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2019-322-Minutes for Meeting June 05,2019 Recorded 7/23/2019a BOARD OF COMMISSIONERS 1300 NW Wall Street, Bend, Oregon (541 ) 388-6570 � 11 Recorded in Deschutes County CJ2019-322 Nancy Blankenship, County Clerk Commissioners' ,journal 07/23/2019 8:24:48 AM (��T.es.eac, II'(IIIIII")I�III(III'I)III �II 2019-322 FOR RECORDING STAMP ONLY 1 cam' BARNES & SAWYER ROOMS Present were Commissioners Phil Henderson, Patti Adair, and Anthony DeBone. Also present were Tom Anderson, County Administrator; Erik Kropp, Deputy County Administrator; David Doyle, County Counsel; and Sharon Keith, Board Executive Assistant. Several citizens and identified representatives of the media were in attendance. This meeting was audio and video recorded and can be accessed at the Deschutes County Meeting Portal website http://deschutescountyo.r.iqm2.com/Citize,ns/Default.aspx CALL TO ORDER: Chair Henderson called the meeting to order at 10:00 a.m. PLEDGE OF ALLEGIANCE: CITIZEN INPUT: Commissioner Henderson spoke on the 75th Anniversary D -Day and relayed a family story. Mike Stowe and Tom McManus requested to speak to the Board regarding Item #8 on the Consent Agenda relative to the Fall River Estates Special Road District appointments. BOCC MEETING JUNE 5, 2019 PAGE 1 OF 10 CONSENT AGENDA: Before the Board was Consideration of Approval of the Consent Agenda. ADAIR: Move approval minus Item #3 and Item #8 DEBONE: Second VOTE: ADAIR: Yes DEBONE: Yes HENDERSON: Chair votes yes. Motion Carried Consent Agenda Items: 1. Consideration of Board Signature of Order No. 2019-017, Declaring Certain Deschutes County Personal Property Surplus and Authorizing Sale 2. Consideration of Approval of Resolution No. 2019-013, Setting a Public Hearing Date for the Proposed jurisdictional Surrender of Portions of NW Pershall Way, NW 10th Street, and Northwest Way to the City of Redmond, Oregon 3. Consideration of Board Signature of Document No. 2019-296, Denial of Price Marijuana Production at 70355 McKenzie Canyon Road, Terrebonne 4. Consideration of Board Signature of Document No. 2019-312, License Agreement for Rhonda Rametes 5. Consideration of Board Signature of Document No. 2019-285, 2019-402, and 2019-403 Quit Claim Deeds 6. Consideration of Board Signature of Document No. 2019-406, Fund Exchange Agreement with Oregon Department of Transportation for the Paving of Knott Road and Ward Road 7. Consideration of Board Signature of Letter Appointing Thomas O'Shea to the Central Oregon Intergovernmental Council Board representing member of Tourism and Recreation 8. Consideration of Board Signature of Letters of Reappointment for Aileen Winge, Bill Swanson, and Rick Bestwick to the Fall River Estates Special Road District Board 9. Consideration of Board Signature of Letter Thanking Tina Smith for Service on the Deschutes County Behavioral Health Advisory Board 10.Approval of Minutes of the March 18, 2019 BOCC Meeting 11.Approval of Minutes of the April 24, 2019 BOCC Meeting 12.Approval of Minutes of the April 29, 2019 BOCC Meeting BOCC MEETING JUNE 5, 2019 PAGE 2 OF 10 ACTION ITEMS: Consent Agenda Item #3 as pulled for discussion: Consideration of Board Signature of Document No. 2019-296, Denial of Price Marijuana Production at 70355 McKenzie Canyon Road, Terrebonne Matt Martin, Community Development Department presented the revised document as directed at the BOCC Meeting of June 3, 2019. Commissioner DeBone stated the decision is based on a 2 -1 vote, DeBone in opposition. DEBONE: Move approval of Document No. 2019-296 ADAI R: Second VOTE: DEBONE: Yes ADAI R: Yes HENDERSON: Chair votes yes. Motion Carried Consent Agenda Item #8 as pulled for discussion: Consideration of Board Signature of Letters of Reappointment for Aileen Winge, Bill Swanson, and Rick Bestwick to the Fall River Estates Special Road District Board Commissioner Henderson explained the process of appointments for Special Road districts. Due to a personal conflict within the Special Road District and the Home Owners Association, the Board directed a popular vote to identify the nominations for appointment. Dave Doyle, County Legal Counsel noted the reported vote results. Commissioner DeBone explained this is not a public hearing and the alleged fiscal issue is not a matter that is to be adjudicated before the Deschutes County Board of Commissioners. Mike Stowe and Tom McManus approached the Board to comment on the fiscal issue relative to a prior chip seal project and stated that while they are opposed to all of the pending appointments, they especially oppose the appointment of Bill Swanson. BOCC MEETING JUNE 5, 2019 PAGE 3 OF 10 The Board acknowledged their role in appointments for Special Road District members. Bill Swanson, current SRD Chair along with his wife Alice approached the Board for response., Mr. Swanson explained the reason behind the decision of the contract of work for chip seal project in the special road district that was in question by the HOA and noted he had presented this project to the HOA prior to the work and had the agreement approved by them. The contractor was chosen due to the scope of work. Alice Swanson explained the ballot process for this recent election for appointments to the special road district. DEBONE: Move approval of reappointments of Aileen Winge, Bill Swanson, and Rick Bestwick to the Fall River Estates Special Road District Board ADAIR: Second VOTE: DEBONE: Yes ADAIR: Yes HENDERSON: Chair votes yes. Motion Carried 13. Consideration of Chair Signature of Document No. 2019-273, a Notice of Intent to Award Contract for the Six Corners Intersection Improvement Project to Knife River Corporation - Northwest Cody Smith, County Engineer presented and explained the scope of the project. ADAIR: Move approval of Chair signature of Document No. 2019-273 DEBONE: Second VOTE: ADAIR: Yes DEBONE: Yes HENDERSON: Chair votes yes. Motion Carried BOCC MEETING JUNE 5, 2019 PAGE 4 OF 10 14. Consideration of Request to Apply for Specialty Court Grant Funds Holly Harris, Health Services; Lisa Nichols, Treatment Coordinator; teff Hall, Trial Court Administrator; and Circuit Courtjudge Ray Crutchley presented the item for consideration and reported on the positive impacts the family drug court provides to our community. DEBONE: Move approval of the grant application ADAIR: Second VOTE: DEBONE: Yes ADAIR: Yes HENDERSON: Chair votes yes. Motion Carried 15. Consideration of Board Signature of Order No. 2019-018, Approving and Confirming the Sale of Certain Real Property Acquired by Deschutes County James Lewis, Property Manager presented the item for consideration. DEBONE: Move approval of Order No. 2019018 ADAIR: Second VOTE: DEBONE: Yes ADAIR: Yes HENDERSON: Chair votes yes. Motion Carried 16.Continuation of FY 2020 Requested Fee Schedule Discussion Chris Partain and Wayne Lowry of the Finance Department presented the BOCC MEETING JUNE 5, 2019 PAGE 5 OF 10 continued discussion from the BOCC meeting of May 6. The Environmental Health division has requested a fee increase. Discussion held on the services in the department. The Community Development Department has requested a fee increase for long-range planning. Discussion held on the services and funding of long- range planning. This item will be presented to the Board during a public hearing that is scheduled for Wednesday, June 12. 17. Consideration of Second Reading: Ordinance No. 2019-009 - Historic Accessory Dwelling Unit Tanya Saltzman, Community Development Department presented the Ordinance for the second reading. ADAIR: Move approval of second reading by title only of Ordinance No. 2019-009 DEBONE: Second VOTE: ADAIR: Yes DEBONE: Yes HENDERSON: Chair votes yes. Motion Carried Commissioner Henderson read the Ordinance by title only into the record. DEBONE: Move adoption of Ordinance No. 2019-009 ADAIR: Second VOTE: DEBONE: ADAIR: HENDERSON: Yes Yes Chair votes yes. Motion Carried BOCC MEETING JUNE S, 2019 PAGE 6 OF 10 18.PUBLIC HEARING: Bigstock Outdoor Mass Gathering, 18930 Couch Market Road, Bend Matt Martin, Community Development Department presented the hearing outline. There being no declared conflicts of interest or bias and no challenges from those present, Commissioner Henderson opened the public hearing. Mr. Martin provided the staff report. Leann Schoales representing Bigstock LLC presented testimony regarding the event. She presented a diagram of the event area to the Board for the record. Hearing no public testimony, discussion was held on next steps of the process. The Board requested further review of the permit documents and this item will be continued to the BOCC meeting of June 12. RECESS: At the time of 12:43 p.m. the Board took a recess and the meeting was reconvened at 1:21 p.m. 19. DELIBERATIONS: H2D2 Properties Marijuana Retail Appeal, 19855 8th Street, Bend (Tumalo) Matt Martin, Community Development Department presented the decision matrix for deliberations. Commissioners Adair and Henderson commented on various issues of concern for the community. Commissioner DeBone noted this is a land use application and compatibility with the community is a different issue. Commissioner Henderson is inclined to deny this application based BOCC MEETING JUNE 5, 2019 PAGE 7 OF 10 compatibility issues including questions about access and product delivery. Adam Smith, Assistant Legal Counsel responded to the issues of compatibility and harmonious aspects relative to the application. The deadline for the written decision is June 20. The Findings/Decision document will be generated by staff in concert with the appellant's attorney and will be brought back to the Board at the meeting of June 11 with final approval at the Board meeting of June 19. 20.CONTINUED DELIBERATIONS: Following a Public Hearing of an Appeal of a Marijuana Production Proposal Jacob Ripper and Will Groves, Community Development Department presented the continued deliberations for the subject property of 25606 Alfalfa Market Road, Bend. Commissioner Henderson stated he will vote to deny the application due to the lack of substantial evidence of odor control. Commissioner Adair will deny based on credibility and questions the mature canopy size based on the information in the application. Commissioner DeBone commented he would have supported a conditional approval in relation to the odor control system. The Board is supportive of denial of the application based on 2 -1 vote, DeBone in opposition. OTHER ITEMS: • Letter of Support for East Cascades Works: East Cascades Works is requesting a letter to support a grant application to the US Department of justice's Second Chance Act Comprehensive Community-based adult reentry program. Commissioner DeBone offered to revise the letter to include Deschutes County specific language. The deadline to submit the letter is Friday, June 7. The letter will be revised and approved at next week's Board meeting. Sunriver Chamber request: The Board has been approached by Sunriver BOCC MEETING JUNE 5, 2019 . PAGE 8 OF 10 Chamber for an increase to their budget request. Discussion was held on transient room tax and visitor experience. • Fee waiver request: Nick Lelack, Community Development Director presented a fee waiver request from a homeowner that lost their home due to a catastrophic fire and the property was underinsured. The property is near La Pine and the fire occurred April 9. The Board supports the fee waiver. ADAIR: Moved approval of fee waiver of $3,809.95 DEBONE: Second VOTE: ADAIR: Yes DEBONE: Yes HENDERSON: Chair votes yes. Motion Carried COMMISSIONER UPDATE: • Commissioner Henderson attended the Terrebonne Refinement Plan Meeting last evening and reported on the current design option. Commissioner Adair reported on research she is doing on the expenses of round -a -bouts. • The Eastern Oregon Counties Associations meetings will be held in Bend on Friday, June 7. • County Administrator Anderson inquired if a Commissioner wanted to participate in the Wickiup Refinement. Commissioner DeBone agreed. AOC Committee day in Salem is Monday, June 10. RECESS: At the time of 3:16 p.m. the Board took a recess to reconvene in the Allen Conference Room for Executive Session. BOCC MEETING JUNE 5, 2019 PAGE 9 OF 10 EXECUTIVE SESSION: At the time of 3:27 p.m., the Board went into Executive Session under ORS 192.660 (2) (d) Labor Negotiations. The Board came out of Executive Session at 3:42 p.m. Being no further items to come before the Board, the meeting was adjourned 3:42 p.m. ATTES RECORDING SECRETARY C&' -, L4 ` - -'� ATTI ADAIR, VICE CHAT ANTHONY E E, COMMISSIONER BOCC MEETING JUNE 5, 2019 PAGE 10 OF 10 Deschutes County Board of Commissioners 1300 NW Wall St, Bend, OR 97703 (541) 388-6570 - www.deschutes.org BOCC MEETING AGENDA DESCHUTES COUNTY BOARD OF COMMISSIONERS 10:00 AM, WEDNESDAY, JUNE 5, 2019 Barnes Sawyer Rooms - Deschutes Services Center - 1300 NW Wall Street - Bend This meeting is open to the public, usually streamed live online and video recorded. To watch it online, visit www.deschutes.org/meetings. Pursuant to ORS 192.640, this agenda includes a list of the main topics that are anticipated to be considered or discussed. This notice does not limit the Board's ability to address other topics. Meetings are subject to cancellation without notice. Item start times are estimated and subject to change without notice. CALL TO ORDER PLEDGE OF ALLEGIANCE CITIZEN INPUT CONSENT AGENDA Consideration of Board Signature of Order No. 2019-017, Declaring Certain Deschutes County Personal Property Surplus and Authorizing Sale 2. Consideration of Approval of Resolution No. 2019-013, Setting a Public Hearing Date for the Proposed Jurisdictional Surrender of Portions of NW Pershall Way, NW 10Th St, and Northwest Way to the City of Redmond, Oregon 3. Consideration of Board Signature of Document No. 2019-296, Denial of Price Marijuana Production at 70355 McKenzie Canyon Road, Terrebonne Board of Commissioners BOCC Meeting Agenda Wednesday, June 5, 2019 Page 1 of 4 4. Consideration of Board Signature of Document No. 2019-312, License Agreement for Rhonda Rametes 5. Consideration of Board Signature of Document No. 2019-285, 2019-402, and 2019- 403. Quitclaim Deeds 6. Consideration of Board Signature of Document No. 2019-406, Fund Exchange Agreement with Oregon Department of Transportation for the Paving of Knott Rd and Ward Rd 7. Consideration of Board Signature of Letter Appointing Thomas O'Shea to the Central Oregon Intergovernmental Council Board representing member for Tourism and Recreation 8. Consideration of Board Signature of Letters of Reappointment for Aileen Winge, Bill Swanson, and Rick Bestwick to the Fall River Estates Special Road District Board 9. Consideration of Board Signature of Letter Thanking Tina Smith for Service on the Deschutes County Behavioral Health Advisory Board 10.Approval of Minutes of the March 18, 2019 BOCC Meeting 11.Approval of Minutes of the April 24, 2019 BOCC Meeting 12.Approval of Minutes of April 29, 2019 BOCC Meeting ACTION ITEMS 13. 10:10 AM Consideration of Chair Signature of Document No. 2019-273, a Notice of Intent to Award Contract for the Six Corners Intersection Improvement Project to Knife River Corporation - Northwest - Cody Smith, County Engineer 14. 10:20 AM Consideration of Request to Apply for Specialty Court Grant Funds - Holly Harris, 15. 10:30 AM Consideration of Board Signature of Order No. 2019-018, Approving and Confirming the Sale of Certain Real Property Acquired by Deschutes County. -James Lewis, Property Management Board of Commissioners BOCC Meeting Agenda Wednesday, June 5, 2019 Page 2 of 4 16. 11:00 AM Continuation of FY 2020 Requested Fee Schedule Discussion - Christina Partain, Accounting Technician 17. 11:30 AM CONSIDERATION OF SECOND READING: Ordinance No. 2019-009 - Historic ADU - Tanya Saltzman, Associate Planner The Public Hearing Notice was published for 10:00 a.m. 18. 11:45 AM PUBLIC HEARING: Bigstock Outdoor Mass Gathering (18930 Couch Market Rd, Bend) - Matthew Martin, Associate Planner LUNCH RECESS 19.12:45 PM DELIBERATIONS: H2D2 Properties Marijuana Retail Appeal, 19855 8Th St, Bend (Tumalo) - Matthew Martin, Associate Planner 20. 1:45 PM CONTINUED DELIBERATIONS: Following a Public Hearing of an Appeal of a Marijuana Production Proposal - William Groves, Senior Planner 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. ADJOURN 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.or�/meetingcalendar Board of Commissioners BOCC Meeting Agenda Wednesday, June 5, 2019 Page 3 of 4 Meeting dates and times are subject to change. If you have questions, please call (541) 388-6572. Board of Commissioners BOCC Meeting Agenda Wednesday, June 5, 2019 Page 4 of 4 Request for Action by BOCC by Fall River Estates Special Road District Members Wednesday, June 05, 2019 10:00 A.M. Fall River SRD Nominees request: • An Executive Session be held to discuss malfeasance by the SRD Chairman, Bill Swanson. • Bill Swanson has refused to provide documents, until ordered to do so by District Attorney John Hummel. • Review of bidding documents and expense of the $113k awarded, were done secretly, with only one legal SRD member, and without disclosure or prior notification to SRD members. This was not in accordance with Oregon Revised Statutes 371.360. 