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2017-576-Minutes for Meeting August 16,2017 Recorded 9/14/2017Recorded in Deschutes County CJ2017-576 Nancy Blankenship, County Clerk Commissioners' ,journal 09/14/2017 11:54:59 AM 11111111,iimumiiiiiiiinii 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 BUSINESS MEETING DESCHUTES COUNTY BOARD OF COMMISSIONERS Wednesday, August 16, 2017 Commissioners' Hearing Room - Administration Building - 1300 NW Wall St., Bend Present were Commissioners Tammy Baney, Phil Henderson and Anthony DeBone. Also present were Erik Kropp, Deputy County Administrator; David Doyle, County Counsel; and Sharon Ross, Board Executive Secretary. No representatives of the media were in attendance. CALL TO ORDER: Chair Baney called the meeting to order at 10:01 AM PLEDGE OF ALLEGIANCE CITIZEN INPUT: • Pamela Medford — Ms. Medford approached the Board on her concerns with events held at Faith, Hope and Charity Vineyard. Ms. Medford is a landowner, farmer, and rancher on Lower Bridge Road with property and residence right next to the Winery. The winery hosts events on a regular basis starting in April or May and the amplified music is clearly heard even within her house with the windows closed. Ms. Medford has made complaints to the Sheriffs office and has contacted the owners of the winery. The Sheriff's Office did come to her house and both times she was told she was not being Minutes of Board of Commissioners' Business Meeting August 16, 2017 Page 1 of 6 unreasonable. Ms. Medford is hoping for a sound barrier. She has reviewed the permit applications of the winery and they are only allowed to have 18 events and doesn't include the special events they have with bands and music. Ms. Medford had to install gates on her property because of the traffic. She also pointed out the schedule of events over this next weekend at the winery with the solar eclipse. Another issue that has caused concern was when they recently had three helicopters flying low over her property and her livestock was affected. Ms. Medford is also concerned with the potential fires with the activity at the weekend events. Ms. Medford invites the commissioners to her house on any Friday and Saturday to see what she has to live through. Her suggestion is for the amplification to be taken way down or for them to move their events. Commissioner Baney noted the community impacts and compatibility are important to the Board. Peter Gutowsky, Planning Manager was in the audience and Commissioner Baney requested if Mr. Gutowsky could provide an update to the Board regarding the event permit. CONSENT AGENDA Before the Board was Consideration of Approval of the Consent Agenda. Commissioner Henderson requested pulling Item 4 for further review. HENDERSON: Move approval of Consent Agenda Items 1, 2, and 3 DEBONE: Second VOTE: HENDERSON: Yes. DEBONE: Yes. BANEY: Chair votes yes. Motion Carried Consent Agenda Items: 1. Consideration of Board Signature of Document NO. 2017-541, Quitclaim Deed for Tax Lot 201013A002100 2. Consideration of Board Signature of Letter to Jimm Burton thanking him for his service on the Deschutes County Budget Committees 3. Approval of Minutes of the June 26, 2017 Work Session 4. Approval of Minutes of the July 24, 2017 Work Session Minutes of Board of Commissioners' Business Meeting August 16, 2017 Page 2 of 6 ACTION ITEMS 5. The Reading of a Proclamation, Declaring August 13-19, 2017 as National Health Center Week: Commissioner Baney noted the service delivery system within our community and the support of the Board. Commissioner DeBone read the proclamation into the record. DEBONE: Move approval HENDERSON: Second VOTE: DEBONE: Yes. HENDERSON: Yes. BANEY: Chair votes yes. Motion Carried 6. Consideration of Board Signature of Document No. 2017-489, Auto Additions Pete Martin, Deschutes County Sheriff's Office presented this item for consideration. Auto Additions is a company in Salem that build law enforcement vehicles. The last RFP was done in 2015 for informal bid on quotes for the vehicles. This is the only company that has emergency vehicle technicians. Discussion held on the radio system compatibility. The Sheriff Office Legal Department reviews the competitive procurement process. Commissioner Baney noted the importance of including information regarding the other bids from other vendors. HENDERSON: Move approval DEBONE: Second VOTE: HENDERSON: Yes. DEBONE: Yes. BANEY: Chair votes yes. Motion Carried 7. Consideration of Signature of Resolution No. 2017-043, Transfer of Appropriation Within the Community Development Fund Erik Kropp, Deputy County Administrator noted the appropriation transfer to fund a limited duration planner position within the Community Development Department. Peter Gutowsky. Planning Manager, shared statistics on the new planner position and the Minutes of Board of Commissioners' Business Meeting August 16, 2017 Page 3 of 6 efficiencies found with the work on lot of record applications. Mr. Gutowsky also shared on another note the status of the lot of record refund process. DEBONE: Move approval HENDERSON: Second VOTE: DEBONE: Yes. HENDERSON: Yes. BANEY: Chair votes yes. Motion Carried 8. PUBLIC HEARING: Marijuana Production Appeal — File No. 247-17-000520-A Chris Schmoyer, Associate Planner, read the hearings process into the record and inquired if any Commissioner had conflicts. Hearing no conflicts or challenges, Chair Baney opened the hearing. The presentation of the Appeal of Administration Decision was reviewed (document attached to the record). Commissioner Henderson inquired on the traffic study calculations based on warehouse activity and if that will ever change. Peter Gutowsky, Planning Manager, and Cody Smith, County Engineer, were present to address the questions on the trip generation and traffic impact analysis requirements. The ITE has trip generation standards used by every agency in the nation and is the guideline used. Steve Hultberg, attorney and Alex Eakin applicant: Mr. Eakin noted the proposed facility is a small scale cannabis production facility and a research facility for organic fertilizer. The plan to have one full time employee. Mr. Eakin will be living on the parcel just south of the property in question. Mr. Eakin noted the positive feedback he has received from the neighboring properties. This will be an OLCC licensed facility and the product will be sold. Commissioner Henderson inquired on the water needs of the business. Commissioner Henderson also asked to review the mechanical engineer's statement. Mr. Hultberg noted the appellant has not issued any basis for appeal and commented the applicant has complied with all criteria. Commissioner DeBone inquired on traffic impacts possibly during harvesting times. Mr. Eakin noted each room will be trimmed and harvested at separate times. Commissioner DeBone inquired on water run-off. Mr. Eakin stated the operation doesn't affect ground water. Minutes of Board of Commissioners' Business Meeting August 16, 2017 Page 4 of 6 Commissioner Henderson noted his concern of the traffic impact and the uncertainty of the activity level. Mr. Eakin noted the greenhouse will have mature canopy and wasn't sure how to classify that area and explained the use of space. Commissioner Henderson expressed concern of impact on the neighboring properties and what would happen if the business model changes. At this time, Mr. Eakin notes he only has a greenhouse and a building and would require additional approval if expanding. Warren Holt, appellant approached the Board to comment on the site plan, odor control, and issues with trip generation. Mr. Holt noted his many years of work experience in air conditioning and his understanding of air quality. Commissioner DeBone thanked Mr. Holt for bringing his concerns to the Board. County Counsel Doyle noted the County Code relative to code enforcement. Commissioner Henderson noted he is not a person that wants to judge this but looks towards code enforcement and meeting standards. He feels this application doesn't meet the standard for the mechanical engineering report. Mr. Holt has concerns with the current condition of the road and sinkhole and how the road will be affected by this increased activity of heavy equipment and traffic with the business. Mr. Holt appeals to the Board to provide safety of travel on our road. The Board noted their concern on safety and sees this as two separate conversations based on the law and the decisions that are required on the matter of this appeal. The construction of Bill Martin Road (processes and material) is not relative to the applicable appeal criteria. Mr. Hulbert asked for the Board's indication of keeping the record open and if there is further information required from the applicant. Chair Baney closed the written and oral record at this time. Chris Schmoyer noted seven days for final written argument and the item will be brought back to the Board on the August 23, 2017 business meeting. At the time of 12:02 p.m. the Board took a quick recess and reconvene at 12:08 p.m. Minutes of Board of Commissioners' Business Meeting August 16, 2017 Page 5 of 6 9. Fourth Quarter Performance Measure Update Judith Ure, Management Analyst presented the fourth quarter performance measure update. The following departments highlighted their quarterly report: Road Department, Assessor's Office, 9-1-1 Operations, Health Services, Natural Resource Protection, Community Development Department, Community Justice Department, and Finance Department. The detail of the Performance Measure reports are attached to the record. Commissioner DeBone inquired on the status of the wildfires in the area. County Forester Ed Keith noted the current concern of the Milli Fire located outside of Sisters and of the public meeting that is planned for Thursday, August 17th at 6:00 p.m. at the Sisters Middle School. WEEKLY ACCOUNTS PAYABLE VOUCHERS FOR 9-1-1 COUNTY SERVICE DISTRICT, EXTENSION/4-H COUNTY SERVICE DISTRICT, and DESCHUTES COUNTY BOARD OF COMMISSIONERS: No vouchers were presented due to the new process of the implementation of the MUNIS financial system. OTHER ITEMS: None were offered. ADJOURN: Being no further items to come before the Board, the meeting was adjourned at 12:46 p.m. DATED this Day of ( 2017 for the Deschutes County Board of Commissioners. ATTE ecording Secretary Tammy Baney, fir Anthony DeBone, Vice Chair Philipi —nderson, Commissioner Minutes of Board of Commissioners' Business Meeting August 16, 2017 Page 6 of 6 Deschutes County Board of Commissioners 1300 NW Wall St, Bend, OR 97703 (541) 388-6570 — Fax (541) 385-3202 — https://www.deschutes.org/ BUSINESS MEETING AGENDA DESCHUTES COUNTY BOARD OF COMMISSIONERS 10:00 AM, WEDNESDAY, AUGUST 16, 2017 Barnes and Sawyer Rooms - Deschutes Services Center — 1300 NW Wall Street — Bend Pursuant to ORS 192.640, this agenda includes a list of the principal subjects anticipated to be considered or discussed 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. Business Meetings are usually recorded on video and audio, and can be viewed by the public live or at a later date; and written minutes are taken for the record. CALL TO ORDER PLEDGE OF ALLEGIANCE CITIZEN INPUT This is the time provided for individuals wishing to address the Board, at the Board's discretion, regarding issues that are not already on the agenda. Please complete a sign-up card (provided), and give the card to the Recording Secretary. Use the microphone and clearly state your name when the Board Chair calls on you to speak. PLEASE NOTE: Citizen input regarding matters that are or have been the subject of a public hearing not being conducted as a part of this meeting will NOT be included in the official record of that hearing. If you offer or display to the Board any written documents, photographs or other printed matter as part of your testimony during a public hearing, please be advised that staff is required to retain those documents as part of the permanent record of that hearing. CONSENT AGENDA 1. Consideration of Board Signature of Document No. Lot 201013A002100 2. Consideration of Board Signature of Letter to Jimm on the Deschutes County Budget Committees 2017-541, Quitclaim Deed for Tax Burton thanking him for his service 3. Move Approval of Minutes of the June 26, 2017 Work Session Board of Commissioners Business Meeting Agenda Wednesday, August 16, 2017 of 3 Page 1 4. Move Approval of Minutes of the July 24, 2017 Work Session ACTION ITEMS 5. THE READING OF a PROCLAMATION: Declaring August 13-19, 2017 as National Health Center Week - Erik Kropp, Deputy County Administrator 6. Consideration of Board Signature of Document No. 2017-489, Auto Additions - Pete Martin, Automotive Supervisor 7. Consideration and Signature of Resolution #2017-043, Transfer of Appropriation Within the Community Development Fund. - Wayne Lowry, Finance Director/Treasurer 8. PUBLIC HEARING: Marijuana Production Appeal - 247-17-000520-A - Chris Schmoyer, Associate Planner 9. Fourth Quarter Performance Measure Update - Judith Ure, Management Analyst Action Requested: Information Only. CONVENE AS THE GOVERNING BODY OF THE 9-1-1 COUNTY SERVICE DISTRICT 10. Consideration of Approval of Weekly Accounts Payable Vouchers CONVENE AS THE GOVERNING BODY OF THE EXTENSION/4-H COUNTY SERVICE DISTRICT 11. Consideration of Approval of Weekly Accounts Payable Vouchers RECONVENE AS THE DESCHUTES COUNTY BOARD OF COMMISSIONERS 12. Consideration of Approval of Weekly Accounts Payable Vouchers OTHER ITEMS These can be any items not included on the agenda that the Commissioners wish to discuss as part of the meeting, pursuant to ORS 192.640. At any time during the meeting, an executive session could be called to address issues relating to ORS 192.660(2)(e), real property negotiations; ORS 192.660(2)(h), litigation; ORS 192.660(2)(d), labor negotiations; ORS 192.660(2)(b), personnel issues; or other executive session categories. Executive sessions are closed to the public; however, with few exceptions and under specific guidelines, are open to the media. Board of Commissioners Business Meeting Agenda of 3 Wednesday, August 16, 2017 Page 2 ADJOURN To watch this meeting on line, go to: www.deschutes.orq/meetings Please note that the video will not show up until recording begins. You can also view past meetings on video by selecting the date shown on the website calendar. ®® 44 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/meetinqcalendar (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 Business Meeting Agenda of 3 Wednesday, August 16, 2017 Page 3 BOARD OF COMMISSIONERS' MEETING REQUEST TO SPEAK Subject: r� e 4- c �� , �-- k/ �� Name vnP.14 .e<?�lc)rct'. }0 e Date: Address 7 > 31(,, 5 Phone #s 0)-? r2 r° 0 6 L-'0 a '7- / E-mail address p 7 7 i 7 �aj/ no 1, � 7 In Favor Neutral/Undecided Submitting written documents as part of testimony? Yes If so, please give a copy to the Recording Secretary for the record. 14,)U1 Cfr Tr -46Ys,i, Warnedek S p r s ( C4 73 0 1)±(X1 (DO -glt,frtk, Opposed No Uckit)fr ,r)/ &TA ..„. r' \i\ji 1 4. • £ r kr-, 0 fi•.? , . 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 Business Meeting of August 16, 2017 DATE: August 10, 2017 FROM: Chris Schmoyer, Community Development, 541-317-3164 TITLE OF AGENDA ITEM: PUBLIC HEARING: Marijuana Production Appeal - 247-17-000520-A PUBLIC HEARING ON THIS DATE?: Yes The applicant requested and ultimately received administrative approval of an Administrative Determination to establish a marijuana production facility in the Exclusive Farm Use (EFU) Zone. The administrative decision issued by staff was appealed. The Board of Commissioners called up the matter for their review on June 21st, 2017. The hearing is scheduled for August 16, 2017. RECOMMENDATION & ACTION REQUESTED: Hold public hearing to consider appeal of Administrative Decision approving recreational marijuana production in EFU zone. The Board called up this matter for review. lit BOARD OF COMMISSIONERS' MEETING REQUEST TO SPEAK ? ,1 / 1 A GI 7 - i 7- PW 4 Date: /Ai&(rein ilirG Subject: Name Address Phone #s 2-108 5-‘3 g 3 9 / E-mail address 13 1-10/t If w C� In Favor Neutral/Undecided Submitting written documents as part of testimony? Yes If so, please give a copy to the Recording Secretary for the record. Opposed No Planning Owl 8uttivision Environmental Sonision FILE NUMBERS: PROPERTY OWNER: APPLICANT: APPLICANT'S AGENT: APPELLANT: PROPOSAL: ADMINISTRATIVE DECISION ISSUED: APPEAL FILED: HEARING DATE: STAFF REVIEWER: STAFF COMMENT: LOCATION: P.O. Box 6005 117 NW Lafayette Avenue Bend, Oregon 97708-6005 Phone: (541) 388-5575 Fax (541) 38.5-1764 http:/tviww.deschutes,orgicd STAFF MEMORANDUM (Revised 8/7/17) 247-17-000520-A (247 -17 -000208 -AD & 247 -17 -000209 -LM) Eakin Properties, LLC Alex Eakin Sun Country Engineering and Surveying Warren & Cheryl Holt The applicant requested and ultimately received administrative approval of an Administrative Determination to establish a marijuana production facility in the Exclusive Farm Use (EFU) Zone (Attachment A). The administrative decision issued by staff was appealed (Attachment B). The County Board of Commissioners called up the matter for their review on June 21st, 20171. June 9, 2017 June 21, 2017 Wednesday, August 16, 2017 at 10:00 am Chris Schmoyer, Associate Planner This memorandum supplements the Findings and Decision for the above -referenced land use application. This memorandum does not replace previous staff findings in the Findings and Decision, but supplements those previous findings in consideration of the appellant's objections listed in the Notice of Appeal. The subject property has an assigned address of 64670 Bill Martin Road, Tumalo, Oregon and is further identified as Tax Lot 300 on Deschutes County Tax Map 16-12-31 (Attachment C). 1 The Board called up the matter via Order No. 2017-022. vices $ °f axed ith 150 -DAY REVIEW CLOCK: The 150th day on which the County must take final action on this application is September 20, 2017. I. STANDARDS & APPLICABLE CRITERIA Title 18 of the Deschutes County Code, the County Zoning Ordinance Chapter 18.16, Exclusive Farm Use Zones Chapter 18.56, Surface Mining Impact Area Combining Zone Chapter 18.84, Landscape Management Combining Zone Chapter 18.116, Supplementary Provisions Section 18.116.330, Marijuana Production, Processing, and Retailing Title 22 of the Deschutes County Code, the Development Procedures Ordinance II. OBJECTIONS & FINDINGS A. APPELLANT'S STATED REASONS FOR THE APPEAL (appellant's quotations are provided in italics): Specific Reasons for Appeal: 1. Staff made factual errors in the interpretation of this application criteria; 2. Staff made a best estimate rather than relying on factual data regarding road trips per day for a warehouse/production facility on a road involved in an ownership and maintenance lawsuit. 3. Subject property is on Bill Martin Road, a road currently the subject of an ownership and maintenance lawsuit between existing residents, Deschutes County and Tumalo Irrigation District. B. APPELLANT'S STATED ARGUMENT #1: In the Notice of Appeal and supplemental materials, the appellant states: 7) As we, interested parties that live on Bill Martin Road, understand it a) This is not a massive marijuana grow facility in terms of production for sale. It's a limited grow to test chemical fertilizer production. STAFF RESPONSE: Staff agrees that the proposed marijuana production facility is not massive in scale as the applicant proposes with this application an approximate 3,000 square foot structure and an approximate 5,184 square foot greenhouse structure (108' x 48') within a 120' x 120' fenced area to accommodate the proposed marijuana production operation. File Nos. 247-17-000208-AD/209-LM (247-17-000520-A) Page 2 of 6 Specifically, the applicant's burden of proof states: "The proposal is to construct a 3,000 square foot agricultural building (office, preparation and propagation, growing, etc.) as phase one, and the addition of 48 x108' (5,184 sf ea.) segmental greenhouse style growing structures in successive phases, not to exceed 20,000 square feet total, on the site...".2 C. APPELLANT'S STATED ARGUMENT #2: In the Notice of Appeal and supplemental materials, the appellant states: 2) Page 13 of 27 (Findings & Decision 247 -17 -000208 -AD & 247 -17 -00209 -LM) Item 3. states "Maximum Mature Plant Canopy Size. In the EFU zone, the maximum canopy area for mature marijuana plants shall apply as follows:" and sub item "d. Parcels equal to or greater than 40 acres to less than 60 acres in lot area: 20,000 square feet." a) Staff erred in stating in FINDING: The subject property contains 42 acres and is zoned EFU, thereby qualifying for up to 20,000 square feet of mature plant canopy. Under this application, the applicant has proposed a maximum of 5,000 square feet in mature plant canopy area, well below the 40,000 square feet allowed under (2)(d) above. This criterion will be met" i) For the proposed production area it should state " feet allowed under (3)(d) above" and "well below the 20,000 square feet allowed... ". STAFF RESPONSE: Staff agrees that a reference to (2)(d) was a typo and that (3)(d) is the correct reference, nevertheless, the scope of the proposal does not exceed the maximum square feet of mature canopy allowed under the code based on the size of the subject property (approximately 42 acres in size). For reference, DCC 18.116.330 (B) (3) is provided below: B. Marijuana production and marijuana processing. Marijuana production and marijuana processing shall be subject to the following standards and criteria: 3. Maximum Mature Plant Canopy Size. In the EFU zone, the maximum canopy area for mature marijuana plants shall apply as follows: a. Parcels from 5 acres to Tess than 10 acres in lot area: 2,500 square feet. b. Parcels equal to or greater than 10 acres to Tess than 20 acres in lot area: 5,000 square feet. The maximum canopy area for mature marijuana plants may be increased to 10,000 square feet upon demonstration by the applicant to the County that: 2 On May 10, 2017, Staff verified with the applicant's agent that the applicant is proposing with this application marijuana production within the two structures depicted on the site plan as described above, but considering expansion in the future. The pending application is essentially phase 1 of the applicant's plans for the property. Any subsequent phase, or expansion beyond what is described in the submitted application materials, will require land use approval File Nos. 247-17-000208-AD/209-LM (247-17-000520-A) Page 3 of 6 i. The marijuana production operation was lawfully established prior to January 1, 2015; and ii. The increased mature marijuana plant canopy area will not generate adverse impact of visual, odor, noise, lighting, privacy or access greater than the impacts associated with a 5,000 square foot canopy area operation. c. Parcels equal to or greater than 20 acres to less than 40 acres in lot area: 10,000 square feet. d. Parcels equal to or greater than 40 acres to less than 60 acres in lot area: 20,000 square feet. e. Parcels equal to or greater than 60 acres in lot area: 40,000 square feet. [Emphasis added] D. APPELLANT'S STATED ARGUMENT #3: In the Notice of Appeal and supplemental materials, the appellant states: 3) Page 4 of 27 (Findings & Decision 247 -17 -000208 -AD & 247 -17 -00209 -LM), the Senior Transportation Planner says: "The most recent edition of the Institute of Traffic Engineers (ITE) Trip Generation Handbook does not contain a category for marijuana production. In consultation with the Road Department Director and Planning staff, the County has determined the best analog use is Warehouse (Land Use 150) based on the storage requirements and employees of this activity. Warehouse generates daily trips at a rate of 3.56 trips per 1,000 square feet. The applicant's burden of proof states there will be 5,184 square -feet of green house and a 3,000 - square foot office building for total of 8,184 (5,184+ 3,000) square feet to be used for cannabis production and support. The resulting trip rate would be 29 daily trips (3.56 X 8.184). Deschutes County Code (DCC) at 18.116.310(C)(3)(a) states no traffic analysis is required if the proposed use will generate less than 50 new weekday trips. The proposed land use will meet not exceed that threshold and therefore no further traffic analysis is required." a) There is not 3,000 square feet of office space. There is a 3,000 square foot building that has a 192 square foot office space within it, as well as flowering rooms, drying room, processing room, and other spaces associated with the production and growth of their product. i) This should be studied further and corrected. Finding, if properly expressed by staff may well exceed the 50 vehicle trips per as estimated by staff, during cutting, drying, testing, and packaging periods. b) Most importantly, Bill Martin Road has been erroneously classified as a Local Access Road. This road is currently the subject of a lawsuit between the residents who use this road, Deschutes County and Tumalo Irrigation District. To classify it as an unmaintained Local Access Road at this time is not only premature, but careless. File Nos. 247-17-000208-AD/209-LM (247-17-000520-A) Page 4 of 6 i) Bill Martin Road, in its current state, is not safe for the heavy trucks that would be needed to construct the buildings proposed on this property. (1) Access to this proposed facility is off of Tumalo Reservoir Road and is currently unmaintained and listed bythe County as a Public Access Road. The road is badly rutted with severe potholes and unsafe for the existing residents using the road, making it questionable if the road will bear the weight of additional traffic. Adding more traffic until the lawsuit is settled will only exacerbate the problem. (2) This past winter, several sinkholes developed in the area, one of which was across the road and severe enough to trap residents from leaving their homes or unable to get home. There are currently two water carved caverns under this road that may cause the road to collapse under heavy equipment usage. (3) It is not reasonable to grant this application until the roadway maintenance lawsuit is settled and the road is either made safe for transit or moved entirely. STAFF RESPONSE: Regarding the appellant's stated argument #3 (a), the appellant indicates a processing room to be proposed within the 3,000 square foot structure, however, marijuana processing is not identified on the floor plans nor proposed with the application. The County Senior Transportation Planner, Peter Russell, has provided a memorandum addressing transportation -related concerns expressed by the appellant and is included as an attachment to this memo (Attachment D). Regarding review criteria pertaining to access to the property, marijuana production operations may be subject to DCC 18.116.330(B)(8), but is only applicable to proposed marijuana production facilities exceeding 5,000 square feet of canopy area for mature marijuana plants. The access requirements under DCC 18.116.330 (B) (8) are not applicable in this matter as the applicant does not propose to exceed 5,000 square feet of canopy area for mature marijuana plants as part of this application. The floor plan submitted with the application identifies the proposed 3,000 square foot structure to include four 12 foot x 24 foot flowering rooms, 288 square feet in size each, having a combined total of approximately 1,152 square feet. DCC 18.116.330 (B) (8) provides: B. Marijuana production and marijuana processing. Marijuana production and marijuana processing shall be subject to the following standards and criteria: 8. Access. Marijuana production over 5,000 square feet of canopy area for mature marijuana plants shall comply with the following standards. a. Have frontage on and legal direct access from a constructed public, county, or state road; or File Nos. 247-17-000208-AD/209-LM (247-17-000520-A) Page 5 of 6 b. Have access from a private road or easement serving only the subject property. c. If the property takes access via a private road or easement which also serves other properties, the applicant shall obtain written consent to utilize the easement or private road for marijuana production access from all owners who have access rights to the private road or easement. The written consent shall: L Be on a form provided by the County and shall contain the following information; ii. Include notarized signatures of all owners, persons and properties holding a recorded interest in the private road or easement; iii. Include a description of the proposed marijuana production or marijuana processing operation; and iv. Include a legal description of the private road or easement. In response to notice of the application, George Kolb, former County Engineer with the Deschutes County Road Department, provided the following comments: This application is accessed off of Bill Martin Road. Bill Martin Road was dedicated for public use per Land Use Action RD 06-3. It is classified as a Local Access Road which is defined in ORS 368.001 as a public road that is not a County road, State Highway or Federal Highway and therefore is not maintained by Deschutes County. III. CONCLUSION The Findings & Decision for this application identifies all applicable sections of County Code and evaluates compliance with the applicable criteria and standards of such review. This memorandum only supplements the findings of compliance with the identified ordinances in relation to the issues raised in the Notice of Appeal. Based on the foregoing Findings and Decision, staff finds that the proposed marijuana production facility can comply with the applicable standards and criteria of the Deschutes County zoning ordinance if conditions of approval are met. Attachments: A. Administrative Decision for 247 -17 -000208 -AD & 247 -17 -000209 -LM B. Appeal Application and materials C. Vicinity map, applicant's plot plan and other maps D. Memo from County Senior Transportation Planner File Nos. 247-17-000208-AD/209-LM (247-17-000520-A) Page 6 of 6 Mailing Date: Friday, June 09, 2017 Com rnunity Development Depart ln lent Planning Division Welding Safety Division Environmental soil D3iuisinn FILE NUMBERS: P.O. Box 6005 7 NW Lafayette Avenue Bend, Oregon 97708-6005 Phone: (541) 338-6575 Fax: (541) 385-1764 Ihttp://www.desctlutes.org/cd FINDINGS & DECISION 247 -17 -000208 -AD & 247 -17 -000209 -LM APPLICANT: Alex Eakin 115S2nd St. Selah, WA 98942 OWNER: Eakin Properties, LLC 115S2nd St. Selah, WA 98942 PROPOSAL: The applicant requests approval of an Administrative Determination to allow indoor marijuana production on the subject property zoned Exclusive Farm Use (EFU). Nonvisible Landscape Management Site Plan Review is also requested. STAFF REVIEWER: Chris Schmoyer, Associate Planner I. APPLICABLE CRITERIA Title 18, Deschutes County Zoning Ordinance Chapter 18.16, Exclusive Farm Use Zones Chapter 18.56, Surface Mining Impact Area Combining Zone Chapter 18.84, Landscape Management Combining Zone Chapter 18.116, Supplementary Provisions Section 18.116.330, Marijuana Production, Processing, and Retailing Title 22, Deschutes County Development Procedures Ordinance II. BASIC FINDINGS A. LOCATION: The subject property has an assigned address of 64670 Bill Martin Rd., Tumalo, Oregon and is further identified as Tax Lot 300 on Deschutes County Tax Map 16-12-31. B. LOT OF RECORD: The subject property is a legal lot of record as it is Parcel 1 of Partition Plat 2011-04. C. ZONING: The property is within the Exclusive Farm Use—Tumalo/Redmond/Bend subzone (EFU-TRB). The parcel is also within the Surface Mining Impact Area Combining Zone, a Reclaimed Surface Mining Impact Area, and the approximate east Attachment "A" to Staff Memo Services I'erforfr cid' with half of the parcel is in the Landscape Management (LM) Combining Zone associated with Highway 97. D. SITE DESCRIPTION: The subject parcel is approximately 42 acres in size and is currently vacant. The property has multiple two -track and dirt roads and trails in various locations throughout the site. The property supports scattered juniper trees and native vegetation. The terrain falls moderately from Bill Martin Rd, the primary access to the site, eastward into a gentle draw, and climbs gently back up, to the Tumalo Rim before falling steeply into the Tumalo Valley floor approximately 100 vertical feet. E. SURROUNDING ZONING AND LAND USES: Zoning surrounding the property consists of EFU-TRB to the north and south, Surface Mining to the west and Tumalo Commercial and Tumalo Residential to the east across Highway 20. The property is bound by Bill Martin Road on the west line, Strickler Avenue and State Hwy 20 on the east, with largely undeveloped EFU parcels to the north and south. Tax Lot 102, 16-12-31, adjacent and to the north of the subject property is developed with a single-family dwelling authorized under Land Use File CU -06-22 as a nonfarm dwelling. Abutting the subject property to the south is tax lot 302, 16-12-31, a vacant parcel that has a valid conditional use permit to establish a nonfarm dwelling. Also to the south are lands zoned Tumalo Rural Community Zoning Districts, which include residential, commercial, and research and development uses. To the west is Surface Mining Site No. 357. Additionally, tax lot 301, owned by Central Electric Cooperative, forms a 1.63 -acre indentation into the western boundary of the subject property. Tax lot 301 is developed with a utility substation. F. PROPOSAL: The applicant requests approval of an Administrative Determination to establish a recreational marijuana production facility in the Exclusive Farm Use (EFU- TRB) zone. Although, the application indicates that a maximum mature plant canopy on site would not exceed 20,000 square feet, under this application, two new structures are proposed; a 1,680 square foot accessory structure and a 5,184 square foot greenhouse, thus exclusively reviewed in this decision. The submitted burden of proof states: "This application requests approval for development of marijuana production facilities (greenhouses) and accessory buildings for growing recreational marijuana. The proposal is to construct a 3,000 square foot agricultural building (office, preparation and propagation, growing, etc) as phase one, and the addition of 48x108' (5,184 sf ea.) segmental greenhouse style growing structures in successive phases, not to exceed 20,000 square feet total, on the site." The submitted site plan identifies two proposed structures; a 108' x 48' (5,148 square feet) "green house" and 50' x 60' (3,000 square foot) "indoor facility" structure, thus, these are the structures subject to this review. 