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2021-380-Minutes for Meeting September 15,2021 Recorded 10/5/2021ES n BOARD �1. D *I 1300 Nett wall Street, Band, Oregon (` 4 1 ) 388-65 0 Recorded in Deschutes County CJ2021-380 Steve Dennison, County Clerk Commissioners' Journal 10/05/2021 3:54:44 PM \NrFs 2021-380 FOR RECORDING STAMP ONLY BOCC MEETING MINUTES 9:00 ACvIl VV dlic?Way, Sejr1 c.mbc. r 15, 2()21 BARNES & SAWYER € OO€ViS VIR]"UAL MEETING; PLA1(-FORM Present were Commissioners Patti Adair, Anthony DeBone, and Phil Chang. Also present were Tom Anderson, County Administrator; Nick Lelack, County Administrator in Training; David Doyle, County Counsel; and Sharon Keith, Board Executive Assistant (via Zoom conference call) and Carol Martin, Administrative Assistant temp staff. This meeting was audio and video recorded and can be accessed at the Deschutes County Meeting Portal website www.deschutes.org/meetings CALL TO ORDER: Chair DeBone called the meeting to order at 9:02 a.m. PLEDGE OF ALLEGIANCE: CITIZEN INPUT: Commissioner DeBone acknowledged the various emails received through Citizen Input email to support vaccine incentives and one comment on redistricting. Commissioner DeBone stated Citizen Input may be given in person at the meeting or through the Citizen Input email line. Commissioner Chang feels the offer should BOCC IvEETINIIG SI. I'T E1\4 B ER 15, 202.1 PAGE 1 OF still be given for Citizen Input through Zoom in light of the heightened COVID pandemic. Commissioner Adair also supports citizen input given via Zoom. Ed Fitch, Redmond City Council commented, via Zoom conference call, on the homelessness issue in the City of Redmond and inquired if the County would be interested in contributing further ARPA funds to support Bethlehem Inn. Commissioner DeBone noted he was going to comment on this topic under Other Items today. Commissioner Chang supports an investment in the Oasis Village project but would support co -investing. The original request of Bethlehem Inn was $900,000 asking the amount to be split between the City of Redmond and Deschutes County. Gwenn Wysling of Bethlehem Inn was present via Zoom to explain the request of $450,000 remaining through assistance of Deschutes County. The City of Redmond has not agreed to the $450,000 support. Commissioner DeBone stated further discussions can be held and the item could be included on the meeting agenda of September 27. Commissioner Chang would hope the City of Redmond would consider co -investing with Deschutes County. Commissioner Adair commented on the needs for mental health hospitals in the state of Oregon. CONSENT AGENDA: Before the Board was Consideration of Approval of the Consent Agenda. ADAIR: Move approval of Consent Agenda, minus Item #2 as pulled for discussion. CHANG: Second VOTE: ADAIR: Yes CHANG: Yes DEBONE: Chair votes yes. Motion Carried 1. Consideration of Chair Signature of Document No. 2021-662, IGA #14702 Oregon Youth Authority Basic and Diversion 2. Consideration of Board Signature of a Lease with Cascade Peer and Self Help Center, Document No. 2021-692 3. Consideration of Signature of Document No. 2021-718, IGA #15668 with Department of Education for Juvenile Crime Prevention 4. Consideration of Board Signature of Resolution No. 2021-064, Transferring Appropriations within the Adult Parole and Probation Fund and Increasing Appropriations in the Vehicle Replacement Fund within the 2021-2022 Deschutes County Budgget 5. Approval of Minutes of the August 23, 2021 BOCC Meeting 6. Approval of Minutes of the August 25, 2021 BOCC Meeting 7. Approval of Minutes of the September 2, 2021 Joint Meeting with the City of Bend and Deschutes County Board of Commissioners ACTION ITEMS: Consent Agenda Item 2 as pulled for discussion: Consideration of Board Signature of a Lease with Cascade Peer and Self Help Center, Document No. 2021-692 Commissioner Adair pulled this item for discussion noting the insurance certificate is not attached; she asks that Legal confirm with Property. ADAIR: Move approval of Document No. 2021-692 and ensuring the insurance has been confirmed to be the proper limits. CHANG: Second VOTE: ADAI R: Yes CHANG: Yes DEBONE: Chair votes yes. Motion Carried 8. PRESENTATION: National Suicide Prevention Awareness Month Health Services staff Jessica Jacks and Caroline Suiter presented via Zoom conference call. Ms. Jacks recoginized suicide prevention and resources within our community. Ms. Suiter presented statistics of suicide cases. 130CC. MEETING Srf'Tf;MBER 15, 2021 PAGE 3 OF 9 9. Discussion of Increased Staffing Needs for the Health Services Intellectual and Developmental Disabilities Program Health Services staff (via Zoom conference call) Paul Partidge and Cheryl Smallman presented the need of increased staffing. Presentation is attached to the record. A resolution will be presented on the Consent Agenda of September 29 relative to the increase in staffing. 10.COVID19 Update Health Services staff, Emily Freeland, Rita Bacho, and Nahad Sadr-Azodi presented the County COVID19 update via Zoom conference call. Presentation attached to the record. Dr. Michael Johnson, St. Charles Health System, presented via Zoom conference call. Presentation attached to the record. 11.Discussion and Consideration of Draft Vaccine Requirement for County Employees in Health Services and the Community justice juvenile Division Deputy County Administrator Erik Kropp, Human Resources Director Kathleen Hinman, and Sr. Assistant Legal Counsel Chris Bell (via Zoom conference call) presented the draft policy for consideration. Mr. Kropp reported on the Oregon Administrative Rules through Oregon Health Authority and federal regulations. The Deschutes County Sheriff's Office is drafting their own department policy. Mr. Kropp reported on the process for vaccinated and non -vaccinated staff within the IT department and Facilities Department required to respond to work requests at the impacted departments. Forms exist for employees to claim exemptions (medical or religious) from the vaccination requirement. The deadline is October 18 for employees to be fully vaccinated but Mr. Kropp recommends the October 18 date would be for unvaccinated employees to begin the vaccination process. Mr. Kropp noted there are employees that are concerned about the impact of this policy. Mr. Kropp has sent the draft policy to the AFSCME union for review. On a related point, federal OSHA is drafting regulations for vaccine mandates for employers with more than 100 employees. Once the federal BOCCC IVIEETINC; SE-PTE::I\/IBER 15, 2021 PAGE 4 OF 9 regulations are announced state OSHA regulations will be drafted. Mr. Kropp noted that the pending OHA rules (through the OARS) do not allow for weekly testing in lieu of vaccination. Mr. Kropp noted all county employees are not vaccinated. Discussion held on COVID positive cases. Mr. Kropp noted there have been reports of COVID cases but does not know the number of positive cases of Deschutes County employees. Commissioner Chang commented on his suggestion to incentivize vaccines which may have lessened the need for mandating vaccines. Commissioner Chang supports this policy as an appropriate measure. Commissioner DeBone commented on the statistics reported during today's COVID update. Commissioner Adair commented on a study outside of the US, and the need for herd immunity. Commissioner DeBone commented on the possibility of losing staff and the possibility of decreasing services. Commissioner Chang commented on the misinterpretation of vaccination information that shouldn't be out there making the need for this decision. Mr. Kropp will contact AFSCME for input on the policy. Commissioner Adair commented on antibody tests. Commissioner Chang commented if the Board is seriously interested in learning about COVID, he would support investments to buy antibody tests to acquire data. Legal Counsel Doyle noted the rules will be what they are, and that at this point antibody data would not exempt Deschutes County from application of those rules. To meet requirements, an employee would need to have adequate time to take action. Commissioner Chang would like to have communications to staff now of the Board's direction. Legal Counsel Doyle pointed out while there is an obligation to negotiate with the union, there is no option to not follow the federal and state laws. Commissioner DeBone supports the concept of following the law but is disappointed in the impacts to our employees who provide such great service. Commissioner Adair stated that as an employer, the County has few if any options and noted that some employees will be able to secure a religious or medical exemption. Commissioner Chang noted we have had the opportunity to incentivize vaccines and Deschutes County did not do more and now we are seeing hard driving mandates. CHANG: Move approval of County Administrator signature of vaccine requirement policy for County Employees in Health Services and the Community Justice juvenile Division BOC:C MEF"TING SEP iEI ABEER I! , 2021 PAGE 5 OF Commissioner DeBone asked if we need a motion today. Commissioner Chang amended his motion to include the recommended changes and also to address any concerns that come up in negotiations with AFSCME. Commissioner DeBone would rather vote on the policy on September 27. Mr. Kropp recommends sending out communications to employees today. Commissioner Adair recommended waiting for the vote until further discussion on September 27. Commissioner Chang's motion failed for lack of a second. 12.Consideration of Deschutes County's Support of the Vietnam War Memorial on the Oregon State Capitol Grounds Commissioner DeBone introduced this request for support. Carl Bass, President of Vietnam Veterans Chapter in La Pine presented the design concept of the war memorial. Commissioner DeBone noted a letter received requesting support from Deschutes County acknowledging other Oregon counties have also provided financial support. Commissioner DeBone offered support in the amount of $5,000. Commissioner Chang would support. Discussion held on the war. Commissioner Adair would support $10,000. Commissioner DeBone and Chang support. ADAIR: Move financial support of the Vietnam War Memorial in the amount of $10,000 CHANG: Second VOTE: ADAIR: Yes CHANG: Yes DEBONE: Chair votes yes. Motion Carried s3OCC IViE:I (ING SFP i E:IViBIR 15, 2021 PAGE 6 OF 9 RECESS: At the time of 11:59 a.m. the Board went into recess and reconvened the meeting at 1:00 p.m. 13.Consideration of Board Approval of ORMAP Grant Application by the Information Technology Department, Deschutes County GIS Mapping Software IT Director joe Sadony was present via Zoom conference call to present the item explaining the $1,560 grant for the development of statewide base map of tax lots through software. ADAIR: Move approval of the grant application CHANG: Second VOTE: ADAI R: Yes CHANG: Yes DEBONE: Chair votes yes. Motion Carried 14.Consideration of 2021 EOCA Membership Dues Commissioner DeBone presented the invoice received. Commissioner Chang inquired what the investment provides to Deschutes County. Commissioner Adair appreciates participation in the organization. Commissioner Chang asked what the Eastern Oregon Counties Association can do that the Association of Oregon Counties can not. Commissioner DeBone commented on the Blue Mountain Forest Plan effort that hasn't accomplished anything yet. Commissioner Chang commented on the benefits of forest plans if they are achieved. ADAIR: Move approval of $12,500 for the annual membership dues for EOCA DEBONE: Second BOC:C, MEETING I INN SIRTE-MBIR 15, 202 1 P/`Gl I OF 9 VOTE: ADAI R: Yes CHANG: No DEBONE: Chair votes yes. Motion Carried Commissioner Chang stated his opinion is based on prior discussions on how all three commissioners could be engaged in groups such as this by having one commissioner participating and then reporting back to the full Board to show the benefit of membership. He noted that he has not received any updates in the past 5 - 6 months. OTHER ITEMS: • Commissioner DeBone acknowledged an invitation for an Adult Treatment Court Ceremony on September 27 but there is a BOCC meeting that day. • Commissioner Chang shared Welcoming Week celebrating immigrants to emphasize our community is welcoming toward the immigrant population. • Commissioner Adair commented on a program by Summit Health that will be scheduled regarding COVID treatments. • Commissioner DeBone attended the virtual meeting of Sunriver La Pine Economic Development yesterday as well as a physical attendance at the Redmond Economic Development meeting. • Commissioner Chang reported he was asked by Higher Education Coordinating Council regarding his possible interest in participating in the newly formed advisory board for Oregon Conservation Corps. • Deputy County Administrator presented a draft letter to the owners of RV parks to support expansion or upgrades to allow for additional sites for emergency shelters. Discussion held on the language of the draft. Commissioner DeBone supports getting engaged with the owners of RV parks. Commissioner Chang would include mobile home owners and campground owners as well based on the intent to seek legislative change. BOCC MEF FING SE T E1\/(BER 15, , 2021 PAGE 8 OF 9 Revisions were recommended to create two separate letters. Commissioner DeBone suggested an announcement asking residents that own rural residential land that want to get involved please contact us. Planning Manager Peter Gutowsky spoke on the expansion of the letter and engagement of legislative delegation. The letter will be revised and an informational meeting could be held by the Community Development Department. A separate letter will be drafted regarding House Bill 2006 to be signed by Commissioners Chang and Adair. EXECUTIVE SESSION: At the time of 1:56 p.m., the Board went into Executive Session under ORS 192.660 (2) (h) Litigation. The Board came out of Executive Session at 2:21 p.m. fk (� 0 ,x1 R � ~ Being no further items to come before the Board, the meeting was adjourned at 2:21 p.m. DATED this 1 Day of 2021 for the Deschutes County Board of Commissioners. ANTHONY E-11 ONE, C E A ILI R H IC;HANG 11e111,Ci. C141,AfI:" r PA fll ADA C R -- RECORi fNG SECRETARY BOC:C. ME I:TINCa Sf::PTEE\/BER 15, 2021 PAGE 9 OF 9 • r'�r BOARD COMMISSIONERS BOARD OF COUNTY COMMISSIONERS MEETING 9:00 AM, WEDNESDAY, SEPTEMBER 15, 2021 Barnes Sawyer Rooms - Deschutes Services Bldg - 1300 NW Wall St - Bend (541) 388-6570 ( www.deschutes.or� MEETING FORMAT In response to the COVID-19 public health emergency, Oregon Governor Kate Brown issued Executive Order 20-16 (later enacted as part of HB 4212) directing government entities to utilize virtual meetings whenever possible and to take necessary measures to facilitate public participation in these virtual meetings. Since May 4, 2020, meetings and hearings of the Deschutes County Board of Commissioners have been conducted primarily in a virtual format. Attendance/Participation options include: A) In Person Attendance and B) 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, or through in -person attendance at the meeting. Email or Voice Mail citizen input received by 8:00 a.m. 