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2017-382-Minutes for Meeting June 05,2017 Recorded 7/14/2017Recorded in Deschutes County CJ2017-382 Nancy Blankenship, County Clerk Commissioners' Journal 07/14/2017 4:20:00 PM I!!1lmiiiiimiuimuuu ror rcecoramg stamp uniy Deschutes County Board of Commissioners 1300 NW Wall St., Bend, OR 97703-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org MINUTES OF WORK SESSION DESCHUTES COUNTY BOARD OF COMMISSIONERS Allen Conference Room MONDAY, JUNE 5, 2017 Present were Commissioners Tammy Baney, Anthony DeBone and Phil Henderson. Also present were Tom Anderson, County Administrator; Erik Kropp, Deputy County Administrator; David Doyle, County Counsel; and Sharon Ross, Board Executive Secretary. Attending for a portion of the meeting were James Lewis, Cynthia Smidt, Nick Lelack, and Peter Gutowsky. One representative of the media was in attendance. CALL TO ORDER: Chair Baney opened the meeting at 1:36 p.m. ACTION ITEMS 1. Proposed Grant Application for Deschutes County Emergency Management Program Nathan Garibay, Emergency Manager presented this grant application for consideration and noted the application last year was successful. The grant funds would cover emergency fuel applications and disaster recovery plans for the County through federal funds through Oregon Office of Emergency Management. HENDERSON: Move approval DEBONE: Second Minutes of Board of Commissioners' Work Session June 5, 2017 Page 1 of 3 VOTE: HENDERSON: Yes DEBONE: Yes BANEY: Chair votes yes. Motion carried 2. Consideration of Board Signature of Documents 2017-159 and 2017-324, a Lease and Sublease Between Deschutes County, and JCIP-Simpson and W&II Pacific, Respectively James Lewis, Property Management Specialist; and Dave Inbody, Chris Weiler, and George Conway of Health Services presented the two documents for consideration. The leases are for office space at the same property for Health Services. One document covers a lease for two months and the second document covers the remaining 22 months. Mr. Lewis summarized the search for office space for the Health Department and the struggled to find availability within the city of Bend for a two-year lease. In reviewing the needs of the Health department staff options of either remodeling verses leasing were considered. The costs incurred for leasing this space will be covered under the grant award for the Certified Community Behavioral Health Clinic. The Board inquired on long-term needs related to staffing and space and community expectations. Commissioner Henderson expressed his concern of unclear information provided to the Board and his frustration that the lease is already signed by the other party. Commissioner Henderson requested response to a list of presented questions. The Board asks for clarification on staffing and services that will be provided to the community. Commissioner Baney suggested to table this item to allow time for responses to the questions on CCBHC. At this time of 2:20 p.m. Chair Baney excused herself to leave for a meeting in Salem 3. Discussion of Application for Outdoor Mass Gathering Permit for Newberry Event Cynthia Smidt, Associate Planner, presented the two agenda items relative to outdoor mass gathering permits and held discussion on both items. The Newberry Event is scheduled for July and the Oregon Adaptive Sports fundraiser is scheduled for August. The planning division is bringing these permits to the Board for consideration based on the requirements of County Code. A public hearing is scheduled for June 14, 2017. An outdoor mass gathering is defined as having over 500 attendees. The Board as the governing body must consider the permit if the applicant has met all requirements subject to items such as health and safety, traffic and parking controls, noise standards and hours of operation. The Newberry Event Festival to Defeat MS is a multiple day music, art, and camping festival proposing 750 people in attendance. The Oregon Adaptive Sports Bigstock Festival is a one -day event that has previously been held in the city limits of Bend and now are holding the event outside of the city limits and proposing 750 people. Both events are requesting a waiver for the required ambulance on site. They are both required to have medical staff on site. Discussion held on prior noise and traffic related concerns. Minutes of Board of Commissioners' Work Session June 5, 2017 Page 2 of 3 4. Discussion of Application for Outdoor Mass Gathering for Oregon Adaptive Sports This item was discussed under Item #3. OTHER ITEMS: None ADJOURN: Being no further items to cone before the Board, the meeting adjourned at 2:47 p.m. DATED this 47Day of Commissioners. Recording Secretary Minutes of Board of Commissioners' Work Session 2017 for the Deschutes County Board of C I I (1)- Tammy Baney, Chir Anthony DeBone, Vice , Commissioner June 5, 2017 Page 3 of 3 p/its Deschutes County Board of Commissioners 1300 NW Wall St, Bend, OR 97703 (541) 388-6570 — Fax (541) 385-3202 — https://www.deschutes.org/ WORK SESSION AGENDA DESCHUTES COUNTY BOARD OF COMMISSIONERS 1:30 PM, MONDAY, JUNE 5, 2017 Allen Conference Room - Deschutes Services Building, 2ND Floor —1300 NW Wall Street — Bend 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. CALL TO ORDER ACTION ITEMS 1. Proposed Grant Application for Deschutes County Emeregency Management Program - Nathan Garibay, Emergency Manager 2. Consideration of Board Signature of Documents 2017-159 and 2017-324, a Lease and Sublease Between Deschutes County, and JCIP-Simpson and W&H Pacific, Respectively - James Lewis, Property Management Specialist 3. Discussion of Application for Outdoor Mass Gathering Permit for Newberry Event - Cynthia Smidt, Associate Planner 4. Discussion of Application for Outdoor Mass Gathering for Oregon Adaptive Sports - Cynthia Smidt, Associate Planner OTHER ITEMS 5. EXECUTIVE SESSION: under ORS 192.660 (2) (e) Real Property Negotiations 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. Board of Commissioners Work Session Agenda Monday, June 5, 2017 Page 1 of 2 CCBHC Cost Report As part of the CCBHC proposal, each applicant was required to complete a cost report. The following represents a summary of the components of the cost report. Part 1: Direct CCBHC Expenses (Part 1A - CCBHC Staff Expenses Part 1B - Cost Under Agreement 1 Part 1C - Other Direct CCBHC Expenses (Total Direct CCBHC Expenses Part 2: Indirect Expenses Part 2A - Site Costs (Part 2B - Administrative Costs (Total Indirect Expenses Part 3: Direct Non-CCBHC Expenses Part 3A - Direct Expenses Part 3B - Non -Reimbursable Expenses 1Total Non-CCBHC Expenses (TOTAL EXPENSES Current Expenses $ 12,724,032 $ $ 3,466,393 $ 16,190,424 Current Costs 882,131 4,362,403 5,244,534 Current Costs $ 1,876,897 $ 1,876,897 Current Costs Reclassification $ (312,470)1 $ - I $ (312,470) Reclassification Reclassification $ 312,470 $ 312,470 Reclassification $ 23,311,856 1 $ - Anticipated Costs $ 1,806,309 $ $ 260,547 $ 2,066,856 Anticipated Costs $ 22,681 $ 766,678 $ 789,359 Anticipated Costs Anticipated Costs $ 2,856,215 New Expenses $ 14,217,870 $ $ 3,726,940 $ 17,944,810 Revised Costs $ 904,812 $ 5,129,082 $ 6,033,894 Revised Costs $ 2,189,367 $ 2,189,367 New Expenses $ 26,168,070 Reclassification represents Behavioral Health expenses for non-CCBHC services. In Deschutes County this is primarily Intellectual & Developmental Disabilities services. Anticipated Costs represent costs associated with additional personnel expenses and material and services expenses necessary to meet CCBHC requirements. Indirect Cost Allocation (Total Indirect Costs I% Indirect Costs Allocated to CCBHC (Total Indirect Costs Allocated to CCBHC Daily Visits (Current daily visits for patients receiving CCBHC services (Additional anticipated daily visits (Total daily visits for patients receiving CCBHC services Prospective Payment System Total Direct CCBHC Expenses Total Indirect Costs Allocated to CCBHC Total Allowable CCBHC Costs Total Daily Visits for Patients Receiving CCBHC Services Unadjusted PPS Rate Meidcare Economic Index adjustment PPS Rate $ 6,033,894 89.1% $ 5,377,775 74,466 7,457 81,923 $ 17,944,810 $ 5,377,775 $ 23,322,585 81,923 $ 285 1.20% $ 288 6/5/2017 Memo from Deschutes County Commissioner Phil Henderson To: Tom Anderson, Erik Kropp Re: Follow-up question on CCBHC Tom: I want to follow-up on our informational session May 22 with Health Services regarding progress, contracts and information on the start-up of our CCBHC. I felt the answers to some of our questions were unclear and incomplete at that time and I have a couple of others. Maybe the other Commissioners have additional questions. Can you facilitate a further review with the appropriate persons in Health Services as soon as possible? Thank you. Some specific questions: How many employees have we hired and for which specific jobs? What are the plans for further hiring? Have we provided services to any citizens/residents of Deschutes County at this date within this program? How many and for what type of things? Have we received any re -imbursement from the federal/state government for services given to date? If so, how much have we received and for what services? If not, when will we be paid, how much is anticipated, and how will it be determined? Are we going to provide services within existing facilities for the County as we discussed during the decision-making process. How many other Oregon counties or entities are doing the same program and what are they? Is the budget roughly 2.9 million for one year or two years? Health Services Facilities Timeline 2014 Q1 — Health Services provided County Administration with facilities utilization plan. This plan identified the need for additional facilities space due to staff expansion. Recommendations included the remodeling of the Downtown Clinic (DCDC), Wall Street Services Building (\A/55B), South County Building, a new facility space in North County and expanded use of Mike Maier Building • 2014 Q3 —DCDC remodel completed to address expanded Behavioral Health Adult Intensive Services and co -location with Mosaic Medical • 2014 Q3 — North County Building located on Antler Road in Redmond purchased to replace leased space in Gateway Building to address need for expanded staffing in North County. 3016 Q1 — Kaizen event held to discuss future needs for Main Clinic resulting in proposal to remodel first fioor of Main Clinic. Discussions begin with Facilities Department. O 2016 Q2 - $200,000 set aside in FY 2017 budget for Main Clinic remodel • 2016 Q3 —WSSB remodel completed to address expanded needs of Intensive Youth Services (previously at Main Clinic), Intellectual & Developmental Disabilities and Public * 2016 Q4 — South County Building remodel completed to address expanded, full-time staffing in La Pine/South County. 2016 Q3 — Health Services provides updated facilities utilization plan to County Administration. This includes the remodeling of the Main Clinic, assessment of North County facility needs, expanded use of Mike Maier Building and expanded use of tele - psychiatry. 