2016-312-Minutes for Meeting May 23,2016 Recorded 6/27/2016NANCYUBLANKENSNIP, COUNTY CLERKDS 2016.312
COMMISSIONERS' JOURNAL 06/27/2016 02:38:49 PM
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For Recording Stamp Only
Deschutes County Board of Commissioners
1300 NW Wall St., Bend, OR 97703-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.or
MINUTES OF WORK SESSION
DESCHUTES COUNTY BOARD OF COMMISSIONERS,
MONDAY, MAY 23, 2016
Present were Commissioners Alan Unger, Tammy Baney and Anthony DeBone.
Also present were Tom Anderson, County Administrator; Erik Kropp, Deputy
County Administrator; Judith Ure, Administration; Nick Lelack and Eric Mone,
Community Development; Christina Partain, Finance; and eight other citizens.
No representatives of the media were in attendance.
Chair Unger opened the meeting at 1:30 p.m.
1. ODOT Update
Present from the Oregon Department of Transportation were Gary Farnsworth
(Area Manager), Bob Bryant (Region Manager), Amy Pfeiffer (Planning/
Environmental Manager), Della Mosier (Interim Area Manager), and Jim
Brown (QA Coordinator), who presented a report on projects that will affect
Deschutes County.
• South end of Bend: A raised concrete median creating a physical barrier
separating the north bound and south bound lanes is planned. They are
working with a contractor in order to have both lanes open by Friday
afternoons, with a one-year contract to install the median barrier with an
opening for the High Desert Museum entrance.
Minutes of the Board of Commissioners' Work Session
Monday, May 23, 2016 Page 1 of 6
• Lava Lands Regional Trail System: This is a concept for active mode of
transportation using one's own body for movement. (A conceptual map
from the US. Forest Service is attached to the record.) A Federal Lands
Access Program grant is being used for this project. ODOT has discussed
this partnership project with Bend Park & Recreation and OSU-Cascades.
• Intersection of U.S. Highway 97 at Century Drive: This project is in
development, but no construction funds are secured at this time. They are
considering a potential FLAP grant application and working with the Forest
Service.
• South County/La Pine projects, U.S. Highway 97 at Wickiup Junction:
Photos of a Pine Crest vicinity map were reviewed, showing the
reconstruction of Huntington Road and Deer Run Lane. Also reviewed was
the Street Scape for U.S. Highway 97 at First Street, La Pine.
• Bend to Redmond corridor safety planning: ODOT is in the early phases of
planning for the next two to three years. This project would require working
with the County to consider a raised median. This is a companion project
towards developing and improving safety standards. A frontage road and J -
turns will be a part of the plan.
• Hunnell Road: A proposal on this development is underway. Safety issues
at the intersection of Old Bend Redmond Highway and Highway 20 are also
being considered.
• Tumalo: An environmental assessment of the community of Tumalo, and
associated safety concerns, may involve an undercrossing to connect the
community.
• Noise issues: A recent noise permit was submitted relating to the Lava Butte
project, due to the potential of night operations posing a concern for the
public. ODOT will continue work towards public awareness for upcoming
projects.
2. Consideration of Business Loan Request
Jon Stark of EDCO, Travis Browning of REDI, and Judith Ure, Management
Analyst explained that PCC Schlosser has approximately 340 employees and
manufactures titanium castings for the medical and aviation industries. This is
the first time they have applied for the forgivable loan fund.
Minutes of the Board of Commissioners' Work Session Monday, May 23, 2016 Page 2 of 6
The business needed additional space and relocated to a building on 9th Street
that has been vacant since 2007. The company has local managers and
leadership, and is a Fortune 500 Company. They are committed to hiring 25
new employees, at an average annual wage of $45,615 with an additional
benefits package. They are requesting a loan amount of $50,000.
All Commissioners supported the business loan request. Questions were raised
on the term of the lease; Mr. Stark will send that information to the Board. This
is the company's fourth occupied building.
BANEY: Move approval of a Forgivable Loan Request from PCC Schlosser
in the amount of $50,000.
DEBONE: Second.
VOTE: BANEY: Yes.
DEBONE: Yes.
UNGER: Chair votes yes.