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 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. For Public Hearings, the link to the Zoom meeting will be posted in the Public Hearing Notice as well as posted on the Deschutes County website at https://www.deschutes.org/bcc/page/public- hearing-notices. CALL TO ORDER PLEDGE OF ALLEGIANCE CITIZEN INPUT: For items not on this Agenda Note: In addition to the option of providing in -person comments at the meeting, 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 8:00am on the day of the meeting. CONSENT AGENDA 1. Consideration of Chair Signature of Document No. 2021-662, IGA #14702 Oregon Youth Authority Basic and Diversion 2. Consideration of Board Signature of a Lease with Cascade Peer and Self Help Center, Document Number 2021-692 3. Consideration and signature IGA #15668 with Department of Education for Juvenile Crime Prevention 4. Consideration of Board Signature of Resolution No. 2021-064 Transferring Appropriations within the Adult Parole and Probation Fund and Increasing Appropriations in the Vehicle Replacement Fund within the 2021-2022 Deschutes County Budget. 5. Approval of Minutes of the August 23, 2021 BOCC Meeting 6. Approval of Minutes of the August 25, 2021 BOCC Meeting 7. Approval of Minutes of the September 2, 2021 Joint Meeting with the City of Bend and Deschutes County Board of Commissioners ACTION ITEMS 8. 9:05 AM PRESENTATION: National Suicide Prevention Awareness Month 9. 9:20 AM Discussion of Increased Staffing Needs for the Health Services Intellectual and Developmental Disabilities Program 10. 9:50 AM COVID19 Update 11. 10:50 AM Discussion and Consideration of Draft Vaccine Requirement for County Employees in Health Services and the Community Justice -juvenile Division 12. 11:15 AM Consideration of Deschutes County's Support of the Vietnam War Memorial on the Oregon State Capitol Grounds September 15, 2021 BOARD OF COUNTY COMMISSIONERS MEETING Page 2 of 3 LUNCH RECESS 13. 1:00 PM Consideration of Board Approval of ORMAP Grant Application by the Information Technology Department, Deschutes County GIS Mapping Software 14. 1:10 PM Consideration of 2021 EOCA Membership Dues 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. 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. 15. Executive Session under ORS 192.660 (2) (e) Real Property Negotiations 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. September 15, 2021 BOARD OF COUNTY COMMISSIONERS MEETING Page 3 of 3 V)1 E S (- �cBOARD OF COMMISSIONERS MEETING DATE: 9/15/2021 SUBJECT: National Suicide Prevention Awareness Month RECOMMENDED MOTION: N/A. BACKGROUND AND POLICY IMPLICATIONS: In recognition of the Board of County's Commissioners designation of September as National Suicide Prevention Awareness Month, staff will provide a brief update of the outreach and awareness occurring during this month and throughout the year and resources available to the public. BUDGET IMPACTS: None ATTENDANCE: Jessica Jacks, Prevention Programs Supervisor Caroline Suiter, Suicide Prevention Coordinator National Suicide Prevention Month Events Promote Hope Yoga Class Friday, Sept. 10, 5.30-6:45pm, Love Bird Yoga Studio (418 SW 6th St. Redmond) A gentle and mellow flow, ending with Yoga Nidra for peace and restoration. This class is free/donation based and in support of Suicide Prevention Awareness Month. Donations will be given to Central Oregon Suicide Prevention Alliance. Suggested donation of $10, but no one turned away for lack of funds. Sign up at wwwLovebirdyoga.com Candlelight VigiL Thursday, Sept. 16, 7 p.m. Bend -La Pine Schools Education Center Front Lawn 52o NW Wall Street, Bend This event is for anyone that has lost a loved one to suicide. The Vigil includes music, a candle lighting ceremony and a local loss survivor who will share their story. Attendees will have the opportunity to light a candle to honor their loved one at sunset. Registration is not necessary for this event. COVID-ig Precautions: Please note that we are closely monitoring the COVID-19 situation. All events are subject to change to a virtual setting based on local guidelines. Folks attending events will be asked to please use masks and socially distance. For questions, please contact Caroline Suiter at Caroline.Suiter@deschutes.org or 541-322-7420 For further information regarding suicide prevention resources in the Central Oregon region, please visit: www,preventsuicideco.org. 1 ES CO BOARD OF COMMISSIONERS MEETING DATE: September 1$, 2021 SUBJECT: Discussion of Increased Staffing Needs for the Health Services Intellectual and Developmental Disabilities Program RECOMMENDED MOTION: No motion needed at this time. A Resolution will be submitted for the September 29, 2021 BOCC meeting agenda. BACKGROUND AND POLICY IMPLICATIONS: The Intellectual and Developmental Disabilities Program (I/DD) provides support to people with intellectual and/or developmental disabilities, to enable them to live as independently as possible in the least restrictive environment. Services are aimed at greater access to social interaction, community engagement, and employment opportunities. The I/DD program is funded through the Oregon Department of Human Services I/DD budget, which allocates funds biennially. The State of Oregon Office of Budget, Planning, & Analysis develops a workload model based on service population and determines funding allocations accordingly. In July 2021, after the FY 2022 Adopted Budget, Deschutes County I/DD was notified of its annual award amount. Specifically, the Fiscal Year (FY) 2022 total award amount is $4,442,306, an increase of $1,133,303 from the original budget. This funding level will allow I/DD to continue its regional program and increase capacity to meet the projected demand. To do so, the department requests the following additional positions be approved over the course of the next two fiscal years: • FY 2022: add 7.5 FTE (effective 10/1 /21) 0 1.5 FTE Administrative Support Technician 0 3.0 FTE IDD Specialist I 0 2.0 FTE IDD Specialist II (one will be lead) 0 1.0 FTE Health Services Supervisor • FY 2023: add 3.5 FTE (effective 7/1 /22) 0 0.5 FTE Administrative Support Technician 0 3.0 FTE IDD Specialist I BUDGET IMPACTS: Upon discussion and support, a resolution and budget adjustment will be placed on the next meeting's consent agenda corresponding to the additional appropriation. This agreement increases State funding by $1,133,303, only $1,020,897 will be spent in FY2022. Because of recalculations to the match program, the additional appropriation needed in the Health Services Fund is only $533,862. Furthermore, the department requests approval of 7.5 FTE in FY2022 and 3.5 FTE in FY2023. 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CD 0 (D o- cn --t, o- =3 (a 5 a. a) w CD o w CD W 0 - Zy- (D CD W _P ^ =r =3 CD =r CD 0 , 0 n m 0 0') 0 cn CD U'l M 0 c 3 C) (D (D— :::p U) m 0 ~ 0 0 0 -1 =r U) U) 0 (D (D U) FD — --A 0 cn to < (D . 11-0.1 O0 9 C) I ®r C�0TES CpG COMMISSIONERS MEETING DATE: September 15, 2021 SUBJECT: Discussion and Consideration of Draft Vaccine Requirement for County Employees in Health Services and the Community Justice -juvenile Division RECOMMENDED MOTION: County Administrator signature of the Temporary Policy for Covid-19 Vaccination Requirement for County Personnel in Impacted Departments BACKGROUND AND POLICY IMPLICATIONS: Last month Governor Kate Brown made an announcement regarding vaccination requirements for health care and school workers. Following this announcement, the Oregon Health Authority issued two temporary administrative orders: OAR 333-019-1010: COVID-19 Vaccination Requirement for Healthcare Providers and Healthcare Staff in Healthcare Settings (attached). A "healthcare setting" has a very broad definition and is any place health care, including physical or behavioral health care is delivered. It does not include a person's private home if the home is not otherwise licensed, registered or certified as a facility or home. OAR 333-019-1030: Vaccination Requirements for Teachers and School Staff (attached). Under the OAR, the Juvenile Detention Center falls under the definition of school because the youth attend education class at the location. To implement these two OARS, a small workgroup of County staff worked and developed a draft policy for Board consideration (attached). The option to get tested weekly in lieu of vaccination has been removed - this was an option when the vaccine requirement was first announced. There are two exceptions to getting a vaccination: a medical exception (corroborated by a document signed by a medical provider) or a religious exception (corroborated by a document signed by the individual explaining how their sincerely held religious belief conflicts with getting vaccinated). For staff who receive one of these exceptions, we will need to take reasonable steps to ensure that the unvaccinated staff person is protected from contracting and spreading COVID-19. Employers who violate any provision of this rule are subject to civil penalties of $500 per day per violation. AFSCME, the union representing staff in Health Services and the juvenile Division, have a right to bargain the impacts of the policy and have been provided the draft policy. BUDGET IMPACTS: None. ATTENDANCE: Deputy County Administrator Erik Kropp TEMPORARY POLICY FOR COVID-19 VACCINATION REQUIREMENT FOR COUNTY PERSONNEL IN IMPACTED DEPARTMENTS **DRAFT - Sept. 9, 2021** STATEMENT OF POLICY The intent of this temporary policy is to establish a process to comply with the Oregon Health Authority, Public Health Division OAR 333.019-1010 (healthcare setting) and OAR333_019_-.1030 (school setting) pertaining to vaccination requirements for personnel in healthcare and school settings to control the spread of COVID-19. This policy will be in effect as long as the OHA temporary rules are in effect. APPLICABILITY This policy applies to all Deschutes County personnel (excluding the Sheriffs Office), including but not limited to employees, temporary and/or contracted staffing, contractors, interns, and volunteers (collectively, "personnel"), whose work duties or activities occur in a healthcare setting or a school setting within Deschutes County. The Sheriffs Office will create and implement its own policy concerning personnel in the Sheriffs Office. DEFINTIONS "COVID-19 vaccine" means a vaccine authorized to prevent COVID-19 by the federal Food and Drug Administration, including by way of an emergency use authorization. "Healthcare setting" means any place where health care, including physical or behavioral health care is delivered. "Personnel in a healthcare setting" means individuals, paid and unpaid, working, learning, studying, assisting, observing or volunteering in a healthcare setting where direct patient or resident care is provided or where personnel have the potential for direct or indirect exposure to patients, residents, or infectious materials. It includes, but is not limited to, unlicensed caregivers, and any clerical, dietary, environmental services, laundry, security, engineering and facilities management, administrative, billing, student and volunteer personnel who regularly work or perform services in a healthcare setting. 1IP a E "Personnel in a school setting" means personnel in the juvenile justice Division of the Community justice Department. "School setting" refers to the juvenile Detention Center where schooling and related services are provided to juvenile detainees. "Fully vaccinated" means (1) a period of at least two weeks has elapsed since a person has completed the entire recommended series of a COVID-19 vaccine, and (2) the person has provided proof of vaccination in a form consistent with the requirements for verification of vaccine status as communicated by Deschutes County. "Partially vaccinated" means (1) a person has received (i) one dose of a two dose recommended series of a COVID-19 vaccine or (ii) the complete recommended series of a COVID-19 vaccine but it has not been at least two weeks since the person has completed the entire recommended series, and (2) the person has provided proof of vaccination in a form consistent with the requirements for verification of vaccine status as communicated by Deschutes County. "Proof of vaccination" means documentation that includes an individual's name, date of birth, type of COVID-19 vaccination given, date or dates given, depending on whether it is a one -dose or two -dose vaccine, and the name/location of the health care provider or site where the vaccine was administered. Documentation may include but is not limited to a COVID-19 vaccination record card or a copy or digital picture of the vaccination record card, or a print-out from the Oregon Health Authority's immunization registry. "Operational Compliance Plan" is a written plan developed by the Community justice - juvenile Division required for school settings. The plan must identify the positions, temporary staffing, contractors, interns, and volunteers subject to this policy and state -mandated Covid-19 vaccination requirements; address continuity of operations while implementing this policy; and outline communication procedures for implementing this policy and addressing any changes to the plan. 2 1 P a g e POLICY AND PROCEDURES In General: This policy is issued as an emergency measure to comply with OAR 333-019-1010 and OAR 333-019-1030 based on the requirement that employers adopt such policies and based on the significant rise of COVID-19 cases and hospitalizations among the unvaccinated due to the Delta variant. County departments are responsible for ensuring that all personnel impacted by State -mandated vaccination requirements comply with this policy. To protect County personnel and the community the County strongly encourages all personnel to be fully vaccinated. County personnel may obtain the COVID-19 vaccine at a County Health System vaccination site or through another location of their choosing. County employees may take paid time off to obtain the COVID-19 vaccination. Information on the COVID-19 vaccines and how to obtain vaccination is available on the Deschutes County COVI@-19 Vaccine webpage. A. Vaccination Requirements • Health Services Department - all personnel are required to be vaccinated. • Community justice Department -juvenile Division - all personnel are required to be vaccinated. The department must have an Operational Compliance Plan as required by OAR 333-019-1030 governing school settings. • Facilities Department - all personnel are strongly encouraged to be vaccinated and provide this documentation to HR. The Facilities Department will develop an operational plan on how Facilities Department staff will perform work in healthcare and school settings to meet the requirements of this policy. • IT Department - all personnel are strongly encouraged to be vaccinated and provide this documentation to HR. The IT Department will develop an operational plan on how IT Department staff will perform work in healthcare and school settings to meet the requirements of this policy. • Other County Departments - staff are strongly encouraged to be vaccinated. 