2017-574-Minutes for Meeting August 07,2017 Recorded 9/14/2017Recorded in Deschutes County CJ2017-574
Nancy Blankenship, County Clerk
Commissioners' Journal 09/14/2017 11:54:41 AM
IJIIIIIIIIIIIIIII1IIIIIIII211111
For Recording Stamp Only
Deschutes County Board of Commissioners
1300 NW Wall St., Bend, OR 97703-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org
MINUTES OF WORK SESSION
DESCHUTES COUNTY BOARD OF COMMISSIONERS
Allen Conference Room
Monday, August 7, 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, Executive Secretary. Three citizens were present and
no representatives of the media were in attendance.
CALL TO ORDER: Chair Baney opened the meeting at 1:31 p.m.
Elyse West, Fair and Expo Marketing Administrative Assistant was present to thank the Board
for their support of the Deschutes County Fair and reported on a new survey opportunity this
year for fair participants.
ACTION ITEMS
1. Sunriver Service District Training Facility
Cynthia Smidt and Peter Gutowsky, Community Development Department joined
Bob Nelson and Debbie Baker of the Sunriver Service District to provide an update
on the plans for a training facility for Sunriver Fire and Police.
Minutes of Board of Commissioners' Work Session August 7, 2017 Page 1 of 4
Ms. Smidt gave history on the plans where in 2014 the Sunriver Fire District
presented the concept of a plan amendment for a zone change to create a utility
district that was approved. The purpose was for a fire training facility. The code
added a separate section that listed the permitted fire training facility.
Mr. Nelson commented the stipulations for fencing, roads and gates is presenting
high expenses for the development. Mr. Nelson stated the project management and
site development including road, gates and fences would bring the project to
approximately $1 million and they have limited funds. Mr. Nelson commented the
district needs a basic training site that is functional and durable. Fees for building
are another concern. The district requested assistance in expediting the site plan
review process and possible reduction or waiving of application fees.
Ms. Baker commented on one option that could be considered was a mobile
structure. DDPST would deliver the unit and staff for the training. Discussion held
on the annual training requirements. There are 11 full time staff and 15-18 reserves.
Training is done two to three times per year on outside burn structure and driving.
Commissioner Baney inquired if the project scope has become different than the
original project that was presented to the Board.
Mr. Nelson stated the district has a total budget of $450,000 and they still need
engineering work done. $238,000 has been earmarked in their capital budget. Mr.
Nelson will act as the project manager.
A pre -application meeting was completed with CDD. This application falls under
new development and may be considered under administrative determination
which would be a lower fee. The fee could be $2,000 - $3,600 and turn around time
is approximately 10 weeks. At this point in time, staff recommend holding another
pre -application meeting and the Board expressed support in that direction.
2. Arts & Culture Grant Program Guidelines — this item was deferred to the
Wednesday Work Session agenda.
3. Sisters Country Visioning Project
Judith Ure, Management Analyst and Peter Gutowsky, Planning Manager presented
this item for discussion. The City of Sisters is requesting support for a project to
update the Sisters Country Vision and Action Plan to create the Sisters Country 2040
Minutes of Board of Commissioners' Work Session August 7, 2017 Page 2 of 4
Vision. The original resolution was adopted in 2007. The City is requesting financial
and in-kind support from Deschutes County in the amount of $10,000. Funding
would be used for a professional facilitator, web portals for public input, advertising,
etc. The intention of the City is to request participation from other stakeholders and
the community. The Board commented on the great opportunity to engage the
community in gathering input on the comprehensive plan. This item is also
included on the agenda for the Joint Work Session with the City on Wednesday.
4. 2018 Q1 Discretionary Grant Review —this item was deferred to the Wednesday
Work Session agenda.
5. Hotline Policy Discussion
David Givans, Internal Auditor presented the concept of the policy for consideration
noting the draft policy to address ORS 659A on whistleblowing. One big piece of a
whistleblower policy is to protect employees from retaliation. Discussion held on
the process of handling anonymous calls with outside call monitoring vendors. The
Board expressed support of a policy that would provide a hotline for Deschutes
County employees
OTHER ITEMS
• Letter of Support: During the morning's Business Meeting, Dick Tobiason presented a
letter for the Board's consideration to the Director of the Oregon Department of
Transportation in support of the highway signs depicting Medals of Honor.
DEBONE: Move approval of Board signature
HENDERSON: Second
VOTE: DEBONE: Yes
HENDERSON: Yes
BANEY: Chair votes yes. Motion Carried
Minutes of Board of Commissioners' Work Session August 7, 2017 Page 3 of 4
• Proclamation: Commissioner DeBone presented a request by Mosaic Medical for a
proclamation declaring the week of August 13 —19 as National Health Center Week.
The Board expressed support of including the item on the August 16th Business Meeting
agenda.
EXECUTIVE SESSION:
At 3:10 p.m., the Board went into Executive Session under ORS 192.660 (2) (e) Real Property
Negotiations. The Board came out of Executive Session at 4:15 p.m.
OTHER ITEMS continued:
• City of Redmond: County Administrator Anderson advised that Mayor Endicott of
Redmond has requested that Commissioner Baney and Administrator Anderson attend
the City Council meeting tomorrow evening to follow-up on the land closures east of
Redmond. Work is being done through the Homeless Coalition to assist campers in
relocating.
ADJOURN: Being no further discussion, the meeting adjourned at 4:26 p.m.
DATED this Day of
Board of Commissioners.
