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2020-230-Minutes for Meeting July 10,2020 Recorded 7/10/2020
L�0T E S COG BOARD OF COMMISSIONERS 1300 NW Wall Street, Bend, Oregon (541) 388-6570 Recorded in Deschutes County C J2020-23Q Nancy Blankenship, County Clerk commissioners' Journal 07/10/2020 10:16:55 AM F.S COGS II � I I II I �I'I) I' I I II II I II I (I I I�I 2020-230 FOR RECORDING STAMP ONLY AN , I 1=331 10:00 AM Wednesday, May 13, 2020 BARNES & SAWYER ROOMS Virtual Meeting Platform Present were Commissioners Patti Adair, Anthony DeBone, and Phil Henderson, Also present were Tom Anderson, County Administrator; Erik Kropp, Deputy County Administrator (present via Zoom conference call); David Doyle, County Counsel (present via Zoom conference call); and Sharon Keith, Board Executive Assistant. One citizen and no identified representatives of the media were in attendance. Various staff and members of the public were in attendance via Zoom meeting. This meeting was audio and video recorded and can be accessed at the Deschutes County Meeting Portal website http://deschutescountyor.igm2.com/Citizens/Default.aspx CALL TO ORDER: Chair Adair called the meeting to order at 10:00 a.m. PLEDGE OF ALLEGIANCE: CITIZEN INPUT: Various methods of input have been received and will be attached to the record. CONSENT AGENDA: Before the Board was consideration of approval of the Consent Agenda. Commissioner Henderson requested to pull Item #4 and place on the agenda for next week. BOCC MEETING MAY 13, 2020 PAGE 1 OF 10 HENDERSON: Move approval of the Consent Agenda, minus Item 4 DEBONE: Second VOTE: HENDERSON: Yes DEBONE: Yes ADAIR: Chair votes yes. Motion Carried 1. Consideration of Board Signature of Document No. 2020-286, a Lease with United Way of Deschutes County 2. Consideration of Board Signature of Document No. 2020-287, a Lease with Family Resource Center 3. Consideration of Board Signature of Document No. 2020-301, a Quitclaim Deed for Property Owned by Scott and Kirsten Tuers 4. Consideration of Board Signature of Resolution No. 2020-020 5. Approval of Minutes of the April 1, 2020 BOCC Meeting 6. Approval of Minutes of the April 6, 2020 BOCC Meeting 7. Approval of Minutes of the April 15, 2020 BOCC Meeting ACTION ITEMS: 8. Consideration of Chair Signature of Document No. 2020-087, a Notice of Intent to Award Contract for the Paving of South Century Dr: US 97 to Venture Ln Project to Knife River Corporation - Northwest County Engineer Cody Smith was present via conference call and provided a summary of the project. Four bids were received and the low bidder was Knife River Corporation. The project is anticipated to begin in mid June with the contract completion the end of July 2020. HENDERSON: Move approval of Document No. 2020-087 DEBONE: Second VOTE: HENDERSON: Yes DEBONE: Yes ADAIR: Chair votes yes. Motion Carried BOCC MEETING MAY 13, 2020 PAGE 2 OF 10 9. PUBLIC HEARING: to Amend Transportation System Plan to Add Roundabouts at US 20/Cook OB Riley and US 20/01d Bend Redmond Intersections Commissioner Adair read the hearing procedure into the record outlining the virtual meeting platform for the hearing testimony. Senior Transportation Planner Peter Russell present via conference call presented the hearing outline. The Commissioners did not present any conflicts or bias and no participants via virtual meeting platform presented any challenges. Commissioner Adair opened the public hearing. Mr. Russell explained the process for providing testimony and staff report. Road Department Director Chris Doty was present via conference call and relayed information on funding relative to the project. Robert Townsend, Oregon Department of Transportation was present via conference call and presented the project details. Commissioner Adair called for public testimony. Chris Doan, 647 NW Powell Butte Road, Bend presented testimony via conference call and noted his support of the project and current plan. Nunzie Gould, 19845 JW Brown Road, Bend presented testimony via conference call and submitted materials via email this morning. Ms. Gould feels this is a short fused project and suggested a grade separated round- about be considered and has concern of funneling traffic in new developments. Justin Livingston, Bend City Councilor and chair of the Bend Metropolitan Planning Organization presented testimony via conference call and noted support of the project for safety and efficiency. David Thomson, 2380 NW Quinn Creek Loop, Bend and is the chair of the Bicycle Pedestrian Advisory Committee presented testimony via conference call and supports the project for safety. BOCC MEETING MAY 13, 2020 PAGE 3 OF 10 Niki Grieve presented testimony via conference call and was attending on behalf of Round Tree Lodgepole Products requested the concept be rejected and has submitted other suggestions to ODOT. No further testimony was presented. Commissioner Adair closed the oral record and kept the written record open for seven days. Further written comment may be submitted prior to 5:00 p.m. on May 20, 2020. Deliberations will be held at the BOCC meeting of June 3, 2020. COVID19 Update County Administrator Anderson reported the formal written Phase 1 reopening plan was received by the state but has not been approved as of today. Commissioner Henderson proposed a press conference once the confirmation is received from the Governor's office. The Board supported having the guidelines available to the public via hard copy or electronic. Public Health Update: Dr. Richard Fawcett and Nahad Sadr-Azodi, Health Services Deputy Director were present on conference line provided an update on the COVID-19 cases and testing in Deschutes County. Testing of essential workers should be a priority. Dr. George Conway was present on conference line and spoke on epidemic data. Sgt. Nathan Garibay was present on conference line and reported on the current supplies of personal protective equipment. RECESS: At the time of 12:34 p.m. the Board took a recess and reconvened the meeting at 1:08 p.m. Extension of Declared Emergency/Order: County Administrator Tom Anderson presented the Order and inquired if the Board wishes to extend the timeline. The original Board Order No. 2020-013 was adopted on March 13, 2020 and expires today. Commissioner DeBone supports extending the BOCC MEETING MAY 13, 2020 PAGE 4 OF 10 declaration. The Board was in support of 30 day extension. HENDERSON: Move adoption of Board Order No. 2020-025 for 30 days DEBONE: Second VOTE: HENDERSON: Yes DEBONE: Yes ADAIR: Chair votes yes. Motion Carried Expiration of Confirmation of Short Term Rental Ban: Commissioner Adair reported the short term rental ban order was not extended beyond the date of May 15, 2020. Commissioner Henderson spoke on the work of the County Commissioners to benefit Deschutes County as a whole. Commissioner DeBone commented on prudent recreation. Non -congregate Shelter Order: County Administrator Anderson presented Board Order No. 2020-024. The Board expressed concern that materials are not timely being sent to them for their review. Chris Weiler, Health Services Operations Officer explained the obligation of the County and the Emergency Operations Center to secure a space for sheltering homeless populations if they are presenting as COVID positive. The Board recommended revisions to the Order. HENDERSON: Move adoption of Order No. 2020-024 as amended DEBONE: Second VOTE: HENDERSON: Yes DEBONE: Yes ADAIR: Chair votes yes. Motion Carried Commissioner DeBone read the title of the Order into the record for the public awareness. Commissioner DeBone explained the services provided by Neighborlmpact. Commissioner Henderson commented on providing spaces for the homeless and expressed concern of consequences of liability, and funding. Commissioner DeBone spoke on the emergency services grant for COVID19 impacts. County Counsel Dave Doyle was present via conference call and spoke to the agreement with Neighborlmpact. Scott Cooper of Neighborlmpact was present via conference call and explained BOCC MEETING MAY 13, 2020 PAGE 5 OF 10 what is being requested in the context of tort liability and property damage limits. The Board is supportive of the County Administrator's signature on the Neighborlmpact agreement upon Governor approval of the Deschutes County Reopening plan. Contact Tracing Staffing Request: Heather Kaisner, Health Services Communicable Disease was present via conference call and presented a request for three limited duration positions to anticipate critical needs of contact tracing. Thomas Kuhn, Health Services was present via conference call and reported on the demand of Environmental Health staff with the reopening of Deschutes County. Eric Mone, Environmental Health was present via conference call and reported on the inspection work anticipated with Phase 1 reopening of the various business sectors. The Board expressed support of the limited duration positions as presented through today's request. County Administrator Anderson explained the request for funding the positions is through the general fund. The Cares Relief Fund will hopefully reimburse the County for the positions. Commissioner DeBone suggests the staffing expense is included in the proposed budget. DEBONE: Move approval of adding limited duration positions for two public health nurse II and 1 public health educator II and one environmental health specialist II HENDERSON: Second with a friendly amendment of further discussions of funding VOTE: DEBONE: Yes HENDERSON: Yes ADAIR: Chair votes yes. Motion Carried Consideration of Recommendation of 2020 Deschutes County Fair & Rodeo Cancellation: County Administrator Anderson, introduced Fair & Expo Director Geoff Hinds, Gladys Sappington, Deschutes County Fair Association President and Rodeo Director. Cheryl Davidson, President of the Fair Board was present via conference call. A recommendation was sent to the County BOCC MEETING MAY 13, 2020 PAGE 6 OF 10 by the Fair Board regarding the status of the 2020 Deschutes County Fair. A recommendation from the Extension 4H was sent regarding the 4H livestock auction. Ms. Sappington reported that the Fair Board Directors have recommended cancellation of the 2020 Deschutes County Fair to ensure the safety of our community. The 4H livestock auction could be scheduled in a creative virtual way to allow the main reason for the existence of the fair. The Board spoke on the future of the Fair and the support of alternative methods of activities. Discussion of possibly moving the Rodeo to a future date. Mr. Hinds commented on the discussions regarding options for this year's fair with the 4H and Future Farmers Association and of the work of the Deschutes County Fair and Expo team and is working on a reopening plan for the facility. County Administrator Anderson suggested a media release to acknowledge the cancellation of this year's fair. DEBONE: Move acceptance of the recommendation of the Fair Board and Fair Association to cancel the 2020 Deschutes County Fair HENDERSON: Second VOTE: DEBONE: Yes HENDERSON: Yes ADAIR: Chair votes yes. Motion Carried RECESS At the time of 3:07 p.m. the Board took a recess and reconvened the meeting at 3:17 p.m. 10.FY 2021 Requested Fee Schedule Christina Partain, Accounting Technician was present via conference call and introduced the FY 2021 requested fee schedule and reported on the changes submitted by the