2016-162-Minutes for Meeting April 04,2016 Recorded 4/22/2016DESCHUTES
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COMMISSIONERS' JOURNAL 04/22/2016 03:59 38 PM
For Recording Stamp Only
Deschutes County Board of Commissioners
1300 NW Wall St., Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org
MINUTES OF WORK SESSION
DESCHUTES COUNTY BOARD OF COMMISSIONERS
MONDAY, APRIL 4, 2016
Present were Commissioners Alan Unger, Tammy Baney and Anthony DeBone.
Also present were Tom Anderson, County Administrator; Erik Kropp, Deputy
County Administrator; and Dave Doyle, County Counsel. Attending for a portion
of the meeting were David Givans, Internal Auditor; and Susan Ross and James
Lewis, Property & Facilities; and media representative Ted Shorack of The
Bulletin.
Chair Unger opened the meeting at 1:30 p.m.
1. Property & Facilities Update.
Susan Ross discussed audit recommendations dealing with construction
management. There is already a facilities maintenance policy.
• Develop a way to track or document change orders.
• Construction — centralized or decentralized.
• A procedures manual not needed countywide if centralized. They will
instead develop an in-house manual.
She presented the facilities maintenance policy, which now has added #10
regarding construction management.
Minutes of Board of Commissioners' Work Session
Monday, April 4, 2016 Page 1 of 5
Chair Unger confimed that this would not include towers used by the Sheriff
and other agencies. Ms. Ross stated that it would not include anything that is
not occupied or is not under the purview of Property & Facilities. It was
developed originally to standardize County facilities rather than having
employees decorate and furnish their space any way they wanted.
David Givans confirmed that the language covers the concerns raised in his
audit.
Chair Unger asked about the procedure for employees advising the department
that something needs to be repaired. Ms. Ross said they have a work order
system and this would fall under #9. This streamlines the workflow. She
pointed out that there are some problems with the individual pod coffee makers
and other small appliances that draw a lot of power, or are left on and present a
fire hazard.
At 1:45, the Board went into executive session under real property negotiations.
This concluded at 2:30 p.m.
2. Other Items.
The Board was advised that Steve Hultburg can no longer be on the EDCO
board. The new appointee could be another attorney. A recommendation will
come from EDCO and the Board would appoint the person, if appropriate. Tom
Anderson will follow up.
Commissioner DeBone said that someone asked how to follow a LUBA case.
David Doyle said LUBA puts out an agenda when things are scheduled, but he
does not know if there is information on active cases on their website. The
person can contact Legal Counsel for more information.
Commissioner Baney stated that in a letter as an individual Commissioner, she
supported Pacific Crest Development for a zone change for property within the
City of Bend, regarding acquiring some land for affordable housing.
Regarding advertising on the radio, Mr. Anderson stated that a draft script is
being developed. Commissioner DeBone would like a handout for his Rotary
meeting tomorrow.
Minutes of Board of Commissioners' Work Session Monday, April 4, 2016 Page 2 of 5
Mr. Anderson said that EDCO is putting on a presentation on the enterprise
expansion tomorrow night at Sunriver. Zone information has been provided to
EDCO and this explains what could be allowed under the zoning. He will help at
the presentation and answer questions if requested. Commissioner DeBone will
reach out to business owners in the area. Mr. Anderson stated that local
businesses plan to participate as well.
Some people may be concerned about what might be allowed, and it is hoped that
they attend so they will understand what can and cannot be done. Chair Unger
noted that it can be confusing. The Board might want to have its part of this
include a public hearing, depending on how the Sunriver meeting goes.
Mr. Anderson stated that May 2 is the hearing on MAC recommendations. One
person asked if the Board would do this also in the evening. Commissioner
Baney said they added the daytime hearing, which is not required, and does not
want to do more than that.
Chair Unger asked why it is to be a hearing on the MAC recommendations.
Commissioner Baney said that it is to hear any concerns from the public related
to the issue. The Board can consider the MAC recommendations and anything
else for its decision on May 4. Commissioner DeBone stated that he has put off
talking to individuals. They are in the opt out stage now, but this will be their
opportunity to set some rules. Chair Unger would like to fix the medical
marijuana part, which is creating most of the confusion, and feels a November
vote may not help much.