371.360 Section 1: The proceeds of the tax levied and collected for the district shall be deposited in a bank or banks designated by the district board of commissioners. Such moneys shall be paid out only upon order of the board by checks or drafts signed by the president and treasurer of the board. All deposits of any district in any bank in excess of the amount protected by Federal Deposit Insurance Corporation insurance shall be secured by deposit of bonds of the United States. • That no decision be made by the BOCC on accepting the nomination of Bill Swanson due to the history of malfeasance. by: Mike Stowe, SRD member Lyle Nelson, M.D., SRD member Thomas T. McManus, P.E., SRD member �vTES CO o " c 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 BOCC Wednesday Meeting of June 5, 2019 DATE: May 29, 2019 FROM: Holly Harris, Health Services, TITLE OF AGENDA ITEM: Consideration of Request to Apply for Specialty Court Grant Funds RECOMMENDATION & ACTION REQUESTED: Staff recommend approval to apply for the Specialty Court Grant from the Oregon Criminal justice Commission for the Deschutes County Family Drug Court program. BACKGROUND AND POLICY IMPLICATIONS: Since July 2006, Deschutes County Family Drug Court (DCFDC) has operated as a court - supervised intensive treatment program serving parents in Deschutes County who have had, or are at risk of having, their children removed from their custody as a result of a substance use disorder. The mission of DCFDC is to promote accountability and recovery from substance use for parents and to ensure the safety and welfare of their children. Using a team approach, the program provides close judicial supervision, intensive substance use disorder treatment, and comprehensive wraparound services. Partner agencies include Deschutes County Health Services, Deschutes County Circuit Court, Deschutes County District Attorney's Office, Deschutes County Sheriffs Office, Public Defenders' Office, Department of Human Services, Child Welfare Division; Deschutes County Community Justice, Adult Parole and Probation; Deschutes Family Recovery, Inc.; CASA of Central Oregon and local providers of substance use disorder and mental health treatment and parenting services. A Specialty Court Grant from the Oregon Criminal Justice Commission (CJC) would provide continued funding for the Deschutes County Family Drug Court. This grant meets the following priorities in the Health Services Strategic Plan: Goal 1.13: Implement evidence -based programs and/or best practices in health promotion and prevention DCFDC is an evidenced -based best practice and follows strict fidelity standards. The program operates within the Oregon Specialty Court Standards (OSCS), developed by the Criminal Justice Commission (CJC) to guide program practice in Oregon. The OSCS are based upon the 10 Key Components of Drug Courts and the Adult Drug Court Best Practice Standards developed by the National Association of Drug Court Professionals (NADCP) and Adult Drug Court Best Practice Standards Committee. Goal 2. A: Coordinate and integrate services through collaborative community partnerships DCFDC includes a number of community partners: Deschutes County Health Services; Deschutes County Circuit Court; Deschutes County District Attorney's Office; Deschutes County Sheriffs Office; Public Defenders' Office; Department of Human Services, Child Welfare Division; Deschutes County Community Justice, Adult Parole and Probation; Deschutes Family Recovery Inc.; CASA of Central Oregon and local providers of substance use disorder and mental health treatment, and parenting services. It should be noted that Deschutes County Health Services is the pass-through agency for these funds. All services are contracted out to community partners. Data: NADCP: Research Update on Family Drug Courts: Adult Drug Courts that provided a parenting class for participants had 65% greater reductions in recidivism and 52% greater cost savings than Drug Courts that did not provide a parenting class. Between 60% and 80% of substantiated child abuse and neglect cases involve substance abuse by a custodial parent or guardian (Young, et al., 2007). Continued substance abuse by a custodial parent is associated with longer out - of -home placements for dependent children and higher rates of child revictimization and terminations of parental rights (TPR) (Brook & McDonald, 2009; Connell et al., 2007; Smith et al., 2007). Parents who complete substance abuse treatment are significantly more likely to be reunified with their children, and their children spend considerably fewer days in out -of -home foster care (Green et al., 2007; Smith, 2003). Unfortunately, more than 60% of parents in dependency cases do not comply adequately with substance abuse treatment conditions and more than 80% fail to complete treatment (Oliveros & Kaufman, 2011; Rittner & Dozier, 2000; U.S. Government Accountability Office, 1998). Treatment completion rates were 20 to 30 percentage points higher for Family Drug Court study participants than for comparison participants. 2018 Oregon DHS Child Welfare Data Book: Family Stress Factors as a percent of founded abuse (State 2018) 0 42.5% parent/caregiver involvement with alcohol or drug use ® 19.9% parent/caregiver involvement with Law Enforcement Victims of abuse or neglect (rate per 1,000 children) Deschutes County 2017 11.5% (430) 2018 18% (688) State of Oregon 12.8% 14.4% Results from the National Institute of Justice Multisite Adult Drug Court Evaluation (2011): • Drug Court participants reported less criminal activity (40% vs. 53%) and had fewer rearrests (52% vs. 62%) than comparable offenders. ® Participants reported less drug use (56% vs. 76%) and were less likely to test positive (29% vs. 46%) than comparable offenders. Treatment investment costs were higher for participants, but with less recidivism, drug courts saved an average of $5,680 to $6,208 per offender overall. CJC Dashboard- State recidivism (<https://www.oregon.gov/CJC/SAC/Pages/Recidivism-dashboard.aspx>): 2015 2nd Cohort: 3 -year recidivism outcomes Statewide New Conviction 42.8% Deschutes- New Conviction 50.7% DCFDC: 3 -year recidivism (graduates 3/2014 - 4/2016) New Conviction 30% FISCAL IMPLICATIONS: If awarded, the grant would provide $515,714 ($257,857 per year from July 1, 2019 to June 30, 2021. ATTENDANCE: Holly Harris, Crisis Services Program Manager, Deschutes County Health Services; Judge Wells Ashby, Deschutes County Circuit Court; Lisa Nichols, Treatment Court Coordinator, Deschutes County Circuit Court; Jeff Hall, Trial Court Administrator, Deschutes County Circuit Court E S Deschutes County Health Services � GRANT APPLICATION REQUEST Official Grant Title: Specialty Court Grant Program Source of Grant Funds: Ore on Criminal Justice Commission Funding Amount and Duration (include amount per year if multiple years): $515,714 ($257,857 per year) 07/01/19 — 06/30/21 Application Due Date: June 13, 2019 FTE Required and Cost of FTE: 0 Staff Responsible: Holly Harris, Program Manager Health Services Matching Requirements? ❑ Yes N No If Yes, ❑ in-kind or ❑cash? Amount: Click or- tap here to enter text. Contract or MOU Required? N Yes ❑ No Does grant allow for admin fee? N Yes ❑ No If Yes, amount: up to 10% ($46,883) Expedited Director approval? N Yes ❑ No If Yes, attach copy of grant opportunity notification. Please answer the following questions: 1. How does this grant opportunity align with priorities in the Health Services Strategic Plan, the Regional Health Improvement Plan or an emerging need? This grant meets the following priorities in the Health Services Strategic Plan: Goal 1.B: Implement evidence -based programs and/or best practices in health promotion and prevention The Deschutes County Family Drug Court (DCFDC) is an evidenced -based best practice and follows strict fidelity standards. The program operates within the Oregon Specialty Court Standards (OSCS), developed by the Criminal Justice Commission (CJC) to guide program practice in Oregon. The OSCS are based upon the 10 Key Components of Drug Courts and the Adult Drug Court Best Practice Standards developed by the National Association of Drug Court Professionals (NADCP) and Adult Drug Court Best Practice Standards Committee. Goal 2. A: Coordinate and integrate services through collaborative community partnerships DCFDC includes a number of community partners: Deschutes County Health Services; Deschutes County Circuit Court; Deschutes County District Attorney's Office; Deschutes County Sheriff's Office; Public Defenders' Office; Department of Human Services, Child Welfare Division; Deschutes County Community Justice, Adult Parole and Probation; Deschutes Family Recovery, Inc.; CASA of Central Oregon and local providers of substance use disorder and mental health treatment and parenting services. Rev. 11/19/2018 Page 1 of 5 It should be noted that Deschutes County Health Services is the pass-through agency for these funds. All services are contracted out to community partners. Data: NADCP: Research Update on Family Drug Courts: Adult Drug Courts that provided a parenting class for participants had 65% greater reductions in recidivism and 52% greater cost savings than Drug Courts that did not provide a parenting class. Between 60% and 80% of substantiated child abuse and neglect cases involve substance abuse by a custodial parent or guardian (Young, et al., 2007). Continued substance abuse by a custodial parent is associated with longer out -of -home placements for dependent children and higher rates of child revictimization and terminations of parental rights (TPR) (Brook & McDonald, 2009; Connell et al., 2007; Smith et al., 2007). Parents who complete substance abuse treatment are significantly more likely to be reunified with their children, and their children spend considerably fewer days in out -of -home foster care (Green et al., 2007; Smith, 2003). Unfortunately, more than 60% of parents in dependency cases do not comply adequately with substance abuse treatment conditions and more than 80% fail to complete treatment (Oliveros & Kaufman, 2011; Rittner & Dozier, 2000; U. S. Government Accountability Office, 1998). Treatment completion rates were 20 to 30 percentage points higher for Family Drug Court study participants than for comparison participants. 2018 Oregon DHS Child Welfare Data Book: Family Stress Factors as a percent of founded abuse (State 2018) 42.5% parent/caregiver involvement with alcohol or drug use 19.9% parent/caregiver involvement with Law Enforcement Victims of abuse or neglect (rate per 1,000 children) Deschutes County State of Oregon 2017 11.5% (430) 12.8% 2018 18% (688) 14.4% Results from the National Institute of Justice Multisite Adult Drug Court Evaluation (2011): Drug Court participants reported less criminal activity (40% vs. 53%) and had fewer rearrests (52% vs. 62%) than comparable offenders. • Participants reported less drug use (56% vs. 76%) and were less likely to test positive (29% vs. 46%) than comparable offenders. Rev. 11/19/2018 Page 2 of 5 • Treatment investment costs were higher for participants, but with less recidivism, drug courts saved an average of $5,680 to $6,208 per offender overall. CJC Dashboard- State recidivism (https://www.oregon.gov/CJC/SAC/Pages/Recidivism-dashboard.aspx): 2015 2nd Cohort: 3 -year recidivism outcomes Statewide New Conviction 42.8% Deschutes- New Conviction 50.7% DCFDC: 3 -year recidivism (graduates 3/2014 — 4/2016) New Conviction 30% 2. Briefly summarize what work the grant is intended to accomplish. Since July 2006, DCFDC has operated as a court -supervised intensive treatment program serving parents in Deschutes County who have had, or are at risk of having, their children removed from their custody as a result of a substance use disorder. The mission of DCFDC is to promote accountability and recovery from substance use for parents and to ensure the safety and welfare of their children. Using a team approach, the program provides close judicial supervision, intensive substance use disorder treatment, and comprehensive wraparound services. Partner agencies include Deschutes County Health Services, Deschutes County Circuit Court, Deschutes County District Attorney's Office, Deschutes County Sheriff's Office, Public Defenders' Office, Department of Human Services, Child Welfare Division; Deschutes County Community Justice, Adult Parole and Probation; Deschutes Family Recovery, Inc.; CASA of Central Oregon and local providers of substance use disorder and mental health treatment and parenting services. A Specialty Court Grant from the Oregon Criminal Justice Commission (CJC) would provide continued funding for the Deschutes County Family Drug Court. 3. Describe the science or evidence base that supports delivering the work the grant is intended to accomplish. The program operates within the Oregon Specialty Court Standards (OSCS), developed by the CJC to guide program practice in Oregon. The OSCS are based upon the 10 Key Components of Drug Courts and the Adult Drug Court Best Practice Standards developed by the National Association of Drug Court Professionals and Adult Drug Court Best Practice Standards Committee. The DCFDC utilizes evidence -based assessments, interventions and treatment modalities that are known to be effective with the medium and high-risk offender population the program serves. The following evidence -based practices are used in the DCFDC: 1. Level of Service/Case Management Inventory, a standardized, objective, validated risk and need assessment tool used to screen out low-risk offenders and identify criminogenic risk and need factors. Rev. 11/19/2018 Page 3 of 5 2. Substance use disorder treatment and criminal thinking interventions that utilize Cognitive Behavioral Therapy (CBT) and Motivational Interviewing (MI). Both primary curricula used by the treatment provider, Matrix and MRT, have internal quality assurance/fidelity measures. 3. Parenting services that are trauma informed and effective with families referred by Child Protective Services and/or high-risk socioeconomically disadvantaged families. 4. Does the work the grant is intended to accomplish require ethics review? If so, what is the regulating authority and who will do the work? No ethics review is required. 5. Summarize the cost of doing the work the grant is intended to accomplish (include costs of personnel, equipment, materials and services, travel/training, etc., as applicable, using the grant calculator tool). Personnel $205,371 Drug Court Program Coordinator (subcontract to the Oregon Judicial Department) Services $210,509 Substance use disorder and mental health treatment services not covered by OHP (contract with treatment provider) $40,571 Drug testing (contract with specimen collection agency, supplies and labs) Training $12,380 07/20 National Association of Drug Court Professionals Conference (4 team members) Subtotal $468,831 Indirect $46,883 10% Indirect costs payable to Deschutes County Health Services for grant administration Total $515,714 In addition to the amounts above, the program is supported by: • The Oregon Judicial Department: Remaining Program Coordinator salary ($51,343) and Parenting Support Services ($28,400) • Probation and Parole: Drug testing ($43,200) • Other Partner Organizations: Local Government ($183,859) and State ($68,171) contribute to team member salaries and benefits while attending drug court staffings and hearings and when providing other resources to the program. • Donations from Partner Organizations ($35,000): Participant incentives, housing assistance, and graduation ceremonies. 6. Administrative supports re uired check all that apply): ® Compliance oversight (by Program Manager, not compliance team) ® Contract ❑ Data analysis: Is the data ❑ already collected? OR ❑ new to us? Where does the data live? Click or tap here to enter text. ❑ EHR Rev. 11/19/2018 Page 4 of 5 Z Fiscal oversight and/or reporting ❑ Operations (building, vehicles, etc.) ❑ Reporting: What: Click or tap here to enter text. How often: Click or tap here to enter text. ❑ Other, please describe: Click or tap here to enter text. To be completed by Director: Final review of grant application materials prior to submittal will be done ❑ Deputy Director ❑ Director Deputy Director Approval Director Approval © Yes ❑ No Date & Initials: JG 5/22/2019 via ❑ Yes ❑ No Date & Initials: email S:\Health Services\Director Office\ALL\BoCC Agenda Requests\2018-2019\Family Drug Court Specialty Court Grant\Family Drug Court Specialty Court Grant Application Request.docx Rev. 11/19/2018 Page 5 of 5 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 BOCC Wednesday Meeting of June 5, 2019 DATE: May 28, 2019 FROM: Christina Partain, Finance, 541-385-1412 TITLE OF AGENDA ITEM: Continuation of FY 2020 Requested Fee Schedule Discussion RECOMMENDATION & ACTION REQUESTED: Continuation of May 6th meeting. The objective of this meeting is to hold discussions regarding the requested changes to the County Fee Schedule, identify issues and embark on a path to consensus between the BOCC, County Administration and the Departments before the Public Hearing scheduled fortune 12th. Annually, Deschutes County reviews fees and charges for services for compatibility with the actual cost of providing services, CPI increases, and ORS guidelines. rn N > > > > > > > > > > > > 07 4) U� 3 - N M cD N co N M M M M M M co 't It It It It V) U)� to � CD N t6 n. _N a a> z U U) d Q1 L1. d X 6Q a C ly > OLL C LL pO O` -C U d U co 2 CC a m (D N W L. O Z Co E > = Q CC a Q� (oat maCD Q. O O U C N 7O O C � p) E O Z L C N .0 C y N O O Y f3 a Q � O t0 U O �, � X N V ca N N V ° _0 O N C c cn N E E E E v� UU O�v M E� N 0 CoO N C m O O X w Li 0 Q 0 0 U 0 0 U- C� 2 � J d X w w cn —. 