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2016-488-Minutes for Meeting September 07,2016 Recorded 10/10/2016DESCHUTES NANCY BLANKENSHIP,FCOUNTY CLERKS CJ i�+��T8B COMMISSIONERS' JOURNAL 10/10/2016 02:15:38 PM 11111111111111111111 Do not remove this page from original document. Deschutes County Clerk Certificate Page If this instrument is being re-recorded, please complete the following statement, in accordance with ORS 205244: Re-recorded at the request of [give reason] previously recorded in Book or as Fee Number and Page to correct Deschutes County Board of Commissioners 1300 NW Wall St., Bend, OR 97703-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.ora MINUTES OF WORK SESSION DESCHUTES COUNTY BOARD OF COMMISSIONERS WEDNESDAY, SEPTEMBER 7, 2016 Present were Commissioners Alan Unger, Anthony DeBone and Tammy Baney. Also present were County Administrator Tom Anderson; Deputy County Administrator Erik Kropp; Legal Counsel David Doyle; Nick Lelack and Todd Cleveland, Community Development; and one other citizen. Chair Unger called the meeting to order at 1:30 p.m. 1. Before the Board was a Discussion and Update of ATT System Reporting Requirements & Newberry Neighborhood Groundwater Protection. ATT Systems Operation and Maintenance Program Nick Lelack, Community Development Director, and Todd Cleveland, Environmental Soils, were present to review the Alternative Treatment Technology System operation and maintenance program update, and the Newberry neighborhood and groundwater partnership funds (see staff memo for report in detail). Discussion held on the computer tracking system. Discussion was held on holding tanks in South County, and on wells and high nitrate readings. Readings are being recorded in a database by DEQ hydrologists. Ground water concerns may need funding requests considered by the legislature. Realtors and property buyers need to be aware of ground water concerns. Commissioner DeBone will draft talking points for the legislature. Discussion was held on drafting a letter to the DEQ from the Board stating its commitment and requesting their plan of commitment and acceptance of Goal 11 recommendations. Nick Lelack will invite DEQ representatives to attend a future work session. Minutes of Board of Commissioners' Work Session Wednesday, September 7, 2016 Page 1 of 5 Newberry Neighborhood and Groundwater Partnership Funds: Discussion was held on Fund 297, Newberry Neighborhood, and Fund 296, Groundwater Partnership. These two funds work together to provide financial assistance to protect ground water and drinking water. Fund 297 is used to account for the debt service payments for sewer expansion in La Pine and the SDSs associated with Newberry Neighborhood development. Fund 296 is used to account for revenues from Pollution Reduction Credits, Newberry land sales, and more. This provides funding to the Nitrogen Rebate Program (a $3,750 rebate to property owners to help upgrade standard septic systems to nitrogen - reducing septic systems) and to the NeighborImpact Septic Loan Program. The group discussed debt service payments, the Nitrogen Rebate Program, and the NeighborImpact Septic Loan Program. Since fiscal year 2014, there have been 17 rebates granted. The NeighborImpact Septic Loan Program is a revolving loan program providing loans to low-income residents to upgrade their septic systems to nitrogen -reducing septic systems. There was discussion regarding the balances in each fund. CDD staff recommended a fund transfer from Fund 297 to Fund 296, the NeighborImpact Septic Loan Program. Michael Hinton, program manager at NeighborImpact, was present and reviewed the loan program, which began last spring. The CDD Director considers the approval of each loan application. The biggest issue has been low equity in the properties, which places the revolving loan fund at risk. CDD does send notices to properties with failing septic systems along with resource information. The Board suggested transferring $60,000 into Fund 296 and to review this again at the next budget cycle. Discussion was held on placing a deadline date on the rebate program, which will be reviewed next year. 2. Before the Board was Discussion of a