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2017-32-Minutes for Meeting February 04,1982 Recorded 2/23/2017DESCHUTES COUNTY OFFICIAL RECORDS CJ 201742 NANCY BLANKENSHIP, COUNTY CLERK ' COMMISSIONERS' JOURNAL 02/23/2017 09:38:22 AM IIIIIIIIIIIIIIIIIIIIIIIIIIII2 2017-32 Deschutes County Board of Commissioners Bend, Oregon DESCHUTES COUNTY BOARD OF COMMISSIONERS Audio Cassette Recording Titled: Special Joint Meeting with State Building Codes Personnel February 4, 1982, 2:30-3:45 PM A special meeting of the Board of County Commissioners was held on February 4, 1982. Commissioners present were Albert Young, Robert Paulsen, and Clay Shepard. Also present were Mike Maier, County Administrator; and, from the State Building Codes Division, Walter Priday (sp) with Jim Clelanburg (sp), Civil Engineer, and Joe Lackey (sp), Plans Examiner. No other people were in attendance. There was no agenda. Mr. Priday said they have spent a couple of days reviewing record systems in the County's Building Department and have some recommendations. This wasn't an investigation and isn't really an audit. They hoped to come up with some advice for the County to remedy some of the problems perceived by the public, especially builders. First, there is a perception of some wrongdoing in the building department. Whether this is real or not, there are people out there who feel there has been a problem. Part of what is needed is a solution to rebuild credibility and deal with these issues. Transcription of Audio Recording of Special Meeting of BOCC and State Building Codes Page 1 of 5 The County should make haste to establish a conflict of interest policy to guide employees. A key point would be a review of moonlighting type jobs to determine whether there is a potential conflict or the possibility of financial gain for the employee or someone they are affiliated with. Some of the information gathered by the department is not public information and should be kept confidential unless the involved party wants it released to anyone who wants it. He said they would provide all of this feedback to the County in writing. Another issue is related to building back credibility; this could be done with the establishment of an appeal board or citizen advisory group, one perhaps which could contain some of the critics of the County. This could help with relevant issues or develop ways to make the department more efficient. This would need to be an ongoing concept. Their work might relieve the Board of Commissioners from having to deal with the small details of the department. Another thing that is lacking is a notebook or some sort of organized system of conveying policies to employees, especially in the building department. It could contain information on conflicts of interest, stop work orders, the authority of the building official to allow someone to begin or continue work, and so on, so that everyone is on the same page. There is no continuity and employees are not sure what they are supposed to be doing. One issue that was particularly a problem with the Bright School inspection was the sanitary approval. The building department is not the only one involved. The staffing of the sanitarian division needs to be examined so as not to hold up the other building aspects. A long-standing problem is that Deschutes County's snow load map is not the same as the State's. The State's is built on a scientific approach, while the one for Deschutes County is built on the experience of a person who may not be located in the County. This affects the design of buildings. The State adopted regulations regarding snow loads. The County apparently had a system already that was based on Aubrey Perry's observations, which are quite conservative, and this might result in more expense to build here. Some architects and engineers have brought this to the State's attention for years. Transcription of Audio Recording of Special Meeting of BOCC and State Building Codes Page 2 of 5 There doesn't seem to be a systematic way to solve the problems in the building department. Letters in the file indicate this. Also, there do not seem to be employee performance reviews and work plans to try to solve these issues. There needs to be more control exercised. There is a problem getting builders to submit plans for fire and life safety review. The State has difficulty getting citizens to submit these plans. They want to be sure the County notifies citizens that this is required, so it should be done in writing. When plans come in, it is suggested that staff do a quick review to make sure everything is there. Plans should not be accepted until they are ready. This might be part of a policy as well. For legal and efficiency issues, a correction notice might be issued on the job, but there is no carbon copy type of system, so the inspector has to remember this and rewrite it. A two or three part form would help with this. He thinks the valuation system is used to determine the cost of permits. It has been too low, but he thinks perhaps the County has updated this. Commissioner Shepard asked if this is based on so much per square foot, or on the cost of construction. Mr. Priday replied that this is an imprecise science but the goal is to treat everyone the same regarding fees. The State uses a system that sets the value but leaves it open for the builder to come back with the real cost and reconcile that if necessary. Few people have asked for a refund. All of this might help to avoid some of the ill will towards the County, especially if there is an appeals or citizen board. It takes a while for this type of group to function properly. They have to be a working unit with consistent meetings. Commissioner Shepard asked what information should be made available to the public. Mr. Priday said that building plans are often considered to be trade secrets. Other information is often need to know. The permit is public record, as is the application. Transcription of Audio Recording of Special Meeting of BOCC and State Building Codes Page 3 of 5 Unfortunately, it appears that some people have used this information to run a side business, creating a potential conflict of interest. The Builders' Association has indicated it would assist the County in this regard. Commissioner Shepard said some of the things mentioned are being addressed already. Mr. Priday said that the law allows the formation of advisory groups, which are less bureaucratic than the agencies, and more openly accepted by the public. He does not assume that the building department has all the problems that the press has talked about. He feels that this department is not as bad as some might think. For that reason, regarding Bright School, he doesn't see why the existing building inspectors can't finish with this soon. It has gone a long time without any inspections and needs to be put back on track. They also have to worry about plans that have not been properly stamped or don't have the necessary calculations. He hopes they don't have to bring in State officials. Commissioner Shepard asked if there is a place in Code where it explains who can draw plans. Mr. Priday said that it touches on this. The prime set of laws is in the ORS for engineers and architects. Individuals can draw up their own plans until the structure exceeds certain limitations on size or height. There was a long discussion on the permitting process and the viability of trying to be a one-stop shop. The Commissioners thanked the State individuals for their input and recommendations. Commissioner Shepard said that the Board needs to make some decisions soon, since he is tired of people asking him what they are doing about it, and he has no answer. They need to begin to determine how to proceed. He said they need to focus on an advisory committee at one end; or give it all back to the State instead. Mr. Priday said that the State's standing policy is that local government can do this work better than the State can, with better control and faster service. He urged the County to hang in there and try to solve immediate problems for the future. Transcription of Audio Recording of Special Meeting of BOCC and State Building Codes Page 4 of 5 He noted that another option is a regionalized office and joining in with another County, on a contractual basis. Some operate with a private building department, but this can be an issue regarding conflicts of interest as well. It was decided that they need to find someone to contract as building director in the meantime so they can begin implementing needed changes. I certify that the above is a true and accurate record of meeting, as reproduced from a cassette tape identified as Minutes of a Special Meeting with the State Building Codes Division and the Deschutes County Board of Commissioners, held on February 4, 1982. This record was completed subsequent to the presiding Deschutes County Board of Commissioners' tenure. Bonnie Baker For the Board of County Commissioners Transcription of Audio Recording of Special Meeting of BOCC and State Building Codes Page 5 of 5