2DlGQ3—Initial planning begins with Facilities Department on Main Clinic remodel. • 2017 Q1 - Due to uncertainty in healthcare at the federal and state level, Health Services, County Administration, and Facilities Department agree that leasing space better option than remodeling Main Clinic. Health Services Facility & Staffing Considerations. In Spring 2014, a Health Services facility utilization plan was presented to the Board of Commissioners. This plan provided five means to address the anticipated increase in staff of 16.80 FTE through FY 2015. Atthat time, staffing was projected tobe2OOemp|oyeesonJu|y1.2014.TheHae|thServioea Department had 159 offices and 25 cubicle spaces for staif. Here is the breakdown of staif by facilprovided at that time: Location Employees Offices Cubes Main Clinic (Courtney) 170 86 | 21 DCDC 37 30 0 WSSB 27 21 4 Mike Maier 7 6 0 Becky Johnson 7 7 0 Gateway 7 4 0 La Pine 5 1 5 0 TOTAL 260 1 159 25 Other 2 Records Rooms; 2 Front Desks Front Desk Front Desk Front Desk Front Desk Means Identified in 2014 to Address Growth 1. Remodel Annex (now IDCIDC) to meet growth of Intensive Adult Services and provide clinical space for Mosaic co-Iocation [REMODEL COMPLETED N 2014] 2. Find a new location for Behavioral Health Services in Redmond to replace Gateway Building — North County Hub !ocated on Antler Rd [PURCHASED IN 2014] 3. Remodel Wall Street Services Building to address Intellectual & Developmental Disabilities expansion, accommodate Intensive Youth Services and Clinical Services & Sexual Health program [REMODEL COMPLETED |N2O1O] 4. Assign full-time staff to La Pine and Remodel South County Building [LAPINE REMODEL COMPLETED in 2016] S. Utilize space at Mike Maier Building vacated by CASA and currently occupied by United Way In 2016, existing office space converted to enable three staff to work in offices previously occupied by twa ar ane. [NOT PURSUED] CWrrent/FutureCoOsiderations 1. During FY 2017, these additional positions were added: a. Environmental Health Specialist 11 (+1.00 FTE) added with funds from increased fees. b. Jail Diversion/Crisis Forensic Team (+4.00 FTE) funded through Oregon Health Authority c. Diabetes Prevention Program (+1.00 FTE) funded through Central Oregon Health Council d. Perinatal Care Continuum (+3.50 FTE) funded through Central Oregon Health Council e. Living Well program (+1.00 FTE) funded through Central Oregon Health Council 2. The Clinical Services & Sexual Health program (formerly Reproductive Health) moved 11 staff members from the Main CUnic to WSSB an October 1, 2016. 3. A needs assessment for CCBHC was submitted that included 29 additional positions. It may also require primary care services at all faoi|itiea, which would require remodeling at the North County Hub and providing space for these services at the Main Clinic. VVSSB, DCDC and South County Hub are all either providing these services ar outfitted to provide these services. 4. There have been discussions with the Sheriff's Office about establishing a Crisis Center on the public safety campus. The 12 members of the Crisis team would be moved from the Main Clinic to this Deschutes County Board of Commissioners 1300 NW Wall St, Bend, OR 97703 (541) 388-6570 — Fax (541) 385-3202 — https://www.deschutes.org/ AGENDA REQUEST & STAFF REPORT For Board of Commissioners Work Session of June 5, 2017 DATE: May 30, 2017 FROM: Cynthia Smidt, Community Development, 541-317-3150 TITLE OF AGENDA ITEM: Discussion of Application for Outdoor Mass Gathering Permit for Newberry Event PUBLIC HEARING ON THIS DATE?: No ATTENDANCE: Cynthia Smidt, Community Development SUMMARY: The Deschutes Board of County Commissioners ("Board") is conducting a work session on June 5, 2017 in preparation for their public hearing on June 14 to consider a proposal by Newberry Event Festival to Defeat MS for an Outdoor Mass Gathering (OMG) permit. The applicant, Newberry Event Festival to Defeat MS (Doug and Gloria Watt), is proposing to hold a festival at 16693 and 16685 Sprague Loop, La Pine, in July 2017. The music and art festival would include RV and tent camping, parking, and food and drink for an estimated 750 people. Community Development Department Planning Division 8tnIiiing Safety Division Environmental Sails Division P.O. Bax 6005 1 ;7 NW Lafayette Avenue Bend, Oregon 97708-6005 Phone: (541) 388-6375 Fax: (541) 385-1764 http://jwww.deschutes.orcc/cd MEMORANDUM TO: Board of County Commissioners FROM: Cynthia Smidt, Associate Planner DATE: May 30, 2017 RE: Work Session for an Outdoor Mass Gathering, File No. 247-17-000311-OMG PURPOSE The Deschutes Board of County Commissioners ("Board") is conducting a work session on June 5, 2017 in preparation for their public hearing on June 14 to consider a proposal by Newberry Event Festival to Defeat MS for an Outdoor Mass Gathering (OMG) permit. PROPOSAL The applicant, Newberry Event Festival to Defeat MS (Doug and Gloria Watt), is proposing to hold a festival at the subject property, which is located at 16693 and 16685 Sprague Loop, La Pine, in July 2017. The music and art festival would include RV and tent camping, parking, and food and drink for an estimated 750 people. The property is approximately 5/5 acres and is developed with a single-family dwelling and accessory structures. The festival organizers also utilize three to four other properties in the surrounding area for parking and then provide shuttle service to the festival site. The surrounding area consists of residential uses and the Quail Run Golf Course. The applicant has held a music and art festival on the subject property for at least three years.' There is one change — attendance — proposed for the 2017 festival compared to the previous years. The applicant is proposing the 2017 festival would allow up to 750 people, including staff and vendors. For reference, the 2014, 2015, and 2016 festival years, the County approved an Event permit allowing no more than 500 people. The festival has four parking areas, three off- site that are located in the surrounding neighborhood. From these parking areas, Blazing Trails Tour will provide shuttle service to the festival site. 1 County records include three Event permits — 2014-12, 2015-13, and 2016-18 — issued through Risk Management Department. Quality Services Pt 'ride The proposed dates for the Newberry Event are July 20-24, 2017, which includes set-up and removal of equipment, structures, and similar materials used for the festival. Specific event dates and hours are listed below. Thursday, July 20 — Preparation of site begins Thursday, July 20 — Camping will be provided on-site beginning at 12:00 p.m. Friday, July 21 — Amplified Music festival from 10 a.m. to 10:00 p.m. Friday, July 21 — Acoustic Music from 10:00 p.m. to 1:00 a.m. Saturday, July 22 — Amplified Music festival will be from 9:00 a.m. to 10:00 p.m. Saturday, July 22 — Acoustic Music from 10:00 p.m. to 1:00 a.m. Sunday, July 23 — Music festival from 9:00 a.m.-8 p.m. Sunday, July 23 — Camping patrons depart and clean-up begins of the premises Monday, July 24 — Break down of equipment and site clean-up will conclude by end of day The subject property has been divided into specific areas for the music and arts festival. The main activity area contains the stages, vendors, restrooms, water, first aid, trash collection and recycling, and basic operational aspects of the festival. The northern area of the property includes RV and car camping sites. Near the main entrance of the site includes ticket booth and day -use parking. The applicant states some parking may occur on one side of Sprague Loops as conducted during past events. As indicated previously, three other properties are designated for day -use parking. The applicant has addressed in their proposal the requirements involving insurance, sanitary facilities, water supply, fire protection, medical services, public safety and enforcement, parking facilities, alcohol and dangerous drugs, and hours of operation. OUTDOOR MASS GATHERING REQUIREMENTS/CRITERIA Deschutes County Code (DCC) Chapter 8.16 provides approval criteria for an Outdoor Mass Gathering permit. The applicant has satisfied the requirements addressed in Section 8.16.160, including obtaining signatures on the application form from the following agencies: • Bend Fire Department • Deschutes County Health Department • Deschutes County Environmental Health Division • Deschutes County Sheriff Staff believes the proposed outdoor mass gathering permit request can comply with the applicable standards and criteria outlined in Chapter 8.16 below if conditions of approval are met. Conditions will be noted in the Staff Report for the public hearing. The applicant is requesting a waiver from the requirement to maintain an ambulance on-site during the festival. However, no waiver is sought for the first aid station and the applicant indicates it will comply with County Code. The applicant has provided a Medical Service Plan, which includes the use of Adventure Medics, an event medical service. The Board may waive permit requirements, in this case ambulance service, upon showing good cause by the event organizer (see DCC 8.16.150(B)). Furthermore, if the Board determines no County law enforcement or other services are necessary and no significant public health, safety, or welfare issues are involved, the Board may waive that requirement as well. For reference the closest File No.: 247-17-000311-OMG Page 2 of 3 fire station, La Pine Fire Station, located at 15990 Burgess Road, is approximately six (6) miles south of the event site. PUBLIC NOTICE The Planning Division mailed notice to several agencies. Comments received will be noted in the Staff Report. Public notice was also published in the Bend Bulletin on May 28, 2017. In addition, the Planning Division sent notice of the proposal to all property owners within 250 feet of the subject property. Attachments 1. 247-16-000694-OMG Application Materials and Supplemental Information File No.: 247-17-000311-OMG Page 3 of 3 PLEASE PRINT Applicant/Organizer: c2 /7'-000v - 0016 Community Development Department Planning Division Building Safety Division Environmental Soils Division P.O. Box 6005 117 NW Lafayette Avenue Bend, Oregon 97708-6005 Phone: (541) 388-6575 Fax: (541) 385-1764 http://www.deschutes.org/cd OUTDOOR MASS GATHERING APPLICATION The Newberry Event Festival to Defeat MS Mailing Address: 16693 Sprague LP Property Description: Township Address: 16693 Sprague LP Range /0 Section FEE: Phone: ( 541) 536-3600 City/State/Zip: La Pine, OR 97739 Tax Lot 0C...� City/State/Zip: La Pine, OR 97739 Estimated Attendance: 750 Date and Time of Gathering: 10AM, 07/21/17 - lOpm, 07/23/17 Description of Type of Gathering/Purpose (Le., music, art, etc.) Fundraiser Music & Arts Festival with onsite camping to raise awareness and funds for critcal research to defeat Multipl Sclerosis. Onsite food, beverage and Contact person who will be available onsite during gathering: Name: Doug Watt Phone: ( 541 ) 536-4584 Email: diamond@diamondstone.com AGENCY APPROVALS: Please have the following agencies/departments review your proposal before submitting this application. Signatures: ENV`SONMENT H TH DIVISION (indicates approval of sanitary facilities in accordance with 8.16.220) FIRE PROTECTION DISTRICT OR STATE FIRE MARSHAL (indicates approval of fire protection devices on-site, in accordance with 8.16.230) COUNTY HEALTH DEPARTMENT (indicates approval of medical service, in accordance with 8.16.240) DESCHUTES COUNTY SHERIFF (indicates approval of a public safety plan and parking plan in accordance with 8.16.250 and 8.16.260, respectively) On a separate sheet, please provide a plot plan showing the exhibits are submitted, black and white copies with captions or a. Toilets b. Washing facilities c. Water supply Applicant's Signature: Property Owner's Signature (if differ- Agent's Name (if applicable): N/A Mailing Address: N/A types, numbers and locations of the following items. If color shading delineating the color areas shall also be provided: d. Food preparation and/or food service e. Solid waste collection Date: <. Date:fir Phone:( ) City/State/Zip: `If this application is not signed by the property owner, a letter authorizing signature by the applicant must be attached. By signing this application, the applicant understands and agrees that Deschutes County may require a deposit for hearings officers' fees prior to the application being deemed complete; and if the application Is heard by a hearings officer, the applicant will be responsible for the actual costs of the hearings officer. (Rev. 11115) To whom it may concern, This N an application for the 5th Annual Newberry Event to Defeat MS to be held at DiamondStone Guest Lodges. The Newberry Event is a non-profit 501©3 org. We appreciate the county's involvement to help us make sure this event runs smoothly. The first four items below address the 4 items needing signature on the 1 page primary application. | was told by the Fire Chief in La Pine and the Sheriff Department, that normally their sign -off comes after your review, as we have done in previous years. 