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2023-7-Minutes for Meeting December 07,2022 Recorded 1/4/2023{ BOARD OFCOMMISSIONERS 1300 NW Wall Street, Bend, Oregon (541) 388-6570 Recorded in Deschutes County CJ2023-7 Steve Dennison, County Clerk Commissioners' Journal 01/04/2023 8:43:07 AM 111111111111111 1111111111 FOR RECORDING STAMP ONLY BOCC MEETING MINUTES 9:00 AM WEDNESDAY December 7, 2022 Barnes Sawyer Rooms Live Streamed Video Present were Commissioners Patti Adair, Anthony DeBone (via Zoom), and Phil Chang. Also present were Nick Lelack, County Administrator; Kim Riley, Assistant County Counsel; and Brenda Fritsvold, BOCC Executive Assistant. 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 Adair called the meeting to order at 9:00 a.m. Chair Adair acknowledged the 81 st anniversary of Pearl Harbor this day, and further recognized her former college professor, Professor Dulles, for his service in World War II. Commissioner Chang expressed gratitude for the United State's entry into the Pacific theatre as this enabled his family to survive Japan's invasion of China. PLEDGE OF ALLEGIANCE CITIZEN INPUT: Chair Adair acknowledged the receipt of one citizen input email supporting the preservation of Worrell Wayside Park and one citizen input email supporting psilocybin service centers in destination resorts. BOCC MEETING DECEMBER 7, 2022 PAGE 1 OF 11 Ron Boozell questioned what the non -partisan County Board of Commissioners will look like upon its implementation. CONSENT AGENDA: Before the Board was Consideration of the Consent Agenda. CHANG: Move Board approval of Consent Agenda DEBONE: Second VOTE: CHANG: Yes DEBONE: Yes ADAIR: Chair votes yes. Motion Carried 1. Consideration of Board Signature on Letter of Thanks to Al Dertinger for service on the Deschutes County Facility Project Review Committee 2. Consideration of Board Signature on letter reappointing Judy Trego for service on the Deschutes County Budget Committee, the 9-1-1 County Service District Budget Committee, the Countywide Law Enforcement District #1 Budget Committee and the Rural Law Enforcement District #2 Budget Committee 3. Consideration of Board Signature on letters appointing Eric Yates, Don Selsor and Kelly Winch to the Spring River Special Road District 4. Consideration of Board Signature on Letter of Thanks to Carl Jansen for service on the Spring River Special Road District 5. Consideration of Board Signature on letter reappointing Gil Levy for service on the Deschutes County Public Safety Coordinating Council Commissioner Chang thanked Judy Trego for serving on the Budget Committee. ACTION ITEMS: 6. SunWest Builders Guaranteed Maximum Price Amendment No. 2 to Contract No. 2022-197 Lee Randall, Facilities Director, described the proposed amendments to contracts with SunWest Builders for the remodel of 236 Kingwood in Redmond. The original project budget was based on early conceptual cost estimates; the amendments reflect updated costs totaling a revised guaranteed maximum price of $2.6 million. This amount includes $716,809 for construction of the 9-1-1 BOCC MEETING DECEMBER 7, 2022 PAGE 2 OF 11 backup dispatch center on the second floor of the building. Randall shared that the goal is to begin work as early as next week. Commissioner Adair asked to know the amount of the increase as a percentage. Randall replied it is between six and eight percent. Commissioner DeBone appreciated the cooperation demonstrated by all parties to enable moving forward, despite the cost increase. Commissioner Chang agreed that this project is very important for the 9-1-1 division and to facilitate improved delivery of health services. CHANG: Move approval of Board Signature of Document No. 2022-957 amending Deschutes County Contract No. 2022-197 and also amending Document No. 2022-790 with SunWest Builders for the remodel of 236 Kingwood in Redmond DEBONE: Second VOTE: CHANG: Yes DEBONE: Yes ADAIR: Chair votes yes. Motion Carried 7. Bend Downtown Campus Parking Analysis Lee Randall, Facilities Director, summarized the history of work done since 2019 to prepare for future downtown campus parking needs which are anticipated due to growth and the planned expansion of the Deschutes County Courthouse. One possibility involved redeveloping Worrell Park to add parking spaces; before committing