247 -17 -000208 -AD & 247 -17 -000209 -LM Page 2 of 27 PROUVOION AKA RCEL 2 OF PP 2011.4 4 `SAX LOT Source: Excerpt of Applicant's Site Plan identifying location of the proposed structures. G. LAND USE HISTORY: According to Deschutes County Community Development records, the property was approved for a non-farm dwelling permitted by file CU -09- 40. H. PUBLIC AGENCY COMMENTS: The Planning Division mailed notice and received comments from the following agencies: Deschutes County Building Division: The Deschutes County Building Safety Divisions code required Access, Egress, Setback, Fire & Life Safety Fire Fighting Water Supplies, etc. will be specifically addressed during the plan review process for any proposed structures and occupancies. All Building Code required items will be addressed, when a specific structure, occupancy, and type of construction is proposed and submitted for plan review. Deschutes County Road Department: George Kolb, County Engineer, provided the following comments: • This application is accessed off of Bill Martin Road. Bill Martin Road was dedicated for public use per Land Use Action RD 06-3. It is classified as a Local Access Road which is defined in ORS 368.001 as a public road that is not a County road, State Highway or Federal Highway and therefore is not maintained by Deschutes County. 247 -17 -000208 -AD & 247 -17 -000209 -LM Page 3 of 27 • The Burden of Proof (Page 4, Section 18.16.070. Yards) states, "the subject property fronts on a County Local Road.". Bill Martin Road is a Local Access Road, not a County road. Deschutes County Senior Transportation Planner, Peter Russell: I have reviewed the transmittal materials for 247-17-000208-AD/209-LM for a marijuana production (growing) operation in the Exclusive Farm Use (EFU) zone at 64670 Bill Martin Road, aka 16-12-31, Tax Lot 300. While the applicant has indicated he eventually intends to devote up to 20,000 square feet for production, the current application is only for the 8,184 square feet of Phase One. The most recent edition of the Institute of Traffic Engineers (ITE) Trip Generation Handbook does not contain a category for marijuana production. In consultation with the Road Department Director and Planning staff, the County has determined the best analog use is Warehouse (Land Use 150) based on the storage requirements and employees of this activity. Warehouse generates daily trips at a rate of 3.56 trips per 1,000 square feet. The applicant's burden of proof states there will be 5,184 square -feet of green house and a 3,000 -square foot office building for total of 8,184 (5,184 + 3,000) square feet to be used for cannabis production and support. The resulting trip rate would be 29 daily trips (3.56 X 8.184). Deschutes County Code (DCC) at 18.116.310(C)(3)(a) states no traffic analysis is required if the proposed use will generate less than 50 new weekday trips. The proposed land use will meet not exceed that threshold and therefore no further traffic analysis is required. Board Resolution 2013-020 sets a (SDC rate of $3,852 per p.m. peak hour trip. The ITE indicates Warehouse generates 0.32 p.m. peak hour trips per 1,000 square feet, which would result in 2.6 p.m. peak hour trips (0.32 X 8.2). Thus the applicable SDC would be $10,015 (2.6 X $3,852). The SDC is due prior to issuance of certificate of occupancy; if a certificate of occupancy is not applicable, then the SDC is due within 60 days of the land use decision becoming final. Bend Fire Department: Jeff Bond, Deputy Fire Marshal, provided the following comments: General Safety Provisions: • Material Safety Data Sheets shall be on property and made easily accessible to the fire code official. Section 50034 of the 2014 Oregon Fire Code • Containers and/or packages related to hazardous materials shall be properly labeled and warning signage shall be properly displayed and easily visible. Section 5003.5.1 of the 2014 Oregon Fire Code. • All persons shall be trained on what to do in the event of an emergency involving hazardous materials on the property. Sections 406 and 407 of the 2014 Oregon Fire Code. • NFPA 704 hazard identification signs shall be placed on stationary containers and above ground tanks and at entrances to locations where hazardous materials are stored, dispensed, used, or handled in quantities requiring a permit and at specific entrances and locations designated by the fire code official. Section 5003.5 of the 2014 Oregon Fire Code. 247 -17 -000208 -AD & 247 -17 -000209 -LM Page 4 of 27 • Clearance between ignition sources, such as luminaires, heaters, flame - producing devices, and combustible materials, shall be maintained in an approved manner. Section 305.1 of the 2014 Oregon Fire Code. Building and Equipment Design Features: • Interior finishes (Visqueen® or Mylar® type plastic/polyethylene or polyester to cover walls and ceilings) must comply with flame spread ratings in accordance with Table 803.3 of the 2014 Oregon Fire Code. Exits and Exit Signage, Egress: Security measures shall not conflict with the maintenance and operation of exiting and egress. • Means of egress shall not be concealed in any way. Section 1008.1 of the 2014 Oregon Fire Code. • Exit doors and their function shall not be eliminated or modified in any way without prior approval of the Building Official. Section 1001.2 of the 2014 Oregon Fire Code. • Slide bolts and security bars installed on emergency egress doors are prohibited. Section 1008.1.9.4 of the 2014 Oregon Fire Code. Fire Extinguishers: • Provide 10 Ib. ABC 4A: 80B: C portable fire extinguishers through the facility to achieve a maximum travel distance of no more than 75 feet to each fire extinguisher. Section 906.1 of the 2014 Oregon Fire Code. Fire Apparatus and Building Access: • Buildings/facilities associated with the production of marijuana shall have at least one all-weather road 20 feet wide and supporting fire apparatus up to 60,000 GVW. Section 503.2 of the 2014 Oregon Fire Code. • Gates across fire apparatus access road shall be approved by the fire code official. Section 503.6 of the 2014 Oregon Fire Code. • The installation of a Knox Box® and/or Knox® Key Override shall be installed to provide rapid entry. Section 506.1 of the 2014 Oregon Fire Code. Fire Protection Water Supplies: An approved water supply capable of supplying the required fire flow for fire protection shall be provided to premises upon which facilities, buildings or portions of buildings are hereafter constructed or moved into or within the jurisdiction. Section 507.1 of the 2014 Oregon Fire Code. • Fire flow requirements for buildings or portions of buildings shall be determined by an approved method. Documentation of the available fire flow shall be provided to the fire code official prior to final approval of the water supply system. 247 -17 -000208 -AD & 247 -17 -000209 -LM Page 5 of 27 • In areas without water supply systems, the fire code official is authorized to use NFPA 1142 in determining fire flow requirements. Appendix B107.1 of the 2014 Oregon Fire Code. Hazardous Materials and Operations: • Provide information to the fire code official on the use of Carbon Dioxide and Carbon Dioxide generators related to the marijuana production operation. The use of Carbon Dioxide or Carbon Dioxide Generators creating an asphyxiation hazard shall require monitoring, detection and an audible alarm. Chapter 50 of the 2014 Oregon Fire Code. Electrical: Identified electrical hazards shall be abated. Identified hazardous electrical conditions in permanent wiring shall be brought to the attention of the responsible code official. Electrical wiring, devices, appliances, and other equipment that is modified or damaged and constitutes an electrical shock or fire hazard shall not be used. Section 605.1 of the 2014 Oregon Fire Code. • Electrical appliances and fixtures shall be tested and listed in published reports of inspected electrical equipment by an approved agency and installed and maintained in accordance with all instructions included as part of such listing. Section 605.7 of the 2014 Oregon Fire Code. Other Fire Service Features: • New and existing buildings shall have approved address numbers, building numbers or approved building identification placed in a position that is plainly legible and visible from the street or road fronting the property. Numbers shall be a minimum 4 inches high with a minimum stroke width of 0.5 inch. Where access is by means of a private road and the building cannot be viewed from the public way, a monument, pole, or other sign or means shall be used to identify the structure. Address signs are available through the Deschutes Rural Fire Protection District #2. An address sign application can be obtained from the City of Bend Fire Department website or by calling 541-388-6309 during normal business hours. Section 505.1 of the 2014 Oregon Fire Code. Tumalo Irrigation District: Provided a transmittal response of "no comment" The following agencies either had no comment or did not respond to the notice: Central Electric Co-op, Oregon Liquor Control Commission, Oregon Department of Transportation, Redmond School District 2J, Watermaster District 11. I. PUBLIC COMMENTS: The Planning Division mailed a written notice of this action to property owners within 750 feet of the subject property on March 30, 2017. The applicant provided an affidavit stating they posted a land use action sign on their property where it could clearly be seen from Bill Martin Road on April 13, 2017 for a total of 10 days. No written comments were received from the public regarding this proposal. 247 -17 -000208 -AD & 247 -17 -000209 -LM Page 6 of 27 J. REVIEW PERIOD: This application was submitted on March 24, 2017 and was deemed complete on April 23, 2017. The 150th day on which the County must take final action on this application is September 20, 2017. III. CONCLUSIONARY FINDINGS A. Chapter 18.16, Exclusive Farm Use Zones 1. Section 18.16.020. Use Permitted Outright. The following uses and their accessory uses are permitted outright: S. Marijuana production, subject to the provisions of DCC 18.116.330. FINDING: The proposed recreational marijuana production facility is an allowable use permitted outright in the EFU zones, subject to the provisions of DCC 18.116.330, which are reviewed below. 2. 18.16.060. Dimensional Standards. E. Building height. No building or structure shall be erected or enlarged to exceed 30 feet in height, except as allowed under DCC 18.120.040. FINDING: The applicant proposes to construct a 3,000 square foot agricultural building (office, preparation and propagation, growing, etc.) at a height of 20 feet, 2 inches and a 5,184 greenhouse having a height of no more than 18 feet. Confirmation with building height will be verified during the building permit review process. This standard is met. 3. Section 18.16.070. Yards. A. The front yard shall be a minimum of: 40 feet from a property line fronting on a local street, 60 feet from a property line fronting on a collector street, and 100 feet from a property line fronting on an arterial street. B. Each side yard shall be a minimum of 25 feet, except that for a nonfarm dwelling proposed on property with side yards adjacent to property currently employed in farm use, and receiving special assessment for farm use, the side yard shall be a minimum of 100 feet. C. Rear yards shall be a minimum of 25 feet, except that for a nonfarm dwelling proposed on property with a rear yard adjacent to property currently employed in farm use, and receiving special assessment for farm use, the rear yard shall be a minimum of 100 feet. D. In addition to the setbacks set forth herein, any greater setbacks required by applicable building or structural codes adopted by the State of Oregon and/or the County under DCC 15.04 shall be met. 247 -17 -000208 -AD & 247 -17 -000209 -LM Page 7 of 27 FINDING: As shown on the submitted site plan, the proposed structures are located in excess of 100 feet from any property line, satisfying the criteria. B. CHAPTER 18.56. SURFACE MINING IMPACT AREA COMBINING ZONE 1. Section 18.56.140. Exemptions The following shall be exempt from the provisions of DCC 18.56: A. Uses in the SM/A Zone which are not within one-half mile of any identified resource in the SM Zone after reclamation has occurred. B. Continuation and maintenance of a conforming or nonconforming use established prior to the effective date of Ordinance No.90- 014. C. The employment of land for farm or forest use. D. Additions to noise -sensitive or dust -sensitive uses or structures existing on the effective date of Ordinance No.90-014 or established or constructed in accordance with DCC Chapter 18.56 which are completely screened from the surface mining site by the existing use or structure. FINDING: The applicant proposes a greenhouse and agricultural support structure to be used for marijuana production, a farm use. Staff finds the applicant meets the requirements of item C above and is exempt from the provisions of DCC 18.56. C. CHAPTER 18.84, LANDSCAPE MANAGEMENT COMBINING ZONE 1. Section 18.84.020, Application of Provisions The provisions of DCC 18.84 shall apply to all areas within one-fourth mile of roads identified as landscape management corridors in the Comprehensive Plan and the County Zoning Map. The provisions of DCC 18.84 shall also apply to all areas within the boundaries of a State scenic waterway or Federal wild and scenic river corridor and all areas within 660 feet of rivers and streams otherwise identified as landscape management corridors in the comprehensive plan and the County Zoning Map. The distance specified above shall be measured horizontally from the center line of designated landscape management roadways or from the nearest ordinary high water mark of a designated landscape management river or stream. The limitations in DCC 18.84.20 shall not unduly restrict accepted agricultural practices. FINDING: Highway 20 is identified on the County Zoning Map as the Landscape Management (LM) feature. The proposed structures are situated on a portion of the property that is within the LM Combining Zone, thus, are subject to applicable criteria of this chapter. 2. Section 18.84.050, Use limitations A. Any new structure or substantial exterior alteration of a structure requiring a building permit or an agricultural structure within an LM Zone shall obtain site plan approval in accordance with DCC 18.84 prior 247 -17 -000208 -AD & 247 -17 -000209 -LM Page 8 of 27 to construction. As used in DCC 18.84 substantial exterior alteration consists of an alteration which exceeds 25 percent in the size or 25 percent of the assessed value of the structure. B. Structures which are not visible from the designated roadway, river or stream and which are assured of remaining not visible because of vegetation, topography or existing development are exempt from the provisions of DCC 18.84.080 (Design Review Standards) and DCC 18.84.090 (Setbacks). An applicant for site plan review in the LM Zone shall conform with the provisions of DCC 18.84, or may submit evidence that the proposed structure will not be visible from the designated road, river or stream. Structures not visible from the designated road, river or stream must meet setback standards of the underlying zone. FINDING: Regarding (A) above, the proposed structures are within the LM Combining Zone, associated with agricultural use and may require a building permit, thus are subject to applicable requirements of this chapter. As shown on the tentative plan, the buildings are set back from the ridgeline enough to preclude a sightline from the building top and highway. The proposed structures will not be visible from Highway 20 and will continue to remain not visible because of steep topography between the structures and the highway, as well as, distance, and a thickly wooded area of Juniper trees between the highway and the proposed development site. Based on this information, the proposed structures qualify for exemption from the design review and setback standards of chapter 18.84 of the Deschutes County Code. Site photos (below) show the site lines from the base of the ridge at the highway, and from Photo from Highway Source: Applicant's Burden of Proof Statement 247 -17 -000208 -AD & 247 -17 -000209 -LM Page 9 of 27 3. Section 18.84.090. Setbacks. A. Except as provided in DCC 18.84.090, minimum setbacks shall be those established in the underlying zone with which the LM Zone is combined. B. Road Setbacks. All new structures or additions to existing structures on lots fronting a designated landscape management road shall be set back at least 100 feet from the edge of the designated road right-of-way unless the Planning Director or Hearings Body finds that: 1. A location closer to the designated road would more effectively screen the building from the road; or protect a distant vista; or 2. The depth of the lot makes a 100 -foot setback not feasible; or 3. Buildings on both lots abutting the subject lot have front yard setbacks of less than 100 feet and the adjacent buildings are within 100 feet of the lot line of the subject property, and the depth of the front yard is not less than the average depth of the front yards of the abutting lots. If the above findings are made, the Planning Director or Hearings Body may approve a less restrictive front yard setback which will be appropriate to carry out the purpose of the zone. C. River and Stream Setbacks. All new structures or additions to existing structures shall be set back 100 feet from the ordinary high water mark of designated streams and rivers or obtain a setback exception in accordance with DCC 18.120.030. For the purpose of DCC 18.84.090, decks are considered part of a structure and must conform with the setback requirement. The placement of on-site sewage disposal systems shall be subject to joint review by the Planning Director or Hearings Body and the Deschutes County Environmental Health Division. The placement of such systems shall minimize the impact on the vegetation along the river and shall allow a dwelling to be constructed on the site as far from the stream or lake as possible. Sand filter systems may be required as replacement systems when this will allow a dwelling to be located further from the stream or to meet the 100 -foot setback requirement D. Rimrock Setback. New structures (including decks or additions to existing structures) shall be set back 50 feet from the rimrock in an LM Zone. An exception to this setback may be granted pursuant to the provisions of DCC 18.84.090(E). E Rimrock Setback Exceptions. An exception to the 50 -foot rimrock setback may be granted by the Planning Director or Hearings Body, subject to the following standards and criteria. 1. An exception shall be granted when the Planning Director or Hearings Body finds that: a. A lesser setback will make the structure less visible or completely screened from the river or stream; or b. The subject lot or parcel was a lot of record prior to the adoption of this ordinance; or c. Dwellings (including decks) on both lots or parcels abutting the subject lot within 50 feet of the rimrock and the adjacent buildings are within 100 feet of the lot line of the subject property; or d. Adherence to the 50 -foot setback would prevent the structure from being sited on the lot. 247 -17 -000208 -AD & 247 -17 -000209 -LM Page 10 of 27 4. Section 18.84.030. Uses Permitted Outright. Uses permitted in the underlying zone with which the LM Zone is combined shall be permitted in the LM Zone, subject to the provisions in DCC 18.84. FINDING: The proposed marijuana production use is permitted outright in the underlying EFU Zone, subject to the provisions of DCC 18.116.330, which are addressed below. Therefore, the proposed use is permitted outright in the LM Zone, subject to the provisions in DCC 18.84. This criterion is met. 5. Section 18.84.090, Setbacks B. Road Setbacks. All new structures or additions to existing structures on lots fronting a designated landscape management road shall be set back at least 100 feet from the edge of the designated road right-of-way unless the Planning Director or Hearings Body finds that: 1. A location closer to the designated road would more effectively screen the building from the road; or protect a distant vista; or 2. The depth of the lot makes a 100 -foot setback not feasible; or 3. Buildings on both lots abutting the subject lot have front yard setbacks of less than 100 feet and the adjacent buildings are within 100 feet of the lot line of the subject property, and the depth of the front yard is not less than the average depth of the front yards of the abutting lots. If the above findings are made, the Planning Director or Hearings Body may approve a less restrictive front yard setback which will be appropriate to carry out the purpose of the zone. FINDING: The proposed structures are shown to be sited over 700 feet from Highway 20 complying with this standard. C. River and Stream Setbacks. All new structures or additions to existing structures shall be set back 100 feet from the ordinary high water mark of designated streams and rivers or obtain a setback exception in accordance with DCC 18.120.030. For the purpose of DCC 18.84.090, decks are considered part of a structure and must conform with the setback requirement. The placement of on-site sewage disposal systems shall be subject to joint review by the Planning Director or Hearings Body and the Deschutes County Environmental Health Division. The placement of such systems shall minimize the impact on the vegetation along the river and shall allow a dwelling to be constructed on the site as far from the stream or lake as possible. Sand filter systems may be required as replacement systems 247 -17 -000208 -AD & 247 -17 -000209 -LM Page 11 of 27 when this will allow a dwelling to be located further from the stream or to meet the 100 -foot setback requirement. FINDING: The property is not located near a river or stream. Therefore this criterion is not applicable. D. Chapter 18.116, Supplementary Provisions 1. Section 18.116.330, Marijuana Production, Processing, and Retailing. A. Applicability. Section 18.116.330 applies to: 1. Marijuana Production in the EFU, MUA-10, and RI zones. 2. Marijuana Processing in the EFU, MUA-10, TeC, TeCR, TuC, Tul, RI, and SUBP zones 3. Marijuana Retailing in the RSC, TeC, TeCR, TuC, Tul, RC, RI, SUC, SUTC, and SUBP zones. 4. Marijuana Wholesaling in the RSC, TeC, TeCR, TuC, RC, SUC, and SUBP zones. FINDING: The applicant has proposed Marijuana Production in an EFU zone. Therefore this section applies. B. Marijuana production and marijuana processing. Marijuana production and marijuana processing shall be subject to the following standards and criteria: 1. Minimum Lot Area. a. In the EFU and MUA-10 zones, the subject legal lot of record shall have a minimum lot area of five (5) acres. FINDING: The subject property is a legal lot of record as it is Parcel 1 of Partition Plat 2011- 04, a lawfully platted partition plat. 2. Indoor Production and Processing. a. In the MUA-10 zone, marijuana production and processing shall be located entirely within one or more fully enclosed buildings with conventional or post framed opaque, rigid walls and roof covering. Use of greenhouses, hoop houses, and similar non- rigid structures is prohibited. b. In the EFU zone, marijuana production and processing shall only be located in buildings, including greenhouses, hoop houses, and similar structures. c. In all zones, marijuana production and processing are prohibited in any outdoor area. FINDING: The subject property is within the EFU zone. The applicant has proposed that all production will occur within a 108' x 48' (5,148 square feet) "green house" and 50' x 60' 247 -17 -000208 -AD & 247 -17 -000209 -LM Page 12 of 27 (3,000 square foot) "indoor facility" structure, each complying with these criteria. As an ongoing condition of approval, marijuana production is prohibited in any outdoor area. 3. Maximum Mature Plant Canopy Size. In the EFU zone, the maximum canopy area for mature marijuana plants shall apply as follows: a. Parcels from 5 acres to less than 10 acres in lot area: 2,500 square feet. b. Parcels equal to or greater than 10 acres to less than 20 acres in lot area: 5,000 square feet. The maximum canopy area for mature marijuana plants may be increased to 10,000 square feet upon demonstration by the applicant to the County that: i. The marijuana production operation was lawfully established prior to January 1, 2015; and ii. The increased mature marijuana plant canopy area will not generate adverse impact of visual, odor, noise, lighting, privacy or access greater than the impacts associated with a 5,000 square foot canopy area operation. c. Parcels equal to or greater than 20 acres to less than 40 acres in lot area: 10,000 square feet. d. Parcels equal to or greater than 40 acres to less than 60 acres in lot area: 20,000 square feet. e. Parcels equal to or greater than 60 acres in lot area: 40,000 square feet. FINDING: The subject property contains 42 acres and is zoned EFU, thereby qualifying for up to 20,000 square feet of mature plant canopy. Under this application, the applicant has proposed a maximum of 5,000 square feet in mature plant canopy area, well below the 40,000 square feet allowed under (2)(d) above. This criterion will be met. 4. Maximum Building Floor Area. In the MUA-10 zone, the maximum building floor area used for all activities associated with marijuana production and processing on the subject property shall be: a. Parcels from 5 acres to less than 10 acres in lot area: 2,500 square feet. b. Parcels equal to or greater than 10 acres: 5,000 square feet. FINDING: The subject property is not located in the MUA-10 Zone, therefore, this criterion does not apply. 5. Limitation on License/Grow Site per Parcel. No more than one (1) Oregon Liquor Control Commission (OLCC) licensed marijuana production or Oregon Health Authority (OHA) registered medical marijuana grow site shall be allowed per legal parcel or lot. 247 -17 -000208 -AD & 247 -17 -000209 -LM Page 13 of 27 FINDING: The applicant indicates that the proposed production facility will operate under an Oregon Liquor Control Commission (OLCC) permit, in application to the State of Oregon. The proposed use includes only one (1) OLCC licensed marijuana production site. This criterion will be met. 6. Setbacks. The following setbacks shall apply to all marijuana production and processing areas and buildings: a. Minimum Yard Setback/Distance from Lot Lines: 100 feet. b. Setback from an off-site dwelling: 300 feet. For the purposes of this criterion, an off-site dwelling includes those proposed off-site dwellings with a building permit application submitted to Deschutes County prior to submission of the marijuana production or processing application to Deschutes County. c. Exception: Any reduction to these setback requirements may be granted by the Planning Director or Hearings Body provided the applicant demonstrates the reduced setbacks afford equal or greater mitigation of visual, odor, noise, lighting, privacy, and access impacts. FINDING: The submitted plot plan identifies both the proposed green house and agricultural support structure to be sited well beyond the minimum of 100 feet from all property lines and beyond 300 feet from an off-site dwelling. Based on the submitted plan, the fenced area containing the proposed structures would be approximately 180 feet from the south property line, 700 feet from the east property line, 1,635 feet from the west line and 510 feet from the north property line. The nearest existing dwelling is over 800 feet south from the proposed green house and agricultural support structure on Tax Lot 410, on Assessor's Map 16-12-31. The parcel abutting the subject property to the south, Tax lot 302 on Assessor's Map 16-12-31, has a valid land use approval for a dwelling, but a building permit has not yet been submitted. The approved homesite area on Tax Lot 302 is approximately 1,480 feet south of the fenced area for the proposed Marijuana production operation. Staff finds this criterion will be met. 7. Separation Distances. Minimum separation distances shall apply as follows: a. The use shall be located a minimum of 1000 feet from: i. A public elementary or secondary school for which attendance is compulsory under Oregon Revised Statutes 339.010, et seq., including any parking lot appurtenant thereto and any property used by the school; ii. A private or parochial elementary or secondary school, teaching children as described in ORS 339.030(1)(a), including 247 -17 -000208 -AD & 247 -17 -000209 -LM Page 14 of 27 any parking lot appurtenant thereto and any property used by the school; iii. A licensed child care center or licensed preschool, including any parking lot appurtenant thereto and any property used by the child care center or preschool. This does not include licensed or unlicensed child care which occurs at or in residential structures; iv. A youth activity center; and v. National monuments and state parks. b. For purposes of DCC 18.116.330(6)(7), all distances shall be measured from the lot line of the affected properties listed in DCC 18.116.330(B)(7)(a) to the closest point of the buildings and land area occupied by the marijuana producer or marijuana processor. c. A change in use of another property to those identified in DCC 18.116.330(6)(7) shall not result in the marijuana producer or marijuana processor being in violation of DCC 18.116.330(B)(7) if the use is: i. Pending a local land use decision; ii. Licensed or registered by the State of Oregon; or iii. Lawfully established. FINDING: In response to these criteria, the applicant's burden of proof states: The nearest qualified uses requiring a separation distance under this section in the vicinity, is located north and east of the subject property, being tax lot 1201, owned by Tumalo Elementary School. The proposed facility, buildings and land area occupied by the producer, is located over 1,000 feet from the qualified property lot line. Staff finds that based on the applicant's burden of proof and submitted site plan, coupled with current Deschutes County Property Information (DIAL) and GIS mapping, none of the properties within 1,000 feet of the proposed use are described in the criteria of the section. These criteria are met. 8. Access. Marijuana production over 5,000 square feet of canopy area for mature marijuana plants shall comply with the following standards [...] FINDING: The applicant does not propose to exceed 5,000 square feet of canopy area for mature marijuana plants as part of this application. These criteria do not apply. 9. Lighting. Lighting shall be regulated as follows: a. Inside building lighting, including greenhouses, hoop houses, and similar structures, used for marijuana production shall not be visible outside 247 -17 -000208 -AD & 247 -17 -000209 -LM Page 15 of 27 the building from 7:00 p.m. to 7:00 a.m. on the following day. b. Lighting fixtures shall be fully shielded in such a manner that all light emitted directly by the lamp or a diffusing element, or indirectly by reflection or refraction, is projected below the horizontal plane through the lowest light -emitting part. c. Light cast by exterior light fixtures other than marijuana grow lights shall comply with DCC 15.10, Outdoor Lighting Control. FINDING: The applicant burden of proof states, The proposed building in this application does not contain windows. Any other openings, such as on man doors, overhead doors, vents or other openings will be equipped to shield light during the hours of 7 PM to 7 AM. The proposed green house will be covered with opaque panels for light penetration during normal hours and operation, and equipped with automated "black out" coverings under the opaque roofing to provide light deprivation periods (part of the production process) where light cannot penetrate, and also prevent any escapement during the restricted hours of 7 PM to 7 AM. Therefore, no indoor lighting will be visible at any time. These criteria can be met through the applicant's ability to comply with a condition of approval. 