1 addressed the items with them as best 1 could. Please read these notes that address the items needirig signature on the main application. We wili be happy to produce any other documentation as requested. The first 4 Newberry Events ran smoothly, and we are employing professional security this year, and we will also provide safety and crowd control training to the general volunteer staff. We will have communication devices to help as well. OLCC license will be provided at least 1 week prior to the Event. We will forward it as soon as we receive it. 1) ENVIRONMENTAL HEALTH DIVISION (indicates approval of sanitary facilities in accordance with 8.16.220): As in 2016, La P|neSeptic([ontactinfo:S41-S36'JS17), will provide 13 Reg. Units, 2 Disabled Units, 3 Wash Stations, Serviced Daily, See Map for placement. Tested and approved water source will be provided (Iast years test attached, new one will be done upon perrnit approval). AH food Vendors are experienced and will have their own licenses, and are instructed to submit those at least 1 week prior to the Event. Waste control will be provided by Newbery Volunteers and a dumpster and recycling trailer will be onsite from Wilderness garbage. If necessary, the South County transfer station will be open until 4pm Friday & Sat until 4pm. All plates, cups and utensils will be made from recycled materials and will be compostable, 2) F|REPROTECT|OND|STR|CTORSTATEF|REK4ARSHAL(ind|catcsappnuva|of0reprotectiondevioeson-ybe'in accordance with 8.16.230): The La Pine Fire Officer says this comes after initial submission of package, as in previous years, and we have had no issues regarding previous inspections, so none should be expected, we are told) 3) COUNTY HEALTH DEPARTMENT (indicates approval of medical service, in accordance with 8.16.240): Adventure Medics will be on site continuously, (Contact information:, Matt Sabetman, 541-639-9993, matt@addmeddico.com. www.advmedics.com) with complete facilities. 4) DESCHUTES COUNTY SHERIFF (indicates approval of a public safety plan and parking plan in accordance with 8.16.250 and 8.16.260, respectively): Parking Map is attached showing 4 Parking Areas. Parking on one side of Sprague LpOnly. No Parking aUowed on Bridge Dr. Parking on Hidden Gten Ct. Vendors will park on festival site. RV parking is onsite. Onsite parking available for approx. 140 units plus 20 RVs. Parking C&D and 1 side of street of Sprague LP will provide parking for at least 200 more cars, more than we need. Parking attendants will be trained in advance and wear proper identifying and safety gear. Blazing Trails Tours will provide a shuttle to facilitate and minimize impact on attendees waiking on the roads, On-site night lighting will be provided and 2 Bailoon lights will be provided on Bridge Dr. Temporary Signage wiU be installed in strategic locations along the routes from Prairie, Huntington, Riverview, Otter and Bridge Drives to aid attendee navigation. Security and Parking will be provided and managed by OLCC & DPSST approved staff (Contact information: Donal Lieberman, 509-3694028) who will provide continuous perimeter, nighttime, parking area Security and OLCC compliance. 5) **Outdoor Sound Ordiriance: We are paying special attentiori to this because of 2 complaints tast year. We were informed directly by the county by letter, and will abide completely to meet all di3 requirements. No more than 50 decibels after lOpm. **However, we would like to request an extension until midnight, if that is possible. We will respect it rigidly. 6) Copy of letter to go out to nearly 100 neighbors within the proximity of the event. 7) Attached is a copy of last year's insurance. We have already been approved for this year's insurance, but we cannot get the certificate until closer to the event date, we will provide it immediately upon receipt. Again, we appreciate your assistance to help make The 5th Newberry Event a successful one on all levels. We hope to raise over $1{\UOOfor K8Sresearch this year. Please do not hesitate to caU or write with any questions or requests you may have, Thank you for your help, Doug & Gloria Watt, The Newberry Event to Defeat MS, 541-536-3600 HEALTH SE \VICES 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 OUTDOOR/EXTENDED OUTDOOR MASS GATHERING ENVIRONMENTAL HEALTH CHECKLIST 1, Contact Person: a. Name: _ Doug Watt b. Phone #: 341-336-43/34 Alternate #: 41-53(3-36(1° c. Email Address: din= dOdlamondstone.cam 2. Toilets: a. 15 1 per 100 persons shown on plan b. x Contract agreement attached (worked with them next year, negotiating sponsorship, will provide 3 Hand washing facilities: a. X Running water? If yes, see "b," if no, see "c" b. 3 Adequate soap and paper towels? (3 wash stations) c. jNo Prepackaged sanitary wet towels provided, conveniently located? 4. Water: a. No Public water? b. Yes Private water? If private, must have biological and chemical testing done- 2016 test provided, will do 2017 upon approval c. YesAdequate supply? d. Yes Convenient location? e. Yes Adequate water dispensing equipment (i.e. paper cups)? Paper cups to be provided Waste Collection and Removal: a. No Contract Agreement with solid waste firm attached? 1 large dumpster from Wilderness garbage, b. mon,* Frequency of pick-up noted on contract? c. x Disposal site location: South County Transfer station 6. Food Services Facilities: a. x Location of temporary restaurants 6, e nap b. x Food service operators notified to submit food service applications at least seven (7) days in advance of event. ((Yes, and addressed in attached notes) 7. Attach sketch that shows the following: a. x Number, type and location of toilets b. x Hand washing facilities c. x Water supply locations d. x Food service locations e. x Solid waste collection locations Rev. 6114 Our Mission: To Promote and Protect the Health and Safety of Our Community. ?4,A44i,.mrr , HEALTH SERVICES 4.: "4 ‘4...`, `.•• ,0+ 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 OUTDOOR/EXTENDED OUTDOOR MASS GATHERING HEALTH SERVICES CHECKLIST Event: The Newbeny Event Festival to Defeat MS Date(s): July 21, 22 & 23 Event Location: Contact Person: Email Address: 16693 Sprague LP, La Pine, OR 97739 Doug Watt diamond@diamoncistone.core Phone: 541-536-3600 Medical Service Plan: Deschutes County Ordinance 8.16.240 (copy contained in this packet). Narrative description of Medical Service Pian: Indicate a minimum of one on-site ambulance and a first aid station staffed by at least two adult individuals trained in first aid techniques. List names and qualifications of aid station workers: Adventure Medics will provide continuous Medical Services througout the event. They are licensed and bonded. The contract is attached. X Attache 4kttach map showing location of aid station(s) and ambulance. in Attach letter from ambulance service or Fire Department verifying service X-Attactto this event. Rev. 6114 Our Mission: To Promote and Protect the Health and Safety of Our Community. REVIEWED LEGAL COUNCIL For Recording Stamp Only INDEMNITY AGREEMENT 1 , its officers, employees and members shall, through the signing of (Event Organizer) this agreement by anrauthoripd porn, pr heisft,,agrees, for and in consideration of the approval of the be held otiaKi.\0\._—L,V (Eventkipme) k'TJ\E; (Dab of Event) and to be held within Deschutes County, to indemnify, defend and hold harmless Deschutes County, Oregon, a political subdivision of the State of Oregon, its officers, agents and employees, herein called "County" from any and all suits and claims, losses and liability, including attomey's fees, arising from injury or death to persons or damage to property occasioned by any act or omission arising out of or any way related to the Outdoor Mass Gathering as described above, or participation in the event as a participant, spectator, sponsor, promoter, agent or official. In addition, , N -Qx) agrees to furnish Deschutes County with a certificate of (Event Organizer) insurance with endorsement for general liability insurance with a combined single limit of not less than $1,000,000 per singleclaimant and incident, and, $2,000,000 all claimants, arising from a single incident, specific to the 1.--k , naming Deschutes County, its officers, agents, volunteers and (Event Name) employees as an additional insured. DATED this „? „ _„ day of ,, ) , norized Signature, Title 20\4 \1171,.‘'C'tV'l APPROVED: DATED this ___.day of 20_ By. Nick Lelack, Community Development Director • , ---y--,,,•• OMG/EOMG Indemnity Agreement (Rev, 1/17) Car Camping Camping RVs tiloacts 1 ritst191,91 Kt WO Met X-1 Waill Stution Xt9Vntats x -Med .mai Festival Paiking A Main Site PROPERTY PROPERTY 2 X.Woter X9 r9thttst I it:thAtht9 xtf, Wash Gluttons XtWabt9 x,D,„,K rood sofoico /Ion x-Wto 2nd Entr. Rarkino ri Pirk Cont„ main Entr, :ft PRoPERTY 7;1, Raking Control 3rd Entr Parking ContrOt Parking t't PROPERTY 4 Ptgking Ovet flow VROPI Why ft rtt‘tts Ett tt ontt ty fttoo I cos , !tst. NON\ UMPQUA Research Company 738 SE Glenwood Dr. Bend, Oregon 97702 541) 312-9454 Fax: (541) 312-9456 E-mail: BendLab rr t.JRCmaiLnet rnet: http://ChemLab.ce ORELAP ID# OR.100052 Diamondstone Guest Lodge 16693 Sprague Loop La Pine, OR 97739 Sample Lou 97739 Inorganics Analvte Nitrate as N ($) Metals Analvte Arsenic ($) : 16693 Sprague Loop, La Pine OR Project: No Project Project #: No Project Client Contact: Attn: Gloria Watt URC Sample #:B6E2701-01 Method Code Result Units MRL 4500-NO3 t) ND Coliforms .By 9223B - Colilert-18 IAnalyte Total Coliform (I) E. Coli ($) Sample Point: Result Absent Absent UMPQUA Research Company Janine Drgastin, Client Services ANALYSIS REPORT URC # B6E2701 Date Reported: 06/08/16 Date Sampled: 05/26/16 15:30 Date Received: 05/26/16 17:06 Sampled 13y: Doug Walt Matrix: Drinking Water MCL Prepared Analyzed Analyst Qualifier mg/L 1.0 10 05/27/16 (18:30 05/27/16 MD Method Code Result Units MRL EPA 200.8 1005 NI) mg/L 0.0010 Sampled 05/26/16 15:30 05/26/16 15:30 Received 05/26/16 17:06 05/26/16 17:06 Chlorinated?:No nig/L MCL Prepared Analyzed Analyst Qualifier 0.01 06/03/16 06/03/16 DJP Prepared 05/26/16 17:33 05/26/16 17:33 Analyzed 05/27/16 11:50 05/27/16 11:50 Analyst Notes JLD JLD The results in this report apply to the samples analyzed in accordance with the chain of custody document. This analytical report must be reproduced in its entirety. Page 1 oft U ' QUA Research Company 738 SE Glenwood Dr. Bend, Oregon 97702 541) 312-9454 Fax: (541) 312-9456 E-mail: BendLab@URCmail.net Internet: http://Chern Lake() ORELAP 11)4 01(100052 Qualifiers and Definitions ANALYSIS REPORT URC # B6E2701 DET Analyte DETECTED ND Analyte NOT DETECTED at or above the MRL (minimum reporting limit) NA Not Applicable NR Not Reported dry Sample results reported on a dry weight basis RPD Relative Percent Difference MRL Minimum Reporting Limit MDL Minimum Detection Limit MCL Maximum Contamination Level ORELAP Accredited Analyte Due to rounding of individual analytes, the "total" may vary slightly from the sum of the individual analyte values. Arsenio was subcontracted to URC Myrtle Greek OR100031. UIMPQUA Research Company Janine Drgastin, Client Services The results in this report apply to the samples analyzed in accordance with the chain of custody document. This analytical report must be reproduced in its entirety. Page 2 of 2 ft4 CERTIFICATE OF LIABILITY INSURANCE THIS CERTIFICATE IS ISSUED ASA MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE= CEEETIEICAT CERTIFICATE DUES NOT AFFIRMATIVELY OR NE0ATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY r IF BELOW. THIS CERTIFICATE OF INSURANCE ODES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSUREiZ(S), AUTIUOIiiZEi3 REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder Is an ADDITIONAL INSURED, the policy(les) must be endorsed. If SUBROGATION IS WAIVt r), subject to the terms and conditions of the policy, certain ponce may require an endorsement A stateinunt on this certificate does not cancer rights to the certificate holder in lieu of such endersemont(s). PRODUCER DATE (MMIUDIYYYY) 04(0712011 ... JLDER, TI IES Arnold Bruce & Doerfler 1405 SW 14th Ave Portland, OR 97201 License #: 1436694 The Newberry Event, A Charitable Association 16693 Sprague Loop La Pine, OR 97739 NAME: Ener Lori AlldruY4s, CIG A{Q.N`: 093)222-1961 e,rnA+L I()tkl(TH1 diHr,CCI ... INSU RCER(S1 A PPORMHG COVERAC3E INSURER I. Philadelphia Indemnity Insurprice,OoTrlprlpy. INSURER 8 ; FAC A1C. Nog (603)22Z-15026 INSURER G INSURER E A INv.R.mr'e C:OVE-RA(,ES CERTIFICATE NUIVMBEft: 00000000.0 REVISION NUMBER: 1 THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ALCOVE FOR THE POLICY PERIOD INDICATED. NOTVWI'I'HSI'ANUING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE/WORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH °OL ICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. 