departments. Commissioner DeBone inquired if there should be another discussion on the fee schedule prior to holding the public hearing for the fee schedule. BOCC MEETING MAY 13, 2020 PAGE 7 OF 10 11.Consideration of Request to Extend Dates of DSCS Positions Funded by COHC Grant Cheryl Smallman, Health Services was present via conference call and explained the purpose of the grant funding. HENDERSON: Move approval DEBONE: Second VOTE: HENDERSON: Yes DEBONE: Yes ADAIR: Chair votes yes. Motion Carried 12.Consideration of Request to Convert Jail Diversion Limited Duration FTE to Regular Positions Cheryl Smallman, Health Services was present via conference call and explained the purpose of the staffing request. DEBONE: Move approval No support was given, Motion Failed. This item will be brought back to the Board at a future date. 13. Review Costs of BOCC Front Office Remodel County Administrator Anderson presented the item for consideration as a follow-up discussion for creating a functional and secure front lobby and front office. Facilities Director Lee Randall was present via conference call and reviewed the design, construction process, and cost. Commissioners Adair and DeBone expressed support. County Administrator Anderson will present the updated cost estimate to the Board. BOCC MEETING MAY 13, 2020 PAGE 8 OF 10 OTHER ITEMS: • County Counsel Doyle presented the revised Order No. 2020-024 for the Board to sign. • County Administrator Anderson presented a new program from Business Oregon to distribute throughout the state of Oregon to weather the impacts of COVID-19. Central Oregon Intergovernmental Council is willing to administer the program. Internal Auditor David Givans was present via conference call to explain the loan process and the application needs to be submitted by Monday, May 18. Commissioner Henderson suggested a committee be formed to review. Commissioner DeBone commented on the various grants available for small businesses. Chief Financial Officer Greg Munn was present via conference call and reported on the transient room tax reserve funds that could be utilized. County Administrator Anderson asked if the documents could be ready for a special BOCC meeting for Friday, May 15. Mr. Givans doesn't feel COIC would have documents required by the state prepared by Friday. Mr. Givans stated a dollar amount could be approved and then allow COIC time for preparations. County Administrator Anderson recommended a meeting for Monday. The Board requested a 10:00 a.m. special meeting scheduled to revisit this item. • County Administrator Anderson explained there are three executive sessions remaining on the agenda today. These items will be moved to Monday. • Commissioner Henderson commented on the Tom Tom Motel for inmate use and would recommend a discussion on Monday. • Commissioner Henderson recommended a conversation on Monday of the makeup of membership of the Deschutes Forest Collaborative Project. • Commissioner Henderson looks for a better process for responding to citizen emails and not wanting to violate public meeting law. Commissioner DeBone explained he has developed a process of keeping up with emails. County Counsel Dave Doyle reported each many other Oregon counties are challenged with this same situation especially in light of COVID-19. This discussion topic (public meeting triggers) and a topical legal memo will be further discussed in executive session. BOCC MEETING MAY 13, 2020 PAGE 9 OF 10 Commissioner Henderson hopes someone is reviewing the impacts of the COVID19 pandemic on the department budgets ahead of the budget hearing week. County Administrator Anderson reported each department has created contingency plans. Commissioner DeBone suggested having a discussion on Monday about the possibility of needing to close the County facilities again if COVID19 resurgence causes business closures. • County Administrator Anderson and Communications Director Whitney Hale announced a tentative press conference will be held tomorrow. Ms. Hale explained the Mayors of Deschutes County would be interested in participating in a question and answer period at the press conference. The Board looks for a clear message for this conference so will try to keep the time at 30 minutes without question and answers. Being no further items to come before the Board, the meeting was adjourned at 4:59 p.m. DATED this Day of - Commissioners. 2020 for the Deschutes County Board of ATTI A Ai ® CHAIR ANTHONY DEBONE, VICE CHAIR i PHILIP G.H E , COMMISSIONER BOCC MEETING MAY 13, 2020 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, MAY 13, 2020 Live Streamed Video - 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. Item start times are estimated and subject to change without notice. CALL TO ORDER MEETING FORMAT In response to the COVID-19 public health emergency, Oregon Governor Kate Brown issued Executive Order 20-16 directing government entities to utilize virtual meetings whenever possible and to take necessary measures to facilitate public participation in these virtual meetings. Beginning on May 4, 2020, meetings and hearings of the Deschutes County Board of Commissioners will be conducted in a virtual format. Attendance/Participation options include: Live Stream Video: Members of the public may still view the BOCC meetings/hearings in real time via the Public Meeting Portal at www.deschutes.org/meetings. Citizen Input: Citizen Input is invited in order to provide the public with an opportunity to comment on any meeting topic that is not on the current agenda. Citizen Input is provided by submitting an email to: citizeninput@deschutes.org or by leaving a voice message at 541-385-1734. Citizen input received before the start of the meeting will be included in the meeting record. Zoom Meeting Information: Staff and citizens that are presenting agenda items to the Board for consideration or who are planning to testify in a scheduled public hearing may participate via Zoom meeting. The Zoom meeting id and password will be included in either the public hearing materials or through a meeting invite once your agenda item has been included on the agenda. Upon entering the Zoom meeting, you will automatically be placed on hold and in the waiting room. Once you are ready to Board of Commissioners BOCC Meeting Agenda Wednesday, May 13, 2020 Page 1 of 4 present your agenda item, you will be unmuted and placed in the spotlight for your presentation. If you are providing testimony during a hearing, you will be placed in the waiting room until the time of testimony, staff will announce your name and unmute your connection to be invited for testimony. Detailed instructions will be included in the public hearing materials and will be announced at the outset of the public hearing. PLEDGE OF ALLEGIANCE CITIZEN INPUT (for items not on this Agenda) [Note: Because COVID-19 restrictions may limit or preclude in person attendance, citizen input comments may be emailed to citizeninput@deschutes.org or you may leave a brief voicemail at 541.385.1734. To be timely, citizen input must be received by 9:00am on the day of the meeting.] CONSENT AGENDA 1. Consideration of Board Signature of Document No. 2020-286, a Lease with United Way of Deschutes County 2. Consideration of Board Signature of Document No. 2020-287, a Lease with Family Resource Center 3. Consideration of Board Signature of Document No. 2020-301, a Quitclaim Deed for Property Owned by Scott and Kristen Tuers 4. Consideration of Board Signature of Resolution No. 2020-020 Add -On 5. Approval of Minutes of the April 1, 2020 BOCC Meeting 6. Approval of Minutes of the April 6, 2020 BOCC Meeting 7. Approval of Minutes of the April 15, 2020 BOCC Meeting ACTION ITEMS 8. 10:10 AM Consideration of Chair Signature of Document No. 2020-087, a Notice of Intent to Award Contract for the Paving of South Century Dr: US 97 to Venture Ln Project to Knife River Corporation - Northwest. - Cody Smith, County Engineer Board of Commissioners BOCC Meeting Agenda Wednesday, May 13, 2020 Page 2 of 4 9. 10:20 AM PUBLIC HEARING to Amend Transportation System Plan to Add Roundabouts at US 20/Cook-O.B. Riley and US 20/Old Bend -Redmond Intersections - Peter Russell, Senior Planner 11:00 AM COVID-19 Update Reopening Plan Update General Update Emergency Declaration Order - Tom Anderson, County Administrator Expiration Confirmation of Short Term Rental Order Non -congregate Shelter Order 1. Contact Tracing Staffing Request - George Conway, Health Services Director Add -On Consideration of Recommendation of 2020 Deschutes County Fair & Rodeo Cancellation LUNCH RECESS 10. 1:00 PM FY 2021 Requested Fee Schedule - Christina Partain, Accounting Technician 11. 2:00 PM Consideration of Request to Extend Dates of DSCS Positions Funded by COHC Grant - Holly Harris, 12. 2:10 PM Consideration of Request to Convert Jail Diversion Limited Duration FTE to Regular Positions - Holly Harris, 13. 2:30 PM Review Costs of BOCC Front Office Remodel - Tom Anderson, County Administrator 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. Board of Commissioners BOCC Meeting Agenda Wednesday, May 13, 2020 Page 3 of 4 EXECUTIVE SESSION At any time during the meeting, an executive session could be called to address issues relating to ORS 192.660(2)(e), real property negotiations, ORS 192.660(2)(h), litigation; ORS 192.660(2)(d), labor negotiations; ORS 192.660(2)(b), personnel issues, or other executive session categories. Executive sessions are closed to the public, however, with few exceptions and under specific guidelines, are open to the media. Executive Session under ORS 192.660 (2) (e) Real Property Executive Session under ORS 192.660 (2) (d) Labor Negotiations Executive Session under ORS 192.660 (2) (i) Employee Evaluation ADJOURN Deschutes County encourages persons with disabilities to participate in all programs and activities. This event/location is accessible to people with disabilities. If you need accommodations to make participation possible, please call (541) 617-4747. FUTURE MEETINGS: Additional meeting dates available at www, deschutes. org/meetingcalendar Meeting dates and times are subject to change. If you have questions, please call (541) 388-6572. Board of Commissioners BOCC Meeting Agenda Wednesday, May 13, 2020 Page 4 of 4 0T F s coG2 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 May 13, 2020 DATE: May 6, 2020 FROM: Peter Russell, Community Development, 541-383-6718 TITLE OF AGENDA ITEM: PUBLIC HEARING to Amend Transportation System Plan to Add Roundabouts at US 20/Cook-O.B. Riley and US 20/01d Bend -Redmond Intersections RECOMMENDATION & ACTION REQUESTED: Approve the plan amendment MEMORANDUM DATE: May 4, 2020 TO: Board of County Commissioners FROM: Peter Russell, Senior Transportation Planner RE: May 13 public hearing on proposed amendment to the Deschutes County Transportation System Plan (TSP) to add roundabouts at U.S. 20/Cook-O.B. Riley and U.S. 20/Old Bend -Redmond Highway intersections; amend associated Tables 5.331 and 5.332; and amend text (File 247-19-000894-PA). The Oregon Department of Transportation (ODOT) has coordinated with Deschutes County for approximately 18 months on transportation improvements for the major intersection in Tumalo (US 20/Cook-OB Riley) and US 20/Old Bend -Redmond Highway. The agency selected roundabouts for both locations. The review process analyzed operational problems on US 20 