Community Development Request for Additional FTE: Mr. Lelack and Mr. Cleveland presented a staff request to the Board. With increased permit applications and business demands, the Community Development Department requested hiring an additional permit technician and an environmental soils specialist. Currently the department has a full-time temporary employee due to the increased activity, and this position could be replaced by hiring a permit technician. Minutes of Board of Commissioners' Work Session Wednesday, September 7, 2016 Page 2 of 5 This request would require a budget adjustment. The Board suggested Mr. Lelack move forward with recruitment and work with Finance on the budget adjustment. This is a permanent addition and will be included in the budget for next year. The Board thanked Mr. Cleveland for his dedicated service through a challenging time. Update on Marijuana -related Businesses: Mr. Lelack reported there have been approximately 16 pre -applicant conferences held so far. Each conference takes approximately 90 minutes. At this time, only two completed applications have been submitted to the department. Land use issues were briefly discussed at this time. CONSENT AGENDA Before the Board was Consideration of Approval of the Consent Agenda. BANEY: Move approval of the Consent Agenda. DEBONE: Second. VOTE: BANEY: Yes. DEBONE: Yes. UNGER: Chair votes yes. Consent Agenda Items: 3. Board Signature of Document No. 2016-588, a Cooperative Improvement Agreement with ODOT for U.S. Highway 97/Sunriver Interchange 4. Board Signature of Document No. 2016-585, Amending the Local Agency Agreement, Highway Safety Improvement Program, for Cline Falls Highway and Powell Butte Highway 5. Board Signature of a One -Year Option Agreement for Two Lots in the Finley Butte Industrial Park (Ordonez) 6. Board Approval of a Grant Award of $750 for Oregon Economic Development Association's Annual Conference in Sunriver 7. Board Signature of Minutes: • Business Meetings of August 15 and 24, 2016 • Work Sessions of August 24 and 29, 2016 • Joint Meeting with Black Butte Ranch County Service District Board, June 30, 2016 Minutes of Board of Commissioners' Work Session Wednesday, September 7, 2016 Page 3 of 5 CONVENED AS THE GOVERNING BODY OF THE 9-1-1 COUNTY SERVICE DISTRICT 8. Before the Board was Consideration of Approval of Weekly Accounts Payable Vouchers for the 9-1-1 County Service District in the amount of $51,439.34. BANEY: Move approval, subject to review. DEBONE: Second. VOTE: BANEY: Yes DEBONE: Yes UNGER: Chair votes yes. CONVENED AS THE GOVERNING BODY OF THE EXTENSION/4-H COUNTY SERVICE DISTRICT 9. Before the Board was Consideration of Approval of Weekly Accounts Payable Vouchers for the Extension/4-H County Service District. There were no vouchers this week. RECONVENED AS THE DESCHUTES COUNTY BOARD OF COMMISSIONERS 10. Before the Board was Consideration of Approval of Weekly Accounts Payable Vouchers for Deschutes County in the amount of $578,627.76. BANEY: Move approval, subject to review. DEBONE: Second. VOTE: BANEY: Yes DEBONE: Yes UNGER: Chair votes yes. OTHER ITEMS • The AOC District 2 meeting will be held in Lakeview on September 29. Commissioners DeBone and Unger will attend. Commissioner Unger presented the draft agenda for review. • The 2017 NACO Western Interstate Regional Conference will be held in May 2017 and moving forward with planning the event. Minutes of Board of Commissioners' Work Session Wednesday, September 7, 2016 Page 4 of 5 • Mr. Kropp reported on the recent interviews for members of the Audit Committee. Chair Shawn Armstrong recently submitted his resignation, and a prior vacancy occurred with a term expiring in June. A recommendation made to appoint Tom Lanhars and Darryl Parrish. BANEY: Move approval of the appointments of Tom Lanhars and Darryl Parrish to the Audit Committee. DEBONE: Second. VOTE: BANEY: Yes DEBONE: Yes UNGER: Chair votes yes. • Mr. Anderson noted a joint meeting with the City of Sisters is planned for October. The group went into executive session under ORS 192.660 (2) pending litigation, at 3:18 p.m. The Board went back into regular session. No action was taken, and the session adjourned at 4:16 p.m. 11) APPROVED this Day of Ceyh.