3. Update regarding Local Schools.
Shay Mikalson, Bend -La Pine Schools Superintendent, reported the school
district has increased in students by 400 from last year. The challenges the
school district face encompass design space for learning environments. There
is no average student, and to have the best design for the students, adjustments
on design are necessary. The challenge is to recognize the obvious: the learning
profiles of the students. Mr. Mikalson spoke about the pride he has in his own
children, and with those in the school system. The Bend -La Pine School
District is the fifth largest in the state. The Commissioners suggested a possible
program to mentor students to help them get to a career stage.
4. Discussion regarding Support for Benevolent Organization Foodservice
Licenses.
Eric Mone, Environmental Health, reported on the benevolent organization
foodservice licenses. The list has grown from 17 to 22. Mr. Mone is requesting
a general fund transfer of $15,407. He noted that 90% of the Environmental
Health Division's budget is fee based.
Minutes of the Board of Commissioners' Work Session
Monday, May 23, 2016 Page 3 of 6
BANEY: Move approval of a transfer of $15,407 in Fiscal Year 2015-2016 to
Deschutes County Environmental Health to subsidize foodservice
licensure administration, and two inspections per year for
benevolent organizations and governmental entities.
DEBONE: Second.
VOTE: BANEY: Yes.
DEBONE: Yes.
UNGER: Chair votes yes.
5. Finance Update.
This item will be addressed at the May 25 work session.
6. Review of Fee Schedule.
Christina Partain, Finance Department, compiled departments' requests for
changes to the fee schedule. She noted the following changes. The general
fund had one deletion; the Clerk added research fees and recording access fees.
Fair & Expo was not on the county fee schedule in the past and, based on an
audit recommendation, are now to be included. The Health department changed
the fee calculations from actual cost of service and FTEs, and there are always
vacancies, public health mandated services, and actual cost of service.
The Sheriff's Office's districts moved from being County service districts to fee
schedules, based on revenue generated through taxes. The Solid Waste
department deleted a fee. The tax collector made an adjustment due to a change
in ORS and actual cost of service. Community Development has updated its
fee schedule structure for building and planning fees.
The fee changes for building and planning were based on the fee study
conducted last fall, as well as comparisons to other jurisdictions, applications,
justification of fees, the level and costs of service, and an increase in land use
appeals. Based on projections, the department is looking at adding staff.
Discussion also included anticipated fees for marijuana licensing, concerns
regarding hazardous materials, and an anticipated increase in code enforcement
issues. Also discussed was the department's assignment to the City of Sisters.
The fee structure will be reviewed during budget week.
Minutes of the Board of Commissioners' Work Session Monday, May 23, 2016 Page 4 of 6
7. Consideration of a Grant Application for Oregon Health Authority
Funding for Staffing to Assist Potential Oregon Health Plan Clients.
This item will be addressed at a future meeting.
8. Other Items
Nick Lelack, Community Development Director, noted the proposed ordinances
for marijuana did not capture the lot size and canopy size, and there is now an
Exhibit J to make those corrections.
Commissioner Baney received a letter from the wellness review panel of
Cascades East asking for support for applications for federal transit dollars to
help with non -emergency transit costs.
BANEY: Move approval of signature of a letter of support for Cascades
East for the 'rides to wellness' grant.
DEBONE: Second.
VOTE: BANEY: Yes.
DEBONE: Yes.
UNGER: Chair votes yes.
Commissioner Baney also received a letter from the Bethlehem Inn requesting a
letter of support for their request for funding through the Affordable Housing
Program.
BANEY: Move approval of Chair signature of a letter of support.
DEBONE: Second.
VOTE: BANEY: Yes.
DEBONE: Yes.
UNGER: Chair votes yes.
9. Adjourn.
Being no further discussion, the meeting adjourned at 4: 18 p.m., at which
time the Board went into executive session under ORS 192.660(2) (d), labor
negotiations.
Minutes of the Board of Commissioners' Work Session
Monday, May 23, 2016 Page 5 of 6
APPROVED this '.9 Day of
Deschutes County Board of Commissioners.