to this option, the Board directed staff to provide an analysis of current parking usage and capacity. In conducting the required analysis, HHPR, Inc. a civil engineering firm, focused on eight buildings which are occupied by a variety of departments and offices. The study sought to determine if capacity exists to support the planned courthouse expansion and if any of the current parking configurations can be modified to gain efficiencies. Nicolas Speros from HHPR and Joe Bessman from Transight Consulting presented the results of the parking analysis which detailed parking supply and demand according to several uses: permit parking, fleet parking, general, and visitor only. The analysis documented how parking capacity changes by the hour over the course of a normal workday and confirmed the effect which hybrid work schedules and remote attendance at meetings and hearings has had on reducing parking demand since the 2019 study. The analysis concluded that the BOCC MEETING DECEMBER 7, 2022 PAGE 3 OF 11 current parking supply along with improved efficiency measures can support the planned expansion of the courthouse, and no significant modifications to Worrell Park are needed at this time. Commissioner Adair was happy to learn that Worrell Park will not be needed or used for parking. She suggested that some of the surface parking by the medical facility could be used for a new building having four levels of condos for workforce housing above a two-story parking garage. Bessman said one distinct advantage of this would be that overnight parking is peak demand for residential use, which is the opposite of office parking. Commissioner DeBone appreciated the analysis, commented on commuting options such as rideshares, and said jurors are not always aware of where they can park. Randall asked for direction from the Board on five specific items to direct future work on this subject. The Board was in consensus to direct proceeding with the following four items: • Review the campus parking policy and signage to ensure messaging is clear and intuitive; • Provide accessible routes and wayfinding for staff and visitors; • Improve parking management and enforcement to ensure that parking is appropriately prioritized for campus users; and • Explore Transportation Demand Management options and strategies to increase walking, biking, and transit use and reduce single -occupant vehicle trips and parking demand. Staff will return in a few weeks with specifics on the recommendation to "Assess future growth needs and parking allocation priorities, and identify and plan for mid- term options to increase capacity." Commissioner Adair reiterated her support for exploring the use of county -owned property for workforce housing. Commissioner Chang explained that his decision to investigate how Worrell Park could be redeveloped to add parking spaces was based on the 2019 parking analysis. He acknowledged the tremendous concern voiced by many about using any portion of the park for parking, which resulted in the Board directing the second, updated parking analysis. 8. Courthouse Progress Update and Schematic Design Options Lee Randall, Facilities Director, introduced Presiding Judge Wills Ashby and others in attendance to present information or answer questions on this matter. BOCC MEETING DECEMBER 7, 2022 PAGE 4 OF 11 Wayne Powderly from Cummings Management Group provided an overview of the courthouse expansion project and the progress made to date. He said when designing the expanded facility, a key factor is to separate the inbound and outbound paths of the public, judges, and persons in custody. He explained the proposal for how to configure building access points and elevators to achieve this separation. Commissioner Chang asked how much it would cost to include a 4th floor shell now versus add a 4th floor later. Powderly responded that, roughly projected, this would cost half as much now as to add on in five or six years. Commissioner Chang wondered if other entities or organizations which are performing critical services related to court operations could use the shelled -out space until the court needed it. Agreeing that this is one option, Randall said the County is currently operating at a space deficit and the approximately 10,000 sf of usable space in a shelled -out 4th floor