-(A-(A— 2016 for the Deschutes County Board of Commissioners. ATTES/ PP//i/gP Recording Secretary ae, u,ot— Alan Unger, Chair (0744,(/ Tammy Baney, Vi® Chair A/1,0gA,, Anthony DeBone, Commissioner Minutes of Board of Commissioners' Work Session Wednesday, September 7, 2016 Page 5 of 5 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., WEDNESDAY, SEPTEMBER 7, 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. DISCUSSION of ATT System Reporting Requirements & Newberry Neighborhood Groundwater Protection — Nick Lelack 2. DISCUSSION of a Community Development Request for Additional FTE — Nick Lelack CONSENT AGENDA 3. Board Signature of Document No. 2016-588, a Cooperative Improvement Agreement with ODOT for U.S. Highway 97/Sunriver Interchange 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.harmsCa deschutes.orct Board of Commissioners' Work Session REVISED Agenda Wednesday, September 7, 2016 Page 1 of 3 4. Board Signature of Document No. 2016-585, Amending the Local Agency Agreement, Highway Safety Improvement Program, for Cline Falls Highway and Powell Butte Highway 5. Board Signature of a One -Year Option Agreement for Two Lots in the Finley Butte Industrial Park (Ordonez) 6. Board Approval of a Grant Award of $750 for Oregon Economic Development Association's Annual Conference in Sunriver 7. Board Signature of Minutes: • Business Meetings of August 15 and 24, 2016 • Work Sessions of August 24 and 29, 2016 • Joint Meeting with Black Butte Ranch County Service District Board, June 30, 2016 CONVENE AS THE GOVERNING BODY OF THE 9-1-1 COUNTY SERVICE DISTRICT 7. CONSIDERATION of Approval of Weekly Accounts Payable Vouchers for the 9-1-1 County Service District CONVENE AS THE GOVERNING BODY OF THE EXTENSION/4-H COUNTY SERVICE DISTRICT 8. CONSIDERATION of Approval of Weekly Accounts Payable Vouchers for the Extension/4-H County Service District RECONVENE AS THE DESCHUTES COUNTY BOARD OF COMMISSIONERS 9. CONSIDERATION of Approval of Weekly Accounts Payable Vouchers for Deschutes County 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.harms andeschutes.orq. Board of Commissioners' Work Session REVISED Agenda Wednesday, September 7, 2016 Page 2 of 3 10. OTHER ITEMS • Executive Session — litigation — Erik Kropp Other Items 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. 11. 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(adeschutes.orq. Board of Commissioners' Work Session REVISED Agenda Wednesday, September 7, 2016 Page 3 of 3 Work Session e-mail address 0 Mailinm Address ' o c=)) L V U J 2 48,4 Please return to BOCC Secretary. TO: Community Development Department Planning, Building Safety, Environmental Soils, Code Enforcement PO Box 6005, Bend, Oregon 97708-6005 117 NW Lafayette Avenue www.deschutes.org/cd MEMORANDUM Board of County Commissioners FROM: Nick Lelack, Director Todd Cleveland, Environmental Soils Supervisor Sherri Pinner, Management Analyst DATE: September 7, 2016 SUBJECT: Operation & Maintenance Program Groundwater Partnership & Newberry Neighborhood Funds Update SUMMARY The purpose of this memorandum and work session is to provide the Board of County Commissioners an update on the Community Development Department's (CDD) Alternative Treatment Technology (ATT) System Operation and Maintenance Program as requested by the Board, and the Newberry Neighborhood and Groundwater Partnership Funds. These programs are intended to preserve and protect Southern Deschutes County's high quality groundwater and drinking water systems. Staff seeks Board direction (page 5 of this memorandum) on whether funds should be transferred to the Neighborlmpact Septic Loan Program and/or Nitrogen Rebate Program and, if so, the timing and amounts of the transfers. 