in current conditions and with 2040 traffic volumes on the highway and selected County roads as well as bicycle/pedestrian issues. The proposed plan amendment (File No. 247-19-000894-PA) would add roundabouts to the TSP map, revise the project list in the TSP, and update the TSP language regarding these two intersections. The Planning Commission (PC) held a work session on January 23, 2020, and a public hearing on February 27 on the proposal.' The PC closed the oral record that night and the written record at 5 p.m. March 5. The PC at its March 12 deliberation unanimously recommended the Board of County Commissioner (Board) approve the plan amendment.2 The entire ODOT application was entered into the record at the work session and was part of the PC's agenda packet. https://deschutescountyor igm2 com/Citizens/FileOpen aspx?Type=1 &ID=2201 &Inline=True z The presentations by staff and ODOT to the PC can be found here and was entered into the record at the hearing. https•//deschutescountyor igm2 com/Citizens/FileOpen.aspx?Type=1 &ID=2219&Inline=True 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 The Board held a work session on March 30, 2020, where staff summarized the PC process and the Board set May 13 as a date for a public hearing. The entire record was presented to the Board, covering pages 99-525, in the March 30 packet.3 While not required under County code, staff exercised the discretion allowed under Deschutes County Code (DCC) 22.12.020(C) and sent notice to individual property owners for the May 13 hearing. The notices were mailed April 29, 2020, and noticed was published in the Bulletin on May 3. Due to the pandemic, the notices stated the public could participate only by Zoom, telephone, or written comment. I. BACKGROUND At the PC public hearing and during the open written record period (Feb. 28-March 5), the overwhelming testimony was in favor of the proposed roundabouts. Many testified in support of the safety benefits and expressed unease at using the intersections as they are now constructed. A few were opposed to the roundabouts either on the specific location or on state highways in general. At least two expressed support for the overpass concept (1-3) now in the TSP. The PC deliberated on March 12 and unanimously recommended that the Board approve the proposed plan amendment. The PC asked both ODOT and the County to find sufficient funds to include an underpass for cyclists and pedestrians in the final design.' II. PUBLIC COMMENT RECEIVED SINCE PC DELIBERATIONS/BOARD WORK SESSION Staff has not received any public comments since the PC's March 12 recommendation or the Board's March 30th work session. Should staff receive any public comments, staff will provide them to the Board at the 10 a.m. hearing. 111. NEXT STEPS The Board will open the May 13 public hearing receive public testimony and then select amongst the following options: • Continue the hearing to a date certain • Close the oral record and leave the written record open to a date certain • Close the oral record and the written record and set a date for deliberations • Close the hearing and begin deliberations 3 The March 30 packet is found here: the proposed TSP amendment is Item #15: https•//deschutescountyor igm2 com/Citizens/FileOpen.aspx?TVpe=1&ID=2229&lnline=True 4 The PC deliberations are found here: https://deschutescountyor igm2 com/Citizens/SplitView aspx?Mode=Video&MeetingID=2541 &Format=Agenda Page 2 of 3 Staff will also be participating remotely by Zoom from the CDD building. Staff will be available to answer any questions by Zoom. Page 3 of 3 Mailing Date: Wednesday, April 29, 2020 NOTICE OF PUBLIC HEARING The Board of County Commissioners (Board) will hold a public hearing on Wednesday, May 13, 2020, at 10:00 a.m. to take testimony on the following item: COVID-19 MEASURES: The hearing is open to the public, but due to the restrictions on group meetings per the Governor's Executive Order 20-16, the County offers two alternatives (video or telephone ONLY) for the public to attend and/or testify. These options are consistent with the Governor's direction to hold public meetings either electronically or by telephone. Members of the public may listen, view, and/or participate in this meeting using Zoom. Using Zoom is free of charge. To login to the electronic meeting online using your computer, please copy this link: https://zoom us/j/8267643104?pwd=S3k4S2RER0h1Z2hlYzNUSWZXdOwOdzO9 to your computer's browser window. Using this option may require you to download the Zoom app to your device. Staff will have the microphones of all attendees muted. When it's time to testify, staff will announce the computer that is going to be unmuted and then that person will testify. Once finished, staff will then again mute that attendee and announce the next speaker, repeating the process. Those on video can disable their computer's cameras if they wish. Staff will select the video attendees first, once all the video attendees have testified, staff will proceed to those who are attending via phone. Members of the public can access the meeting via telephone, dial 1 346-248-7799. When prompted, enter the following: Webinar ID: 826 764 3104 and Password: 1300206. Please mute your phone; when its your turn to speak, a staff member will identify the phone number to be unmuted and then you can speak to the Board. When you are finished, you can either mute your phone and continue to listen to the hearing or you can hang up, which will remove you from the hearing. Finally, written comments can also be provided for the public comment section to board@deschutes.org by 10:00 a.m. on May 13. FILE NUMBER: 247-19-000894-PA APPLICANT: Oregon Dept. of Transportation OWNER: N/A SUBJECT: Amend Deschutes County Transportation System Plan (TSP) and Tumalo Community Plan (TCP) to add a roundabout at U.S. 20/Cook-O.B. Riley intersection and amend the TSP only to add a roundabout at U.S. 20/Old Bend - Redmond Highway intersection 1 1 7 NW Lafayette Avenue, Bend, Oregon 97703 1 P.O. Box 6005, Bend, OR 97708-6005 QN (541) 388-6575 @ cdd@deschutes.org @ www.deschutes.org/cd STAFF CONTACT: Peter Russell, Senior Transportation Planner, peter. russell@deschutes.org, (541) 383-6718 DOCUMENTS: Can be viewed and downloaded from: www buildingpermits oregon.gov and http://dial.deschutes.org STANDARDS AND APPLICABLE CRITERIA: A. Deschutes County Code (DCC) Title 22, Chapter 22.12, Legislative Procedures. B. Statewide Planning Goals C. Oregon Administrative Rule, 660-012, Transportation Planning Rule D. Deschutes County Comprehensive Plan E. Deschutes County Transportation System Plan F. Tumalo Community Plan All documents and evidence submitted by or on behalf of the applicant and applicable criteria are available for inspection at no cost at the Deschutes County Community Development Department (CDD) at 117 NW Lafayette Avenue. Seven (7) days prior to the public hearing, a copy of the staff report will be available for inspection at no cost at CDD. Copies of all documents, evidence and the staff report can be purchased at CDD for (25) cents a page. ALL INTERESTED PERSONS MAY APPEAR, BE HEARD, BE REPRESENTED BY COUNSEL, OR SEND WRITTEN SIGNED TESTIMONY. ANY PARTY TO THE APPLICATION IS ENTITLED TO A CONTINUANCE OF THE INITIAL EVIDENTIARY HEARING OR TO HAVE THE RECORD LEFT OPEN IN ACCORDANCE WITH SECTION 22.24.140 OF THE DESCHUTES COUNTY CODE. Deschutes County encourages persons with disabilities to participate in all programs and activities. This event/location is accessible to people with disabilities. If you need accommodations to make participation possible, please call the ADA Coordinator at (541) 617-4747. DOCUMENT SUBMISSION Any person may submit written comments on a proposed land use action. Documents may be submitted to our office in person, U.S. mail, or email. In Person We accept all printed documents. Email U.S. Mail Deschutes County Community Development Planning Division, [name of case planner] P.O. Box 6005 Bend, OR 97708-6005 Email submittals must comply with the following guidelines: 247-19-000894-PA Page 2 of 3 Submission is 20 pages or less Documents can be printed in black and white only Documents can be printed on 8.5" x 11" paper Any email submittal which exceeds the guidelines provided above, must be submitted as a paper copy. Limitations Deschutes County does not take responsibility for retrieving information from a website link or a personal cloud storage service. It is the submitter's responsibility to provide the specific information they wish to enter into the record. We will print the email which includes the link(s), however, we will not retrieve any information on behalf of the submitter. Deschutes County makes an effort to scan all submittals as soon as possible. Recognizing staff availability and workload, there is often a delay between the submittal of a document to the record, and when it is scanned and uploaded to Accela Citizen Access (ACA) and Deschutes County Property Information (DIAL). For this reason, the official record is the file that resides in the Community Development office. The electronic record in ACA and DIAL is not a substitute for the official record. To ensure your submission is entered into the correct land use record, please specify the land use file number(s). For the open record period after a public hearing, electronic submittals are valid if received by the County's server by the deadline established for the land use action. IF YOU WISH TO BE NOTIFIED OF ANY DECISION RELATED TO THIS APPLICATION, YOU MUST PROVIDE A MAILING ADDRESS. NOTICE TO MORTGAGEE, LIENHOLDER, VENDOR OR SELLER: ORS CHAPTER 215 REQUIRES THAT IF YOU RECEIVE THIS NOTICE, IT MUST PROMPTLY BE FORWARDED TO THE PURCHASER. This Notice was mailed pursuant to Deschutes County Code Chapters 22.20 and 22.24. 247-19-000894-PA Page 3 of 3 U.S. 20 - O.B. 