1 MR .... MA:a:stink . —... _ _ Pot,icY EEO POI ICY EXP C:IR TYPE OF INSURANCE ETESSJ.v1'4rR ....., _ ...........POLICYEURit.IGR . Ir,7ilt)!la(?/YY.YYIA!MtPAY1.1`X.1. L1MiYS A >i cofmUEa:IAI.UL4000LlA .E1ILrrY Y EV01876 071211211s O7f2612010 1ACHOCCURRCNCE , '1,'s 1,000 000 I ( lswer,. I OOCUR , icr,ii iMtt,.,llU:nsRi_ 1 s 100,000 MED EXP(Arnunamann) : S Excluded i PERSONAL &AOVINJURY I $ 1,000,000 r:NFYtAL ;CREGATE js 3,000,000„ PTtlxxc Ts. €..c3taPlOP Ari $ 3,000,000 b _604l AGO,REOATE LIMITAPPLIEO PER: X POLICY I..✓...1 PN O. 1 I LCX: OTI Wk. AUTOMOBILE LIABILITY ANY AUTO ALL OWNED __.. AUTOS HIRED AU POS .......� 1C1i€DUL6i.7 AU I'C'S NON..0V,NEO 1 Al1TCS UMIIDIELLA LIAR OCCUR EXCE6S LIAk7 C,I AIMS -I J C)K _ E)kU.l ... ,,,t_RFTPN71f1E15 .. WORHERB COMPENSATION AND EMPLOYERS' LIABILITY ANY PROPRIETOR/PARTNER/EXECUTIVE N!A OFFTCERMrV FR EXCLUDED? 1 {Mentiafnty In NH) If Yos, desbll)e under YIN . DF3.RIP170N OF OPERATIONS f LOCATIONS' VEHI RE: Event, July 2126, 2016 (ACORE 101, Adddional 31i, .0 .0::3INta.l.,111.2`:2 5 j1 1tln'<Iar.11,_ DODILYIN,IJRY (Per person) 6 0O(XLY INJURY (Rat acddoni) S PROPEf/l Y ()AMA( tE PAf75 CX;a`.! IRRFM1`CF A! t.GRC.CATL ....I1'1.12 Cf(H .:TATUTE.1... .. F.R.. - E.L. EACH.ACCIDENT $ E.L DI EASE-I':ALMPLOYFA $ OI3XAEE-POLICY LIMIT $ arnarka Scrwxlule, n, y bat sttao ibd Ir mora Space Is requirod) Deschutes County, its officers, agents, employees and volunteers aro listed as Additional insurod par form C($2026, CFRTIHHCATE F10l DER Deschutes County Risk Management P 0 Box 6005 Bend, OR 97708 ACORD 2S (2014101) CANCELLATION SHOULD ANY OF THE ABOVE {DESCRIBED POLICIES HE CANCELLED BEFORE THE EXPIRATION LATE THEREOF, NOTICE. WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS, AUTHORIZED REPRESENTATIVE I, ^ ,e Y} ¢ .Lt)A} C119L1^n-2014 ACOR CORPORATION. Alt tights reserved. The ACORD name and logo ere rogistared marks of ACORD Printed by LDA on April 07, 2016 at 11:42AM POLICY NUMBER: EV01876 COMMERCIAL GENERAL LIABILITY CG 20 26 04 13 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED DESIGNATED PERSON OR ORGANIZATION This endorsement modifies insurance provided under the following: COMMERCIAL, GENERAL LIABILITY COVERAGE PART, SCHEDULE Name Of Additional Insured Person(s) Or Organization(s): 1. 2. 3, 4. DeSchutes County, its officers, agents, employees and volunteers Information required to complete this Schedule, if not shown above, will be shown in the Declarations, A. Section II — Who Is An Insured Is amended to include as an additional insured the person (s) or organization(s) shown in the Schedule, but only with respect to liability for "bodily injury", "property damage" or "personal and advertising injury" caused, in whole or in part, by your acts or omissions or the acts or omissions of those acting on your behalf: 1. In the performance of your ongoing operations; or 2.In connection with your promises owned by or rented to you. However: 1.The insurance afforded to such additional insured only applies to the extent permitted by law; and 2.lf coverage provided to the additional insured is required by a contract or agreement, the insurance afforded to such additional Insured will not be broader than that which you are required by the contract or agreement to provide for such additional insured. CG 20 26 04 13 13. With respect to the insurance afforded to these additional insureds, the following is added to Section III — Limits Of Insurance: If coverage provided to the additional insured is required by a contract or agreement, the most we will pay on behalf of the additional insured is the amount of insurance: L Required by the contract or agreement; or 2,Availahle under the applicable Limits of Insurance shown in the Declarations; whichever is less. This endorsement shall not increase the applicable Limits of Insurance shown in the Declarations 0 Insurance Services Office, Inc., 2012 Page 1 of 1 EXPERIENCEO.,.PROFESSIONALREL IABL E Newberry Festival Doug & Gloria, Adam and I had a good discussion about the festival this year and wanted to offer our services again for a discounted rate of $4,000, two separate nights of cabin use w/o fees, and 10 passes for friends/family. Below is a break down on what our services normally cost on other festivals. We want to support your effort to increase funding and awareness of MS but unfortunately cannot sponsor this year, Staffing on duty 18 hours with on call from 2am-8am. The below cost majority will pay for hourly wages and supplies with almost no profit on aur end. Item Cost per Hour (based on 18 hr days) Baily Rate Mobile Medical Base 40 ft mobile emergency room and clinic staffed with 3 providers $225 $2,500 Rescue 3 (UTV with patient $60 $500 transport ability) Electric mountain bike with patient $20 $250 transport trailer EVENT 1°DTAL $16,470 Discounted Rate: 20585 Brinson BLvd. #4 // Bend, Oregon // T.541.639.9993 tnfo(indvmedics.com // www.ADVMedics.cor $15,690 March 17, 2017 To Whom It May Concern, I, Clyde Purcell of LAZY RIVER PROP INC 465 NE REVERE BENI), OR 97701, give DiamondStone Inc., and Douglas and Gloria Watt, permission to use my Lazy River South property at 53796 Bridge Dr., La Pine, OR, 97739 for parking as needed for the "Newberry Event" a fundraiser for the Oregon National Multiple Sclerosis Society, July 21 through July 23, 2017 only. As part of this permission, DiamondStone and Watts do personally agree to hold Clyde Purcell and Lazy River Properties, Inc. harmless of all claims arising due to the above mentioned event through the dates above. Furthermore, DiamondStone and the Watts agree to protect the land (53796 Bridge Dr., La Pine, OR, 97739) from any damage, and to insure the land will be left free of all debris. I, Clyde Purcell of Lazy River Properties Inc., am to be named as an additional insured in the event liability insurance. Agreed and accepted this 4th day of April . 2017 nrcell/ firesident Lazy Rivers Property, Inc. • Gloria Y. Watt, DiamondStone Inc. 16693 Sprague Loop La Pine, OR, 97739 541-536-6263 ( The above permission granted based on receiving Insurance papers before the event starts. Irno insurance papers are received this "permission" is withdrawn. March 17, 2017 To Whom It May Concern, 1, Dennis A. Thoney, give you: DiamondStone Inc., and Douglas and Gloria Watt, permission to use my Lazy River South property at 53737 Bridge Dr., La Pine, OR, 97739 for event ingress and egress if needed for The Newberry Event fundraiser for the Oregon National Multiple Sclerosis Society, July 20 through 24th, 2017 only. As part of this permission, DiamondStone and Watts do personally agree to hold Dennis Thoney harmless of all claims arising due to the above-mentioned event through the dates above. Furthermore, DiamondStone and the Watts agree to protect the property (53737 Bridge Dr., La Pine, OR, 97739) from any damage, and to insure the land will be left free of all debris. Also, Dennis A. Thoney, is to be named as an additional insured in event liability insurance. Agreed and accepted this r day of Dennis A.Thoney Gloria Watt, DiamondStone Inc. , 2017 March 17, 2017 To Whom It May Concern, 1, Robert McConaughy, give you: DiamondStone Inc., and Douglas and Gloria Watt, permission to use my Lazy River South property at 16685 Sprague Loop, La Pine, OR, 97739 for camping or parking space if needed for The Newberry Event fundraiser for the Oregon National Multiple Sclerosis Society, July 20 through 24th, 2017 only. As part of this permission, DiamondStone and Watts do personally agree to hold McConaughys harmless of all claims arising due to the above mentioned event through the dates above. Furthermore. DiamondStone and the 'Watts agree to protect the land (16685 Sprague Loop, La Pine, OR, 97739) from any damage, and to insure the land will be left free of all debris. They will mow the lot's grass prior, to reduce fire hazard. Also, Robert McConaughy, is to be named as an additional. insured in event liability insurance. Agreed and accepted this 26)._ day of'riL. , 2017 RObeft McConaughy ui Gloria Watt, DiamondStone Inc. 5/17 f Lc. at34843 E.xpifos 08-20-2021 4.03ERWii4N, 1,Wi0 06..20-197B in -03< 20 13 Endoramoor0 f Lti:§,IMOd 04.03.2013 i Wtqta . „ STATE OF OREGON Department of Public Safety Standards and Training Pursuant to ORS 181A.840 — 181A.095 Donal Liebermann PSD: 63527 Explres Exeditive Manager 3/18/2018 Unarmed Instructor 3/22/2019 Unarmed Professional 3/18/2018 ri01' Wc:1\!f.; 1.),:"::7n • Event: Date(s): Location: DESCHUTES COUNTY SHERIFF OFFICE CHECKLIST OUTDOOR MASS GATHERING OR EXTENDED MASS GATHERING EVENTS Newberry Event Festival to Defeat MS July 20,21,22,23 16693 Sprague LP, La Pine, OR 97739 Event Contact Person: Doug or Gloria Watt ph: 541-536-3600 Traffic Control Plan: x A narrative description of the traffic control plan. (One Traffic Control for each 250 persons expected.) Name and qualifications of persons providing Traffic Control. Traffic Control Name: Candice Theberge Cell Ph: 603-616-8816 _ (Should also provide information on name and number to contact with concerns during event.) Crowd Control/Security Plan: X A narrative description of crowd security and control. (One Crowd Control for each 100 person expected.) X Name and qualifications of persons or firm providing such control. Crowd Control Name: Donal Cell Ph: 509-369-1028 (Should also provide information on name and number to contact with concerns during event.) Cynthia Smidt From: DiamondStoneGuest Lodges <diamond@diamondstone.com^ Sent: Friday, May 12, 2017 2:10 PM To: Cynthia Smidt Subject: Re: Newberry Event OMG permit ANSWERS Hello Cynthia, | believe | have all your emails. Please see double -asterisked answers and notes below. As noted, there are a couple of items I will get to you by Tuesday. Thank you for your help. Thank you, Doug Watt di8DloDd@dia0ODdStODe.COm 541'53646263 DiamondStone.com Lodging Motofantasy.net Motorcycle Rentals NexvbarryExent.comn 501c3 Music Festival to Defeat Multiple Sclerosis July 21-23'2O17headlining Lukas Nelson and Promise ofthe Ree|!! From: Cynthia Smidt <Cynthia.Smidt@deschutes.org> Sent: Friday, May 12, 2017 12:52 PM To:'6iamond@diamondatonezom' Subject: RE: Newberry Event OMG permit Hi again, It is my understanding that you may need to go through the Oregon State Fire Marshall instead of La Pine Fire District. ** I will take care of this. We have the La Pine Chief's signoff. The local contact for OR State Fire Marshal: Kevin Sullivan Office 541-330-8240 Cell 503-559-8551 Please confirm you received both of these emails. Thanks. Cynthia From: Cynthia Smidt Sent: Friday, May 12, 2017 7:59 AM To: diamond@diamondstone.com Subject: Newberry Event OMG permit 1 Hi Doug, Re: Newberry Event OMG permit, 247-17-000311-OMG In reviewing your OMG permit, it looks like we could use additional information before we go before the Board for a hearing. This is what I see we need but 1 (or the Board) may need additional information later. If you could get the necessary information to me no later than May 26, that would be great (the sooner the better, actually, even if it trickles in). First, we need to go to a public hearing before the Board of County Commissioners, for your OMG permit. These permits are a bigger deal then the smaller Event permits. I was hoping to get you there sooner but right now, my select date is June 14 (meeting is at 10 a.m.). You or a representative needs to be there. Will this date work for you? Please confirm as soon as possible since I have provide notice of the hearing on that date (among other things). Thanks. DCC = Deschutes County Code Other needed information: DCC Section 8.16.160(B), application requirements B. No permit for an Outdoor Mass Gathering or Extended Mass Gathering shall be issued unless the landowner of the property that is the site of the Outdoor Mass Gathering or Extended Outdoor Mass Gathering also signs the application. Staff Comment: Staff's interpretation of this section is that you need to obtain an owner signature for all the properties you plan to use, including the properties used for parking. Are you able to obtain owner authorization for each property? In addition, could you please clarify all the properties you plan to use for the event and parking. In particular, the parking located to the north on Bridge Drive. The following are what I believe you have identified for related properties: Event site (with parking): **Parking Area 1: 16693 Sprague Loop (tax map/lot 21-10-14D-700), owner Doug and Gloria Watt **Parking Area 2: 16685 Sprague Loop (21-10-14D-800), owner McConaughy Revocable Trust Event, entrance, and/or parking site?? Please clarify 53737 Bridge Drive (21-10-14D-600), owner Dennis Thoney / Doug and Gloria Watt The map indicates "3rd Entr" for this property. Is this property just used to go through or will there be anything occurring on this property? **This is only a pass-through entrance for vendors, and a few campers to get to the 16693 Main site, early on, after they have checked in at the main gate. It will be closed the entire weekend. The 53737 Bridge Dr. property will not be otherwise used. Parking sites: 2 **Parking Area #3: 53728 Hidden Glen Ct (21-10-14D-5400), owner Doug and Gloria Watt 53790 Bridge Drive (21-10-13C-1900), owner Deschutes County ** Is this correct? Do you mean to use the two properties that have the dirt turnout and parking area next to this one (across from Bridge Court)? If so, then it would likely be the following: **Parking #4: 53796 Bridge Drive (21-10-13C-1800), owner Lazy River Properties, Inc. **Parking #4: 53802 Bridge Drive (21-10-13C-1700), owner Lazy River Properties, Inc. DCC Section 8.16.160(G), application reauirements G. The application shall include the following: 4. The date or dates of the proposed Outdoor Mass Gathering or Extended Mass Gathering. 5. The proposed starting and ending time(s) of the Outdoor Mass Gathering or Extended Outdoor Mass Gathering. Staff Comment: You indicate the actual event dates are July 21— 23. However, we also need to know all dates beginning with set-up and ending with take-down/conclusion. For example, 4 Peaks Music Festival event dates are June 15 —18. However, their OMG permit that includes June 10 —19, which includes set-up and take down. Please provide a similar timeline and dates. **Newberry Event Music Festival timeline Thursday, July 20 — Vendor Set-up and Camping will be provided on-site beginning at 12:00 p.m. Friday, July 21—Amplified Music festival from 10 a.m. to 10:00 p.m. Friday, July 21—Acoustic Music from 10:00 p.m. to 1:00 a.m. Saturday, July 22 —Amplified Music festival will be from 9:00 a.m. to 10:00 p.m. Saturday, July 22 —Acoustic Music from 10:00 p.m. to 1:00 a.m. Sunday, July 23 — Music festival from 9:00 a.m.-8 p.m. Sunday, July 23rd — Camping patrons depart and clean-up begins of the premises Monday, July 24 — Break down of equipment and site clean-up will conclude by end of day 7. Nature of the proposed Outdoor Mass Gathering or Extended Mass Gathering. Staff Comment: Please provide more detail about the Newberry Event. Is it a music, arts, or other type of show? **Here is the description from the Application: Fundraiser Music & Arts Festival with onsite camping to raise awareness and funds for critical research to defeat Multiple Sclerosis. Onsite food, beverage. 8. A sketch, and other detailed information showing the type, number and location of all toilets, washing facilities, water supply, food preparation, food service facilities and solid waste collection locations. 14. A parking plan demonstrating compliance with DCC 8.16.250. Staff Comment: The submitted plan is helpful but it would be good to see additional details on the main event site and overflow parking sites. In DCC Section 8.16.260(A), a scaled drawing that shows adequate parking 3 facilities may be required. In order to present the Board with more accurate information, it would be helpful if you could provide a more detailed drawing of the sites including the layout of parking, camping and other areas (e.g. stages, food vendors). if you need an example, let me know. **I will work on that this weekend, and try to get it to you Monday. 11. Approval by the appropriate Fire District Officer or State Fire Marshall in accordance with DCC 8.16.230. Staff Comment: The application form has not received signatures from the La Pine Fire Department or other requested agencies. Please provide signatures by all agencies to confirm they have reviewed the proposal. **The fire chief in La Pine signed off on this. However, we are now told we must get the Fire Marshall's signature. 1 will do that. **The sheriff has signed off as of 05/11/17. 1 will pick it up at the sheriffs office to deliver to you. **Eric Mone & Jeff Freund are reviewing for Environ. and Public Health. Hope to have Tuesday. 12. A medical services plan demonstrating compliance with DCC 8.16.240. Staff Comment: Section 8.16.240, required an onsite ambulance unless an exception is requested (see Section 8.16.150). The proposal does not indicate whether an ambulance will be located onsite. Please provide clarification on this issue. If you are requesting an exception, please coordinate with the La Pine Fire Department to support this request. For example, 4 Peaks Music Festival has requested an exception to the ambulance requirement based on location of the closest fire station. The festival organizers typically provided documentation to support this request. Let me know if you need to see this example. **Lic. Adventure Medics will be onsite 24hrs/day from 9a.m. July 21- 8pm July 23, with a complete medical trailer, and we will have capacity to transport, but we ask for an exception for the ambulance. The closest fully manned fire station is less than 8 miles away, a 10 minute drive. We do have a letter from the Fire Chief as well, who has reviewed our plan and site. DCC Section 8.16.260, parking facilities Staff is unsure if parking in the road right-of-way is permitted with an OMG permit. We will look into this but if the Board wants to see all vehicles off the roads, you may want to have a back-up plan to accommodate the number of vehicles that you typically having parking on the road shoulder. Another alternative is to request an except to allow for parking on the road shoulders of certain streets as you have done in the past with your Event permits. The exception language can be found in DCC 8.16.150. **We are only allowing parking on one side of Sprague Ip, no other streets. That's it for now. Thanks for your time. Cynthia 4 Deschutes County File 247-17-000311-OMG 16693 & 16685 Sprague Loop, La Pine Subject Properties Deschutes County GIS, Sources: Esri, USG S, NOAA DATE: Deschutes County Board of Commissioners 1300 NW Wall St, Bend, OR 97703 (541) 388-6570 — Fax (541) 385-3202 — https://www.deschutes.org/ AGENDA REQUEST & STAFF REPORT For Board of Commissioners Work Session of June 5, 2017 FROM: Cynthia Smidt, Community Development, 541-317-3150 TITLE OF AGENDA ITEM: Discussion of Application for Outdoor Mass Gathering for Oregon Adaptive Sports PUBLIC HEARING ON THIS DATE?: Yes ATTENDANCE: Cynthia Smidt, Community Development SUMMARY: The Deschutes Board of County Commissioners is conducting a work session on June 5, 2017 in preparation for their public hearing on June 14 to consider a proposal by Oregon Adaptive Sports for an Outdoor Mass Gathering permit. The applicant, Oregon Adaptive Sports, is proposing to hold the Bigstock 2017 festival at 63030 Cole Road, Bend, in August. The festival is a one -day event that includes music, fundraising activities (e.g. silent auction and raffle), food and drink, and parking for an estimated 750 people. Community Development Department Planning Division Emitting Safety Division Environmental Soils Divigiatn P.O. Box 6005 117 NW Lafayette Avenue Bend, Oregon 9778-6005 Phone: (54 1) 388-6575 Fax: (541) 385-1764 http://www.deschutes.orq/cd MEMORANDUM TO: Board of County Commissioners FROM: Cynthia Smidt, Associate Planner DATE: May 31, 2017 RE: Work Session for an Outdoor Mass Gathering, File No. 247-17-000398-OMG PURPOSE The Deschutes Board of County Commissioners ("Board") is conducting a work session on June 5, 2017 in preparation for their public hearing on June 14 to consider a proposal by Oregon Adaptive Sports for an Outdoor Mass Gathering (OMG) permit. PROPOSAL The applicant, Oregon Adaptive Sports (OAS), is proposing to hold the Bigstock 2017 festival at the subject property, which is located at 63030 Cole Road, Bend, in August 2017. The festival is a one -day event that includes music, fundraising activities (e.g. silent auction and raffle), food and drink, and parking for an estimated 750 people. The property is approximately 7.58 acres and developed with a single-family dwelling and accessory structures. The surrounding area consists of farm and urban and rural residential uses. The applicant has held the music festival at a residence within Bend city limits for the last seven years. The one change proposed for the 2017 festival compared to the previous years is the location. The applicant is proposing the 2017 festival in a new location outside of and to the northeast of the Bend city limits. The proposed dates for Bigstock 2017 are August 11-13, 2017, which includes set-up and removal of equipment, structures, and similar materials used for the festival. Specific event dates and hours are listed below. Friday, August 11 — Preparation of site and music stage begins at 9:00 a.m. Saturday, August 12 — Preparation of site continues, beginning at 9:00 a.m. Saturday, August 12 — Music Festival from 3:00 p.m. to 10:00 p.m. Saturday, August 12 — Patrons depart between 8:30 p.m. to 11:00 p.m. Sunday, August 13 — Break down of equipment and site clean-up begins at 9:00 a.m. and concludes by end of day Quality Services Perforated 71'41 The subject property has been divided into specific areas for the music festival. The main activity area, located on the eastern half of the property, contains the stage, food and beverage vendors, restrooms, water, first aid, trash collection and recycling, and basic operational aspects of the festival. The western region of the property includes vehicle parking. Near the main entrance of the activity area includes the ticket booth. The applicant has addressed in their proposal the requirements involving insurance, sanitary facilities, water supply, fire protection, medical services, public safety and enforcement, parking facilities, alcohol and