ATTEST:
Recording Secretary
g,,
Alan Unger, Unger, Chair
2
Tammy aney, Vic P Chair
2016 for the
,g7f-0/9i
Anthony DeBone, Commissioner
Minutes of the Board of Commissioners' Work Session Monday, May 23, 2016 Page 6 of 6
DESCHUTES COUNTY BOARD OF COMMISSIONERS
ODOT REGION 4- WORK SESSION TOPICS
Monday, May 23rd, 2016
Lava Butte/Sunriver/Century Drive/Vandevert Area — Della Mosier
Potential FLAP Projects
2. South County/La Pine — Wickiup / Pinecrest / La Pine
Streetscape / Proposed Transit Center
Gary Farnsworth
3. US 97 Bend -Redmond Safety / Hunnell Rd / Planning topics Gary
4. US 20 Tumalo Safety Della/Gary
5. List of other Current/Pending Projects Gary
6. Noise permitting/variances process Gary
7. Other topics of interest, Action Items....
Alt
l C. Bend Parks & Rec trail reconstruction
(Mt. Washington Dr. to Shevlin-Hixon)
B. FLAP trail design & construction
A. FLAP undercrossing construction
,--
K. 2016 final trail design;
Forest Service identifying
construction funds
D. 2016 Forest Service trail and
Rimrock trailhead construction
LAP planning corridors —
y of Bend Streets)
no undercrossin
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1. Future Forest Service
planning corridor
Deschutes River Trail
Museum
F. FLAP planning corridor (U597)
H. Future Forest Service
infrastructure investment
Lava Butte
Lava Lands ....
Visitor Center
G. Forest Service
constructed in 2014
va River Care
III Lava Cast Forest
NEWBERRY NATIONAL
VOLCANIC MONUMENT
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Non -FLAP Exitrsting soft
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Parks/golf courses 111 Trailhead
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tipper DeschutesWild
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Conceptual Map
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Federal Land ® Ski Resort
State Land Sno Park
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OREGON DEPARTMENT OF TRANSPORTATION 1
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LEGEND:
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O'NEIL CURVES RE -ALIGNMENT
BRIEFING PAPER FOR PCC Schlosser
Request for Deschutes County Forgivable Loan
Company Request: $50,000
EDCO Recommendation: $50,000
Proposed Job Creation within 24 months of January 5, 2016: 25 new employees
Average Pay for New Employees (all positions, excluding commissions): $45,615
Industry: Specialty Manufacturing
Website: www.pccstructurals.cor
Company Local Leadership:
Keith Covlin, Group Vice President — 18 years with Schlosser
Lisa King, Controller — 27 years
Marc Christman, Facilities Manager — 14 years
Josh Lau, Process Engineering Manager — 15 years
Mike Hines, Production Engineering Manager — 32 years
Company Background:
PCC Schlosser, a division of Precision Castparts, is an investment casting facility specializing
in titanium products serving the aviation/aerospace, military and medical device industries
around the world. A publically traded and Fortune 500 company, they produce high quality,
precision specification parts with extremely low tolerances through a complex process of
mold design, investment casting, finish and radiographic validation.
At the time of application the company employed 335 people at its Redmond facility, which
has exceeded capacity. In order to meet further demand from their customers, the company
will be adding much needed capacity that will bring long term family wage jobs to Deschutes
County. PCC Schlosser has leased 35,000 square feet of additional warehouse and
manufacturing space and will hire 25 employees at an annual average wage of $45,615. They
plan to relocate and install new manufacturing equipment and complete construction on a
formerly unproductive shell built building (off NE 11`h street in Redmond) that has never
been occupied. If awarded this grant, the funds from the Deschutes County Forgivable
Loan Fund will be used to complete build -out of the facility, purchase additional capital
equipment and assist with hiring.
The 25 new hires will be placed in various production positions based on skill set in several
of the aforementioned departments. PCC provides benefits related to medical (employee
pays a portion), dental, vision, sick, vacation, bereavement leave, jury duty, 401K with match,
health club reimbursement, long/short term disability, and earned quarterly cash bonuses.
EDCO has worked closely with PCC Schlosser on several successful expansions in the past
that included the investment of equipment and jobs. This project, however, requires
construction and infrastructure investments such that EDCO recommends accessing the
Deschutes County Economic Development Loan Fund.
EDCO Recommendation
A due diligence process was completed by the REDI (Redmond Economic Development,
Inc.) incentives review committee on March 23`d, 2016. The participants in the review
included, Travis Browning, SVP Business Banking Manager at Bank of the Cascades, Paul
Coil, CFO of Central Oregon Truck Company and Jon Stark, Manager of REDI. After a
tour of the facility, thorough review of the application and review of the project and
financial history, the committee supports the following recommendation:
EDCO is recommending to Deschutes County an award of $50,000, which equates to
$2,000 per job created, by January 5t1, 2018 (24 months following the application date).