10. Odor. As used in DCC 18.116.330(B)(10), building means the building, including greenhouses, hoop houses, and other similar structures, used for marijuana production or marijuana processing. a. The building shall be equipped with an effective odor control system which must at all times prevent unreasonable interference of neighbors' use and enjoyment of their property. b. An odor control system is deemed permitted only after the applicant submits a report by a mechanical engineer licensed in the State of Oregon demonstrating that the system will control odor so as not to unreasonably interfere with neighbors' use and enjoyment of their property. c. Private actions alleging nuisance or trespass associated with odor impacts are authorized, if at all, as provided in applicable state statute. d. The odor control system shall: i. Consist of one or more fans. The fan(s) shall be sized for cubic feet per minute (CFM) equivalent to the volume of the building (length multiplied by width multiplied by height) divided by three. The filter(s) shall be rated for the required CFM; or 247 -17 -000208 -AD & 247 -17 -000209 -LM Page 16 of 27 11. Utilize an alternative method or technology to achieve equal to or greater odor mitigation than provided by (i) above. e. The system shall be maintained in working order and shall be in use. FINDING: The applicant submitted a letter, dated March 6, 2017, from Jay Castino of JJC Engineering, a mechanical engineer licensed in the State of Oregon. Mr. Castino's letter contains details of the system to be implemented with the proposed structures. Pertinent excerpts of his letter are provided below: This is a narrative report stating that Alex Eakin's marijuana production facility at 64670 Bill Martin RD Bend, OR meetsthe odor control system requirement of DCC 18:116.330(B)(10) and complies with the noise requirements of DCC 18,116,330(BX11), Building Description 0. Mr. Eakins marijuana production facility is in an agricultural building. See architectural information provided by others for more detail. 1-1VAC system description 0 A conventional "ail -air split system furnace and A/C coil will be used to condition the space for the marijuana production facility. 0 In the normal mode of operation, it will condition and recirculate the air within the building; no air is exhausted from the building. o In the economizer mode of operation, it will intake fresh air from outside to condition the interior space and exhaust stale air back to the outside, • In this economizer mode, air will be exhausted from the building and will run through the odor control system before exiting the building (see Figure 1 an next page). 247 -17 -000208 -AD & 247 -17 -000209 -LM Page 17 of 27 Odor control system An activated carbon (charcoal) filter on the exhaust system will provide the odor control. When the HVAC system goes Into economizer mode, the activated carbon filters on the exhaust system will scrub the exhaust air (see Figure 1).. The activated carbon fitters will be maintained and/or replaced per the manufacturer's suggested service intervals. This odor control system will not reasonably interfere with neighbors' use and enjoyment of their property. Figure 1- .lection t eres diagram of HVAC -r::trin ineconomizer enotie and odor control >1 Based on the submitted letter from Mr. Castino, the applicants odor control system will satisfy the requirements of DCC 18.116.330(B)(10)(d)(ii) above. As indicated, the letter confirms capable compliance with this section odor control. The applicant indicates that regular maintenance and repairs will be in accordance with manufactures recommendations performed by qualified technicians. Compliance with this criterion can be met through the applicant's ability to comply with an ongoing condition of approval that the applicant's proposed odor control system must at all times prevent unreasonable interference with neighbors' use and enjoyment of their property. The odor control system shall be maintained in working order and shall be in use. 11. Noise. Noise produced by marijuana production and marijuana processing shall comply with the following: a. Sustained noise from mechanical equipment used for heating, ventilation, air condition, odor control, fans and similar functions shall not exceed 30 dB(A) 247 -17 -000208 -AD & 247 -17 -000209 -LM Page 18 of 27 measured at any property line between 10:00 p.m. and 7:00 a.m. the following day. b. Sustained noise from marijuana production is exempt from protections of DCC 9.12 and ORS 30.395, Right to Farm. Intermittent noise for accepted farming practices is permitted. FINDING: The letter from Jay Castino of JJC Engineering, a mechanical engineer licensed in the State of Oregon, also addresses noise impacts from the proposed use. Pertinent excerpts of his letter are provided below: Noise requirements The HVAC and odor control systems do not operate in a sustained manner.. They operate intermittently, similar to the function of a normal residential furnace or heat pump, Further, the equipment specifications and our calculations indicate that the sound level will not be above 30 dba, as measured from any property line, between 10pm and 7am. Staff finds the Engineer's statements satisfy the requirements of this section. These criteria can be met. As an ongoing condition of approval, sustained noise from mechanical equipment used for heating, ventilation, air conditioning, odor control, fans and similar functions shall not exceed 30 dB(A) measured at any property line between 10:00 p.m. and 7:00 a.m. the following day. 12. Screening and Fencing. The following screening standards shall apply to greenhouses, hoop houses, and similar non- rigid structures and land areas used for marijuana production and processing: a. Subject to DCC 18.84, Landscape Management Combining Zone approval, if applicable. b. Fencing shall be finished in a muted earth tone that blends with the surrounding natural landscape and shall not be constructed of temporary materials such as plastic sheeting, hay bales, tarps, etc., and shall be subject to DCC 18.88, Wildlife Area Combining Zone, if applicable. c. Razor wire, or similar, shall be obscured from view or colored a muted earth tone that blends with the surrounding natural landscape. d. The existing tree and shrub cover screening the development from the public right-of-way or adjacent properties shall be retained to the maximum extent possible. This provision does not prohibit maintenance of existing lawns, removal of dead, diseased or hazardous vegetation; the commercial harvest of forest products in accordance with the Oregon Forest Practices Act; or agricultural use of the land. 247 -17 -000208 -AD & 247 -17 -000209 -LM Page 19 of 27 FINDING: Staff finds this section applies to both the greenhouse and the proposed rigid structure because although the rigid structure is not a greenhouse or similar non -rigid structure, it is part of the "land area used for marijuana production". The submitted site plan identifies fencing fully surrounding the proposed structures. The proposed structures are within the Landscape Management Combining Zone associated with Highway 20, but will not be visible from the Highway, as discussed above, thus not subject to the design review standards under DCC Section 18.84.080. The property is not within the Wildlife Area (WA) Combining Zone. The applicant indicates that as required or desired, all fencing materials will be specified to comply with this section, as indicated. These criteria can be met through the applicant's ability to comply with conditions of approval. As an ongoing condition of approval, all fencing shall be finished in a muted earth tone that blends with the surrounding natural landscape and shall not be constructed of temporary materials such as plastic sheeting, hay bales, tarps, etc. As an ongoing condition of approval, the existing tree and shrub cover screening the development from the public right-of-way or adjacent properties shall be retained to the maximum extent possible. This provision does not prohibit the maintenance of existing lawns, removal of dead, diseased or hazardous vegetation; the commercial harvest of forest products in accordance with the Oregon Forest Practices Act; or agricultural use of the land. 93. Water. The applicant shall provide: a. A copy of a water right permit, certificate, or other water use authorization from the Oregon Water Resource Department; or b. A statement that water is supplied from a public or private water provider, along with the name and contact information of the water provider; or c. Proof from the Oregon Water Resources Department that the water to be used is from a source that does not require a water right. FINDING: The applicant's burden of proof statement provides the following in response to this criterion: Per correspondence with Tumalo Irrigation District staff, a copy of which submitted with this application, the subject property has no access to irrigation water and no rights associated with it. The applicant has arranged for bulk water delivery from the Laidlaw Water Company for crop irrigation water, as that water is stored, filtered, conditioned, and recycled within a closed system, with a cistern/storage vessel on site for supply. However, the applicant decided to switch water hauling providers, and on June 6, 2017, staff received a letter from the applicant from the new provider, which is provided below: 247 -17 -000208 -AD & 247 -17 -000209 -LM Page 20 of 27 June 2, 2017 Eakin Enterprises Inc. EIN# 911687122 D©T#1752698 Eakin Enterprises Inc. 115 s. 2nd St Selah, WA 98942 Liquid Transport Company Subject: Will Serve Letter Eakin Enterprises Inc is a professional liquid transport company that has served liquid transport needs across the United States for over 15 years. We are willing and able to deliver potable water to: 64670 Bill Martin Rd. Bend, Or 97703. We have equipment available that is based out of Bend, Or. The interned use for the water will be for the OLCC-Licensed indoor production of Cannabis. The water will be purchased from the Laidlaw Water Company in Tumalo and can be purchased in bulk as needed by the client. Per the customers request the deliveries will be scheduled as needed in 1,000 gallon increments. We have the capacity to deliver up to 7,000 gallons at one time. We are capable of scheduling multiple deliveries in a week if there was the need. For more questions please feel free to contact me. John Eakin (Owner) 509-728-0998 jameakiri@msn.com Based on the will -serve letter from Eakin Enterprises, Inc. above, water serving the marijuana production operation will be supplied from a private water provider satisfying 13 (b) above. 14. Fire protection for processing of cannabinoid extracts. Processing of cannabinoid extracts shall only be permitted on properties located within the boundaries of or under contract with a fire protection district. FINDING: No processing is proposed by the applicant; therefore this section does not apply. 15. Utility Verification. A statement from each utility company proposed to serve the operation, stating that each such company is able and willing to serve the operation, shall be provided. FINDING: The property is served by Pacific Power and Central Electric Co-operative, Inc. The portion of the property where the structures and use are proposed falls within Pacific Power's coverage area. Although a will serve letter from Central Electric Co-operative, Inc. was submitted with the application, the applicant discovered the portion of the site where the 247 -17 -000208 -AD & 247 -17 -000209 -LM Page 21 of 27 use is proposed was within Pacific Power's jurisdiction. On May 24, 2017 staff received a letter from the applicant written by Tom Coburn with Pacific Power that Pacific Power can and will provide electric service to the proposed Cannabis Grow operation on the subject property. PAF C POWER 1CN Cf' -PA ZEf On: 5124/2017 Alex 1;nkfn Aden; Alex 64670 Bill Martin Rd Bend, OR 9770:1 Will Serve: 64670 Dear Alex 1cki 11' Rd, PAtCE This is to advise 't u that Pacific Powe of the NW 'A or S1,C. '.i l . T. 16S. R.11 certified rights to provide electrical energy i c timated load provided by thtt customer of 600 strips 27714 app Oregon Somme situates costs. Ave: 4 )E'SC RJTBS, C (:Jt.JNTY fac la`tie, near S. 12 of the N.16 nil Pacific Power has. 'row operation. with an ase. rovidc electric servrcc to this project wit Zits tt reasonable time after savic: xtensionsare provided under our Rules and Regulations as filed with the c l.iteltics Comntissioneis. These Rules and Regulations require that tinder pet or customer will be required to participate in the line cxtcrsion Please, be aware that siitle custtstrte s rel" 1 engineering stud= to deterrninc impacts on tl serve the lord. Electric service to thi. Powe.r's files I lectric you have qui scions please Tom C oburn Bend Estimating ord-ate !' °ate err larger will require tite c{err t tetio ratan. ctric system and any cos h 541 388 7156 An image of the letter from Pacific Power is provided below: Based on the above, this criterion is met. nd Regolrati 16. Security Cameras. If security cameras are used, they shall be directed to record only the subject property and public 247 -17 -000208 -AD & 247 -17 -000209 -LM Page 22 of 27 rights-of-way, except as required to comply with requirements of the OLCC or the OHA. FINDING: The applicant proposes a camera system for remote monitoring and recording per OLCC guidelines, even though the grow area is located within secured buildings. The applicant indicates that only the vicinity of the building will be monitored as directed in this section. With the imposition of a condition of approval requiring security cameras to be directed to record only the subject property and public rights-of-way, except as required to comply with requirements of the OLCC or the OHA, this criterion is met. 17. Secure Waste Disposal. Marijuana waste shall be stored in a secured waste receptacle in the possession of and under the control of the OLCC licensee or OHA Person Responsible for the Grow Site (PRMG). FINDING: The applicant states that the appropriate locking container as required, under the maintenance and supervision of the owner/operator/qualified designee, will be in accordance under OLCC requirements. 18. Residency. In the MUA-10 zone, a minimum of one of the following shall reside in a dwelling unit on the subject property: a. An owner of the subject property; b. A holder of an OLCC license for marijuana production, provided that the license applies to the subject property; or c. A person registered with the OHA as a person designated to produce marijuana by a registry identification cardholder, provided that the registration applies to the subject property. FINDING: The subject property is not in the MUA-10 zone; therefore, this section does not apply. 19. Nonconformance. All medical marijuana grow sites lawfully established prior to June 8, 2016 by the Oregon Health Authority shall comply with the provisions of DCC 18.116.330(B)(9) by September 8, 2016 and with the provisions of DCC 18.116.330(B)(10-12, 16, 17) by December 8, 2016. FINDING: There is no existing medical marijuana grow site on the subject property, therefore this criterion does not apply. 20. Prohibited Uses. a. In the EFU zone, the following uses are prohibited: i. A new dwelling used in conjunction with a marijuana crop; ii. A farm stand, as described in ORS 215.213(1)(r) or 215.283(1)(o), used in conjunction with a marijuana crop; 247 -17 -000208 -AD & 247 -17 -000209 -LM Page 23 of 27 ill. A commercial activity, as described in ORS 215.213(2)(c) or 215.283(2)(a), carried on in conjunction a marijuana crop; and iv. Agri -tourism and other commercial events and activities in conjunction with a marijuana crop. c. In the EFU, MUA-10, and Rural Industrial zones, the following uses are prohibited on the same property as marijuana production: i. Guest Lodge. ii. Guest Ranch. iii. Dude Ranch. iv. Destination Resort. v. Public Parks. vi. Private Parks. vii. Events, Mass Gatherings and Outdoor Mass Gatherings. viii. Bed and Breakfast. ix. Room and Board Arrangements. FINDING: The applicant is not proposing any of the prohibited uses listed above. As a condition of final decision, the uses listed in DCC 18.116.330(20) shall be prohibited on the subject property so long as marijuana production is conducted on the site. D. Annual Reporting 1. An annual report shall be submitted to the Community Development Department by the real property owner or licensee, if different, each February 1, documenting all of the following as of December 31 of the previous year, including the applicable fee as adopted in the current County Fee Schedule and a fully executed Consent to Inspect Premises form: a. Documentation demonstrating compliance with the: i. Land use decision and permits. ii. Fire, health, safety, waste water, and building codes and laws. iii. State of Oregon licensing requirements. b. Failure to timely submit the annual report, fee, and Consent to Inspect Premises form or to demonstrate compliance with DCC 18.116.330(C)(1)(a) shall serve as acknowledgement by the real property owner and licensee that the otherwise allowed use is not in compliance with Deschutes County Code; authorizes permit revocation under DCC Title 22, and may be relied upon by the State of Oregon to deny new or license renewal(s) for the subject use. c. Other information as may be reasonably required by the Planning Director to ensure compliance with Deschutes County Code, applicable State 247 -17 -000208 -AD & 247 -17 -000209 -LM Page 24 of 27 regulations, and to protect the public health, safety, and welfare. d. Marijuana Control Plan to be established and maintained by the Community Development Department. e. Conditions of Approval Agreement to be established and maintained by the Community Development Department. f. This information shall be public record subject to ORS 192.502(17). FINDING: Compliance with the annual reporting obligation of this section is required. The applicant states they will comply with these requirements. As an ongoing condition of approval, the annual reporting requirements of DCC 18.116.330(D) shall be met. IV. CONCLUSION Based on the foregoing Basic and Conclusionary Findings, staff finds that the proposed marijuana production facility can comply with the applicable standards and criteria of the Deschutes County zoning ordinance if conditions of approval are met. V. DECISION APPROVAL, subject to the following conditions of approval. VI. CONDITIONS OF APPROVAL A. Use & Location: Marijuana production is approved exclusively inside the proposed 5,184 square foot greenhouse and 1,680 square foot structure. This approval is based upon the application, site plan, specifications, and supporting documentation submitted by the applicant. Any substantial change in this approved use will require review through a new land use application. ONGOING CONDITIONS OF APPROVAL A. Lighting: The following lighting standards shall be met. 1. Inside building lighting used for marijuana production shall not be visible outside the building from 7:00 p.m. to 7:00 a.m. on the following day. 2. Lighting fixtures shall be fully shielded in such a manner that all light emitted directly by the lamp or a diffusing element, or indirectly by reflection or refraction, is projected below the horizontal plane through the lowest light - emitting part. 3. The light cast by exterior light fixtures other than marijuana growing lights shall comply with DCC 15.10, Outdoor Lighting Control. 4. AH exterior lighting shall be shielded so that direct light does not project off site. 247 -17 -000208 -AD & 247 -17 -000209 -LM Page 25 of 27 B. Odor: The proposed odor control system must at all times prevent unreasonable interference with neighbors' use and enjoyment of their property. The odor control system shall be maintained in working order and shall be in use. C. Noise: Sustained noise from mechanical equipment used for heating, ventilation, air conditioning, odor control, fans and similar functions shall not exceed 30 dB(A) measured at any property line between 10:00 p.m. and 7:00 a.m. the following day. D. Fencing: If fencing is used, it shall be finished in a muted brown, green, or natural wood color and shall not be constructed of temporary materials such as plastic sheeting, hay bales, tarps, etc. E. Screening: The existing tree and shrub cover screening the development from the public right-of-way or adjacent properties shall be retained to the maximum extent possible. This provision does not prohibit the maintenance of existing lawns, removal of dead, diseased or hazardous vegetation; the commercial harvest of forest products in accordance with the Oregon Forest Practices Act; or agricultural use of the land. F. Security Cameras: If security cameras are used, they shall be directed to record only the subject property and public rights-of-way, except as required to comply with requirements of the OLCC or the OHA. G. Waste: The marijuana waste receptacle shall be stored in a limited access area inside the production facility, in the possession of and under the control of the OLCC licensee. H. Prohibited Uses: The uses listed in DCC 18.116.330(20) shall be prohibited on the subject property so long as Marijuana Production and/or Processing are conducted on the site. Marijuana production and processing are prohibited in any outdoor area. I. Annual Reporting: The annual reporting requirements of DCC 18.116.330(D) shall be met. J. Height: No building or structure shall be erected or enlarged to exceed 30 feet in height, except as allowed under DCC 18.120.040. VII. DURATION OF APPROVAL: The Applicant shall obtain all required permits and initiate the use within two (2) years following the date this decision becomes final, or obtain an extension of time pursuant to Section 22.36.010 of the Deschutes County Code, or this approval shall be void. 247 -17 -000208 -AD & 247 -17 -000209 -LM Page 26 of 27 This decision becomes final twelve (12) days after the date of mailing, unless appealed by a party of interest. DESCHUTES COUNTY PLANNING DIVISION Written by: Chris Schmoyer, Associate Planner Reviewed by: Peter Gutowsky, Planning Manager 247 -17 -000208 -AD & 247 -17 -000209 -LM Page 27 of 27 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 APPEAL APPLICATION FEE: EVERY NOTICE OF APPEAL SHALL INCLUDE: 1. A statement describing the specific reasons for the appeal. 2. If the Board of County Commissioners is the Hearings Body, a request for review by the Board stating the reasons the Board should review the lower decision. 3. if the Board of County Commissioners is the Hearings Body and de novo review is desired, a request for de novo review by the Board, stating the reasons the Board should provide the de novo review as provided in Section 22.32.027 of Title 22. 4. If color exhibits are submitted, black and white copies with captions or shading delineating the color areas shall also be provided. It is the responsibility of the appellant to complete a Notice of Appeal as set forth in Chapter 22.32 of the County Code. The Notice of Appeal on the reverse side of this form must include the items listed above. Failure to complete all of the above may render an appeal invalid. Any additional comments should be included on the Notice of Appeal. Staff cannot advise a potential appellant as to whether the appellant is eligible to file an appeal (DCC Section 22.32.010) or whether an appeal is valid. Appellants should seek their own legal advice concerning those issues. Appellant's Name (print): _Warren & Cheryl Holt Phone: (408) 691-2702 Mailing Address:PO Box 5937 City/State/Zip: Bend, OR 97708 Land Use Application Being Appealed: 247 -17 -000208 -AD & 247 -17 -000209 -LM Property Description: Township 16, , Range 12 Section 31 Tax Lot 300 Appellant's Signature: lel reK 7,%ii and 617/l ht' EXCEPT AS PROVIDED IN SECTION 22.32.024, APPELLANT SHALL PROVIDE A COMPLETE TRANSCRIPT OF ANY HEARING APPEALED, FROM RECORDED MAGNETIC TAPES PROVIDED BY THE PLANNING DIVISION UPON REQUEST (THERE IS A $5.00 FEE FOR EACH MAGNETIC TAPE RECORD). APPELLANT SHALL SUBMIT THE TRANSCRIPT TO THE PLANNING DIVISION NO LATER THAN THE CLOSE OF THE DAY FIVE (5) DAYS PRIOR TO THE DATE SET FOR THE DE NOVO HEARING OR, FOR ON -THE -RECORD APPEALS, THE DATE SET FOR RECEIPT OF WRITTEN RECORDS. (over) 10/15 Qtrrrlilif Services Performer! wills Pride Attachment "B" to Staff Memo Notice of Appeal — 247 -17 -000208 -AD & 247 7 -00209 -LM Appellants: Warren & Cheryl Holt Specific Reasons for Appeal:: 1. Staff made factual errors in the interpretation of this application criteria; 2. Staff made a best estimate rather than relying on factual data regarding road trips per day for a warehouse/production facility on a road involved in an ownership and maintenance lawsuit. 3. Subject property is on Bill Martin Road, a road currently the subject of an ownership and maintenance lawsuit between existing residents, Deschutes County and Tumalo Irrigation District; and Arguments: 1) As we, interested parties that live on Bill Martin Road, understand it a) This is not a massive marijuana grow facility in terms of production for sale. It's a limited grow to test chemical fertilizer production. 2) Page 13 of 27 (Findings & Decision 247 -17 -000208 -AD & 247 -17 -00209 -LM) Item 3. states "Maximum Mature Plant Canopy Size. In the EFU zone, the maximum canopy area for mature marijuana plants shall apply as follows:" and sub item "d. Parcels equal to or greater than 40 acres to less than 60 acres in lot area: 20,000 square feet." a) Staff erred in stating in FINDING: The subject property contains 42 acres and is zoned EFU, thereby qualifying for up to 20,000 square feet of mature plant canopy. Under this application, the applicant has proposed a maximum of 5,000 square feet in mature plant canopy area, well below the 40,000 square feet allowed under (2)(d) above. This criterion will be met" 1) For the proposed production area it should state " feet allowed under (3)(d) above" and "well below the 20,000 square feet allowed...". 3) Page 4 of 27 (Findings & Decision 247 -17 -000208 -AD & 247 -17 -00209 -LM), the Senior Transportation Planner says: "The most recent edition of the Institute of Traffic Engineers (ITE) Trip Generation Handbook does not contain a category for marijuana production. In consultation with the Road Department Director and Planning staff, the County has determined the best analog use is Warehouse (Land Use 150) based on the storage requirements and employees of this activity. Warehouse generates daily trips at a rate of 3.56 trips per 1,000 square feet. The applicant's burden of proof states there will be 5,184 square -feet of green house and a 3,000 -square foot office building for total of 8,184 (5,184 + 3,000) square feet to be used for cannabis production and support. The resulting trip rate would be 29 daily trips (3.56 X 8.184). Deschutes County Code (DCC) at 18.116.310(C)(3)(a) states no traffic analysis is required if the proposed use will generate less than 50 new Page 1 Notice of Appeal — 24747 -000208 -AD & 247 -17 -00209 -LM Appellants: Warren & Cheryl Holt weekday trips. The proposed land use will meet not exceed that threshold and therefore no further traffic analysis is required." a) There is not 3,000 square feet of office space. There is a 3,000 square foot building that has a 192 square foot office space within it, as well as flowering rooms, drying room, processing room, and other spaces associated with the production and growth of their product. 1) This should be studied further and corrected. Finding, if properly expressed by staff may well exceed the 50 vehicle trips per as estimated by staff, during cutting, drying, testing, and packaging periods. b) Most importantly, Bill Martin Road has been erroneously classified as a Local Access Road. This road is currently the subject of a lawsuit between the residents who use this road, Deschutes County and Tumalo Irrigation District. To classify it as an unmaintained Local Access Road at this time is not only premature, but careless. 1) Bill Martin Road, in its current state, is not safe for the heavy trucks that would be needed to construct the buildings proposed on this property. (1) Access to this proposed facility is off of Tumalo Reservoir Road and is currently unmaintained and listed by the County as a Public Access Road. The road is badly rutted with severe potholes and unsafe for the existing residents using the road, making it questionable if the road will bear the weight of additional traffic. Adding more traffic until the lawsuit is settled will only exacerbate the problem. (2) This past winter, several sinkholes developed in the area, one of which was across the road and severe enough to trap residents from leaving their homes or unable to get home. There are currently two water carved caverns under this road that may cause the road to collapse under heavy equipment usage. (3) It is not reasonable to grant this application until the roadway maintenance lawsuit is settled and the road is either made safe for transit or moved entirely. Page 2 64670 Bill Martin Road; File Nos 247-17-000208-AD/209-LM (247-17-000520-A); r� I tALO _F Mi MUN Fr • `-,r HOOL L BILL tilARTIN RD vey � �y4 Ltd LtiM LN AR LN 11 ilk Lt TUMALt Deschutes Co kty GIS, Sources Esri, USG , ftarhmont "r" to Cfaff N/lamn SECTION 31 T.16S. R.12E. W.M. DESCHUTES COUNTY Attachment "C" to Staff Memo �51 Attachment "C" to Staff Memo UD E41-4 U2 W Epi W O H E4 Z E -a <C TENTATIVE SITE PLAN Attachment "C" to Staff Memo m 1-4 H � z cia c a o z o wq W 6 z C3 z x za z N W �+dgy:Ll - [tot 'YC )00 W 6"-0'46[6\6 p\x'.W%awa 0.003 - 06 9\00?`0 a Date Created: March 20. 2017 uuuu3uu e rias !NO vvater mignts r —C c uviarun rwau - rarcei D }0 V 0 Organization: Tumalo Irrigation District Attachment "C" to Staff Memo Community Development Department Planning Division Building Safety Division Environmental Soils Division P.O. Box 6005 117 NW Lafayette Avenue Bend, Oregon 97708-6005 (541)388-6575 FAX (541)385-1764 http://www.co,deschutes.or.us/cdd/ TO: Chris Schmoyer, Associate Planner FROM: Peter Russell, Senior Transportation Planner DATE: August 2, 2017 RE: Transportation issues related to appeal of marijuana production on Bill Martin Road (Land Use File Nos. 247-17-000208-AD/209-LM and 247-17-000520-A) Deschutes County approved a marijuana production (growing) site at 64670 Bill Martin Road, which was appealed by Warren and Cheryl Holt. In their appeal, the Holts cite, in part: 1) the potential amount of traffic generated by the site; 2) the ability for Bill Martin Road to handle truck traffic, and 3) the classification of Bill Martin Road. Staff addresses these specific concerns below in no order of priority. Traffic volume is not an approval criterion for marijuana production Marijuana production is reviewed under Deschutes County Code (DCC) 18.116.330. Regarding traffic, there is only one approval criterion: legal access to the property. DCC 18.116.330(B)(8)(a through c) requires frontage on and access to a constructed public, County, or State road or a private road access or easement. However, the criteria under DCC 18.116.330(6)(8) is not applicable as the applicant proposes less than 5,000 canopy area for mature marijuana plants.' Nevertheless, access concerns expressed by the appellant's have been addressed in this memo to provide clarification to the record. Bill Martin Road is a public road, a dedicated public right of way, but not a County -maintained road. Neither traffic volume predictions nor transportation analysis is required by County code for marijuana production sites. If fact, if an item is not required by the applicable County code, staff cannot require such information. The Institute of Traffic Engineers (ITE) Trip Generation Manual While staff has used the ITE Category Warehouse for marijuana grows, staff subsequently became aware after the approval of 247-17-000208-AD/209-LM that the County's code for marijuana production does not trigger site plan review, which is DCC 18.124. One of the site plan review criteria is a requirement at DCC 18.124.080 to meet the traffic study requirements of DCC 18.116.310. Given the lack of a site plan, the County cannot require traffic analysis as 1 The floor plan submitted with the application identifies the proposed 3,000 square foot structure to include four (4) 12 foot x 24 foot flowering rooms, 288 square feet in size each, having a combined total of approximately 1,152 square feet. Attachment "D" to Staff Memo Q lity Services Perforn cd with Pride there is no legal link to DCC 18.116.310; in other words, a site plan review is required before the County can determine whether further traffic analysis is warranted. Again, the only transportation approval criteria for a marijuana production proposal is the access requirement of DCC 18.116.330(6)(8) and even that is not applicable given the proposed grow is less than 5,000 square feet of mature canopy. Thus the Holts' complaint that staff used a best estimate of trip generation rather than utilize empirical evidence is irrelevant. Ability of Bill Martin Road to handle the marijuana grow's traffic Again, the only approval criterion related to transportation, not applicable to this matter as described above, is whether the site has frontage on and legal access to the types of roads set forth in DCC 18.116.330(B)(8). The condition of Bill Martin Road, which is a Local Access Road, or its operational capacity is not a review criteria. Bill Martin Road was built in 2011 as part of a land use partition(s). Under DCC 17.48.050 and Table A, partitions averaging more than 10 acres average lot size can be served by a gravel road. Bill Martin Road was built to that County standard, which is 20 feet in width, base depth of 5 inches, and an aggregate surface. The appellants have not presented any evidence regarding the safety of Bill Martin Road. The traffic volumes on Bill Martin Road are low as are the running speeds. Finally, the Bend Fire Department was mailed notice about the marijuana grow operation and in its comments provided no objection to the condition of Bill Martin Road, which is the only access to this property. Staff did not correctly assess all uses within the proposed 3,000 -square -foot building The Holts remark the 3,000 -square -foot building has 192 -square -foot office with remainder of space given over to flowering, drying, and other activities related to marijuana production. As the decision states on page 2 under, the 3,000 -square -foot building will be used for marijuana production as will the 5,184 -square -foot greenhouse. Staff correctly applied the Warehouse category to both. The ITE manual descriptor for the category, Warehouse, includes storage, office, and maintenance areas. Again, as there is no site plan review, there is no Zink to a required traffic study, so the question is moot. Bill Martin Road's classification The Holts insist there is confusion about the classification of Bill Martin Road when in fact there is none on the County's part. Bill Martin Road was dedicated to public use per RD -06-3. Bill Martin Road was created to serve properties created by partitioning. Bill Martin Road is classified a Local Access Road in accordance with Oregon Revised Statute (ORS) 368.001. By definition under ORS 368.001(3) a Local Access Road is a public right of way that is not a county, state, or federal road. Additionally, the Board of County Commissioners has not taken any of the actions required under ORS 368.016 to accept Bill Martin Road into the system of County -maintained roads. There is no legal requirement for the County to accept a public right of way created to serve a partition(s) into the County -maintained system of roads. Conclusion The County's development code for marijuana production only requires proof of frontage on and legal access to specified roads or an easement, but the requirements of DCC 18.116.330(B)(8) are not applicable in this instance due to the mature canopy being less than 5,000 square feet. The County cannot require additional traffic analysis, meaning an appeal cannot be based 2 solely on an affected road's capacity or condition. Bill Martin Road is a Local Access Road, based on the land use decision for the road dedication, Land Use File No. RD -06-3, and that the Board has not approved an order accepting Bill Martin Road into the County -maintained road system. 