dangerous drugs, and hours of operation. OUTDOOR MASS GATHERING REQUIREMENTS/CRITERIA Deschutes County Code (DCC) Chapter 8.16 provides approval criteria for an Outdoor Mass Gathering permit. The applicant has satisfied the requirements addressed in Section 8.16.160. Including obtaining signatures on the application form from the following agencies: • Bend Fire Department • Deschutes County Health Department • Deschutes County Environmental Health Division • Deschutes County Sheriff. Staff believes the proposed outdoor mass gathering permit request can comply with the applicable standards and criteria outlined in Chapter 8.16 below if conditions of approval are met. Conditions will be noted in the Staff Report for the public hearing. The applicant is requesting a waiver from the requirement to maintain an ambulance on-site during the festival. However, no waiver is sought for the first aid station and the applicant indicates it will comply with County Code. The applicant has provided a Medical Service Plan, which includes the use of National Ski Patrol volunteers. The Board may waive permit requirements, in this case ambulance service, upon showing good cause by the event organizer (see DCC 8.16.150(B)). Furthermore, if the Board determines no County law enforcement or other services are necessary and no significant public health, safety, or welfare issues are involved, the Board may waive that requirement as well. For reference, St. Charles Medical Center is 1.5 miles from the subject property. PUBLIC NOTICE The Planning Division mailed notice to several agencies. Comments received will be noted in the Staff Report. Public notice was also published in the Bend Bulletin on May 28, 2017. In addition, the Planning Division sent notice of the proposal to all property owners within 250 feet of the subject property. Attachments 1. 247-17-000398-OMG Application Materials and Supplemental Information File No.: 247-17-000398-OMG Page 2 of 2 PLEASE PRINT Applicant/Organizer: el2a1 0A1 AOkariti Phone: (RI ) 1^)1,P • 1-1-44-4 Mailing Address: 1117016 0.6 17-11.-Cti t . City/State/Zip: &ND. OJ el 11 -ca / Property Description: Township Range Section Tax Lot 17-2_300034-0 Z.— Address: (PI)0 Co r2,0 City/State/Zip: 60\10! 0/2-011-1-01 Estimated Attendance: r01.1.050 Date and Time of Gathering: AVO UST Il:#10 Community Development Department PlannIngOk,ntittilii,n9 Softly bivixion Eriviroornonlai Soils Civision P.O, Box (1;005 117 NW Lafayette Avenue Bend, Oregon 97708-6005 Phone: (541) 388-6575 Fax: (541) 385-1764 111:tp://www.deSChUtCS:Org/cci OUTDOOR MASS GATHERING APPLICATION FEE: Description of Type of Gathering/Purpose (i.e., music, art, etc.) cl LENT- kW] UN '4- Nil tiQ Contact person who will be available onsite during gathering: Name: i-ENVE 5tifOALEI Phone: (41) 650 • 06102- NEAL- rvApPAISC12 Email: AGENCY LeANNOWINEEVEN139A. OW` AGENCY APPROVALS: Please have the following agencies/departments review your proposal before submitting this application. Signatures: ENVIRONMENTAL HEALTH DIVISION (indicates approval of sanitary facilities in accordance with 8.16.220) FIRE PROTECTION DISTRICT OR STATE FIRE MARSHAL (indicates approval of fire protection devices on-site, in accordance with 8.16.230) COUNTY HEALTH DEPARTMENT (indicates approval of medical service, in accordance with 8.16.240) DESCHUTES COUNTY SHERIFF (indicates approval of a public safety plan and parking plan in accordance with 8.16.250 arid 8.16.260, respectively) On a separate sheet, please provide a plot plan showing the types, numbers and locations of the following items. If color exhibits are submitted, black and white copies with captions or shading delineating the color areas shall also be provided: a. Toilets b. Washing facilities c. Water 1 pl Applicant's Signature: Property Owner's Signature (if differ Agent's Name (if applicable): Mailing Address: NC 1i14eA0 d. Food preparation and/or food service e. Solid waste collection Date: S Date: Phone: ( ) City/State/Zip: rsc,6_10 Cna 11-10/ "If this application is not signed by the property owner, a letter authorizing signature by the applicant must be attached. By signing this application, the applicant understands and agrees that Deschutes County may require a deposit for hearings officers' fees prior to the application being deemed complete; and if the application Is heard by a hearings officer, the applicant will be responsible for the actual costs of the hearings officer. (Rev. 11/15) Bigstock 2017 (OAS Fundraiser) OMG Permit Application Responses 5/10/17 Oregon Adaptive Sports (OAS), organizer of Bigstock 2017 (OAS Fundraiser) shall comply with all applicable ordinances and provisions pertalning to the Outdoor Mass Gathering permit. The everit is scheduled to take place on August12m, 2D17and will balocated at63O3UCole Road, Bend, OR977D1. Setting up for this event 15 to begin on Augus12th 2017. Clean up and removal of aPI signs, temporary structures will be concluded by day's end on August 13th, debris and rubbish will be hauled away no later than August 13th. 8.16.150 (A) OAS 15 aware that the provisions of this section appLy to the permit request. (B) As discussed in greater detail below, OAS is requesting that the Board modify the requirement to provide an on- sitemmbu|ance. (C) OAS is requesting a waiver of a portion of the permit fee since Bigstock 2017 (OAS Fundraiser) is a fundraiser for the organization. OAS has a history of 8 years with the running the event and commits to ensuring the most efficient process possible for the county when permitting. OAS is a non-profit, operating as a 501 (c) 3. 8.16.160 (A) By submitting this application, the applicant has demonstrated that it will not proceed with the Outdoor Mass Gathering until a permit is issued by the County (B) As shown on the application form, the property owner has signed the application (C) The applicant is aware that the cited provisions will not apply to this application. (D) Only one Mass Gathering permit is requested because only one event will be held. (E)No permanent physical alterations will be made to the property. API improvements are temporary and will be removeci at the end of the event. (F) The event is planned for August 12, 2017; consequently, the applicant has met the 90 day filing deadline. (G) 1. The application form includes the name and addresof the applicant, Oregon Adaptive Sports 2. A copy of the tegal description of the subject property, as disclosed by the mosrecent property tax statement, is attached as Exhibit A. 3. A copy of the map of the event, including the desired route to the property and the relevanioperational Iocations is attached as Exhibit B. 4. August 12th,I017. 5. Set up will begin no earlier than 7:00 am on August 11th, 2017, with break down being completed no later than S:O0pmAugust 13th . The event will begin at 3:OOpm on August 12th,2017andendat10:O0pmonAuguxt 12th, 2017. The patrons will beleaving from 8:30pmbo1l:OOpmnnAugust 12m,2Ol7. Crews will be begin take down and cleanup no ear!ier that 7:OOam on August 13th,, 2017. 6. Approximately 650 tickets maybe sold for event. With staff, volunteers and musicians, total attendance will not exceed 750. 7. The event is a fundraiser for OAS, including music, food, beverages and fundraising activities such as a silent auction and raffles. Children and animais are not encouraged. 8. Exhibit C provides maps of the event site showing aPI components of the event. 9. Kelly Bnawner,(541)94O'47468i8stockCommittee Chair, Leanne Sohoa/ex,Site Manager, (541)5S0'09O2 10. Exhibit C provides maps the event site showing ali components to ,,ie event. 11. Approval has not been obtained at the time of filing this application. However, the applicant fully anticipants that such approval will be in place by the time the event is approved. 12. Exhibit D details the medical services plan. The applicant is requesting a waiver from DCC 8.16.240 (B), which requires the event to have one ambulance on site. Not waiver is south for the fist aide station, and the proposed aid stating is in full compliance with DCC 8.16.240. 13. A public safety plan is accordance with DCC 8.16.120 is provided in Exhibit F. 14. Attached as Exhibit C is the parking plan, which demonstrates compliance with DCC 8.16.120. 15. No entry form is proposed, however, the applicant will sign the waiver and release agreement when provided by the County. 16. Indemnity agreement included. 17. No additional information has been requested. A. The applicant believes that all required information has been provided and will, at the request of the County, supply any missing information. B. Included with this application is the fee required by the County. C. The applicant believes that all required information has been provided and will, at the request of the County, supply any missing information. Applicant does request that required agencies signatures for application be accepted the week of May 15th, 2017. D. The applicant understands the Directory shall furnish a copy of the OMG permit to the Sheriff. E. The applicant has filed this application in accordance with the 90 -day requirement. REVIEWED LEGAL COUNCIL letoN p vinik& For Recording Stamp Only INDEMNITY AGREEMENT , its officers, employees and members shall, through the signing of (Event Organizer) this agreement by an authorized party or agent, hereby agrees, for and in consideration of the approval of the 1T3 `7,041- to be held on _ a `?,ori- (Event Name) (Date of Event) and to be held within Deschutes County, to indemnify, defend and hold harmless Deschutes County, Oregon, a political subdivision of the State of Oregon, its officers, agents and employees, herein called "County" from any and all suits and claims, losses and liability, including attorney's fees, arising from injury or death to persons or damage to property occasioned by any act or omission arising out of or any way related to the Outdoor Mass Gathering as described above, or participation in the event as a participant, spectator, sponsor, promoter, agent or official. In addition, jgalf94 MkD11'J agrees to furnish Deschutes County with a certificate of (Event Organizer) insurance with endorsement for general liability insurance with a combined single limit of not less than $1,000,000 per single claimant and incident, and $2,000,000 all claimants, arising from a single incident, specific to the 0 e -1,o fligoiCIASEIL naming Deschutes County, its officers, agents, volunteers and (Event Name) employees as an additional insured. day of MPt'i , 20 i -- uthorrzed Signature, Title) APPROVED: DATED this 3y: day of , 20,__, Nick Lelack, Community Development Director OMG/EOMG Indemnity Agreement (Rev. 1/17) Exhibit A Location and legal description of the subject property where Oregon Adaptive Sport's annual fundraiser, "Bigstock", will be held Mailing Name: Heinlein, Shannon Dale Et Al Map and Taxlot: 1712230000402 Account: 175410 Situs Address: 63030 Cole Rd, Bend, OR 97701 Tax Status: Assessable t, 0 23 ''' no . 03 • „•;, • bf i i r C__ ga-1-16 rim C__, HCIGItBQC ORNEWAY„_.y.-•,--.--._...........�.`v.