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REVIEWED LEGAL COUNSEL BEFORE THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON A Resolution of Deschutes County Approving a Property Tax Exemption for Stillwater Crossing as * RESOLUTION NO.2020-020 Authorized by ORS 307.515 to ORS 307.537 WHEREAS, Stillwater Crossing, in context with development of 240 affordable apartments within the city limits of Bend, Oregon has requested that Deschutes County approve its request/application for property tax exemption as authorized by ORS 307.515, et seq.; and WHEREAS, the subject property development meets the requirements of ORS 307.515 et seq., to wit, the property development is located within the city limits of the City of Bend and is a multi -unit project containing 3 or more units that will be occupied solely by low income persons, offered for rent or held for the purpose of developing qualified rental housing, the purchase of the property and/or the construction of the housing development is supported by federal or state funding, and the required rent payments reflect the full value of the tax exemption; and WHEREAS, the City of Bend, the Bend-LaPine School District, and Bend Parks and Recreation District are also evaluating this tax exemption request; and WHEREAS, to proceed, the request of Stillwater Crossing must secure approval from taxing dstricts representing at least 5 1 % of all property taxes to be imposed on the subject property development; now therefore, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON, as follows: Section 1. The property tax exemption request for Stillwater Crossing is approved. The exemption (assuming that the requisite 51 % taxing district approval is obtained) is for a period of 20 years, commencing July 1, 2021. Section 2. The project for which this tax exemption request is approved is described as follows: Project name and address: Stillwater Crossing, 60855 SW Atwood Drive, Bend, OR 97702 Owner's name and address: Stillwater Housing Associates LP, 131 South Higgins — Suite P-1, Missoula, MT 59802 Description of housing: 240 unit rental complex located in Southwest Bend for families and individuals at or below 60% AMI PAGE 1 of 3 — RESOLUTION NO.2020-020 Identification of property: See attached Site Plan, Exhibit A Description of the portion of project that is approved: 100% of the project is approved for tax exemption Section 3. The property tax exemption request approved herein for the Stillwater Crossing project is subject to the provisions of ORS 307.529 to 307.531 regarding termination of the exemption. If, after the exemption is sufficiently approved (51%), Deschutes County finds that: a) construction or development of Stillwater Crossing differs from the construction or development described in the application for exemption, b) the units are not reserved exclusively for families and individuals earning equal to or less than 60% of median family income, c) any provision of ORS 307.515 to 307.523 is not being complied with, or d) any provision required pursuant to ORS 307.515 to 307.523 is not being complied with, Deschutes County will assist the other taxing districts with implementing the procedures outlined in ORS 307.529 to 307.531 to terminate the exemption Dated this of , 2020 ATTEST: Recording Secretary BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON PATTI ADAIR, Chair ANTHONY DeBONE, Vice Chair PHILIP G. HENDERSON, Commissioner PAGE 2 of 3 — RESOLUTION NO.2020-020 EXHIBIT A $o ao3LL peR UR, O�ox O)D 0 a s ol Q I ea alo /o o Qi l /f o,. oil Y ly3cu�y n � 3"- G ty JNE I /.' PPP � I �1N3iY3St3 NpN� III,: • � 63 3.81li[.BBS �oa � goe Vi F�n Z - � u �<4 Qa a Ell J PAGE 3 OF 3 — RESOLUTION NO. 2020-020 \)1ES 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 May 13, 2020 DATE: May 12, 2020 FROM: George Conway, Health Services, TITLE OF AGENDA ITEM: Contact Tracing Staffing Request vT ES 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/ STAFF REPORT For Board of Commissioners BOCC DATE: May 13, 2020 FROM: Heather Kaisner and Thomas Kuhn, Health Services TITLE OF AGENDA ITEM: Health Services Reopening Capacity Request RECOMMENDATION & ACTION REQUESTED: Staff request Board approval for 1.0 FTE limited duration with Emergency Preparedness State Program Element Funding and 3.0 FTE limited duration through alternative funding options. BACKGROUND AND POLICY IMPLICATIONS: As our community re -opens, Deschutes County is faced with the polarizing need to maintain normal County functions while also supporting the community and responding to COVID-19 cases. Health Services requests 4.0 FTE limited duration positions to address anticipated critical reopening capacity, which will assist in the County's ability to: Meet and maintain State requirements for reopening our community, including the challenging requirement to reach 95% of contacts from cases within 24 hours; Maintain current level of case investigation and contact monitoring; Assist businesses with understanding and implementing safety protocols. As increased testing becomes available and the community begins to re -open, the Communicable Disease (CD) Team anticipates needing to respond to additional cases; hiring these positions quickly and get them trained is a priority. Typically, the CD team has 2.0 FTE to respond to all non -STD reportable diseases (including COVID-19). During the past 6 weeks, an additional 4.0 FTE have been trained and deployed to help with COVID-19 cases. These staff need to return to their normal county functions. Furthermore, providing guidance and education to our community's business sectors as the economy starts to re -open is critical to maintaining an open status. The Environmental Health Team has supported the COVID-19 response by providing 1.0 FTE Environmental Health Specialist II to fill the EOC Business Liaison position. While Environmental Health Specialists have a unique skillset focused on food safety, tourist accommodations and safe drinking water, they also have robust knowledge of preventing disease transmission through proper sanitation and logistical considerations which can be applied to any business sector. Key duties performed by this position include: • Drafting health and safety guidelines for sector re -opening, including topics such as maximum occupancy, physical distancing protocol considerations, use of cloth face masks, hand hygiene/glove use, cleaning and disinfecting, and employee and patron illness. • Participating in listening sessions with members of the local business community to better understand their specific needs. • Providing one-on-one guidance and consulting for business related questions on employee health, cleaning and sanitizing, and continuity planning. This includes community organizations and businesses such as museums, construction companies, retail stores, landscaping companies and non-profit organizations, to name a few. • Working on research and planning for best practices and recommendations for infection prevention as businesses are allowed to reopen. Developing fact sheets for businesses to help communicate this information. • Working with Deschutes County Clerk on plans for election workers in upcoming elections. • Coordinating with Behavioral Health branch to conduct outreach to retirement communities and adult foster homes. • Reaching out to partners to clarify roles including response to complaints and enforcement of rules. Oregon Health Authority (OHA) notified Health Services in April 2020 that its Emergency Preparedness (PE 12) funds increased by $130,375; unspent funds may be eligible for carry forward into FY 2021. The department requests 1.0 FTE Public Health Educator II from July 1, 2020 -June 30, 2021 to conduct case investigations and contact tracing efforts as well as assist with wrap -around services (supplying masks, thermometer, help with housing needs, food, prescriptions, etc.) for individuals isolating or in quarantine, funded through PE 12, contingent on carry forward approval. Health Services requests an additional 3.0 FTE limited duration positions from July 1, 2020 -June 30, 2021, re-evaluating continued need during the FY 2022 budget process: 2.0 FTE Public Health Nurse II to conduct case investigations of COVID-19, outbreak prevention and response and testing in high -risk settings as well as work with contact tracers from OHA and other partner agencies to ensure contact tracing is completed on 95% of identified contacts. • 1.0 Environmental Health Specialist II to continue to provide technical assistance, guidance, and referrals for all businesses in Deschutes County. There is a critical ongoing need for this position to ensure that local businesses open safely and successfully while protecting the health of our community. FISCAL IMPLICATIONS: OHA Public Health Program Element Funding will support 1.0 FTE Public Health Educator II. Alternative funding from County General Funds (CGF) may be available to support the additional 3.0 FTE limited duration positions either fully or partially. In particular: • CARES RELIEF FUNDS: The 3.0 FTE requested above would be 100% reimbursable through CARES Relief Funds; however, states have oversight in the use of funds, and no designation has been made to distribute to local governments within Oregon at this time. Should such funds become available, we request priority be given to fund the above unfunded positions through CARES Relief Funds. Funds can be expended through December 31, 2020. • FEMA REIMBURSEMENT: The 3.0 FTE requested above would qualify for 75% FEMA reimbursement as temporary employees hired to perform eligible work for the duration a Federal Emergency Declaration is in effect. There is currently no designated term date for the designation. Should the above funding not transpire, Health Services requests CGF be identified to cover the expenses of the 3.0 FTE limited duration not associated with OHP Public Health funding. The chart below demonstrates the amount of CGF that would be requested under various funding scenarios: Public Health Nurse II $104,107 $52,054 $65,067 $104,107 Public Health Nurse II Public Health Educator II $104,107 $52,054 $65,067 $104,107 $100,047 $0 $0 $0 Environmental Health Inspector II $100,047 $50,024 $62,529 $100,047 TOTAL POTENTIAL COST TO COUNTY $154,131 $192,663 $308,261 FTE IMPLICATIONS: Job Class Position # Position Description Limited Duration or Regular Dates/Notes FTE 1156 Public Health Education II Limited Duration 7/1/20 — 6/30/21 1.0 1151 Public Health Nurse II Limited Duration 7/1/20 — 6/30/21 1.0 1151 Public Health Nurse II Limited Duration 7/1/20 — 6/30/21 1.0 1196 Environmental Health Specialist 11 Limited Duration 7/1/20 — 6/30/21 1.0 TOTAL FTE 4.0 ATTENDANCE: Heather Kaisner, Public Health Advancement & Protections Program Manager; Thomas Kuhn, Community Health Program Manager \y� E S CMG 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 May 13, 2020 DATE: May 7, 2020 FROM: Christina Partain, Finance, 541-385-1412 TITLE OF AGENDA ITEM: FY 2021 Requested Fee Schedule RECOMMENDATION & ACTION REQUESTED: Review and discussion regarding the Deschutes County and County Service District's FY 2021 Requested Fee Schedule in preparation for June Public Hearing. 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O A N 'O W tD W � .0 CD O O OID O O �% O W 0 0.0 N -+ -• un C) o O O,N o 0 0 Cn W O O O O: v o 0, C). o..(n C)o Cn o (n :O C) O O C) co A: O O O O < C r+ •� -� O O CD �' CD CD T N^^ 3 d 11G :d d !CD Id d > ':S S �;. C 1 7 8 O O t0 O !O O (O (O CD O o N a p CLW C c (D � ; Z n 01 CD M CD d cCD�', o �, 3 W N W W 0 0 C A ;A A C) C) 0 cfl o O C) o co 0o w oo rn rn D �-I 0 0 o 0 0 o Z0l Cp CA x m co» con Z O o . N � D o !. O O W W _ Cn O a T ® C T ® o 0 3 m m < 0 CD 0 S C CD y O CD `G N Oa N CD CD 0- -n CD CD cn 0 Q C- CD o-� ES c�G t !p s To: Board of County Commissioners From: Nick Lelack, AICP, Director Sherri Pinner, Senior Management Analyst Date: April 22, 2020 RE: CDD Requested Fee Adjustments FY 2020-21 The Community Development Department (CDD) is primarily a fee -supported department. CDD's FY 2020-21 requested budget highlights are based on two foundations: 1. Overall CDD budget decrease of 8.4% from FY 19-20 adjusted budget reflects a significant reduction of reserve transfers during FY 21. CDD's personnel and materials & services budgets increased 8% due to costs associated with: a. Two limited duration staff are budgeted through spring 2021 to provide succession planning for long-term employees who have notified the department they expect to retire during the fiscal yea r. b. Additional budget increases are due to cost of living adjustments. 