1. ATT SYSTEMS / OPERATION & MAINTENANCE PROGRAM In 2005, the Department of Environmental Quality (DEQ) Onsite Wastewater Treatment System Rules (Oregon Administrative Rules (OAR) 340-071 and 073) were revised, including the approval of Alternative Treatment Technology (ATT) systems for use in Oregon (OAR 340-071-0345). Deschutes County is a contract agent for DEQ in the onsite wastewater management program. CDD and DEQ staffs closely coordinate in implementing these rules. Since January 1, 2006, 264 ATT systems have been installed to serve new homes on undeveloped lots and an additional 75 ATT systems have been installed to replace failing systems on developed lots as required by OAR. Therefore, a total of 339 ATT systems have been installed since 2006 in South County. Over 500 ATT systems have been installed throughout Deschutes County. ATT systems consist of various types of mechanical components which require regular service to ensure they remain in proper working order. Under OAR: ATT system owners are required to have an agreement with a State DEQ and ATT manufacturer certified maintenance service provider (service provider). This agreement is required prior to the issuance of a septic system construction installation permit, and it must continue for the life of the system (until the system is decommissioned). • ATT system owners or their service providers are required to submit an annual fee and report demonstrating the system is in proper working order for each year the system is in operation. • Deschutes County, as a contract agent of DEQ, is required to administer and implement the process to collect and review the reports ("report evaluation program") and collect fees to, at least partially, cover the costs to administer and implement this process. • 2014 OAR revisions expanded the service agreements and reporting requirements to include other alternative systems (pressure distribution and sand filter systems), and required Holding Tank owners to submit an annual report that shows the pumping history for the previous year. A. Report Evaluation Program & Fees CDD is a fee supported department. It collects the following fees to partially cover the costs to administer the report evaluation program': • $55 ATT, pressure distribution, sand filter system report evaluation fee; and • $32 Holding Tanks report evaluation fee.2 • Administering the report evaluation program includes the following: o Collect and process the reports; o Maintain ATT report evaluation records for each property, including tracking systems pertaining to reporting requirements; o Prepare and send letters/notices to both service providers and property owners as courtesy reminders (not required by OAR) related to annual ATT system required maintenance and reporting; and o Environmental Health Specialist/Wastewater Specialist review of each report for specific issues to determine the system is in compliance with Oregon OARs. o Systems determined to be out of compliance with annual reporting requirements are mailed additional letters and may include further coordination and communication with service providers and owners to obtain compliance. This may lead to site visits and further investigations of an Environmental Health Specialist and/or code enforcement technician. 1 CDD internally refers to this program as the Operation and Maintenance Program (0 & M Program). 2 DEQ charges the following fees in other counties where the agency provides direct services: $60 for ATT, pressure distribution, and sand filter system reporting fees, and $30 for holding tank reporting fees. 2 NOTE: The report evaluation program is highly technical, complex and resource intensive. The report evaluation fees do not cover the full costs of administering the program. Actual costs would be significantly higher. The reason actual costs are not charged is to encourage and facilitate compliance with these requirements. B. Current Status & Potential Next Steps • CDD has recently updated its record-keeping software program following the transition from Accuterm to Accela. CDD is still working through details of the new software program with IT. • One potential future change to simplify the reporting evaluation program may be to require all reporting due at the same time each year, and send a notice to both the service provider under contract and the owner. This is still to be determined. 