3 ENGINEERING DATE: March 6, 2017 TO: Deschutes County Planning Officer CC: Alex Eakin FROM: Jay Castino RE: Odor control for marijuana production To whom it may concern: This is a narrative report stating that Alex Eakin's marijuana production facility at 64670 Bill Martin RD Bend, OR meets the odor control system requirement of DCC 18.116.330(B)(10) and complies with the noise requirements of DCC 18.116.330(6)(11). • Building Description o Mr. Eakin's marijuana production facility is in an agricultural building. See architectural information provided by others for more detail. • HVAC system description o A conventional "all -air" split system furnace and A/C coil will be used to condition the space for the marijuana production facility. o In the normal mode of operation, it will condition and recirculate the air within the building; no air is exhausted from the building. o In the economizer mode of operation, it will intake fresh air from outside to condition the interior space and exhaust stale air back to the outside. ■ In this economizer mode, air will be exhausted from the building and will run through the odor control system before exiting the building (see Figure 1 on next page). Mechanical Engineering Consultants Building systems Design • Energy services • Environmental consulting • Machine design • Partner services 70 SW Century DR STE 100-156 Bend, OR 97702 Phone: (541) 728-3624 • Email: jjc@jjceng.com • Web: www.jjceng.com Page 1 of 3 JJCENGQ117_EAKI N_ODR_LU CS-00.doc • Odor control system o An activated carbon (charcoal) filter on the exhaust system will provide the odor control. o When the HVAC system goes into economizer mode, the activated carbon filters on the exhaust system will scrub the exhaust air (see Figure 1). o The activated carbon filters will be maintained and/or replaced per the manufacturer's suggested service intervals. o This odor control system will not reasonably interfere with neighbors' use and enjoyment of their property. i2in. x 15L u l } O UV Light Y I2r Charcoal Fitter for Odor Control Figure 1- section view diagram of HVAC system in economizer mode and odor control system. Mechanical Engineering Consultants Building systems Design • Energy services • Environmental consulting • Machine design • Partner services 70 SW Century DR STE 100-156 Bend, OR 97702 Phone: (541) 728-3624 • Email: jjc@jjceng.com • Web: www.jjceng.com Page 2 of 3 JJCENGQ117 EAKIN ODR LUCS-00.doc • Noise requirements o The HVAC and odor control systems do not operate in a sustained manner. They operate intermittently, similar to the function of a normal residential furnace or heat pump. Further, the equipment specifications and our calculations indicate that the sound level will not be above 30 dba, as measured from any property line, between 1Opm and 7am. Sincerely, Jay J. Castino, PE Principal PRO"- , -, IN, 7 T 86PE If EXPIRES 1i 2/31 /17) Mechanical Engineering Consultants Building systems Design • Energy services • Environmental consulting • Machine design • Partner services 70 SW Century DR STE 100-156 Bend, OR 97702 Phone: (541) 728-3624 • Email: jjc@jjceng.com • Web: www.jjceng.com Page 3 of 3 JJCENGQ117_EAKI N_ODR_LUCS-00.doc C 0 U 4U CD CU Co s,_ 4J C E Q 4- 0 (C3 4U O. O. Q 247 -17 -000208 -AD & 247 -17 -000209 -LM 247-17-000520-A Owner: Eakin Properties, LLC ant: Warren & Cheryl Holt a. a August 16, 2017 Q) L m 0 W 0 O 2 0_ MO c *i":". a3 Q) T > a--+ co 4J .c E co c co4— O C6 CU0 Q c6 C 0 b.,0 cu U Q 0 0 co 0 LE i— i 00 O O O O A c --I A d - N1 4J 70 4�- c O 4J 00 a c co co E ca . � O a co c .O . � -o Q O NJLnO O d' CSI ca 2 J cil O (NoQ c 0 ro0 Q a. ca cn s 4J c O cO .0 cu 1 )ro O CO H CD CU -+--) c aw V) CI) L Q a) 0c - o . � a) c co c O E O - o c6 0a CU co0 CU 4-- -+ 0 0 a) Li -- a) a) -o o 0 - o L_ O 0a) 4J 4- to cN cu tu0 0 O ca aA ro a) c a 0 be conducted in the following order: The hearing wi 4J a a) a) c6 .> 0 a 4- ra 4-1 V) Clj U CU .� CU ca 0 E 0 w4J a) a) a co 0 a Q 4-1 C CU N CD Q -o ca tn CU cm 4-1a 0 O a -o c V) 4-+ N 0 a O +-, . Cv co c cu a) Q -0 a .> Q a) . . . fai (A 0 -Y = s_ w c6 -0 E .> a) N MIL o c _ > �0 O O v CL) CU +-, C- u a) E 0 O Q c >- 0 co co E C 4 J Q. .5 co a N . O O o o L O O 4J N 4- V) Q) ca .� co L U •� N O Q cn Procedures (6 c (o n E N -I--) bp C . � O L Q 0. (o c 0 .0 N 0 N > co L... . c . E - oQ c ca N D co V) r O N CC N C M C 0 •0 co (-1-- C 0 4J U - o O 0_ ✓ O N CN G) C 0 73 a) Ln (6 co U (0 N Q (a Q. 0 Q CO aw i- 0 O L N (a E 0_ D N • • • a) L N 0 c O co 0 O dentify property • Summarize proposa • Summarize Appea • V 1 c O co V 0 • • • 1 c O 4-) co V 0 J OD C C 0 N C 0 cD V 0 ca n� W 1 c O as 0 0 ity on 42 acres zoned Recreationa co c ate—, 0 .§. N O v) Q O ca C c6 N m 2 i 4A 03 O O ,-, d' -0 000 0 E � O CO U a� � 2 o U co .t c6 ▪ .13 O N O C N fio 1 c CT ▪ 0 X nCO O O W O N Q m r-1 0 Q) L_ co E L 0 t+- co L_ co 0 0 co 0 0 a) 4J 0 - o a) 4— a) co0 CN Ln r -I r -i vi co 0 coc co CU E APPELLANT'S STATED REASONS FOR THE APPEAL • O 4►, • OL E z 4) O • L s • v V) a c3 Qj v a O a a:L v 4-J cn cn � nl M z -73 O E z z 0 v v (/)1 4) L 4) Appeal Reason #1 Staff made factual errors in the interpretation of Criteria (3) (d); n Subject property contains 42 acres, zoned EFU Qualifies for up to 20,000 square feet of mature plant canopy. Qom) E 14-5 a) O O LN cc, ,a) • 4.._ aQ o ca o � o a C Lo- p 0 Eo •• q E au ccs E O co N O O 0Q O L. ocis CU .--cs... 2 8 O O Q) Q_ co _Q ‹[ U cz Q) f� E O O >, L N Q. co O = Q 0 cn U E co p O Q) a) U .N X 4) d) -I-' _C O -'-' ( O O 4) CI3 25D Q N 6 c0 o O O o N 0_ O O- O Reason 442 � •=' 0 •v 01-0 a v Q) L 0 a o v O c31 •s. _z3L-) Q"),,t ,..,,,,Q-) till ,-:,..; (r) g, 3. 6:3 O 73z O Qa 4_, a v -0 0 0 Cra v• O IS O m • - :_Vo .�vv 4� -0 E jt:Z V)n sO � ° a•0v CU Z n� Oj 0 v) 5 L \Q) i a C:jjz - FL: k U a v N v 0 "(r) :: a a z E a L Q o `4- v a °�' a� o = a ° a p Q� « 0 � al a (1 ��'' QLj Li Z Ln 0 >. 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E 4J O 0 t/ t//� ) U U co c6 MI Q) ca 0 cv t xo C6 O L 4- L8 - 4- O O L Q 0) Ln 0)) i O cu -o O 4J Q) E 0.O > 0)0 w co O m m LO c--1 00 0 0 4- 0 4-+ c Q) E 0) .0- v CDt H. 4J O E N ca CUc c6 L._ O -o c6 O -o CU9- U Q cow V O O Lli coc V) t/) Q) .0) 0 U a) c▪ 6 E 4-10 4-) -o Q) co 0 Q co 4) 0 ca) co c6 a V n3 tap c . co Q) E N . > c6 co U 4- C6 4-1 ro 0 CD i) . 0- i) O cc roU 4J c 0 0 4--+ Q) 4- c 0 0 0 U CO c6 U O N 41 0 4- ca C O N O a) (1) C6 O c c c6 0 cn 0 O O Ca U 0 _CO Q C6 COCl C q= ti cO = co N O o -c N E a) CD 0 d O Q O c- 0 O a) 4U 0 _ . _ O _O }' CCS d- U -O • U N CD CSI CC N '5 -O 0 N C CD c6 Ca . W • 7 -0 C }, O A L O C6 LO CO = .0_ a. 0 I— Co (/) N _ N � 2 O) O C6 U :4=_O -0t U -0 C6 U N s- Q. •> 4-2 O. N :C6 " 6oww l() c CCS O O O 4O N E O o c C6 L 70. -1--+ -0 O `_ 0 U N U N7 (6 j OU 5 N -0� s- a) c O O-X O N co a) O Board Options (B O 0 N C -i-.0 • — CO co co 0 N Q) c4J •E -0 Nc6 +� v; a) O c c .O -o N +J c Q co O N >- -0 _0 CO CL O O 4.) N S- 2- C O O 0 .� N 4--+ N 4 c6 CCU ca .4-1 a) N -c v co _c _c N U -1'' — V) -0 73 C C aj (6 (6 E CIA OD • — . .� L.1 � O N N "O _ p S 0 � Q CU V N i O O O U U V) • • LI - t4 -- a3 4-- 0 N Q) C5 247 -17 -000208 -AD & 247 -17 -000209 -LM 247-17-000520-A Owner: Eakin Properties, LLC ant: Warren & Cheryl Holt August 16, 2017 https://www.googie.com/maps/@44.1305936,-121.3485487,2022a,35y,38.75t/data=!3m 1 ! 1 e3 NOTE: 403 of 540 acres have been recovered to pasture/vegetative only state t &Access from Mock Road Red = Bounds of most of TID 540 acres Eakin Appeal File 247-17-000520-A History Regarding Development Along Bill Martin Road: 1. Tumalo Irrigation District (TID) owns the bare land under and surrounding what would become Bill Martin Road (BMR). As early as 1958 TID began leasing a portion of the land to Cascade Pumice for cinder, pumice, sand and gravel mining under permits from DOGAMI until they (Cascade Pumice) closed the mine and began the reclamation process. DOGAMI made regular inspections of the mining and reclamation on this site. Upon completion of the mining, DOGAMI required the site to be reclaimed to vegetative status, which included certain drainage, maximum slopes, top soil reapplied and the area seeded in natural plants to hold the soil in place. During and after reclamation DOGAMI continued inspecting. In September of 2008, Robert Houston of DOGAMI wrote "Additionally, two sink holes developed at separate locations within the site. The permittee stated that snow melt ponded at two locations on the property. As the water infiltrated into the subgrade two separate sinkholes developed. Each sinkhole was about 15 ft by 15 ft and 10 ft deep. After the area dried out enough to support equipment, the permittee backfilled and regraded the sinkhole area back to match the surrounding areas. Additionally, the snowmelt which created the sinkholes was also the cause of the rill formation and associated erosion along the re-contoured areas of the pit." In the same inspection report, he further wrote: "Other areas where the grass seed was drill -seeded perpendicular to the slope still had major rill/erosion development, suggesting that the slope angle at which it was re-contoured is too steep and not stable. 2. Because of the significant amount of erosion on the slopes and the development of sinkholes on the property, this site does not yet meet the standard for final reclamation or for conversion to a vegetation permit. Standards for final reclamation or conversion to a vegetation permit are: • The site must be stable and non -eroding. • There must be no development of sinkholes for a period of three years. • Areas where rills and other erosional features occurred must be regraded back to a stable non - eroding configuration and re -vegetated." 3. At that time, DOGAMI had not released the area as having been properly reclaimed to a vegetative/pasture state. 4. On September 10, 2009, Elmer McDaniels of TID was advised by DOGAMI that reclamation had not yet been completed. Per the above, it wouldn't even be eligible to be completed until September of 2011. 5. The above bolded is important because In July 2010, a full year before DOGAMI released the road to a vegetative state TID began construction on a road, later to be named BMR. This road was completed in late November 2010, and a deed of dedication was submitted to and accepted by Deschutes County in December of 2010. There were sink holes of small size observed in two locations of the reclamation area in 2017,. 6. In February 2017 several significant sinkholes developed, one of which trapped residents, neither allowing ingress or egress to their homes on BMR, requiring the County to come in and perform emergency repairs to the road. The soil literally liquified the land underlying the road. As of this date there are two observable caverns under the road. One on a north south portion proceeding in a westerly to easterly direction which originates in a drainage ditch with a distinct downward pitch. This cavern resurfaces further east of the road by about 150 linear feet. The second cavern is under a west to east portion of the road and proceeds from north to south originating in a drainage ditch with a downward pitch. Why did this happen? According to DOGAMI records the mining progressed in the following method. 7. Brush and trees were removed and piled. Top soil 3-5 feet deep was removed to berms around the mining site. Page J 1.of3 Eakin Appeal File 247-17-000520-A 8. Next the overburden (30-60 feet) was removed to separate berm sections to reveal the cinders to be mined. 9. Mining began to remove the pumice and cinders. 10. When the pumice and cinders ran out in the first "trench," the next trench was begun in the same manner. 11. On the second and succeeding trenches the overburden from each new trench was bull dozed and scraped, but not compacted, back into the prior trench. This included the vegetation that would rot over time. 12. The depth of topsoil, overburden, rocks, and vegetation removed and replaced by Cascade Pumice and reported by TID's engineers, David Evans & Associates (DEA), ranged from 40-100 feet in depth where BMR is sited according to drawings provided by DEA. 13. Reclamation included contouring the land, re -spreading the top soil and planting natural vegetation. 14. The road was then built on loose soil and rocks (40'-100') in depth. 15. Common practice in building in Deschutes County to assure safe building with minimum settling is to build on undisturbed soil, solid rock, rocks the size of large beach balls that have not been disturbed or on "engineered and tested" fill. BMR was not built on any of the above. At this point, testing would be impossible as the overburden included large quantities of large disturbed fill rocks which that would not allow testing of the soil compaction below the rock. 16. If in fact the loose fill (40-100 feet deep) under the road had been compacted it would have required numerous 12"± layers of overburden to be spread, watered and compacted with a sheep's foot roller. As DOGAMI reported, this equipment did not exist on the site and the method of trench fill reported did not include any compaction at all. FINDINGS: 17. The road was built on soil not compacted, in an unprofessional, nonengineered, not tested manner. 18. The road was completed before DOGAMI had given approval that the site had been reclaimed to pasture/vegetative state only. 19. There were sinkholes present on the site in various areas even as the road was sited and built. 20. In answer to a question from a bidder on the road construction project regarding compaction testing, TID told DEA that they would provide compaction testing as they deemed necessary. 21. No record exists of DEA alerting TID that any compaction was necessary except the one deep fill between Tumalo Reservoir Road and the blind hill (cut) northward. 22. The collapse of the road during the winter of 2016/17 was probably due to the lack of a drainage culvert at that location, as had been pointed out by George Kolb of Deschutes County Road Department but refused by either (or both) TID and DEA. 23. Prior to the collapse, due to complaints by residents adjacent to BMR, TID became aware of the problem and tried to drain the road (unsuccessfully) with a backhoe on the wrong side of the flooded area. 24. During a hearing with Deschutes County Board of Commissioners, TID stated that prior to the collapse they had intended to come out to the site and install the needed culvert on what turned out to be the day following the collapse. 25. It was very visually obvious prior to the collapse that numerous large (and deep) sinkholes had developed into the land South and East of BMR in the large undrained depression that was still partially snow covered at that time. 26. Following the melting of some of the snow, two holes in drainage ditches were noted in the middle of the downward pitches where water suddenly disappeared underground. These were later traced under the road and out into the depression (no culvert at these locations). OTHER FACTORS: 27. It is public knowledge that BMR is a road that is currently the subject of a lawsuit that is slowly winding its way through the court system. It should be noted that the road currently exhibits extreme wear (washboards, deep potholes, no gravel and under road caverns) after 7 years with lack of maintenance. The improper construction of the road was not made known to Mr. Eakin. Page 1 2 of 3 Eakin Appeal File 247-17-000520-A 28. Some companies like UPS, FedEx, and Knife River have stated that if the road gets any worse, they may halt delivery to addresses on BMR. Knife River already adds more charges for any deliveries as of last year due to a broken axle on one of their trailers. 29. In regard to item 2 of our appeal, it is important to note that TID combined with the County did the original development by partition of FFIJ land from a total of 5 land parcels with the provision to split each one into ± half. This point is made as by TID and the County submitting and approving 10 CUP's. This equals 100 trips per day residential. 30. It should be noted that the current existing traffic on the road is unsafe. The repairs that the County made in February have failed twice — once it was backfilled, and is currently failing again. This speaks to the problem and unsafe condition that exists under the road. 31. This is just one more reason why this application should be held in abeyance until the road replacement and future maintenance is either: (1) accepted by the County; (2) accepted by TID; (3) accepted by another party; or (4) determined by the Courts. ARGUMENT FOR THE APPEAL: We need to make clear that while we don't agree with Mr Eakin's chosen land use, it is legal and therefore not the basis for this appeal. It is simply the irresponsibility for any additional building on Bill Martin Road for the following reasons: A. Construction of any type for any property accessed from BMR should not be approved. The road is an accident or fatality waiting to happen — whether by private vehicle travel or heavy construction travel. This could (will) happen at any time — day or night — and could cause serious injury or even loss of life. B. The road is uneconomically repairable to road building standards and public safety. The section over the old "cinder pit" needs to be abandoned and a permanent bypass be built to proper road building standards and for public safety. C. An entrance to TID's property on Mock Road would be a possible cure. The maps of the cinder mine show where the mine, in several areas, crosses the possible roadway. D. We have no issue as to the land use being applied for as it is a legal enterprise. However, for safety a properly engineered and built road must exist to provide access to this, and all future, building sites and existing residents. This road must be built to assure safe passage to all constituents in Deschutes County, and not allow the stranding of users of the road in future. This is a possible life and death situation even today as the road currently exists with the caverns under the road. E. It would be unreasonable and irresponsible for the County to approve any development that requires access from BMR, and that the permitting process be held in abeyance until the existing road problems are resolved. Page 13 of 3 -(ES w o -< 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 Business Meeting of August 16, 2017 DATE: August 10, 2017 FROM: Judith Ure, Administrative Services, 541-330-4627 TITLE OF AGENDA ITEM: Fourth Quarter Performance Measure Update PUBLIC HEARING ON THIS DATE?: No CONTRACTOR: N/A AGREEMENT TIMEFRAME: N/A INSURANCE: N/A BACKGROUND AND POLICY IMPLICATIONS: Select departments will provide updates on progress made toward Board of Commissioners' goals and objectives during the fourth quarter of FY 2016-17. Written documentation of the highlighted measurements and of all department reports submitted is attached. FISCAL IMPLICATIONS: N/A ATTENDANCE: Judith Ure and representatives of highlighted departments. RECOMMENDATION & ACTION REQUESTED: None. Informational only. Deschutes County FY 2017 Goals and Objectives Mission Statement Enhancing the lives of citizens by delivering quality services in a cost-effective manner. Safe Communities: Protect the community through planning, preparedness, and delivery of coordinated services. 1. Collaborate with county and community partners in preparing for and responding to natural and man-made disasters. 2. Promote public safety programs to reduce crime and repair harm. 3. Respond to, investigate, and prosecute criminal activity to ensure the guilty are held accountable, the innocent are protected, and the rights of all citizens are respected. Expand and enhance public safety communication systems in coordination with all stakeholders. 5. Enforce County regulations to preserve rural quality of life. 4. Healthy People: Enhance and protect the health and well-being of the community through advocacy, prevention, education and delivery of coordinated services. 1. Consider population' health, wellness, and multi -modal connectivity in the design and implementation of infrastructure and land use policies. 2. Adjust to changing health system reforms, assess and add regional approaches. 3. Provide timely and convenient access to quality health services. 4. Promote health and prevent disease using'; strategies that align with the Cen Regional Health Improvement Plan. 5. Support the development of collaborative solutions related to transit options, homelessness, affordable housing, and veterans' needs. ess gaps in service, and Resilient Economy: Promote policies and actions that sustain and stimulate economic vitality. 1. Continue strategic capital planning ano projects that strengt 2. Partner with organizations to stimulate economic vitality. 3. Support land use programs and initiatives that promote economic growth livability, and sustainability. 4. Support beneficial management and access policies of publicly resources to promote tourism and recreational activities. owned facilities and natural Natural Resource Stewardship: Promote environmental stewardship through assessment, advocacy, and collaboration. 1. Enhance and protect air, land, and water resources. 2. Educate the public and enforce policies regarding noxious weed control and, eradication. 3. Support healthy and s oversight. 4. Restore and maintain landscapes across all jurisdictions that disturbances in accordance with management objectives. finable forest, habita are resilient to fire -related Quality Customer Service: Provide internal and external services that are innovative and efficient. 1. Encourage and expand opportunities for public engagement with Deschutes County government. 2. Provide internal support to of services to the public. 3. Support employee wellness, development, productivity, and job satisfaction. Support and promote Deschutes County Customer Service "Every Time" standards. 5. Pursue cooperative opportunities to enhance service delivery and the cost-effectiveness public services. 4. Effective Asset Management: Preserve and enhance cafiscal assets. 1. Use best management practices toisustain the quality of pital Countandy assets and infrastructure. 2. Upgrade information management systems to streamline business processes. 3. Maintain strategies for major funds to ensure long-term financial stability. 4. Address long-term building and facility capital needs, including major maintenance replacement strategies. SOOTA.z2S utIUaH O o' o ' b wCX CD O CD ° O • Q.. CDD CD Cl Pt - )1:/ ' b CD - • 0 r ° CD O crci va CD 0 C CCD n VQ CD a nr,o -a b' O o 0, Z • 0 N o. CD o' e °, et P O A9 Z" e � oco 0 0-0a ® 0� CIV 0 Et D D o eDr 0.1 7Ci O ►q Q4 Status: Go -live date for use of the new radio and data communications system was pushed back a month and occurred in late July 2017. et a O O 0 P CD nAD al,' Q. c ct C <D cn • n 0- 0 n o•`c 0CD 0 rr N pp `C O Oco 5 0 Po c7 ° n 5' O� a Cn N R. 5O ..- - O O O O 'c Q JD pi 0 eo co Safe Communities: Protect the community through planning, preparedness, and delivery of coordinated services. P.. 0 0 O 4. n n O 0 "n N O p cn !y CD O :s fD Q7 cD C• • 0 0 �•o nQt� - 0 `C t tr n O °, -• OCD 0 " r1 ON Fi o o !y V] 0 0 N 0 • CD rn . CCD CD �. CD CaL ' B o •),° 0 0 o C4 `O ° o 0 a0 Cr 0 c CD 8 b� uo a o `-° 0 o .� • 2 ) ¢" 0 o v' C/) •N 0 c w a 0 0 CD o O o O a CD (D 'O.'� OD 0 8 c 0 (4 tfeiCD 0 �C oppua P0 -. - , t N 0 ' Q4 W lk tv < o O U° 0 4 � r• c4 OD 0 O �-h 0 r• • 0 CD ol01 tt# Fes+ D � C 1 ( b 0 et R 01 O 015 A A CAA A (ID C O DO w rte+• 0 0 C4o0. o g a CD 0 0 O O 11 -. cna N w Ocn CD O � � N 5 C) Road Department . d AD 0 CD a #1: Continue strategic capital planning and projects that strengthen the region's economy. cr cam. ro co C Explore partnership opportunities with ODOT to address traffic safety and capacity needs at County intersections with State facilities as well as other County improvements that may facilitate safety improvements to State Highway corridors. Develop three concepts for County partnership with ODOT on projects of this nature (i.e., Tumalo Area interchange, US 97 median between Bend/Redmond, Terrebone area improvements, etc.). Measure Resilient Economy: Promote policies and actions that sustain and stimulate economic vitality. • 00 sti s0nuttuo0 SHDQ • CD a pleaH ImoTAeuag • • 0 0 �, CD cr 4,3 C� � Ld - _ 00 " oa� • _, x n a'x co cn oCri cn UQ o• CD AD vi4 O t 0 CD d d 0" 0 cn 00 n pzj C VOQ ad —,...0 a n 0. - P4' O 0 pl a�.�.N 0. ocn = 0co 0 co CD 0aq Ao Q• CDcnC1' 0 � 0 0 CD rDE 0 (1)5 ( o�� ' 0 cT o p., C� O CD O 0 N QQ 5. 0 ro CD � 0., n CD o w 4. 0 O O d .o o x � x � � O � n � PJC O CD 0 O 0 00 CD e) a CD a O- o • 0 a4 0cra o' cn o. Ccr CD o v4 o' 0 a crq0 0 0 0 cra o' 0 a- cn co co a N :114801-1 0liand 1:2i4D4 CD0 0 �-h Assessor's Office d co #4: Support and promote Deschutes County Customer Service "Every Time" standards. Objective 1) Accounts managed per FTE compared to other Oregon counties. 2) Cost per account managed compared to other Oregon counties. 3) Administrative expenses as a percentage of taxes imposed compared to other Oregon counties. Measure 0O C:r 4 O C o ID 0 E Cra 0o 00 got CD n co W O O 00 CIQ CD O 0 4 CD N C CfPQ 0 CIQ 0 co 0 co0 0 cnCo 0 CD 0 0 n Quality Customer Service: Provide internal support and external services that are innovative and efficient. $eri- CD PL H CD P- 0 0 CD 0 0 0 0 0 coCfQ0 O Oo. 0 v' o zS ,-0 Cr 0 o N O 0 N O O 0 CDN 0 0 N C c) 0 'CC CD (f�4 Cr 0 O 0 0 cn cnC) cn r -r O 0 CD O 0 0 0 W � o P CD CQ P CD 0 `c 0 pp '0 0., 0 r -r • P P- O 0 C CD 0 c 074 AD -r cr 0 0 O C � C � o 0 5 0 co a' .91 W CDD N N 00 cn D 0 'Oh G 5 Crq • CfQ• c/9 O r -r V] O 0 i7 0 O ) '0-r 10 ty 0 4 F'4 OD No c � 0 co 0. . Et CCD CD (IQ 0 O C CD O 0 'CC O 0 N cn0 Cr 0 0 0 0 0 CfQ co n tv d ocs 5 0co N 0 CD 0 0 0 Q O CD CD O 0) 0 0 o O_ 0 cip 0 CfQ Ca. CfrQ co co 0 0 0 N C CD CD 0 CD CD ( c 0 O 'CC 0 0 0 0• 0 cD 0 PL Natural Resource Stewardship: Promote environmental stewardship through assessment, advocacy, and collaboration. po CD 0 ° 4 CD ,Sr.y oo co 0 a O r° `O' c O co 'a k< CM N O rn D O (D CD • 0 ' '• n LO• P. E. n -r N P )61'• CD � '00 O a. O 0 o as O '0 • co co H "O pp °O 0' CD cf) 0 0, 0 a. �. R.: g. c4 crQ O CD C) (D `J' O r. �• O coVQ 0 C �. O 5 0 .`� 0 o co 0 Fy 0 Q7 � f7 `-C O Ft cr0 O �t A • � N Q O O' co 5. 0 A E ft 14. c Q. Ccp 2. cn co O u O O 0 N 5 co cn CD II) cn Ua co5 0 • ° CD o cra A O Cr "C O ti co co A O ' O 0 1. • I/�`rl O 0.A . 0 0 0 0 A 0 O•' 2. vna co cD ° Cr a\ N O 11)O O 0 o - c) 0 Deschutes County Performance Measures Q4 Report 4/1/2017 - 6/30/2017 9-1-1 Service District County Goal - Safe Communities: Protect the community through planning, preparedness, and delivery of coordinated services. Objective #3: Respond to, investigate, and prosecute criminal activity to ensure the guilty are held accountable, the innocent are protected, and the rights of all citizens are respected. Measure FY 2011 FY 2012 FY 2013 FY 2014 FY 2015 Measure #1 Measure #2 Measure #3 92.7% 99.7% 94.1% 99.7% 94.5% 99.7% 94.5% 99.7% 93.0% 99.7% 11 Sec FY 2016 To Date 93.5% 99.7% 7 Sec FY 2017 Target 95.0% 99.0% 12 Sec Measure #1: Calls to 9-1-1 answered within 5 seconds. Q1 Status: 93.7% of calls were answered within 5 seconds. This measure is very much a "stretch" goal that has never been met on an annual basis. Q2 Status: Statistics are not yet available due to a 9-1-1 phone system change. Q3 Status: Statistics are still not available due to a 9-1-1 phone system change. Q4 Status: Statistics are still not available due to a 9-1-1 phone system change. Measure #2: Calls to 9-1-1 answered within 10 seconds. Q1 Status: 99.7% of calls were answered within 10 seconds. Q2 Status: Statistics are not yet available due to a 9-1-1 phone system change. Q3 Status: Statistics are still not available due to a 9-1-1 phone system change. Q4 Status: Statistics are still not available due to a 9-1-1 phone system change. Measure #3: Calls referred to dispatch in 12 seconds or less. Q1 Status: Calls were referred to dispatch within 12 seconds. Page 1 of 62 Q2 Status: Statistics are not yet available due to a 9-1-1 phone system change. Q3 Status: Statistics are still not available due to a 9-1-1 phone system change. Q4 Status: Statistics are still not available due to a 9-1-1 phone system change. Measure #4: All vacant line positions will be staffed with fully trained Telecommunicators by the end of calendar year 2016 and the training program success rate for new hires will be 75% or higher. Q1 Status: Currently, there are only 3 line staff vacancies out of 43 positions. Interviews are being held later this month to attempt to fill the remaining vacancies. Q2 Status: Several employees are in the background investigation process. We anticipate being fully hired in March 2017. Q3 Status: Due to a resignation, there are currently two line vacancies. Interviews are being conducted today to fill the vacant positions in July 2017. The training program success rate of 75% or higher has been met. Q4 Status: Due to a trainee resignation and a new allocated FY18 FTE, there are currently four line vacancies. The Q3 recruitment did not yield any viable candidates. A recruitment is open now to fill the vacant positions in October 2017. The training program success rate goal of 75% or higher was met for FY 2017. Objective #4: Expand and enhance public safety communication systems in coordination with all stakeholders. Measure #5: In partnership with the Oregon State Radio Project, complete construction and deploy a new county -wide radio and data communications system by October 2016. Q1 Status: The District's radio system engineering firm discovered a radio tower at one of the proposed sites was overloaded, which required re -configuration of the system. Also, several user agencies asked for more time to acquire mobile and portable radios. These factors have pushed the go -live timeframe to January 2017. Q2 Status: Weather, FCC licensing and requests by user agencies for more time to acquire radios further delayed the go -live timeframe to June 2017. Q3 Status: Go -live is still on track for June 2017. Q4 Status: Go -live was pushed back a month and occurred in late -July. County Goal — Quality Customer Service: Provide internal and external services that are innovative and efficient. Objective #5: Pursue cooperative opportunities to enhance service delivery and the cost- effectiveness of public services. Measure #6: Develop partnerships with other public users to use the new radio system to Page 2 of 62 cost effectively expand or replace their existing or planned systems. Q1 Status: Current non-public safety users will transition to the new system. Staff is talking with several other public agencies about joining the system. A Service Level Agreement (SLA) is being developed for all customer agencies. Q2 Status: No new information to report. Q3 Status: No new information to report. Q4 Status: A SLA has been completed with Bend Public Works, and SLAs are pending with the Bend Street Department, Bend Police Department, Redmond Police Department, Redmond Public Works, Burlington Northern RR, Sunriver Service District, Black Butte Ranch Police Department, County Roads, County Solid Waste, Probation and Parole, AirLink, LifeFlight and the Sheriffs Office. Administrative Services County Goal — Safe Communities: Protect the community through planning, preparedness, and delivery of coordinated services. Objective #1: Collaborate with County and community partners in preparing for and responding to natural and man-made disasters. Measure #1: Complete a skills and resources assessment for the Central Oregon Public Information Officer/Joint Information System team in order to prepare for and expedite response to national and man-made disasters. Q1 Status: The skills and resources assessment has been completed. Responses have been shared with Deschutes and Crook County Emergency Service Managers. Q2 Status: Report not submitted by due date. Q3 Status: No new information to report. Q4 Status: No new information to report. County Goal — Healthy People: Enhance and protect the health and well-being of the community through advocacy, prevention, education, and delivery of coordinated services. Objective #5: Support the development of collaborative solutions related to transit options, homelessness, affordable housing, and veterans services. Measure #2: Continue to provide direct services to all County veterans and dependents to determine eligibility for benefits through the U.S. Department of Veterans' Affairs, State of Oregon, and all local area services and benefits providers. Q1 Status: No new information to report. Q2 Status: Report not submitted by due date. Page 3 of 62 Q3 Status: No new information to report. Q4 Status: This is an ongoing effort by conducting local outreach to area care facilities, outreach offices in La Pine, Redmond and space provided by the Sisters Chamber of Commerce, the local VA health care clinic and mental health treatment center, and conduct area in-home visits and necessary. We also attend any local events by other organizations to ensure the word gets to as many veterans and family members as possible. An example of this is we attended the Central Oregon Veterans Outreach stand down at the local Elks lodge this summer, and are currently working with the Central Oregon Veterans Ranch to establish outreach at their facility to those who don't like coming to an office setting. Measure #3: Reduce wait times required to see a veterans' service officer to two weeks. Q1 Status: No new information to report. Q2 Status: Report not submitted by due date. Q3 Status: No new information to report. Q4 Status: We have been highly successful in lowering the wait time for clients to get an appointment with a service officer to less than 2 weeks with hard work and determination to achieve this goal. Measure #4: State and federal funds secured on behalf of local public transit providers through Oregon Department of Transportation (ODOT) and Federal Transit Agency (FTA) grant programs for the purpose of providing transportation services to seniors and people with disabilities. 