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CC c.to DOC m CL co E C O) � 'O O m m 0 — C O m 0' v m LO N 0 C c liLLIW Sir0P0—Z» U) N U) V) U) EO N cn U N C C f0 U m O N f- D 0) D LL is a) of LO 00 To: Board of County Commissioners From: Christina Partain, Sr. Accounting Tech. Date: May 28, 2019 Re: Continuation of discussion regarding FY 2020 Requested Fee Schedule Annually, Deschutes County reviews fees and charges for services for compatibility with the actual cost of providing services, CPI increases, and ORS guidelines. The changes to the fee schedule and memos regarding those requests are included in this packet. This information will be reviewed at the Board of County Commissioner's meeting on May 6th, continuing to the Board of County Commissioner's meeting on June 3rd, and again at a Public Hearing on June 12tH The objective of the May 6th and June 3rd meetings is to hold discussions regarding the requested changes, identify issues and embark on a path to consensus between the BOCC, County Administration and the Departments before the Public Hearing on June 12tH 1300 NW Wall Street, Ste. 203 Bend, Oregon 97703 a P.O. Box 6005 Send, Oregon 97708-6005 x`0(541) 617-4721 ®www.deschutes.org/finance To: Board of County Commissioners From: Nick Lelack, AICP, Director Sherri Pinner, Senior Management Analyst Date: March 19, 2019 RE: CDD Requested Fee Adjustments FY 2019-20 The Community Development Department (CDD) is primarily a fee -supported department. CDD's FY 2019-20 requested budget highlights: • Overall budget increase of 0.88% from FY 18-19 adjusted budget to maintain current business demands; • Permit volume Is estimated to remain level with FY 18-19; e Proposed fee increase—Current Planning — est. $41,375 in revenue o Public information fee increase of .01% of building valuation (0.27% to 0.28%). o Current Planning Fees —1.5% fee increase • Includes General Fund Transfer - $150,000 Current Planning; $150,000 Long Range Planning; Includes CLG Historical Grant - $11,500 Long Range Planning; Special Request — reclassify 1 Assistant Planner to an Associate Planner; • Special Request— extra help budget for Code Enforcement; Includes personnel "extra help" budgets in our Building Safety and EH Onsite Divisions; • Budgeted reserve fund increases are projected to apply to the Building Safety & Electrical Divisions for building and electrical revenue surplus and a reduction of the Fund Balance in Fund 295 — CDD Operations; CDD Reserve Funds (300-302) meet our internal target of 12 months of average operating expenditures. CDD proposes the following fee increases for FY 2019-20 The requested fee increases fund inflationary costs and the difference between projected operating expenses and revenues, allowing the department to maintain current service levels. • Current Planning — est. $41,375 in revenue o Public information administrative fee increase of .01% of building valuation (0.27% to 0.28%), o Current Planning Fees —1.5% fee increase. Cpl) proteases to add the following new fees to cover the actual cost of services: 1. Consultation by CDD building safety staff—ACS 2. Consultation by CDD electrical staff—ACS 3. Consultation by CDD code enforcement staff — ACS 4. Consultation by CDD environmental onsite staff— ACS 5. Consultation by CDD current planning staff — ACS 6. Consultation by CDD long range planning staff—ACS CDCJ urq oses tl7e ft�ilowing current fee revisions. CDD 17 - Consultation by CDD administrative staff; term administrative replaces professional. CDBSM 26 - Inspection for which no fee is specifically indicated; hourly rate with Y3 hr. min. CDBSM 27 - Addt'I plan review required by changes, additions or revisions; hourly rate with Y: hr. min. CDPN 2 - Create a separate fee for marijuana processing. CDPN 52 - Master plan (ORS 197—Skyline Forest); description update. CONE 37 - Master permit; maximum fee by OAR is $100.00 CDPN 33 - Appeal of administrative decision; maximum fee by OAR is $250.00 Ct71� hoses the deletion of the toilowinp fees; CDD 12 - City of La Pine permit review — do not perform this service. CDD 20 - Oregon Liquor Control Commission application — research fee — BOCC accepts application. CDBSM 21- Installation or relocation of commercial incinerator— no commercial incinerator use. CDD also conducted its annual fee survey of building, electrical, planning and environmental soils fees from 9 counties and cities throughout the region and State in order to gather and compare fee schedules proposed in FY 2019-20. The results of this survey varied from no fee increase to an estimated 6.1%. Attached, please find a summary of CDD's current fee comparison with similar Oregon jurisdictions and a summary of Community Development fee increases since FY 2009. Rp C3 ;j z CL 0 WJ .2 ew Fx at H 03 89 A Of t t oz W Lt 2 >U U) z LU U) O = LU CY Lu L6 LU Z z � - it ci -__--- ©§2§/[ �n____m # A�m�N4� j 2 /S\S § 2 wcv ®--®- §Sa8~ � C4 � � K _____ z & $§ k $ A > k Oto § ' 0 2 £ p ° R§_ - 2 w »m§®\ z _2#&t§ 5 U)~to K IL � ___wm iC-4 r, r � � £ � k § § E, ■ I)f� /0 \`aka§ )CnCL §. ° X09CL It mm L N IV co D c g 42 � � O u3 0 V5 g� r•a (QV N N V m 'O a 0 N � o �z§r d p E�2o 'c �o v W N M W o bNi, .�-', rMn. ti t.�}o ENN m I�p�p {�mpp V panpi. 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E7 F V � Iowya��yWbSd� m NAV) N y0. d 4 m 40 O CL M L LL C � O W m It mm L N IV co D c g 42 � � O u3 0 V5 g� r•a (QV N N V m 'O a 0 N � o �z§r d p E�2o 'c �o v W N M W §2c0 @ �r§C', § $ --®-®©w(A k ■ §]/2§§(§§ f � ______U)_ c 2 _k(§kk§§[ § & K o w V)______ k ° $ / 2 0 2 w ��p2®®®®®®■� ■ /§7$(i$§ E LU z lu kIli � > § § ) § ) � 2 m § # n ALL % C> �k�] ui 2 §$$J)k£f � ® �LL 2 $� \R © 0/_ ' 1 1 To: Christina Partain, Finance Department From: Kara Palacio, Administrative Supervisor Date: 4/26/2019 RE: Fee Schedule Changes John Hummel District Attorney 1 164 NW Bond Street • Bend, Oregon 97701 (541) 388-6520 • pax: (541) 330-4691 Grand Jury Fax: (541) 330-4698 wvuw.dcda.us The District Attorney's has proposed several changes to the fee schedule for the 2019-2019 fiscal year. The changes are outline/justified below: Discovery Felony Charges - Changed from $25.00 per case to $60.00 per case. In an effort to streamline our discovery billing processes we are diverting from charging for each discovery item (i.e. new case packet, evidence, supplemental reports etc.) and moving to a flat fee to encompass all charges during the life of the case. This will create easier payment calculations for trial assistant, simplified statements for defense attorney's, and drastically reduce the amount of time spent processing the discovery billing on a monthly basis. - We also added a Felony Measure. l l discovery fee charge in the amount of $75.00. Measure I I cases are high level crime cases and often have more discovery and require more resources. In an effort to account for these additional expenditures our office incurs, we will be charging a separate fee for these types of cases. Discovery Misdemeanor Charges_ - Changed from $20.00 per case to $40.00 per case. In an effort to streamline our discovery billing processes we are diverting from charging for each discovery item (i.e. new case packet, evidence, supplemental reports etc.) and moving to a flat fee to encompass all charges during the life of the case. This will create easier payment calculations for trial assistant, simplified statements for defense attorney's, and drastically reduce the amount of time spent processing the discovery billing on a monthly basis. District Attorney Diversion - The previous charge of $125.00 was a typo. Our office has always and will continue to charge $15.00 per case for all diversion revocation discovery. John Hummel District Attorney 1164 NW Bond Street • Bend, Oregon 97701 (541) 388-6520 • Fax: (541) 330-4691 Grand Jury Fax: (541) 3304698 www. dcda, us Removal of Evidence Discovery Charges - This includes Fee Schedule Items DA8 — DA 18 and item DA22. All these items will now be included in the flat fee for misdemeanor, felony, measure 11 and murder cases. The flat fee will create easier payment calculations for trial assistant, simplified statements for defense attorney's, and drastically reduce the amount of time spent processing the discovery billing on a monthly basis. Flash Drive Fee - We are finding with the increased use of body cams and dash cams, some evidence items are too large to send electronically or via CD/DVD. The only way to provide these items is via flash drive. We give the defense the option to provide their own flash drive for a fee of $20.00 or we can supply the flash drive for a fee of $40.00 To: Board of County Commissioners Christina Partain, Senior Accounting Technician From: Cheryl Smallman, Health Services Business Manager CC: David Inbody, Health Services Deputy Director Date: 5/7/2019 Re: FY 2020 Health Services Fee Changes Summary of Changes: Behavioral Health billable rates are increasing by 7% on average. The majority of public, health fees are mandated by the State and have been aligned with the State. Environmental Health fees are limited to a 3% increase although actual cost would have been proposed to receive an 8.5% increase, on average. All other fiees, pursuant to County Code Section 4.12.030, are proposed to receive an annual adjustment commensurate with the consumer price index. Summary of Fee Increases (by Program) from FY 2017 through FY 2020 Program 2017 2018 2019 2020 Behavioral Health Fees .12% "i 3% 6% 7% Al'?::'�; Cpsl rd, � ....... Vital Records 25"', 12% 0% " by State Patent Office & Well Service Visits 3% 2% 211/6 2% Actual Cos Cr ' . I Targeted Case Management 0% 0%0 new r, , s !"" ,," ,,by Procedures tum Y , 2% 2% Azluat - " -a " - - , immunizations 311A 2% 4% 3% 1:', , Mat„ "iflby Stale Laboratory Processing Specimen 0% 011/6 0% 0% A IIIJ,Coslld I In -House Testing & Injections 48% ttYt 1'.'S 4% 0% Actif-ij CQ61 af - e Environmental Health 0% 011m 6% 3% ACIUai 0x51vt SeAlce J, LjnfIlicid VaCancy e>pecratjons 14,etv factored into the Wilabia-rate rn,'aO, 04 Cost Pi9f birth and 600th COrtificetos changedffom $2D to $25 per State of ofe-pnoiandate, ;tit? Star - afioi�*d fora $3 sufcr -e for 6 of oon re, .4 arge- on top of $2S cemhcate �c ,A',' ire average fee during FY2016 was -SY0, PY2017 inlcreas4a to -$IS. -efloct a Portion of _onihcant charges in pasornfl co,,rs Wjt)jin tj,,js rrograrn affecr#,d to tares, the actuat coif of service, Behavioral Health Health Services utilizes a "unit cost calculator" financial tool to annually set the behavioral health service fees at "Actual Cost of Service". This tool was created to provide Oregon Community Mental Health Programs with a reliable and standard methodology for calculating unit costs for the services provided. The "outputs" or "fees" recommended by this calculator are used in justifying the amount of service (in dollars) provided by the Behavioral Health division to outside parties. Furthermore, the tool provides a starting point for the direct billing of clients (Health Services Department accommodates clients with an inability to pay by applying a sliding fee scale based on an individual's income in comparison to the Federal Poverty Guidelines). The primary inputs to the fee setting formula are budgeted expenditures, FTE count of direct service personnel, type of direct service personnel, and number of hours available for services. Budgeted expenditures, FTE count, and type of direct service personnel are consistent with the FY 2020 Requested Budget. Using the inputs, the model calculates a billable rate for each service provided, by each type of direct service personnel. Billable rates are summarized on the County's fee schedule by either service provided, or type of direct service personnel. The update to the unit cost calculator for FY 2020 resulted in an overall net increase to billable rates of 7%. The actual range of change experienced amongst the different service types and direct service personnel types ranged from a 1% increase to an 11% increase. The FY 2020 results include normal payroll increases from step -increases and cost -of -living adjustments. Specifically, direct -service provider salaries totaled $7.9 million across 126.5 FTE in FY 2019 whereas salaries totaled $8.4 million across 126.3 FTE. In summary, with consideration being given to the change in cost for direct -service employees, Behavioral Health fees for FY 2020 do not vary significantly from the FY 2019 fees. Public Health Fees for Vital Records are mandated by the State of Oregon, and the most recent mandated fee increase from January 1, 2018 is reflected in the schedule. The Oregon Health Authority allows for $7.00 expedited handling fee and $5.00 certificate replacement fee, and both fees are requested in FY 2020, Public Health fees for Patient Office Visits and Well Service Visits were calculated based on an actual cost analysis of services performed during FY 2016. The formula for calculating the fees is dictated by the Oregon Health Authority and the calculations are reviewed during the triennial review, performed by ORA (the next triennial review, and subsequent fee adjustments, is scheduled to occur in spring of Fiscal Year 2019). As such, the FY 2020 fees for Office Visits and Well Services have been increased by 2-3% in accordance with County Code Section 4.12.030 (an increase commensurate to the annual change in the consumer price index (CPI)). �i` ! � i � �- i �:,U�) i x)� i3d�.� _rVIC( U i�;� � L i; .t?`q � � :��`.- • c1' �C�li UrG, 1 , .i �: The'rargeted Case Management fees are mandated by the Department of Human Services and have been updated to reflect changes made by the State. The State is allowing for reimbursement of Targeted Case Management to be collected at $355/encounter. This amount is not billed to clients, and is only used to collect revenue from the State. Medical Procedures performed by both County staff and visiting physicians have been increased by 2-3% in accordance with County Code Section 4.12.030 (an increase commensurate to the annual change in the consumer price index (CPI)). Fees for the Immunizations (incl. Special Prolyrams & Vaccines) program are mandated by the Department of Human Services and typically adjust on a semi-annual basis. The most recent mandated fee increase is reflected in the schedule. To -date, the fees for Laboraton, Processing -Specimen have remained between $15 and $30 (fee is based on actual cost charged by external laboratory); however, some more -advanced testing methods are proposed as exceptions to this fee. It is proposed the current actual -cost charged by the laboratory for the "Thin Prep with Imager" and the "HR HPV Test" be called out separately. Those fees are $54 and $71, respectively. A new minimum fee for PrEP screening is proposed at $30 per screening. The fees associated with In-11ouse Testing & Injections performed by County staff have been increased by 2-3% in accordance with County Code Section 4.12.030 (an increase commensurate to the annual change in the consumer price index (CPI)). The Environmental 11calth program is proposing a fee increase of 3% (on average) for Fiscal Year 2020. In addition, new fees for Food Manager Training are also proposed. The additional fee -revenue needed is $27,000 less than FY 2019; however, expenditures increased 18% when compared to FY 2018 while fees have increased 9% during that same time period (including the proposed 3% increase in FY 2020). v�l� 1I, ��._ `-:OU < 1�t�:J�(r,rvt-c erCV' (._ _�n:, �_d. (-0 MEMORANDUM TO: Chris Partain, Senior Accounting Technician FROM: Cody Smith, County Engineer SUBJECT: Road Department Proposed Fee Schedule Changes, FY 2019-2020 Road Department is proposing the following fee schedule changes for FY 2019-2020; • New Fee — Installation of street name signs for private developments Back round The following land use approvals that are issued by the Community Development Department require that new street name signs be installed on public roads: • Land divisions that require new public roads to be created • Road dedications • Road naming or renaming Street name signs are essential to provide guidance to emergency services and the travelling public and are required by Deschutes County Code (OCC) 17.488(2), Street name signs on public roads are a traffic control device and must conform to the requirements of the Oregon Transportation Commission (as authorized by ORS 810.200), the Manual of Uniform Traffic Control Devices, and Deschutes County Code (DCC) 17.48B. For land divisions that create new public roads, the Road Department typically requires that the developer install new street name signs through the road improvement process, which includes Department review and approval of improvement plans and approval of the constructed improvements prior to Department final plat approval. in the case of road dedications not tied to a land division and road naming/renaming, there is no plan review nexus or County Code that allows the Department to require an applicant to install new street name signs. In all cases, these land uses are initiated to benefit the applicant. Historic practice has been that the Department will install street name signs at the request of an applicant upon receiving land use approval for a road dedication or road naming/renaming. With no current fee in place, the Department bears the cost of installing new street name signs to the benefit of the applicant, not the public at large. 441 M>-'' Justification The Road Department is proposing a new fee set at Actual Cost of Service (ACS) for installing street name signs for public road dedications and public road naming/renaming. In FY 2018-2019, a typical street name sign installation conducted by Department forces included the following costs: Utility Locate Marking* $106.27 Sign Panel Materials $17.80 Sign Post Materials $16.38 Sign Panel Fabrication $48.14 Sign Installation* $159.42 Total Cost $348.01 *Includes average round trip travel time of one hour from sign location to Department shop Upon implementation of the proposed fee, applicants would be given the option to hire their own contractorto furnish and install a street name sign subject to issuance of a right of way activity permit by the Department. (�f' v A Proposed changes to County Surveyor's Office fee schedule for FY 2019-2020. We are proposing two changes to our fee schedule: 1. Change the item RD26 "Re -checking plat (field & office)" from $85.00 per hour to Actual Cost of Services (ACS). 