2. NEWBERRY NEIGHBORHOOD & GROUNDWATER PARTNERSHIP FUNDS These funds effectively work together to account for revenues generated from Transfer of Development Credits (TDC's), Pollution Reduction Credits (PRC's), development SDC's, and land sales. The revenue is used to provide financial assistance to protect high quality groundwater and drinking water in Southern Deschutes County and to pay debt service payments for the sewer expansion in La Pine. Fund 297 — Newberry Neighborhood • This Fund is used to account for the debt service payments for the sewer expansion in La Pine (paid for by the FF&C Series 2012 Bond) and the SDC's associated with the Newberry Neighborhood development (repayment of LPSSD/City of La Pine sewer loan — balance of $903,526 at June 30, 2016). • Fund balance: approximately $220,000. • Annual debt service payments: approximately $55,000 through 2032 (16 payments remaining for a total $945,095 in outstanding debt). • Approximately 4 years of debt service payments available. • Fund is dependent on development in the Newberry Neighborhood for income. Only 4 SDC's in the amount of $5,700 each have been received over the past several years — all have been received since April 2016. Approximately 10 new single family homes need to be developed annually to pay the debt service ($5,700 X 10 = $57,000) unless other larger developments are built. For example, the Little Deschutes Lodges 1 and 2 paid approximately $75,000 each in sewer SDC's. • Potential development in the New Neighborhood: 1. Four (4) new single homes are under development in Crescent Creek (within the Newberry Neighborhood). This is the first development in the Newberry Neighborhood in several years, and the first since the completion of the Little Deschutes Lodges 1 and 2. The success of these new homes will be an indicator of future residential demand/sales over the next 1-3 years in Crescent Creek. If these four (4) homes sell in a reasonable period of time, the developer will proceed with building four (4) 3 more homes, and then continue this pattern based on market conditions until Crescent Creek is built - out. There are approximately 23 developable single family dwelling lots remaining in Crescent Creek. 2. St. Charles has announced it is developing a new medical facility across Huntington Ave. from the Newberry Neighborhood. This facility should increase the market demand for development in close proximity. A developer is currently considering a large residential project in the Newberry Neighborhood near this facility. 3. The County has indicated in may donate land for affordable housing next to Little Deschutes Lodges 1 and 2. 4. Quadrant 2a, 2b, and 2d of the Newberry Neighborhood received Tentative Plat approval on November 1, 2013 for 289 single family dwelling lots on 76.16 gross acres to complete the Crescent Creek Neighborhood. The County owns approximately two-thirds of these lots. In sum, there are several strong indicators that development could take off over the next 1-3 years in the Newberry Neighborhood. However, CDD remains conservative in its SDC revenue projections until actual development becomes closer to reality (e.g., land use approval is obtained, building permits are under review). Fund 296 — Groundwater Partnership This Fund is used to account for revenues from PRC's, Newberry Neighborhood land sales, and more. It provides funding to the Nitrogen Rebate Program (a $3,750 rebate to property owners to upgrade standard septic systems to nitrogen reducing septic systems) and to the Neighborlmpact Septic Loan Program. • 17 rebates have been granted/approved since FY 14: o FY 14: 3 rebates; o FY 15: 11 rebates; o FY 16: 2 rebates; and o FY 17: 1 rebate. Over time, the demand for rebates has decreased. • Neighborlmpact Septic Loan Program: This revolving loan program primarily provides loans to low income residents or residents who do not otherwise qualify for conventional loans to upgrade or repair septic systems to nitrogen reducing septic systems. A lien is placed on the property for loan repayment upon property sale. This revolving loan program was funded with $180,000 from Deschutes County in three $60,000 payments in FY 11, FY 12 and FY 14. Currently there are 11 outstanding loans, one loan repayment and an available balance of 518.138 with Neighborlmpact. Neighborlmpact is currently requesting additional funds. • Fund 296 balance: $1,545. 