ATTES
Recording Secretary
2017 for the Deschutes County
�Vl
Tammy Baney, Ch
Anthony DeBone, Vice Chair
Philip G. H
derson, Commissioner
Minutes of Board of Commissioners' Work Session
August 7, 2017 Page 4 of 4
-(E
lU -k
o '1 -c 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, AUGUST 7, 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. Sunriver Service District Training Facility - Tom Anderson, County Administrator
2. Arts & Culture Grant Program Guidelies - Judith Ure, Management Analyst
3. Sisters Country Visioning Project - Judith Ure, Management Analyst
4. 2018 Q1 Discretioary Grant Review - Judith Ure, Management Analyst
5. Hotline Policy Discussion - David Givans, Internal Auditor
EXECUTIVE SESSION
At any time during the meeting, an executive session could be called to address issues relating to ORS
192.660(2)(e), real property negotiations; ORS 192.660(2)(h), litigation; ORS 192.660(2)(d), labor
negotiations; ORS 192.660(2)(b), personnel issues; or other executive session categories.
Executive sessions are closed to the public; however, with few exceptions and under specific
guidelines, are open to the media.
Board of Commissioners Work Session Agenda
Monday, August 7, 2017 Page 1 of 2
OTHER ITEMS
These can be any items not included on the agenda that the Commissioners wish to discuss as part of
the meeting, pursuant to ORS 192.640.
ADJOURN
111
Deschutes County encourages persons with disabilities to participate in all programs and
activities. To request this information in an alternate format please call (541) 617-4747.
FUTURE MEETINGS:
Additional meeting dates available at www.deschutes.orq/meetingcalendar
(Please note: Meeting dates and times are subject to change. All meetings take place in the Board of
Commissioners' meeting rooms at 1300 NW Wall St., Bend, unless otherwise indicated. If you have questions
regarding a meeting, please call 388-6572.)
Board of Commissioners Work Session Agenda
Monday, August 7, 2017 Page 2 of 2
CONTACT INFO
of / Q -/LA _ c c �.
oirj
Ss admii CSS,-, et:&I.
SLI I-32,z.Y) bz
AGENCY
ss
,-7,,6 v3,3tV FO n. _E
C 5 __„frl 775-
S
1
J
:2
(1
h
___.W
IES
0
1 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 August 7, 2017
DATE: July 28, 2017
FROM: Tom Anderson, Administrative Services, 541-388-6565
TITLE OF AGENDA ITEM:
Sunriver Service District Training Facility
PUBLIC HEARING ON THIS DATE?: No
ATTENDANCE: Bob Nelson, Sunriver Service District
SUMMARY: Sunriver Service District will present an update on plans for a training facility for
Sunriver Fire and Police. The land use application process, including fees and timelines, will
also be discussed.
RECOMMENDATION & ACTION REQUESTED: Provide direction on Sunriver Service
Capital Request
July 11, 2017
Sunriver Service District (SSD)
Fire Training Facility Briefing
Overview: It is proposed to construct a training facility that Sunriver Fire
Department personnel (and other first responders from the Sunriver Service
District) can use to adequately conduct required training activities. Currently, the
fire department has to use an inappropriately small area adjacent to the fire station
and the Sunriver Owners Association administrative offices. It is inadequate to
serve training needs and is located adjacent to homes and other structures within
Sunriver.
In addition to routine training activities targeting best practices, individual fire
fighters are required to obtain and keep current a variety of certifications to provide
fire and emergency medical services. The proposed training facility will provide an
appropriate area for a wide range of training needs. This not only directly benefits
the Sunriver community but also ensures that SSD can continue to be a valued and
essential component of Deschutes County's public safety system as a whole.
The proposal is to construct a training facility that is approximately a 275ft. by 275
ft. gravel "pad" that fire personnel can use to conduct training activities involving a
variety of different fire suppression apparatus. The "pad" will be constructed of
compacted crushed rock and be within a fenced property. Access roads will be
improved and maintained for dust abatement allowing for efficient ingress and
egress to the site by authorized personnel.
The site itself will not require electrical, water, or sewer services. When the site is
actively being used for training, water will be delivered to the site using fire
department equipment.
There will be no structures on the site. Public access to the site will be restricted to
authorized personnel only by way of a locked gate.
The Decision of the Deschutes County Hearings Officer for File Numbers PA -14-1
and ZC-14-1 describe that the plan amendment and zone change that precede this
fire training facility "will not significantly affect an existing or planned
transportation facility, thereby complying with the TPR" (Transportation Planning
Rule).
1
Site: 20 year lease agreement to develop a training facility for SSD fire, police and
emergency medical personnel on a 4.28 acre site on Tax Lot 102 on Deschutes Co.
Assessor's Map 19-11-00. Of the site, approximately three (3) acres will be used for
the facility and approximately two (2) acres will be for an access road.
Landlord/Owner: Sunriver Environmental, LLC
Tenant: Sunriver Service District
Landlord conditions for use:
1. Improve the access road and any other roads on the real property owned
by the Landlord and for which the Landlord has provided approval for
tenant's use, with a compacted, crushed rock surface.
2. Construct an electronic gate at the termination of USFS Access Road and
the southern boundary of the Landlord's real property. The gate shall be
approved by Landlord and shall be the property of the Landlord.
3. Install a 6ft. tall chain link fence around the training site.
4. Tenant shall maintain in good condition and repair, the Access Road and
all other roads on Landlord's real property utilized by the Tenant. This
includes application of dust abatement materials, such as magnesium
chloride, at intervals consistent with use and need as determined by the
Landlord.
5. Tenant shall grade the Access Road (FS Road 4001) from South Century
Drive to the southern border of the real property owned by the Landlord
at least twice a year; once in March or April and again in August of
September.