could also be used to address those needs. Judge Ashby said the Court would be open to Commissioner Chang's idea of leasing the space to outside entities if security could be assured. Powderly described the two development options presented for the Board's consideration and selection: • Option #1: Basement, 1st, 2nd floors fitted out, with 3rd floor shell for future expansion. Cost estimate: $40 million; • Option #2: Basement, 1st, 2nd floors fitted out, with 3rd and 4th floor shells for future expansion. Cost estimate: $44.5 million. Powderly concluded that this project could be put out to bid next summer. Commissioner Adair noted that the cost estimate for 53,000 sf is about $700/sf. Mike Gorman from LRS Architects said including a 4th floor would bring the per -square foot cost down to $635. Commissioner DeBone supported constructing a 4th floor at this time, since this will be needed later. He noted that the County will seek a capital funding contribution from the legislature for this project. Commissioner Chang concurred that Option 2 is the more cost-effective choice. Commissioner Adair said she would not want the 4th floor to go unutilized. CHANG: BOCC MEETING Move approval of programming Option 2 to proceed with incorporating design elements of a fitted -out basement and 1st and 2nd floors, and with 3rd and 4th floor shells for future expansion at an estimated cost of $44.5 million DECEMBER 7, 2022 PAGE 5 OF 11 DEBONE: Second VOTE: DEBONE: Yes CHANG: Yes Chair votes yes. Motion carried 9. Notice of Intent to Award Contract to Oregon Beverage Service Geoff Hinds, Fair & Expo Director, explained the transition from the Fair & Expo managing its own food and beverage services internally to contracting for the management of these services with an outside vendor. An RFP was issued, and one response received. Commissioner DeBone sought assurance that the Fair will have flexibility as far as what specific products are offered. Hinds said the contract will not place any restrictions on what products are made available for sale, and local as well as national brands can both be sold. Commissioner Adair said vendors who sell alcohol should also offer non-alcoholic beverages such as water. Hinds agreed this should be standard practice. CHANG: DEBONE: VOTE: Move approval of Chair Signature on Document No. 2022-960, Notice of Intent to Award a contract to Oregon Beverage Service for alcohol beverage sales management at the Deschutes County Fair & Expo Second DEBONE: Yes CHANG: Yes Chair votes yes. Motion carried 10. FY 2023 Video Lottery Fund Allocations: United Way Stephanie Robinson, Grants and Operations Specialist, reviewed the Board's request to receive more information from United Way on its emergency food, clothing and shelter program. Whitney Swander, Interim Executive Director of United Way Central Oregon, listed examples of programs funded by United Way with the grant monies received from the County and other sources. These include organizations such as the Assistance League of Bend, the La Pine Community Kitchen, Jericho Road of Redmond and St. Vincent de Paul. BOCC MEETING DECEMBER7,2022 PAGE6OF11 Commissioner Adair appreciated that United Way spends just 2% of its grant funds on administrative costs. CHANG: DEBONE: VOTE: Move approval of a grant of video lottery funds to United Way in the amount of $80,000 for emergency food, clothing and shelter Second DEBONE: Yes CHANG: Yes Chair votes yes. Motion carried 11. Request approval to accept COHC Grant to purchase a Mobile Outreach Van Anne Kilty, Manager of Clinical Services, explained that this purchase will allow Health Services to offer a low-cost, bilingual mobile clinic program which will extend WIC and other public health services to the County's rural and vulnerable populations. The goal is to begin operations by July 1st. DEBONE: Move approval to accept a grant from COHC in the amount of $80,000 for the purchase of a mobile outreach van CHANG: Second VOTE: DEBONE: Yes CHANG: Yes Chair votes yes. Motion carried DEBONE: Move approval of Order No. 2022- 069, designating signing authority to Anne Kilty for accepting the grant CHANG: Second VOTE: DEBONE: Yes CHANG: Yes Chair votes yes. Motion carried 12. Request approval for extension of 7 limited duration Covid-19 positions and one new position to