4 Board Direction Staff seeks Board direction on whether to transfer none or some of the $220,000 available in Fund 297 to Fund 296 to add resources to the NeighborImpact Septic Loan Program and/or Nitrogen Rebate Program. With relatively limited resources available in the short term, pending a significant increase in development activity and corresponding revenue into these funds, staff recommends all or mostof the fund transfers be to the NeighborImpact Septic Loan Program because it primarily benefits low income residents or residents who do not otherwise qualify for conventional loans to upgrade or repair septic systems. Options: Please find below options for the Board's consideration. 1. Transfer $55,000, leaving 3 years of debt service available iri Fund 297. If this is the selected option, consider a. All $5S,000tothe Neighbndmpac Septic Loan Progrm, increasing its balance to $73,138or b. Resources to both programs in the following amounts: $9,705 to the Nitrogen Rebate Program, creating a total fund balance of $11,250. This amount would fund 3 more rebates in FY 17; and, ii. ��Sto the NeighborImpact Septic Loan Program. Neighborlmpact's balance for septic repairs and upgrades in South County would be $63,433. c. Other allocation. Z. Defer the decision for 6 months or at the time development activity is initiated, whichever comes first. 3. Do not transfer any funds at this time and re-evaluate during the FY 17-18 Budget. 5 To: Community Development Department Planning, Building Safety, Environmental Soils, Code Enforcement PO Box 6005, Bend, Oregon 97708-6005 117 NW Lafayette Avenue www.deschutes.org/cd MEMORANDUM Board of County Commissioners From: Nick Lelack, Director Cc: Lori Furlong, Todd Cleveland, Sherri Pinner Date: September 7, 2016 Subject: New FTE request —1.0 Permit Technician and 1.0 Environmental Health Specialist The purpose of this memorandum is to request approval to hire two (2) additional FTE to meet the Community Development Department's (CDD) business demands: 1 Permit Technician and 1 Environmental Soils Specialist in FY 16-17. CDD is continuing to experience increased permit applications above projections developed during budget preparations last spring. In addition, since then: • CDD has assumed jurisdiction over the building program in the City of Sisters and is now both providing permit technician services at City Hall one day per week (rather than building inspector staffing the office) as well as processing all Sisters' permits (previously performed by City staff); • The Board has adopted marijuana regulations, which are expected to generate new applications across all divisions; and • The on-call environmental soils specialist Dan Haldeman is expected to run out of hours in this month. Specifically, CDD requests approval of the following: 1. 1.0 FTE permit technician to process increased application volumes and to reduce structural permit turnaround time, as well as to offset new business demands generated by assuming jurisdiction of the City of Sisters building program effective July 1. This change in administering the building program in Sisters results in an estimated 20% increase on the demand on the permit technician staff in Sisters. In the event permit application demand increases in Sisters, CDD will need to increase staff time at that location to meet demand. Additionally, CDD has been using the services of an on-call temporary staff. If granted permission to add 1.0 permit tech, the use of an on-call temporary staff would be discontinued. During FY 16, CDD experienced a 9.91% increase in total permit applications over FY 15 with structural permits increasing at a rate of 15.35%. The result of managing more demand with the same number of staff is our turnaround time on structural permits has increased 8.12 hours or 26.06% and turnaround days have increased 1.02 days or 26.22%. During FY 16, Coordinated Services experienced a 21.54% increase in phone call volume over FY 15, and hours spent on those calls increased by 24.46%. In addition, a permit technician has been dedicated to the environmental soils program for two years for approximately 50% of this employee's time. The remainder of this employee's time is split between managing the property address program for the County and City of Redmond, staffing the La Pine Satellite office and providing front counter backup. Volume FY 15 FY 16 Increase % Increase Permit Volume Building Permits 1,206 1,367 161 13.35% Supplemental Permits Total Permits 5,734 6,261 527 9.19% 6,940 7,628 688 9.91% Structural Permit Analysis Structural Permits 1,016 1,172 156 15.35% Turnaround Time (hours) 31.16 39.28. 