2. Add two items for reviewing cemetery plats (RD29 & RD30) ITEM 1— CHANGE RECHECKING PLAT FEE Background The initial review of Subdivision and Partition plats are paid for by the developer by a base fee plus a per lot or parcel fee. Oft times during the review process the developer changes the lot/parcel or road configurations. Since these changes entail additional review time by our staff we have a policy in place regarding the re -check fee, as stated on our web site: Revisions of plat boundaries and/or lot configuration - If a plat in our review queue is re -submitted due to changes in the configuration of the plat boundary or the lots, parcels, tracts, or roads within the plat, the time spent to recheck the alterations on the plat will be billed out at ourstandard re -check hourly rate. Justification The $85.00/hour fee does not recoup the monies we expend on re -checking this work. it used to be a minor occurrence for developers to reconfigure their plats during our review, but of late we have had numerous major changes sent in after our initial review and, in a few cases, multiple reconfigurations on the same plat. Authority The statutory authority for the County Surveyor to charge fees for reviewing plats is stated in ORS92.100(5): 92.100 (5) For performing the service described: (a) in subsection (2) of this section, the county surveyor shall collect from the subdivider or declarant a fee of $100 plus $5 for each lot contained in the subdivision. The governing body of a city or county may establish a higher fee by resolution or order. (b) In subsection (3) of this section, the county surveyor shall collect from the partitioner or declarant a fee to be established by the governing body. (c) In subsection (4) of this section, the designated county surveyor shall collect the applicable subdivision or partition plat check fee, and any travel expenses incurred, as established by the designated county surveyor's board of commissioners. The subdivision or partition plat checkfee and other expenses must be paid by the subdivider, partitioner or declarant prior to approval of the subdivision or partition plat by the designated county surveyor. J:\DATA\W0RD\0RS\Proposed changes to County Surveyors Office fee schedule for FY 2019-2020.docx Page 1 of 2 3/21/2019 1:28 PM MJB ITEM 2 — CEMETERY PLAT REVIEW FEES Background Review fees for cemetery plats are not currently enumerated in the County Surveyor's Fee Schedule. We would like to add this to our fee schedule for clarity. Justification A cemetery plat is a type of subdivision plat. Individual cemetery lots are typically not monumented. Blocks of cemetery lots are typically monumented. We feel that charging a base subdivision review fee of $900 + $85 per block is adequate and practical, Authority The statutory authority for the County Surveyor to charge fees for reviewing cemetery plats is stated in ORS97.310(1)(a): 97.310 Survey and subdivision of land; map or plat of mausoleum or columbarium; access easement. (1) Every cemetery authority, from time to time as its property may require for cemetery purposes, shall: (a) In case of land, survey and subdivide it Into sections, blocks, plots, avenues, walks or other subdivisions and make a good and substantial map or plat showing them, with descriptive names or numbers. in all instances this shall be done in compliance with ORS 92.010 to 92.192 except that ORS 92.090 (2)(a) and (b) shall not be applicable to streets, alleys, ways and footpaths located wholly within a cemetery. (b) In case of a mausoleum or columbarium, make a good substantial map or plat on which are delineated the sections, halls, rooms, corridors, elevation and other divisions, with descriptive names or numbers. In all instances this shall be done in compliance with the state building code. (2) Every lot in a cemetery subdivision shall include an access easement across the lot for the benefit of adjacent lots. Designated areas between lots for the purpose of providing access to separate lots are not required to approve a subdivision under this section. A cemetery authority must disclose to a potential purchaser of a lot in the cemetery the existence of the access easement across the lot. [Amended by 1955 c.396 §2; 1979 c.57 §1; 1985 c.582 §3; 1999 c.381 §1] and ORS92.100(5): ORS92.100(5). 92.100 (5) For performing the service described: (a) In subsection (2) of this section, the county surveyor shall collect from the subdivider or declarant a fee of $100 plus $5 for each lot contained in the subdivision. The governing body of a city or county may establish a higher fee by resolution or order. (b) In subsection (3) of this section, the county surveyor shall collect from the partitioner or declarant a fee to be established by the governing body. (c) In subsection (4) of this section, the designated county surveyor shall collect the applicable subdivision or partition plat check fee, and any travel expenses incurred, as established by the designated county surveyor's board of commissioners. The subdivision or partition plat checkfee and other expenses must be paid by the subdivider, partitioner or declarant prior to approval of the subdivision or partition plat by the designated county surveyor. J:\DATA\WORD\ORS\Proposed changes to County Surveyors Office fee schedule for FY 2019-2020.docx Page 2 of 2 3/21/2019 1:28 PM MJB Date: April 29,2019 To: Chris Partain From: Judi Hasse Re: Fee Schedule Changes Although Property Tax has very few fees compared to other departments, there were several changes this year in our fee schedule so I wanted to give you the reasoning behind the changes. TX 1 - Foreclosure fees - We changed the wording and broke the fees out separately because we wanted to show the individual fees related to foreclosure and their corresponding ORS authority. TX 2 — Personal Property Warrants Service — The previous fee included the service fee and the recording fee added together. The actual tax fee for service is only $20 (this hasn't changed) and since we have no control over the cost of recording fees as those are charged to Tax from the Clerk's Office, we only listed the actual Tax fee and just referenced that recording fees will also apply. The recording fee has changed over the past couple of years as we've been informed by the Clerk's Office. If you have any questions regarding this change please feel free to contact me at (541) 383-4399. Thank you! a� a� U U) N d LL Ln 0 :3O N N LLi C 7 O U U Ln U 0 y E U.CD w w T O O Z d OV LL O LL v h O H Q Z W Q W O O O O O Cl O O O O O, O O O h -. 0), M CO LO Ct •j � � N � N O s N O C (� O m N O O O O O O O Cl O O O O O, O O O h -. 0), M CO LO Ct N O C (� O N - �- o _ > LO \ 0 0 0 CDC0 0 O.0o0Z00 q' 0 0 0 0 01000 W OD coM 00L() to Ln 4 6) a1 66 0) OO co c (O I- O C) N N '.. 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Multnomah 675 800 895 1070 calendar 2019 Deschutes (current) 698 764 915 1035 260 Washington 711 777 842 974 FY 18 -19 Jackson 645 738 827 935 effective 2018 Marion 488 552 629 699 effective Jan 1,'19 *Other counties may be raising fees in 2020, data in table is current fee posted Mobile Unit Licenses* 419-496 586 664 836 County Class I Class II Class III Class IV Multnomah 525 525 525 640 Washington 573 573 631 692 Jackson 406 406 549 549 Curry 378 378 378 823 Deschutes (8.5%) 259 303 397 476 Deschutes (ay.) 245 ` 287 377 452; Benton 302 302 302 332 Coos 260 260 373 422 Deschutes (current) 239 279 366 439 Marion 230 230 230 230 *Other counties may be raising fees in 2020, data in table is current fee posted. Traveler's Accommodations Licenses* County I 1-25 units 26-50 units 51-75 units 76-100 units 101+ units Curry 419-496 586 664 836 836+ 7.15/unit Marion 242-263 330 477 660 733 Benton 382-402 462 523 563 563+ 6/unit Multnomah 345 355 425 455 475+1/unit Coos 180-306 353 410 456 456 + 1.50/unit Deschutes (8.5%) 253 276 299 322 322 + 3/unit Washington 240 240 273 348 426 + 2/unit Deschutes (3Aio) 240 262 284 306 306 + 3/unit' Jackson 227 250 273 296 320 + 1.80/unit Deschutes (current) 233 254 276 297 297+3/unit *Other counties may be raising fees in 2020, data in table is current fee posted Pool Licenses* 1st pool 2nd pool add'I Multnomah 810 810 285 Benton 704 535 535 Deschutes (8.5%) 702 469 419 Curry 683 426 426 Deschutes (3%) 666 445 398' Deschutes (current) 647 432 386 Washington 500 396 396 Coos 495 296 296 Jackson 461 373 373 Marion 403 263 263 *Other counties may be raising fees in 2020, data in table is current fee posted Environmental Health Fee Revenue (as of 06/04/19) Fee Type Percent of Fee Revenue Restaurant Fee (includes Mobile units) 66.6% Pool and Spa Fee 14.3% Restaurant Plan Review Fee 3.9% Tourist Facility Fee 3.1% Food Handler card 2.9% Temporary Restaurant Fee 2.7% Day Care 2.1% Full Service Restaurant License # restaurants Percent of total # FY 19 revenue Percent of revenue 0 —15 seats 116 18% $80,968 15% 16 — 50 seats 275 42% $210,100 39% 51-150 seats 209 32% $191,235 35% 151 and over 56 9% $57,960 11% Total 1 $540,263 Mobile Food Unit License # MFU Percent of total # FY 19 revenue Percent of revenue Class 1 7 3% $1673 2% Class II 2 1% $558 1% Class III 111 48% $40,626 44% Class IV 111 48% $48,729 53% Total 1 $91,586.00 Total $138,761. # pools and Percent of FY 19 Percent of Pool licenses spas total # Revenue revenue 125 47% $80,875 58% 1st pool 92 35% $39,744 29% 2nd pool 47 18% $18,142 13% additional pools Total $138,761. L�0-� E S CpG o`er 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 BOCC Wednesday Meeting of June 5, 2019 DATE: May 29, 2019 FROM: Matthew Martin, Community Development, 541-330-4620 TITLE OF AGENDA ITEM: DELIBERATIONS: H2D2 Properties Marijuana Retail Appeal, 19855 8Th St, Bend (Tumalo) BACKGROUND AND POLICY IMPLICATIONS: Mike Hayes of H2D2 Properties submitted an application for conditional use and site plan review to establish marijuana retail, one food cart, and a farmers' market at 19855 8th Street, Bend (Tumalo) in the Commercial District of the Tumalo Rural Community. Later, Mr. Hayes submitted a modification of application eliminating the originally proposed food cart and farmers' market uses. This application was referred to a public hearing before a Deschutes County hearings officer. The hearing officer issued a decision on January 29, 2019, determining the application met the applicable criteria. The approval was timely appealed. The Board conducted a public hearing for the appeal on March 13, 2019. At the conclusion of oral testimony, the Board established a deadline for each of the open record periods. ATTENDANCE: Matthew Martin, Associate Planner MEMORANDUM DATE: June 5, 2019 TO: Board of County Commissioners FROM: Matthew Martin, Associate Planner RE: Deliberations: Appeal of Marijuana Retail Approval (File Nos. 247-18-000-545-CU/546-SP/811-MA / 247-19-000141-A) On June 5, 2019, the Board of County Commissioners (Board) will conduct deliberations on an appeal, filed by Joel & Julia Gisler and J's 4 LLC, in response to approval of a Hearings Officer's approval of marijuana retail proposed by Mike Hayes. I. BACKGROUND Mike Hayes submitted an application for conditional use and site plan review to establish marijuana retail, one food cart, and a farmers' market at 19855 8t" Street, Bend (Tumalo) in the Commercial District of the Tumalo Rural Community. Later, Mr. Hayes submitted a modification of application eliminating the originally proposed food cart and farmers' market uses. This application was referred to a public hearing before a Deschutes County hearings officer. The hearing officer issued a decision on January 29, 2019, determining the application met the applicable criteria. The approval was timely appealed. The Board conducted a public hearing for the appeal on March 13, 2019. At the conclusion of oral testimony, the Board established a deadline for each of the open record periods. The complete record for the project has been presented to the Board over several meetings including the meeting on June 5, 2019. The following is a list of the meetings and materials provided at each: February 8, 2019 Work Session': Staff memo with Record, including notice of appeal, presented in print form. February 25, 2019 Business Meeting (cancellecif : Staff memo with notice of appeal. March 4, 2019 Work Session 3: Staff memo (dated March 6, 219) ' 2/8/19 Board Work Session: http://deschutescountyor.iqm2.com/Citizens/Detail Meeting.aspx?ID=2314. 2 2/25/19 Board Business Meeting: http://deschutescouniyor.iqm2.com/Citizens/DetaiI Meeting.aspx?ID=2102 3 3/4/19 Board Work Session: http://deschutescountyor.iqm2.com/Citizens/Detail Meeting aspx?ID=2107 March 13, 2019 Wednesday Morning Meeting: Staff memo with record submittals since submittal of the 2/25/19 meeting materials. Only those record items that have not been presented to the Board previously are attached to this memo. The attached record items include materials submitted at the public hearing, during the open record period, and items previously submitted that have not yet been formally submitted to record before the Board. Three binders containing copies of all materials in the record have also been prepared for the Board. They are located in the Board offices so that they are accessible at anytime and the Board may reference them in public meetings. II. ISSUES RAISED A number of issues were raised during the land use process. Staff has prepared a matrix that identifies and summaries the issues and the Board decision points (Attachment 1). The matrix is contains three areas: • Identified Appeal Issues (Green) - Issues directed at applicable review criteria. • Associated Issues (Yellow) - Issues tangentially related but not directed at review criteria. • Other Issues (Red) - Issues not associated with review criteria. 111. NEXT STEPS The Board is scheduled to conduct deliberations at the business meeting on June 5. Attachments: 1: Table 1. Issue Area Matrix 2: 2019-04-17 Marshall Email for Applicant (Open Record Period 3 - Waiver Final Argument) 3: 2019-04-10 Appellant Letter (Open Record Period 2 - Rebuttal) Exhibit A - 2019-04-02 Davami and Gilser Letters Exhibit B - 2019-02-01 oregonlive.com article Enclosure - Map - Oregon Parks & Rec Property Enclosure - 2019-04-05 Gisler Letter 4: 2019-04-10 Willis Letter for Appellant (Open Record Period 2 - Rebuttal) Enclosure - Gisler Rebuttal Exhibit 1 - Pilar Davami Letter Dated 2019-04-02 Exhibit 1A- Pilar Davami Letter Undated Exhibit 2 - Ron Close Emails Exhibit 2A - Joel Gisler Email Dated 2019-04-09 Exhibit 3 - Tumalo Food Court Burden of Proof Exhibit 4 - Miracle Greens 2017-05-26 Filing 4 3/13/19 Board Wednesday Morning Meeting: http://deschutescountyor.iqm2.com/Citizens/Detail Meeting.aspx?ID=2110 247-18-000-545-CU/546-SP/811-MA / 247-19-000141 -A Exhibit 5 - Miracle Greens 2019-01-19 Filing Exhibit 6 - OLCC Active Retail Licenses Exhibit 7 - H2D2 Properties LLC Filing 2019-01-22 Exhibit 8 - Gilser Letter RE Food Kutella Ludeman Cart Exhibit 9 - Bend Bulletin Article Dated 2010-10-29 5: 2019-04-10 Marshall Letter for Applicant (Open Record Period 2 - Rebuttal) Enclosure 1 - 2019-04-09 G Davis Statement Enclosure 2 - 2019-04-10 Hayes Email Enclosure 3 - Photos Enclosure 4 - 2019-04-10 marijuanamoment.net Article 6: 2019-03-27 Marshall Letter for Applicant (Open Record Period 1 - New Information) Enclosure - 2019-03-25 Davis Statement Enclosure - OLCC Retailer Home Delivery Guide Enclosure - OLCC Retailer Home Delivery Registration Form Enclosure - wikipedia.org Retail Page Enclosure - oregon.gov Teacher Standards and Practices Commission License Requirements Enclosure - oregon.gov Teacher Standards and Practices Commission eLicensing Documents Enclosure - oregon.gov Teacher Standards and Practices Commission Forms and Instructions Enclosure - oregon.gov Teacher Standards and Practices Commission License Guide Enclosure - oregon.gov Teacher Standards and Practices Commission FAQs Enclosure - oregon.gov Teacher Standards and Practices Commission Partners Enclosure - 2019-03-25 Bend Bulletin Article Spanish Tutoring Center 7: 2019-03-27 Appellant Letter (Open Record Period 1 - New Information) Exhibit 1 - Spanish Learning Center Card and Business Registration Exhibit 2 - Spanish Learning Center Business Registry Exhibit 3 - BPRD Coach Roster Exhibit 4 - 2019-03-05 Davami Letter Exhibit 5 - 2019-03-20 Davami Letter Exhibit 6 - Access Easement Exhibit 7 - 2019-02-08 KTVZ Article Central Oregon cannabis experts react to legislation 8: 2019-03-27 Gould Email (Open Record Period 1 - New Information) Attachment - Testimony Attachment - Photo Deschutes Paddle Trail Signage Attachment - Photo Fisherman Attachment - Photo Deschutes Paddle Trail Signage Partial Attachment - US20 Tumalo Longterm Undercrossing Map Attachment - Cooperative Improvement Agreement Attachment - Photo Subject Property 9: 2019-03-27 Levesque Email for Appellant (Open Record Period 1 - New Information) Attachment - 2019-03-27 Willis Letter for Appellant Enclosure - Gisler Post Hearing Materials Exhibit 1 - Business Registration Exhibit 2 - Card and Pictures 247-18-000-545-CU/546-SP/811-MA / 247-19-000141-A Exhibit 3 - Monument Sign Exhibit 4 - Tree Sign Exhibit 5 - Tumalo State Park Map Exhibit 6 - Tumalo Community Church Brochure Exhibit 7 - Ron Close Communications Exhibit 8 - Honorable Hull Opinion Exhibit 9 - League of Oregon City[ies] Pub Exhibit 10 - Articles of Robbery Exhibit 11 -Statesman journal Article Exhibit 12 - Lancet Article Exhibit 13 - Business Registry Groove Yoga 10: 2019-03-27 Hayes Email (Open Record Period 1 - New Information) Attachment - Delivery Practice and Oversight of Cannabis in Oregon 11: 2019-03-27 Kutella Email (Open Record Period 1 - New Information) 12: 2019-03-27 Barbeau Email (Open Record Period 1 - New Information) 13: 2019-03-26 Smith (Deschutes Co. Legal) Email (Open Record Period 1 - New Information) Attachment - Cooperative Federalism and Marijuana Regulation Attachment - Safe Streets Alliance v. Hickenlooper Attachment - Josephine County v. Oregon Attachment - USAOR-Marijuana Enforcement Priorities Attachment - Emerald Steel Fabricators, Inc. v. Bureau of Labor and Industries Attachment - Willis v. Winters 14: 2019-03-25 Skundrick (Deschutes Co. Admin.) Email for Cochran (Open Record Period 1 - New Information) Attachment - 2019-03-24 Cochran Letter 15: 2019-03-16 G Davis Email (Open Record Period 1 - New Information) 16: 2019-03-14 S Davis Email (Open Record Period 1 - New Information) 17: 2019-03-14 