Additional Conditions:
1. Zoning changed from Sunriver Urban Unincorporated Community Forest
(SUF) to Sunriver Urban Unincorporated Community Utlities (SUU). In
addition the comprehensive plan was amended to include an exception to
Goal 4 based on the following findings: "To ensure that the Sunriver Utility
District Zone on the approximately 4.28 acre site on Tax Lot 102 on
Deschutes County Assessors Map 19-11-00 are limited in nature and scope
to those justifying the exception to Goal 4 for the site, the Sunriver Forest
(SUF) zoning on the subject site shall be subject to a Limited Use Combing
Zone which will limit the uses on the subject site to a fire training facility
and access road for the Sunriver Service District and Sunriver Fire
Department." File numbers: PA -14-1, ZC-14-1
2. USFS has authorized SSD to utilize FS 4001 to access training facility
3. ODEQ does not require 1200-C stormwater permit, per a phone
conversation between Tom Headley of Century West Engineering and
Krista Ratliff of the DEQ on June 1, 2017.
4. A design topographic survey of the site has been completed.
2
Requested Support:
1. DCC has the power to reduce or waive application fees and has exercised
that authority in the past. The Sunriver Service District operates as a part
of Deschutes County government through a management agreement. We
ask that DCC waive Community Development Department fees for this
project.
2. We seek DCC support in expediting the application process as the
proposed site supports the mission critical training services provided by
the Sunriver Service District. DCC has in the past assisted land use
applicants by expediting the review process.
3. We question the need for a site plan review as part of our application
because well over 75% of the site plan components are not applicable to
the intended use of the site. This will save both time and money by
limiting the utilization of an engineering firm to develop the site plan in
detail. We have been well served by Deschutes County Community
Development staff to date and our request is in no way an indication of
dissatisfaction with staff. The issue is one of policy and therefore is the
responsibility of DCC.
Prepared by Bob Nelson, Member, Sunriver Service District Board of Directors
3
SITE PLAN REVIEW
SUNRIVER SERVICE DISTRICT
FIRE AND POLICE TRAINING FACILITY
Prepared for:
5#9r)ver Service District
u
S nitiVekc?R 97707
Box1.9j3
Prepared by:
.27 CENTURY
Affr WEST
ENGINEERING
1020 SW Emkay Drive, Ste. 100
Bend, OR 97792
Phone: 541.322.8962
August 1, 2017
Site Plan Review — Burden of Proof Statement
Table of Contents and List of Sheets
I. APPLICANT INFORMATION AND PROPERTY DESCRIPTION 3
2. DESCRIPTION OF REQUEST 4
3. CRITERIA AND CONCLUSIONARY FINDINGS FOR SITE PLAN REVIEW 4
4. CONCLUSION 7
Attachments
1. LOCATION OVERVIEW
2. PRELIMINARY SITE OVERVIEW
3. PRELIMINARY SITE PLAN
G1.0
C1.0
C2.0
2 1 P a. g
Site Plan Review — Burden of Proof Statement
1. APPLICANT INFORMATION AND PROPERTY DESCRIPTION
Applicant: Sunriver Service District, P.O. Box 208, Sunriver, OR 97707; 541-858-3720
Property Owner: Sunriver Environmental, LLC, P.O. Box 3609,Sunriver, OR 97707; 541-585-4197
Agent/Engineer: Century West Engineering Corp., (Contac
Legal Description: TL 19-11-00 Lot 102 (Section 3
Parcel Size: Approximately 3 acres out of a 332.
in Headley, P.E.)
19 S, R 11
eater parcel.
Existing Zoning and Comprehensive Plan De agnations: The subject property consists of lands zoned
Urban Unincorporated Community — Sunriver18 ;108 1-' 5 'U District / Limited Use Combining District.
(Ord. 2014-022 §1, 2014)
Location: The subject property is located approximately fourteen miles southwest of Bend and 1.5 miles
west of Highway 97, between Cottonwood Road and South Century Drive. Refer to Sheet G1.0 for
location map.
Site Description: The entire site of the proposed project facility is currently unoccupied. The site of the
proposed facility totals approxunately four (4) acres for access road and facility improvements.
Preliminary site clearing fOrthe proposed improvements has been performed.
Surrounding Uses: The parcel is bounded by land zoned Forest Use to the north and east, and by Urban
Unincorporated Community land to the south and west. Lake Penhollow, north of the project site, is used
for storage of treated wastewater (effluent), and a biosolids processing facility is located approximately
3,000 feet north of the project site. Additionally, three wastewater effluent irrigation fields (approximately
100 acres in total) are located to the north. Also to the north of the project site is 2 -acre portion of the
larger parcel that is used for a radio tower, and an 1800 sq. ft hay storage building.
Related Land Use Approvals:
1. Ordinance No. 2014-021, a Sunriver Plan Amendment from Sunriver Urban Unincorporated
Community Forest to Sunriver Urban Unincorporated Community Utilities. (File No. PA -14-1,
closed May 13, 2014).
2. Ordinance No. 2014-022, a Sunriver Zone Change from Sunriver Urban Unincorporated
Community Forest (SUF) to Sunriver Urban Unincorporated Community Utilities (SUU). (File
No. ZC-14-1, closed May 13, 2014).
3. USFS has authorized SSD to utilize FS 4001 to access training facility.
4. ODEQ does not require 1200-C stormwater permit, per a phone conversation between Tom
Headley of Century West Engineering and Krista Ratliff of the DEQ on June 1, 2017.
5. A design topographic survey of the site was completed in June 2017.
3
Site Plan Review — Burden of Proof Statement
2. DESCRIPTION OF REQUEST
The applicant is requesting Site Plan Review Approval for construction of a fenced and gated police and
fire training facility with access road improvements.
The proposed project includes construction of a graded and compacted aggregate site approximately 250
feet by 250 feet to be used for police and fire personnel training. The project may encompass a smaller
paved area. Access road improvements proposed include the reconstruction of approximately 2,300 feet
of existing gravel access road, the construction of approximately 1,000 feet of new gravel access road,
and the construction of a site perimeter fence with gates.