2. In January - early March 2020, CDD estimated permit volumes to remain level with FY 19-20. Reduced revenues, if any, resulting from COVID-19 will be reflected on the monthly Commissioners' Report. CDD has projected potential revenue shortfalls of up to 25%-50%, however, the pandemic may have opposite effect on permitting volumes and result increases due to recent media reports.' Consequently, future permit volumes are unknown at this time. 3. Includes current General Fund allocation to Current Planning - $100,000. CDD proposes no fee changes to its FY 2020-21 fee schedule, with the following exceptions: CDD proposes to add the following new fee to cover the actual cost of service for FY 2020-21: 1. Declaratory Ruling for Destination Resorts - ACS (example -mass mailings) CDD proposes the following maintenance items for FY 2020-21: 1. CDPN 3 - Administrative Determination - EFU alteration or dwelling - Add "Historic ADU" to description. 2. CDPN 19 - Destination Resort Overnight Lodging Tracking (Eagle Crest) - Add language identifying payment as "Deposit/ACS" ' "America's Biggest Cities Were Already Losing Their Allure. What Happens Next?", New York Times, April 20, 2020. htfRs:/lwww.nytimes.coat/2020/04/1'9/us/coronavirus-moving-city-future.htrrrl?searrshRes Position= 1. "Demand for homes in Bend still robust despite pandemic challenges," The Bulletin, April 24, 2020, httos://www.betiC]bLlllkfln,(_() b5ine ,i/r niai�id for-homes=in-bed-s(ll-robust-des)if_te-Dndemic- is �allengeslarticle6a9$94 ti44-11e�- 9182-db92519a22f4.html 3. Combine CDPN 26 -Hearings Officer Deposit and CDPN 27 -Hearing Officer Administrative Fee Deposit to reflect one charge for Hearings Officer and Administrative Deposit in the amount of $5,500. In addition to CDD requested fee addition and maintenance items, the following fee increases apply to our partner organizations' SDC's: Road Department: Transportation SDC's - est. increase of 0.9% (construction cost index, see attached memo) • Bend Park and Recreation District: SDC's will be adopted in June 2020. BPRD will notify CDD of adopted fees. • La Pine Special Sewer District SDC fees increase each 6 months. Effective 7/1/2020 - $6,543.00; effective 1/1/2021 - $6,663.00. Pahlisch Homes SDC's are discounted $1,446 for each time period. 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 2020-21. Of the 9 counties and cities surveyed, 8 responded. The results of this survey varied from zero fee increase to an estimated range of 2.1 % to 5%, and some jurisdictions are undecided at the time of this memorandum. Lane County anticipates requesting a 2.1 % fee increase later this summer in an effort to better understand the financial effects of COVID-19. Crook County anticipates requesting a 5% increase in October 2020, allowing time to better understand the effects of COVID-19. Jefferson County anticipates assessing fees later in the year as well. 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. Important notes regarding CDD's proposal to not change fees at this time: 1. The uncertain economic conditions warrant using reserve funds if necessary to cover any financial gaps in the revenues and expenditures that would have been covered by fees this fiscal year. 2. Building fees adequately cover Building plan review and inspection services. 3. In the future, CDD will propose: a. Electrical fee increases to cover the actual cost of service (ACS) to provide these services. b. Environmental Soils fee increases to cover ACS to provide these services. c. Planning fees to cover ACS to provide current planning services. Planning fees have not been increased to cover ACS since at least 2105 due to: L General Fund allocations to pay for the Lot of Record land use applications. ii. General Fund allocations to subsidize the Planning Division's ACS, effectively "buying down" fee increases. ACS has continued to increase primarily due to the volume of increasingly complex and controversial applications requiring significantly more resources. iii. Marijuana Fund allocations to cover costs associated with developing, implementing and monitoring the marijuana program. CDD will also engage the Board in a future discussion over hearings officer costs for applications that: Appear to comply with County Code, but is contested. Staff requires applicants to pay the hearings officer deposit for these applications. The reason is that state law imposes a maximum $250 fee for appeals of administrative (staff decisions). CDD subsidizes appeals of administrative decisions by paying hearings officers ACS. These subsidies can range from $1000 to $5000. As a fee supported department, CDD does not generate revenues from other sources to cover these costs. Applicants regularly raise issues and questions of fairness - they are only required to pay the hearings officer deposit because they, for example, have an upset neighbor, while other similar applications without such neighbors are not required to pay the deposit. 2. May be subject to federal litigation, such as the Religious Land Use and Institutional Persons Act, Americans with Disabilities Act, and Fair Housing Act. County Legal Counsel recommends CDD not charge hearings officer deposits in these cases. Consequently, CDD subsidizes these hearings officer costs from revenues generated by other permit fees. Staff will present options to cover these costs at a future Board meeting. Options range from continuing existing practices (provided CDD has the revenue to subsidize these applications), to requesting the Board initiate review ("call-up") each of these administrative decisions (this could be numerous), to General Fund allocations, to increasing all fees by a small percentage to cover these costs. Staff raises these issues now to alert the Board to future discussions on fees. O'� ES C��,, ROAD DEPARTMENT MEMORANDUM Date: March 9, 2020 To: Tom Anderson, County Administrator From: Chris Doty, Road Department Director RE: SDC Inflation Adjustment per ENR Construction Cost Index Per Resolution 2013-020, the County's Transportation System Development Charge (SDC) is prescribed to be adjusted annually to account for inflation, as follows: Section 4(G): Unless otherwise adjusted by order of the Board of County Commission, on each succeeding July f after 2014, the SAC, consisting of the improvement fee, the reimbursement, if any and the administrative recovery charge shall be adjusted by the annual percentage increase or decrease in the construction cost index, published in the immediately preceding January by the Engineering News Record for the City of Seattle, Washington. The calculation shall use the immediately preceding July 1 and the then -applicable rate per peak hour trip as the starting point. Per the Engineering News Record, the construction cost index within the Seattle, WA area from January 2019 to January 2020 reports an increase of 0.9%. In accordance with Resolution 2013-020, the Transportation SDC will increase 0.9% (+$40) from $4,448 per peak hour trip to $4,488 (effective July 1, 2020) with fee component breakdown as follows: Improvement Fee: $4,329 Reimbursement Fee: $ 103 Administrative Charge: $ 56 Total: $4,488 (per peak hour trip) For a single family residential unit, this equates to an SDC of $3,635 based on the County's local trip generation rate of 0.81 PM peak hour trips per unit. f I 'i � v m I o Voq j (D Ti '00 Wo k( FL g 0�O Oj i I pQ t0 ' I N ' �lt,.�� U Q` N V tz E i Of h N OS :Vi �Gi k (Oi� S � to N' c. 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RE; Item No. APP9 and APP4 The P&P division no longer charges or receives administrative (APP 3) or daily (APP 4) fees for electronic monitoring. in September 2018 the division entered into a contract with Vigilnet LLC to provide, charge and manage payments for individual electronic monitoring clients. Therefore it is not necessary to continue to list the fee. RE! item No. APP 9 The P&P division no longer charges a community service transfer fee (APP 9). The division has not charged this fee since PY2016 at the latest. The fee was formerly charged to clients transferring to Deschutes County from another county's jurisdiction. The division made the decision to stop assessing this fee as such clients were already being assessed other transfer fees that covered the costs of the work required. Let me know if you need further information, or if you'd like this in a more formal memo format. Best, ti 7t ., t?c3cian'cs ,j'.c DESCRUTES COUNTY DISTRICT ATTORNEY'S OFFICE (DCDA) Public Records Process Request portal: Request should be made through http: //dcda. us/ Submit your request online using the submission form. You will receive a confirmation email that acknowledges your request. Mail a written request to: Deschutes County District Attorney's Office Attn: Public Records Request 1164 NW Bond Street Bend, Oregon 97703 Fee Schedule for Public Records Requests Payment of fees is required before records are released. Due to staffing limitations, DCDA may require payment of the estimated cost before processing large or time consuming requests. When possible, DCDA will provide records in batches to avoid delay when the request is voluminous. DCDA shall waive 60 minutes of staff time for all Public Records Requests for victims of crime and requests of compelling public interest, after which fees may be assessed for additional staff time, applicable services and supplies required to fulfill a Public Records Request in accordance with the applicable fee -schedule below. The hourly rate charged for additional staff time will be: First 30 minutes is waived on all requests. $25 if total request is under 1 hour. $50 per hour after the first hour. Fees are subject to statutory limitations described in ORS 192.440(4)(b). Exceptions may occur and the 60 minute waiver for victims may be denied if there is abuse by the requestor by: 1) Fragmenting a request that if taken in the aggregate would amount to significantly more than 60 minutes; or 2) Submitting multiple small requests in a short time - frame causing an undue burden on the agency. Production of Responsive Records Fees When DCDA is providing paper or electronic copies to requesters additional fees may apply. Copies: Based on current discovery fee schedule. Media: Based on current discovery fee schedule Postage: Based on current postal rates. Voluminous or special requests may incur additional costs. Estimates will be provided to the requestor in advance of completing the request. Additional Cost Considerations Miscellaneous fees related to production and release of responsive records may include: Expedited Archive retrieval $50 Costs of software companies/contracts (as needed to manage the volume of request) Other 3rd party costs (in extreme circumstances) Estimates will be provided to the requestor in advance of completing the request. Fee Waiver DCDA is statutorily required to consider and grant reasonable requests to waive and/or reduce fees associated with fulfilling a public records request when doing so is in the public interest because providing access primarily benefits the general public. Waiver may result in full, in -part or a reduced fee schedule. DCDA will use the criteria outlined in ORS 192.440(5). Requests for fee -reduction or waiver will be evaluated on a case -by -case basis based on: 1) The information provided by the requester; and 2) The totality of circumstances at the time of the request. Previous requests and evaluations will not be considered as part of the evaluation. Requests for "Public Records" from another public body to the Deschutes County District Attorney's Office will not be processed as a public records request. (See to