G Davis Email (Open Record Period 1 - New Information) 18: 2019-03-13 Marshall Email for Applicant Attachment - 2019-03-13 Marshall Letter 19: 2019-03-13 Hearing Exhibit Schedule Exhibit 1 - Staff PowerPoint Presentation Exhibit 2 - Staff Zoning Map Exhibit 3 - Applicant PowerPoint Presentation Exhibit 4 - Marshall Letter for Applicant Enclosure - ArcGIS School Footprint Buffer Areas (1000 Feet) Enclosure - Oregon School Directory 2018-19 Exhibit 5 - Willis PowerPoint Presentation for Appellant Exhibit 6 - Appellant Letter Enclosure - 2018-08-15 Keever (Bend Park & Rec.) Letter Enclosure - 2019-01-31 OPB Article Cannabis Production Enclosure - 2019-02-08 KTVZ Article Enclosure - 2019-02-23 Bend Bulletin Article Excerpt Diamond Tree 247-18-000-545-CU/546-SP/811-MA / 247-19-000141 -A Enclosure -Anderson Letter Exhibit 7 - Appellant Letter RE Present Use of Property Enclosure - 2018-09-16 Applicant Letter Excerpt Enclosure - 2018-12-18 Russell (Des. Co. Trans. Planner) Email Excerpt Enclosure - Photos of Subject Property Enclosure - Site Plan Tumalo Food Court Enclosure - DCC 18.67.040 Excerpt Enclosure - DCC 18.124.070 Excerpt Enclosure - Site Plan Proposed Development Exhibit 8 - Appellant Letter RE Distance Enclosure - DCC 18.116.330 Excerpt Enclosure -Tye Eng. H2D2 Property to State Park Property Enclosure - Map Enclosure - 2018-12-15 Letter Enclosure - 2019-02-26 Davami Email Enclosure - Tye Eng. H2D2 Property to Tumalo Church Enclosure - Tumalo Church Website Enclosure - 2019-02-24 Close Email Enclosure - 2019-03-07 Close Email (1) Enclosure - 2019-03-07 Close Email (2) Enclosure - 2019-03-07 Close Email (3) Exhibit 9 - Appellant Letter RE Access Enclosure - Measure 91 Excerpt Enclosure - Easement (Des. Co. Official Record 2002-44020) Exhibit 10 - S Davis PowerPoint Presentation Exhibit 11 - 2019-01 Imprimis Publication Exhibit 12 - Gould Letter Exhibit A - Inhale Trail Publication Exhibit B - 2012 RTP Grant Submittal Exhibit C - Deschutes River Trail Tumalo Section Map Exhibit D - 2014-03-11 State Scenic Bikeway Photo Exhibit E - ONA Testimony in Opposition to SB 639 Exhibit F - Excerpt from Modification of Application Exhibit G - OLCC Recreational Marijuana Retail Sales Limits Exhibit H - Welcome to our smoke and tobacco free park Exhibit I - Statutory Warranty Deed (Des. Co. Official Record 2018-009853) Exhibit J - 2017 Photos of Floaters Exhibit K - 2016-04 Tumalo Trail Photos Exhibit L - 2013-08-15 Anderson (Des. Co. Admin.) Letter Exhibit M - 2013-06-14 Unger (Des. Co. BOCC) Letter Exhibit O - 2010-11-09 Jorgensen (Bend Park & Rec.) Letter Exhibit P - Healthy Tumalo Community Plan Exhibit Q - Tumalo Community Plan 2010-2030 247-18-000-545-CU/546-SP/811-MA / 247-19-000141 -A Exhibit 13 - Request to Speak Forms 20: 2019-03-12 Marshall Email for Applicant Enclosure - ArcGIS School Footprint Buffer Areas (1000 Feet) Enclosure - Oregon School Directory 2018-19 21: 2019-03-12 S Davis Email Attachment - PowerPoint Presentation 22: 2019-02-28 Notice of Rescheduled Public Hearing 23: 2019-02-14 Notice of Public Hearing 24: 2019-02-08 Board Order 2019-008 247-18-000-545-CU/546-SP/811-MA / 247-19-000141-A E E C o m a a� a N ¢l W P J a o a a m a o v 3 o aco m a E bo W - `i 2 0° E na ° w N o l o 4�a! n � h0 °.� '" 0 '-' C '' N 'Y O N d ^, m C O J a s =m o 'd v N v a m b c u w a aa+ c a .o a J a ;` .3 E x a > v m e -o o a >_ a s m m o- W 7 JO o aou c a c a �O d a N o N d Y O 3 'u E v a v is N CO V N v u o N o ❑ V� .a+ a� p c v '" N 0 c � v o O c w m O � m L, L— N u° x o E w uE °u v u v a o o r 3 c m a E b0 ro o c m m o° v ❑ Q m o E Y y Y °c° o v y n `a c > a a a�Jo u c a° VO .� ° E U ocn io —_ C m N N v E: L aO) Y° v o YO "O N E m T D c m N N ` a 0 n i N o y o o a p a c °ca'C y y> L v T N"> a aL °Nc°�'ot� m C 3 -O a@ a N w 3w ai J u c- m "O d N "m' d W a o c p a J W v m = LFa, c� O t v '- p c a� w m c E 3 0 v n c 17 a u a s C 'o > a v C � Z' � J .0 Y `J° w o '" c u o Z° 3 m a 'c V v u o m u -o E c L., c E m E Z` �°� C, W O> C p w h L a i FL- 'J^ Y O jF O N a d O °cv> a .= E o L enE 3 A, J Y O 'v v m a J c; a w o c `m a ou W c N con J G> J v �: a —a . u c 0 v 3 c a o &@ a ,Z` 3' c' $ W E W v v a w v io c eb a ° `° a w v v Z` ❑. v u v ° u 3 v o o w `o o N m y o 0 c a v v o o W J a m n J .- '*' x- a E E E u E a x c ,. 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The Board held a public hearing to consider the appeal, filed by appellant Daniel Tye, represented by Attorney Liz Dickson (together "Appellant') in response to an administrative decision approving a marijuana production proposed by Cameron Yee ("Applicant'). In the continued May 15 deliberations, the Board further discussed access, odor control, and applicant credibility. Based on Board discussions staff has prepared an example approval that also includes possible draft findings for conditional approval or denial. Staff hopes this example will be helpful to the Board in exploring options on these deliberation topics. ATTENDANCE: Will Groves, Jacob Ripper 17_1% I TO: FROM: COMMUNITY MUISIITDEVELOPI ENT STAFF MEMORANDUM May 23, 2019 Deschutes County Board of Commissioners Jacob Ripper, Senior Planner; Will Groves, Senior Planner RE: Continued Deliberations following a public hearing of an appeal of a marijuana production proposal. File no. 247-19-000161-A (appeal of Administrative Determination file no. 247 -18 -000890 -AD). BACKGROUND INFORMATION APPLICANT: OWNER: APPELLANT: Cameron Yee David House Daniel Tye APPELLANT'S ATTORNEY: Elizabeth Dickson, Dickson Hatfield LLP LOCATION: The subject property has an assigned address of 25606 Alfalfa Market Road, Bend; and is further identified on County Assessor Tax Map 17- 14-22 as tax lot 1400. HEARING DATE: March 27, 2019 RECORD PERIOD: The record was closed at 5:00 pm on April 17, 2019. REVIEW PERIOD: The 150 -day period for issuance of a final local decision ends July 9, 2019. 117 NW Lafayette Avenue, Bend, Oregon 97703 1 P.O. Box 6005, Bend, OR 97708-6005 Q, (541) 388-6575 @ cdd@deschutes.org @ www.deschutes.org/cd Purpose The Deschutes Board of County Commissioners ('Board") is tasked with determining if the subject proposal meets the requirements in the applicable sections of the Deschutes County Code. The Board held a public hearing to consider the appeal, filed by appellant Daniel Tye, represented by Attorney Liz Dickson (together "Appellant") in response to an administrative decision approving a marijuana production proposed by Cameron Yee ("Applicant"). In the continued May 15 deliberations, the Board further discussed access, odor control, and applicant credibility. Based on Board discussions staff has prepared an example approval that also includes possible draft findings for conditional approval or denial. Staff hopes this example will be helpful to the Board in exploring options on these deliberation topics. II. Record The record, in its entirety, was presented to the Board as attachments to the February 6, March 18, March 20 and May 1 Staff Memorandums. Three binders containing copies of all materials in the record have also been prepared for the Board. They are located in the Board offices so that they are accessible at any time and the Board may reference them in public meetings. III. Conclusion & Next Steps Staff respectfully requests that the Board specify if they intend to approve or deny the application and to provide any additional findings for staff to include in the decision. At the conclusion of the deliberations, staff will draft a decision for Board consideration. The draft decision will be placed on a future work session agenda to afford the Board with an opportunityto provide edits and feedback. That final decision will be placed on a future business meeting agenda for Board signature. The 150 - day period for issuance of a final local decision ends July 9, 2019. 247-19-000161 -A Page 2 of 2 REVIEWED LEGAL COUNSEL DECISION OF THE DESCHUTES COUNTY BOARD OF COUNTY COMMISSIONERS FILE NUMBERS: APPLICANT: OWNER: APPELLANT: APPELLANT'S ATTORNEY: STAFF REVIEWER: 247 -18 -000890 -AD and 247-19-000161 -A Cameron Yee David House Daniel Tye Liz Dickson, Dickson Hatfield LLP Jacob Ripper, Senior Planner LOCATION: The subject property has an assigned address of 25606 Alfalfa Market Road, Bend; and is further identified on County Assessor Tax Map 17-14-22 as tax lot 1400. ADMINISTRATIVE DECISION ISSUED: February 1, 2019 APPEAL FILED: February 13, 2019 HEARING DATE: March 27, 2019 RECORD CLOSED: April 17, 2019 I. SUMMARY OF DECISION: In this decision, the Board of County Commissioners ("Board") considered the appellant's appeal of the February 1, 2019, administrative findings and decision (file nos. 247 -18 -000890 -AD and 247-19- 000161-A; "Administrative Decision"). The Board exercised its discretion to hear the appeal de novo. Board of County Commissioners Decision, Document No. 2019-??? File Nos. 247 -18 -000890 -AD and 247-19-000161 -A Page 1 of 8 The record, in its entirety, was presented to the Board as attachments to the February 6, March 18, March 20, and May 1, 2019 Staff Memorandums. The Board conducted a public hearing on March 27, 2019, and deliberated on [Cite three dates]. The Board voted [Conclusion based on deliberation vote]. The Board found that the applicant [summarize decision]. II. APPLICABLE STANDARDS AND CRITERIA: Title 18 of the Deschutes County Code (DCC), County Zoning Chapter 18.16. Exclusive Farm Use Zones Chapter 18.116. Supplementary Provisions Title 22, Deschutes County Development Procedures Ordinance III. BASIC FINDINGS: The Board adopts and incorporates by reference the code interpretations, findings of fact, and conclusions of law set forth in the February 1, 2019, administrative decision in Section II (Basic Findings), including subsections Location, Lot of Record, Zoning, Proposal, Site Description, Land Use History, Public Agency Comments, Public Comments, and Review Period with the addition of the following: J. PROCEDURAL HISTORY: The administrative decision was issued on February 1, 2019. An appeal was timely filed by the appellant during the 12 -day appeal period on February 13, 2019. The Board used their discretion to serve as the hearings bodyfor the appellant's appeal to be heard de novo pursuant to Board Order 2019-003, dated February 13, 2019. A public hearing was held on March 27, 2019. The appellant, Daniel Tye (Successor Trustee of the William R. Tye Trust), was represented by Liz Dickson, Attorney at Law. The Board heard testimony and established an open record period that closed on April 17, 2019. The Board conducted deliberations at their regular business meeting on [Cite three dates]. The Board voted [Conclusion based on deliberation vote]. The Board found that the applicant [summarize decision]. IV. FINDINGS: Title 18 - DESCHUTES COUNTY CODE, COUNTY ZONING The Board adopts and incorporates by reference the code interpretations, findings of fact, and conclusions of law set forth in the November 16, 2018, Administrative Decision in the Findings section. Board of County Commissioners Decision, Document No. 2019-??? File Nos. 247 -18 -000890 -AD and 247-19-000161 -A Page 2 of 8 CONDITIONAL, except for the findings relating to the DCC Sections identified below. To the extent there are conflicts between any of the findings identified above and the findings below, the findings and conclusions below shall control. A. CHAPTER 18.116. SUPPLEMENTARY PROVISIONS 1. Section 18.116.330, Marijuana Production. Processing. and Retailing. 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 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. I. 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. FINDING: The Board finds that, at a proposed 4,999 square feet of canopy area for mature marijuana, the present application is not subject to these criteria. or CONDITIONAL The applicant has proposed 4,999 square feet of canopy area for mature marijuana and would not be generally be subject to these criteria. However, the Board finds, based on the substantial evidence in the record, that ability and willingness of the applicant to adhere to 4,999 -square -foot limitation has been cast into doubt by the following record materials: 1) Although the applicant proposes only 4,999 square feet of production, the total square footage of the proposed facility is 18,140 square feet. This total square footage is the same as the facility shown in the withdrawn 5,000 square foot production application for the subject property (247 -17 -00612 -AD). Without any change to the proposed structures, there is no structural limitation precluding production in excess of 4,999 square feet of mature canopy. Additionally, the applicant did not propose a Board of County Commissioners Decision, Document No. 2019-??? File Nos. 247 -18 -000890 -AD and 247-19-000161 -A Page 3 of 8 method to ensure the mature canopy area would remain at or below 4,999 square feet. Nothing in the record counters the notion that the present application consists of less than 5,000 square feet specifically to avoid the County's access requirements. 2) The applicant was the subject of OLCC order OLCC-18-MJV-004, and subject to civil penalties of $1,485 for violation of "...OAR 845-025-3310(7) because Licensee or License's employees, representatives or agents failed to record In the METRC Cannabis Tracking System (CTS) within ten calendar days of licensure, information regarding the usable marijuana, cannabinoid concentrates, extracts or products that the Commission permitted to be transferred in from Licensee's medical marijuana processing site inventory from about February 11, 2017 to about May 22, 2017." 3) The applicant's medical marijuana grow on the property was the subject of a code enforcement complaint on September 4, 2017 for lighting and odor violations (247- 17 -000467 -CE), August 8, 2017 for noise violations (247 -17 -000425 -CE), and September 20, 2017 for odor violations (247 -17 -000509 -CE). The Board acknowledges that it appears from the record thatviolations were quickly and reasonably resolved. However, the Board also finds the applicant has demonstrated an inability and/or unwillingness to consistently adhere to regulatory requirements. The appellant submitted to the record Lee v. Marion County' and made an argument that the applicant's credibility is a valid concern in the Board's deliberations. The appellant has bolstered their credibility argument by submitting this case into the record. In that case, LUBA upheld Marion County Commissioners' denial of a land use application to establish a bed and breakfast inn. Specifically, Marion County denied the application on three related grounds, two of which related directly to that applicant's credibility. Although the Marion County applicant claimed she intended to occupy the subject property several nights a week to satisfy a requirement that the bed and breakfast inn be occupied by a "resident of the dwelling," the Marion County Commissioners were instead persuaded by other evidence in the record regarding the past occupancy of the property. There are several parallels between the aforementioned Marion County decision and the present matter before the Board. The Marion County applicant could only obtain a land use permit for a bed and breakfast inn if the dwelling was, going forward, occupied by a "resident of the dwelling." In this case, the applicant can only obtain a land use permit for marijuana production if the mature canopy is, going forward, under 5,000 square feet, because the record shows that the applicant cannot obtain consent to use the private easements from neighboring property owners. In both cases, the applicants' intended use of the subject properties - or stated otherwise, the credibility of the applicants' commitments to continue complying with code criteria - are germane to the outcome of the land use permit. The Board finds that the applicant's proposal to limit the operation to 4,999 square feet is not credible because the applicant has a pattern of violation of marijuana regulations, the site configuration is identical to the prior 5,000 square foot application, the applicant has not proposed ' LUBA No. 2018-137 (February 28, 2019) Board of County Commissioners Decision, Document No. 2019-??? File Nos. 247 -18 -000890 -AD and 247-19-000161 -A Page 4 of 8 any structural or other method to limit the mature canopy to 4,999 square feet, and there is no evidence that the change in square footage is not proposed solely to circumvent DCC 18.116.330(B)(8)(c). As such, the Board finds that the criteria related to access for marijuana production of 5,000 square feet or greater apply, and that the applicant has not met his burden of proof under DCC 18.116.330(B)(8)(c). This application is denied. CONDITIONAL The Board finds that the applicant's proposal to limit the operation to 4,999 square feet is not credible. However, the Board finds that compliance can be documented with additional on-site inspections. In addition, the Board finds that prior notice of such on-site inspections would significantly limit the value of such inspections. This is because the canopy square footage can be changed by the operator with little or no notice, simply by temporarily crowding plants. Therefore, for any such inspection to be of value, it must not be subject to prior notice. As a condition of approval, prior to initiation of the use the applicant shall provide a fully executed "Consent to Inspect Premises", in addition to that Consent required under DCC 18.116.330(D)(1). This additional Consent shall be reviewed and approved by Deschutes County Legal Counsel prior to signature and expressly allow County staff on-site without prior notice for the specific purpose of confirming that the mature canopy area does not exceed 4,999 square feet. 10. Odor. As used in DCC 18.116.330(8)(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 filters) shall be rated for the required CFM; or ii. 