The site itself will not require electrical, water, or sewer services. When the site is actively being used for
training, water will be delivered to the site using fire department equipment. The construction of
structures on the site is not included in the proposed project.
The project is located on land owned by Sunriver Environmental, LLC. A 20 -year lease agreement is to
be established to develop the training facility for Sunriver Service District (Tenant) fire, police and
emergency medical personnel. Conditions for use as defined by Sunriver Environmental, LLC (Landlord)
are as follows:
1. Improve the access road and any other roads on the real property owned by the Landlord and for
which the Landlord has provided approval for tenant's use, with a compacted, crushed rock
surface.
2. Construct an electronic gate at the termination of USFS Access Road and the southern boundary
of the Landlord's real property. The gate shall be approved by Landlord and shall be the property
of the Landlord.
3. Install a 6ft. tall chain link fence around the training site.
4. Tenant shall maintain in good condition'and repair, the Access Road and all other roads on
Landlord's real property utilized by the Tenant. This includes application of dust abatement
materials, such as magnesium chloride, at intervals consistent with use and need as determined by
the Landlord.
5. Tenant shall grade the Access Road (FS Road 4001) from South Century Drive to the southern
border of the real property owned by the Landlord at least twice a year; once in March or April
and again in AugustofSeptember.
3. CRITERIA AND CONCLUSIONARY FINDINGS FOR SITE PLAN REVIEW
Sunriver Service District, LLC approvals for this project include Clear Vision Area and Site Plan Review,
addressed in Urban Unincorporated Community — Sunriver 18.108.175 U District / Limited Use
Combining District.
Site Plan Review — Burden of Proof Statement
Title 18 of the Deschutes County Code, Zoning Ordinance:
Chapter 18.116.020. Clear Vision Areas
Chapter 18.124.060. Site Plan Review - Approval Criteria
All applicable Ordinance approval criteria and requirements are set forth below in bold text, followed by
and explanation of how this application meets the criteria.
18.116.020. Supplementary Conditions - Clear Vision Areas
A. In all zones, a clear vision area shall be maintained an tle.�corners of all property at the
intersection of two streets or a street and a railroad. A clear vision area shall contain no planting,
fence, wall, structure or temporary or permanent obstruction exceeding three and one-half feet in
height, measured from the top of the curb or, whereo curb exists, from the established street
centerline grade, except that trees exceeding this heglit may be located in this area provided all
branches and foliage are removed to a height of eight feet about the grade.
Finding: The proposed access road s continuation of the existing access road that provides acces to the
radio tower to the north of the project location. That access road intersects the existing Forest Service
Road FS 4001, described as Reservoir Road.Reservoir Road intersects with South Century Drive and
therefore this criteria is not applicable to the access drive as part of this application. However, the
applicant will adhere to any clear vision requirements as listed.
B. A clear vision area shall consist of a triangular area on the corner of a lot at the intersection of
two streets or a street and a railroad. Two sides of the triangle are sections of the lot lines adjoining
the street or railroad measured from the corner to a distance specified in DCC 18.116.020(B)(1) and
(2). Where lot lines have rounded corners, the specified distance measured from a point determined
by the extension of the lot lines to a point of intersection. The third side of the triangle is the line
connecting the ends of the measure sections of the street lot lines. The following measurements shall
establish clear vision areas within the county.
1. In an agricultural forestry or industrial zone, the minimum distance shall be 30 feet or at
intersections including an alley, 10 feet.
Finding: The proposed access road is a continuation of the existing access road that provides acces to the
radio tower to the north of the project location. That access road intersects the existing Forest Service
Road FS 4001, described as Reservoir Road. Reservoir Road intersects with South Century Drive and
therefore this criteria is not applicable to the access drive as part of this application. However, the
applicant will adhere to any clear vision requirements as listed.
5
Site Plan Review — Burden of Proof Statement
18.124.060. Approval Criteria. Approval of a site plan shall be based on the following criteria:
A. The proposed development shall relate harmoniously to the natural environment and existing
development, minimizing visual impacts and preserving natural features including views and
topographical features.
Finding: The training facility proposed on the Site Plan will relate harmoniously with the natural
environment through the use of regionally -sourced materials as practicable.
Native vegetation surrounding the site shall be protected in place. Disturbed may be re -vegetated to help
blend the new facility into the landscape.
B. The landscape and existing topography all be preserved to the greatest extent possible,
considering development constraints and snitahrity,of the landscape and topography. Preserved
trees and shrubs shall be protected..
Finding: The site grading is designed to 'tjie into existing topography as practical. Trees surrounding the
fenced area of the training facility site shall be protected in place.
C. The site plan shall be designed to provide a safe environment, while offering appropriate
opportunities for privacy and transition from public to private spaces.
Finding: The site plan has been designed to provide a safe environment for facility users and other
personnel to access the site. `i he site plan includes secure gates at both ends of the proposed access road
for security and transition from public to private spaces.
D. When appropriate, the site plan shall provide for the special needs of handicapped persons, such
as ramps for wheelchairs and Braille signs.
Finding: Not applicable. No building is included in the proposed training facility.
E. The location and number of points of access to the site, interior circulation patterns, separations
between pedestrians and moving and parked vehicles, and the arrangement of parking areas in
relation to buildings and structures shall be harmonious with proposed and neighboring buildings
and structures.
Finding: The site plan does not include any neighboring buildings and structures; therefore, this portion
of the code does not apply.
F. Surface drainage systems shall be designed to prevent adverse impacts on neighboring
properties, streets, or surface and subsurface water quality.
Finding: Storm run-off will be accommodated on-site with site grading designed to preserve natural
drainage patterns.