31;)a B. Controlling the Spread of Covid-19 in Healthcare and School Settings Health Services Department Facilities: • The IT and Facilities Departments will develop an operational plan to prioritize sending vaccinated personnel to work in a healthcare setting (for example, a Facilities Department staff responds to a work order in a Health Services Department facility). Personnel outside of the Health Services Department working in a healthcare setting are required to be vaccinated unless their work is intermittent (less than an hour); they are working outside of business hours; or the department performing the service (such as IT or Facilities) works with Health Services on a safety plan to mitigate risks. This may include personnel wearing a KIN-95 mask, physical distancing, pre -planning visits, eliminating/minimizing crossing paths with clients receiving health care, etc. Any unvaccinated personnel entering a Health Department Facility must wear a K/N-95 mask. Community Justice -juvenile Division Facilities: • The Juvenile Division facility meets the definition of a healthcare and school setting. • The IT and Facilities Departments will develop an operational plan to prioritize sending vaccinated personnel to work in the juvenile Division facility (for example, IT staff responds to a work order to fix a computer). Personnel outside the Juvenile Division working in the juvenile Division facility are required to be vaccinated unless their work is intermittent (less than an hour); they are working outside of business hours (this only applies to the second floor; it does not apply to the juvenile Detention Center); or the department performing the work (such as IT or Facilities) works with the Juvenile Division on a safety plan to mitigate risks. The safety plan may include the personnel wearing a K/N-95 mask, physical distancing, pre -planning visits, eliminating/minimizing crossing paths with clients, etc. Any unvaccinated personnel entering a Health Department Facility must wear a K/N-95 mask. 41P_:ge C. Vaccination Deadlines By October 18, 2021, personnel subject to this policy and the State -imposed mandates concerning Covid-19 vaccinations must be fully vaccinated or must have submitted a request for exemption to Human Resources pursuant to Section D below. If a person will not work for an extended period due to a leave of absence (such as for FMLA leave), they may contact their department head or designee to request a deferral of the vaccination requirements until they return to work. But they must be fully vaccinated or have submitted a request for exemption by the time they return to work. Requests for exemption must be submitted pursuant to Section D, below. If a person's request for exemption is not approved, they must be partially or fully vaccinated within 14 days and fully vaccinated within 8 weeks of when they were notified that the request was not approved. Personnel who are subject to, and who fail to comply with this policy are subject to release or discharge from employment. County contractors who fail to comply with this vaccination or exemption requirement may be barred from healthcare or school settings and not allowed to perform services for the County. In addition, the County may, as appropriate, suspend or terminate the applicable contract. The HR Department shall create a process for staff to provide proof of vaccination status. D. Limited Exemptions to Vaccination Requirement 1. Limited Exemptions for County Personnel The County provides reasonable accommodation as required by applicable law for the known physical or mental impairments or sincerely held religious beliefs of otherwise qualified individuals unless doing so would impose an undue hardship. Personnel subject to this policy may request a reasonable accommodation to the vaccination requirements imposed by this policy if they: 5 1 P a 9 e a. Have a contraindication recognized by the U.S._Centers for Disease Control and Prevention (CDC) or by the vaccine's manufacturer to every approved COVID-19 vaccine. A contraindication means a condition that makes vaccination medically inadvisable; b. Have a disability and are requesting an exemption as a reasonable accommodation; or, c. Object to COVID-19 vaccination based on their sincerely -held religious belief, practice, or observance. 2. To seek a reasonable accommodation from the vaccination requirements in this policy, personnel subject to this policy should: a. Notify their supervisor of their request and obtain a copy of the appropriate request form from Human Resources, Deschutes.org/hr. The available forms are: I. Medical ExeLnpCion and/or Disability Accommodation Request Form II. Religious Accommodation Request Form b. Complete and submit the applicable form(s) to the Deschutes County Human Resources Department at Benefits deschutes.org. if an individual is granted an exception to the vaccination requirement under Section D of this policy, Deschutes County must take reasonable steps to ensure that unvaccinated individuals are protected from contracting and spreading COVID-19. Human Resources, in coordination with the department in which the person requesting the exemption works or provides services, will work with the person to assess whether any reasonable accommodation would allow the person to fulfill the essential job functions, unless doing so would impose an undue hardship. To identify a reasonable accommodation, Human Resources will work with impacted departments to identify a list of recommended or qualifying 61Page accommodations that do not adversely impact department operations. The HR Department will engage with the individual in an interactive process to attempt identify a reasonable accommodation as required under applicable law. If such an accommodation is granted, Human Resources will notify the requesting person and their supervisor of the approval and the associated expiration date. If a request for accommodation is denied, Human Resources will notify the person and their supervisor. If the person is not satisfied with the decision/results of the accommodation request and interactive process, they can make a written appeal to the Deputy County Administrator within 10 business days of receiving the decision. The Deputy County Administrator shall issue a written response within 14 business days of receiving the appeal. E. Policy Communication Timely attention to ensure compliance with these requirements is essential to the County's efforts to control the spread of COVID-19 and to comply with public health recommendations. Employees, contractors, interns, and volunteers may direct any questions to their department head or designee(s). If a department has any questions or concerns about these requirements, it may contact Deputy County Administrator Erik Kropp. Approved by the Board of County Commissioners [DATE]. Tom Anderson County Administrator 7 1 P a g e 9/9/21. 11:00 AM Oregon Secretary of State Administrative Rules Public Health Division - Chapter 333 Division 19 INVESTIGATION AND CONTROL OF DISEASES: GENERAL POWERS AND RESPONSIBILITIES 333-019-1010 COVID-19 Vaccination Requirement for Healthcare Providers and Healthcare Staff in Healthcare Settings (1) It is vital to this state that healthcare providers and healthcare staff be vaccinated against COVID-19. COVID-19 undergoes frequent mutations as it replicates, which over tirne has resulted in variants that are more transmissible or cause more severe disease. As of the time this rule was adopted, Delta was the variant making up more than 98 percent of sequenced specimens in Oregon. The Delta variant is approximately two to three times more infectious than early wild -type COVID-19 variants. There is emerging evidence that people infected with the Delta variant have similar viral loads regardless of vaccination status suggesting that even vaccine breakthrough cases may transmit this variant effectively. Being vaccinated, is therefore critical to prevent spread of Delta. Healthcare providers and healthcare staff have contact with multiple patients over the course of a typical day and week, including providers that provide care for people in their homes. Individuals cared for in these settings are more likely than the general public to have conditions that put them at risk for complications due to COVID-19, COVID-19 variants are running through the state's unvaccinated populations and causing an increase in breakthrough uses for those who are fully vaccinated. This rule .s necessary to help control COVID-19, protect patients, and to protect the state's healthcare workforce. (2) For purposes of this rule, the following definitions apply: (a) "Contractor" means a person who has healthcare providers or healthcare staff on contract to provide services in healthcare settings in Oregon. (b) "COViD-19" means a disease caused by the severe acute respiratory syndrome coronavirus 2 (SARS-CoV-2). (c) "Fully vaccinated" means having received both doses of a two -dose COVID-19 vaccine or one dose of a single -dose COVID-19 vaccine and at least 14 days have passed since the individual's final dose of COVID-19 vaccine. (d) "Healthcare providers and healthcare staff': (A) Means individuals. paid and unpaid, working, learning, studying, assisting, observing or volunteering in a healthcare setting providing direct patient or resident care or who have the potential for direct or indirect exposure to patients, residents, or infectious materials, and includes but is not limited to any individual licensed by a health regulatory board as that is defined in ORS 676.160, unlicensed caregivers, and any clerical, dietary, environmental services, laundry, security, engineering and facilities managernent, administrative, billing, student and volunteer personnel. (B) Does not mean parents, family members, guardians or foster parents residing in the horne and providing care to a child or foster child in the home. (e) "Healthcare setting": (A) Means any place where health care, including physical or behavioral health care is delivered and includes, but is not limited to any health care facility or agency licensed under ORS chapter 441 or 443, such as hospitals, ambulatory surgical centers, birthing centers, special inpatient care facilities, long-term acute care facilities, inpatient rehabilitation facilities, inpatient hospice facilities, nursing facilities, assisted living facilities, residential facilities, residential behavioral health facilities, adult foster homes, group homes, pharmacies, hospice, vehicles or temporary sites where health care is delivered (for- example, mobile clinics, ambulances), and outpatient facilities, such as dialysis centers, health care provider offices, behavioral health care offices, urgent care centers, counseling offices, offices that provide complementary and alternative medicine such as acupuncture, homeopathy, natu-opathy, chiropractic and osteopathic medicine, and other specialty centers. https://seoure.sos.state.or,us/oard/viewSingleRule.action?ruIeVrsnRsn=280799 1 /3 919/21, 11:00 AM Oregon Secretary of State Administrative Rules (B) Does not include any setting described in paragraph (A) of this subsection where the responsible party is a part of state government as that is defined in ORS 174.111. (C) Does not include a persons private home if the home is not otherwise licensed, registered or certified as a facility or home listed in paragraph (A) of this subsection. (f) "Medical exception" means that an individual has a physical or mental impairment that prevents the individual from receiving a COVID-19 vaccination. (g) "Religious exception" means that an individual has a sincerely held religious belief that prevents the individual from receiving a COVID-19 vaccination. (h) "Proof of vaccination" means documentation provided by a tribal, federal, state or local government. or a health care provider, that includes an individual's name, date of birth, type of COVID-19 vaccination given, date ordates given, depending on whether it is a one -dose or two -dose vaccine, and the name/location of the health care provider or site where the vaccine was administered. Documentation may include but is not limited to a COVID-19 vaccination record card or a copy or digital picture of the vaccination record card, or a print-out from the Oregon Health Authority's immunization registry. (i) "Responsible party" means a person or persons who have control or responsibility for the activities of healthcare providers or healthcare staff in a healthcare setting. (3) After October 18, 2021: (a) A health care provider or healthcare staff person may not work, learn, study, assist, observe, or volunteer in a healthcare setting unless they are fullyvaccinated or have provided documentation of a medical or religious exception. (b) An employer of healthcare providers or healthcare staff, a contractor, or a responsible party may not employ, contract with, or accept the volunteer services of healthcare providers or healthcare staff persons who are working, learning, studying, assisting, observing or volunteering at a healthcare setting unless the healthcare providers or healthcare staff persons are fully vaccinated against COVID-19 or have a documented medical or religious exception. (4) On or before October 18, 2021, healthcare providers and healthcare staff must provide their employer, contractor or responsible party with either: (a) Proof of vaccination showing they are fully vaccinated; or (b) Documentation of a medical or religious exception. (A) A medical exception must be corroborated by a document signed by a medical provider, who is not the individual seeking the exception, on a form prescribed by the Oregon Health Authority (OHA) or a similar form that contains all of the information required in the Of IA form, certifying that the individual has a physical or mental impairment that limits the individual's ability to receive a COVID-19 vaccination based on a specified medical diagnosis, and that specifies whether the impairment is temporary in nature or permanent. (B) A religious exception must be corroborated by a document, on a form prescribed by the Oregon Health Authority (OHA) or a similar form that contains all of the information required in the OHA form, signed by the individual stating that the individual is requesting an exception from the COVID-19 vaccination requirement on the basis of a sincerely held religious belief and including a statement describing the way in which the vaccination requirement conflicts with the religious observance, practice, or belief of the individual. (5) Employers of healthcare providers or healthcare staff, contractors and responsible parties who grant an exception to the vaccination requirement under section (4) of this rule must take reasonable steps to ensure that unvaccinated healthcare providers and healthcare staff are protected from contracting and spreading COVID-19. (b) On or before October 18, 2021, all employers of healthcare providers or healthcare staff, contractors, and responsible parties must have documentation that all healthcare providers and healthcare staff are in compliance with section (4) of this rule. (7) Nothing in this rule is intended to prohibit employers of healthcare providers or healthcare staff, contractors and responsible parties from: (a) Complying with the Americans with Disabilities Act and Title VII of the Civil Rights