ORS 192.311(3)) However, DCDA will process the request as a request to share records with another public body. ES MFORMATION TECHNOLOGY MEMORANDUM DATE: April 30, 2020 TO: Deschutes County Board of County Commissioners FROM: Joe Sadony, Information Technology Director Shad Campbell, Information Technology Applications Manager RE: Change Request to GIS Fee Schedule Deschutes County Information Technology (IT) would like to update our antiquated fees for printing Geographic Information Systems (GIS) paper map products. The current fee structure for map printing is based on a set of preconfigured map products that Deschutes County IT/GIS made available for purchase. The fee for these is based on the time and materials to generate those products. Since making our GIS data available online, and creating new applications that provide online mapping such as Dial, preconfigured map products are no longer relevant and we have stopped creating, maintaining, and selling these products. Requests for GIS paper map products are now vary rare, but usually are for custom map creation. We currently charge $65 per hour for time to create custom map products and would like to add material pricing based on actual material costs only. Paper comes in 24, 36, and 42 inch wide rolls, and our material costs including ink and overages average $0.20 per inch for 24" paper, $0.25 per inch for 32" paper and $0.30 per inch for 42" paper. We are asking that these material prices per inch replace the existing fees on our GIS fee schedule associated with the preconfigured maps. C'0 HEALTH SERVICES f` To: Board of County Commissioners Christina Partain, Senior Accounting Technician From: Daniel Emerson, Health Services Management Analyst CC: Cheryl Smallman, Health Services Business Manager Date: 3/27/2020 Re: FY 2021 Health Services Fee Changes Summary of Changes: Behavioral Health billable rates are increasing by 2% on average. The majority of Public Health fees are mandated by the State and have been aligned with the State. Environmental Health fees ranged from no change to 50% increase, with the majority of fees increasing by 3%, bringing the overall average increase to 7%. All other fees, 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 2018 through FY 2021 Program Behavioral Health Fees Vital Records Patient Office & Well Service Visits Targeted Case Management Procedures Immunizations Laboratory Processing Specimen In -House Testing & Injections Diabetes Prevention Environmental Health 2018 2019 2020 2021 3% 6% 7% 2% Actual Cost of Service 0% 12% 0% (I) 2% (Ill) Fees Alandated by State 2% 2% 2% 2% Actual Cost of Service 0% new 0% 31% (IV) Fees Wndated by State 3% 2% 2% -3% (VI Actual Cost of Service 2% 4% 3% 11% Fees Mandated by State 0% 0% 0% 0% Actual Cost of Service 1 % 4% 0% 0% Actual Cost of Service new Fees Mandated by State 0% 6% 3% (ti) 7% Actual Cost of Service N State of Oregon allowed for a $3 surcharge on top of the $25 certificate fee for identity verification (tl) Significant changes in personnel costs within this program affected FY2019; increased to rates reflect a portion of the actual cost of service. (Ill) Increase due to new one time applicant verification fee of$1.25. (Iv) State of Oregon fee increase. (Y) Most FY21 procedure fees increased by 2%, however a significant reduction in the actual cost of service to the LEEP procedure resulted in a net decrease. 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 2021 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 2021 resulted in an average net increase to billable rates of 2%. The actual range of change experienced amongst the different service types and direct service personnel types ranged from a 7.3% decrease to a 7.7% increase. The FY 2021 results include normal payroll increases from step -increases and cost -of -living adjustments. Specifically, direct -service provider salaries totaled $8.4 million across 126.3 FTE in FY 2020 whereas salaries totaled $9 million across 134.2 FTE in FY 2021. Changes to the Behavioral Health fee schedule include the removal of the Safe Schools Assessment fee, which is no longer provided, and the addition of Medical Record fees pursuant to ORS 192.563. In summary, with consideration being given to the change in cost for direct -service employees, Behavioral Health fees for FY 2021 do not vary significantly from the FY 2020 fees. Public Health Fees for Vital Records are mandated by the State of Oregon. Vital Records is proposing to offer a new applicant verification service with an associated cost of $1.25. 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. The FY 2021 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)). STD and HIV Patient Office Visits are newly proposed fees in FY 2021. These fees are calculated using the same methodology as the Patient Office Visits, and are proposed to have a minimum slide fee to $30. The Targeted 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 $462.35/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)). The exception to this is the Conization of Cervix, LEEP procedure. This procedure was new in FY 2020 and underwent re-evaluation based on actual cost of service in FY 2021. Based on the analysis, the fee is reduced. Fees for the Immunizations (incl. Special Programs & 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. No changes have occurred with Laboratory Processing Specimen fees. STD and HIV Laboratory Processing Specimen are newly requested fees. STD and HIV visit programs are requesting Laboratory Processing Specimen fees be set at actual costs of labs, which range from $0 to $91 depending on the type of lab requested. 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T a N N N D C CD N CD a m CD CD cn 0 S CD a c CD 01 E S CMG Qj o c Deschutes Countv 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 May 13, 2020 DATE: May 7, 2020 FROM: Holly Harris, Health Services, TITLE OF AGENDA ITEM: Consideration of Request to Extend Dates of DSCS Positions Funded by COHC Grant RECOMMENDATION & ACTION REQUESTED: Staff request approval to extend the dates for all 4.5 full-time equivalent (FTE) positions funded by the Central Oregon Health Council's (COHC) grant to expand the hours of the Deschutes County Stabilization Center. BACKGROUND AND POLICY IMPLICATIONS: Deschutes County Health Services (DCHS) was awarded $581,431 dollars from COHC on January 15, 2020 to expand the hours of the Deschutes County Stabilization Center (DCSC). The Board of County Commissioners approved 4.5 FTE limited duration positions to start on May 1, 2020 and extend through April 30, 2020. Due to COVID-19, the DCSC opening has been changed to June 1, 2020. The expansion of hours will not occur until July 1, 2020 at the earliest. In addition, hiring for these positions is taking longer than expected due to the non-traditional schedule and limited duration status. COHC has been extremely understanding of these challenges and has allowed DCHS the necessary time to become fully operational, even if this extends beyond the grant year. We are here today to request approval for the duration of all 4.5 FTE associated with this COHC grant to be 12 months from the date of hire. In addition, we would like to request that position 2713, Behavioral Health Technician, be extended by one month in order to start June 1; thus, making it a 13-month limited duration position. This position will operate the front desk and is critical for the operations of the DCSC. The additional month of hire will be funded using FY 2020 budgeted and unspent funds allocated specifically for Stabilization Center staffing through an interfund transfer from the Sheriffs Office. Funds from COHC grant are not being released until July 1, 2020 for all positions listed below. FISCAL IMPLICATIONS: None FTE IMPLICATIONS: Job Position Position Description Limited Duration Dates/Notes FTE Class Number or Regular 1120 2713 Behavioral Health Limited Duration 13 months from 1.0 Technician date hire 1120 2714 Behavioral Health Limited Duration 12 months from 0.5 Technician date hire 1162 2715 Behavioral Health Specialist Limited Duration 12 months from 0.5 11, LIC date hire 1162 2716 Behavioral Health Specialist Limited Duration 12 months from 0.5 II, LIC date hire 1162 2717 Behavioral Health Specialist Limited Duration 12 months from 0.5 II, LIC date hire 1005 2718 Peer Support Specialist Limited Duration 12 months from 1.0 date hire 1005 2719 Peer Support Specialist Limited Duration 12 months from 0.5 date hire TOTAL 4.5 FTE ATTENDANCE: Holly Harris, Crisis Services Program Manager; Cheryl Smallman, Business Manager OT ES c�G 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 May 13, 2020 DATE: May 7, 2020 FROM: Holly Harris, Health Services, TITLE OF AGENDA ITEM: Consideration of Request to Convert Jail Diversion Limited Duration FTE to Regular Positions RECOMMENDATION & ACTION REQUESTED: Staff request approval to convert three existing full-time equivalent (FTE) from limited duration to regular positions. BACKGROUND AND POLICY IMPLICATIONS: As part of the Fiscal Year 2015-2017 biennium, the Oregon Health Authority (OHA) awarded Deschutes County a seven-year grant for Jail Diversion. At the end of the first contract, OHA converted the award into part of its ongoing funding stream through the Behavioral Health Intergovernmental Agreement, and it now follows the Service Element requirements. Health Services is requesting the 3.0 FTE initially designated as limited duration under grant funding be converted to regular positions as part of the ongoing funding. These positions are 1.0 Behavioral Health Specialist (position 1845) and 2.0 Peer Support Specialist (positions 1694 and 1695). FISCAL IMPLICATIONS: None FTE IMPLICATIONS: Job Class Position Number Position Description Limited Duration or Regular Dates/Notes FTE 1005 1694 Peer Support Specialist Limited Duration Convert to Regular 1.0 1005 1695 Peer Support Specialist Limited Duration Convert to Regular 1.0 1160 1845 Behavioral Health Specialist I Limited Duration Convert to Regular 1.0 TOTAL FTE 3.0 ATTENDANCE: Holly Harris, Crisis Services Program Manager; Cheryl Smallman, Business Manager Cheryl Smallman From: Holly Harris Sent: Tuesday, March 17, 2020 8:37 AM To: Cheryl Smallman Subject: FW: SE 09 funding This should be sufficient.... hopefully. Thanks! ES Holly McCown Harris, M.Ed., LPC Program Manager Crisis, Forensic Diversion and Access Services Deschutes County Health Services 2577 NE Courtney I Bend, Oregon 97701 Office: (541) 322-7508 Fax: (541) 322-7565 Holly. Harris@deschutes.org Our mission: To promote and protect the health and safety of our community. Think Green, please print only if necessary and recycle. Confidentiality Notice: This e-mail message, including any attachments, is for the sole use of the intended recipient's and may contain confidential and privileged information. Any unauthorized review, use, disclosure, or distribution is prohibited. If you are not the intended recipient, please contact the sender by reply e-mail and destroy all copies of the original message. Thank you. From: Derting Sheryl L<SHERYL.L.DERTING@dhsoha.state.or.us> Sent: Tuesday, March 17, 2020 8:35 AM To: Holly Harris <Holly.Harris@deschutes.org> Cc: Gabel Cody W<CODY.W.GABEL@dhsoha.state.or.us> Subject: RE: SE 09 funding [EXTERNAL EMAIL] Hi Holly, At the end of the first contract where the Jail