6 e
Site Plan Review — Burden of Proof Statement
G. Areas, structures and facilities for storage, machinery and equipment, services (mail, refuse,
utility wires, and the like), loading and parking and similar accessory areas and structures shall be
designed, located and buffered or screened to minimize adverse impacts on the site and neighboring
properties.
Finding: Neighboring properties surrounding the project site are forest lands. The proposed project
improvements will be set back a minimum of 10 feet from the property line. Impacts to the adjacent,
vacant, forest lands are minimal.
H. All above -ground utility installations shall be locat
site and neighboring properties.
Findin : Not applicable. No above -ground utility installation are included in this project.
I. Specific criteria are outlined for each zone and sha;be a required part of the site plan (e.g., lot
imize adverse visual impacts on the
setbacks, etc.).
Finding: As stated in previous section
the requirements of Chapter 18, Zonin
required information. See attachle
izrden of Proof, this application clearly demonstrates that
e met by this application. The site plan shall contain all
and C2.0.
J. All exterior lightings
laded so that direct light does not project off-site.
Finding: Not applicable, No lighting is included in this project.
K. Transportation access to site shall be adequate for the use.
Finding: New access roads proposed with this project will lead to the training facility site. The main new
road will be twenty-four feet wide.
4. CONCLUSION
Based on the findings set forth above and in the supporting sheets, the proposed land use of action is
consistent with the applicable regulations. The applicant respectfully requests approval this Site Plan.
71
SCALE:1' 56V
VERIFY SCALES
SAR IS ONE INCH ON
ORIGINAL DRAWING.
EM111111111111+'
IF NOT ONE INCH ON
THIS SHEET, ADJUST
SCALES ACCORDINGLY.
6
,,,,,,,,„,,,,,„&„.*,,,,„„,,,,,,,,,,,, 0� F gKr' �.A 4z Af
�'% i" ' .. r(L , tknFM .l k 4ar k lommy PF t,� J+' a .'fi + AS+ '3 t .+x .. cpig.xdt ,, '4..,,A -0-541,14,r.:- � ,,A,,,,,,,,,,N., K -t � mowt¢ z, 0f`t� 45,- �'p ,„�v 4 r1t . ` ti x�' a,.',14$,,,,,t',7,'''''';,',-',.,4,s mh''? ¢s�✓�br d ^ + a p
ttittt
' sasa y1r ya + t ,*4.k ,
% 4t ?. fir. " '' �� w^ +¢ t C'z -� k F z { ▪ �' i y?~r
5 u'4 W 5 z k 5 .-,` f d t l t S qi U o & ,
r t r a ar a '� " x x 1P` Wig .3, .
r. �� � s 4 n x
� .s
W.
: n s ��4 �k , , , Y , t 1 t- ' t t er `�,
,'t ++ ?tA ,n A'e. 3 s `�ifi 1 i r g " m9? a°'sr ,�y:.
b< '%4 1 s k �. � x'x � 1' ,ya ra ,, t a sty 3{t .fit; '' '. a I
3 k ay �, �'-t,4a�i� �}� t .rz s* .e�
a, ,t k'"m£113 ' , 4x"• tky, s r.F `„11,1k' t s,. tir� A t�Z Fi zt�ar
k a 1' alk' ;�s'ti"y kx��§ a k t>,a S y .;
?4.lv c >xG t1 4 ` ` { G,a 4 s� a c» x �"z jHr'� A t ^`
a t, �„s' s �` x y { ,z k1" ..�' zTv a�?t? '" c r en } k t k t z rl -t:V 'kl
*,7 fin .044 ,: 7: 3,, s ki`' ` Pn ' ,4 l "`, E;1.es+xrt; '66, ,, 1 a „ NiV10,,�y1 Ste& + ✓s it
�s 40 S u b ,� . d 3 r 'rz fi`r 3 f { bi CAR i' I a. *a , ,, s� 1, Us 0 h 2 "u 0, A �,
t, '/y e p:1,A",,,,,,,,r n . > t : r. a ,:E,,0 arc d w' aN�..F c t. e5 �,, �" .. :'ah,F > �'x r,4� . y , Y dss,z*'•.
',,,, ,iF. % k 'w n e' ,,, >rr Zs 0'..N,' f `fi a r^tr a �, �: nr, 'ttzn
r k a:,';','i0'-'7'.',-,',',"''',40W-',",",,,,OV,,,1ki e 'P" ^ ie SA i5 d,,,,,,,,,,,,,,,,,,,,,i--, tr*'Y x ` 0t ,4,3y r N,� s i, 's,� 'a la`""= h
4," f Yt .'r s , san� -4} x xf � ��, :,,t aai,, :.3, al k /, �,a �,vfi 51y4 55 f i0" ' ' kL°E'S
�, f t :fit,, i as - ..� w? C E, ` '' r1it w% x t✓ t, Xy e :v{"zv1 { h,4 z 1,}1; J 2.: 55 t £'*, ,..,,,3
^;'P 6 v A;q, .,� ,..,,." ,, C..' �`;2 A` , ,,ax 4; a4, tF''t,t,2, . �;'265z1 r' > 104,„ .� ..,",'-'''VA',,---,,,, < - -t2 {z , t,v l.,5 siW a 2«
,`' � .� , Nt r`• F ,.,oAv,, r N K,4 'J'Y "� +k'�`,ra't-r t . �t 0: 40 `0,7* � v'
w K,'' n PROPOSED ,{' a s'"' A ; a .zr%n.�w.a 37 .^S: a €, X`' 'tr r a i.