Act, and state law equivalents, for individuals unable to be vaccinated due to a medical condition or a sincerely held religious belief. (b) Having more restrictive or additional requirements, including but not limited to requiring healthcare providers and healthcare staff to have documentation of an additional or booster dose of a COVID-19 vaccine if that is recornmended by the U.S. Centers for Disease Control and Prevention. (c) Imposing these requirements at an earlier date. https://secure.sos.state.or.us/oard/viewSingleRule.action?ruIeVrsnRsn=280799 2/3 9/9/21, 11:00 AM Oregon Secretary of State Administrative Rules (8) The vaccination documentation and documentation of medical and religious exceptions described in section (4) of this rule must be: (a) Maintained in accordance with applicable federal and state laws; (b) Maintained for at least two years; and (c) Provided to the Oregon Health Authority upon request. (9) Employers of healthcare providers or healthcare staff, contractors and responsible parties who violate any provision of this rule are subject to civil penalties of $500 per day per violation. Statutory/Other Authority: ORS 413.042, ORS 431A.010, ORS 431.110 & OR5433.004 Statutes/Other Implemented: ORS 431A.010, ORS 431.110 & ORS 433.004 History: PH 42-2021, temporary adopt filed 09/01/2021, effective 09/01/2021 through 01/31/2022 PH 38-2021, temporary adopt filed 08/25/2021, effective 08/25/2021 through 01/31/2022 PH 34-2021, temporary adopt filed 08/05/2021, effective 08/05/2021 through 01/31/2022 Please use this link to bookmark or link to this rule. v1.9.1 System Requirements Privacy Policy Accessibility Policy Oregon Veterans Oregon.gov Oregon State Archives o 800 Summer Street NE -Salem, OR 97310 Phone: 503-373-0701® Fax; 503-378-4118 ® reference.archives@oregon.gov https:Hsecure.sos.state.or.us/oard/viewSingleRule.action?ru[eVrsnRsn=280799 3/3 9/9/21, 11:00 AM Oregon Secretary of State Administrative Rules Oregon Health Authority Public Health Division - Chapter 333 Division 19 INVESTIGATION AND CONTROL OF DISEASES: GENERAL POWERS AND RESPONSIBILITIES 333-019-1030 COVID-19 Vaccination Requirements for Teachers and School Staff (1) Children are required to attend school, which is a congregate setting where COVID-19 can spread easily if precautions are not taken. COVID-19 undergoes frequent mutations as it replicates, which over time has resulted in variants that are more transmissible or cause more severe disease. As of the time this rule was adopted, Delta was the variant making up more than 98 percent of sequenced specimens in Oregon. The Delta variant is approximately two to three times more infectious than early wild -type COVID-19 variants. There is emerging evidence that people infected with the Delta variant have similar viral loads regardless of vaccination status suggesting that even vaccine breakthrough cases may transmit this variant effectively. Being vaccinated, is therefore critical to prevent spread of Delta. COVID-19 variants are running through the state's unvaccinated population and causing an increase in breakthrough cases for those who are fully vaccinated. This rule is necessary to help control COVID-19, and to protect students, teachers, school staff, and volunteers. (2) For purposes of this rule, the following definitions apply: (a) "COVID-19" means a disease caused by the severe acute respiratory syndrome coronavirus 2 (SARS-CoV-2). (b) "Fully vaccinated" means having received both doses of a two -dose COVID-19 vaccine or one dose of a single -dose COVID-19 vaccine and at least 14 days have passed since the individual's final dose of COVID-19 vaccine. (c) "Medical exception" means that an individual has a physical or mental impairment that prevents the individual from receiving a COVID-19 vaccination. (d) "Religious exception" means that an individual has a sincerely held religious belief that prevents the individual from receiving a COVID-19 vaccination. (e) "Proof of vaccination' means documentation provided by a tribal, federal, state or local government, or a health care provider, that includes an individual's name, date of birth, type of COVID-19vaccination given, date or dates given, depending on whether it is a one -dose or two -dose vaccine, and the name/location of the health care provider or site where the vaccine was administered. Documentation may include but is not limited to a COVID-19 vaccination record card or a copy or digital picture of the vaccination record card, or a print-out from the Oregon Health Authority's immunization registry. (f) "School": (A) Means a public, private, parochial, charter or alternative educational program offering kindergarten through grade 12 or any part thereof. (B) Does not mean stand-alone preschool program that goes up through kindergarten. (g) "School -based program" means a program serving children or students that takes place at or in school facilities. (h)"School-based program staff and volunteers (A) Means anyone age 16 and older: (i) Who is employed by a school -based program or who is not employed but is otherwise engaged to provide goods or services to a school -based program through any formal or informal agreement, whether compensated or uncompensated, and includes but is not limited to teachers, administrative staff, child care staff, cleaning staff, coaches, school -based program drivers, family volunteers; and https://secure.sos.state.or.us/oard/viewSingleRule.action?ruIeVrsnRsn=280616&utm_medium=email&utm_source=govdelivery 1/3 9/9/21, 11:00 AM Oregon Secretary of State Administrative Rules (ii) Providing goods or services at or for a school -based program that includes director indirect contact with children or students. (B) Does not mean short-term visitors or individuals making deliveries. (i) "Teachers, school staff and volunteers": (A) Means anyone age 16 and older: (i) Who is employed at a school or anyone who is not employed but is otherwise engaged to provide goods or services to or at a school through any formal or informal agreement, whether compensated or uncompensated, and includes but is not limited to teachers, administrative staff, cleaning staff, coaches, school bus drivers, family volunteers and substitute teachers:and (ii) Providing goods or services at or for a school that includes direct or indirect contact with students. (B) Does not mean short-term visitors, individuals making deliveries, or school board members unless they are also volunteering in a school. (3) After October 18, 2021: (a) Teachers, school staff and volunteers may not teach, work, learn, study, assist, observe, or volunteer at a school unless they are fully vaccinated or have provided documentation of a medical or religious exception. (b) A school may not employ, contract with, or accept the volunteer services of teachers, school staff or volunteers who are teaching, working, learning, studying, assisting, observing, or volunteering at a school unless the teachers or school staff are fully vaccinated against COVID-19 or have a documented medical or religious exception. (4) On or before October 18, 2021, teachers, school staff and volunteers must provide their school, employer or contractor with either: (a) Proof of vaccination showing they are fully vaccinated; or (b) Documentation of a medical or religious exception. (A) A medical exception must be corroborated by a document signed by a medical provider, who is not the individual seeking the exception, on a form prescribed by the Oregon Health Authority, certifying that the individual has a physical or mental impairment that limits the individual's ability to receive a COVID-19 vaccination based on a specified medical diagnosis, and that specifies whether the impairment is temporary in nature or permanent. (B) A religious exception must be corroborated by a document, on a form prescribed by the Oregon Health Authority, signed by the individual stating that the individual is requesting an exception from the COVID-19 vaccination requirement on the basis of a sincerely held religious belief and including a statement describing the way in which the vaccination requirement conflicts with the religious observance, practice, or belief of the individual. (5) Schools that grant an exception to the vaccination requirement under section (4) of this rule must take reasonable steps to ensure that unvaccinated teachers, school staff and volunteers are protected from contracting and spreading COVID-19. (6) On or before October 18. 2021, schools must have documentation that all teachers, school staff and volunteers are in compliance with section (4) of this rule. (7) After October 18, 2021: (a) School -based program staff and volunteers may not teach, work, provide care, learn, study, assist, observe, or volunteer for a school based program unless they are fully vaccinated or have provided documentation of a medical or religious exception. (b) A school -based program may not employ, contract with, or accept the volunteer services of school -based program staff or volunteers who are teaching, working, providing care, learning, studying, assisting, observing, or volunteering at a school -based program unless the staff orvolunteers are fully vaccinated against COVID-19 or have a documented medical or religious exception. (8) On or before October 18, 2021, school -based program staff and volunteers must provide their school -based program with either: (a) Proof of vaccination showing they are fully vaccinated; or (b) Documentation of a medical or religious exception. (A) A medical exception must be corroborated by a document signed by a medical provider, who is not the individual seeking the exception, on a form prescribed by the Authority, certifying that the individual has a physical or mental https://secure.sos.state.or.us/oard/viewSingleRule.action?ruleVrsnRsn=280616&utm_medium=email&utm_source=govdelivery 2/3 9/9/21, 11:00 AM Oregon Secretary of State Administrative Rules impairment that limits the individual's ability to receive a COVID-19 vaccination based on a specified medical diagnosis, and that specifies whether the impairment is temporary in nature or permanent. (B) A religious exception must be corroborated by a document, on a form prescribed by the Oregon Health Authority, signed by the individual stating that the individual is requesting an exception from the COVID-19 vaccination requirement on the basis of a sincerely held religious belief and including a statement describing the way in which the vaccination requirement conflicts with the religious observance, practice, or belief of the individual. (9) School -based programs that grant an exception to the vaccination requirement under section (8) of this rule must take reasonable steps to ensure that unvaccinated school -based program staff and volunteers are protected from contracting and spreading COVID-19. (10) On or before October 18, 2021, school -based programs must have documentation that all school -based program staff and volunteers are in compliance with section (8) of this rule. (11) A school may request that a school -based program operating at that school, attest to whether it is, or is not, in compliance with this rule. If a school -based program receives such a request from a school, it must respond. (12) A school -based program may request that a school at which they intend to operate, attest to whether it is, or is not, in compliance with this rule. If a school receives such a request from a school -based program, it must respond. (13) Nothing in this rule is intended to prohibit schools or school -based prograrns from: (a) Complying with the Americans with Disabilities Act and Title VII of the Civil Rights Act, and state law equivalents, for individuals unable to be vaccinated due to a medical condition or a sincerely held religious belief. (b) Having more restrictive or additional requirements, including but not limited to requiring teachers, school staff and volunteers, and school -based program staff and volunteers to have documentation of an additional or booster dose of a COVID-19 vaccine if that is recommended by the U.S. Centers for Disease Control and Prevention. (c) Imposing these requirements at an earlier date. (d) Allowing a school district or other governing body to collect the documentation required under sections (4), (6),(8) and (10) of this rule. (14) The vaccination documentation and documentation of medical and religious exceptions must be: (a) Maintained in accordance with applicable federal and state laws; (b) Maintained for at least two years; and (c) Provided to the Oregon Health Authority upon request. (15) Schools and school -based programs that violate any provision of this rule are subject to civil penalties of $500 per day per violation. Statutory/Other Authority: ORS 413.042, ORS 431A.010, ORS 431.110 & ORS 433.004 Statutes/Other Implemented: ORS 431A.010, ORS 431.110 & ORS 433.004 History: PH 39-2021, temporary adopt filed 08/2S/2021, effective ective 08/25/2021 through 02/ 20/2022 Please use this link to bookmark or link to this rule. v1.9.1 System Requirements Privacy Policy Accessibility Policy Oregon Veterans Oregon.gov Oregon State Archives ® 800 Summer Street NE • Salem, OR 97310 Phone: 503-373-0701 • Pax: 503-378-4118 . reference.archives@oregon.gov https://secure.sos.state.or.us/oard/viewSingle Rule. action? ruleVrsnRsn=280616&utm_medium=email&utm_source=govdeIivery 3/3 E S Co& COMMISSIONERS MEETING DATE: Wednesday, September 15, 2021 SUBJECT: Consideration of Deschutes County's Support of the Vietnam War Memorial on the Oregon State Capitol Grounds The Governor signed Senate Bill 319 that establishes a Vietnam War Memorial on the Oregon State Capitol Grounds to the south of the World War II Memorial. The Oregon Parks and Recreation Commission approved the design for the project. The location in the arboretum provides a serene setting for reflection. The memorial also includes several symbolic components; a bosque of pear trees at the entrance symbolizes life and sacredness; water elements in the Garden of Solace signify life, purity, and hope. A request has been made of each Oregon County to honor their Vietnam Veterans and their families by contributing to the Vietnam War Memorial Fund. The Vietnam War Memorial Fund is a charitable organization with the expressed purpose to generate funds through cash and in -kind donations for the design and construction of a Vietnam War Memorial on the Oregon State Capitol Grounds that will provide educations opportunities for future generations. Contributions can be made to the Vietnam War Memorial Fund at http°//vietnamwarmemorialfund.org/howtohelp.html �< COMMISSIONERSBOARD OF MEETING DATE: 9/15/2021 SUBJECT: Consideration of Board Approval of ORMAP Grant Application by the Information Technology Department RECOMMENDED MOTION: Move approval of the ORMAP Grant application in the amount of $1560 by the Information Technology Department BACKGROUND AND POLICY IMPLICATIONS: The Deschutes County Information Technology Department is the creator of a set of so are tools used by County Assessors across the State of Oregon. These software tools allow cartographers using GIS mapping software from ESRI to make annotations on tax lot maps. These annotations support the real