2011-13 Biennium $640,898 2013-15 Biennium $1,007,615 2015-17 Biennium $1,075,907 Note: Actual funds secured are shown. Grant awards are dependent upon resources made available by the State Legislature and Federal Government during each biennium. Q1 Status: No new information to report. Q2 Status: County solicitation for applications was initiated in Q2. Recommendations will be forwarded to ODOT in Q3 and awards will be made in Q4. Q3 Status: No new information to report. Q4 Status: Deschutes County was awarded $829,350 in Special Transportation Formula (STF) grant funds and $87,371 in Federal Transit Agency (FTA) Section 5310 transit grant funds for the 2017-19 biennium. County Goal — Quality Service Delivery: Provide internal support and external services that are innovative and efficient. Objective #1: Encourage and expand opportunities for public engagement with Page 4 of 62 Deschutes County government. Measure #5: Conduct a communications survey to learn more about how residents want to engage and communicate with the County. Use the results from this survey to inform website design and navigation, as well as new platforms and expanded opportunities. Q1 Status: The survey has been created and reviewed. We plan to launch it later this month after the District Attorney's Office's Deschutes Safe survey closes. Q2 Status: The survey is complete. Response was very limited. In the future, we may need to look for opportunities to incentivize survey participation. Q3 Status: No new information to report. Q4 Status: No new information to report. Measure #6: Encourage opportunities for public engagement with Deschutes County government through Centennial activities and celebration. Q1 Status: The Centennial Committee continues to celebrate the County's rich history through a variety of community events. In Q1, the County had a Centennial presence at the La Pine 4th of July parade, Sisters Quilt Show, Sunriver Car Show, Flashback Cruz and Deschutes County Fair. Q2 Status: The Centennial Celebration is complete. During Q2, the Committee held a Centennial birthday celebration at the Deschutes Historical Society. The BOCC also recognized the County's Dec. 13 birthdate with the reading of a Centennial proclamation. Q3 Status: No new information to report. Q4 Status: No new information to report. Measure #7: Continue to grow the County's social media presence through the sharing of relevant, timely, and actionable information on Facebook, Twitter, Instagram, and the Next Door. Q1 Status: The County's social media presence continues to grow. In Q1, we saw the following increases: Facebook: +82 likes (Total likes = 2,823) Twitter, +225 followers (Current followers = 2,808), Instagram +46 followers (Current followers = 56). We continue to see great traction with our #FeaturedJobFriday posts on Twitter. In July, one of these tweets resulted in 8,195 impressions. On Facebook, we're successfully using small budgets ($5 per identified post) to promote key posts and reach targeted audiences. This is expanding our reach beyond our existing followers. Q2 Status: The County's social media presence continues to grow. In Q2, we saw the following increases: Facebook: +132 followers (Total followers = 2,961) Page 5 of 62 Twitter, +280 followers (Current followers = 3,088), Instagram +32 followers (Current followers = 88). Q3 Status: We continue to see steady growth with our social media. In Q3, we saw the following increases: Facebook: +219 followers (Total followers = 3,180). Twitter: +231 followers (Total followers = 3,319). Instagram: +36 followers (Total followers = 124). During Q3, we also saw near recordreach with two of our posts on Facebook. An update from Community Justice reached 35,428 people and was re -shared 577 times. Another update from the Road Department reached 39,945 people and was re -shared 200 times. Q4 Status: We continue to see growth with our social media presence. In Q4, we saw the following increases in our following: Facebook: +200 followers; Twitter: +199 followers; Instagram: +60 followers). Measure #8: Develop a promotional program intended to reach and educate the public about how to obtain information and apply for Federal Department of Veterans' Affairs benefits. Q1 Status: No new information to report. Q2 Status: Report not submitted by due date. Q3 Status: The promotional program is continuously ongoing. At this time I am working with Whitney on an advertising campaign on CET buses so that it can reach a great deal of residents throughout the county. We are also working in conjunction with the Oregon Department of Veterans Affairs on promoting a Veterans Benefits Expo to be held at the Deschutes County Fair and Expo on July 15, 2017. There will be numerous local service providers including service officers providing information and guidance on federal, state, and local benefits. There will also be employers, and veteran owned business willing to hire veterans, along with many other veterans' organizations providing as much information as possible to all local residents. We are still in the development stage and contacting as many providers as possible to attend and have a booth. Q4 Status: The veteran's benefits expo conducted at the Deschutes County Fair Grounds was a big success. We had over 500 veterans and family members attend who received information on what their benefits are and how to go about applying for them. The event generated many new service provider contacts and services to our local veteran's population. We are looking forward to working with these providers to bring in new clients, With every new client comes the possibility of new benefits and new federal dollars coming into the county. Measure #9: Coordinate efforts with the IT Department to establish a state of the art Veterans' Services web page that is easy to access and navigate and that provides up-to- date information and resources. Q1 Status: No new information to report. Q2 Status: Report not submitted by due date. Page 6 of 62 Q3 Status: We have not begun the process of updating the web page at this time, but have plans to start this project very soon. Q4 Status: Our current web page provides the necessary information about office operations and our mission it also provides links to some other pertinent web sites dealing with veteran's benefits. At this time the development of a new easy access veteran's web site has been at a standstill due to other office commitments. We have been providing expanded outreach efforts and the training of a new Assistant Veterans Service Officer has taken priority at this time. Objective #2: Provide internal support to County operations to ensure cost-effective and efficient delivery of services to the public. Measure #10: Refine and implement legislative planning process, lobbying efforts, tracking system, and communication mechanisms. Q1 Status: No new information to report. Q2 Status: Preparation and planning for the 2017 legislative process will take place in Q3. Q3 Status: Legislative session is underway. Assessment will be completed in Q4 of 2017 or Q1 of 2018. Q4 Status: Legislation session ended in July 2017. Deschutes County's contract lobbyist firm is preparing a final report on session activity which will be presented to the Board of Commissioners during Q1 of 2018. Measure #11: Internal audit report rating of overall quality as compared to national average for association of local government auditors. Deschutes County National Average FY 2011 FY 2012 FY 2013 FY 2014 FY 2015 90% 86% 95% 88% 97% 88% 89% 88% 87% 88% FY2016 FY2017 To Date Target 95% N/A 90% N/A Q1 Status: No new information to report. Q2 Status: No new information to report. Q3 Status: Customer survey satisfaction rate = 94% (7 surveys received over 2 reports, including Community Development selected business software processes and Fair & Expo food and beverage). Measure #12: Internal Audit recommendation acceptance rate compared to the national average for local government auditors. Page 7 of 62 Deschutes County National Average FY 2011 FY 2012 FY 2013 FY 2014 FY 2015 90% 84% 100% 79% 100% 79% 100% 79% 100% 95% FY 2016 FY 2,017 To Date Target 100% N/A 95% N/A Q1 Status: No new information to report. Q2 Status: No new information to report. Q3 Status: Recommendation acceptance rate = 100%. Objective #3: Support employee wellness, development, productivity, and job satisfaction. Measure #13: Number of workplace accidents that require days away from work, restricted, or transferred workers per 100 employees (DART Rate). Deschutes County Oregon Average - Local Gov'ts. FY2011 FY2012 FY2013 FY2014 FY2015 1.9 2.3 2.5 2.0 2.2 2.3 2.2 2.7 2.4 N/A FY 2016 FY 2017 To Date Target 1.5 N/A 2.3 N/A Q1 Status: No new information to report. Q2 Status: No new information to report. Q3 Status: Number of workplace accidents that require days away from work, restricted, or transferred workers per 100 employees (DART Rate) year to date = 2.62. (Notes: so far this fiscal year, we've had 5 injuries resulting in job duty modifications and 11 injuries resulting in lost time). Q4 Status: No new information to report. County Goal - Resilient Economy: Promote policies and actions that sustain and stimulate economic vitality. Objective #2: Partner with organizations that stimulate economic vitality. Measure #14: County funds leveraged through contractual arrangements with organizations specializing in job creation, economic development, and local business support. Value of Economic Development Loans FY2011 FY2012 FY2013 FY2014 FY2015 $152,000 $118,000 $154,000 $92,000 $100,000 FY 2016 FY 2017 To Date Target* $142,000 TBD Page 8 of 62 Made FY 2010 2,495 FY 2,011 2,584 FY 2012 2,569 FY 2013 2,591 FY 2014 2,711 FY 2015 2,709 FY 2016 2,835 Number of Jobs Funded by Economic Development Loans 92 69 243 71 50 85 TBD * Future activity in the Economic Development Loan Program is dependent on resources allocated by the Board of Commissioners and recruitment efforts conducted by Economic Development for Central Oregon (EDCO). Updated actual numbers will be provided in the FY 2018 budget document. Q1 Status: No new information to report. Q2 Status: No new information to report. Q3 Status: Agreements executed with two new loan recipients: Composite Approach - $16,000 / 8 new jobs and Sudara, Inc. - $34,000 / 17 new jobs. Q4 Status: Agreement executed with one new loan recipient: Grace Bio - $48,000 / 24 new jobs. Assessor's Office County Goal - Quality Service Delivery: Provide internal support and external services that are innovative, efficient, and comprehensive. Objective #4: Support and promote Deschutes County Customer Service "Every Time" standards. Measure #1: Accounts managed per FTE compared to other Oregon counties. Deschutes County FY 2010 2,495 FY 2,011 2,584 FY 2012 2,569 FY 2013 2,591 FY 2014 2,711 FY 2015 2,709 FY 2016 2,835 7 County Average 2,441 2,422 2,545 2,742 2,795 2,784 2,924 Lane County 2,988 2,981 3,006 3,850 3,850 3,739 3.735 Jackson County 2,323 2,432 2,723 2,853 2,986 2,988 2.925 Clackamas County 2,830 2,785 2,740 2,749 2,758 2,715 2,758 Douglas County 2,724 2,626 2,716 2,744 2,815 2,816 3,749 Marion County 2,355 2,336 2,474 2,480 2,471 2,499 2,554 Linn County 1,959 1,896 2,114 2,359 2,302 2,270 2.355 Benton County 1,910 1,899 2,042 2,162 2,381 2,463 2,395 Q1 Status: No new information to report. Q2 Status: No new information to report. Q3 Status: No new information to report. Q4 Status: No new information to report. Page 9 of 62 Measure #2: Written approval by the Department of Revenue for the Assessor's Certified Ratio Study. Q1 Status: Approval letter received August 26, 2016 (see attached). Q2 Status: This is an annual report - no new information to report. Q3 Status: This is an annual report - no new information to report. Q4 Status: This is an annual report - no new information to report. Measure #3: Percentage of tax statements mailed by October 25th. FY2010 FY2011 FY2012 FY2013 FY2014 FY2015 100% 100% 100% 100% 100% 100% FY 2016 To Date 100% FY 2017 Target 100% Q1 Status: No new information to report. Q2 Status: No new information to report. Q3 Status: No new information to report. Q4 Status: No new information to report. Measure #4: Written certification from the Department of Revenue approving the County Assessment Function Assistance (CAFFA) program. FY2010 FY2011 FY2012 FY2013 FY2014 FY2015 Achieved Achieved Achieved Achieved Achieved Achieved FY 2016 To Date Achieved FY 2017 Target Achieve Q1 Status: No new information to report. Q2 Status: No new information to report. Q3 Status: No new information to report. Q4 Status: This is an annual measurement, no new information to report County Goal - Effective Asset Management: Preserve and enhance capital and fiscal assets. Objective #1: Use best management practices to sustain the quality of County assets and infrastructure. Measure #5: Cost per account managed compared to other Oregon counties. FY 2,010 FY 2011 FY 2012 FY 2013 FY 2014 FY 2015 FY 2016 Deschutes County $42.41 $43.27 $43.04 $44.46 $42.58 $46.48 $51.23 7 County Average $42.99 $43.34 $43.91 $42.69 $43.53 $43.11 $43.42 Page 10 of 62 Douglas County $28.24 $28.88 $28,94 $28.96 $28.55 $30.20 $29.31 Lane County $39.07 $40.03 $37.96 $29.91 $37.88 $33.08 $35.16 Jackson County $41.12 $40.03 $39.67 $40.99 $39.96 $39.64 $40.44 Clackamas County $38.77 $39.29 $41.88 $42.68 $41.62 $45.08 $46.35 Linn County $53.46 $54.10 $53,16 $49.18 $51.21 $52.05 $53.34 Marion County $46.21 $46.18 $48.01 $50.57 $49.24 $45.82 $47.95 Benton County $54.09 $54.85 $57,75 $56.57 $56.26 $50.86 $51.42 Q1 Status: Q2 Status: Q3 Status: No new information to report. No new information to report. No new information to report. Q4 Status: This is an annual measurement, no new information to report Measure #6: Administrative expenses as a percentage of taxes imposed compared to other Oregon Counties. Deschutes County FY 2010 1.68% X011 1.67% FY 2012 1.70% FY 2013 1.76% FY 2014 1.62% FY 2015 1.66% FY 2016 1.71% 7 County Average 1.83% 2.06% 2.02% 1.96% 1.94% 1.87% 1.78% Clackamas County 1.20% 1.12% 1.16% L18% 1.12% 1.13% 1.10% Lane County 1.83% 1.84% 1.69% 1.32% 1.55% 1.67% 1.31% Jackson County 1.97% 1.86% L88% 1.95% 1.83% 1.67% 1.64% Marion County 2.08% 1.93% L98% 2.00% 1.92% 1.72% 1.71% Benton County 2.10% 2.03% 2.05% 2.01% 1.98% 1.68% 1.66% Linn County 2.71% 2.57% 2.38% 2.27% 2.31% 2.2% 2.17% Douglas County 3.30% 3.10% 3.03% 2.99% 2.89% 2.99% 2.85% Q1 Status: Q2 Status: Q3 Status: Q4 Status: No new information to report. No new information to report. No new information to report. This is an annual measurement, no new information to report Clerk's Office County Goal - Quality Customer Service: Provide internal are innovative and efficient. Objective #1: Encourage and expand opportunities for public County government. Page 11 of 62 and external services that engagement with Deschutes Measure #1: Monitor the volume of voter registration adjusting workflows accordingly. Oregon Motor Voter (OMV) became effective January 1, 2016. Its impact on voter registration in Deschutes County, and statewide, is yet to be realized. Between January 1 and February 29, 2016, 637 voters were registered as Non Affiliated, 153 voters selected a party, and 59 opted -out. In addition, the 2016 Presidential Election is also impacting voter registration as indicated in the table below. * Total OMV Processed Records includes updates, new and cancelled voters. ** All Other Processed Voter Registration Records includes registration records received through USPS, online and at the counter. Q1 Status: 5228 8552 '2925 3108 2143 3161 4783 1632 2579 3885 6327 9599 3904 4160 8826 4274 Q2 Status: October set the record for the number of voter registration records processed in a month. The previous high was 8,802 in October 2012. ••••MM• MEE. 820 764 542 518 Page 12 of 62 December 2015 January 2016 February 2016 New OMV Voters 0 235 555 * Total OMV Processed Voter Registration Records 0 583 839 **A11 Other Processed Voter Registration Records 1632 1996 3046 Total Voter Registration Records Processed 1632 2814 4440 * Total OMV Processed Records includes updates, new and cancelled voters. ** All Other Processed Voter Registration Records includes registration records received through USPS, online and at the counter. Q1 Status: 5228 8552 '2925 3108 2143 3161 4783 1632 2579 3885 6327 9599 3904 4160 8826 4274 Q2 Status: October set the record for the number of voter registration records processed in a month. The previous high was 8,802 in October 2012. ••••MM• MEE. 820 764 542 518 Page 12 of 62 Q3 Status: New OMV Voters 4274 5806 10218 3622 2626 Dec Jan Feb Mar April May June July Aug Sept Oct Nov Dec Jan Feb Mar 201 201 201 ch 201 201 201 201 201 201 2016 2016 2016 2017 2017 2017 5 6 6 201 6 6 6 6 6 6 6 179 635 814 817 764 845 747 OMV Reach Back: captured individuals having qualifying interaction with DMV in calendar years 2014 & 2015. Total VRR includes OMV reach back quantities. * Total OMV 0 583 839 Processed VRR **All Other 163 Processed VRR 2 Total VRR 163 Processed 2 Q4 Status: New OMV Voters OMV Reach Back: captured Individuals having qualifying Interaction with DMV in calendar years 2014 & 2015. Total VRR includes OMV reach back quantities. *Total OMV Processed VRR **AJI Other Processed VRR Total VRR Processed 109 104 979 105 9 7 2 875 820 764 542 518 417 506 684 574 35 14 943 107 100 926 0 8 9 670 629 532 673 844 199 304 522 855 292 310 `'214 316 478 9286 2951 1997 2143 1609 1752 6 6 8 2 5 8 3 1 3 257 388 632 959 390 416: 882 427 580 10218 3622 2626 9 5 7 9 4 0 6 4 6 Dec Jan Feb 2015 2016 2016 March 2016 April May June July Aug Sept 2675 2282 2596 Oct Nov Dec Jan Feb Mar April May June 2016 2016 2016 2016 2016 2016 2016 2016 2016 2017 2017 2017 11 747 875 ' 820 764 542 :518 417 506 684 503 606 742 583 839 1099:-: 1047 979 1052 1078 1009 926 570 629 532 67 844 693 758 911 1632 1996 3046 5228 8552 2925 3108 2143 3161 4783 9286 2951 1997 2143 1609 1752 1976 1569 2688 1632 2579 3885 6327 'I 9599 3904 4160 8826 4274 5806 10218 3622.26262675:2282,2596:2669: 23273599 Objective #4: Support and promote Deschutes County Customer Service "Every Time" Standards. Measure #1: Complete verification of real property index within 3 days of the date of recording 95 % of the time. Verification is a second review of the data entry of the index to a real property record. Among five comparable Oregon counties Lane, Douglas, Benton, Jackson, and Marion report completing verification within 1-3 days from the date of recording. Page 13 of 62 FY 2013 95% FY 2014 95% FY 2015 95% FY 2016 To Date 57% FY 2017 Target 95% Q1 Status: FY 2016 = 57%; FY 2017, To Date = 0% [Level of activity and staff out of office impeded accomplishing goal. On the bright side, revenues have been strong.] Q2 Status: To Date 0% Level of activity, vacations and another project (to be completed by end of January) has hampered meeting the 3 day goal. Currently, verification is 50 working days out. Q3 Status: Goal = 0% within 3 Days (good news is we reduced it by two weeks in last month!) FY 16-17 4,473 5,196 4,673 4,763 4,588 4,484 4,099 3,895 4,498 3,928 Ave/Mo 4,959 5,221 4,882 5,098 4,497 ` 4,741 4,629 4,447 5,183 5,052 5,148 5,312 # Days to Verify % of Goal Met 20 28 Days 0 40 0.00% 45 56 53 Days 0 0.00% 51 63 ` 50 Days ` 0 0.00% 35 Days 0 0.00% Q4 Status: # Days to Verify 20 28 40 45 56 53 51 63 50 35 16 21 I% of Goal Met Days 0 0.00% Days 0 0.00% Days 0 0.00% Days 0 0.00% Measure #2: Percentage of County Records Center file requests completed within 24 hours is 99% or better. FY 2010 FI 2011 FY 2012 FY 2013 FY 2014 FY 2015 FY 2016 FY 2017 To Date Target 97% 98% 97% 99% 100% 99% 99% 99% Note: Among five comparable Oregon counties, several counties operate an Archive/Records Center. Counties range from self -serve to 24 hour turnaround 100% of the time. Q1 Status FY 2016 99.89%; FY 2017 to Date = 100%. Q2 Status to date = 100% Q3 Status: # Completed FY 07-08 FY 08-09 FY 09-10 FY 10-11 FY 11-12 FY 12-13 FY 13-14 FY 14-15 FY 15-16 FY 16-17 Page 14 of 62 within 24hrs # Completed FY 07-08 FY 08-09 FY 09-10 FY 10-11 FY 11-12 FY 12-13 FY 13-14 FY 14-15 FY 15-16 FY 16-17 within 24hrs Q4 Status: FY 07-08 FY 08-09 FY 09-10 FY 10-11 FY 11-12 FY 12-13 FY 13-14 FY 14-15 FY 15-16 FY 16-17 Completed 97.89% 95.43% 96.60% 98.17% 97.38% 99.71% 100.00% 99.89% 99.89% 99.42% in 24hrs Community Development County Goal - Safe Communities: Protect the community through planning, preparedness, and delivery of coordinated services. Objective #5: Enforce County regulations to preserve rural quality of life. Measure #1: Achieve 85% voluntary compliance in Code Enforcement cases. Q1 Status: During the 1st quarter, case compliance rate was 95.3%. Q2 Status: During the 2nd quarter, case compliance rate was 88%. Q3 Status: During the 3rd quarter, case compliance rate was 71%. Q4 Status: During the 4th quarter, case compliance rate was 87%. Measure #2: Resolve 75% of Code Enforcement cases within 12 months. Q1 Status: During the 1st quarter, 85% of code enforcement cases were closed within 12 months. Q2 Status: During the 2nd quarter, 85% of code enforcement cases were closed within 12 months. Q3 Status: During the 2" quarter, 82% of code enforcement cases were closed within 12 months. Q4 Status: During the 4th quarter, 83% of code enforcement cases were closed within 12 months. County Goal - Healthy People: Enhance and protect the health and well-being of the community through advocacy, prevention, education and delivery of coordinated services. Page 15 of 62 Objective #1: Consider population health, wellness, and multi -modal connectivity in the design and implementation of infrastructure and land use policies. Measure #3: Facilitate County adoption of Bend, Redmond and Sisters UGB amendments. Q1 Status: On September 28, 2016, the board adopted Ordinance Nos. 2016-020 through 2016-023 approving the City of Bend's UGB amendment. Redmond and Sisters have not yet initiated UGB amendments. Q2 Status: Redmond and Sisters have not yet initiated UGB amendments. Q3 Status: Redmond and Sisters have not yet initiated UGB amendments. Q4 Status: Redmond and Sisters have not yet initiated UGB amendments. County Goal - Resilient Economy: Promote policies and actions that sustain and simulate economic vitality. Objective #2: Partner with organizations to stimulate economic vitality. Department Measure #4: Coordinate with the City of Bend to adopt the Bend Airport Master Plan into the County's Comprehensive Plan and amend zoning ordinance to promote economic growth and sustainability at the Airport. Q1 Status: On August 10, 2016, the Board approved the City of Bend's application to repeal the 2002 Bend Airport Master Plan (BAMP) and adopt only Chapter 7 (Airport Development Alternatives) of the 2013 BAMP and Sheets 2 (Airport Data), 3 (Airport Layout Plan), and 11 (Noise Contours) and also amend language in the County Comprehensive Plan and Transportation System Plan (TSP) to update references to the 2013 BAMP. Staff anticipates in FY 2016-2017 a subsequent site plan for helicopter operations and a text amendment to update the allowed uses at the airport. Q2 Status: The City of Bend has not initiated a site plan application for helicopter operations or a text amendment to update the allowed uses at the airport. County staff has continued to closely coordinate with City staff on the submittal of the BAMP Comprehensive Plan and zoning text amendments through December 2016, particularly pertaining to the Transportation Planning Rule (TPR) compliance requirements (only a minimal analysis is necessary). County staff will promptly process the City's proposed amendments upon submittal of the application(s). Q3 Status: No new information to report. Q4 Status: The City of Bend has not applied for the amendments. Department Measure #5: Coordinate with the City of Redmond to amend its UGB for a large lot industrial site and future fairgrounds expansion. Q1 Status: The City of Redmond anticipates initiating two UGB amendment applications in winter 2017. Q2 Status: The City of Redmond has not initiated a UGB amendment. Page 16 of 62 Q3 Status: The City of Redmond has not initiated a UGB amendment. Q4 Status: The City of Redmond has not initiated a UGB amendment. Objective #3: Support land use programs and initiatives that promote economic growth and diversity, livability, and sustainability. Department Measure #6: Complete the 3 -year U.S. EPA Brownfield Assessment grant with the City of Redmond, private property owners, and Bend Parks and Recreation District to identify contaminated commercial sites and plan for redevelopment. Q1 Status: The U.S. EPA Community -side Assessment Grant was completed on September 30, 2016. Q2 Status: No new information to report. However, planning staff has provided presentations summarizing the project's success to the Board, Planning Commission, and Association of Oregon County Planning Directors. Q3 Status: No new information to report. Q4 Status: Achieved. Department Measure #7: Support and participate in the Land Conservation and Development Commission rulemaking process to address non -resource lands, if initiated. Upon rule adoption, coordinate with DLCD to develop a work plan to implement the new rules and accurately designate resource and non -resource lands in rural Deschutes County. Q1 Status: On October 3, the CDD Director and Planning Manager met with regional County planners and DLCD staff to discuss the need for LCDC to initiate rulemaking. LCDC has not initiated rulemaking as of the 1St quarter. The Commission is expected to consider initiating rulemaking by spring or summer 2017. Q2 Status: DLCD staff is presenting the results of the Southern Oregon Regional Pilot Project (SORPP) to LCDC in January 2017. County Planning staff provided DLCD's SORPP Final report to the Board and Planning Commission in January. LCDC is expected to consider initiating rulemaking by spring or summer 2017. DLCD Director Jim Rue stated that if rulemaking is initiated, it will not begin until after the 2017 Legislative Session. Q3 Status: Staff testified in support of HB 2222 before the Oregon House of Representatives Committee on Agriculture and Natural Resources to allow Deschutes County to initiate a process to re-evaluate and potentially re -designate agricultural lands. Though the bill died in committee, staff is scheduling a meeting with DLCD Director Jim Rue and his staff for late May to discuss a path forward for this effort potentially through Regional Problem Solving statutes. Q4 Status: On June 30, Commissioner Baney, Tom Anderson, Nick Lelack, and Peter Gutowsky met with Bend Mayor Boats and city staff, and DLCD staff, to discuss approaches to re-evaluating and re -designating agricultural lands near/around Bend to non -resource lands and to streamline Bend's next urban expansion - UGB and/or Urban Reserve. Given Bend's limited resources, County CDD staff will draft a work scope to initiate a separate non -resource lands Page 17 of 62 program or a Collaborate Regional Problem Solving (RPS) project likely to consist of several phases for review and discussion. If the latter occurs, the work plan will need to be proposed to the Land Conservation and Development Commission (LCDC) this fall. Under state law (ORS 197.652), LCDC must approve an RPS work scope prior to a local jurisdiction initiating such a project. Department Measure #8: Develop a work program to audit County land use regulations to update review processes and standards to achieve County goals. Q1 Status: A work program has not been developed to date. This work plan item has not been prioritized for FY 16-17. Q2 Status: No new information to report. Q3 Status: No new information to report. It will be determined during CDD's work plan approval process of whether or not this project continues to FY 17-18 or not, and, if so, whether it is prioritized to be initiated next fiscal year. Q4 status: CDD did not initiate this project during the fiscal year, and is not included in the department's adopted work plan for FY 18 due to other County priority projects. Objective #4: Support beneficial management and access policies of publicly owned facilities and natural resources to promote tourism and recreational activities. Department Measure #9: Coordinate with the Sunriver Owners Association (SROA) and stakeholders on a solution to conflicts between traffic on Spring River Road and those seeking to launch boats or float on the Deschutes River from Harper Bridge. Q1 Status: CDD, Administration, and Road Department staff continue to meet with SROA, Sunriver Resort, and Crosswater representatives on solutions to provide off-street parking on the SROA and Crosswater sides of Century Drive. Q2 Status: No new information to report. Q3 Status: CDD continues to participate in this process as described in Q1 Status report. Q4 Status: CDD is meeting and sharing information with Administration's intern to address a range of topics, including ADA, wetlands, spotted frog, right of way, GIS mapping, and more. County Goal - Natural Resource Stewardship: Promote environmental stewardship through assessment, advocacy, and collaboration. Objective #1: Enhance and protect air, land, and water resources. Department Measure #10: Convene the South County Groundwater Partnership Financial Advisory Committee to discuss funding solutions to protect groundwater quality. Q1 Status: The South County Groundwater Partnership Financial Advisory Committee will not be convened until there is additional building activity to generate revenue for the Groundwater Partnership Fund and an Exception to Page 18 of 62 Goal 11 is approved to provide options for property owners to treat wastewater beyond septic systems. The Board approved allocating additional funds to NeighborImpact to continue the loan partnership program. Q2 Status: No new information to report. Q3 Status: No new information to report. Q4 Status: CDD did not initiate this project during the fiscal year, and it is not included in the department's adopted work plan for FY 18 due to other County priority projects. Objective #3: Support healthy and sustainable forest, habitat, and land management practices and oversight. Department Measure #11: Coordinate with the U.S. Fish and Wildlife Service (USFWS) to protect critical habitat for the Oregon Spotted Frog and pursue balanced land use approaches that benefit both the species and private property owners. Q1 Status: The Board postponed adopting critical habitat into the Comprehensive Plan until the Deschutes Basin Study Work Group completes its work in June 2018. Staff continues to coordinate with USFWS on land use applications affecting flood plains and wetlands in the Upper Deschutes basin. In addition, the Deschutes River Conservancy provided an update on the Work Group's purpose, progress, and schedule in early September. Q2 Status: No new information to report. Q3 Status: No new information to report. Q4 Status: No new information to