Commissioner Baney said she would like to learn more about the potential of a
business license and whether this can be required for medical marijuana grows.
Mr. Doyle will examine this. Commissioner Baney said there are Planning
Commission recommendations as well as those from the MAC, but if they do
another hearing, she fears they will end up at the same place. She does not feel it
will be valuable. Commissioner DeBone stated that there are people firmly stuck
in one camp or the other.
Chair Unger would like to have a way to measure being a good neighbor through
licensing. If a licensee fails after a year, they have the license pulled. Mr.
Anderson stated that a LUCS is a one-time thing and does not apply.
Minutes of Board of Commissioners' Work Session
Monday, April 4, 2016 Page 3 of 5
Commissioner Baney asked what criteria they can enforce for being a good
neighbor; some may like their neighbors for whatever reasons, while others
don't. Chair Unger stated that, for example, if they can't manage the odor, they
should be made to close or downsize. Mr. Anderson said that if those are
conditions of approval, they don't have to wait for a year to act.
Commissioner Baney noted that there are some concerns about turning neighbors
in for violations. She asked if they can allow for anonymous complaints. Mr.
Anderson stated that if someone truly feels threatened, they can talk to the
Sheriff's Office or have a Commissioner's name on the complaint. This could
filter out the situation to establish validity. Commissioner Baney said that there
might be a crescendo and this could affect those who have been working
lawfully, as well as those who want to get under the wire and do things illegally.
It might be in turmoil for a year to weed out those that are not acting lawfully.
She likes the idea of a business license since there is no way to fund enforcement
otherwise.
Commissioner DeBone said that there would already be an OLCC license fee and
maybe one for OHA. Chair Unger stated that they should not pack another fee on
top of others, as that should be limited. Commissioner Baney noted that OLCC
may not have the capacity to handle all it should. Mr. Doyle said they should not
overlap into OLCC's enforcement field. If someone is approved through OLCC
regulations, the County is limited on what it can do. The County does not want
to get into regulation outside of land use. OLCC preempts local regulations in
regard to alcohol already.
Commissioner Baney said that if there is code enforcement, if they are doing
more than they should, it would be land use. A license would at least let the
County know where the operation is. Mr. Doyle asked if this would include the
1700 existing medical grow sites. Commissioner Baney said yes. Chair Unger
said this might be one way to manage the medical side of it.
Mr. Anderson explained that under agri-tourism rules, there is an annual check-
in. If you build in a reissue of a land use approval, it can be simple, or could
include a site visit to make sure they are doing what was originally approved.
Mr. Doyle stated that the Planning Commission had addressed this. However,
CDD does not have the funds to pay for this kind of program.
Chair Unger asked if the County is going to get any tax money from all of this.
Mr. Doyle said that most goes to the State and some of that will be distributed to
law enforcement or health agencies.
Minutes of Board of Commissioners' Work Session Monday, April 4, 2016 Page 4 of 5
Mr. Anderson said that he spoke with Paul Jansen regarding Harper Bridge, and
the latest scheme is to ask Ron Burris to turn over property to the U.S. Forest
Service. This might lift the land use restrictions now in place. At this time, they
can't even do passive things such as having a parking lot. In federal ownership,
they have to consider local land use law but are not necessarily required to
comply. There are restrictions based on a land use decision and the Forest
Service may not want to go against this. A meeting is scheduled for Wednesday
with stakeholders in Sunriver to discuss options. Representative Gene Whisnant
may be present. Mr. Anderson plans to attend to represent the County's interests.
Jane Smilie is leaving her position as the Director of the Health Department in
July due to health issues. The doctor feels that she needs to eliminate stress from
her life and she may return to her previous home in Montana, which she and her
husband never sold. She will let her staff know today. A recruitment will begin
soon. She has done a great job in a very challenging position, especially
internally and with budgeting.
Both David Doyle and Tom Anderson are due for their annual evaluations, and
these will take place after the work session on April 18.
3. Adjourn.
Being no further discussion, the meeting was adjourned at 3:15 p.m.
APPROVED this /3 ' Day of
Deschutes County Board of Commissioners.