property tax and assessment process. The latest version the ESRI GIS software has deprecated the use of several of these tools with the exception of one. The information Technology Department intends to update this remaining software tool to function with the latest version of ESRI GIS software. The ORMAP (Oregon Map) is a State fund used only for the development of the Oregon (GIS) Map. Grants from ORMAP have been funding the County's development these software tools for many years. This grant application requests reimbursement for the estimated effort by the Information Technology Department in performing the update to the software tools. BUDGET IMPACTS: The grant requests a reimbursement for the ORMAP fund for the amount of $1560.00. This revenue was not budgeted and will be applied to Countyfund 305, GIS Dedicated. ATTENDANCE: This item is requested to be places in the Consent section of the agenda. PROJECT SPECIFICATION ORMAP ESRI USER GROUP TOOLS COMMITTEEE 9/7/2021 *INTRODUCTION (Complete before review) County: Deschutes County Date Submitted: 9/10/2021 Contact: Shad Campbell Work Estimate (hrs): $1560 (24 hrs) Phone: 541-317-3198 Enhancement: x BugFix: X_ E-mail: shad.campbell(abdeschutes.org Edit Tools: X Map Prod. Tools: Project Name (short 10 word description ie: adding annotation hooks) Upgrade of ArcMap Cancelled Numbers Manager tool to ArcGIS Pro. Justification (why do it): Many counties used the Cancelled Numbers tool in the ArcMap environment to manage their cancelled numbers table. This tool has been requested to be available in the new ArcGIS Pro environment as well. This project is to create this tool in the new ArcGIS Pro environment. Brief Deliverable Overview (proposed solution): A new Cancelled Numbers tool (Manager) will be created in ArcGIS Pro based on the functionality currently available in the original ArcMap tool. *REQUIREMENTS (Complete before review) Current Process Summary (how does it work now): The current tool allows cartographers to manage how cancelled numbers are displayed on their maps. Users can add, delete, and sort cancelled numbers thru this simple interface. They can for example remove single row entries (-100","101","102"..."199'� and replace them with a single entry that reads "100 thru 199". This creates a clean, organized list of cancelled numbers. Currently this tool operates very well in the ArcMap environment. Desired Process Summary (how should it work): This same functionality is requested in the ArcGIS Pro environment. Assumptions/Constraints: It will work in a way that is equivalent to the existing tool. *DESIGN (Complete before review) Start State: September 2021 End State: November 2021 Inputs: Original code base. Outputs: New ArcGIS Pro AddIn which will contain an "ORMAP Tools" ribbon item, a button to open the dockpanel, and a dockpanel containing the user interface to manage the cancelled numbers. User Interface: Equivalent to existing tool. **COMMITTEE REVIEW (Only For General Release Tools) Approval Date: Refined Time Estimate(Hours): Priority: _X_ critical _ non -critical Approved ORMAP funding: Assigned Programmer: Shad Campbell Programmer Phone & Email: shad campbell@a deschutes org 541-317-3198 Help File: Testing County: Deschutes County. Others? Comments: **WORK PROCESS (Only For General Release Tools) Initial Programming Completion Date: Comments: User Testing Completion Date: Comments: Review Completion Date By the Committee: Comments: Accepted For Next Release Date: Comments: User Documentation Completion Date: Comments: *Complete before committee review (Note: even if tool isn't planned on ever being added to the main trunk add the tool as a feature request to source forge and attach this document). 1. Introduction 2. Requirements 3. Design **Complete for tools to be added to the next release or main trunk of source forge. Grant Application Forms and Instructions Oregon Department of Revenue Property Tax Division 955 Center St. NE Salem OR 97309-5075 150-304-101-9 Rev: 2014.1 Dear Oregon Map Project (ORMAP) Grant Requestor: This application packet will help you through the ORMAP grant application process. The grant application serves as a request for a project -oriented grant and a hardware/software grant. To ensure acceptance of your grant application, please follow the application instructions included in this packet and provide all necessary information. The information you provide is critical to the approval of your grant. ✓ Project -oriented grants: Please submit an electronic copy of the application (sections I, II and III) to the e- mail address below. Also, please include a copy of the County Assessor's signature from section II.E, by fax or by mail by the due date posted on the ORMAP Web site. (www.ormap.net) ✓ Hardware/software grants: There is no deadline for these grants. For approved hardware or software purchases submit sections I and II of the application at any time. Submit county Assessor's signature to this e-mail, fax number, or address. If you have questions about the application or the process, please contact: ORMAP Project Coordinator Oregon Department of Revenue Property Tax Division 955 Center Street NE Salem OR 97309-5075 Tel: 503-586-8128 Fax: 503-945-8737 or.mapkstate.or.us 150-304-101-9 Rev: 2014.1 2 INDEX Important Information about the Grant Application Process............................................................ page 4 ORMAP Grant Application Checklist ..............................................page 6 Grant Application hlstructions....................................................................... page 7 Grant Application Form .............................................page I 1 Additional Forms Alternative Funding Request .......................page 15 Request for Additional Information.................................................................. page 16 Contract Modification Request............................................................... page 17 ORMAP Invoice................................................................. page 18 Appendix Appendix A: Approved Hardware and Software Purchase List ......................................................... page 20 Appendix B• ORMAP Related Statutes ..............................................page 21 Appendix C: ORMAP Policy Guidelines............................................................... page 22 Appendix D: ORMAP Funding Criteria page 26 150-304-101-9 Rev: 2014.1 3 Important information about the grant application process • Use this packet and the grant application to apply for ORMAP project -oriented grants and to request funds to purchase approved hardware and software. • The Oregon Department of Revenue (DOR) must receive all project -related grant request documents by the due date published on the ORMAP website. Late applications may be reviewed during the next grant cycle. • Grant requests for approved hardware and software: There is no due date on these types of grant requests. You may submit this type of request any time during the year. • When DOR receives your application, the ORMAP Coordinator will e-mail you, acknowledging receipt. • Coordinator's roles and responsibilities: • County Coordinator: DOR encourages each county to designate a single contact person as the county coordinator for the ORMAP grant request process. • ORMAP Project Coordinator: A department employee who works with the county coordinators, regional coordinators, the ORMAP Technical Group, the ORMAP Advisory Committee, and DOR, addressing project policies, administration, and the grant process. • Fiscal Coordinator: DOR encourages each county to designate a county employee to be responsible for project accounting. • Each grant application must include the signature of the requesting county Assessor's or their representative. The ORMAP Coordinator will not review an application until they receive a signed digital or hard copy of the application signature page. • The ORMAP Technical Group will not review a request unless a county representative, with knowledge of the grant request, is available in person or by telephone conference at meetings concerning their request. • If the ORMAP Technical Group needs additional information to complete the review of a county's grant application, the county coordinator must complete an addendum form and submit it to the ORMAP Coordinator by the schedule data. The addendum must answer all of the technical group's additional questions. • The project should meet ORMAP Technical Specifications out lined on the ORMAP website ht!p://www.ormap.net/index.efin?opt=grantsftinding). ® Electronically submit applications to the e-mail address at the end of section III. 150-304-101-9 Rev: 2014.1 4 How does the ORMAP grant process work? 1. The department will announce the projected available funds for the current funding cycle and the projected limits for large and small grants 2. County staff sends a completed project -oriented grant application and supporting documents to DOR by the due date. The complete cycle schedule is on the ORMAP site (http://www.ormgp.net/index.cfin?opt=events). The ORMAP Project Coordinator will review the grant request and may ask for more project information. The ORMAP Coordinator receives, reviews, and may approve or deny grant applications for the purchase of ORMAP-approved hardware and software at any time. 3. DOR reviews grant applications sent to ORMAP using the ORMAP Funding Criteria (Appendix D) "Administrative Review Criteria" section and ORMAP Policies (Appendix Q. Counties are given the opportunity to make timely changes to their grant application and resubmit to correct criteria the county did not meet. An application that does not pass all ORMAP criteria is not submitted to the technical committee for further review. The technical group reviews grant applications that pass the Administrative Review Criteria. The group applies the Technical Review Criteria section of the ORMAP Funding Criteria at its first scheduled meeting. Counties are given the opportunity to correct any failed items by timely providing an addendum detailing the changes to the ORMAP Project Coordinator. The ORMAP Technical Group meets as often as necessary to review grant applications and addendums for the current cycle. After reviewing requests, the technical group gives a technical recommendation to DOR for each of the requests. DOR using the Priority Scoring, awards points to grant applications that pass both the administrative and the technical committee review. The department will award full funding to grants at or below the 3% limit for small grants prior to using the weighted system. The balance of the fund will be available to the remaining grant applicants. Scoring is only required if the grant applications that pass the administrative and technical committee reviews request more funds than are available from the ORMAP project for that funding cycle. The technical committee reviews addendums and determines that the department applied the rules correctly and the resulting decision on scoring was applied in an objective way. 6. The department notifies each grant requestor in writing of the final award determination within two weeks after announcing the grant awards to the ORMAP Advisory Committee. If necessary, DOR may wait to award a grant until after an ORMAP Advisory Committee review. 7. Requestors may appeal grant decisions to Department's Director in writing within 30 days of receiving the award letter. ORMAP Project Coordinator Oregon Department of Revenue 955 Center St. NE Salem, OR 97301-2555 After DOR awards a grant, it sends a contractual grant agreement to each award recipient. The county signs and returns the agreement to the Department of Revenue. 9. To receive the approved grant funds, the county must submit a statement of completed deliverables and invoices to the ORMAP Project Coordinator prior to the contract expiring. 10. DOR may grant modifications to awarded ORMAP contracts. These modifications may be adjustments to the timeline, deliverables, or amount awarded. The modifications are granted at the discretion of DOR based 150-304-101-9 Rev: 2014.1 5 on availability of ORMAP funds or the circumstances that prevented the completion of the contract. To be granted a contract modification, the County Coordinator must send the completed ORMAP Contract Modification Request form to the ORMAP Coordinator. The department must receive contract modification requests 30 days prior to the contract expiration. ORMAP Grant Application Checklist 1. Appoint a County Coordinator. This person must have knowledge about the project in order to represent the grant at the ORMAP Technical Group meetings. He or she will need to clarify and provide answers to questions that arise at the meetings. 2. Develop a timeline to complete the grant application on or before the due date. 3. For planning purposes, notify the ORMAP Project Coordinator of the intent to apply for funds as soon as possible. 4. Coordinate with the county Assessor and county cartographer to receive project approval and the Assessor's signature on the application document. 5. Complete the grant application as outlined in the instructions. Work closely with the county, regional, and ORMAP coordinators in planning and preparing your grant application document. Pay attention to: Hardware/Software allowances. Include an explanation of project costs; there is a consideration and possible approval when special circumstances exist. 6. Deliver the completed grant application to DOR by the due date. (Is the due date a specific date each year, or is it a certain number of days past grant application?) 7. Update your county/regional ORMAP business plan, available at www.onna-o.net. Does your grant application... • have a timeline; is it realistic in relationship to your request • clearly state the cost of the project; is it cost effective • have measurable results (deliverables)? • accomplish the ORMAP goals • adhere to the current Oregon Cadastral Data Exchange Standards, and (www.oregon.gov/DAS/CTO/GEO/pages/standards/standards.asi)x • fit within your county's ORMAP business plan? 150-304-101-9 Rev: 2014.1 6 ORMAP Grant Application Instructions Approved Hardware and Software Purchases: Complete only sections I and II of the grant application. DOR accepts requests for approved software and hardware any time during the year. Any cost incurred over the allotted amount is the responsibility of the county. If a county requests to purchase GIS software that is not on the approved list, they must submit their request for approval to the ORMAP Technical Committee. Project -oriented grants: Summarize your project and identify how the grant will help your county reach the ORMAP goals. The ORMAP Technical Group will use sections I and II, as well as the detailed project information in section III to ensure that the project meets the ORMAP Goal criteria. c3 `. Y t a ^ .r `S- -r; •rg, 4:.