8.12 26.06% Turnaround Days 3.89 4.91 1.02 26.22% Phone Call Volume Number of Phone Calls Hours Spent on Phone Calls 42,911 920 52,155 9,244 21.54% 1,145 225 24.46% 2. 1.0 FTE in the Environmental Soils Division for an environmental health specialist 1 or 2. This position was contemplated in the current budget with the unknowns surrounding Mr. Haldeman's retirement and/or utilization of his 1000 hours per calendar year. In fact, CDD budgeted additional money in this Division in anticipation of this potential scenario. During FY 16, the environmental soils division experienced a 12.94% increase in total septic permit and site evaluation applications over FY 15 with site evaluation applications increasing at a rate of 69.33%. The Division currently has one full time field direct service staff (Larry Howard), one supervisor (Todd Cleveland) spending 50% of his time providing field direct services, and one on-call staff (Mr. Haldeman) working a maximum of 1,000 hours per year. The result of managing more demand with the same number of field staff is our total hours spent on inspections has increased 16.04% over FY 15. Department of Environmental Quality has recommended guidance for calculating the number of FTE required to manage workload volume. Per the analysis below, this Division may be understaffed by .50 and .75 FTE. Additionally, based on these recommendations, environmental soils field staff spent an 2 average of 225.05 hours more than recommended or 19% in FY 15 and an average of 491.07 hours more than recommended or 39% in FY 16. During FY 16, this division experienced an increase in revenue of $172,061 or 34.35% over FY 15. On-call staff has fewer than 150 hours available and will likely be out of available hours at the end of September 2016 leaving our direct field staff level at 1.5 FTE. Workloads have continued to increase and currently there are approximately 250 active permits that will need additional field inspections. With the increasing permit volume and site evaluations there has been increasing complexity of sites and systems that take more time for field staff. Often this has led to additional field visits and more personal communications and consultation. Site evaluations are an indicator of future permit and development activity and the number of applications have continued to exceed projections. In July and August of 2016, there have been 55 site evaluation applications. This is approximately 50% of the total projected for the entire FY 17. Environmental Soils code enforcement cases are not included in the field DEQ work load permit calculations. Code enforcement and public health investigations have increased with currently 41 active cases. Many complaints involve staff time that does not lead to permitted work with fees. Enforcement cases have increased in complexity and are more time consuming with more time spent with site visits, meetings, hearings and/or court. The amount of time working on these cases takes approximately an estimated 0.25-0.4 FTE based on current case load. If this FTE is approved, on-call staff (Mr. Haldeman) will be utilized as needed to meet business demands, which may be Tess than 1000 hours per year. 3 Deschutes County CDD Monthly Issued Building Permits August Month Aug -04 Aug -05 Aug -06 Aug -07 Aug -08 Aug -09 Aug -10 Aug -11 Aug -12 Aug -13 Aug -14 Aug -15 Aug -161 Calendar Year 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 New Customers Homes 2,278 2,528 2,586 2,008 1 1,475 1 933 1 673 1 642 1 643 1 751 1 484 1 376 1 390 1 Totals (January 16,907 16,900 18,273 15,587 11,746 8,0061 5,9971 4,4881 4,5571 5,2351 4,1501 3,2491 2016 2.7991 120 - 100 80 7 60 - 40 — 20 — 0 140 120 100 80 60 40 - -- -- 20- — 0 - 85 96 91 371 25 131 61 18 18 321 371 511 671 Commercial Valuation $727,235 $692,286 $305,728 1 $8,208 $119,513 $357,192 1 $168,500 1 $11,300 1 $603,968 1 1 $541,900 $561,079 $1,432,392 $1,209,181 through Aug) 538 $4,314,039 636 $8,115,680 651 $9,605,185 358 $1,710,911 176 $3,088,133 921 $10,931,768 691 $16,083,528 961 $14,802,5671 102 $16,553,204 182 $15,162,296 2101 $9,528,3331 2971 $9,728,127 3531 $21.043.8031 Septic Evaluations 42 52 53 25 11 6 8 8 8 13 6 14 51 346 383 434 247 108 1 57 1 43 1 56 1 52 1 92 1 100 1 122 24L1 Aug New Houses Total Valuation $33,096,770 $30,582,601 $38,019,468 $19,495,623 $12,167,842 $7,650,047 $3,836,277 $6,788,065 $6,756,646 $12,399,454 $14,452,512 $20,123,701 $23,357,254 $177,892,245 $207,088,188 $226,588,023 $169,517,283 $84,826,039 $67,311,357 $54,067,600 $60,566,764 $65,129,492 $91,624,981 $92,265,811 $118,616,758 $,139.496. R47 1 NppN 0, �'oacb ppb �pp'� �pg4� �9pp pp0 pp'� �, pp3 ppR OrO O� O`b O°' tip Nt4 ti< o ,ti0 ,yp r, rLp ,yp ,gyp ,tip �© r, r, New Houses by Month 4" i. ,1�11�,11�1�,11���1�,�111] 111:d1 PJA PJB Community Development Department Planning Division * Building Safety Division * Environmental Solis Division 117 NW Lafayette Avenue * Bend, Oregon * 97701-1925 (541) 388-6575 * FAX (541) 385-1764 http://www.co.deschutes.or,us/cdd/ Permit Summary from 8/1/2016 through 8/31/2016 Compiled on 9/6/2016 10:18:25 AM Total Permits Issued: 704 Residential Buildings Total Valuation: $23,357,254 Residential Valuation New Construction: 63 New Construction: $19,259,316 Alterations/Additions: 30 Alterations: $1,029,491 Accessory Buildings: 33 Accessory Buildings: $1,859,267 Commercial Buildings Commercial Valuation New Construction: 10 New Construction: $669,181 Alterations: 3 Alterations: $540,000 Manufactured Home Permits New Construction: 4 Alterations/Additions: 0 Other Permits Demolition: 2 Driveway Access: 24 Electrical: 187 Mechanical: 169 Plumbing: 44 Septic: 86 Septic Site Evaluations: 51 Quality Services Performed with Pride Customers 390 FY15 FY16 Volume Increase Increase Permit Volume Septic Permits 1,025 1,073 48 4.68% Site Evaluation Permits 150 254 104 - 69.33% Total Permits 1,175 1,327 152 12.94% Environmental Soils Workload Permit Hours (does not include admin) 2,919 3,387 468 16.04% Ave hours per permit 2.48 2.55 0.07 2.75% Staffing Analysis DEQ Recommended fte 2.52 2.68 0.16 6.35% Environmental Soils fte (includes on-call & .50 supervisor) Staffing Variance DEQ recommended hours perfte Average hours perfte Hours variance Percentage Variance Permit Revenue Permit Fees 2.11 1.93 -0.18. -8.53% -0.41 -0.75 1,158.17 1,263.69 1,383.22 1,754.77 225.05 491.07 0.19 .._.._._ _ 0.39 4 9.11%; 26.86% 118.21% 924: 672,985 172,061 34.35% CDD Operating Analysis hvDivision w 1- ra oc .1 CV 10 69. 0 00 00 00 •0 to w. Expenditures i3> N 0) 0 03'-.- C) C'9 (0 ts- - 64 CD C9 C9 •c- 1"-- C) er CO 0 '1' V' '-03 CO CO 0 En ' Cr) 0) En 00 O. <-. 6 -cf ri c.6 es> co c) r-- c) co CD CR 11' 03 (0 CO C9 CO 10 El3- ER ER — ..AVIIIII 1 - , _ 15 ..6- ,- . a) (0 CV wa. 1 co V. 00 in 03 LO E03- (50) ER C4 CI (0 a) E c 2 co CO 0) CO V' , CV 0) eg 'LLE CO 0) "c-- CO 0 0 0 '1' C9 0 e. 05 1.6 N. x- ai 1--: cNi .5 E9 C9 ER .0- dr) ta 0 te te- T .5 to 0 1- 7.- E 4) r-- a 0 co (0(0 CD LO ‘-' N N N 11' ........ Cf) CD CV ' x- 03 0 0 0) EC; x- r- C.6 ci (5 iii fa. CO 1,- 0) C9 C9 CY) a- te. 0)'— a- (NJ •,-. co_ o ER ER 69- ca to. %- E ER CV 8 03 00 er Admin - Code Enforcement 03 ER .cr 0) 0) - oi 03 E 01 2 a_ 0) 0 uJ (0 0. '3 0 cu 0) 0) CO 01 0 -J CDD Bldg. Debt + Cap Out to 0) 0) c6 ER CO 03 Cx.1 0) I I a) 0- X a) 0 a) 1) (0 0. ) _c (0 0) 8 -o a) 0) -o CDD Operating Fund Analysis CV 1' CO CV 0 CV 0) 1.0 En N 0 CV C., No 4., r•••• 'cr CO CI a) (I) 1... 6 ca r: 03(0 .c- c6 .(1) 0) co co 03 (0 10 r- m el >‘-. mina°.,-coLo c-)_ a) = 5- (NI co = (.6 ,- t.: .- Ce CO L. ER 69 or ER ER Eft to Ending Balance 6-30-17 1 Beginning balance = $752,286 more than anticipated CDD Reserve Funds Analysis 4:rmo0N Ln N t/} O N a -i Lr torn a --I yam, O 01 t/� -O H iN/} i�} 0 0 0 0 0 O OEa00 O O 0 0 ti O O K) U) o i' • CD 6N/}M LL ri rl 0 0 atO-1 �O l0 l�O rn in LL tn. LL m N 0 0 VI O 0VI- if) 0 t 00 a -I 01 00 -0. CO I..0 l0 t/l- in - 300 - CDD Reserve • cc • i aj N- cr E 2 >O ; o- o ~ o 0 U E UO U b0 0) CO W CO a -i N 0 0 0 M m m