Diversion grant was awarded, OHA chose to turn this award into a regular part of your funding stream rather than renew it for the terms within the solicitation itself. It now just follows the Service Element requirements. Sheryl Fiscal Analyst 3 OREGON HEALTH AUTHORITY Health Systems Division Shervl.L.Dertina(@state.or.us Desk: 503-945-6263 http://www.oregon.gov/OHA From: Gabel Cody W<CODY.W.GABEL@dhsoha.state.or.us> Sent: Tuesday, March 17, 2020 8:21 AM To: Harris Holly <hollV.harris@deschutes.org> Cc: Derting Sheryl L<SHERYL.L.DERTING@dhsoha.state.or.us> Subject: RE: SE 09 funding Holly, I have looked through the historic files and I cannot find anything that I can send that would assist in what you are asking. The only Jail Diversion funding that we have currently is part of the Jail Diversion Service Element. I am adding a colleague from the contract department to see if they have an idea on how to help you with what you are asking for. Cody Gabel LPC, CADC 3 Forensic Diversion Coordinator OREGON HEALTH AUTHORITY Health Systems Division Adult Mental Health and Housing Unit Mobile: 971-283-6160 From: Holly Harris <Holly.Harris@deschutes.org> Sent: Monday, March 16, 2020 4:05 PM To: Gabel Cody W<CODY.W.GABEL@dhsoha.state.or.us> Subject: SE 09 funding ;Think twice before clicking on links or opening attachments. This email came from outside our organization and might ;not be safe. If you are not expecting an attachment, contact the sender before opening it. Hi Cody, About 3 years ago or so we were awarded the Jail Diversion Grant from OHA. At some point along the way, the funding was moved to a SE and became ongoing funding. Jennifer Rees had clarified this in one of our meeting a few years ago and put it in the meeting notes but I cannot find those anywhere. Can you provide me something in writing stating this? Basically our HR wants to know that it is SE dollars and not a 7 year limited duration grant as it had started. Thanks! Holly Holly McCown Harris, M.Ed., LPC I Program Manager Crisis, Forensic Diversion and Access Services Deschutes County Health Services 2577 NE Courtney I Bend, Oregon 97701 Office: (541) 322-7508 Fax: (541) 322-7565 Holly.Harris@deschutes.org Our mission: To promote and protect the health and safety of our community. Think Green, please print only if necessary and recycle. Confidentiality Notice: This e-mail message, including any attachments, is for the sole use of the intended recipient's and may contain confidential and privileged information. Any unauthorized review, use, disclosure, or distribution is prohibited. If you are not the intended recipient, please contact the sender by reply e-mail and destroy all copies of the original message. Thank you. ES CMG 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 May 13, 2020 DATE: May 11, 2020 FROM: Tom Anderson, Administrative Services, 541-388-6565 TITLE OF AGENDA ITEM: Review Costs of BOCC Front Office Remodel CONCEPTUAL BUDGET EST/MA TE SUMMARY REPORT 23-Mar-20 03.25.20LRUodates/Comments 1 04,13,20LR, rA, EKandSKcomments Incorporated --` * Based on site walk-thru with Architect Briana Manfrass, Jessica Campbell and Dan Hopper on 02.26.20 and attached 03.23.20 Permit Application Drawing markups. Division 01 C+enera/Requi�ementa Temp protection, wails, cleaning, Supervision, Project Mgt., after-hours premium, etc. All work to occur after 5:00 pm. Cleanu fop r general occupancy each da�r [Division 01 General Requirements Sub -Totals J `-----_._q_.__.. x 11,910 I wT 22.82 Isf Division 02 Ex—_ Conditions Demolition - walls, flooring, ceiling, HVAC, electrical, disposal & haul -off Division 03 Concrete Division 03 Concrete Sub -Totals _ -Isf Division 04 Masonry Division 04 Masonry Sub -Totals lsf Division 05 Steel ____—_.._—.___.._._._-_._._.—_._.-_._____-_.—.__-_.__._.______—_ _ _-_ Division _____O6____W Steel SSuub-Totals - /sf Division 06 Wood, Plastics, & Composites Division_07 Thermal & Moisture nd in Sousulation at walls and at Division 08 Doors, fran Division 09 Finishes D_ Drywall,, ceiling grid/tile repair, Division 10 Specialties If barrier removal items are rec Division 10 Speciaitfes Sub-Tc Division 12 Furnishings Window Treatment _ nsaction window, glazing, etc. on recent Lecal remodel. Glazino is ease and paint extends to insideloutside wall corners for Electrical outlets, data outlets, access control Page 1 BOCC Reception Area Remodel —Conceptual Estimate SUMMARY_ 04.14.20 CONCEPTUAL BUDGET EST/MA TE SUMMARY REPORT BOCC Reception Area Remodel 23-Mar.20 03.25.20LRUadatea/Comments I 04.13.201R,TA,EKendSKcommentsnccorparatad *Based on site walk-thru with Architect Briana Manfrass, Jessica Campbell and Dan Hopper on 02.26.20 and attached 03.23.20 Permit Application Drawing markups. $ - Isf Division 32 Site Improvements Division 33 Utilities Sub -Totals Direct Construction Cost $ 29,968 $ 57.41 Isf Contractors Contingency 3% $ 899 $ 1.72 /sf General Liability Insurance 1% $ 309 $ 0.59 /sf General Contractor OH & Profit 8% $ 2,494 $ 4.78 /sf Total Contractor Costs: 13316 $ 64.50 /sf Deschutes County Facilities Project Management & Administra 2% $ 673 $ 1.29 Isf Design Costs - based on NOV, not-to-exceed,$5,125 3800 $ 3,800 $ 7.28 Isf Permitting Costs -basedonrecent remodel ofLegalDept. 1,800 $ 1,800 $ 3.45 Isf Index To Construction Start Spring,'21 0% $ - $ - Page 2 BOCC Reception Area Remodel —Conceptual Estimate SUMMARY_ 04.14.20 Commissioners, We received word of the attached program this afternoon. It's basically a COVID-19 relief grant program for small for -profit and non-profit businesses sponsored by Business Oregon. It requires a 1:1 match from local government. COIC is willing to administer it, similar to the loan program you recently funded. David Givans and Scott Aycock can be available during your COVID-19 update (Other Items) to speak to it if you would like them to. The deadline for first round applications is this Monday, May 18th. There will be later rounds. UM Notes - COIC Grant group Date: 5/12/20 Oregon is releasing an RFP for public entities (cities, counties, economic development districts, council of governments) that have or will develop a community business assistance program (grants) in response to the COVID-19 crisis and are able to meet the parameters of this program. Initial phase is $2.5M and have total funds of $10M in grant matching. • Grant funds for profit / non-profit businesses • >50% decline in business o Profit: Those eligible for -profit businesses that can demonstrate a one month decline in revenue greater than 50% in the month of March 2020 or April 2020 as compared against sales in the month of January 2020 or February 2020. o Non-profit businesses: (limited to 501(c)(3) corporations) that can demonstrate a decline in revenue greater than 50% across the months of March 2020 and April 2020 as compared against the same period of time in 2019. <25 employees • Unable to access monies from CARES, PPP, and EIDL. • Principal operations in Oregon Grants no loans. Amounts • 0-5 employees o $2,500, or • 60-day fixed expenses up to a maximum of $5,000. • 6-10 employees o $5,000, or • 60-day fixed expenses up to a maximum of $10,000. 11-15 employees o $7,500, or • 60-day fixed expenses up to a maximum of $15,000. • 16-20 employees o $10,000, or 60-day fixed expenses up to a maximum of $20,000. • 20-25 employees o $12,500, or i 60-day fixed expenses up to a maximum of $25,000. Proposals for this round of funding are due May 18, 2020 by 5:00 PM business ore • • State of Oregon COVED-19 Emergency Business Assistance Matching Fund Request for Proposals ANNOUNCEMENT The Oregon Legislature, in partnership with the Governor, allocated $5 million from the State General Fund, which will be combined with $5 million redirected from existing programs at the Oregon Business Development Department (Business Oregon), for the purpose of providing financial assistance to small businesses adversely affected by economic conditions associated with the COVED-19 pandemic that have not received federal emergency assistance under the federal CARES Act or other federal program for emergency pandemic funding. Many small businesses in Oregon face cash flow shortfalls due to the economic conditions arising from efforts to reduce the number and severity of COVED-19 infections. Some businesses have been closed by executive emergency orders, while others have voluntarily closed or reduced operations to address health and economic concerns. Many communities throughout Oregon are providing local assistance to small businesses, and this announcement provides up to a 1:1 match to augment these community -level assistance programs. To fill gaps not reached by other programs, these state funds are directed to adversely affected businesses with 25 or fewer employees, and only those that have been unable to receive federal CARES Act funding, including the Small Business Administration's Paycheck Protection Program, Economic Injury Disaster Loan Emergency Advance program, or other federal programs for emergency pandemic funding to date. Businesses may use the proceeds for any business related operating expenses, particularly to support businesses that were closed as they move into the first phase of statewide reopening. This announcement is for the first of three rounds of funding tied to this program, this round consists of $2,500,000, available up to a 1:1 match to funds in community programs to provide emergency economic assistance to local small businesses. Awards will be made to public entities (cities, counties, economic development districts, council of governments) that have or will develop a community business assistance program in response to the COVID-19 crisis and are able to meet the parameters of this program. Program awards made to public entities will be structured as forgivable loans. Forgiveness will be based upon a recipient's ability to meet the program values and priorities outlined below and in contract. Public entities will be required to make sub -awards from this program to eligible individual businesses as grants. Awards for this round of funds will be based on a community program's ability to achieve the parameters, values, and goals of the program. If you have such a program that meets the State's program parameters, please submit a funding proposal. Proposals for this round of funding are due Monday, May 18, 2020 by 5:00 PM. Program Values • Ensure that historically disadvantaged individuals that own businesses have access to these funds. ■ Ensure these funds are supporting the small businesses unable to access or apply for federal funds. ■ Ensure that these funds are reaching every corner of Oregon. ■ Ensure that these funds are keeping businesses operational. Eligible Applicants Public entities (cities, counties, economic development districts, council of governments) that have or will develop a local business assistance loan or grant fund and are able to meet the parameters of this program as described below. Priority will be given to those public entities that were not allocated direct funding Through the ^AWES Act. Local Program Funding Priorities Local assistance programs are expected to make one -time -only awards to businesses as follows: ■ Businesses that have been adversely affected economically in one of the following two categories: o Those for -profit and non-profit (limited to 501(c)(3) corporations) businesses that were -- ibitnrl fre.........,�,.