„u 'z, � :>a' l tt "` '_*_. S,5, K . This section asks for basic information about the county's funding request. A. County: The county requesting ORMAP funds. B. Funding Cycle: Grant cycle in which funds are being requested (such as, fall 2009 or spring 2010). C. ORMAP Goals: Upon completion, what ORMAP goal will the county meet? For ORMAP goal definitions please see "Appendix C: ORMAP Policies". D. Grant Request Amount: Only include the dollar amount you are requesting from ORMAP. A. Description of the Request and Deliverables: This section is specific to your project and your deliverables. Provide a brief overview of the project. • Identify measurable deliverables that will complete certain tasks once approved. To receive grant payment, you must submit statements requesting the funds as the project deliverables and tasks are completed. • Identify the geography area to be covered by this project (township and range, city, or UGB) B. Timeline: Indicate the project's start and completion dates. The Technical Group will determine if your project's timeline is realistic. C. Total Cost of Project: List the number and cost of each deliverable in this request for the entire project, not just the ORMAP portion. D. Partnerships and Contributions: List all the other funds you have secured to complete the project. If possible, include a dollar amount. This may include county contributions, state/federal agency contributions, or other funds. E. Assessor's Signature: The sponsoring county's Assessor must sign the grant document. F. Fiscal Coordinator and Contact Information: E-mail, phone, and mailing address. G. Project Coordinator and Contact Information: E-mail, phone, and mailing address. In this section, please provide a detailed description of your project; you must answer all the questions. The Technical Group makes recommendations to the Department of Revenue based on this information. 150-304-101-9 Rev: 2014.1 7 A• Overview 1. Describe what the project is trying to accomplish. Describe what planned outcome is and how it will be accomplished by this project. 2. What part(s) of the county does this project cover (Township, Range, and Sections, if applicable)? Please define the geographic area, which this project will cover within the county that is; Township, Range, and Sections, etc. 3. What is the status/outcome of all previously funded ORMAP projects? (Please include funding cycles and a status map of your county). Describe the status of past ORMAP funded projects for your county, please list by funding cycle. Please include a "status map" that defines past project areas, the proposed project area of this application, and any future project phases. 4. Describe, in detail, your technical approach to the project for example, mapping methodology. Please describe how you plan to complete the project. Include an outline of your mapping methodology; there is an example of the ORMAP Mapping Methodology on the ORMAP site. 5. Describe the project deliverables. Outline what will be billed to ORMAP (number of tax lots, number of tax maps, or control points). 6. Who will be doing the work (county staff, contractor, department staff, etc.)? Please define their role(s). Describe who will be responsible for completing the different parts of multi -part project. Define their roles in the project. 7. How will the county cartographer integrate the deliverables into the County maintenance plan? Please define the role of the County Cartographer in the project. Include their role in the planning, production, quality control, the maintenance of the deliverable. 8. Provide a project timeline with milestones and completion dates. Detail the project timeline; include milestones and completion dates of the project. 9. Does this project have any partnerships? If yes, please identify them. Describe any partnerships contributions for this project. 10. Describe any innovations utilized by this project. Provide details of any new processes or methods used on this project. 150-304-101-9 Rev: 2014.1 8 11. Detail Costs (who is paying for what?). Outline which group will pay for what and the other contributions made to help pay for this project B: Quality Control 1. Who will be responsible for quality control (QC)? Who will be doing the QC, the county cartographer, other county staff, a vendor, or DOR? 2. Will county cartography staff review the deliverables? Will a county cartographer be conducting a review of the deliverables? 3. Will there be a review by Department of Revenue's cartography staff? Will the Department of Revenue's Cadastral Unit be reviewing the deliverables? 4. Describe QC procedures. Outline the steps used in the QC process for this project. C. Project Detail 1. Is this project an "edge matching project"? If so, how much of the county boundary will be completed? For consideration, an "edge matching project" must be along a county boundary and the neighboring county has agreed to use the outcome on their boundary as well. Please identify the percentage of the boundary, in miles, completed by this project. 2. Is this project part of an ongoing multi -phased remapping project? If this project is part of an ongoing multi -phased project, describe what phase is covered by this project and how many more phases still need to be completed. 3. What percentage of the county tax lots and tax maps meet the ORMAP technical specifications? What percentage of the county tax lots and tax maps meet the ORMAP technical specifications? A copy of the ORMAP technical specifications is available on the ORMAP web site. Section 2 of the county's ORMAP business plan will reflect these numbers as well. 4. Upon completion of this project will your county meet goal 6 (100% of tax maps meeting technical specification)? Upon completion of this grant, will your county complete its remapping process; will you meet goal 6? By saying "yes," a county may not request additional funds from ORMAP until DOR announces it will start accepting applications for projects other than remapping. 5. Is this project part of a multi -county effort? If so, please explain. Please explain your county's role as well as the role of the other counties identified in this multi -county remapping effort. 150-304-101-9 Rev: 2014.1 6. Will the project cost be affected if it is not fully funded this cycle? Please identify any affected funding or partnerships if this project did not receive funding from ORMAP. D. Data Availability . 1. Does the county have a data sharing agreement with the State? Please identify what data sharing/licensing agreement, if any. Has the county signed with the State of Oregon? 2. Identify any data restrictions or licensing issues. Please identify any restrictions the county will place on the ability for this data to be shared with agencies outside of DOR. G. Racial and Ethnic Impact Statement Chapter 600 of the 2013 Oregon Laws require applicants to include with each grant application a racial and ethnic impact statement. The statement provides information as to the disproportionate or unique impact the proposed policies or programs may have on minority persons in the State of Oregon if the grant is awarded to a corporation or other legal entity other than natural persons. The County Assessor must sign the completed section. 150-304-101-9 Rev: 2014.1 10 ORMAP Grant Application i A. County: Deschutes B. Funding Cycle: ORMAP Tools Grant C. Project will help meet ORMAP Goal(s): D. Fund Request: 1❑ 2❑ 3❑ 4X 5❑ 6❑ $1,560 ``. l t Q{ y`�"v 3 � `.'.4,��.F'"'vc c$^r.. ���y�S� `� '• Department k �`a��.��"tr�/�`r "."','jam. e,��� �� 4' C=X^eu �+ b �.'e `.` ..} `�u� { ` ,�s.• , iv1> k. '"�\' '� �r "A., Assessment a Y .✓.'�, ,oi .. 2, �-„ .v„�l A.,,e� .'�..._�,. . 2...ha". ..`� N o`C. � .?, h. , w� ,. sv-zx: C5 OPass OFail Upgrade of ArcMap Cancelled Numbers Manager tool to AreGIS Pro. Scope and Deliverables Check Deliverables Brief description of the deliverables ❑ Tax Lot Conversion ❑ Tax Map Conversion ❑ Control Points ❑ Development ❑ Other Assistance X Other Deliverable Cancelled Numbers Manager tool for ArcGIS Pro ❑ Hardware/Software Fall 2021 Deliverable Number of Items `' Cost per Item Total Cost Cancelled Numbers Manager Tool 1 $1560 $1560 ��►�Partnr5h11..�`%��� �� 1�t�c�`ns1, �>�,�s li���.. f ` `, s: � z:_ _ � ,� � 5 S"..S\NO R s%' 3 f".yl' �'Si.`.n` `�" C v`S &`✓ SZ '' `..., abs"d�T,ti✓.�3o_ Pa�'w.tt�: /..�..:, � i,,,,,�2 _F _:....S,n, �i'ii �,u�'�. .�. .r.*5,,"�.,k t';�. _ .2`y..� ,E a4,�. �✓i. i.0 `ss_..._., �cav3 Y,�� , �f4 'c=,� 3. a-. � „�9,.,. ,._, 5.�/:.., `.�a�... Shad Campbell, IT Applications Manager — Deschutes County �yat�t�0-4 NM Shad Campbell IT Applications Manager —Deschutes County r a shad.campbell@deschutes.org w _.` ,?it�tll'1�11i13 t 541-390-0629 150-304-101-9 Rev: 2014.1 11 14 NW Kearney Ave Bend, Oregon 97703 1. Describe what the project is trying to accomplish. Develop a new Cancelled Numbers Manager tool that operates in the ArcGIS Pro environment. 2. What part(s) of the county does this project cover (Township, Range, and Sections, if applicable)? All future mapping projects for counties that use ArcGIS Pro and the existing Cancelled Numbers Manager tool. 3. What is the status/outcome of all previously funded ORMAP projects? (Please include funding cycles and a "status map" of your county.) Completed 4. Describe, in detail, your technical approach to the project (such as, mapping methodology). See attached proposal 5. Describe the project deliverables. A new Cancelled Numbers Manager tool in ArcGIS Pro based on the functionality currently available in the original ArcMap tool. 6. Who will be doing the work (county staff, contractor, or DOR staff)? Please define their roles. County staff. 7. How will the county cartographer integrate the deliverables into the County's maintenance plan? Deschutes County staff will test the new tool in the software to ensure it works within the ArcGIS Pro environment. 8. Provide a project timeline with milestones or completion dates. See attached proposal. 9. Does this project have any partnerships? If yes, please identify them. Yes — The ORMAP Tools Committee Members 10. Describe any innovations utilized by this project. New software. 11. Detail Costs (who is paying for what). $1,560 150-304-101-9 Rev: 2014.1 12 4. Describe QC procedures. N/A C, Project Detail; 1. Is this project an "edge matching project"? If so, how much of the county boundary will be completed? No 2. Is this project part of an ongoing or multi -phased remapping project? Yes - This is software that we have all agreed to move forward with. 3. What percentage of the county tax lots and tax maps meet the ORMAP technical specifications? Total Countywide Meet Tech Specs Percent Complete Tax Lots Tax Maps 4. Upon completion of this project will your county meet goal 6 (100% of tax maps meeting technical specification)? 5. Is this project part of a multi -county effort? If so, please explain. Yes — ORMAP ESRI Committee 6. Will the project cost be affected if it is not fully funding this cycle? Yes — we will not go forward. D, Data Availability 1. Does the county have a data sharing agreement with the State? N/A 2. Identify any data restrictions or licensing issues. This is part of the ESRI software and requires a Cancelled Numbers table exist as part of the ORMAP data schema. E. Background Information Any other information that you feel may help support the project. F. Other Issues - Please' identify. 150-304-101-9 Rev: 2014.1 13 G. Racial and Eihnic I act Statement RACIAL AND ETHNIC IMPACT STATEMENT This form is used for informational nurnoses only and must be included with the grant apnlication Chapter 600 of the 2013 Oregon Laws require applicants to include with each grant application a racial and ethnic impact statement. The statement provides information as to the disproportionate or unique impact the proposed policies or programs may have on minority persons' in the State of Oregon if the grant is awarded to a corporation or other legal entity other than natural persons. 1. ❑ The proposed grant project policies or programs could have a disproportionate or unique positive impact on the following minority persons: Indicate all that apply: Women Persons with Disabilities African -Americans Hispanics Asians or Pacific Islanders American Indians Alaskan Natives 2. ❑ The proposed grant project policies or programs could have a disproportionate or unique negative impact on the following minority persons: Indicate all that apply: Women Persons with Disabilities African -Americans Hispanics Asians or Pacific Islanders American Indians Alaskan Natives 3. ❑ The proposed grant project policies or programs will have no disproportionate or unique impact on minority persons. If you checked numbers 1 or 2 above, on a separate sheet of paper, provide the rationale for the existence of policies or programs having a disproportionate or unique impact on minority persons in this state. Further provide evidence of consultation with representative(s) of the affected minority persons. I HEREBY CERTIFY on this day of , 20 , the information contained on this form and any attachment is complete and accurate to the best of my knowledge. Signature: Printed N Title: '"Minority persons" are defined in SB 463 (2013 Regular Session) as women, persons with disabilities (as defined in ORS 174.107), African -Americans, Hispanics, Asians or Pacific Islanders, American Indians and Alaskan Natives. 150-304-101-9 Rev: 2014.1 14 Submit completed forms to: ORMAP Project Coordinator Tel: 503-586-8128 Oregon Department of Revenue Fax: 503-945-8737 Property Tax Division or.map(a,state.or.us 955 Center St. NE Salem OR 97301-2555 150-304-101-9 Rev: 2014.1 15 Additional Forms 150-304-101-9 Rev: 2014.1 16 ORMAP Grant Application Addendum — Alternate Funding Request a. County: b. Funding Cycle (Spring or Fall / Year): c. Original Grant Request: $ Reduction percentage and award amount to be filled in by Department of Revenue d. Reduction Percentage: e. Awarded Amount: $ Please provide the following additional information to help us understand the impact of reductions in varying amounts to your original grant request if there are insufficient funds available funds to provide 100% funding. Please note at what point the reduction requested would make the project impossible to undertake. g > , .� ���� �N 0 DIM If Yon received a reduced grant amount how would it affect the following: 1. What will your deliverables be with this reduction (that is, the number of tax lots, tax maps, or control points)? 2. How will this reduction affect your current methodology, if at all? 3. How will this reduction affect your county's remapping completion date? Mail Contact Information ORMAP Project Coordinator 503-586-8128 Oregon Department of Revenue Fax: 503-945-8737 Property Tax Division or.mappstate.or.us 955 Center St. NE Salem OR 97301-2555 150-304-101-9 Rev: 2014.1 17 ORMAP Grant Application Addendum — Request for Additional Information Complete only if requested by ORMAP Technical Group w.s� go Y3t ; N> < ' a� { `' 4. , s.,� s ^✓E T`'ES� -U ,„, s. rL a. County: b. Funding Cycle: c. Fund Request 1. 2. 3. 4. 150-304-101-9 Rev: 2014.1 18 ORMAP Contract Modification Request Date: County: Contract #: Current Expiration Date: Department of Revenue reviews contract modifications on a case -by -case basis. The department may deny a modification request if, the modification is outside the scope of the ORMAP project, deliverable modifications deviates from the original grant request, or the contract has already been modified. Contract expiration extensions can only be up to l year in duration. Please submit contract modifications to: OR. MAP a,state.onus Or Philip McClellan Property Tax Division 955 Center St. NE PO Box 14380 Salem OR 97309-5075 Fax:(503) 945-8737 Please answer the following questions: 1. What will be the new contract expiration date? 2. Why do you require a contract modification? 