"� sr dS 'i"+ w PROPOSED
g aq F S, p F, y, `. z'IViga l ?;z e�I'NP s is V,,'k z
+^> z '. ACCESS ROAD ^' ',^''' M1 3 .a rr , 4.41,4*;,:,l ^&€ ) �^k ti-.r"1vn''-te
; k °.0,, TRAINING ;,a o4 �' �><�.' a,,„,,, z`,a'a> ,
v; 4 IMP ROVEIviENTS �1 >vz�, ' lC' .r`3E ;.0 L,~~�.rv*,zY'2nH+4.'�, z ri^ W a? ° 6�'F ,
, � 014, FACILITY A, 4� y„ �,,' ' k ~�� �r �..
� 4v4 ” '4f 40- ,+ 4. { d ,J +. 't' �'"t FmM1YxFys'.,v£{u.�n ,,, +',j�h:. Ufa ?.,
,. is r, LOCATION F,� z " wt'Yr k ,,:or, k? ,,,w' �*' a ozk zy K0 z 3 AN,
t: -, ,, "t. , k 4 �d { 4 , a adx 4{ FTm"_'"'�"" t fi icy .z" ,4 LO ,*`C , yax,,,,,*{' �jgvto , r a r `i ¢ k;
d �{ r ,1 �S k, A.i++ �'r� X'{k"f' f `�, , F Z , i_ "N' nf�, f a',p,,, ?- i%. '"i 3.W., }A sS'Fi �'.' 2. ` ty, :4 4k �k54 's`
p B 4
a' t :. r S a, k"k 1. C :k , y t t r £r r n, a*" fir-^ 4r' ''"i 3 c '"+ m `Y bk,�f k dk 0, s^ : y zpte,„.=,
, y t z d'S �_: �'zk�'z yr Z : t x�` �' ` 71 e "" rk� .x
a, r w h N 1 z 3+,:,' 4,,,, �, ". 550 `'' t , t, „m ke ~cr� ` v?, '� 555 T � t' re . r+t �' � �%� '
� o, ^' 3 t . w a 1 u '"�i ', k a✓,' -',,,,,,,,,,I,-.,1".,,,,,,gSe c p A4„,,,,,...,,-
,4 L 7d' V u z..,* 6,
t; 5 4x IV , ,x 3+z; 4 i ihzr a., a t^ z 1 '� : J� a u
S CENTURY DR , o > ,' , � 'V; ' t 4 �'▪ 4 � - Ys• .
T
T
9
CENTURY „�,
WEST 0661201 Snot
ENSINEESINO
u1�aa0,vc
DATE PROJECT NO
DECEMBER2016
o mm`m
SUNRIVER SERVICE DISTRICT
SUNRIVER, OREGON
FIRE AND POLICE TRAINING FACILITY
PROJECT LOCATION OVERVIEW
9
.a�.3ONdo,s.Nx.OVDla �,,., e,- ,o�,�no,Nas,ewuns,,aeloldvA
r1111COME131111111MIME
..11011-1x301.40051i1,94m0vo s134xu,,,a+I3-KJ o>w.5 p.m
TES
❑ �2 z� �� -< 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 August 7, 2017
DATE: August 2, 2017
FROM: Judith Ure, Administrative Services, 541-330-4627
TITLE OF AGENDA ITEM:
Sisters Country Visioning Project
PUBLIC HEARING ON THIS DATE?: No
ATTENDANCE: Judith Ure and Nick Lelack
SUMMARY: The City of Sisters is requesting support from the Deschutes County Board of
Commissioners for a project to update the 2007 Sisters Country Vision document. Attached
are a description of the proposal and the original resolution passed by the City of Sisters in
2007. Additional information regarding the level of support has been requested but not yet
provided, and will be forwarded to the Board of Commissioners upon receipt.
Staff anticipates that the project and request for funds may be a topic raised during the August
9th joint meeting between the Board of Commissioners and Sisters City Council.
RECOMMENDATION & ACTION REQUESTED:
Discuss City of Sisters request for Sisters Country Visioning Project
MEMORANDUM
To: Judith Ure, Management Analyst Deschutes County Administrative Services
From: Patrick Davenport, Community Development Director
Date: August 3, 2017
Re: Sisters Country Vision Update Project - Request for funding support
This purpose of this memorandum is to request financial and in-kind support from the Deschutes County
Commission and Community Development staff. As you are already aware, the City of Sisters and partner
organizations in the Sisters Country Community are gathering support in preparation to begin an update
to the 2007 Sisters County Community Vision. As a primary stakeholder, the City of Sisters is providing
initial leadership in the effort to start this project, we fully intend for the project to be community led and
inclusive to all regardless of organizational affiliation.
The geography of Sisters Country includes the City limits and unincorporated areas of Deschutes County
Although a significant portion of Sisters Country's tax base is located within the City limits, the
unincorporated areas of Sisters Country contains the majority of the population and geographical area.
Since the project is intended to provide a Community Vision for all of Sisters Country, substantive support
from the County Commission and staff are crucial to its success.
When this project is completed, the City intends to use the outcome as a foundation of public support to
launch follow-on projects such as a Comprehensive Plan update as well as providing support to the annual
budget process. We are encouraging our Sisters County agency partners such as the Sisters School District,
Sisters Park and Recreation District, Sisters -Camp Sherman Fire District, and Sister Chamber of Commerce
to similarly use the outcome of this process to update their strategic plans. We sincerely hope that the
County Commission will similarly use the outcome of a Sisters County Vision update to conduct follow-on
planning exercises such as Comprehensive Plan updates and Small Area planning documents for
Cloverdale and Plainview.
Since we have not had an opportunity to meet the various organizational leaders representing Sisters
Country formally, the overall scope of the project has not yet been established. The scope and actual cost
of the project will significantly depend on the extent of participation by the County Commission and
assigned staff.