Conditions include:
• Company employs 25 FTE in Deschutes County by January 5th, 2018 and maintains
that employment over the 12 month period ending January 5th, 2019.
• Company provides quarterly employment updates and the ability to inspect complete
financial statements from award date through termination of the yet -to -be executed
agreement with Deschutes County.
Failure to meet the above provisions would result in partial or full repayment of the loan,
with interest.
s
-4
MEMORANDUM
HEALTH SERVICES
2577 NE Courtney Drive, Bend, Oregon 97701
Public Health (541) 322-7400, Fax (541) 322-7465
Behavioral Health (541) 322-7500, Fax (541) 322-7565
www.deschutes.org
DATE: May 18, 2016
TO: Board of County Commissioners
FROM: Eric Mone, Environmental Health Supervisor
SUBJECT: Support for Benevolent Organization Foodservice Licenses
Backaround:
Deschutes County Environmental Health licenses and inspects 20 Benevolent
Organizations (BO) and 2 Governmental entities (GE), waiving licensure fees for the
BO's and charging half fees for the GE's. State law requires local jurisdictions to
charge a reduced fee for foodservice licenses for BO's. The practice in Deschutes
County has been to waive the fee entirely for BO's (see attached list) and charge half -
fees for GE's (also shown on attachment).
Issue:
Deschutes County Environmental Health licenses and inspects these foodservice
organizations charging no fees or half fees to assist them in the great work they do in
our communities. By waiving the fees to BO's and charging half fees to GE's it is
difficult to balance the EH budget given our fee for service budget model.
Reauested Action:
Decide whether to transfer $15,407 in FY 2015-16 to Deschutes County
Environmental Health to subsidize our foodservice licensure administration and 2
inspections per year for BO's and GE's.
Our Mission: To Promote and Protect the Health and Safety of Our Community.
2016-17 EXEMPT FACILITIES
FEE IF NOT
NUMBER FEE EXEMPT
NAME OF FACILITY OF SEATS CHARGED or GOV'T ENTITY
Bend's Community Center 250 0 $986.00
Bend Elks Lodge No. 1371 110 0 $880.00
Bethlehem Inn 50 0 $742.00
Centennial Park Concession Stand** 0 $342.00 $342.00
City Center Foursquare Church 25 0 $742.00
Grounded 25 0 $742.00
Jericho Table 50 0 $742.00
La Pine Community Kitchen 75 0 $880.00
La Pine Event Center** 350 $493,00 $493.00
La Pine Senior Center 140 0 $880.00
Lavender Thrift - Hope's Nutri Stop 25 0 $742.00
Pavillion (The)** 50 $371.00 $371.00
Redmond Council for Senior Citizens 170 0 $986.00
Salvation Army 80 0 $880.00
Sheperd's House 50 0 $742.00
Sisters Senior Center 80 0 $880.00
St. Helens Center - Family Kitchen 72 0 $880.00
St. Thomas Parish Center 400 0 $986.00
Tag It Forward Coffee (Mobile) 0 0 $366.00
Tag It Forward Coffee (Warehouse) 0 0 $212.00
Bend Senior Center** 200 $493.00 $493.00
Elevation Cafe at COCC** 80 $440.00 $440.00
TOTAL EXEMPT AMOUNT $15,407.00
**Government Entity - 1/2 Fees Paid
Memo
TO: Christina Partain, Accounting Technician
FROM: Beth Raguine, Business Manager
DAl'F: May 16, 2016
RE: FY 2017 Fee Schedule changes to Sheriff's Office fees
Fees generated by Sheriff's Office operations will no longer be listed under the Countywide
or Rural Service Districts. These fees will be recorded under the Sheriffs Office Fund 255.
This change is being made to identify revenue generated by the Sheriff's Office separately
from revenue based on the tax districts.
The following changes are requested to the Sheriff's Office fee schedule for FY 2017:
• "SH 23" is being eliminated due to the transition from the 800 Mhz radio system in
FY 2017. This fee is no longer necessary.
• Two new fees are being added for responses to False Alarms:
o A new fee for False Alarm (4) is being added for $200. This charge is for the
fourth response to a false alarm in a 12 month period.
o A new fee for False Alarm (5) is being added for $300. This charge is for the
fifth response to a false alarm in a 12 month period.