- t,ORTt$ SATURDAY SETUP: 8-2 PM BIGSTOCK OPENS 3 PM FOOD CARTS: CURRY SHACK - 8 AM (lax 18) SHRED TOWN -8;15 AM (I x 8') NUM NUMS - 8:30 AM (1 O x 15') THAI ON THE PLY - 4 PM DUMP CITY DUMPLINGS - --- KEY LEGEND: Id% I0''TENT TABLE 0 BISTRO TABLE 0 I I • I G iellT5 19 MILS 13 BISTRO TABUS Exhibit D 5/9/17 Community Development Department 117 NW Lafayette Avenue Bend, OR 97701-1925 (541)388-6575 ATTN: Health Department Re: Bigstock 2017 (OAS Fundraiser) Medical Service Plan Bigstock 2017 (OAS Fundraiser) will take palce at 63030 Cole Road, Bend, OR 97701 on August 12th, 2017 with set-up starting August 11th and clean up to be completed on August 13th. Expected attendance is 650 - 700 persons on site. In order to comply with Deschutes County Health Ordinance 8.16.240, Outdoor Mass Gathering Medical Service Plan, Bigstock shall make available the following; A first aid station will be located on the south side of the house, on the paved drive way. Aid station will be staffed with National Ski Patrol volunteers. Names and qualifications of staff will be submitted by 6/15/17. Bigstock 2017 (OAS Fundraiser) is requesting a waiver of DCC 8.16.240 (b) which requires the event to have one ambulance on site. No waiver is sought for the first aid station and proposed aid station is in full compliance with DCC 8.16.240. We also will have an AED devise on site at the medical tent in the unlikely event that it will be needed. Under DCC 8.16.150 (B) the Board may waive any standards upon a showing of good cause and when the request does not involve any significant public health, safety or welfare issues involved, and when the Board determines that no law enforcement or other County services are involved. The primary reason that a waiver is being requested is that St. Charles medical center is 1.5 miles from the property. Total travel time is less than 4 minutes. The expense associated with having an ambulance on site is significant, and there is no meaningful delay between having an ambulance on site and having one stationed 1.5 miles away. Exhibit F 5/10/17 Deschutes County Sheriff 63333 W. Hwy 20 Bend, Or 97701 541-388-6655 ATTN: Deputy in charge on community events Re: Bigstock 2017 (OAS fundraiser) Outdoor Mass Gathering Application Event Public Safety and Crowd Control Plan. Deschutes County Ordinance 8.16.060 Traffic Control plan -- Details and descriptions Bigstock 2017 (OAS Fundraising event) will take place at 63030 Cole Road, Bend Or 97701 on Saturday August 12th 2017. Set up is scheduled to take place on Friday, August 11th and clean up to be completed on Sunday August 13th. Expected attendance is 500-650 in the event that Bigstock is sold out Traffic Control Plan There are 2 main points of entry onto the event property. Entry and access for the food vendors, emergency vehicles, musicians (including staff) and the event attendees will be from the service road directly off of Cole Rd. Entry for other vendors and handicap parking will be from the main driveway. Signage will be posted on the cross street of Butler Market rd. directing vehicles to turn right or left onto Cole Rd. An additional sign and a traffic control person will be directing vehicles to turn right onto the service road or main driveway. A minimum of 3 traffic control and parking monitors will be on duty during each shift. One will be stationed on Butler Market Rd, one will be stationed at the entrance to the service road and one will be stationed at the entrance to the parking lot. Safety vests will be worn by all traffic and parking staff while on duty and equipped with flags for signaling drivers. Traffic is expected to be light between 3:00 pm (start of the event) and 6:OOpm as attendee's arrivals will be spread out over this time. Traffic may become a little heavier between 6:OOpm - 7:OOpm as the rest of the attendees will be arriving. We don't expect attendees to be arriving after 7:OOpm. We feel this extended arrival time frame will prevent any traffic congestion or hazards on this roadway. Departures will likely begin at 8:30 and continue until 11:OOpm. Departures will stagger as some attendees will choose to leave the event before the finish time of 10:00 pm. There will be a traffic control person directing people from the parking lot onto Cole rd as they are exiting. Contact Person: Cara Frank, Parking and Volunteer coordinator (360) 6094421 Crowd Control ( Security Plan- Details and descriptions Bigstock 2017 (OAS Fundraising event) will take place at 63030 Cole Road, Bend Or 97701 on Saturday August 12th 2017. Set up is scheduled to take place on Friday, August 11th and clean up to be completed on Sunday August 13th. Expected attendance is 500-650 in the event that Bigstock is sold out. To ensure for the comfort and safety of our patrons Oregon Adaptive Sports/Bigstock 2017 is committed to meet or exceed Deschutes count requirements. Bigstock 2017 has contracted with North Pacific Security to provide security for the event. Six (6) uniformed DPSST licensed personnel will be on duty during the event. One (1) stationed at point of entry, one (1) stationed by the front door of the house, one (1) stationed by the stage, (1) stationed by the greenroom (where musicians will be prior to performance), (2) two will be roaming the crowds. Joshua Smith, Central Oregon Area Manager North Pacific Security, Inc. Office: 541-617-7491 Fax: 541-617 3895 Cell: 541 -390-1501„ NORTH PACIFIC SECURITY, INC. 960 SW DISK DRIVE STE 103 BEND, OREGON 97702 Telephone 541.617.7491 Fax 541.617.3895 E -Mail: nusbend@aol.com CONTRACT FOR SECURITY GUARD SERVICE 1, This agreement, entered into this 11`1' day of May, 2017, by and between.North Pacific Security, Inc. hereinafter referred to as "CONTRACTOR" and Oregon Adaptive Sports, hereafter referred to as "CLIENT", which agreement is as follows. 2. CONTRACTOR agrees to furnish security guard service to CLIENT at the location of the properly at: Bigstock Concert, 63030 Cole Road, Bend, OR. 97701. 3. The hours of service shall be directed by the ('I 11'.NT. and may he inere:tsed srr decreased by the CLIENT, 11 is agreed that eaeh guard shift shall not he loss than 4 hours or more than 12 hours. Default hours are from 14430 to 2230, on August 12, 2017. 4. CONTRACTOR will provide six(6) Security Officers in low profile uniform as dictated by the CLIENT. The Uniform will be the usual and normal unilbrm used by the CONTRACTOR. Other attire the Client may wish will be limited to normal and regular Clothing. Any specific suits or unusual type clothing costs will be the responsibility of the CLIENT. Normal equipment necessary to fulfill the assignment i.c, flashlights, pepper spray, foul weather gear. safety glasses and reflective clothing will be provided by the CONTRACTOR.. Security Officers will not he required to carry a firearm. Any special equipment, gear or forms required by the CLIENT will he hilted at cost plus 20%. Cell phones are provided by the contractor at a small charge, see attached page: SPECIAL REQUIRED EQUIPMENT: NONE 5. 1)LPI'IES will he directed by the CLIENT to the CONTRACTOR in writing or given verbally and will be documented on a job order firm by the CONTRAC'T'OR. The contracted Security Officers will perforin the duties of normal security guards in patrolling CLIENT'S properly and personnel and protect it from loss. All incidents will be reported to the CLIENT either verbally or written or both. The CONTRACTOR will gather all infurmaticm involving crimes against the CLIENT'S assets or personnel and provide it to the CLIENT and any Official government agency as requested by the CLIENT. CONTRACTOR'S personnel will not reveal any information to any news agency, or other individual unless request by the CLIENT. 6, ARREST OR DETAINMENT. the Security Officers will not affect any arrests or dctainments of any one. It is the security officer's duty to observe and report any criminal activity to the CLIENT and the police if the CLIENT desires. 7. UNLESS stated specifically in writing CONTRACTOR shall not handle, scll, buy, transport, harvest, store, or in any way interact with any product, merchandise; or money involved with the CLIENT or the CLIEN"T's business, guests or customers, nor shall the CONTRACTOR perform any duties otherwise performed by the CLIENT or the CLIENT's employees. Rev October 6, 2016 8, INSURANCE: General Liability insurance Philadelphia Indemnity Ins, Co. Each Occurrence; $1,000,000.00 General Aggregate: $4,000,000.00 b. Commercial Auto Liability Insurance Philadelphia Indemnity Ins. Co. Combined Single: $1,000,000.00 Policy Number PHPK 1402717 Policy Number PIIPK1402717 SAIF Workers Compensation Policy Number 410485 Certificates of coverage will he provided upon request. 9. CLIENT agrees to pay to CONTRACTOR, the stun of 836.00 per hour fbr each Security Officer furnished under this agreement, and $40.00 for Supervisory hours, with the agreement to adjust pricing when mandated by cost increases from any government body, insurance carrier, or other agencies that dictates increases to the CONTRACTOR costs. An additional charge of 10% will he added to the bill for administrative services. Hours worked and billed are rounded to the nearest 15 minute increment, Overtime is computed on a forty (40) hour work weck and will be billed accordingly. Any other expense must he reviewed and agreed to with the CLIENT prior to the commitment. For extra security officers not included in the normal contract, regular rates and a four (4) hour minimum call-in time per officer will apply, as well as overtime rates and per diem costs, ilapplicable. See attached page for current rates. 10. CONTRACTOR recognizes the following holidays. which pay to the officer and are billed to the CLIENT at time and '72 rates. CLIENT may dictate which holidays they require security service on. Holidays with no service will not be billed. New Year's, Eve, New Year's Day, Easter, kfemorial Day. Independence 1 )ay, Labor Day, Thimksgiving Day, Mack Friday, Christmas live, Christmas Day, 11. VEHICLE'S rent or use cosi will vary according to the assignment. Normal daily use Or a stationary vehicle (less than 11) wiles daily') is 840.00 per day. Normal non-station:11y vehicle (more than 10 miles daily) rates are $0.75 per mile plus the 840.00 per day rate, There will not be any vehicle usage or charge unless required by the CLIENT, 12, PA.YMEN1' OF SERVICES. unless otherwise stated, CI IFNI agrees to pay the CONTRACTOR Inr all services rendered upon receipt ()Ian itemized statement, lithe assig,nment is an on-going eontract. payment must be made not later ten (ID) days after receiving invoice. 13. CANCELLKEION OF ('ONTRACT: Either CLIENT OR CONTRACTOR may cancel this agreement MO) thirty 4,30) day notice. CLIENT agrees to pay in full the amount due to the CONTRACTOR, with in live (5) days of cancellation. In the case of less than forty eight (48) hours notification of cancellation of any shift client Nvil I be billed and scheduled officer paid for four (4) hours or the scheduled Shift length,,whichever is less. 14. EXCULPATORY CLAUSE: CLIENT agrees that CONTRACTOR is not an insurer and no insurance coverage is offered herein. The security equipment and duties are designed to reduce certain risks of loss, though CONTRACTOR does not guarantee that no loss will occur. CONTRACTOR is not assuming liability, and, therefore shall not he liable to the CLIENT for any loss, personal injury or property damage sustained by CLIENT as a result of burglary, theft, hold-up, fire, equipment failure, smoke, or any other cause, whatsoever, regardless of whether or not such loss or damage was caused by or contributed to by CONTRCTOR's negligent pcabrmance, Ltd lure to perform an obligation, performance of any obligation, or strict products liability. CLIENT released CONTRACTOR from any claims fbr contribution, indemnity or subrogation. Rev October 6, 2016 2 15, LIMITATION OF LIABILITY: CLIENT agrees that should there arise any liability on the part of CONTRACTOR as a result of CONTRACTOR's negligent performance to any degree, failure to perform any of CONTRACTOR's obligations, equipment thilure or strict products liability, that CONTRACTOR's liability shall be limited to 5% of the service call or $250.00, whichever is greater, 16, ALL OTHER AGREEMENTS NULL AND VOID: This agreement supersedes all previous agreements, oral or written, between the CONTRACTOR and CLIENT and represents the whole and entire agreement between the parties. No other agreements or representations, oral or written, have been made by the CONTRACTOR. This agreement may not be altered, modified or amended, except in writing, properly executed by an authorized manager of the CONTRACTOR, CLIENT and 'CONTRACTOR agree that if any of the terms and provisions of this agreement shall be invalid or inoperative all the remaining terms and provisions shall remain in full force and effect, CLIENT Oregon Adaptive Sports (for Oregon Adap ports) SIGNATU R I CONTRACTOR Joshua Smith (for North Pacific ‘lectirity, nc.) SIGNATURH, I )atc.5/1 2/17 aV Rev October 6, 2016 2017 RATES AND DUTIES North Pacific Security, Inc. is a legal contractor as defined by Oregon law and holds Department of Safety Standards and Training license Number 15. All Security Officers are certified and licensed by the State Of Oregon. Job description is six(6) Security Officers in uniform at the Bigstock Concert, 63030 Cole Road, Bend, OR 97701. To promote safety of employees and public, prevent theft and vandaiism of the CLIENT'S property. All wages and other employee benefits will meet or exceed Bureau of .abor requirements and are the duty of the CONTRACTOR. All Officers must meet the requirements of the CLIENT and North Pacific Security, Inc. Supervision is the responsibility of the CONTRACTOR and will be maintained throtnib out this assianment. The hours called for by this assignment are (Kw hark a' aeressar,y): August 12, 2017. 