report. Department Measure #12: Evaluate the University of Oregon's Community Service Center's recommendations to update the County's natural hazards and mitigation standards. Q1 Status: This work task has not been initiated to date. Q2 Status: No new information to report. Q3 Status: No new information to report. Q4 Status: The recommendations pertaining to floodplain regulations are pending before the Planning Commission as part of the text and map amendments to change the floodplain base zone to an overlay zone. County Goal - Quality Customer Service: Provide internal and external services that are innovative and efficient. Objective #1: Encourage and expand opportunities for public engagement with Deschutes County government. Page 19 of 62 Department Measure #13: Expand on-line subscription services beyond the CDD Update to include Planning Commission and Historic Landmarks Commission agendas, monthly CDD Statistics and Performance Measure Reports, and Hearings Officer decisions. Q1 Status: The new Accela Legislative Management software program provides similar services to the Planning Commission and Hearings Officers as planned by this performance measure. New reporting tools for performance measures are under development and expect to be phased in over several months. Q2 Status: No new information to report. Q3 Status: No new information to report. Q4 Status: No new information to report. This project remains on CDD's work plan for FY 18; the department anticipates initiating this project in the fall. Objective #4: Support and promote Deschutes County Customer Service "Every Time" standards. Department Measure #14: Achieve an average of 6-10 stops at different construction job sites per day for each Building Inspector. Each stop may consist of multiple inspections. Q1 Status: At 8.93 average stops per field inspector per day, we are approaching the upper limits of the performance measure. We will continue to monitor these numbers and assign staff accordingly. Q2 Status: At 7.51 average stops per field inspector per day, Our performance measure shows a reduction in stops per day starting in late November, continuing through December and into the first part of January. Since our leading indicators, such as septic reviews and planning applications are running at very high volumes, it is presumed that this slowdown is a temporary event that could be associated with the recent weather events. Q3 Status: At 7.65 average stops per field inspector per day. Q4 Status: At 6.79 average stops per field inspector per day. Department Measure #15: Achieve an average turnaround time on building plan reviews of 8-10 days. Q1 Status: During the 1St quarter, average turnaround time on building plan reviews was 16.81 days. We are currently interviewing to fill our new FTE position with a plans examiner. This will assist us with reducing plan review times and providing additional staff to assist in the field during high inspection count days, once the backlog of plan reviews has been completed. Q2 Status: During the 2nd quarter, average turnaround time on building plan reviews was 11.66 days. The weather related slowdown was also seen in plan review times. Our average Residential Plan Review Turnaround time for the month of December dropped to 7.65 days. We also filled an open Plans Examiner position on 12/1/16. This will aid us in keeping this number within our goals and state statute. Page 20 of 62 Q3 Status: During the 3rd quarter, average turnaround time on building plan reviews was 6.54 days. Q4 Status: During the 4th quarter, average turnaround time on building plan reviews was 9.47 days. Department Measure #16: Achieve an average of 2-4 residential plan reviews per building plans examiner per day. Q1 Status: During the Pt quarter, the average daily residential plan reviews per examiner was 2.62 plans. We have maintained this performance measure through limited overtime by the plans examiners. Q2 Status: During the 2ud quarter, the average daily residential plan reviews per examiner was 2.45 plans. We have maintained this performance measure through limited overtime by the plans examiners during the first part of the 2nd quarter. The snow related slowdown & filling the vacant plans examiner position helped the Building Safety Division catch up on plan reviews. Q3 Status: During the 3rd quarter, the average daily residential plan reviews per examiner was 1.29 plans. Q4 Status: During the 4th quarter, the average daily residential plan reviews per examiner was 2.11 plans. Department Measure #17: Issue all planning administrative (staff) decisions for land use actions requiring prior notice within 45 days of determination of complete application and for those that do not require prior notice, within 21 days of determination of complete application. Q1 Status: Administrative decisions with prior notice are averaging 51 days. Administrative decisions without prior notice are averaging 28. Q2 Status: Administrative decisions with prior notice are averaging 40.6 days. Administrative decisions without prior notice are averaging 30.6. Two new assistant planners have been hired to meet or exceed the performance measures. The planners begin in the 3rd quarter (Jan. 1 and Feb. 1). Q3 Status: Administrative decisions with prior notice are averaging 35 days. Administrative decisions without prior notice are averaging 32 days. Q4 Status: Administrative decisions with prior notice are averaging 29 days. Administrative decisions without prior notice are averaging 27 days. Department Measure #18: Issue new onsite septic system permits within 15 days of receiving a complete application. Q1 Status: During the 1st quarter, new onsite septic permits were issued on average 10.02 days after receiving a completed application. Q2 Status: During the 2ud quarter, new onsite septic permits were issued on average 21.46 days after receiving an application. CDD switched to using the Accela Onsite Module which resulted in difficulty tracking data. Page 21 of 62 Q3 Status: During the 31'd quarter, new onsite septic permits were issued on average 7.13 days after receiving a completed application. Q4 Status: During the 4th quarter, new onsite septic permits were issued on average 11.61 days after receiving a completed application. Objective #5: Pursue cooperative opportunities to enhance service delivery and the cost- effectiveness of public services. Department Measure #19: Maintain one-stop development services shops in the La Pine and Sisters' city halls and coordinate with the City of Redmond to establish a one-stop development services shop at Evergreen City Hall in 2017. Q1 Status: CDD has maintained the one-stop shops in Sisters and La Pine, and engaged COBA and Sisters staff to gain feedback on the service delivery and address issues. CDD will move its north County branch to Redmond when Evergreen is open. Q2 Status: CDD has maintained the one-stop shops in Sisters and La Pine, and engaged CORA and Sisters staff to gain feedback on the service delivery and address issues. CDD is scheduled to move its north County branch in Redmond to Evergreen City Hall on March 7, 2017. Q3 Status: As of March 2017, CDD has one-stop shops in Sisters, La Pine, and Redmond City Hall. Q4 Status: Achieved Department Measure #20: Partner with Neighborlmpact to provide financial assistance to property owners needing to upgrade their onsite wastewater treatment systems, and coordinate with DEQ to issue protective onsite wastewater treatment system permits and water quality risks and monitoring. Q1 Status: During the 1st quarter, the Board authorized allocating Neighborlmpact partnership fund an additional $60,000 for loans. Q2 Status: Department measure achieved in 1st quarter. Q3 Status: Department measure achieved in 1st quarter. Q4 Status: Department measure achieved in 1st quarter. Effective Asset Management: Preserve and enhance capital and fiscal assets. Objective #3: Maintain strategies for major funds to ensure long-term financial stability. Department Measure #21: Develop and adopt reserve fund policies and targets to enable CDD to sustain consistent levels of service during various economic cycles and to inform annual fee adjustments. Q1 Status: Reserve fund policies are currently being drafted and discussed with appropriate county staff with a goal for completion in March 2017. Page 22 of 62 Q2 Status: Staff has developed a draft reserve policy in coordination with the Finance Dept. and County Auditor to be presented to the Board in February for consideration and possible decision/direction. Q3 Status: Reserve fund policies were drafted, discussed with the Board during February 2017 and signed by the Director on March 15, 2017. Q4 Status: Continued conversation has yet to be scheduled. No new information to report. Community Justice County Goal — Safe Communities: Protect the community through planning, preparedness, and coordinated public safety services. Objective #2: Promote public safety programs to reduce crime and repair harm. Measure #1: 80% of Juvenile Community Justice Officers meeting contact and skill - building goals with medium and high risk offenders. Q1 Status: See first table below. Q2 Status: See second table below. Q3 Status: See third table below. Measure #2: 10% of juveniles presented to detention who commit a new offense or technical violation prior to disposition. Q1 Status: See first table below. Q2 Status: See second table below. Q3 Status: See third table below. Measure #3: 10% percent of first-time juvenile marijuana and alcohol violators assessed as low risk who reoffend within one year. Q1 Status: See first table below. Q2 Status: See second table below. Q3 Status: See third table below. Measure #4: 75% of adult felony probationers' successful case closures. Q1 Status: See first table below. Q2 Status: See second table below. Q3 Status: See third table below. Page 23 of 62 Measure #5: 700 adult offender sanctions ordered. Q1 Status: See first table below. Q2 Status: See second table below. Q3 Status: See third table below. Measure #6: 25 adult offender revocations processed. Q1 Status: See first table below. Q2 Status: See second table below. Q3 Status: See third table below. Measure #7: 600 interventions provided to adult offenders. Q1 Status: See first table below. Q2 Status: See second table below. Q3 Status: See third table below. Measure #8: 50% of successful case closures of adults on felony post -prison supervision. Q1 Status: See first table below. Q2 Status: See second table below. Q3 Status: See third table below. County Goal — Quality Service Delivery: Provide internal support and external services that are innovative, efficient, and comprehensive. Objective #4: Support and promote Deschutes County Customer Service "Every Time" standards. Measure #9: 80% of juvenile cases assessed and initially routed within 10 days of referral receipt. Q1 Status: See first table below. Q2 Status: See second table below. Q3 Status: See third table below. Objective Measure' Target 1st Qtr. Page 24 of 62 Safe Communities #2. Promote targeted prevention, diversion and intervention programs to reduce recidivism and future demands on county services achieved through the continuum of incarceration, detention and supervision services (1) Percent juvenile community justice officers meeting contact and skill building goals w/medium and high risk offenders g0% 69% Measure is % of cases where CJOs met EPICS contact requirements based on monthly case audits (2) Percent juveniles presented to detention who commit new offense or technical violation prior to disposition 10% Once per year measurement; will report in Q4. Will measure in June 17 all youth admitted 6/1/14 and 5/30/16 Safe Communities #5. Assess and respond to marijuana legalization as it relates to community law enforcement, health and land use regulations (3) Percent of first-time juvenile marijuana and alcohol violators assessed as low risk who reoffend within one year 10% Once per year measurement; will report in Q4. Will measure in June 17 all youth brief screened between 6/1/15 - 5/30/16 Quality Service Delivery #5. Adapt to changing state and federal laws, industry trends and community needs in continuing to provide innovative services to the public (4) Percent of juvenile cases assessed and initially routed within 30 days of referral receipt. g0% 67% Based on monthly reporting Safe Communities #2. Promote targeted prevention, diversion and intervention programs to reduce recidivism and future demands on county services achieved through the continuum of incarceration, detention and supervision services (5) Percent adult felony probationers' successful case closures 65% 56% DOC 400 (6) Number adult offender sanctions ordered 700 351 DOC 400 (7) Number adult offender revocations processed 30 15 DOC 400 (8) Number interventions provided to adult offenders 600 184 DOC 400 (9) Percent successful case closures felony post -prison supervision adults 55% 47% rjectrve ensurer` ge 2:' otes Safe Communities #2. Promote targeted prevention, diversion and intervention programs to reduce recidivism and future demands on county services achieved through (1) Percent juvenile community justice officers meeting contact and skill building goals w/medium and high risk offenders 80% 67% Measure is % of cases where CJOs met EPICS contact requirements - based on monthly case audits Page 25 of 62 the continuum of incarceration, detention and supervision services (2) Percent juveniles presented to detention who commit new offense or technical violation prior to disposition 10% Once per year measurement; will report in Q4. Will measure in June 17 all youth admitted 6/1/14 and 5/30/16 Safe Communities #5. Assess and respond to marijuana legalization as it relates to community law enforcement, health and land use regulations (3) Percent of first-time juvenile marijuana and alcohol violators assessed as low risk who reoffend within one year 10% Once per year measurement; will report in Q4. Will measure in June 17 all youth brief screened between 6/1/15 - 5/30/16 Quality Service Delivery #5. Adapt to changing state and federal laws, industry trends and community needs in continuing to provide innovative services to the public (4) Percent of juvenile cases assessed and initially routed within 30 days of referral receipt. 80% 74% Average days assessed and routed for calendar year 2016: 33.4 Safe Communities #2. Promote targeted prevention, diversion and intervention programs to reduce recidivism and future demands on county services achieved through the continuum of incarceration, detention and supervision services (5) Percent adult felony probationers' successful case closures 65% 57% Data Warehouse (6) Number adult offender sanctions ordered 700 318 DOC 400 (7) Number adult offender revocations processed 30 10 DOC 400 (8) Number interventions provided to adult offenders 600 211 DOC 400 (9) Percent successful case closures felony post -prison supervision adults 55% 46% Data Warehouse Page 26 of 62 Objective Measure; (1) Percent juvenile community justice officers meeting contact and skill building goals w/medium and high risk offenders Target....3rd 80% gtir 74% Notes :..,.., . Measure is % of cases where CJOs met EPICS contact requirements based on monthly case audits Safe Communities #2. Promote targeted prevention, diversion and intervention programs to reduce recidivism and future demands on county services achieved through the continuum ofpresented incarceration, detention and supervision services (2) Percent juveniles to detention who commit new offense or technical violation prior to disposition 10% Once per year measurement; will report in Q4. Will measure in June 17 all youth admitted 6/1/14 and 5/30/16 Safe Communities #5. Assess and respond to marijuana legalization as it relates to community law enforcement, health and land use regulations (3) Percent of first-time juvenile marijuana and alcohol violators assessed as low risk who reoffend within one year 10% Once per year measurement; will report in 04. Will measure in June 17 all youth brief screened between 6/1/15 - 5/30/16 Quality Service Delivery #5. Adapt to changing state and federal laws, industry trends and community needs in continuing to provide innovative services to the public (4) Percent of juvenile cases assessed and initially routed within 30 days of referral receipt. 80% 68% Average days assessed and routed for calendar year 2016: 33.4 Safe Communities #2. Promote targeted prevention, diversion and intervention programs to reduce recidivism and future demands on county services achieved through the continuum of incarceration, detention and supervision services (5) Percent adult felony probationers' successful case closures 65% 51 Data Warehouse (6) Number adult offender sanctions ordered 700 350 DOC 400 (7) Number adult offender revocations processed 30 17 DOC 400 (8) Number interventions provided to adult offenders 600 241 DOC 400 (9) Percent successful case closures felony post -prison supervision adults 55% 41% Data Warehouse Objective Measure Target 4th Qtr. Notes Safe Communities #2. Promote targeted prevention, diversion and intervention programs to reduce recidivism and future demands on county services achieved through (1) Percent juvenile community justice officers meeting contact and skill building goals w/medium and high risk offenders 80% 78% Measure is % of cases where CJOs met EPICS contact requirements - based on monthly case audits Page 27 of 62 the continuum of incarceration, detention and supervision services (2) Percent juveniles presented to detention who commit new offense or technical violation prior to disposition 10% 9% Will measure in June 17 all youth admitted 6/1/14 and 5/30/16 Safe Communities #5. Assess and respond to marijuana legalization as it relates to community law enforcement, health and land use regulations (3) Percent of first-time juvenile marijuana and alcohol violators assessed as low risk who reoffend within one year 10% 11 Will measure in June 17 all youth brief screened between 6/1/15 - 5/30/16 Quality Service Delivery #5. Adapt to changing state and federal laws, industry trends and community needs in continuing to provide innovative services to the public (4) Percent of juvenile cases assessed and initially routed within 30 days of referral receipt. 80% 68% Average days assessed and routed in quarter 4: 28.9 Safe Communities #2. Promote targeted prevention, diversion and intervention programs to reduce recidivism and future demands on county services achieved through the continuum of incarceration, detention and supervision services (5) Percent adult felony probationers' successful case closures 65% 51 % Data Warehouse (6) Number adult offender sanctions ordered 700 344 DOC 400 (7) Number adult offender revocations processed 30 14 DOC 400 (8) Number interventions provided to adult offenders 600 260 DOC 400 (9) Percent successful case closures felony post -prison supervision adults 55% 39% Data Warehouse District Attorney's Office Q1 Status: Report not submitted by due date. Q2 Status: Report not submitted by due date. Q3 Status: Report not submitted by due date. Facilities County Goal - Effective Asset Management: Preserve and enhance capital and fiscal assets. Objective #4: Address long-term building and facility capital needs including major Page 28 of 62 maintenance and replacement strategies. Measure #3: Complete countywide space planning study conducted by third -party contractor. Q1 Status: We are currently developing a framework for evaluating space needs in conjunction with creating a comprehensive inventory of buildings and building equipment assets (roofs, HVAC equipment, finishes, parking lots, etc.). The intent is to compile data that allows us to correlate the lifecycle costs of buildings and the space needs of departments, with the long term aim of projecting the true cost over time of a particular facility in order to plan for future capital expenditures. Approaches utilized by other similar organizations are currently being evaluated prior to engaging the services of a third -party contractor. Q2 Status: Report not submitted by due date. Q3 Status: The Facilities Department has contracted with BLRB Architects to provide architectural building assessments as part of a County -wide facilities asset management plan. To date, twenty-two buildings have been identified for full on site review and have been divided into two priority levels. Site reviews have been completed at eleven of the highest priority buildings. A report on the first phase of the building assessments is expected to be complete by May 5, 2017. Q4 Status: Phase I building assessments were completed and presented to the budget committee in June. The department intends to begin work on Phase II in early fall. Recommendations from Phase I are being evaluated and prioritized for implementation. Measure #4: Work with Finance and Administrative Services to develop a method of funding future major maintenance and replacement of buildings. Q1 Status: Funding future major maintenance and replacement continues to be a topic of discussion and will be driven by the results of the facility inventory and assessments that are currently underway once lifecycle and replacement costs begin to be known. Q2 Status: Report not submitted by due date. Q3 Status: As the report on the first phase of the facilities assessments is completed, additional discussions with Finance and Administrative Services will be underway regarding long term funding options. Q4 Status: No new information to report. Fair & Expo Page 29 of 62 County Goal — Resilient Economy: Promote policies and actions that stimulate economic vitality. Objective #4: Support beneficial management and access policies of publicly -owned natural resources to promote tourism and recreational activities. Measure #1: Value of the economic impact generated from Fair and Expo events and facilities. This measure utilizes economic impact multipliers established by Travel Oregon and updated with Travel Industries of America's travel index. The index projects an average economic impact of $39 per day per visitor, $79 per sporting event visitor, $160 per overnight pleasure traveler and $265 per overnight business traveler. This reflects visitor spending on restaurants, recreation, lodging, gas, and other goods and services purchased locally. FY 2010 FY 2011 FY 2012 FY 2013 $31 million $43 million $37 million $19 million FY2014 FY2015 $28 million $19 million FY 2016 FY 2017 To Date Target $21 million $43 million Q1 Status: $18,901.743 value of economic impact generated from Fair and Expo events and facilities. Q2 Status: $3,725,932 YTD - $22,627,676 +7% over last year. Q3 Status: $33,919,549 YTD. Q4 Status: $40,445,172 YTD. Measure #2: Total number of visitors to the annual Deschutes County Fair. FY2010 FY2011 FY2012 FY2013 FY2014 FY2015 FY2016 167,000 234,000 241,000 248,000 245,000 257,000 251,700 FY 2017 Target 267,000 Q1 Status: 268,200 number of visitors to the fair. Q2 Status: No new information to report. Q3 Status: No new information to report. Q4 Status: No new information to report. County Goal — Quality Customer Service: Provide internal support and external services that are innovative and efficient. Objective #4: Support and promote Deschutes County Customer Service "Every Time" standards. Measure #3: Customer satisfaction with concessions, catering, facilities, operations, sales staff, and management. Page 30 of 62 FY 2012 Catering = 86% Facilities = 93% Operations = 88% Staff = 100% FY 2013 Catering = 96% Facilities = 94% Operations = 94% Staff = 100% FY 2014 Catering = 96% Facilities = 94% Operations = 94% Staff =100% FY 2015 Catering = 96% Facilities = 95% Operations = 96% Staff = 100% FY 2016 To Date Catering = 97% Facilities = 95% Operations = 95% Staff = 100% FY 2017 Target 90% satisfaction or greater Q1 Status: Q2 Status: Q3 Status: Q4 Status: 100% satisfaction with staff and 83% satisfaction with 3rd party caterers. 98% satisfaction with staff — 97% with 3rd party caterers. 90% satisfaction with staff — 100% with 3rd party caterers. 100% satisfaction with staff — 100% with 3rd party caterers. County Goal — Effective Asset Management: Preserve and enhance capital and fiscal assets. Objective #4: Address long-term building and facility capital needs including major maintenance and replacement strategies. Measure #4: Purchase new equipment and replace aging equipment as well as designate 4 major projects through the TRT program to enhance and market the Deschutes County Fair and Expo Center into the future. Increase overall business by 16% to send more money to the reserve fund. This fund balance policy supports the Guiding Principles for Financial Sustainability and Core Values by establishing guidelines for maintaining adequate operating and capital reserves that will enable the Deschutes County Fair and Expo Center to provide high quality facilities, take advantage of new business opportunities, contribute to the local economy, and provide community -oriented services and events for years to come, even in the face of emergencies or fiscal stress. Q1 Status: Purchased two lawnmowers for $25,000 ($10,000 over budget). Rebuilt the heating system to last an additional 5-7 years at a cost of $3,000 ($34,000 under budget). Purchased water truck from Knott Landfill for $10,000 ($30,000 under budget). Q2 Status: Q3 Status: Q4 Status: No new information to report. No new information to report. No new information to report. NEW— Business and Marketing: Q3 Status: Hired CSL as a consulting group to review business/marketing plans. Q4 Status: Received phase 1 report from CSL on July 25th. Report will be reviewed in Q1 2018. Page 31 of 62 Finance County Goal - Effective Asset Management: Preserve and enhance capital and fiscal assets. Objective #2: Upgrade information management systems to streamline business processes. Measure #1: Complete phase I of the Financial/HR Software System upgrade by June 30, 2017. Q1 Status: We are on track for a July 1, 2017 "go live" with our new system. We are entering the system set up stage with several teams being trained to set up each module to meet the County's needs. End user training is scheduled for May 2017. Q2 Status: We are still on schedule for the July 1, 2017 "go live" for the financial modules. The HR/Payroll process was to begin in January but due to the weather, we had trouble getting our consultant here. This phase of the project has been rescheduled and sessions will begin in early February with a "go live" date of January 1, 2018. We are planning to implement the electronic time sheet functions prior to the go -live date, perhaps in the early fall of 2017. Q3 Status: The Financial phase of the project will "go -live" on July 1 with accounts payable, purchasing, contracts, accounts receivable, billing, fixed assets, general ledger and the projects module. Many County staff will see MUNIS for the first time in the upcoming training that will begin in mid-May. The HR/Payroll project is moving along. We anticipate implementing the electronic timekeeping in the early fall and then complete the migration to MUNIS payroll on January 1, 2018. Q4: We went live on July 3, 2017 with all of the financial functions including purchasing, contracts, payables, banking, receipts, billing, general ledger and fixed assets. The project is progressing smoothly and issues are being dealt with as they are brought to our attention. Staff in departments have done a nice job adapting to the new financial tools. The HR/Payroll portion of the project is also on schedule to go live in January 2018..Although not yet scheduled, the electronic time entry part of the project is anticipated to go live in the fall. Objective #3: Maintain strategies for major funds to ensure long-term financial stability. Measure #2: Maintain a 5 -year financial plan for the County General Fund and other major funds. Q1 Status: This process will take place prior and during the early stages of the budget development process for FY 2018. Q2 Status: No new information to report. Q3: The update of the five year plan for the general fund will not take place this year due to the workload associated with the MUNIS project. We hope to accomplish this during the FY 2019 budget process. Page 32 of 62 Q4: The update of the five year plan for the general fund will not take place this year due to the workload associated with the MUNIS project. We hope to accomplish this during the FY 2019 budget process. Measure #3: Review and update financial policies to include sustainability strategies and reserve targets for the general fund and other major funds and activities. Q1: We are currently exploring the many financial related Board policies and drafting updates to several of them for consideration by the Board before the end of the calendar year. Q2 Status: We hope to get through the policy updates by the end of the fiscal year. Q3 Status: A number of policy changes have been drafted and are in the vetting and review process. These include the capital expenditure policy F-6, new purchasing card policy F-3, Expense Reimbursement policy F-1 and a new Payments to Suppliers Policy that will take the place of the bill bag. Once approved by County Administration, these will move on for Board consideration. Q4: The Board at their July 12 business meeting approved three of these four policies. There were questions about the purchasing card policy that will be answered shortly. Once these policies are in place, we will go through the changes in procedure with the affected County staff and post the new policies to insideDC. County Goal - Quality Customer Service: Provide internal support and external services that are innovative and efficient. Objective #2: Provide internal support to County operations to ensure cost-effective and efficient delivery of services to the public. Measure #4: Receive the GFOA Certificate of Achievement Award for the 2016 Comprehensive Annual Financial Report (CAFR) and receive the GFOA Distinguished Budget Presentation Award for the FY 2017 budget document. Q1 Status: We will submit our 2016 CAFR when it is completed in November 2016. The FY 2017 budget has been submitted to the program for review with results expected in the early spring. Q2 Status: We submitted both the CAFR for FY 2016 and the budget for FY 2017 and are waiting for the GFOA reviews to be completed. We expect to bring those awards to the Board in early spring for presentation. Q3: The County received both awards from the GFOA. A presentation was made on May 3 to recognize the work of Jeanine Faria for the Financial Reporting award and Loni Burk for the Budget award. Q4: The development of the FY 2017 CAFR is underway with our auditors arriving in early September to continue their work. The Budget document for FY 2018 is also being developed and will be issued in early fall. Both of these documents will be submitted to the GFOA program once they are complete. Measure #5: Meet with each department director twice each year to discuss service delivery and ensure that finance support needs are met. Page 33 of 62 Q1 Status: Meetings will be held in the fall and spring. Q2 Status: No new information to report. Q3 Status: Meetings this spring will involve discussions about the implementation of the new MUNIS system. Meetings in the fall of 2017 will involve discussions about the changes from the HR/Payroll implementation coming in January 2018. Q4: No new information to report. Objective #5: Pursue cooperative opportunities to enhance service delivery and the cost- effectiveness of public services. Measure #6: Explore new technology to allow existing tax unit staff to process property tax payments in-house realizing annual contracted service savings. Q1 Status: The tax office purchased several tax payment processing machines this past summer and received training in their use. We have worked with our Bank to establish a daily property tax payment process from our new machines. Tax bills will go out by October 21 and we should begin receiving tax payments from citizens shortly after that. Q2 Status: The new in-house process was a success and our staff was able to manage the workload without additional resources. We will continue to refine the process as we go through future tax billing and payment cycles. Q3 Status: No new report on this. The project was a success and the new equipment continues to perform well. Q4 Status: No new report on this. The project was a success and the new equipment continues to perform well. Health Services County Goal — Healthy People: Enhance and protect the health and well-being of the community through advocacy, prevention, education, and delivery of coordinated services. Objective #1: Consider population health, wellness, and multi -modal connectivity in the design and implementation of infrastructure and land use policies. Measure #1: 95% of licensed facilities receives inspections by environmental health staff per state requirements (annual measure — calendar year). Q1 Status: No new information to report. Q2 Status: 98.4% of licensed facilities received an inspection by environmental health staff per state requirements. FY17 Quarter 2 Numerator FY17 Quarter 2 Denominator FY17 Q2 Outcome Page 34 of 62 2116 2151 98.4% Q3 Status: No new information to report. Q4 Status: No new information to report. Measure #2: 95% of communicable disease investigations will be completed within 10 days, as defined by the Oregon Health Authority. Q1 Status: 98.6% of communicable disease investigations were completed within 10 days. FY17 Quarter 1 Numerator FY17 Quarter 1 Denominator FY17 Q1 Outcome 143 145 98.6% Q2 Status: 94.7% of communicable