1
If the County Commission agrees to become an active and formal partner in the project, we estimate a
project cost of $40,000 would be sufficient to procure a professional facilitator, provide a web portal for
public input, promotional materials, advertising, hospitality, and professional publication of the formal
Vision document.
To date, we have secured the following support:
• City Council allocation: $10,000 + In kind support
• Central Oregon Intergovernmental Council (COIC) $10,000 + In kind support
• Citizens for Community In-kind support
We are preparing requests for financial support to:
• Myers Memorial Trust:
• Ford Family Foundation
$10,000
$10,000
*These requests are still being drafting and are dependent upon the project's final scope.
If the County Commission decides to participate in this project as described above, we respectfully request
a grant of $10,000 + In Kind support by staff. Once the project is authorized to proceed, the following is
a draft timeline summary of key dates and processes:
• 08/07/17: Meeting with Sisters Country organizational representatives - Receive briefing from
Rural Development Initiatives staff, discuss project feasibility and scope
• 08/09/17: City Council/County Commission joint meeting — discuss project scope and
commitments
• Mid Aug -mid Sept 2017 Conclude/confirm financial resources;
• September 2017: Scope, project design, and RFP preparation
• October 2017 Release RFP, evaluate responses; Joint City Council/County Commission meeting
• November 2017— award professional facilitation and project warm up
• December 2017 —project kick-off
• December 2017- TBD (Fall 2018?) Project process and document adoption
• TBD (Fall 2018?) project conclusion
We look forward to working with the Deschutes County Commission and staff on this exciting opportunity.
If you have any question, please feel free to call.
Sincerely,
PTD
2
PROPOSED UPDATE TO THE 2007
SISTERS COUNTRY VISION and ACTION PLAN
Community leaders, Interested individuals, public and private organizations, and business owners; here is
a summary of key points regarding the purpose and intended outcomes of the updating the Sisters County
Vision and Action Plan to create the Sisters Country 2040 Vision:
Although the City of Sisters City Council is providing direction to staff and substantial funding to support
the updated Vision and Action Plan, community members throughout Sisters Country, both inside and
outside the City limits, will be the foundation of participation throughout the process. The Vision will be
adopted by the City Council and County Commissioners, but will also be embraced by the entire
community.
The current Vision document for Sisters Country was completed in 2007 which lead to City Council's
adoption of a Sisters Country Vision Statement. Since 2007, significant development and change has
occurred in Sisters Country. The Great Recession ended with a renewed robustness of development
pressure. Sisters is a rapidly growing community and the time has come to update our Vision for the
future to best guide that growth. The update will set new goals and a specific, measurable action plan so
the community can assess how the Vision is being implemented.
Through a grass roots, community supported effort, the updated Sisters Country Vision and Action Plan
will have these outcomes:
• A common foundation for community and organizational leaders to work together.
• A civil and professional environment where the community can feel comfortable providing input.
• Community members providing substantive and meaningful input on how the community should
grow and look like in 2040.
• A Vision document providing prioritized plans for community investments and initiatives over the
next 20 years.
• A foundation for future action inspiring businesses and community groups to take needed steps
to implement the vision, and local governments to update official comprehensive plans, capital
facility plans, strategic action plans, and laws and regulations to help update the Vision.
What will an updated Vision mean for the Sisters Country Community?
When fully implemented, the updated Vision will be a process and document every resident in Sisters
Country can be proud of as it inspires and guides public and private action and investment. The community
base of jobs and businesses will continue to expand in a well-planned cohesive way, as will the technical
and professional assistance needed to ensure a diverse, well-balanced, and stable economy. Sisters
Country's future will be a productive and mutually supportive mix of the urban, rural, agricultural, and
natural environments, each seen as an asset to community development — not a roadblock.
How is the Community Involved?
Just as developing the 2007 Vision document required input from a diverse array of stakeholders, so will
the process for the update. Volunteer groups, non-profit organizations, businesses, and local governments
share responsibility for implementing the Vision and ensuring the rewards of this broad-based community
effort reach and benefit all sectors of Sisters Country.
These stakeholders and other citizens play an instrumental role in bringing the Vision to life through
providing input during Vision update activities, participating in regularly scheduled progress evaluations,
and volunteering for projects and programs which fulfill the Sisters Country 2040 Vision.
Multiple communication tools will inform Sisters Country residents and businesses of participation
opportunities such as focus -groups, surveys, and community visioning summits and will keep the
community apprised of progress as the Sisters Country 2040 actions are implemented.
What will be in the Sisters County 2040 Vision document?
This report will include a Vision Statement, goals and objectives, and Action Plan. Key sections of the
report will be:
Acknowledgements: Lists of citizens, organizations and businesses which helped to create the Sisters
Country 2040 Vision and Action Plan.
Community Endorsements: Participating organizations both public and private will be requested
to formally endorse the document through their internally required processes and report the
endorsements to assist in concluding the process.
Community Profile: A summary of baseline conditions and trends considered through the lens of
historical context
Public Involvement Summary: Overview of the public involvement activities which helped
develop and update the Vision Statement and Action Plan, creating the Sisters County 2040 Vision.
Vision Statement: A Sisters Community 2040 Vision Statement including multiple focus areas as
developed by the participants which will serve as the basis for the Action Plan.
Vision Action Plan: Lists the strategies and actions to bring the updated Vision to life.
Vision Implementation Responsibilities: Describes the responsibilities of individuals, groups,
businesses, and local government for actions which implement the vision, including specific
objectives and timeframes.