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. Board of County Commissioners Decision, Document No. 2019-??? File Nos. 247 -18 -000890 -AD and 247-19-000161 -A Page 5 of 8 FINDING: The applicant submitted a detailed site-specific odor and noise report prepared by Oregon -licensed mechanical and acoustical engineer Laura Breit (license #18638PE) dated November 1, 2018. The report proposed to control odor from the facility with a Fogco fogging system using "Odor Armor 420" for odor control for the greenhouses. Carbon filtration will be used for the composting shed. IRIM The Board finds the proposed system meets the criteria in this section. or CONDITIONAL The Board finds the proposed carbon filtration meets the criteria in this section. Regarding the Fogco fogging system, the supplied engineering report concludes that, "This odor control system will satisfy the requirements of DCC 18.116.330(B)(10)(d)(i), and prevent unreasonable interference of neighbors' use and enjoyment of their property." Of the evidence cited in the report, the St. Croix Sensory report, dated May 15, 2017, using the Fogco fogging system with "Odor Armor 420" is most relevant. This reports, from a facility similar to the proposed marijuana production operation, found "no discernible odor" at the fence line downwind of the facility where it continuously exhausts. However, it is unclear from the record the distance to the "fence line" in the St. Croix Sensory report. The report does find "Downwind of the CW facility, from 1/8 to 1 -mile on public access roadways, the ambient air was without a discernible odor." For the other evidence cited in the engineering report, it is either unclear if the odor -control technology is the Fogco fogging system using "Odor Armor 420" or if the cited odor control examples differ in the odor to be controlled, method of delivery, and/or deodorant chemical. The Board finds that there is not substantial evidence in the record other than the engineer's assertion, not backed by any calculation or modeling, that the proposed system will be effective at approximately 193 feet, which is the nearest fence line in the subject application. The Board finds that the applicant has not met his burden of proof to demonstrate that the proposed system will "...at all times prevent unreasonable interference of neighbors' use and enjoyment of their property." CONDITIONAL The Board finds that it appears feasible that the proposed system could "...at all times prevent unreasonable interference of neighbors' use and enjoyment of their property'. However, since there is no documented use of the proposed system at the distance required in this application, the Board finds that a condition allowing additional monitoring is warranted. The Board recognizes that it may be difficult to ascertain the source of off-site cannabis odors, given the potential for other lawful marijuana production and hemp production in the vicinity to contribute to ambient odor. As an interpretive matter, the Board finds that an odor control system does not comply with subsection (a) of these criteria where a system is found to contribute to a cumulative cannabis/hemp odor off-site that causes unreasonable interference of neighbors' use and enjoyment of their property. Therefore, the Board finds that, in the event of an odor complaint on the subject property, on-site inspection is necessary to ascertain if the odor control system is effectively preventing unreasonable interference of neighbors' use and enjoyment of their property. Board of County Commissioners Decision, Document No. 2019-??? File Nos. 247 -18 -000890 -AD and 247-19-000161 -A Page 6 of 8 In addition, the Board finds that prior notice of such on-site inspections would significantly limit the value of such inspections. This is because the amount of the odor control chemical used, and thus the degree of odor control, can be changed by the operator with little or no notice. Therefore, for any such inspection to be of value, it must not be subject to prior notice. As a condition of approval, prior to initiation of the use the applicant shall provide a fully executed "Consent to Inspect Premises", in addition to that Consent required under DCC 18.116.330(D)(1). This additional Consent shall be reviewed and approved by Deschutes County Legal Counsel prior to signature and expressly allow County staff on-site without prior notice in the event of an odor complaint relating to the subject property for the specific purpose of evaluating odor from the greenhouse exhaust fans and compliance with DCC 18.116.330(B)(10). V. DECISION: Based on the findings of fact and conclusions of law set out above, [document vote] the Board hereby [summarize decision]. VI. CONDITIONS OF APPROVAL CONDITIONAL 1. All conditions from the February 1, 2019, administrative findings and decision (file nos. 247 -18 -000890 -AD and 247-19-000161-A; "Administrative Decision") continue to apply. 2. Prior to initiation of the use, the applicant shall provide a fully executed "Consent to Inspect Premises", in addition to that Consent required under DCC 18.116.330(D)(1). This additional Consent shall be reviewed and approved by Deschutes County Legal Counsel prior to signature and expressly allow County staff on-site without prior notice in the event of an odor complaint relating to the subject property for the specific purpose of evaluating odor from the greenhouse exhaust fans and compliance with DCC 18.116.330(8)(10). 3. Prior to initiation of the use, the applicant shall provide a fully executed "Consent to Inspect Premises", in addition to that Consent required under DCC 18.116.330(D)(1). This additional Consent shall be reviewed and approved by Deschutes County Legal Counsel prior to signature and expressly allow County staff on-site without prior notice for the specific purpose of confirming that the mature canopy area does not exceed 4,999 square feet. VII. DURATION OF APPROVAL The applicant shall complete all conditions of approval for the lot consolidation within two (2) years of the date this decision becomes final, or obtain an extension of time pursuant to Section 22.36.010 of the County Code, or this approval shall be void. Dated this _ day of June, 2019. Board of County Commissioners Decision, Document No. 2019-??? File Nos. 247 -18 -000890 -AD and 247-19-000161 -A Page 7 of 8 BOARD OF COUNTY COMMISSIONERS FOR DESCHUTES COUNTY Philip G. Henderson, Chair Patti Adair, Vice Chair Anthony DeBone, Commissioner THIS DECISION BECOMES FINAL WHEN MAILED. PARTIES MAY APPEAL THIS DECISION TO THE LAND USE BOARD OF APPEALS WITHIN 21 DAYS OF THE DATE ON WHICH THIS DECISION IS FINAL. Board of County Commissioners Decision, Document No. 2019-??? File Nos. 247 -18 -000890 -AD and 247-19-000161 -A Page 8 of 8 01 E S CO 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 BOCC Wednesday Meeting of June 5, 2019 DATE: May 29, 2019 FROM: Matthew Martin, Community Development, 541-330-4620 TITLE OF AGENDA ITEM: PUBLIC HEARING: Bigstock Outdoor Mass Gathering (18930 Couch Market Rd, Bend) BACKGROUND AND POLICY IMPLICATIONS: The applicant, Bigstock LLC, is proposing to hold Bigstock 2019, a music festival at the subject property located at 18930 Couch Market Road, Bend, which is zoned Exclusive Farm Use (EFU). The event was held on the same property last year. The current proposal requests an Outdoor Mass Gathering permit that would allow up to 1,000 people in attendance at the event (DCC 8.16.160(G)(6)). The proposed dates for Bigstock 2019 are August 9-11, 2019, which includes set-up and removal of equipment, structures, and similar materials used for the festival. ATTENDANCE: Matthew Martin, Associate Planner STAFF REPORT TO: Board of County Commissioners FROM: Matthew Martin, Associate Planner DATE: May 24 2019 HEARING: June 5, 2019 RE: Public Hearing for an Outdoor Mass Gathering, File No. 247-19-000285-OMG PURPOSE The Deschutes Board of County Commissioners ("Board") will hold a public hearing to consider a proposal by Oregon Adaptive Sports for an Outdoor Mass Gathering ("OMG") application. The applicant proposes to hold a music festival in August 2019 on a 29.17 -acre parcel owned by William McCormick. The festival is a one -day event that includes music, fundraising activities (e.g. silent auction and raffle), food and drink, and parking for an estimated 800-1,000 attendees. PROPOSAL The applicant, Bigstock LLC, is proposing to hold Bigstock 2019, a music festival at the subject property located at 18930 Couch Market Road, Bend', which is zoned Exclusive Farm Use (EFU).Z The event was held on the same property last year. The current proposal requests an Outdoor Mass Gathering permit that would allow up to 1,000 people in attendance at the event (DCC 8.16.160(G)(6)). The proposed dates for Bigstock 2019 are August 9-11, 2019, which includes set-up and removal of equipment, structures, and similar materials used for the festival. The actual music festival will take ' There are three parcels involved with this application: 18800, 18870, and 18930 Couch Market Road and all under the same ownership. The primary event parcel will occur at 18930 Couch Market and will be referred to as the "subject property" in this report. Overflow parking will occur at 18800 Couch Market, and walkway from overflow parking to the primary event area crosses property at 18870 Couch Market Road. All three parcels are identified on the Outdoor Mass Gathering Permit, Board Document 2019-328. 2 This application is not subject to the EFU zoning regulations because it is not a land use application. 117 NW Lafayette Avenue, Bend, Oregon 97703 1 P.O. Box 6005, Bend, OR 97708-6005 Q, (541) 388-6575 @ cdd@deschutes.org @ www.deschutes.org/cd place primarily on an outdoor stage on Saturday, August 10, 2019. Specific 2019 festival dates and hours are as follows: Friday, August 9 - Event set up Saturday, August 10 - Doors open at 4:00 p.m. and event will end at 10:00 p.m. Sunday, August 11 - Site clean up The subject property has been divided into specific areas for the music festival. The main activity area, located on the eastern half of the property, contains the primary parking, stage, food and beverage vendors, restrooms, water, first aid, trash collection and recycling, and basic operational aspects of the festival. The main and VIP vehicle parking area will be located west of the existing driveway. Overflow parking will be located to the west of the main parking area on property 18800 Couch Market Road (see footnote 1). The main access driveway is adjacent to Couch Market Drive and runs parallel to the eastern property boundary. The application materials indicate that the site will have fourteen portable toilets (two will be ADA compliant), three hand -washing facilities, water supply area, food service, and waste collection sites. The subject property is approximately 29.17 -acres and is developed with a single-family dwelling and accessory structures. Couch Market Road, which abuts the southern property boundary, is classified as a rural collector road. Couch Market Road connects to Highway 20 to the east, which is a primary highway. The site has relatively level terrain and landscaped with native and introduced trees, grasses, and other ground cover. The majority of the property to the west and north is irrigated pasture land. The surrounding area consists of farm and rural residential uses. The subject property is surrounded by EFU zone properties with some properties zoned Multiple Use Agricultural to the west and properties zoned Rural Residential to the east. The applicant materials were provided to the Board at the BOCC Monday Meeting on June 3, 20163. PUBLIC NOTICE The Planning Division mailed notice to several agencies and property owners within 750 feet of the subject property on May 16, 2019. Public notice was also published in the Bend Bulletin on May 14, 2019. At the time of completion of this staff report only comments from Peter Russell, Deschutes County Transportation Planner, have been received. Mr. Russell's comments are attached. OUTDOOR MASS GATHERING CRITERIA Deschutes County Code (DCC) Chapter 8.16 provides approval criteria for an Outdoor Mass Gathering permit. The applicant has satisfied the requirements addressed in DCC 8.16.160. As required, the applicant has satisfied the requirements addressed in DCC 8.16.160, including obtaining signatures on the application form from the following agencies: 3 6/3/19 BOCC Monday Meeting: http://deschutescountvor.igm2.com/Citizens/Detail Meeting.aspx?ID=2331 247-19-000285-OMG Page 2 of 14 • Bend Fire Department • Deschutes County Health Department • Deschutes County Environmental Health Division • Deschutes County Sheriff The proposed application can comply with the applicable standards and criteria outlined in Chapter 8.16 below if conditions of approval are met. 1. Section 8.16.210. Outdoor Mass Gathering and Extended Outdoor Mass Gathering Insurance. A. After consultation with the County Risk Manager, if the Board determines that the Outdoor Mass Gathering or Extended Mass Gathering creates a potential for injury to persons or property, the Board may require organizers to obtain a commercial general liability insurance policy in an amount commensurate with the risk, but not exceeding $1 million per occurrence. B. The insurance policy may not be cancelable and shall provide coverage against liability for death, injury, or disability of any human or for damage to property arising out of the Outdoor Mass Gathering or Extended Mass Gathering. C. The insurance policy must be an "occurrence"policy, or its equivalent, that provides for payment of claims made during the 180 -day period after the scheduled termination of the Outdoor Mass Gathering or Extended Outdoor Mass Gathering. D. The Organizer shall furnish the Director with an insurance certificate and a copy of the insurance policy naming the County as an additional insured under the policy. E. The permits for an Outdoor Mass Gathering or Extended Outdoor Mass Gathering shall be voided by the Director if the Organizer does not file proof of the non- cancelable insurance required by this section with the Director at least fourteen days before the first day of the [Outdoor Mass Gathering]. The applicant intends to obtain a special event insurance policy that will provide general liability of $1,000,000 and cover against liabilityfor injury or disability of any human, orfor damage of property arising out of this Outdoor Mass Gathering. However, the applicant did not provide a draft form of the insurance proposed. Because the proposal is not fully responsive to these criteria, the Board should receive additional information atthe public hearing on this issue, priorto anyapproval of this permit. If the Board wishes to condition compliance with these criteria at a later date, staff recommends that the applicant be required to provide a compliant insurance policy to Deschutes County by July 26, 2019. 2. Section 8.16.220. Outdoor Mass Gathering and Extended Outdoor Mass Gathering Sanitary Facilities. A. The County Environmental Health Division shall have the responsibility for approving all sanitation and related facilities required by the Hearings Body for an Outdoor Mass Gathering or Extended Mass Gathering permit to ensure that 247-19-000285-OMG Page 3 of 14 reasonable minimum standards have been or will be met by the Organizer, in accordance with the procedures outlined in DCC 8.16 and OAR 333-039. 1. Water. An adequate supply of water meeting state drinking water standards for Chemicals and Bacteria shall be provided. 2. Food Service Facilities. Food service facilities shall comply with the Oregon Department of Human Services regulations that pertain to the operation of temporary restaurants. B. Such approval of an Outdoor Mass Gathering or Extended Mass Gathering permit by the County Environmental Health Division shall indicate the number, type, and location, when appropriate, of the various facilities and shall include a description of the specific type of food preparation and food service facilities to be provided. The applicant provided an environmental health plan documenting contact persons, number of toilets and hand washing facilities, water supply, and waste collection and disposal, and food service facilities. The plan notes that Little John's Portable Toilets will provide the portable toilets and hand washing stations. Bend Garage and Recycling will provide garbage and recycling services for the festival. Earth20 will providing both drinking water and clean water for food and beverage vendor use provider to serve the property for the event, which would not require water testing for coliform and nitrates. The application materials include signature from Eric Mone of the County Environmental Health Department, dated March 15, 2019, that indicates approval of sanitary facilities in in accordance with 8.16.220. 3. Section 8.16.230. Outdoor Mass Gathering and Extended Outdoor Mass Gathering - Fire Protection Standards. A. Unless waived by the Hearings Body pursuant to DCC 8.16.030(H), no Outdoor Mass Gathering or Extended Mass Gathering permit shall be granted under DCC 8.16 unless the Organizer has shown that the appropriate Fire Protection District Officer has approved the type, size, number and location of fire protection devices and equipment available at, in or near any location, including outdoor sites, buildings, tents, stadium or enclosure, wherein or whereupon more than 10 persons may be expected to congregate at any time during the course of an Outdoor Mass Gathering or Extended Mass Gathering for which a permit is required under DCC 8.16. B. If the site for which the permit is applied for is located outside a fire protection district, the Organizer must show approval from the office of the State Fire Marshal. The application materials include signature from the Bend Fire Department Deputy Fire Marshal, dated April 1, 2019, that indicates approval of fire protection devices on site in accordance with DCC 8.16.230. 4. Section 8.16.240. Outdoor Mass Gathering and Extended Outdoor Mass Gathering - Medical Service. 