continue Covid-19 recovery step down Janice Garceau, Director of Health Services, introduced the request to use $574,696 of ARPA reserves to continue Covid-19 recovery efforts while stepping down staffing over the next two years. BOCC MEETING DECEMBER 7, 2022 PAGE 7 OF 11 Emily Horton, Public Health Program Manager, described the plan to reorganize the Covid-19 unit and reduce its staffing over time from 16 full time equivalent limited term positions to eight, then six, then one. The new position would be a Public Health Educator who would focus on community outreach efforts. Commissioner Chang said it is important to have sufficient staff available to manage temporary employees and volunteers as those are needed for various programs and projects. DEBONE: CHANG: VOTE: Move approval of acceptance of $574,696 from ARPA reserves for the purposes of Covid-19 recovery within the Health Services department Second DEBONE: Yes CHANG: Yes Chair votes yes. Motion carried DEBONE: Move approval of Resolution No. 2022-076 to extend seven limited duration positions (LTD) and create one new LTD Public Health Educator I position within the Health Services Fund CHANG: Second VOTE: DEBONE: Yes CHANG: Yes Chair votes yes. Motion carried 13. Agreement with Noble 911 for 9-1-1 Phone System Upgrade At 11:55 am, the Board convened as the governing board for Deschutes County 9-1-1. Sara Crosswhite, Director of Deschutes County 9-1-1, said the 9-1-1 phone system upgrade will include new hardware and software, all required installation services and ongoing support. A back-up center will also be added for redundancy. CHANG: Move approval of Chair signature of Document No. 2022-948, agreement with Noble 911 for upgrades to the County's 9-1-1 phone system DEBONE: Second VOTE: DEBONE: Yes CHANG: Yes Chair votes yes. Motion carried BOCC MEETING DECEMBER 7, 2022 PAGE 8 OF 11 At 12:00 noon, the Board reconvened as the governing board for Deschutes County. 14. Public Hearing and Resolution amending the Deschutes County Fee Schedule to adopt revised FY 2023 Health Services fees Cheryl Smallman, Health Services Business Officer, explained that the Center for Medicaid Services approved rate increases for certain behavioral health services. Health Services cannot charge or seek reimbursement for these larger amounts unless they are first adopted in the County's Fee Schedule. The public hearing on changes to the Fee Schedule was opened at 12:04 pm. There being no one who wished to speak, Chair Adair closed the public hearing at 12:04 pm. DEBONE: Move approval of Resolution 2022-078 to amend the FY 2023 Deschutes County Fee Schedule and adopt the revised FY 2023 Health Services Fees CHANG: Second VOTE: DEBONE: Yes CHANG: Yes Chair votes yes. Motion carried 15. Consideration of Document 2022-973, an Intergovernmental Agreement establishing a Coordinated Office on Houselessness Erik Kropp, Deputy County Administrator, presented a proposed Intergovernmental Agreement (IGA) establishing a Coordinated Office on Houselessness. The IGA has been approved by each of the four cities in the county. CHANG: DEBONE: VOTE: BOCC MEETING Move approval of Document 2022-973, an Intergovernmental Agreement establishing a Coordinated Office on Houselessness Second DEBONE: Yes CHANG: Yes Chair votes yes. Motion carried DECEMBER 7, 2022 PAGE 9 OF 11 16. Consideration of Resolution No. 2022-069, Regarding Right -of -Way Acquisitions for the US97: Lower Bridge Way -NW 10th St project in Terrebonne Cody Smith, County Engineer, described the right-of-way acquisitions needed for the Lower Bridge Way project which is a partnership between the State and Deschutes County. ODOT will negotiate with the property owners and pay all associated costs of acquiring the rights -of -way. CHANG: Move approval of Resolution No. 2022-069 to acquire right-of- way for the construction of road improvements on Lower Bridge Way, 11th Street, Smith Rock Way, Central Avenue, A Avenue, B Avenue, C Avenue, E Avenue, and H Avenue DEBONE: Second VOTE: DEBONE: Yes CHANG: Yes Chair votes yes. Motion carried OTHER ITEMS: • Commissioners DeBone and Chang announced they will attend the 20th Annual Oregon Leadership Summit in Portland on Monday. • Whitney Hale, Deputy County Administrator, reported that the organizers of the Central Oregon legislative summit