3. Will this modification affect other outstanding ORMAP contracts? If so, explain. 4. Will the modification change the deliverables from the original contract? If so, please explain. Signed Date 150-304-101-9 Rev: 2014.1 19 Date: Remit Payment to: ORMAP Contract Number: Total Invoiced Amount: When submitting invoice for payment please include the updated invoice chart below along with the deliverable(s). Thank you. Contract Number: Deliverable Description Total Grant Amount Current Billing Remaining Amount Completed Items Total Project Status (Brief description of project progress): I confirm that all data included in this delivery is true and accurate. Print Name and Title: Sign: Date: 150-304-101-9 Rev: 2014.1 Submit Invoice to: or. map (r)state. or.us -OR- Philip McClellan Oregon Department of Revenue Property Tax Division PO Box 14380 955 Center St. NE Salem, OR 97309-5075 Fax:503-945-8737 20 Appendix 150-304-101-9 Rev: 2014.1 21 Appendix A: Approved Hardware and GIS Software Purchase List The following list shows the one-time cost allowances for the purchase of hardware and software products. Any cost incurred over the allotted amount is the responsibility of the county. If a county would like to purchase GIS software that is not on the approved list, they must submit their request for approval by the ORMAP Technical Committee. You must meet all of the following criteria: • Your software request does not exceed the per -license amounts listed. • You do not request more than one software license. • Your hardware request does not exceed the amount listed. • You do not make more than one request for each type of equipment. `i Fr' 3 C " 1 K I / C !' - C a, � 'K `y\ ' l: \ �1 . b z SSA '•. 2 � `' ESRI AreGIS for Des ktop- includes first year of maintenance Software Allotment Basic $1,500 Standard $7,000 Advanced $9,900 ArcSDE Workgroup $5,000 Intergraph GeoMedia— includes first year of maintenance Software Allotment GeoMedia $8,010 Parcel Manager $4,320 Transaction Manager $4,320 Equipment Allotment Plotter $5,400 Personal Computer $2,500 Server $5,000 150-304-101-9 Rev: 2014.1 22 Appendix B: ORMAP - Related Statutes Purpose: • ORS 306.135(1) The Department of Revenue shall develop a base map system to facilitate and improve the administration of the ad valorem tax system. Funding: • ORS 205.323 Additional fees for recording certain instruments; use of fees. (1) In addition to and not in lieu of the fees charged and collected under ORS 205.320 and other fees, the following fees shall be charged and collected for the recording or filing of any instrument described in ORS 205.130: (a) A fee of $1, to be credited as provided in subsection (3) (a) of this section; And... (3) Have the amounts charged and collected under this section: (a) The recording or filing fee charged and collected under subsection (1)(a) of this section shall be deposited and credited to the Oregon Land Information System Fund established under ORS 306.132; • ORS 306.132 Oregon Land Information System Fund (1) The Oregon Land Information System Fund is created separate and distinct from the General Fund. How to use the funds: • ORS 306.132(2) Moneys in the Oregon Land Information System Fund are continuously appropriated to the Department of Revenue for the purpose of funding a base map system to be used in administering the ad valorem property tax system. Advisory Committee: • ORS 306.135(2) In developing the base map system, the department shall be advised by an advisory committee that is hereby created and that shall be known as the Oregon Land Information System Advisory Committee. The advisory committee shall advise the department concerning the administrative and public needs related to the development of the base map system. • ORS 306.135(3) The advisory committee shall consist of individuals appointed to the committee by the Director of the Department of Revenue. 150-304-101-9 Rev: 2014.1 23 Appendix C: ORMAP Policy Guidelines Revised October 2013 The Department of Revenue administers the ORMAP Program within the following policy guidelines. Policy Guidance: The ORMAP Advisory Committee provides policy advice on issues related to establishing the ORMAP vision, fund distribution, goal setting, priority setting, and overall direction of the program. The ORMAP Advisory Committee does not review individual grant proposals unless requested to do so by department staff or the ORMAP Technical Group in order to help the department address a policy issue. Final policy decisions are the responsibility of the Department of Revenue. Funding Process: a. The department will announce the projected available funds for the current funding cycle and the projected limits for large and small grants b. The department reviews grant applications sent to the department using the Administrative Review Criteria and ORMAP Policies. Counties are given the opportunity to make timely changes to their grant application and resubmit to correct criteria the county did not meet. An application that does not pass all DOR criteria is not submitted to the technical committee for further review. c. Once the department receives the final deposit for the funding cycle, the large grant limit will be set. The department will apply an automatic modification to grants to match the 20% limit, if needed. d. The technical committee reviews grant applications that pass the Administrative Review Criteria. The committee applies the Technical Review Criteria at its first scheduled meeting. Counties are given the opportunity to correct any failed items by timely providing an addendum detailing the changes to the ORMAP coordinator. e. The department using the Priority Scoring, awards points to grant applications that pass both the administrative and the technical committee review. The department will award full funding to grants at or below the 3% limit for small grants prior to using the weighted system. The balance of the fund will be available to the remaining grant applicants. Scoring is only required if the grant applications that pass the administrative and tech committee reviews request more funds than are available from the ORMAP project for that funding cycle. The technical committee at its second scheduled meeting reviews scoring. The technical committee will determine that the rule was applied correctly and that the resulting decisions on scoring were applied in an objective way. The technical committee will review any grant addendums and approve priority scoring at its second scheduled meeting. f. The department provides funding to as many counties as possible, ranking each grant application in point total order, with the higher scoring projects receiving preference, taking account of and applying (at the discretion of the department) budget reduction package information, until the funds available are largely depleted (allowing for a slight ending balance). g. The department will provide the full 20% grant limit to counties, which grant applications will complete the county's remapping, bringing 100% of the county's tax maps, to technical specifications. The County: The "county" is defined as the group requesting funds from the ORMAP Project. Only members of county staff may request funds from ORMAP. The county assessor is responsible for all contracts awarded by ORMAP, whether or not the assessor's office is the county department requesting the funds. 150-304-101-9 Rev: 2014.1 24 Grants Request: Requests for ORMAP funds are made during the grant cycles specified by DOR, typically in the spring and in the fall. A county must complete an ORMAP Grant Application; Form No. 150-304-101-9. The application is available upon request to the ORMAP Project Coordinator. The completed application must be submitted to the ORMAP Project Coordinator no later than the due date posted on the ORMAP website for that funding cycle. ORMAP Technical Committee: The ORMAP Technical Committee is a voluntary group made up of representatives of the stakeholders of the base map system including state, local, federal, public, and private areas. Vendors are welcome to participate in a nonvoting, non -decision -making role. The group reviews all grant proposals before they are presented for approval to the Director of the Department of Revenue. The committee uses the following criteria when reviewing proposals: • Grants have a timeline that is it realistic in relationship to the request. • A grant clearly states the cost of the project and is it cost effective? • Grants have measurable deliverables. • Clearly describe how the project will help the county/region move forward to accomplishing the ORMAP goals. • Counties adhere to the current Cadastral Data Exchange Standard. ORMAP Tools Subcommittee: The department will set aside 3% of the available funds each cycle to fund subcommittee -approved projects. This fund will not exceed $25,000. This fund will be separate from the funds available for remapping projects. The subcommittee determines the projects that are eligible for funding. They will assign a county to be responsible for the work. The group submits a grant request to ORMAP outlining the tools or enhancement. Participating counties are required to provide matching funds. The subcommittee will report to the Tech Group the progress of each project. Once the project is completed, the subcommittee is responsible for any testing. When testing is complete, the Subcommittee Chair will notify the ORMAP Coordinator that the project is eligible for reimbursement from ORMAP. ORMAP Goals: The ORMAP program will make decisions and set priorities that enhance the program's ability to fulfill the following goals: Goal 1: ORMAP Goal 1 establishes that by April of 2002, Oregon will have a statewide, easily accessible, digital base map system that provides picture images of assessor maps and a limited amount of information via the ORMAP website. (Completed) Goal 2: ORMAP Goal 2 establishes that by October of 2004, Oregon will have a statewide, digital tax map system that supports a limited number of GIS applications. (Completed) Goal 3: ORMAP Goal 3 establishes that by October of 2006, Oregon will have a statewide, digital tax map system that supports the Assessment and Taxation (A&T) function and may be useful for a variety of additional GIS applications. Forty percent (40%) of county tax maps are produced meet ORMAP Technical Specifications. Goal 4: ORMAP Goal 4 establishes that by October of 2012, Oregon will have a statewide digital tax map system that supports the needs of the Assessment & Taxation (A&T) function and may be useful for other public and private GIS applications. Seventy percent (70%) of county tax maps are produced meet ORMAP Technical Specifications. Goal 5: ORMAP Goal 5 establishes that by October of 2014, Oregon will have a statewide digital tax map system that supports the needs of the Assessment & Taxation (A&T) function and may be useful for other public and private GIS applications. Ninety percent (90%) of county tax maps are produced meet ORMAP Technical Specifications. 150-304-101-9 Rev: 2014.1 25 Goal 6: ORMAP Goal 6 establishes that by October of 2016, Oregon will have a statewide digital tax map system that supports the needs of the Assessment & Taxation (A&T) function and may be useful for other public and private GIS applications. All (100%) of county tax maps are produced meet ORMAP Technical Specifications. Pilot Project: To ensure a quality deliverable, the completion of a successful pilot project is required before the approval of large grant requests or grants using a contractor new to the ORMAP process. Hardware and Software Purchases: ORMAP grant funds may be used for hardware and software purchases for the counties to use for Assessment and Taxation functions. These purchases will be limited to equipment found on the approved ORMAP Equipment list and within the approved price range. These requests can be made at anytime as stated in OAR 150-306-0130. Any hardware or software purchase is a one-time purchase, and all future maintenance and licensing becomes the responsibility of the county. Business Plans: All counties are expected to develop and maintain an ORMAP Business Plan that outlines how and when the county will be completing work to move its cadastral data to ORMAP Technical Specifications. A business plan template has been developed for use by the counties. All grant proposals must show how they relate to the county's business plans. Mapping Methodology: Projects should follow a mapping methodology similar to the mapping methodology set by department. A copy of this methodology is on the ORMAP website. Work Completed: ORMAP will only pay for work completed during the one-year timeframe of the contract. DOR will not provided funding for work completed prior to the date on the signed contract or after the expiration date. All funding requests represent an estimated cost, and unused funds are reverted to ORMAP. In order to receive funds, a county submits an invoice with a detailed list of completed deliverables. The technical committee will review cost overruns before allocating new funds. Partnerships: Where possible, ORMAP grant applications should be given a priority if the funds will be used to leverage other funds and resources from other county departments, government agencies, or private industries that use the cadastral data produced by ORMAP and the County. Internal county partnerships are those that involve funding/resources from program areas outside of regular county cadastral map development. Cadastral/mapping staff time, equipment and other overhead costs will not be considered partnerships. The ORMAP Coordinator will assist counties develop partnerships by identifying opportunities and developing materials that explain the benefits of partnerships. Data Conversion: Data conversion requested in a grant application must be part of the county's plan for remapping and included in its ORMAP business plan. If a conversion is part of the remapping plan but the converted data may not meet ORMAP technical specifications, the technical committee will review the data conversion request. If the committee determines the proposed conversion benefits ORMAP goals, the county will be eligible to receive ORMAP funds for the conversion. If a county is already mapped to ORMAP technical specifications, converting existing digital data to a new data format may be considered maintenance. Funding Personnel: ORMAP grant applications may be submitted to fund: • overtime incurred by existing county personnel assigned to complete work on an approved mapping project, • temporary employees hired by the county to complete project work, or • regular status personnel hired to work on the project that is the subject of the grant application. NOTE: The decision to use contractors, temporary employees, or regular status employees is at both the discretion and the peril (in the event of insufficient grant funding) of the county. Once the project that is the subject of the grant application is completed, ORMAP funding for staff will cease unless a grant request for another project is approved. 