Resolution No. 2007-03
A RESOLUTION TO SUPPORT THE GREATER SISTERS
COMMUNITY VISION STATEMENT
WHEREAS, the Community Action Team of Sisters has facilitated an inclusive
community-based effort involving the leaders of our public institutions and civic
organizations, and our citizens in developing a Greater Sisters Community Vision
statement; and
WHEREAS, the Greater Sisters Community Vision provides a broad framework
to help align the efforts of the public institutions, civic organizations and citizens of
our community in working together towards the community vision and commonly held
community values and goals; and
WHEREAS, the Community Action Team of Sisters will serve in a facilitative
role to help keep the vision updated and relevant, and to help facilitate, when
needed, institutional and citizen actions related to achieving the Community Vision.
NOW THEREFORE, THE COMMON COUNCIL OF THE CITY OF SISTERS DOES
HEREBY RESOLVE:
To endorse the Greater Sisters Community Vision; and
To consider the Greater Sisters Community Vision in the development and
implementation of future Comprehensive Plan or Municipal or Development Code
amendments, city goals and work plan activities; and
To communicate and collaborate with other community organizations in planning and
implementing programs and projects that work towards the common values and goals
portrayed in the Greater Sisters Community Vision.
ADOPTED by the Common Council and APPROVED by the Mayor this 22nd day
of February, 2007.
Attest:
Kath
Nelso
ity Recorder
Brad Boyd, Mayor
Res 2007-03 Greater Sisters Community Vision Statement Endorsement
Deschutes County Board of Commissioners
1300 NW WaII 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 August 7, 2017
DATE: July 25, 2017
FROM: David Givans, Administrative Services, 541-330-4674
TITLE OF AGENDA ITEM:
Hotline Policy Discussion
PUBLIC HEARING ON THIS DATE?: No
ATTENDANCE: David Givans, Christopher Bell, Erik Kropp, Kathleen Hinman
SUMMARY:
Background:
The County (Administration, Legal, Human Resources and Internal Audit) has been developing
a policy to address ORS 659A on whistleblowing. The whistleblowing policy adds protections
for employees. This policy has some overlap with the current Misconduct policy (GA -14). That
policy currently requires "notification for a suspected misconduct will be in written form including
relevant details and applicable support (if any)" and does not provide for anonymous reporting.
It is advantageous to offer some means for anonymous reporting. Many of our peer
organizations have instituted hotlines. Health Services is also interested in the hotline for
HIPAA compliance reporting.
Vendor supported hotline technology provides anonymity and confidentiality beyond what the
County can provide. Callers can disclose their name if wanted. The hotlines can take reports
24/7/365 through phone or website. Anonymous callers are provided a way to contact back to
resolve questions or hear about resolution. Case statistics and management practices are
reinforced with online management tools.
Hotlines are considered a useful tool that can be anonymous and for receiving
• • reports of concerns,
• observed unallowable behavior,
violations of law and regulations,
• breach of safety standards,
• theft, and
• other wrongdoing.
The hotline can be open to employees, vendors, and the public.
Best practice research indicated:
1) Hotlines have been shown to be a useful method for reporting complaints and compliance
issues. Hotlines correlated with lower losses as well as a decreased time to detect issues.
2) There are a number of identified advantages for using third party vendors for a hotline.
a) anonymity
b) after hour availability
c) multi -modal access to make report (Le. email, Internet, and phone)
d) case management tools
3) Recommend having a communication plan for hotline rollout.
4) Recommend establishing internal policies and procedures for how cases will be handled.
5) Estimated reports by size of organization seems to indicate Deschutes workload
would be manageable (1 call per 100 employees).
Research on other Oregon counties (Jackson, Lane, Clackamas, Washinqton, Multnomah) with
hotlines indicates:
1) All hotlines were handled through third party vendors.
a) Annual costs for the smaller counties appeared to vary from $1,340-$3,500.
2) All but one hotline was managed by an independent audit function
3) Of reports received, there is a mix of items consisting of
a) items referred to other agencies;
b) human resource type items (coworker, behavior, etc...);
c) fraud (time theft, inappropriate expense, etc...);
d) conflict of interest;
e) policy violation; and
f) other concerns.
4) Of those reports, a percentage from 10%-42% showed some merit.
5) Most of the counties indicated they had little media interest in their hotline.
Suggested next steps:
1. Board discussion of available information.
2. Recommend revising current misconduct policy (GA -14) to also address hotline and
whistleblower laws. Currently Administration, Legal, Human Resources and Internal Audit
are tasked with developing a proposed whistleblower policy.
a. Recommend including provisions for anonymous reporting through third party
vendor.
b. Address Oregon statutes
i. ORS 659A.199 on whistleblowing. {required}
ii.ORS 297.760 for local government waste hotlines. {required if have a hotline}
3. Recommend working with Administration for starting up a hotline. This would include
vetting vendors, logistics, timing, budget, and policies and procedures for operation.
a. Consideration of potential vendors and procurement approach vs. internal hotline.
Focus on phone and internet options. Anonymity important benefit of vendor driven
hotlines
b. Cost for vendor solutions start at $1,000.
c. Effectiveness of hotline will depend on:
i. maintaining a culture that supports ethical behavior
ii. maintaining the integrity of the Hotline:
1. through effective investigations
2. taking adequate corrective action in substantiated cases
3. good policies and procedures
4. protecting complainant identities
5. educating, marketing and communicating the Hotline
d. Recommend having County Internal Auditor manage hotline (independent)
i. Limited expected activity H0) based on other local governments. Even
fewer hits that are actually proven.
e. Many complaints will be forwarded to HR, ethics or other local governments.
i. Some complaints may require involvement of law enforcement.
ii. Have support of Human Resources, Legal and Health Services (HIPAA
compliance) for hotline effort.
RECOMMENDATION & ACTION REQUESTED:
Recommend revising County misconduct policy to address selected Oregon statutes and
including hotline option for anonymous reporting. Recommend internal audit taking a lead on
the implementation of a hotline with Administration.