on December 16th asked if one of the Commissioners cares to participate in a panel event that afternoon. The Board was in consensus to accept Chair Adair's offer to fulfill this role. At 12:40 pm, the meeting was recessed for a short break. The meeting reconvened at 12:44 pm. EXECUTIVE SESSIONS: At 12:44 p.m., the Board went into Executive Session under ORS 192.660 (2) (e) Real Property Negotiations. The Board moved out of executive session at 12:53 p.m. to direct staff to proceed as discussed. At 12:53 p.m., the Board went into Executive Session under ORS 192.660 (2) (e) Real Property Negotiations. The Board moved out of executive session at 1:14 p.m. to direct staff to proceed as discussed. BOCC MEETING DECEMBER 7, 2022 PAGE 10 OF 11 ADJOURN: Being no further items to come before the Board, the meeting was adjourned at 1:15 p.m. DATED this 1 Day of ATTEST: -ckrAAok-\isAut- RECORDING SECRETARY BOCC MEETING 2022 for the Deschutes County Board of Commissioners. ATTI ADAIR, CHAIR ANTHONY DEBONE, VICE CHAIR PHIL CHANG, CO DECEMBER 7, 2022 PAGE 11 OF 11 From: Sent: To: Subject: Hi Brenda and Angie, Stephanie Robinson Tuesday, December 6, 2022 9:34 AM Brenda Fritsvold; Angie Powers FW: Worrell Park- Wednesday meeting There are quite a few Worrell Park emails in the board inbox. I am going to put them all in a zip file and send to the board. This one in particular calls out that she wants it added to the packet for Wednesday. I am not sure what to do with that, so forwarding on to you both, in case further action is needed. Thank you! Stephanie Robinson, MBA I Grants & Operations Specialist DESCHUTES COUNTY ADMINISTRATION 1300 NW Wall Street I Bend, Oregon 97703 Tel: (541) 330-4627 I Fax: (541) 385-3202 a II II Enhancing the lives of citizens by delivering quality services in a cost-effective manner, From: Marina Richie <marinarichiel@gmail.com> Sent: Monday, December 5, 2022 5:52 AM To: Board <Board@deschutes.org> Subject: Worrell Park- Wednesday meeting You don't often get email from marinarichiel'(a,gm.ail com. Learn why this is important [EXTERNAL EMAIL] Please add my note to the packet for Wednesday: As a constituent strongly in favor of keeping Worrell Park natural and intact, and in not adding more parking as part of the County courthouse expansion, I was delighted to see the parking analysis that shows no further parking is needed. I strongly support that finding and the Commissioners formally adopting the recommendation to go forward without the multi -million dollar expense to taxpayers of more parking and in the process protecting this natural haven in the city. 1 o like to commend Donna Owens, Alice Elshoff, and many others who showed up, spoke up, and advocated tirelessly on behalf of a wild, natural, protected Worrell Park. Without them, I would not have been aware of the threat --or the beauty of this small lava butte park so filled with birds, wildlife, and respite --right in Bend. Here's to a climate -friendly Bend and the community continuing to find ways to be carbon neutral --encouraging public transportation, E-bikes, bikeways, and a reduction in fossil fuels. Next up? Let's protect the mature and big trees in Bend that are critical for shade, shelter, carbon storage, and the beauty of the city and environs. Thanks, Marina Richie Marina Richie (she/her) Author: _ Halcyon Journey:: In Search of the Belted Kingfisher 2022 National Outdoor Book Award www.marinarichie.com ja,kingfisherquest (Twitter) marinarichiel (Instagram) 2 Angie Powers From: Bradley Piper <bradleyjpiper@yahoo.com> Sent: Friday, December 2, 2022 2:00 PM To: citizeninput Subject: Psilocybin treatment Centers Some people who received this message don't often get email from bradleyjpiper@yahoo.com, Learn why this isimportant [EXTERNAL EMAIL] File #247-22-000676-TA--Psilocybin Time, Place, and Manner Text Amendments Author: Bradley J Piper 1829 NE 13th Street Bend, OR 97701 831-359-5050 Dear Commissioners, I'm writing this letter in support of Psilocybin Treatment Centers being offered in destination resort zones. I am a father of 3 young children and a retired Fire Captain of 25 years. I suffered from PTSD. Psilocybin was able to free me from 3 prescription anti -depressant medications and positively change my life for myself and my children. Psilocybin accomplished in 1 dose