1430 — 2230 COST: Officer: Administrative Services:1 6 at $36.00 per man hour at 10% additional (No overtime will be generated unless dictated by the CLIENT through shift changes.) Thank you for the opportunity to offer our services. If there are any questions or issues of concern please call the Business Office (800.422.4380) and we will gladly review this with you. Respectfully, SECURITY, INC. Rev October 6,2016 Date July 20, 2016 4 ' IV. ct,41, A ,c / .• A r V ; c.•.• 0, 4 • 4- 4 '4, •,, c. 4„ cs-44-,c 4_4,42 CAR PAMI NG „-f. tc• " c. cc'. • - .cc• 4, 4:: !c4,,, -I.. c f. 116 '"•„, Exhibit G 5/10/17 Community Development Department 117 NW Lafayette Ave. Bend Or 97701-1925 (541)388-6575 ATTN: Environmental Health Division RE: Bigstock 2017 (OAS Fundraiser) Mass Gathering Application Environmental Health Checklist Bigstock 2017 (OAS Fundraising event) will take place at 63030 Cole Road, Bend Or 97701 on Saturday August 12th 2017. Set up is scheduled to take place on Friday, August 11th and clean up to be completed on Sunday August 13th. Expected attendance is 500-650 in the event that Bigstock is sold out. To ensure for the comfort and safety of our patrons Bigstock 2017 is committed to meet or exceed Deschutes County standards. In order to comply with Deschutes County Health Ordinances 8.16.220, Outdoor Mass Gathering Sanitary facilities, Bigstock 2017 shall provide the following: • 1. Contact Persons: Leann Schoales, Site Manager (541) 550-0982 Kelly Brawner, Bigstock Committee Chair (541) 948-4746 2. Toilets J Hand washing station (locations shown on map exhibit C) 5 standard units, 1 ADA toilet, 1 hand washing station (contains 2 sinks). This is in compliance with the 1 toilet per 100 person as shown on plan Toilets and hand washing facilities provided by: Advanced Systems Portable Restrooms 1300 S.E. Wilson Avenue Bend, Oregon 97702 Phone: 541-389-5646 Fax: 541-385-6061 3. Water Supply Water supply is provided by the public entity, Evian No testing is needed 4. Waste Collections and Removal Bigstock 2017 is striving to be a zero -waste event. We will be providing 15 garbage disposal cans will be located on-site in various locations (locations shown on map). Volunteers will be monitoring garbage cans as needed for overflow and changing of liners. All waste will be placed in a trailer at the end of the event and removed from property that night. Garbage will be disposed of at the Knott Landfill (61050 SE 27th St, Bend, OR • (541) 3884910) the next business day. 5. Food Service Facilities (Locations shown on maps) Vendors will be licensed and permitted no later than seven (7) days prior to event. 6. Refer to attached site maps for facilities locations -2-s,00)l D. La "Ci r\ From: oassuzannec6)amail.com on behalf of Suzanne lafkv To: Cynthia Smidt Cc: Kelly Srawner Subject: Re: File 247-17-000398-0MG info Date: Tuesday, May 30, 2017 10:37:48 AM Attachments: Binstock Invitation 2016 packet-2.ndf Bigstock 2017 will be the 8th annual Bigstock. All of the previous seven Bigstock events were held at the same private residence located within the Bend city limits. We are no longer using this venue because the home owner moved to a new location and the new location is not properly set-up up for the event. Bigstock has been a successful event, well organized and has an excellent reputation. The event is coordinated by OAS staff and ran by the OAS volunteers. I have attached our talent invitation from 2016 which includes a description and history of the event, along with some information on OAS, the non-profit that is the beneficiary of all the proceeds. Thank you so much for your help with all of this Suzanne Lafky Executive Director Oregon Adaptive Sports office (541)306-4774 direct (541)350-7844 Like us on Facebook: 'Subscribe to clef news from OAS delivered straloht to your inbox every other month! Make sure we don? go to your spam folder by white listing us. On Fri, May 26, 2017 at 4:49 PM, Cynthia Smidt <Cvnthia.Smidt(a%deschutes.org> wrote: Hi Suzanne, Re: Bigstock How long has OAS been hosting this annual fundraiser? Have they been on several different properties or consistently on one property until this year? Any type of history of the event would be beneficial. Thanks. Just so you know, we sent out Notice this week. You should get a copy of it next week. Cynthia Cynthia Smidt, Associate Planner Community Development Department PO Box 60051117 NW Lal.ayette Avenue Bend, Oregon 97708-6005 Te;: (E;411 317-T150 \•tib"J "J.0 P CnI ites.ora/Cil Please note that the information in this email is an informal statement made in accordance with DCC 22.20.005 and shall not be deemed to constitute final County action effecting a change in the status of a person's property or conferring any rights, including any reliance rights, on any person. BIGSTOCK: A MUSICAL BENEFIT FOR OREGON ADAPTIVE SPORTS BEND, OREGON AN UNFORGETABLE EXPERIENCE SUPPORTING Greetings, We are sending this packet to you as an official invitation to participate in Bigstock, a Musical Benefit for Oregon Adaptive Sports. OAS is a nonprofit organization that provides life -changing outdoor recreation experiences for individuals with disabilities. This fundraiser is a private concert that helps the revenue stream for our organization, with all proceeds going directly to the cause. We raise capital by selling tickets, hosting a silent auction, seeking corporate sponsorships and by requesting financial donations from our patrons. We appreciate your interest in this event, and perhaps your participation. We understand that your time and efforts are quite valuable, but are hopeful that you will be interested in promoting our vision. Please use the information in this packet to become more familiar with our organization and our benefactors. We are located in beautiful Bend, Oregon and the event is scheduled for August 13, 2016. OAS was born in 1996, originally as a grassroots program inspired by a retired Forest Service Official with a love for skiing, the outdoors and a passion to share it with people who have disabilities. A few years later, two local ski resorts recognized the benefits of adaptive skiing and invited OAS to provide services at their resorts. Today, we offer a full range of adaptive programs and lessons at both Mt. Bachelor Ski Resort and HooDoo Ski Area. In 2013, OAS expanded its outreach to include summer programs, ranging from kayaking to cycling to golf. Today, we are proud to offer year-round life -changing experiences for individuals with disabilities. The progress and advances we have accomplished in the past few years are exciting, but they have not been easy and are not without the challenges of raising money in a difficult economy. We rely heavily on various forms of giving, but more importantly, we are dependent on the self -less and relentless efforts of our volunteers. Time and sacrifice are vital to our everyday functions and without them, our mission would be incomplete. Bigstock is our largest fundraiser of the year, providing the resources to maintain our mission and to increase awareness about our purpose. We rely heavily on the music to spread our message and the participation of various artists allows us to draw patrons to the event. Please peruse this packet to learn more about us, Bigstock and Bend, Oregon. I can be contacted directly by phone or email to coordinate your participation in next year's festival. I am hopeful that you can be with us to continue an inspiring tradition. I truly look forward to working with you. Warmest wishes, Suzanne Lafky OAS Executive Director 541.306.4774 ext. 3 suzanne@oregonadaptivesports.org www.oregonadaptivesports.org BIGSTOCK IS AN ANNUAL MUSICAL FESTIVAL SET IN AN INTIMATE NATURAL AMPHITHEATER IN BEND, OREGON. IT IS THE EVENT CONSISTS OF LIVE MUSIC, A SILENT AUCTION, AND THE PROMOTION OF OREGON ADAPTIVE SPORTS' MISSION. WE PLAN TO KEEP THE MOMENTUM FLOWING FROM THIS PAST YEAR'S EVENT AND LAY THE FOUNDATION FOR A IN THE HEART OF CENTRAL OREGON. WE WOULD LOVE TO ADD YOU TO OUR LINE-UP OF PERFORMERS FOR BIGSTOCK 2016. THE INVITATION LIST IS LIMITED TO THE MEMBERS AND FRIENDS OF OAS AND 1S NOT A PUBLIC CONCERT. THE SUCCESS OF THE EVENT IS DERIVED FROM THE DEDICATION AND GENEROSITY OF THE PERFORMERS, SPONSORS, AND VOLUNTEERS WHO SHARE THE COMMON VISION OF OUR ORGANIZATION. ALL PROCEEDS OF THE EVENT GO DIRECTLY TO OREGON ADAPTIVE SPORTS. WE ARE PROUD TO HOST WORLD-CLASS PERFORMERS, UP-AND-COMING ARTISTS, AND TOP LOCAL BANDS TO DRAW HUNDREDS OF SUPPORTERS FROM ALL OVER OREGON AND A FEW FROM BEYOND. LUKAS NELSON & P.O.T.R. DEVON ALLMAN LEFTY WILLIAMS FRANCHOT TONE THE MOSTEST 90 FRANCHOT TONE KYLAN JOHNSON THE JOSH HART PROJECT JUSTIN LAVIK DOC RYAN & FRIENDS LILY MEOLA WITH FREDDY JENKINS 90 ,VIII LUKAS NELSON & P.O.T.R. JON CLEARY TRIO FRANCHOT TONE LILY MEOLA LEIF JAMES FRANCHOT TONE SHADE 13 KYLAN JOHNSON Doc RYAN CHRIS HUFFINE HILST AND COFFEY 90 3 JACKSON BROWNE DEVON ALLMAN FRANCHOT TONE UPSTATE TRIO LILY MEOLA & TOM CONWAY BAD INFLUENCE FRANCHOT TONE CHRIS HUFFINE DOC RYAN LEIF JAMES LEO AND ATHENA ENABLES OAS TO CREATE !ENTUR'ES FOR OUR MEMBERS. EXPOSE THEM TO THE WORLD OF ADAPTIVE SPORTS. OAS MAY BE ABLE TO ARRANGE FOR A DAY OR TWO OF SKIING DURING THE WINTER SEASON FOR YOUR GROUP ON MT. BACHELOR. WHILE YOU'RE ON THE HILL, YOU'LL GET TO MEET OUR INSTRUCTORS, PARTICIPANTS, AND SEE THE ADAPTIVE SCENE IN ACTION! SPEND SOME TIME WITH US BEFORE OR AFTER BIGSTOCK. CENTRAL OREGON OFFERS ENDLESS OUTDOOR POSSIBILITIES, INCLUDING SOME OF THE BEST IN -LAND PADDLING IN THE COUNTRY. GERRY LOPEZ, A FRIEND OF OAS, COULD BE YOUR GUIDE. TRAVEL WE CAN HELP WITH AIR TRAVEL INTO CENTRAL OREGON; OUR LOCAL AIRPORT IS IN REDMOND (RDM), ABOUT 20 MINUTES FROM BEND. PORTLAND'S INTERNATIONAL AIRPORT (PDX) IS LESS THAN 3 HOURS AWAY. HOWEVER OAS MAY BE ABLE TO ARRANGE FOR PRIVATE FLIGHTS; PLEASE INQUIRE! ACCOM MODATIONS WE WILL PROVIDE YOU WITH LUXURY HOTEL LODGING, EITHER IN THE HEART OF THE CITY, DOWN BY THE DESCHUTES RIVER IN THE HISTORIC OLD MILL DISTRICT, OR ON ONE OF THE FAIRWAYS OF OUR NEWEST GOLF RESORT JUST OUTSIDE OF TOWN. EITHER WAY, YOU WILL HAVE ACCESS TO BEND'S ECLECTIC COFFEE SHOPS, GALLERIES, EATERIES, AND OF COURSE, WORLD-FAMOUS BREW -PUBS. ATTRACTIONS BEND, OREGON IS A FOUR -SEASON WONDERLAND OF ENDLESS ADVENTURE, PROGRESSIVE CULTURE, AND RESPECTFUL LIVING. PLEASE VIST THESE WEBSITES TO LEARN MORE ABOUT OUR HOME. WWW.VISITBEND.COM WWW.DOWNTOWNBEND.ORG WWW.BENDCHAMBER.ORG WWW.THEOLDMILL.COM Deschutes County File 247-17-000398-0MG 63030 Cole Road, Bend Pin I Nurser); Park d tJJ 5. tn Iu p F'D BROOKLYN PL NOLAN CT EVELYN CT E',IE LYN PL 0 Nrk, MARRA DR I I —J 4 Subject Property BUTLER MARKET RD LN ARK 1.441,t, FLr;RENCE. Deschutes County GIS, Sources: Esri, USG S, NOAA