247-19-000285-OMG Page 4 of 14 A. The County Health Department shall have responsibility for approving plans as to medical service required for the Outdoor Mass Gathering or Extended Mass Gathering. The application materials include signature from Tom Kuhn of the County Health Department, dated March 19, 2019, that indicates approval of medical service in accordance with 8.16.230. B. Each Outdoor Mass Gathering or Extended Mass Gathering shall have as a minimum one ambulance and a first aid station staffed by two adult individuals trained in first aid techniques. The applicant submitted the terms and conditions agreed upon between Bigstock LLC and Adventure Medics. The services outlined by Adventure Medics include a paramedic with advanced care medications and equipment, an EMT with basic life support equipment. The applicant has requested permission to waive the requirement of an on-site ambulance because Deschutes County will not permit the use of a private ambulance as emergency transportation, nor will the use of county ambulances on-site be provided. This issue has been raised with previous outdoor mass gatherings including Bigstock 2018. Instead, the applicant proposes the Adventure Medics team will immediately call 911 if transport to the hospital is required. The coverage terms and conditions from Adventure Medics otherwise satisfies the criteria above because first aid station staffed by a licensed paramedic and EMT will be on-site during the festival. Staff recommends it be a condition of approval that the applicant shall provide the transport plan from Adventure Medics, as accepted by Bend Fire, by July 26, 2019. 5. Section 8.16.250. Outdoor Mass Gathering and Extended Outdoor Mass Gathering - Public Safe . A. if required by the Hearings Body pursuant, the Organizer must submit plans for public safety at the Outdoor Mass Gathering or Extended Outdoor Mass Gathering for approval demonstrating the following. 1. Adequate traffic control and crowd protection policing must have been contracted for or otherwise provided by the Organizer. The applicant provided traffic control and crowd control plans with the application materials. The traffic control plan includes the following: • There is one main point of entry onto the event property, which has visible ingress and egress. • Signage will be posted along Couch Market Road, both from the east and west. • Additional signage and a traffic control person will be directing vehicles to turn right or left onto the main driveway off of Couch Market Road. • A minimum of four traffic control and parking monitors will be on duty during each shift and will be stationed at the following locations: Couch Market Road, entrance to 247-19-000285-OMG Page 5 of 14 the main driveway, entrance to the parking lot, and on the intersection of Allen Road and Couch Market Road where the additional parking area is located. Safety vests will be worn by all traffic and parking staff while on duty and equipped with flags for signaling drivers. The applicant expects traffic will be light from 3:00 p.m. to 6:00 p.m. and then will increase from 6:00 p.m. to 7:00 p.m. Most attendees will be at the event site by 7:00 p.m. The applicant believes the extended arrival time will prevent any traffic issues. Attendees will be departing between 8:30 p.m. and 11:00 p.m. a. There shall be provided one traffic control person for each 250 persons expected or reasonably expected to be in attendance at any time during the Outdoor Mass Gathering or Extended Outdoor Mass Gathering. The proposed maximum attendance is 1,000 attendees. The applicant proposes to have a minimum four (4) traffic control and parking monitors on duty during each shift. This standard is met. b. Further, there shall be provided one crowd control person for each 100 persons, expected or reasonably expected to be in attendance at any time during the Outdoor Mass Gathering or Extended Outdoor Mass Gathering. The applicant provided a crowd control plan with the application materials. As noted above, the proposed maximum attendance is 1,000 attendees. The applicant proposes eight (8) uniformed Department of Safety Standards and Training (DSST) licensed personnel on duty during the event. A security guard will be stationed at the point of entry, VIP tent, greenroom, main stage, and two guards will be roaming the crowds. North Pacific Security, Inc. will be working the event from 2:30 pm to 10:30 pm on August 10, 2019. The festival will not include overnight camping. This standard requires one crowd control person for each 100 persons. With a maximum attendance of 1,000 the required number of crowd control persons shall be ten (10). As proposed, this standard is not met. Because the proposal is not compliant with this criterion the Board should receive additional information at the public hearing on this issue, prior to any approval of this permit. Staff suggests the applicant amend the proposal by either reducing the total number of attendees and/or increasing the number of crowd control persons. In either case, this criterion should be made a condition of any approval. 2. The Organizer shall submit the names and necessary background information for all traffic -control and crowd -control personnel to be utilized during the Outdoor Mass Gathering or Extended Mass Gathering. 3. All such personnel must meet the following minimum standards in order to be approved as suitable: 247-19-000285-OMG Page 6 of 14 a. Be at least 18 years of age; b. Be in good physical health; C. Have training or experience acceptable to the County to conduct traffic and or crowd -control duties. Because the proposal is not responsive to these criteria, the Board should receive additional information at the public hearing on this issue, prior to any approval of this permit. If the Board wishes to condition compliance with these criteria at a later date, staff recommends that the applicant be required to provide this information to Deschutes County by July 26, 2019. B. All of the traffic control and crowd control personnel must wear an appropriate identifying uniform and all traffic control uniforms must be accordance with the current edition of the Manual of Uniform Traffic Control Devices. The submitted traffic control plan indicates safety vests will be worn by all traffic and parking staff while on duty and equipped with flags for signaling drivers. This description does not verify that these measures comply with the uniform standards of the current edition of the Manual of Uniform Traffic Control Devises. Staff recommends compliance with this criterion be a condition of any approval. C. The required number of crowd -control personnel must be on duty during the entire Outdoor Mass Gathering or Extended Outdoor Mass Gathering unless a relief schedule has been planned and approved. The submitted application materials do not address this requirement. With that said, the submitted contract with North Pacific Security, Inc. indicates the "this assignment" is for August 10, 2019, from 1430-2230 (2:30-10:30pm). Staff recommends compliance with this criterion be a condition of any approval. D. A relief schedule will be approved only when sufficient crowd -control strength on duty has been maintained to meet the minimum strength standards set forth in this chapter. This standard was not specifically address in the submitted application materials. Staff recommends the applicant provide information addressing this standard if any relief schedule is proposed. E. it shall be the duty of the crowd control personnel to report any violations of the law to the Sheriff, his deputies or representatives. 4 Staff notes the submitted contract with North Pacific Security, Inc. indicates they hold a DSST license. Staff further notes that the submitted application includes signature of Captain Paul Garrison of the County Sheriff dated March 36, 2019, which indicates approval of public safety plan and parking plan in accordance with 8.16.250 and 8.16.260, respectively. 247-19-000285-OMG Page 7 of 14 Staff recommends compliance with this criterion be a condition of any approval. 6. Section 8.16.260. Outdoor Mass Gathering and Extended Outdoor Mass Gathering - Parking Facilities. A. if required by the Hearings Body, prior to or on the date of application for an Outdoor Mass Gathering or Extended Outdoor Mass Gathering, the Organizer shall provide a scale drawing showing adequate parking facilities have been made available within or adjacent to the location for which the permit is requested. The submitted application materials include detailed drawings of parking facilities and a narrative describing the operation. The main parking area will be located on the west side of the existing driveway. The existing driveway is the only access point for the entire event and will be utilized by musicians, vendors, attendees and emergency vehicles. Additional parking will be available west of the main parking area on a neighboring parcel. A designated walking path with directional signs, will connect the overflow parking area to the main entrance. Golf carts will also be made available to assist attendees who are unable or willing to use the walking path. Staff believes the site provides adequate vehicle and emergency vehicle ingress and egress throughout designated parking areas. B. Such parking facilities shall provide parking space for one vehicle for every four persons expected or reasonably to be expected to attend such. The submitted application materials indicate the expected number of vehicles in the event sells out is 515. With a maximum attendance of 1,000, the specified number of parking spaces equates to 1 space for every 1.94 attendees. This standard is met. C. Adequate ingress and egress shall be provided from such parking area to facilitate the movement of any vehicle at any time to or from the parking area of the Outdoor Mass Gathering or Extended Mass Gathering. The main parking area will be located on the west side of the existing driveway. The existing driveway is the only access point for the entire event and will be utilized by musicians, vendors, attendees and emergency vehicles. Additional parking will be available west of the main parking area on a neighboring parcel. D. Should buses be used to transport the public to the Outdoor Mass Gathering or Extended Mass Gathering, it shall be shown that public parking or parking is available at any site from which buses are scheduled to pick up persons to transport them to the [sic]. The submitted application materials do not specify if buses will be used to transport the public. Because the proposal is not responsive to this criterion, the Board should receive additional information at the public hearing on this issue, prior to any approval of this permit. 247-19-000285-OMG Page 8 of 14 7. Section 8.16.270. Outdoor Mass Gathering and Extended Outdoor Mass Gathering - Permit Postin . A. The Organizer of an Outdoor Mass Gathering or Extended Outdoor Mass Gathering shall have a copy of the permit available for inspection upon request. Staff recommends compliance with this criterion be a condition of any approval. B. No permit for an Outdoor Mass Gathering or Extended Outdoor Mass Gathering shall be transferable or assignable without the consent of the County Administrator. Staff recommends compliance with this criterion be a condition of any approval. C. Any permit for an Outdoor Mass Gathering or Extended Mass Gatheringshall be kept posted in a conspicuous place upon the premises of such assembly. Staff recommends compliance with this criterion be a condition of any approval. D. No permit for an Outdoor Mass Gathering or Extended Mass Gathering shall be transferable or assignable without the consent of the Board. Staff recommends compliance with this criterion be a condition of any approval. E. Except as authorized elsewhere in this chapter, no rebate or refund of money paid for a permit shall be made. Staff notes this requirement for the applicant's reference. 8. Section 8.16.280. Inspection of Outdoor Mass Gathering and Extended Outdoor Mass Gathering Premises. A. No Outdoor Mass Gathering or Extended Outdoor Mass Gathering permit shall be granted unless the Organizer shall, in writing upon the application, for such permit consent to allow law enforcement, public health and fire control officers to come upon the premises for which the permit has been granted for the purpose of inspection and enforcement of the terms and conditions of the permit and DCC 8.16, and any other applicable laws or ordinances. Because the proposal is not responsive to this criterion, the Board should receive additional information at the public hearing on this issue, prior to any approval of this permit. The permit for the event includes the follow declaration: 3. BY ACCEPTANCE OF THIS PERMIT, OWNER OPERATOR CONSENT TO ALLOW LAW ENFORCEMENT, PUBLIC HEALTH AND FIRE CONTROL OFFICERS TO COME UPON THE PREMISES FOR WHICH THE PERMIT HAS/HAD BEEN GRANTED FOR THE PURPOSE OF 247-19-000285-OMG Page 9 of 14 INSPECTION AND ENFORCEMENT OF THE TERMS AND CONDITIONS OF THE PERMIT AS ALLOWED BY DCC 8.16, AND ANY OTHER APPLICABLE LAWS OR ORDINANCES. B. If any inspections reveal deficiencies in compliance with State or local law, the inspectors may return as often as needed until the deficiencies are cured. If the deficiencies are not cured or cannot be cured, the Board, County Administrator, County Engineer or the Sheriff may suspend or terminate the Outdoor Mass Gathering or Extended Outdoor Mass Gathering. Staff recommends compliance with this criterion be a condition of any approval. C. All the Outdoor Mass Gathering or Extended Mass Gathering facilities shall be in place a sufficient time, but not less than two hours, before the Outdoor Mass Gathering or Extended Outdoor Mass Gathering for which an application is submitted and approved, and shall be subject to inspection by the County, provided, however, that such inspection shall not relieve the Organizer of responsibility for proper placement of all facilities. The submitted application materials indicate setup is scheduled for Friday, August 91h, the day before the event. Staff recommends compliance with this criterion be a condition of any approval. 9. Section 8,16.290. Outdoor Mass Gathering and Extended Outdoor Mass Gatherinz Restricted Hours of Operation. A. No Outdoor Mass Gathering or Extended Mass Gathering shall be conducted, including set-up, placement, storage, staging, removal or similar action of any equipment, materials, structures, vehicles, supplies and so forth, in the unincorporated areas of the County within 1,000 feet of any residence between the hours of 12:01 a.m. and 9:00 a.m. and in all other areas between the hours of 2:00 a.m. and 9:00 a.m. The proposed Outdoor Mass Gathering dates are August 9-11, 2019. Specific 2019 festival dates and hours are as follows: Friday, August 9 - Event set up Saturday, August 10 - Doors open at 4:00 p.m. and event will end at 10:00 p.m. Sunday, August 11 - Site clean up The proposed event venue will be located on the eastern half of the property and adjacent to the existing development on the property. The majority of the nearby dwellings are over 500 feet away from the subject property boundaries. The closest dwelling is more than 200 feet away from the main parking area. The proposal does not include late night music and the music will end at 10:00 p.m. Staff recommends compliance with this criteria be made a condition of final approval. 247-19-000285-OMG Page 10 of 14 B. if written consents for the Outdoor Mass Gathering or Extended Mass Gathering from neighboring property owners and residents are submitted with the application, the Hearings Body may modify these hours in the permit. No written consent from neighboring property owners and residents was nor does it appear it is required based on the specified operations and compliance with the recommended conditions of approval. C. The use of amplification for the Outdoor Mass Gathering or Extended Mass Gathering shall be regulated so that it will not interfere with the normal use of any school, church, residence or other permanent place of human habitation unless prior written consent is obtained from all affected persons. A sound level in excess of 70 decibels prior to 90:00 p.m. and in excess of 50 decibels after 10:00 p.m. (as measured upon the A scale of a standard sound level meter on affected property) shall constitute interference. Because the proposal is not responsive to this criterion, the Board should receive additional information at the public hearing on this issue, prior to any approval of this permit. Staff recommends it be a condition of any approval that the sound level not exceed 70 decibels prior to and 50 decibels after 10:00 p.m. as noted in this section. In addition, staff recommends that the applicant be required to have a standard sound level meter or equivalent, in good condition, that provides a weighted sound pressure level measured by use of a metering characteristic with an "A" frequency weighting network and reported as dBA that shall be available on-site at all times during the gathering. 10. Section 8.16.300. Outdoor Mass Gathering and Extended Outdoor Mass Gathering Enforcement. A. The Organizer shall provide a contact person who shall be easily identified and who shall remain at the Outdoor Mass Gathering or Extended Outdoor Mass Gathering site at all times. The designated contact persons for the Outdoor Mass Gathering are Leanne Schoales, (541) 550- 0982, of Shine Events, and Heather Johnson, (541) 948-3200. In addition, Joshua Smith of North Pacific Security, Inc, (541) 390-1501, will be the security manager. Staff recommends that this criterion be included as a condition of any approval. B. if any Organizer of an Outdoor Mass Gathering or Extended Outdoor Mass Gathering violates any provisions of this chapter, the Board, County Administrator, County Engineer, or Sheriff may immediately suspend, revoke or terminate any permit for an Outdoor Mass Gathering or Extended Outdoor Mass Gathering and may seek any legal remedy available. Staff recommends compliance with this criterion be a condition of any approval. 