1
DESCHUTES COUNTY
HEALTH SERVICES
MEMORANDUM
To: Board of County Commissioners
Christina Partain
From: Sherri Pinner / Loretta Gertsch
Business Manager
CC: Tami Ewing
Date: 5/20/2016
Re: FY 17 Health Services fee changes
Public Health
Fees for Vital Records are mandated by the State of Oregon. The Oregon Health
Authority issued a new fee schedule effective January 1, 2016 and the FY17 Public
Health Fee Schedule Vital Records section reflects the changes. Analysis was done on
the fees listed and it was determined that several services were not being performed and
thus were eliminated.
Public Health fees for New Patient Office Visits and Well Service Visits are calculated
based on an actual cost analysis of FY15 services performed. The formula for calculating
our fees is dictated by the Oregon Health Authority and our calculations are reviewed
during the triennial review, performed by OHA. The majority of the FY17 fees for
Office Visits and Well Services have been increased 1-5%. The two main variables for
this calculation are actual expenditures and service utilizations. Fee descriptions were
corrected on HLTH 50, 51, & 54.
The Maternal Child Health program fees are mandated by the Department of Human
Services and will remain unchanged until mandated.
Fees for our Immunizations program are mandated by the Department of Human Services
and typically adjust on a semi-annual basis. Most recent mandated fee increase is
reflected in schedule.
Due to increases in costs of supplies, procedure time/labor, and microscope maintenance,
In -House Testing fees are increased.
• Page 1
Our Environmental Health program had a fee increase effective 1/1/2016. There is one
fee correction in the Tourist Facilities: HLTH 146 Recreation Park is equal to HLTH 145
Traveler's accommodation in cost analysis.
Behavioral Health
Health Services utilizes a "unit cost calculator" excel tool to set our annual behavioral
health service fees. Historically, this tool was created to provide Oregon Community
Mental Health Programs with a reliable and standard methodology for calculating unit
costs for the services we provide.
In 2014, WEBCO contracted with Dale Jarvis to update the tool, creating a less complex
calculation and process. Most recently BestCare, Lutheran Community Services and
Deschutes County contracted with Mr. Jarvis to analyze and compare the FY 16 fees for
the three organizations. We believe this regional discussion regarding fee setting
methodologies will continue and include PacificSource Community Solutions as our
CCO.
Currently, the fee setting formula is a calculation that uses our budgeted expenditures,
budgeted direct service personnel, and number of hours available for services.
Using the revised unit cost calculator resulted in very small variances ranging from a
10% decrease to a 23% decrease for hourly services. The major factor relating to the
decrease in FY 17 fees is Health Services changed the way we budget for personnel
services. Previous personnel budgets were budgeted at 100%. Beginning in FY 17, we
have budgeted a 6% ($1.5 M) vacancy savings for unfilled positions. Additionally,
DeAnn Carr was involved throughout this process making sure we had an accurate
analysis of the number of hours available for services, commonly referred to as a
productivity rate.
In summary, Health Services fees for FY 17 do not vary significantly from our FY 16 fees.
• Page 2
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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, MAY 23, 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.
ODOT Update — Gary Farnsworth, Bob Bryant, Amy Pfeiffer & Della Mosier
2. Update regarding Local Schools — Shay Mikalson, Bend/La Pine Schools
Superintendent
3. Consideration of Business Loan Request — Jon Stark, EDC0,. Judith Ure
4. Discussion regarding Support for Benevolent Organization Foodservice
Licenses — Eric Mone, Environmental Health
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 Si., Bend, unless otherwise indicated. Ifyou 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.harms(a.deschutes.orq.
Board of Commissioners' Work Session Agenda
Monday, May 23, 2016 Page 1 of 2
5. Finance Update — Wayne Lowry
6. Review of Fee Schedule — Christina Partain
7. Consideration of a Grant Application for Oregon Health Authority Funding for
Staffing to Assist Potential Oregon Health Plan Clients — David Inbody
8. 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.
Executive sessions are closed to the public; however, with few exceptions and
under specific guidelines, are open to the media.
9. 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. Ifyou 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.harms(a.deschutes.ora.
Board of Commissioners' Work Session Agenda Monday, May 23, 2016 Page 2 of 2