�t:.,., y. vaa.vA- aavaai UNcIQLIVia as U11Cl,LCU UY LRCl.UUVC UIUCl GU-14. o Those eligible for -profit businesses that can demonstrate a one month decline in revenue greater than 50% in the month of March 2020 or April 2020 as compared against sales in the month of January 2020 or February 2020. Those non-profit businesses (limited to 501(c)(3) corporations) that can demonstrate a decline in revenue greater than 50% across the months of March 2020 and Apri12020 as compared against the same period of time in 2019. • Businesses with 25 or fewer employees. ■ R11SinPRRPR that hnUA hAAn nnnhla fin nnnnao fniln 1 r ADVC Ant f.....7 + i....1..Ai.,..- v SniaiiBusidleSS kt'-ministratlon's t'aycheck Protection iNrogram (Yl'i'); o Economic Injury Disaster Loan Emergency Advance program (EIDL); or o Other federal programs to date for emergency pandemic funding. Ineligibility Factors • Passive real estate holding companies and others holding passive investments. ■ Mon -profit entities that do not have federal 501(c)(3) status. ■ Businesses that are delinquent on federal, state or local taxes that were due before April 1, 2020. • Businesses that do not comply with all federal, state and local laws and regulations. Businesses not headquartered and with principal operations in Oregon. ■ Businesses not registered to do business in Oregon (Secretary of State Business Registry verification) if such registration is required. Program Design Awards to eligible businesses will be made as a grant. The amount of the grant will be the greater of two figures based on an applicant's ability and desire to submit support documentation: the first based on the number of employees before the COVID-19 crisis (as of February 29, 2020); or the second based on the documented amount of fixed operating expenses for the 60 day period of January 1 through February 29, 2020: ■ 0-5 employees o $2,500, or 0 60-day fixed expenses up to a maximum of $5,000. ■ 6-10 employees o $5,000, or 0 60-day fixed expenses up to a maximum of $10,000. ■ 11-15 employees o $7,500, or 0 60-day fixed expenses up to a maximum of $15,000. ■ 16-20 employees o $10,000, or 0 60-day fixed expenses up to a maximum of $20,000. ■ 20-25 employees o $12,500, or 0 60-day fixed expenses up to a maximum of $25,000. Program Award Targets The State will make awards to various local assistance programs designed to achieve geographical delivery across the state, with a target of at least 60% of awards reaching those in rural areas outside of the largest urban growth areas (see Award Process below). The State has set a target of 50% of these funds to be awarded to sole proprietors, where possible, by the local assistance program. The State will encourage outreach to historically disadvantaged population groups. The funds must be rapidly deployed to meet immediate business needs and applicants will be required to fully deploy the proceeds within 45 days of receipt. Business Applications and Support Documentation ■ Businesses must: ■ Self -certify they have not received CARES Act PPP or SBA EIDL assistance as of the date of application. ■ Demonstrate: o That they were prohibited from operation as directed by Executive Order 20-12; or o That they had a sales or revenue decrease of 50% or more in the month of March or April 2020, as compared against the sales or revenues of January or February 2020, or as compared against the same period in 2019. ■ Demonstrate they are headquartered and with principal operations in Oregon. ■ Self -certify they are not subject to any of the ineligibility criteria. ■ Self -certify that the business and its operations are, and will, remain compliant with all local, state and federal laws. ■ Provide business, financial and ownership information necessary to determine and verify eligibility. Other program details and next steps Local entities administering COVID-19 business assistance programs (loan or grant programs, new or existing) may apply to receive an award under this announcement. If approved, the applicant will enter into a contract with Business Oregon in short order. During the contract process, Business Oregon will consult on the detailed operational steps proposed by the local assistance programs, and the basic reporting needed by the State. Program Access it is intended that these state funds are equally accessible to all Oreqonians, so a robust marketing_ program that reaches out locally to businesses owned by members of historically disadvantaged population groups (Asian, Black, hispanic, Native American, and Women Owned Businesses) is a requirement of this program. Only those applicants that can demonstrate such a marketing program and fair access procedures will be considered for funding. Local community program awardees will be required to: - have program marketing materials avail abie in languages that are representative of the focal population. • Develop a stepped marketing program that reaches out and markets to members of historically diCarlvnntnnPd nnniiintinn nvrninc irn nrlrrnnnc of . vio +;__ +n +1,n . ,1 ,...1.1;. ,. �i___a r_____. .. - .�..ayk..�.,.y aw.v.r.a..awu.c..u. a.u.a..a.u..a...eU c'i;giuic businesses wl_.u_la_tl 45 days- o-frtile recelpirr of aunas. ■ Demonstrate, for loan forgiveness, that all agreed Program Access activities as described in the application and agreed upon in contract have been fulfilled. Application Process Local assistance programs should submit a written Proposal that describes the following; Amount of award requested to match new or existing local funds (state funds up to, but will not exceed, local funds). ■ Description of your established or proposed small business support program responding to the COVID-19 crisis. o For matching funds being requested for a new program, describe how the program will be operational no later than May 30, 2020, and how the local assistance program eligibility requirements comply with the requirements in this State of Oregon COVID-19 Emergency Business Assistance announcement. o For matching funds for an established program, describe when the program was formed and how the local assistance program eligibility requirements comply with the requirements of the State of Oregon COVID-19 Emergency Business Assistance. o For either, describe amount and source(s) of capitalization, the eligible applicants, the type(s) of awards made, award ranges, number of awards, amount deployed to date, and the amount remaining to be deployed. • Describe marketing activities and outreach to encourage participation of businesses owned by members of historically disadvantaged populations groups in the applicant's jurisdiction(s). Describe any procedures to ensure equitable awards are made to those businesses owned by members of historically disadvantaged populations groups. (See Program Access above.) ■ Describe the plans to market the grant program, including partnerships and marketing strategies with chambers, business associations, Small Business Development Centers, etc. ■ Description of your grant/loan announcement and application process. ■ Description of your grant/loan review and award process. ■ Estimate geographic distribution of awards (list all municipalities and/or counties served): o The percent of allocation awarded to urban (cities with populations greater than 30,000) businesses, and o The percent of allocation awarded to rural (cities with populations of 30,000 or less, or unincorporated areas) businesses. ■ Estimate the percent of allocation awarded to sole proprietors. ■ Briefly describe the background of the executive in charge of the program, and description of any other key team members if desired, and description of any audit or oversight measures if desired. Provide contact information for a designated lead contact. There is no minimum or maximum page limit for Proposals or other format requirements, except that the Proposal must be delivered electronically in a Microsoft Office compatible file type, less than 20 megabytes. Proposals for this round of funding are due May 18, 2020 by 5:00 PM. Please deliver your Proposal by email to: Melisa Drugge, Regional Development Manager melisa.drugge@oregon.gov (503) 508-3147 for any questions A GoToMeeting teleconference for questions and answers regarding this announcement will be held Monday, May 11 from 3:00-4:30 PM. From your computer, tablet or smartphone: https://global.gotomeeting.com/join/441110725 From dialing in with your phone:: +1(872) 240-3412 Access Code: 441-110-725 New to GoToMeeting? Get the app now and be ready when your first meeting starts: https://alobal.ciotomeetina.com/install/441110725 Award Process Business Oregon will coordinate an expeditious review process and may contact any proposer for further clarification or negotiation. Decisions will be made in the State's sole discretion, endeavoring to meet the objectives and targets described above and below: ■ No less than 50% of the awards to be made to Sole Proprietors. ■ No less than 60% of awards to be deployed in rural communities with population fewer than 30,000 per the last decennial census (2010) data including all areas outside of the following urban growth boundaries: o Albany o Bend o Corvallis • ,r y.. r,.0genre w .y. uiyucau o Grants Pass o McMinnville o Medford o Portland Metro (City of Portland, Multnomah and Washington County and communities in Clackamas County with populations of 30,000 or more) o Salem/Keizer ® To the extent possible, evenly balanced allocations to the following regions: o Central Region • Crook, Deschutes, Hood, Jefferson, Sherman and Wasco County n r..nactn1 Ran_inn f 1�4c�nw ('`nnn t� T ..1.. ...7 T; 11.. _1- -2 ice_ _7_ n_ west of Coastal Range v µ ..........,.,.. vv �.... v.... LV u o Eastern Oregon Region • Baker, Gilliam, Grant, Harney, Malheur, Morrow, Umatilla, Union, Wallowa, and Wheeler County o Metro Region • Multnomah, Clackamas, and Washington County o Southern Oregon Region r Jackson Tnoe 1,i. Kla ath an T ..1,- ll.. ..o.. ...7 il.. ..i.... l+.. ... a.... ..a _L Jackson, vvva.�eiaauc, tuatita LAI aliU J CXX%,C L/VullLY =LIU 1JUU9Aa0 l,Uulllj/ COOL Vl Coastal Range o Valley Region Benton, Clackamas, Columbia, Linn, Marion, Polk and Yamhill County and Lane County east of the Coastal Range Grant fund deployment deadlines and reporting requirements A final report is due the sooner of: ■ 30 days from when the capital is deployed by the local assistance program to eligible businesses, or ■ July 15, 2020. Any proceeds not deployed by June 30, 2020 are to be repaid to Business Oregon on or before July 1, 2020, unless waived in writing by the department. In the final report, the local assistance program will be required to report program and recipient information on a form prescribed by Business Oregon, including but not limited to: ■ Number of applications received ■ Number of awards made o Awards as #, $ and % of allocation by voluntary reported demographic information o Award as #, $, and % of allocation by region o Award as #, $, and % of allocation by company size o Award as #, $ and % of allocation to sole proprietors ■ Sub recipient data o Name of company o Employer Identification Number (EIN) o Oregon Business Identification Number (BIN) o Business Owner(s) Social Security Number o Address of company o Industry/NAICS o Amount of award o Legal business structure o # of employees as of February 29, 2020