247-19-000285-OMG Page 11 of 14 C. The Outdoor Mass Gathering or Extended Mass Gathering Organizer shall keep a reasonable count of persons and vehicles entering and leaving the Outdoor Mass Gathering or Extended Outdoor Mass Gathering. Staff recommends compliance with this criterion be a condition of any approval. D. If at any time during the Outdoor Mass Gathering or Extended Outdoor Mass Gathering held under a valid permit, the number of persons or vehicles attending the Outdoor Mass Gathering or Extended Outdoor Mass Gathering exceeds by 10 percent or more the number of persons or vehicles estimated in the permit application, the Sheriff, or any of his deputies, has the authority to require the Organizer to limit further admissions until a sufficient number of individuals or vehicles have left the site to bring the actual attendance down to the number estimated by the Organizer. Staff recommends compliance with this criterion be a condition of any approval. E. For any Outdoor Mass Gathering or Extended Outdoor Mass Gathering held under a valid permit, the County Sheriff has the authority to order the crowd to disperse and leave the Outdoor Mass Gathering or Extended Outdoor Mass Gathering site if the Organizer cannot maintain order and compliance with all applicable State and local laws or refuses to maintain order and compliance with State and local laws or refuses or is unable to adhere to the terms and conditions of the permit. Staff recommends compliance with this criterion be a condition of any approval. F. In addition to State law provisions in ORS Chapter 433, including ORS 433.990(7), the County Counsel, or District Attorney for Deschutes County may maintain an action in any court of general jurisdiction to restrain, or enjoin any violation of ORS 433.745. Cases filed in Deschutes County under this section or under ORS 433.770 shall be given preference on the docket to all other civil cases except those given equal preference by statute. Staff recommends compliance with this criterion be a condition of any approval. G. If persons remain on the site after the scheduled end of the permitted Outdoor Mass Gathering or Extended Mass Gathering, fail to remove all debris or residue within 72 hours after termination of or fails to remove all temporary structures within three weeks after the termination of the Outdoor Mass Gathering or Extended Outdoor Mass Gathering, the County code enforcement officers may issue citations to the Organizer, the landowner, all persons remaining at the site, and to all persons who have left debris behind. Staff recommends compliance with this criterion be a condition of any approval. 247-19-000285-OMG Page 12 of 14 H. The Outdoor Mass Gathering or Extended Mass Gathering Organizer shall be wholly responsible for payment of any fines imposed under this Chapter or ORS 433. Staff recommends compliance with this criterion be a condition of any approval. I. In addition to any other remedies provided, if the Outdoor Mass Gathering or Extended Outdoor Mass Gathering site is not restored to its previous condition, or better, the County may arrange for clean up of the site, and then file an action for damages against the Organizer and the landowner or successor landowner. Staff recommends compliance with this criterion be a condition of any approval. 11. Section 8.16.310. Outdoor Mass Gathering and Extended Outdoor Mass Gathering Intoxicating Liquor Prohibition. A. No Organizer, landowner nor any person having charge or control thereof at any time when an Outdoor Mass Gathering or Extended Outdoor Mass Gathering is being conducted shall permit any person to bring into such Outdoor Mass Gathering or Extended Outdoor Mass Gathering or upon the premises thereof, any intoxicating liquor, nor permit intoxicating liquor to be consumed on the premises, and no person during such time shall take or carry onto such premises or drink thereon intoxicating liquor. B. In accordance with ORS 670.220(5)(a), this provision shall not apply to the sale and consumption of intoxicating liquor from a facility located on the premises of an Outdoor Mass Gathering or Extended Outdoor Mass Gathering when licensed by the State. Staff recommends compliance with this criterion be a condition of any approval. 12. Section 8.16.320. Narcotic and Dangerous Drugs Prohibited at Outdoor Mass Gatherings or Extended Mass Gatherings. No firm, person, society, association or corporation conducting an Outdoor Mass Gathering or Extended Mass Gathering, nor any person having charge or control thereof at any time when an Outdoor Mass Gathering or Extended Mass Gathering is being conducted shall permit any person to bring into such Outdoor Mass Gathering or Extended Mass Gathering, or upon the premises thereof, any narcotic or dangerous drug, nor permit narcotic or dangerous drugs to be used on the premises. Staff recommends compliance with this criterion be a condition of any approval. 247-19-000285-OMG Page 13 of 14 CONCLUSION Staff believes that Bigstock LLC have met or can meet through conditions of approval the approval criteria outlined in Chapter 8.16 for Outdoor Mass Gatherings. NEXT STEPS At the conclusion of the hearing, the Board can choose one of the following options: 1. Continue the hearing to a date certain. 2. Close the hearing and begin deliberation. Attachments 1. Draft Document No. 2019-328 2. 2019-05-24 Russell (Des. Co. Trans. Planner) Email 247-19-000285-OMG Page 14 of 14 REVIEWED mm LEGAL COUNSEL OUTDOOR MASS GATHERING PERMIT DESCHUTES COUNTY COMMUNITY DEVELOPMENT DEPARTMENT BEND, OREGON (541) 388-6575 LOCATION: 18930 Couch Market Road Bend OWNER: William P. McCormick TYPE, DATES & TIME OF EVENT: Music Festival, August 9, 2019 — August 11, 2019, 9:00 a.m. to 10:00 P.M. OPERATOR: Bigstock LLC PHONE: (541) 389-4383 1. PERMIT BECOMES NULL AND VOID IF EVENT OR GATHERING HAS NOT STARTED ON THE APPROVED DATE. 2. THE APPROVED PERMIT SHALL BE RETAINED ON-SITE UNTIL THE EVENT OR GATHERING IS COMPLETE. 3. BY ACCEPTANCE OF THIS PERMIT, OWNER OPERATOR CONSENT TO ALLOW LAW ENFORCEMENT, PUBLIC HEALTH AND FIRE CONTROL OFFICERS TO COME UPON THE PREMISES FOR WHICH THE PERMIT HAS/HAD BEEN GRANTED FOR THE PURPOSE OF INSPECTION AND ENFORCEMENT OF THE TERMS AND CONDITIONS OF THE PERMIT AS ALLOWED BY DCC 8.16, AND ANY OTHER APPLICABLE LAWS OR ORDINANCES. File Number (247-19-000285-OMG) The Board of County Commissioners (Board) approves the Bigstock LLC application for an Outdoor Mass Gathering permit based upon the attached requirements incorporated by reference herein and subject to the following conditions. CONDITIONS OF APPROVAL 1. By July 26, 2019, Bigstock LLC shall obtain and provide the Community Development Director for approval a Special Events Insurance policy that provides general liability of $1,000,000 per single claimant and incident and $2,000,000 for all claimants arising from a single incident. The policies shall name Deschutes County, its officials, agents and employees as an additional insured on the endorsement. The policies shall provide payment of claims within the 180 -day period after the scheduled termination of the event. 2. The total number of attendees authorized by this permit is 1,000. A 10% variance is allowed meaning that under no circumstances shall the total number of attendees (to include patrons, musicians, vendors, staff, and security) exceed 1,100 total persons at any time during the course of the event. 3. The operator shall keep an accurate count of persons and vehicles entering the event. Bigstock LLC 247-19-000285-OMG Permit, Document 2019-328 1 ?'e 4. The operator shall provide one toilet per every 100 attendees. The operator has contracted with Little John's Portable Toilets to provide the required facilities. 5. Hand washing facilities shall provide running water, adequate soap, and paper towels. The operator has contracted with Little John's Portable Toilets to provide the required facilities. 6. Waste collection and removal shall be provided by Bend Garbage and Recycling. 7. Food service shall be provided by licensed vendors and restaurateurs. Each food vendor shall apply to the County Health Department for a temporary restaurant license at least one week in advance of the event. 8. All fire hydrants, fire sprinkler, and/or standpipe system connections are to remain readily visible, accessible, and unobstructed and shall be accessible with an unobstructed circumferential distance of three (3) feet. 9. Fire and emergency access roads shall have an unobstructed width of not less than 20 feet and a vertical clearance of not less than 13 feet, 6 inches. Barricades shall be approved prior to erecting. The emergency access roads shall remain open at all times. 10. Vendors cooking outdoors shall comply with the Bend Fire Department and the City of Bend "Open Cooking Concession Requirements." 11. Non -fixed food concession such as enclosed trailers, buses, and vans shall comply with the Bend Fire Department and the City of Bend "Non -Fixed Food Concession Requirements." 12. All tents, canopies, and temporary structures shall comply with the Bend Fire Department regulations. 13. Campfires, bonfires and other recreational open burning are prohibited. 14. The Outdoor Mass Gathering shall have at least one first aid station staffed by two adult individuals trained in first aid techniques for the duration of the event. The first aid station shall include an Automated External Defibrillator (AED) device with AED device trained staff. The operator shall provide the transport plan agreement between Adventure Medics and Bend Fire to the Community Development Director by July 26, 2019. 15. By July 26, 2019, the operator shall submit to the Community Development Director, the names and qualifications for all individuals trained in first aid techniques and AED device trained staff for the duration of the event 16. Security for the event will be provided by North Pacific Security, Inc. with clearly marked security officers. Security will be in place at all times. 17. The operator shall provide one crowd control person for each 100 persons, expected or reasonably expected to be in attendance at any time during the Outdoor Mass Gathering. 18. By July 26, 2019, the organizer shall submit to the Community Development Director, the names and necessary background information for all traffic -control and crowd -control personnel to be utilized during the gathering. 19. All of the traffic control and crowd control personnel must wear an appropriate identifying uniform and all traffic control uniforms must be accordance with the current edition of the Manual of Uniform Traffic Control Devices. 20. The required number of crowd -control personnel must be on duty during the entire Outdoor Mass Gathering unless a relief schedule has been planned and approved. 21. It shall be the duty of the crowd control personnel to report any violations of the law to the Sheriff, his deputies or representatives. 22. Adequate space, approximately 75 feet, should be provided on-site before the first parking space to allow for stacking of vehicles and avoiding traffic backing up onto the roadway. 23. Operator shall adhere to the proposed site plan that shows the parking area. 24. This permit is not be transferable or assignable without the consent of the County Administrator and the Board. 25. This permit shall be posted in a conspicuous spot on the property during the course of the event. 26. The operator and/or property owner will provide access to the premises for inspection purposes by law enforcement, public health, and fire control officers based on the terms and conditions of the permit. If deficiencies are identified following an inspection, the inspector may return as often as needed until the deficiencies are cured. If the deficiencies are not cured or if the County determines Bigstock LLC 247-19-000285-OMG Permit, Document 2019-328 2 that the deficiencies cannot be cured then the operator expressly consents that the County Sheriff is authorized to take any and all necessary actions to terminate the Outdoor Mass Gathering. 27. The burden of preserving order to the proposed event shall be with Bigstock LLC. The County Sheriff has the authority to order the crowd to disperse and leave gathering site if the organizer cannot maintain order and compliance with all applicable State and local laws or refuses to maintain order and compliance with State and local laws or refuses or is unable to adhere to the terms and conditions of the permit. 28. All debris will be removed within 72 hours after the event termination. All temporary structures shall be removed within 3 weeks of event termination. 29. No person shall be permitted to bring alcohol onto the premises. This shall not apply to the sale and consumption of alcohol from a State of Oregon licensed facility located on the premise. 30. No narcotic or illegal/dangerous drug use will be permitted at the premises. 31. The operator shall meet the requirements of DCC 8.16.250, Public Safety. 32. Parking services will be provided by Bigstock LLC and will include a minimum of four traffic control and parking monitors for each shift. 33. The amplified music shall meet the requirements of DCC 8.16.290. A sound level in excess of 70 decibels prior to 10:00 p.m. and in excess of 50 decibels after 10:00 p.m. (as measured upon the A scale of a standard sound level meter on affected property) shall constitute a violation of the Deschutes County Code. 34. A weighted sound pressure level measured by use of a metering characteristic with an "A" frequency weighting network and reported as dBA shall be available on-site at all times during the gathering. 35. The Outdoor Mass Gathering shall not be conducted, including set-up, placement, storage, staging, removal or similar action of any equipment, materials, structures, vehicles, supplies and so forth, in the unincorporated areas of the County within 1,000 feet of any residence between the hours of 12:01 a.m. and 9:00 a.m. 36. A contact person shall be easily identified and shall remain at the Outdoor Mass Gathering site at all times. 37. If the organizer violates any provisions of DCC 8.16, the Board, County Administrator, County Engineer, or Sheriff may immediately suspend, revoke or terminate any permit for an Outdoor Mass Gathering and may seek any legal remedy available. 38. In addition to State law provisions in ORS Chapter 433, including ORS 433.990(7), the County Counsel, or District Attorney for Deschutes County may maintain an action in any court of general jurisdiction to restrain, or enjoin any violation of ORS 433.745. Cases filed in Deschutes County under this section or under ORS 433.770 shall be given preference on the docket to all other civil cases except those given equal preference by statute. The organizer shall be wholly responsible for payment of any fines imposed under this Chapter or ORS 433. Dated this of 2019 BOARD OF COUNTY COMMISSIONERS ATTEST: Recording Secretary Philip G. Henderson, Chair Patti Adair, Vice Chair Anthony DeBone, Commissioner Bigstock LLC 247-19-000285-OMG Permit, Document 2019-328 3 Matt Martin From: Peter Russell Sent: Friday, May 24, 2019 2:42 PM To: Matt Martin; Cody Smith; Larry Medina Cc: Peter Russell Subject: RE: Notice of Public Hearing/Request for Comment - Bigstock Outdoor Mass Gathering (247-19-000285-OMG) Matt, I have three main comments on the application. 1) Any traffic control person directing traffic on Couch Market must be a state -certified flagger. 2) There needs to be at least 75 feet (three car lengths) of stacking distance between the Couch Market access and the first parking stall; I can't tell from the diagram if that distance is achieved or not. 3) The application materials indicate an attendance of 750 with parking for 200 vehicles. This works out to 3.75 people per vehicle (750/200) The County assumes 2.5 people per vehicle for special event such as Bigfoot. Thus there needs to be at least 300 parking spaces (750/2.5). Please enter my comments into the public record. Thanks. Peter Russell I Senior Transportation Planner DESCHUTES COUNTY COMMUNITY DEVELOPMENT 117 NW Lafayette Avenue I Bend, Oregon 97703 PO Box 6005 1 Bend, Oregon 97708 "" Tel: (541) 383-6718 1 www.deschutes.org/cd d Disclaimer: Please note that the information in this email is an informal statement made in accordance with DCC 22.20.005 and shall not be deemed to constitute final County action effecting a change in the status of o person's property or conferring any rights, including any reliance rights, on any person. From: Matt Martin Sent: Friday, May 24, 2019 1:42 PM To: Peter Russell ; Cody Smith ; Larry Medina Subject: Notice of Public Hearing/Request for Comment - Bigstock Outdoor Mass Gathering (247-19-000285-OMG) Greetings - This message serves as a reminder or first notice of a public hearing before the Board of County Commissioners for an outdoor mass gather request, specifically the Bigstock concert. Attached is the mailed notice of the public hearing. In addition, the following link is to Deschutes DIAL where the application materials can be found: https://d,ial.deschutes.org/Real/DevelopmentDocs/164003. Please let me know if you have any questions or comments. Thank You, C; i „} ; Matthew Martin, AIC P ( Associate Planner ;f} Ft` DESCHUTES COUNTY COMMUNITY DEVELOPMENT a` 117 NW Lafayette Avenue I Bend, Oregon 97703 PO Box 6005 1 Bend, Oregon 97708 Tel: (541) 330-4620 www,deschutes,or�(cd 9100 Disclaimer; Please note that the information in this email is an informal statement made in accordance with DCC 22.20.005 and shall not be deemed to constitute final County action effecting a change in the status of a person's property or conferring any rights, including any reliance rights, on any person.