150-304-101-9 Rev: 2014.1 26 Large Grants: The Department will announce the projected available funds prior to the funding cycle. Large grants are grant requests over 20% of the available funds. If grant reductions are required, all grant requests in excess of 20% of available funds are automatically reduced to the announced dollar amount before calculating and applying further reductions, if needed. Example: The announced fund balance is $400,000, and 20% of this is $80,000. Grant requests for the funding cycle exceed the available funds and reductions are required. "County A" has submitted its original grant for $95,000. It is automatically reduced to $80,000 (the 20% limit), scored and weighted using the funding criteria, and is then reduced by another 40%. The total awarded to County A is, $48,000. Small Grants: The Department will announce the projected fund balance prior to the funding cycle. Small grants are grants requesting 3%, or less, of the available funds. Counties requesting a "small grant" will receive full funding if it passes the funding criteria as defined by the department. These grants are awarded funds prior to grants that exceeded the 3% in the funding cycle, reducing the overall available dollars. Example: The announced fund balance is $400,000, and 3% of that is $12,000. Grant requests for the funding cycle exceed the available funds and reductions are required. "County B" has submitted its original grant for $12,000. Since this grant did not exceed the 3% limit, ORMAP awards County B $12,000. Final Remapping Grant Application: If a county grant application brings the entire county to meeting ORMAP Goal 6 (100% of county tax maps meeting the technical specifications), it will receive a one-time full funding to the 20% funding limitation. If more than one county submits a final grant request, the technical group and advisory committee will review final grant applications for full funding. Exception Areas: Exception Areas are areas within a county that the County's Assessor has identified as having no current (or anticipated) business need or economic return to remap to ORMAP technical specifications at this time. The County must documented these areas in the metadata; this will contain an explanation as to why the area does not meet the standards. As well as, fill in the appropriate codes in the attribute table following the Or^eaon Cadastral Data Exchange Standard (see ORMAP Reliability Codes). 150-304-101-9 Rev: 2014.1 27 Appendix D: ORMAP Funding Criteria Revised March 2014 Funding Process 1. Prior to the funding cycle the tools committee chair will report to the ORMAP coordinator the amount from the tools fund that can be released for general county grant requests. 2. The department will announce the projected available funds for the current funding cycle and the projected limits for large and small grants. 3. Grant applications sent to the Department of Revenue will reviewed using the Administrative Review Criteria and ORMAP Policies. Counties have the opportunity to make timely changes to their grant application and resubmit to correct criteria the county did not meet. An application that does not pass all of these criteria will not submitted to the technical committee for further review. 4. The technical committee reviews grant applications that pass the Administrative Review Criteria. The committee applies the Technical Review Criteria at its first scheduled meeting. Counties are given the opportunity to correct any failed items by timely providing an addendum detailing the changes to the ORMAP coordinator. 5. Once the department receives the final deposit for the funding cycle, the large and small grant limits will be set. The department will apply an automatic modification to grants to match the 20% and 3% limits, if needed. 6. The department will use the Priority Scoring to score grants applications that pass both the administrative and the technical committee review. Scoring is only required if the grant applications that pass the administrative and tech committee reviews request more funds than are available from the ORMAP project for that funding cycle. The technical committee at its second scheduled meeting reviews scoring. The technical committee will determine that the department applied all the rules correctly and that the resulting decisions on scoring were applied in an objective way. The technical committee will review any grant addendums and approve priority scoring at its second scheduled meeting. 7. The department provides funding to as many counties as possible, ranking each grant application in point total order, with the higher scoring projects receiving preference, taking account of and applying (at the discretion of the department) budget reduction package information, until the funds available are largely depleted (allowing for a slight ending balance). Review Criteria Administrative Review Each of these criteria is pass/fail. The county may make changes to the application if it does not meet the criteria, prior to it being posted for technical review. 1. Maintain a current online ORMAP business plan and provide DOR with a status map of the county's ORMAP project phases. A countywide status map will be a map of the county showing all the townships and sections within the county showing all phase of the remapping process. This will include all completed and future phases. 150-304-101-9 Rev: 2014.1 28 2. Have no more than two outstanding ORMAP "single county" grants. A county may only have two outstanding single county grants. A "single county" grant is a grant that has only one county named in the grant. If a county has two outstanding grants at the start of the funding cycle they may still apply for funding as long as at the time the current cycle's grant becomes active they only have two grants. This means if a county has two outstanding grants, one of those grants must be completed or expire at the time the current cycle's contract becomes active. A contract modification that includes a deadline extension may affect a county's ability to receive future funding. Grant applications that are part of the Production Tools Group are exempt from this review criteria, as are grants that include a partnership of more than one county. 3. Agree to share data with the Department for its internal uses. Data outlined in the Cadastral Data Exchange Standard. Does not include ownership information; includes use of the data for the ORMAP website. 4. Propose a project directed at meeting one of ORMAP's goals. Does the proposed project assist the county in meeting one of the current goals of ORMAP? 5. Provide ORMAP, by February 1, with the most current calendar year's countywide shape file, which meets the Cadastral Data Exchange Standard. 6. At the Department's discretion, counties will provide a "reduction package" within the grant application outlining funding reductions of varying percentages. To prioritize county needs and 'help the Department applies funding reductions, if needed. 7. Final Remapping Grant Application. If a county grant application brings the entire county to meeting ORMAP Goal 6 (100% of county tax maps meeting the technical specifications), it will receive a one-time full funding to the 20% funding limitation. If more than one county submits a final grant request, the technical group and advisory committee will review final grant applications for full funding. Technical Review Each of these criteria is pass/fail. If the application does not meet the criteria, the county can make changes via an addendum following the technical committee's first meeting and prior to the committee's second meeting. The grant application must: 1. Demonstrate a successful process. A successful process is one that is cost effective and aligns with the ORMAP goals. 2. Have a completion timeframe not to exceed one year. Projects that will last longer than one year must be broken into multi -year projects or phases and are reviewed each year. 150-304-101-9 Rev: 2014.1 29 3. Have a reasonable and measurable deliverable. A reasonable and measurable deliverable is a deliverable that can be completed within the one-year timeframe using the methodology detailed in the grant application. Priority Scoring Scoring points for technical and policy ratings are added into a single score. Technical Ratin County grant proposals that meet all of the ORMAP criteria are scored as follows: 1. County edge matching projects — maximum of 5 points If the requested project will address edge matching of the tax lot layer with neighboring counties, it will receive a maximum of five points. The county must have agreements with the neighboring counties affected by the project. The scoring will be as follows: Percent of project, in distance (miles), along a common boundary: 1 % - 10% = 1 point l l % - 20% = 3 points 21+% = 5 points If the county boundary is completed, and the county can produce documentation that the neighboring counties agree to the boundary, the county will receive an automatic 3 points on all future grant applications. To qualify for these points the county must use the following procedures. a. Counties Agree to Common County Tax Lot Boundary Counties agree to a common county tax lot boundary for assessment purposes, remapping of tax lots, and tax lot maintenance. This boundary will be derived from the tax lot layer. This agreement must identify the counties' data steward and provide their contact information. The data steward is the person in the county that is responsible for the maintenance of the county's tax lot layer. b. Counties Exchange County Boundary Data Counties will exchange digital tax lot boundary data with the other county involved in the agreement for internal review. Any discrepancies must be resolved or documented. c. Counties agree to notify the other of any Boundary Changes A county must notify the other county of any changes made to their cadastral data occurring along the county boundary and provide them with updated boundary data within 30 days of the change. d. Counties submit county boundary data to Department of Revenue for review. The county tax lot boundary data will be submitted to the Department of Revenue for an annual review of the county boundaries statewide. If the department finds any discrepancies with the data, it will notify the counties for their review and correction. 150-304-101-9 Rev: 2014.1 30 2. Ongoing projects — 2 points The project is part of an ongoing, multi -phased project outlined in the county's online ORMAP business plan. 3. Completion of a low percentage of tax lots that meet the ORMAP Technical Specifications — maximum of 5 points The percentage of completed tax lots are taken from the county's online ORMAP business plan. If the requesting county has a low percentage of its tax lots meeting the technical specifications, points are awarded as follows. 1 % - 30% = 5 points 31 % - 70% = 3 points 71 % - 99% = 1 point Policy Rating 1. Multi -county efforts to encourage collaboration — 1 point Projects that involve more than one county in the production of maps, collection of control, or sharing of resources is considered a multi -county effort. An example is remapping the county boundary where each county involved remaps a portion of the boundary and other counties use that data. Another example is one county developing a tool or process that can be used by other counties. In order to receive points, an agreement with the other counties is needed indicating that this tool or process will be implemented by the other counties. 2. Funding partnerships —1 point A funding partnership is an agreement with another agency or department within the county to provide cash or services to meet the goals of ORMAP. Services that are normally be provided by that agency, such as computer support from county IT services are not included. 3. Significantly greater costs if not funded in the current cycle — 3 pts The county must document a significant saving to funding the project in the current cycle versus funding later or by spreading it out over multiple project phases. 4. Significant contribution of non-DOR resources to completing ORMAP Goal 6 — Maximum of 5 points Comparison of the total amount of ORMAP funds expended divided by the number of tax lots that are currently in Goal 6 compliant tax maps. A county in the 75 percentile measured by the lowest cost per tax lot receives five points; a county in the 50 percentile receives 3 points; a county in the 25 percentile receives 1 point. 5. County has signed a statewide data sharing agreement to share their tax lot data — 2 points This is in reference to the Department of Administrative Services (DAS) and the Cadastral Framework Team's (FIT) effort to share county tax lot data with state agencies for limited purposes. By signing this agreement a county would received $1,000 annually in exchange for making their tax lot data available as part of a statewide tax lot shapefile. 150-304-101-9 Rev: 2014.1 31 6. Preference points for next funding cycle — 3 points If a county voluntarily withdraws its grant request, "preference points" are awarded when the county resubmits the grant request. The grant request must be the same as the withdrawn grant. The department gives consideration for any reasonable increases in cost because of the delay in performing the work. 150-304-101-9 Rev: 2014.1 32 DEPUTY COUNTY ADMINISTRATOR **DRAFT** September 14, 2021 Owner, RV Park Address Dear RV Park Owner: The Deschutes County Board of County Commissioners views existing RV parks as a critical community asset. For interested RV parks, the Board is would like to support expansion and/or upgrades. At the Board's September 1, 2021 meeting, the Commissioners heard a presentation from Community Development Department staff on expanding existing RV parks in rural Deschutes County, Attached is the staff report and here is a link if you would like to watch a video of the discussion: XXXXXXXXXXXXXX. As you know, expanding and/or upgrading an RV park can have many challenges: land use, septic regulations, and infrastructure costs. In an effort to support RV park expansion and upgrades, Deschutes County is pleased to report the following: • The Community Development Department will hold a meeting for existing RV park owners to learn about current challenges to expanding and upgrading RV parks. This information will help Deschutes County work with our local state legislative delegation on changing state law to remove barriers to RV park expansion and upgrades. More information will be sent to you once this meeting is scheduled. • The Board of County Commissioners may provide financial assistance to help facilitate RV park expansion/upgrades. If you are interested in this opportunity, please contact INSERT STAFF NAME. • Recently, the Oregon Legislature passed House Bill 2006 (attached) which allows an emergency shelter be sited in a Rural Residential Zoned property. The new law waives a number of land use regulations for this type of use. The law will sunset on July 1, 2022. Sincerely,