight, which would bring economic benefit to those cities. • Sisters Economic Development Manager Capriella Foote-Lewis will present to the City Council at its January 17`h goal setting session. • An Economic Development Committee to provide assistance and guidance to the Economic Development Manager will be identified in 2014. Commissioner DeBone offered to assist in whatever capacity he could, noting he was a member of the Economic Development for Central Oregon(EDCO) Board. • Mayor Boyd invited the Commissioners to the Council's goal setting session on January • Mayor Boyd informed the Commissioners of an error in the Nugget Newspaper that stated he would be appointing a replacement to fill the upcoming Council vacancy. He reported the paper had posted a correction to the newspaper. He explained the City's Charter provided specific guidelines regarding the procedure the City would be following to fill the Council vacancy. • Mayor Boyd announced with regret that Councilor Childress would be moving outside of city limits and therefore no longer able to serve on the City Council. He presented Councilor Childress with a plaque commemorating her service to the community along Joint Workshop Meeting Minutes 01/02/14 Page 3 of 4 JOINT WORKSHOP MINUTES SISTERS CITY COUNCIL/DESCHUTES COUNTY COMMISSION 520 E. CASCADE AVENUE JANUARY 02, 2014 with a certificate of appreciation. He remarked she had been a valuable member of the Council and would be missed. He thanked her for her service. K. Adjourn Joint Meeting Mayor Boyd and Commissioner Baney adjourned the joint portion of the workshop at 9:02 a.m. Mayor Boyd thanked the County Commissions and County staff for attending. Mayor Boyd called for a recess of the workshop. Mayor Boyd reconvened the workshop at 9:19 a.m. 2. Preview January 09‘2014 Executive Session and Regular Meeting Agenda City Recorder Nelson previewed the agenda. 3. City Manager Update • Manager Gorayeb stated he would be meeting with consultant Jan McGowan to discuss creating a fund-raising plan for the amphitheater project. • The FY 2012-13 audit has been completed. • The City received four proposal for banking services and additional questions are being asked of two of the institutions. • The City will solicit proposals for HVAC and electrical services contracts. • Improvements at the Creekside Overnight Campgrounds will begin as soon as possible with the goal of being completed by the beginning of June. The first phase will add an additional six camping spots and convert 18 dry-camping spots to RV spots. The second phase will expand the overnight park with the eventual goal of 100 to 135 overnight camping spots. Additional screening to block traffic noise, restroom and amenities will also be added. • Updates on development and business expansion were given. The meeting was adjourned at 9:42 a.m. Respectfully submitted, Kath Nelsoity Recorder Brad Mayor Boyd, Ma Y Y Joint Workshop Meeting Minutes 01/02/14 Page 4 of 4 DATED this 6, day of Atg 2014 for the Deschutes County Board of Commissioners. • TA "'Y B' EY, Chai • atiOalo ANTHONY DEBONE, Vice Chair atm- ALAN UNGER, Commissioner ATTEST: tijkl4AL V Recording Secretary