disease investigations were completed within 10 days. FY17 Quarter 2 Numerator FY17 Quarter 2 Denominator FY17 Q2 Outcome 36 38 94.7% Q3 Status: 100% of communicable disease investigations were completed within 10 days. FY17 Quarter 3 Numerator FY17 Quarter 3 Denominator FY17 Q3 Outcome 21 21 100% Q4 Status: 100% of communicable disease investigations were completed within 10 days. FY17 Quarter 4 Numerator FY17 Quarter 4 Denominator FY17 Q4 Outcome 23 23 100% Measure #3: 75% of reproductive health clients age 12 and older will receive an annual alcohol and drug screening using the CRAFFT or SBIRT screening tools. Q1 Status: 88% of reproductive health clients age 12 and older received an annual alcohol and drug screening using the CRAFFT or SBIRT. FY17 Quarter 1 Numerator FY17 Quarter 1 Denominator FY17 Q1 Outcome 777 883 88.0% Q2 Status: 86% of reproductive health clients age 12 and older received an annual alcohol and drug screening using the CRAFFT or SBIRT. FY17 Quarter 2 Numerator FY17 Quarter 2 Denominator FY17 Q2 Outcome 637 741 86.0% Page 35 of 62 Q3 Status: 87% of reproductive health clients age 12 and older received an annual alcohol and drug screening using the CRAFFT or SBIRT. FY17 Quarter 3 Numerator FY17 Quarter 3 Denominator FY17 Q3 Outcome 394 454 87.0% Q4 Status: 87% of reproductive health clients age 12 and older received an annual alcohol and drug screening using the CRAFFT or SBIRT. FY17 Quarter 4 Numerator FY17 Quarter 4 Denominator FY17 Q4 Outcome 823 946 87.0% Measure #4: 70% of participants in the Living Well with Chronic Conditions Program or Diabetes Self -Management Program completes the program. Q1 Status: 56.3% of participants in the Living Well with Chronic Conditions Program or Diabetes Self -Management Program completed the program. FY17 Quarter 1 Numerator FY17 Quarter 1 Denominator FY17 Q1 Outcome 9 16 56.3% Q2 Status: 48% of participants in the Living Well with Chronic Conditions Program or Diabetes Self -Management Program completed the program. FY17 Quarter 2 Numerator FY17 Quarter 2 Denominator FY17 Q2 Outcome 10 21 48.0% Since this is the first time implementing Chronic Pain focused workshops, staff discovered many referred patients had medical problems limiting their ability to attend/complete the workshop. The DCHS prevention program plans to remedy this by expanding the program offerings in hopes to see increases in both participation and completion. In addition, the program is collaborating with clinics to continually reassessing how to identify, screen, and refer the most appropriate patients. Planned efforts to improve completion rates include conducting fidelity checks and leader observations, and gathering formative research to identify barriers to completion. There is research suggesting completion rates are higher when groups are smaller or when an introductory "class zero" is offered. Other ideas the program has considered include adding motivation -focused questions to the registration process, or developing a community champion/ambassador program. Q3 Status: 69% of participants in the Living Well with Chronic Conditions Program or Diabetes Self -Management Program completed the program. FY17 Quarter 3 Numerator FY17 Quarter 3 Denominator FY17 Q3 Outcome 11 16 69.0% A coordinator for the Living Well with Chronic Conditions Program was hired in quarter three. With the new hire, DCHS will have better capacity to meet this metric in quarter four. Page 36 of 62 Q4 Status: 50% of participants in the Living Well with Chronic Conditions Program or Diabetes Self -Management Program completed the program. FY17 Quarter 4 Numerator FY17 Quarter 4 Denominator FY17 Q4 Outcome 5 10 50.0% Objective #2: Adjust to changing health system reforms, assess and address gaps in service, and strategize regional approaches. Measure #5: Provide quarterly update on Public Health Modernization; Behavioral Health System Transformation; physical, behavioral, and oral health integration; and regional collaboration. Q1 Status: No information reported. Q2 Status: Public Health Modernization: • Public Health is utilizing data informed process and SWOT Analysis (Strengths -Weaknesses -Opportunities -Threats) to identify Public Health Modernization priorities for Deschutes County. The number one priority/ need identified by multiple program areas is the same: Public Health/Risk Communications Specialist. ® Governor's Budget did not include funding for public health modernization. ® Funding and role of Public Health may be impacted by changes to the Affordable Care Act. Oregon's Medicaid Waiver allows for the potential to ensure a more smooth transition. ® The 2017 Public Health. Division Operational Plan focuses on Public Health Accreditation and Public Health Modernization priorities, and utilizing existing resources. Certified Community Behavioral Health Clinics (CCBHC): Oregon was one of eight states awarded this demonstration grant and Deschutes County Behavioral Health was approved by the BOCC to participate. Since October, planning processes and task groups have been convened, a training plan for staff has been implemented, hiring of necessary positions has been approved, steps are underway to post and recruit for CCBHC limited duration positions, and community partners are in the process of engaging in discussions about important CCBHC partnerships and impacts. Q3 Status: Public Health Modernization (PHM): The goals of PHM are to maintain a minimum level of public health protections and to ensure access to a minimum set of essential services. The local Public Health Division continues to evolve structurally in an effort to align with the PHM's goals. Over the past several months, public health has re -allocated existing resources toward: ® 1.0 FTE Environmental Health Capacity through the board approved fee increase in Q2. The position was filled in Q3. Page 37 of 62 • 0.40 FTE for the prevention, surveillance and control of Communicable Disease approved (.20 FTE implemented Q3 and .20 FTE approved to begin July 1, 2017) • 1.0 FTE for Health Information and Emergency Communications Officer was approved and implement began in Q3 • Other accomplishments this quarter include: o Developed performance metrics for measuring progress toward meeting the foundational (essential) public health programs, capabilities and expertise. o Aligned FY2018 strategic action plan activities with PHM goals. o Continued to streamline and align accreditation and modernization needs (i.e. PHAB communication requirements with modernization communication capabilities). Certified Community Behavioral Health Clinics (CCBHCZ: Quarter 3 represented a significant amount of work to finalize the activities necessary to ensure that the Behavioral Health division was ready for the April 1st go live date. CCBHC efforts were supported by 26 workgroups/43 staff. Final go -live preparations included, but was not limited to: • Creation and implementation of a two day staff training which was provided on three occasions to ensure all staff had the ability to attend • Creation and implementation of targeted billing and front desk trainings • Creating client and community messaging • Updating existing and creating new policies and procedures • Making changes to the EHR system in order to collect and report on required data • Updating billing practices and associated client supports • Through May 1st, 38% (11/29) of CCBHC New Hires will be filled • 19 CCBHC related policies and procedures completed Q4 Status: Public Health Modernization (PHM): The outcome of the 2017 legislative session had several positive outcomes for public health, including: a) $5M state general fund increase for Public Health Modernization Funding: The 2017 Oregon legislature approved $5M state general fund increase for PH modernization. Funding will be allocated as follows: • $1.1M (22%) of the new funds will go to the Public Health Division. • $3.9M (78%) of the new funds will go to local public health departments through a competitive grant application process targeting communicable disease prevention and prioritizing regional efforts. • DCHS is already working with Crook and Jefferson Counties to explore feasibility and identify needs for a regional application for up to $500,000 to tackle communicable disease (CD) concerns in the region. • With or without funding, DCHS will be tasked to modernize our public health infrastructure. b) Policy Changes to Public Health Modernization: The 2017 Oregon legislature also passed HB2310, which included some technical corrections to the language in HB3100 (2015 session) and allows for a "phased in" Page 38 of 62 approach to ensure improvements across all local public health departments in Oregon. c) No reductions to state support for public health, Baby's lst! or School Based Health Centers Behavioral Health System Transformation and Collaboration Behavioral Health System Transformation and regional collaboration efforts continue to include involvement in the Regional Health Improvement Plan workgroups, regional data committee, acute care council, and other ongoing regional collaboration activities. DCHS — Behavioral Health (DCHS-BH) division has taken on responsibility for two regional supports previously addressed by WEBCO. The Young Adult in Transition hub grant through the Oregon Health Authority (OHA) has been transferred to DCHS-BH and includes both fiscal and programmatic support responsibilities. Contracting and performance monitoring for the region's 24/7 crisis line has also been absorbed by DCHS-BH. Certified Community Behavioral Health Clinics (CCBHC): Quarter 4 represented the first 90 days of DCHS - BH division functioning under the new CCBHC certification. Initial data show that: • A monthly average of 1.,736 individuals was seen between April and June. The monthly average for April 2016 — March 2017 was 1,632. (April — June 2016 data is not being used exclusively for comparison due to a shift in the CCO access to care model during that timeframe which contaminates data comparison). • 17,079 billable services were provide during April — June • 667 Suicide Risk Assessments were conducted Measure #6: Increase the number of Deschutes County Downtown Clinic (DCDC) clients receiving on-site dental hygienic services by 40% within one year of program inception (annual measure). Q1 Status: No new information to report. Q2 Status: No new information to report. Q3 Status: No new information to report. Q4 Status: This metric is an annual metric that began June of 2016. Since that time period 53 clients have received on-site dental hygienic services at the Deschutes County Downtown Clinic (DCDC) over the last year. This represents a 77% increase between December 2016 and June 2017. Objective #3: Provide timely and convenient access to quality health services. Measure #7: 79% of individuals discharged from a psychiatric hospital receive an outpatient behavioral health visit within 7 calendar days of discharge. Q1 Status: 97.1% of individuals discharged from a psychiatric hospital received an outpatient behavioral health visit within 7 calendar days of discharge. FY17 Quarter 1 Numerator FY17 Quarter 1 Denominator FY17 Q1 Outcome 33 34 97.1% Page 39 of 62 Q2 Status: 86.0% of individuals discharged froma psychiatric hospital received an outpatient behavioral health visit within 7 calendar days of discharge. FY17 Quarter 2 Numerator FY17 Quarter 2 Denominator FY17 Q2 Outcome 32 37 86.0% Q3 Status: 98% of individuals discharged from a psychiatric hospital received an outpatient behavioral health visit within 7 calendar days of discharge. FY17 Quarter 3 Numerator FY17 Quarter 3 Denominator FY17 Q3 Outcome 49 50 98% Q4 Status: 98% of individuals discharged from a psychiatric hospital received an outpatient behavioral health visit within 7 calendar days of discharge. FY17 Quarter 4 Numerator FY17 Quarter 4 Denominator FY17 Q4 Outcome 45 46 98% Measure #8: Behavioral Health Oregon Health Plan clients seen within state timelines as specified in the following categories: 1) Urgent: Within 48 hours and 2) Routine: Within 2 weeks. Q1 Status: 100% of Behavioral Health Oregon Health Plan clients were seen within state timelines. Category FY17 Quarter 1 Numerator FY17 Quarter 1 Denominator FY17 Q1 Outcome Urgent: Within 48 hours 1 1 100% Routine: Within 2 weeks 458 458 100% Q2 Status: 100% of Behavioral. Health Oregon Health Plan clients were seen within state timelines for urgent. 99.6% of Behavioral Health Oregon Health Plan clients were seen within state timelines for routine. Category FY17 Quarter 2 Numerator FY17 Quarter 2 Denominator FY17 Q2 Outcome Urgent: Within 48 hours 1 1 100% Routine: Within 2 weeks 461 463 99.6% Q3 Status: 100% of Behavioral Health Oregon Health Plan clients were seen within state timelines for urgent. 99.0% of Behavioral Health Oregon Health Plan clients were seen within state timelines for routine. Category FY17 Quarter 3 Numerator FY17 Quarter 3 Denominator FY17 Q3 Outcome Urgent & Emergent: Within 48 hours 26 26 100% Routine: Within 2 weeks 272 274 99.0% *PacificSource has asked us to include both Urgent and Emergent together. These are Emergent visits; we did not have any Urgent. Page 40 of 62 Q4 Status: No new information to report. Measure #9: 90% of children and adolescents referred by DHS receive a behavioral health assessment within 60 calendar days of notification. Q1 Status: 100% of children and adolescents referred by DHS received a behavioral health assessment within 60 calendar days of notification. FY17 Quarter 1 Numerator FY17 Quarter 1 Denominator FY17 Q1 Outcome 7 7 100% Q2 Status: 100% of children and adolescents referred by DHS received a behavioral health assessment within 60 calendar days of notification. FY17 Quarter 2 Numerator FY17 Quarter 2 Denominator FY17 Q2 Outcome 10 10 100% Q3 Status: 100% of children and adolescents referred by DHS received a behavioral health assessment within 60 calendar days of notification. FY17 Quarter 3 Numerator FY17 Quarter 3 Denominator FY17 Q3 Outcome 11 11 100% Q4 Status: 100% of children and adolescents referred by DHS received a behavioral health assessment within 60 calendar days of notification. FY17 Quarter 4 Numerator FY17 Quarter 4 Denominator FY17 Q4 Outcome 10 10 100% Measure #10: Increase number of clients served by public health home visiting by 5% (annual measure — fiscal year, number of clients reported quarterly). Q1 Status: 202 Clients Served. Q2 Status: 228 Clients Served. Q3 Status: 252 Clients Served. Q4 Status: 257 Clients Served. FY 2017 results: Average number of clients seen quarterly = 235. Represents a 10.7% increase. Objective #4: Promote health and prevent disease using strategies that align with the Central Oregon Regional Health Improvement Plan. Measure #11: Provide quarterly update on DCHS' role in implementing strategies associated with the Regional Health Improvement Plan. Q1 Status: No information reported. Q2 Status: Page 41 of 62 Q3 Status: Public Health: Leveraged Resources to implement strategies for addressing RHIP priorities: • AFIX - Improve immunization compliance rates: $149,000 (COHC RHIP funding) • Perinatal Care Continuum - home visiting support, preg. women: $436,192 (COHC RHIP) • Diabetes Prevention Program (DPP): $166,175 (COHC RHIP funding) • Living Well (with Chronic Diseases) Central Oregon: $149,032 (COHC RHIP funding) • Treatment & Recovery Referral (SBIRT QIM): $1,212 (COHC RHIP funding) • Electronic Referrals to Tobacco Quit Line (Tob. Cess. QIM): $$45,571 (COHC RHIP funding) • Tobacco Retail Licensing: $75,580 (OHA-competitive) • PREP Grant - Prevention of risk behaviors among youth: $119,204 (OHA-competitive) • Serving Youth Grant: $5,000 (OHA-competitive) • C.O. Medical Reserve Corps: $12,038 (NACCHO -competitive) Behavioral Health: • Increase SUD services for young adults in transition and adolescents • Develop referral pathway for PCP's to use post screening (covers SUDS and MH) • Develop and implement a regional MH promotion campaign • Expand community awareness of low risk drinking • Increase prevention outreach to early childhood population/at-risk parent of 0-5 kiddos • Increase Trauma Informed Care in our organization and practices in the community Public Health: • To date, $920,749 in competitive funding has been awarded to the department's public health division to address identified priorities in the Regional Health Assessment and the Regional Health Improvement Plan. • The Central Oregon Health Council is revising its funding allocation process. In preparation, all nine Regional Health Improvement Plan Work groups are implementing A3, a problem solving process used in lean management, for their area of focus to review data, gaps and needs and to prioritize strategies and funding. Each of the nine work groups will be given $250,000 and will be responsible for making funding recommendations based on their A3 strategic priorities. Behavioral Health: • DCHS actively participates in RHIP workgroups contributing staff time and expertise to workgroup efforts. Activities have included participation in multiple A3 processes to refine areas of focus, Page 42 of 62 creation of a primary care algorithm for substance use screening and referrals, and review of work to date. Q4 Status: Public Health: • DCHS is working with the Central Oregon Health Council and regional partners to update the Regional Health Assessment. The update will enable continued analysis of public health needs, concerns and priorities being addressed by the Council's regional health improvement plan workgroups. DCHS has representation and leadership on all nine Regional Health Improvement Plan Workgroups. • The Fiscal Year 2018 DCHS Public Health Strategic Action (Work) Plan was finalized, and guided by the department's five year Strategic Plan. The DCHS Strategic Plan is aligned with the Regional Health improvement Plan, and enhances the work being done by DCHS toward addressing regional priorities. DCHS Public Health priorities for the year also include working towards public health modernization and continuing to achieve PH accreditation standards. Behavioral Health: • DCHS continues its commitment to the Regional Health Improvement Plan with staff representation across multiple committees. The RHIP workgroups are at varying stages in the A3 process which is being used to focus efforts towards system transformation. Objective #5: Support the development of collaborative solutions related to transit options, homelessness, affordable housing, and veterans' needs Measure #12: 75% of Foundations Rental Assistance program housed clients will remain housed for 6 months or more (stably housed, quarterly measure). Q1 Status: 100% of Foundations Rental Assistance housed clients remained housed for 6 months or more. FY17 Quarter 1 Numerator FY17 Quarter 1 Denominator FY17 Q1 Outcome 31 31 100% Q2 Status: 97% of Foundations Rental Assistance housed clients remained housed for 6 months or more. FY17 Quarter 2 Numerator FY17 Quarter 2 Denominator FY17 Q2 Outcome 29 30 97% Q3 Status: 100% of Foundations Rental Assistance housed clients remained housed for 6 months or more. Page 43 of 62 FY17 Quarter 3 Numerator FY17 Quarter 3 Denominator FY17 Q3 Outcome 21 21 100% Q4 Status: 100% of Foundations Rental Assistance housed clients remained housed for 6 months or more. FY17 Quarter 4 Numerator FY17 Quarter 4 Denominator FY17 Q4 Outcome 18 18 100% County Goal — Quality Customer Service: Provide internal and external services that are innovative and efficient. Objective #4: Support and promote Deschutes County Customer Service "Every Time" standards. Measure #13: 90% of respondents to Behavioral Health Client Satisfaction Survey are satisfied with their experience (semi-annual measure). Q1 Status: No new information to report. Q2 Status: 93% of Behavioral Health clients are satisfied with their experience. FY17 Quarter 2 Numerator FY17 Quarter 2 Denominator FY17 Q2 Outcome 1787 1920 93% Q3 Status: No new information to report. Q4 Status: FY17 Quarter 4 Numerator FY17 Quarter 4 Denominator FY17 Q4 Outcome 129 135 95.6% Measure #14: 90% of respondents to Public Health Customer Satisfaction Survey are satisfied with their experience (semi-annual measure). Q1 Status: No new information to report. Q2 Status: 99% of Public Health clients are satisfied with their experience. FY17 Quarter 2 Numerator FY17 Quarter 2 Denominator FY17 Q2 Outcome 492 496 99% Q3 Status: No new information to report. Q4 Status: P117 Quarter 4 Numerator FY17 Quarter 4 Denominator FY17 Q4 Outcome 82 85 96.5% Page 44 of 62 *New survey question added to better evaluate measure. Human Resources County Goal — Quality Service Delivery: Provide internal support and external services that are innovative and efficient. Objective #3: Support employee wellness, development, productivity, and job satisfaction. Measure #1: Re-engineer new hire process, including employee orientation. The new hire process has improved over the last year resulting in streamlined processes, opportunities for staff growth, and greater process awareness. New employee orientation is running into time constraints which will require reconfiguring to ensure that there is adequate time to cover required materials and to focus on making it more fun. This is an ongoing initiative that is expected to grow. Q1 Status: Report not submitted by due date. Q2 Status: Report not submitted by due date. Q3 Status: As indicated in the measure itself, this is an ongoing initiative that is expected to improve after implementation of the electronic timekeeping and Finance/HR systems. HR staff began an analysis of the functionality of our new systems. We are looking to coordinate our recruiting system and our new systems to provide more options for electronic onboarding. Q4 — No new information to report. Measure #2: Provide training to department supervisors and managers on related human resource policies and procedures. Q1 Status: Report not submitted by due date. Q2 Status: Report not submitted by due date. Q3 Status: Deschutes County has partnered with other local public agencies and developed a training specific to supervisors in public sector, Supervisor Tool chest. Combining Deschutes County supervisors with other agency's supervisors creates opportunity for networking and new perspectives. This course includes two half- day sessions on public sector employment laws and best practices. The first day is an interactive labor law review presented by the technical assistance division of Oregon's Bureau of Labor and Industry. The second day is an interactive presentation identifying areas by participants presented by an HR professional/instructor. This training is being offered in its second season and again has a waitlist. Page 45 of 62 Q4 - HR is working with the Public Sector Training Partners group to bring two trainings to cover Title I (employment requirements) and Tittle II (state and local government access requirements) of the American's with Disabilities Act (ADA) to staff. The trainings are intended to create a more inclusive workplace and avoid harassment and discrimination claims by educating staff on best practices for complying with the laws. County Goal - Quality Customer Service: Provide internal and external services that are innovative and efficient. Objective 2: Provide internal support to County operations to ensure cost-effective and efficient delivery of services to the public. Measure #3: With employees being the greatest County asset in service delivery, HR staff will meet with department leadership twice each year to discuss service delivery and ensure their human resource needs are being met. Q1 Status: Report not submitted by due date. Q2 Status: Report not submitted by due date. Q3 Status: HR staff continue to use feedback from first round of meetings to help prioritize our ever changing work plan. We are looking forward to soon being fully staffed and embarking on our second round of meetings with department leadership in FY18 Q1. Q4 - HR staff continue to partner with department leadership during implementation of the HR, Time and Attendance and Compensation and Classification projects. County Goal - Effective Asset Management: Preserve and enhance capital and fiscal assets. Objective 1: Use best management practices to sustain the quality of County assets and infrastructure. Measure #4: Evaluate and re -design the existing classification and compensation structure. Q1 Status: Report not submitted by due date. Q2 Status: Report not submitted by due date. Q3 Status: HR, in partnership with our consultant, continues to work on the compensation and classification evaluation and re -design. Progress in Q3 includes completion of the FLSA analysis, classification structure review by steering team, and salary data collected by consultant and provided to HR for review. Q4 - HR, in partnership with our consultant, continues to work on the compensation and classification evaluation and re -design. Progress in Q4 includes Page 46 of 62 finalizing recommendations for the County's Compensation Philosophy and classification structure. Market salary data has been finalized and will be evaluated to create a pay structure. Measure #5: Benchmark the County's HR services against other comparative County organizations as part of the department's goal to complete its transition to a best of class, comprehensive HR service team. Q1 Status: Report not submitted by due date. Q2 Status: Report not submitted by due date. Q3 Status: We filled one of the two open positions in HR, Human Resources Specialist. The HR Benefits Analyst position remains open until filled. We are looking forward to being fully staffed and creating the HR service team necessary to support department's goals. Q4 - HR is now fully staffed. The HR Analyst for Benefits joined our team in Q1 FY18. Objective #2: Upgrade information management systems to streamline business processes. Measure #6: Continue the partnership with all stakeholders to ensure that the Finance/HR project is progressing according to the project plan. Q1 Status: Report not submitted by due date. Q2 Status: Report not submitted by due date. Q3 Status: HR began implementation of the new Finance/HR system and time and attendance system. HR staff partnered with payroll to solicit input from departments to analyze current practices and needs for consideration when designing the new systems. Q4 - HR evaluated the County's pay practices and recommended changes based on department input, best practices, and new system configurations. Information Technology County Goal: Quality Service Delivery - Provide internal and external services that are innovative and efficient. Objective #1: Encourage and expand opportunities for public engagement with Deschutes County government. Measure #2: Update the DIAL website user interface to improve mobile device compatibility and accessibility. Q1 Status - Staff are researching available technologies to utilize in the effort. Once these technologies are identified, we will be better able to estimate the effort necessary and apply a schedule to the project. Page 47 of 62 Q2 Status: No new information to report. Q3 Status: No new information to report. Staff availability is an issue with this effort as projects we've committed to complete for departments take precedence. Q4 Status: No new information to report. Objective #3: Support employee wellness, development, productivity, and job satisfaction. Measure #4: In concert with efforts by the Human Resources Department, update Information Technology job descriptions to support organizational equity and create career paths promoting professional growth and development. Q1 Status — This effort is highly dependent on the product deliverables from the Class and Compensation study. Efforts in this area will continue when we receive the product from the study. Q2 Status: No new information to report. Q3 Status: Department heads have received the first release of information from the Study. This information is a preliminary look at the re -map of current classification to new classes. The Study is requesting comment form departments. Q4 Status: No new information to report. This measure is dependent on the outcomes of the Class and Compensation Study currently in progress. County Goal — Effective Asset Management: Preserve and enhance capital and fiscal assets. Objective #1: Use best management practices to sustain the quality of County assets and infrastructure. Measure #5: Upgrade the network communication equipment in the County data center improving the performance of related assets increasing the capacity for future services and increasing the longevity of the current data center investment. Q1 Status — Efforts are underway to replace end -of -life core network switches with updated gear. Staff is evaluating the oldest communications assets across the network to prioritize replacement actions. Q2 Status: Completed. IT has replaced the equipment at the core of the county data network. This action is part one of a two part upgrade involving the data network equipment services the data center computers. Part two will be the replacement of the network switch equipment in each server rack. Funding for this action was requested in the FY2018 budget. Q3 Status: Completed. Q4 Status: Completed. Page 48 of 62 Objective #2: Upgrade information management systems to streamline business processes. Measure #6: Apply design changes to the current email data system to increase user satisfaction with system usability. Q1 Status - This measure is complete. Staff redesigned the email storage database to split mail data across several physical storage files. This allowed an increase to the size limit of individual mailboxes to an amount employees shouldn't reach. This redesign eliminated the "archive" folders. To users it now looks like all of their email is in one place. This also added resiliency to email storage by limiting the number of users affected by email database file corruption. Q2 Status: Completed. Q3 Status: Completed. NEW - Development of software expanding the offerings of online county services. Q1 Status: Completed. IT has completed public facing software applications for Environmental Health allowing for Temporary Restaurant License applications and Restaurant License renewals. These applications automate formally manual processes now to be completed online including payment collection. The applications are located at https://store.deschutes.org/trl and https://store.deschutes.org/licenses. Q2 Status: No new information to report. Q3 Status: Completed. Q4 Status: Completed NEW- Purchase of latest versions of Microsoft Office licenses. Q2 Status: Budgeted for the FY 2017 is the purchase of licenses for the latest versions of Microsoft Office and Microsoft SharePoint Server. This purchase is the largest planned expenditure from the IT Technology Reserve. Our current version of these products is 2010. We purposefully skip a version to reduce the cost of the licensing of these products. During this period we skipped version 2013. Using this purchasing plan saves the county about 40% of the normal cost of licensing through licensing maintenance agreement and Office365 cloud offerings. The six year period between versions is a long as we can comfortably wait to upgrade before running into issues with software compatibility. The software purchase request has been sent to the County Administrator for review. Q3 Status: Obtained Administration approval for the purchase. IT expects to execute the purchase by the end of April 2017. Q4 Status: The Microsoft Office licenses have been purchased. Installation is on-going. Installation on all county computers is expected to be complete by Page 49 of 62 September 2017. Justice Court County Goal — Safe Communities: Protect the community through planning, preparedness, and delivery of coordinated services. Objective #3: Respond to, investigate, and prosecute criminal activity to ensure the guilty are held accountable, the innocent are protected, and the rights of all citizens are respected. Department Measure #1: Percentage increase in receivables. Department Measure #2: Rate of collection on fines. Enforcing payment of fines and fees holds defendants accountable and promotes compliance with traffic laws. Timely collection and distribution of fines and fees supports law enforcement programs and court functions. Five years ago, the court contracted with a private collection agency, which substantially increased revenue received. At the court's request, the collection agency began adding interest to unpaid fine balances submitted after August 2009. Measure FY 2010 FY 2011 FY 2012 FY 2013 FY 2014 FY 2015 FY 2016 Measure #1 (Goal 5% or Less) Measure #2 (Goal 74% or Greater) 6.2% 73% 5.4% 74% 4.0% 74% 8.3% 58% 4.8% 58% 7% 58% 5% 85% FY 2017 Status Q1 - 6% Q2 - 6% Q3 - 6% Q4 - 12% Q1 - 80% Q2 - 80% Q3- 87% Q4 - 84% Department Measure #3: Percentage of at -issue small claims cases resolved before trial. Goal --85% or greater. Trials generally result in a lose/lose outcome for the parties involved. Mediation and other forms of settlement create a positive end to issues, and save hours of court time and associated costs. FY 2010 FY 2011 FY 2012 FY 2013 FY 2014 FY 2015 FY 2016 63% 87% 74% 76% 97% 96% . 