ATTEST:
Recording Secretary
Minutes of Board of Commissioners' Work Session
l'-„bAA
2016 for the
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Alan Unger, Chair
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Tammy aney, ice Chair
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Anthony DeBone, Commissioner
Monday, April 4, 2016 Page 5 of 5
Deschutes County Administrative Policy No. BLDG -1
e.?, Effective Date: June 28, 2006
FACILITIES MAINTENANCE POLICY
STATEMENT OF POLICY
It is the policy of Deschutes County to maintain continuity and appearance of county
facilities, facilitate ease of maintenance, extend the life of assets, and to establish
consistent standards for use of County facilities.
APPLICABILITY
This policy applies to all County personnel and all other individuals who use County
facilities.
POLICY AND PROCEDURES
1. Where feasible, full -height panels systems instead of hard walls will be used to
create separation of spaces. This will allow flexibility in the future if the space
needs to again be reconfigured.
2. Animals are not allowed in County facilities, including County vehicles. The
exceptions are certified service animals and treatment animals that are both
licensed and insured. Fish tanks are permitted.
3. Space heaters are not permitted unless required for medical reasons. Heaters
upset the heating/cooling systems and the electrical system and are often fire
hazards. Other appliances such as coffee makers that do not have automatic
shutoffs will also be prohibited.
4. All furniture purchases must be ordered through Building Services. The furniture
will be pre -assembled and will consist of a standard finish to match existing
County furniture. Desk and work surfaces will be height adjustable by crank,
electric motor, or torsion lever.
5. Chair mats are required at all desk areas to reduce the wear and tear on carpets.
6. County buildings and individual offices are to be painted the standard color(s) as
established by Building Services. All painting must be conducted by Building
Services.
7. Building Services will establish the standards for window blinds, light bulbs,
carpet, vinyl, laminate, and other finishes. Building Services will be responsible
for ordering and installing these items.
Policy # BLDG -I, Facilities Maintenance Page 1
Deschutes County Board of Commissioners
1300 NW Wall St., Bend, OR 97703-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org
WORK SESSION AGENDA
DESCHUTES COUNTY BOARD OF COMMISSIONERS,
1:30 P.M., MONDAY, APRIL 4, 2016
Pursuant to ORS 192.640, this agenda includes a list of the principal subjects
anticipated to be addressed at the meeting. This notice does not limit the ability
of the Board to address additional subjects. Meetings are subject to
cancellation without notice. This meeting is open to the public and interested
citizens are invited to attend.
Work Sessions allow the Board to discuss items in a less formal setting. Citizen
comment is not allowed, although it may be permitted at the Board's discretion.
If allowed, citizen comments regarding matters that are or have been the
subject of a public hearing process will NOT be included in the official record
of that hearing. Work Sessions are not normally video or audio recorded, but
written minutes are taken for the record.
1. Property & Facilities Update — Susan Ross, Property & Facilities
2. Other Items
These can be any items not included on the agenda that the Commissioners
wish to discuss as part of the meeting, pursuant to ORS 192.640.
At any time during the 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 categories.
Meeting dates, times and discussion items are subject to change. All meetings are conducted in the Board of Commissioners' meeting
rooms at 1300 NW Wall St., Bend, unless otherwise indicated. If you have questions regarding a meeting, please call 388-6572.
Deschutes County encourages persons with disabilities to participate in all programs and activities. To request
this information in an alternate format, please call (541) 617-4747, or email ken.harmsadeschutes.orq.
Board of Commissioners' Work Session Agenda
Monday, April 4, 2016 Page 1 of 2
Executive sessions are closed to the public; however, with few exceptions and
under specific guidelines, are open to the media.
3. Adjourn
Meeting dates, times and discussion items are subject to change. All meetings are conducted in the Board of Commissioners' meeting
rooms at 1300 NW Wall St., Bend, unless otherwise indicated. If you have questions regarding a meeting, please call 388-6572.
Deschutes County encourages persons with disabilities to participate in all programs and activities. To request
this information in an alternate format, please call (541) 617-4747, or email ken.harmsdeschutes.orq.
Board of Commissioners' Work Session Agenda Monday, April 4, 2016 Page 2 of 2