96% FY 2017 Status Q1 - 98% Q2 - 96% Q3 - 97% Q4 - 96% Legal Counsel Page 50 of 62 County Goal - Quality Customer Service: Provide internal and external services that are innovative and efficient. Objective #2: Provide internal support to County operations to ensure cost-effective and efficient delivery of services to the public. Measure #2: Upon filling the vacant attorney position Legal will expand its practice of providing department trainings on select topics such as procurement rules, HIPAA compliance, records retention, and best practices for recruitment interviews. Q1 Status: To date, Legal has not filled the vacant attorney position; at the same time, the department case load has increased. As a result, we have been limited to providing basic HIPAA training to employees at the Health Department. (Note: We hope to fill the vacancy by January 2017.) Q2 Status: Legal has filled the vacant attorney position - D. Adam Smith scheduled to start work on February 14, 2017. Upon bringing him up to speed on land use matters, Dave will become lead attorney on many personnel/labor issues which will free up Christopher to present comprehensive HIPAA trainings. Q3 Status: Upon filling the vacant attorney position in mid-February, Legal has been able to complete preparation of HIPAA policies (pending further review by HR and Risk). Completion of the policies and procedures for implementation has been a prerequisite to department trainings. Natural Resources County Goal - Natural Resource Stewardship: Promote environmental stewardship through assessment, advocacy, and collaboration. Objective #4: Restore and maintain landscapes across all jurisdictions that are resilient to fire -related disturbances. Measure #1: Continue implementation of the FEMA pre -disaster mitigation grant. This grant has a target of treating approximately 1300 acres of hazardous fuels in the highest priority areas in various communities throughout the County over a three year period. This project began in FY 2016. Agreements have been completed with OEM as well as Klamath and Crook Counties. To date, work is planned through spring of 2016 in multiple communities. Q1 status: 293 acres have been completed to date, another 170 acres are in progress or planned for fall and winter quarters. Q2 status: 328 acres have been completed to date, another 280 acres are under contract and pending completion as weather permits this winter or spring. Q3 status: 463 acres have been completed to date, another 124 acres are Page 51 of 62 under contract and pending completion. Q4 status: 517 acres have been completed to date, another 111 acres are under contract and pending completion. Measure #2: Maintain or increase public participation in the Fire Free events (spring and fall) coordinated by project Wildfire, as measured by yard debris collected. FY 2013 32,993 cubic yards FY 2014 36,048 cubic yards FY 2015 37,959 cubic yards FY 2016 To Date 9,115 cubic yards FY 2017 Target 40,000 cubic yards Q1 status: No activity; fall fire free will occur in Q2, spring fire free in Q4. Q2 status: Fall FireFree broke past fall records collecting 11,438 yards. Q3 status: No activity; spring fire free will occur in Q4. Q4 status: Spring FireFree brought in 31,383 cubic yards. Total for the fiscal year is 42,821 cubic yards. Objective #2: Educate the public and enforce policies regarding noxious weed control and eradication. Measure #3: Achieve 90% voluntary compliance with noxious weed enforcement cases. FY 2013 N/A FY 2014 N/A FY 2015 89% compliance FY 2016 To Date 100% compliance FY 2017 Target 90% compliance Q1 status: 6 complaints received, some properties are still due to be treated in fall or next spring as appropriate, compliance will be determined in future quarters. Q2 status: One complaint received, pending treatment during the next growing season, Q3 or Q4. Q3 status: No update, no complaints over the winter season. Q4 status: 6 complaints received. All property owners that have been contacted through the fiscal year have been compliant. Property County Goal - Healthy People: Enhance and protect the health and well-being of the community through advocacy, education, and delivery of coordinated services. Page 52 of 62 Objective #5: Support the development of collaborative solutions related to transit options, homelessness, affordable housing, and veterans' needs. Measure #1: Continue to identify asset or foreclosure properties that may be appropriate for housing and/or social services and assist the developer in bringing projects to fruition. Q1 Status: A) We have reviewed the tax foreclosure properties that are at the end of the redemption period (to be taken via Tax Deed in November) for possible donation to affordable housing agencies (i.e. habitat for Humanity, Housing Works) as has been done in the past. We have identified 3 such properties that will be presented in Q2 to the BOCC for immediate consideration. Q1 Status: B) We have coordinated a donation agreement with Housing Works for 2.5 acres of land in La Pine for the development of a 36 unit townhome project geared to the population making less than 60% of the median family income. That project is in process for land use permits. Development is expected to begin in Q3. Q1 Status: C) As part of the analysis of County owned foreclosure properties considered for the spring 2017 auction, we are compiling an inventory of potential donation properties in the south county area, between Sunriver and La Pine, that may be able to be developed with single family homes over the long term. These will be reserved and presented to the BOCC for consideration for affordable housing use. Q2 Status: A) The foreclosure properties to be evaluated for affordable housing will be presented to BOCC at work session in early Q3 in conjunction with presentation on potentialsurplus properties for auction. Q2 Status: B) Housing Works has been awarded their grant financing and can proceed with the land use process with the City of La Pine. County/Property worked with Housing Works and the City of La Pine to prepare and support the applications for rezone and subdivision of the property to move the project forward to the Q3 or Q4 development phase. Q2 Status: C) No change - anticipated presentation to BOCC in Q3. Q3 Status: A) One foreclosure property (Bend - Deschutes River Woods) and two asset properties (La Pine) were presented to the BOCC for consideration of donation for affordable housing. The BOCC directed donation of the three properties (Bend Area Habitat for Humanity and Newberry Habitat for Humanity). The necessary deeds and donation agreements will be considered by the Board in Q4. Q3 Status: B) Housing Works has applied for received approval for a zone change on the land to be donated, as well as the property the County will retain. HW has stated that they are preparing the land use applications for partition and site plan review that are necessary prior to development. HW has now stated that they do not intend to begin any construction until calendar year 2018 - this is contrary to the premise that the property was donated. Their plans are to proceed through the land use and building permit Page 53 of 62 entitlement process through the remainder of calendar 2017. Q3 Status: C) Some identifiedproperties were presented to Newberry habitat for Humanity, but they indicated that those properties did not fit their development model. Q4 Status: A) In Q3 the Board gave direction to donate property to Bend Area Habitat for Humanity and Sunriver La Pine Habitat for Humanity (formerly Newberry habitat for Humanity) - the following is presently taking place: Bend - Property Management is working with Bend Habitat to clean-up the debris andremove the older mobile home on the property prior to the actual donation. The property clean-up is completed and the mobile home removal is scheduled. Sunriver La Pine - A donation agreement was signed with SLHH. SLHH is coordinating the work to develop the property with the adjoining Housing Works project pursuant to the terms of the donation agreement. Q4 Status: B) Housing Works submitted a letter to the BOCC indicating the reasons why project development is moving slower than anticipated, with development not occurring until early 2018. In the meantime, HW has completed preparation of their partition and site plan review applications, and will submit to the City of La Pine for review in the month of July. Review is anticipated to be complete by September/October 2017. Q4 Status: C) No change or update. County Goal - Resilient Economy: Promote policies and actions that sustain and stimulate economic vitality. Objective #2: Partner with organizations to stimulate economic vitality. Measure #2: Continue working with various entities such as cities, EDCO, and State to promote development on County -owned industrial properties. Q1 Status: A) We continue to work with the City of La Pine and the south county EDCO representative to refine the criteria used to assess the requests for sale/option of County owned industrial land - will the sale lead to development that will stimulate the economy and generate job growth - so as to minimize speculative requests and purchasers. Q1 Status: B) We have worked with the City of La Pine and the south county EDCO representative to have four separate lease options on County owned industrial property where new businesses have been proposed. One business is an expansion of an existing business and has created new jobs; the remainder are in various stages of the land use permitting process with the City of La Pine for physical development per the approved Purchase Option Agreements. Q2 Status: A) Generated and executed (in conjunction with the City of La Pine) two separate option agreements for the sale of industrial land in La Pine. The prospective purchasers are proceeding through the land use process for the development of marijuana grow/processing operations on each. Upon fulfilling the land use requirements, the property will formally close (anticipated Q1 or Q2 of fiscal year 2017-18. Page 54 of 62 Q2 Status: B) Worked with the EDCO representative for the South County to develop criteria to evaluate the rationale for sale/lease of industrial property in La Pine. The criteria will be used by the South County Economic Development Advisory Board to provide a basis for evaluating economic development opportunities and the use of County land for such. Q3 Status: A) There has been a continuation of the process to generate and execute (in conjunction with the City of La Pine) leases and/or option agreements for the sale of industrial land in La Pine. These have included a logging support/equipment business and two marijuana grow/processing businesses. The lessees and prospective purchasers are proceeding through the land use process with the City of La Pine as applicable. Upon fulfilling the land use requirements, the property for purchase will formally close within the time period allotted in the agreements (typically one year). Q3 Status: B) Continue to work with the EDCO representative for the South County to evaluate the potential sale/lease of industrial property in La Pine based on previously established criteria to justify the rationale for each separate business proposal. The criteria used are reviewed by the South County Economic Development Advisory Board to provide a basis for evaluating economic development opportunities and the use of County land for such. Q4 Status: A) La Pine Industrial Property - proceeded through process with the City of La Pine and Sunriver La Pine Economic Development - SLED (under EDCO) to review the applicability CCR's for the La Pine Industrial Park and Newberry Business Park created by the County in 1993 and 2002 respectively. Conducted work sessions with BOCC and proceeded with the process to repeal the CCR's (via letter and ballot to property owners), except for the retention of the provisions for architectural review in the Newberry Business Park. The end of the voting is July 24th. Following the vote, if approved, a BOCC Order acknowledging the repeal and retention of the architectural controls will be forthcoming in Q1 f.y. 2017-18. Q4 Status: B) Worked with new SLED representative and City of La Pine City manager to identify obstacles to development of all industrial properties in La Pine (especially County owned). This included the CCR's referenced above. Both SLED and the City issued letters to the BOCC indicating the reasons why the CCR's are superfluous at this time - reasons such as the incorporation of La Pine and specific land use requirements and processes that mirror the requirements of the CCR's. County Goal - Effective Asset Management: Preserve and enhance capital and fiscal assets. Objective #4: Address long-term building and facility capital needs including major maintenance and replacement strategies. Measure #3: Complete countywide space planning study conducted by third -party contractor. Measure #4: Work with Finance and Administrative Services to develop a method of Page 55 of 62 funding future major maintenance and replacement of buildings. Q1 Status: We continue to work with all County Departments to assess any physical space needs as we facilitate all leases, and we work hand in hand with the Facilities Department regarding maintenance and space needs as such requests may require amendments to leases and or the acquisition of new property (i.e. the Johnson Brothers Building purchase offer as part of the County Campus). Q2 Status: A) Same as above (Q1) regarding the evaluation of County departmental space needs. Q2 Status: B) At BOCC direction, made offer to purchase the Johnson Brother Appliance building at the corner of Wall and Lafayette. Conducted the necessary inspections and worked with finance to appropriate to the funds for purchase. Closing is expected on February 15th, 2017. Q3 Status: A) Same as above (Q1, Q2) regarding the evaluation of County departmental space needs - this is done on a continuing basis. Currently, there is very little to no space available to accommodate projected departmental growth within County facilities without non -County lessees vacating their space. Some County departments (Health Services) are seeking outside leased office space. Q3 Status: B) As of February 15th, Deschutes County finalized the purchase of the former Johnson Brother Appliance building at the corner of Wall and Lafayette (1190 NW Wall Street). Conducted the necessary inspections and worked with finance to appropriate to the funds for purchase. Q4 Status: A) See Q3 status above. Completed lease for outside space (123 Columbia Street) for Health Services. Space needs continue to be an issue for departmental requests. A space needs assessment coordinated with County Departments should be planned. Q4 Status: B) Improvements (exterior painting and landscaping, interior electric, HVAC and asbestos removal) were begun on the 1190 NW Wall Street building, with some items completed (exterior) and some expected to be completed early in Q1 f.y. 2017-18. Road County Goal - Effective Asset Management: Preserve and enhance capital and fiscal assets. Objective #1: Use best management practices to sustain the quality of County assets and infrastructure. Measure #1: Pavement Condition Index. Report the overall average Pavement Condition Index (PCI) of the county paved road network. The PCI is a measure of the quality of pavement ranging from 0 (completely failed) to 100 (new surface). A PCI greater than 70 is Page 56 of 62 considered "good" and optimum maintenance efficiency occurs within the low to mid -80s range. FY 2013 80 FY 2014 80 FY 2015 80 FY 2016 81 FY 2017 Target 80 FY 2017 Actual 81 *Alternative measurement technique utilized by the Road Department: 2011-2012; compare with caution. Q1 Status: The annual pavement inspection and budget options report occurs in Q2. No update as -of -yet. Q2 Status: The annual pavement inspection (performed by Capital Asset and Pavement Services) reported an overall average PCI of 81 - which exceeds target PCI and sustains the measurement reported in FY 16. Q3 Status: No new information to report. Measure #2: Percent of roads rated good or better. Reports the percentage of roads with a PCI of 70 or better. This measure, in concert with the overall PCI rating, provides another metric by which to measure the quality of the pavement asset and whether or not improvement, sustainability, or regression is occurring across the entire system. FY 2013 86.4% FY 2014 90.8% FY 2015 92.6% FY 2016 95.6% FY 2017 Target 96.0% FY 2017 Actual tbd *Alternative measurement technique utilized by the Road Department: 2011-2012; compare with caution. Q1 Status: The annual pavement inspection and budget options report occurs in Q2. No update as -of -yet. Q2 Status: In addition to the PCI reported above, the "percent roads rated good or better" was measured at 96.9% - which exceeds the FY 16 calculation as well as the FY 17 target. Q3 Status: No new information to report. Measure #3: Percent system resurfaced. Reports the percentage of system receiving a pavement maintenance treatment in a fiscal year. This metric assists with comparison of actual maintenance work performed versus ideal maintenance intervals (i.e., chip seals last 7 years, therefore 1/7th (or 14%) of the network should be treated annually). FY 2013 11.5% FY 2014 13.5% FY 2015 13.1% FY 2016 14.9% FY 2017 Target 14.0% FY 2017 Actual 12.7% Q1 Status: The Road Department completed 76.3 miles of chip seal (which included 13.7 miles of double -chip (2 -layers of chip seal for low PCI local roads)). Page 57 of 62 Approximately 11.6 miles of overlay were contracted. An additional 22.8 miles of chip seal was performed for the cities of Bend, Redmond, La Pine, and Sisters (not included in PM). The program included a significant amount of subdivision road facilities in which the installation process is not as efficient as that of collector and arterial facilities. The significant quantity of double -chip seal resulted in fewer miles being treated, however if included in the total mileage, approximately 90 miles of chip seal was installed or 14.6% of the system total (including overlay). Q2 Status: No new information to report. Q3 Status: No new information to report. Measure #4: PCI Sustainability Ratio. Reports the ratio of pavement preservation investment divided by the "system needs" investment required to sustain the PCI at its current level. The PMP model estimates an annual average "system needs" of $4.5M investment necessary to sustain the PCI over a 5 -year to 10 -year period. The FY 16 preservation investment was $4.35M (96.6% sustained). The PMP model estimates a 0.1 PCI point degradation (or increase) for every $235,000(+/-) subtracted (or added) to the annual pavement preservation investment (outcome measure). The goal of this PM is 100%; the target is improvement or upward trajectory. FY 2013 83.5% FY 2014 91.1% FY 2015 97.5% FY 2016 96.6% FY 2017 Target 100% FY 2017 Actual 100% Q1 Status: The FY 17 budget provides 100% of the prescribed resources to sustain the Pavement Condition Index at 80 with $0 in deferred maintenance. Q2 Status: The budget options report, prepared with the annual pavement inspection, confirms that the County has sufficient planned resources (at existing budget levels) to sustain the PCI for the next five years. Q3 Status: No new information to report. County Goal — Resilient Economy: Promote policies and actions that sustain and stimulate economic vitality. Objective #1: Continue strategic capital planning and projects that strengthen the region's economy. Measure #5: Explore partnership opportunities with ODOT to address traffic safety and capacity needs at County intersections with State facilities as well as other County improvements that may facilitate safety improvements to State Highway corridors. Develop three concepts for County partnership with ODOT on projects of this nature (i.e., Tumalo Area interchange, US 97 median between Bend/Redmond, Terrebone area improvements, etc.). Q1 Status: The Road Department has initiated conversations with ODOT to partner on a planning process to determine a solution (grade separation/interchange) in Terrebonne (Lower Bridge Way). The Department has Page 58 of 62 also had several meetings with ODOT to discuss project status of the Tumalo Interchange concept as well as the potential for installation of Bunnell Road as a project to supplement safety improvements on US 97. Q2 Status: The Road Department is currently assisting ODOT in preparation of a project scope and intergovernmental agreement to pursue a refinement plan update for the community of Terrebonne. The 1GA and scope will be presented to the BOCC for consideration in February/March (Q3). Jefferson County is also a partner in the project given the impact to Crooked River Ranch residents. Q3 Status: No new information to report. In addition to the above Performance Measures, the Road Department will provide periodic updates regarding progress and delivery of CIP projects to the Board of County Commissioners relating to the Commission's goal of: Effective Asset Management: Preserve and enhance capital and fiscal assets, and Resilient Economy: Promote policies and actions that stimulate economic vitality. Sheriff's Office County Goal — Safe Communities: Protect the community through planning, preparedness and coordinated public safety services. The Deschutes County Sheriffs Office is proudly serving our community by delivering superior public safety and service. The Sheriffs Office will continue to protect the community through planning, preparedness, and coordinated public safety services. Objective #1: Collaborate with county and community partners in preparing for and responding to natural and man-made disasters. The Sheriffs Office will continue to lead the Emergency Management Planning Committee for Deschutes County. The Sheriffs Office Emergency Manager works with other county government and non-government organizations to coordinate disaster planning exercises that effectively test response and preparedness activities. These exercises are based on realistic scenarios that can be used to test overall preparedness. A tabletop exercise is a facilitated group analysis of an emergency situation in an informal stress free environment. A full scale exercise is a simulated emergency event as close to reality as possible and includes field play. Measure #1: Number of emergency preparedness exercises. FY 2,011 FY 2012 FY 2013 FY 2014 FY 2015 3 6 5 10 7 FY 2016 To Date 4 FY 2017 Target 4 Q1 Status: No update. Q2 Status: Emergency Management Staff participated in one full scale emergency preparedness exercise. Page 59 of 62 Q3 Status: Emergency Management Staff participated in one real life emergency preparedness event during the winter storms in January. Objective #3: Respond to, investigate, and prosecute criminal activity to ensure the guilty are held accountable, the innocent are protected, and the rights of all citizens are respected. The Sheriffs Office will continue to respond and investigate all criminal activity in rural Deschutes County. Patrol has three lieutenants who are assigned to serve as community liaisons. The lieutenants ensure that the Sheriffs Office is identifying public safety concerns of citizens. In addition, the Sheriffs Office provides one full-time School Resource Deputy and two extra help deputies as School Resource Deputies to provide enhanced coverage to rural schools. The FY 2017 budget includes one additional deputy allowing the Sheriffs Office to provide a full time School Resource Deputy to the Sisters School District. These deputies provide education and mentorship to minor populations and, in doing so, work in a proactive manner to divert youth away from criminal behavior. The Sheriffs Office has three protection K -9's that assist deputies with tracking and apprehending suspects who have committed crimes. In addition, a drug detection K-9 is used in a proactive manner to interrupt the transport and sale of illegal drugs in the community. The Sheriff's Office will continue to support its mission statement which, in part, declares that the Office will preserve the rights of all individuals. Measure #2: Number of patrol calls for service. FY 2011 FY 2012 FY 2013 FY 2,014 FY 2015 21,424 24,015 28,850 31,440 33,196 FY 2016 To Date 18,054 FY 2017 Target 34,000 Measure #3: Number of self -initiated patrol calls for service. Q1 Status: During the first quarter of 2016-17, the number of Patrol Calls for Service was 10,073 or 30% of the FY2017 Target of 34,000 calls. During the first quarter of 2016-17, the number of self - initiated Patrol Calls for Service was 10,107 calls or 29% of the FY 2017 Target of 35,400 calls. Q2 Status: During the second quarter of 2016-17, the number of Patrol Calls for Service was 8,435. Total actual for the year is 18,508 or 54% of the FY2017 Target of 34,000 calls. During the second quarter of 2016-17, the number of self -initiated Patrol Calls for Service was 10,107 calls. Total actual for the year is 19,835 or 56% of the FY 2017 Target of 35,400 calls. Q3 Status: During the third quarter of 2016-17, the number of Patrol Calls for Service was 7,714. Total actual tor the year is 26,222 or 77% of the FY2017 Target of 34,000 calls. During the third quarter of 2016-17, the number of self -initiated Patrol Calls for Service was 9,416 calls. Total actual for the year is 29,251 or 83% of the FY 2017 Target of 35,400 calls. Objective #4: Expand and enhance public safety communication systems in coordination with all stakeholders. Page 60 of 62 Measure #3: The Sheriffs Office will replace the existing 800 Mhz radios with dual band radios that offer inter -operability with local law enforcement and public safety agencies. This purchase will be funded from the Communication Systems Reserve Fund (256). Q1 Status: Installation of the new radios is scheduled for January 2017. Q2 Status: Installation of the new radios is scheduled for spring 2017. Severe weather has delayed the project. Q3 Status: Deep snowpack at higher elevation has delayed the project. Once snow conditions permit, the microwave links between towers can be installed and the project can be completed. The radios have been received and are ready for configuration. County Goal — Effective Asset Management: Preserve and enhance capital and fiscal assets. County Objective #4: Address long-term building and facility capital needs including major maintenance and replacement strategies. Measure #4: The main portion of the adult jail is 20 years old. In FY 2016 the Sheriffs Office began a five year project to replace all the existing HVAC units in the main section of the adult jail. These units were originally installed during the construction of the jail. The HVAC replacements will occur over five years and the FY 2017 budget includes $75,000 for the second year of the project. Q1 Status: Installation of five HVAC units is scheduled for the second quarter of FY 2017. Five additional units will be installed before June 30. Q2 Status: Severe weather has delayed installation of the HVAC units. Installation is planned for Quarter 3. Q3 Status: Five HVAC units were replaced in the third quarter. Five additional units will be installed before June 30. Solid Waste County Goal - Resilient Economy: Promote policies and actions that stimulate economic vitality. Objective #1: Continue strategic capital planning and projects that strengthen the region's economy. Measure #1: The Solid Waste Department has been pursuing the establishment of a landfill gas to energy project which would generate revenue for the Department as well as supply locally generated energy to the community. While the initial attempt to contract for development of such a project was not successful, the project generated a wide variety of interest for similar projects from developers. The goal moving forward is to develop a solicitation to evaluate and consider proposals on multiple approaches to managing landfill gas and processing of incoming waste for energy recovery. Page 61 of 62 Q2 Status: Measure 1 is ongoing. Research into different approaches is being conducted. Consideration of development of a Solid Waste Management Plan is being considered to provide guidance/direction as we move forward. Q3 Status: Report not submitted by deadline. County Goal — Quality Customer Service: Provide internal and external services that are innovative and efficient. Objective #1: Encourage and expand opportunities for public engagement with Deschutes County government. Measure #2: Safe disposal of Household Hazardous Waste such as herbicides, pesticides and automotive chemicals is provided at the permanent facility at Knott Landfill in Bend. The Solid Waste Department began holding annual collection events in Redmond, Sisters and La Pine in FY 14-15 in keeping with this County objective. City Redmond Sisters La Pine FY 2015 72 170 45 FY 2016 To Date 108 22 29 FY 2017 Target 100 175 75 While the goal for Redmond was exceeded, participation to date in Sisters and La Pine has not yet been met. With only 2 annual events so far it is not possible to draw any conclusions regarding continuation of the program. The Solid Waste Department expects to continue annual events with increased promotion in FY 2017 to raise awareness in the communities as to the presence and frequency of these events with a resulting increase in participation. Q2 Status: Household Hazardous Waste Collection events in Redmond, Sisters, and La Pine 2017 participation: Target Achieved Change from 2016 Redmond 100 89 -19 Sisters 175 62 +40 La Pine 75 41 +12 While we failed to reach our target, and Redmond had a reduction in participation, Sisters and La Pine improved. Q3 Status: Report not submitted by deadline. Page 62 of 62 Updated 8/3/2017 Regional Health Assessment Mid -Point Update Plan 2017 The Public Health Accreditation Board calls for the "Ongoing community collaborative process for continuous (at least annual) enhancement of the community health assessment" (PHAB Reaccreditation Standards Domain 1). Although each partner has their own methods to continually review, disseminate, and enhance data, the collaborative mid -point update is a more formalized method to ensure data is updated and reviewed with all partners, is disseminated and feedback gleaned from the communities, and is used to guide regional work. The Regional Health Assessment (RHA) mid -point update is not meant to be a recreation of the RHA, but rather an opportunity to review changes in data since the RHA was published. Partnership: COHC Operations Council Other Partners Steve Strang (Co -Chair), Mosaic Kat Mastrangelo, Volunteers in Katherine Russel, Confederated Medical Medicine Tribes of Warm Springs Rick Treleaven, LSCW (Co -Chair), Wade Miller, COPA Jennifer Faith, Deschutes County BestCare Treatment Services Leslie Neugebauer, PacificSource Health Services Paul Andrews, High Desert ESD Community Solutions Channa Lindsay, Deschutes County Michael Baker, Jefferson County Emily Salmon, St. Charles Medical Health Services Health Department Group DeAnn Carr, Deschutes County Health Services Melissa Scaramuzzo, Lutheran Community Services George Conway, MD, Deschutes Northwest County Health Services Jeff Stewart, East Cascades Charla DeHate, La Pine Community Women's Group Health Center Mary Ann Wren, Advantage Dental Muriel DeLaVergne-Brown, RN, Ashley Ziegler, Central Oregon IPA Crook County Health Department Jim Guyn, MD, St. Charles Health System January/February 2017: Compl f 1) Determine what needs to be included in the Regional Health Assessment addendum a. Initial planning meeting with Muriel, Michael, Hillary, Donna, Katherine, and Jenny i. Current update Plan: Data update only. Not update of text. 1. Where new data is available, update each main header from the RHA 2. Incorporate new sections on climate change 3. Enhance the former section around transportation (Partner with COIC) 4. Warm Springs is currently working on creation of an assessment which will be added as a RHA addendum February/March 2017: C rmpiete 2) Review draft plan and receive feedback and ideas from the operations council Updated 8/3/2017 April/May 2017: Comp!' to 1) Jenny present list of data that will be included in the RHA update to Ops council May -September 2017: In Pr ss 1) Jenny works on the RHA addendum September 2017: Need to pi n rnd begin impfr enf rti t n 1) Jenny presents Draft RHA addendum to the Ops council 2) Present draft community meeting format to Ops council a. COHC analyst will create and disseminate a central Oregon community survey to receive community input on the RHA/update and their perspective of health needs and strengths in the community (pending analyst approval) b. Each county and tribes will host community meetings to receive community input on the RHA/update and their perspective of health needs, barriers to care, and strengths in the community. 3) Counties and Tribes determine what data to include in an ongoing dashboard to continuously monitor data from the RHA (for Local and Tribal Health Departments to meeting PHAB standards) October 2017: 1) Final RHA addendum presented to the Ops council 2) Create a draft ongoing dashboard to continuously monitor data from the RHA 3) COHC alerts community about upcoming focus groups and the community survey. Inform people where to access the RHA October/ November 2017: 1) RHA addendum published online 2) Community meetings hosted 3) Community survey disseminated 4) COHC Create summary of community survey data 5) Channa and Jenny create a summary of community meetings data November 2017: 1) Summary of qualitative data presented to ops council and at RHIP workgroups to inform decisions. 2) Launch ongoing dashboard 3) Before recreation of the RHA a. Receive feedback from staff about how the Regional Heath Assessment could be more useful for them. b. Determine areas where data collection is challenging and brainstorm ways to solve c. Start thinking about how we can incorporate/combine the Warm Springs into the next RHA