what 3 prescription anti -depressants couldn't do in over 2 years. Psilocybin therapy works. Please take some time to research the ground breaking positive results that are emerging worldwide from psilocybintherapy. I have found that most politicians who are making the rules for psilocybin therapy, know little to nothing about the medicine and how it works. Please trust the people doing the research and work. It is appalling we live in a society with an opiate addiction epidemic, yet distribute opiates like candy at a pharmacies all over town. But we are putting up hurdles and road blocks for someone who wants to use a natural unprocessed plant medicine with proven positive results and almost NO side effects. Psilocybin needs to be accessible for everyone, especially Military Vets, First Responders and addicts. A destination resort is perfect places to provide this service. I hope you take the time to truly educate yourselves on psilocybin therapy before making any decisions that could limit the accessibility of this treatment. I am eager to discuss this matter in more detail with any of you anytime. Regards, Brad Piper 1 BOARD OF COMMISSIONERSMEETING REQUEST TO SPEAK Citizen ` Input or Testimony Subject: Name Address Phone #s InFavor c Neutral/Undecided Opposed Submitting written documents as part of testimony? Yes No If so, please give a copy to the Recording Secretary for the record. SUBMIT COMPLETED REQUEST TO RECORDING SECRETARY BEFORE MEETING BEGINS p vp BOARD OF COMMISSIONERS AGENDA REQUEST & STAFF REPORT MEETING DATE: December 07, 2022 SUBJECT: Bend Downtown Campus Parking Analysis BACKGROUND AND POLICY IMPLICATIONS: Staff and project consultants will report to the Board on the initial findings of the recent downtown campus parking needs analysis. Since 2019, staff has been working to prepare for future downtown campus parking needs, due to growth and the expected expansion of the Deschutes County Courthouse. In January of 2022, the Board directed staff to secure engineering services to further develop a concept to add parking capacity through a redevelopment of Worrell Park. The scope of that RFP included an analysis of current parking usage and capacity. A New Analysis of Downtown Parking Needs HHPR, Inc. a civil engineering firm, has completed a preliminary analysis of parking capacity and usage as illustrated in the accompanying presentation. The purpose of the study was to assess current parking demand and consider future campus needs. The study focused on eight buildings on the County's downtown campus, which are occupied by a variety of departments and offices. The effort centered on two primary questions: Is there current capacity to support the planned courthouse expansion and what opportunities exist to improve parking efficiency? The County previously conducted a downtown campus parking study in 2019, and found that at that time, the County's downtown campus was consistently almost at full capacity during the work week. Since the original study was completed, the County has experienced many pandemic -related shifts that appear to be impacting parking use on the downtown campus. These changes include more employees who appear to be working remote or hybrid schedules and new and expanded options for virtual participation in public hearings and meetings. The team's current analysis included three primary methods of information gathering: • Literature and Staff Surveys: review of prior campus parking studies and outreach to staff regarding current trends and needs • Parking Inventories: understanding the current County parking system and available parking supply • Drone Surveys: assess current parking demands on a typical midweek day The preliminary findings indicate that there are several opportunities to better utilize our existing campus parking inventory. By exploring and implementing the strategies noted below, the project team believes that sufficient parking capacity exists to support the courthouse expansion and existing near term requirements of the remainder of the campus. Based on this analysis it does not appear that redevelopment of Worrell Park is needed. Focus areas identified by the project team for further analysis include: • Campus parking policy and signage review —ensure messaging is clear and intuitive • Ensure accessible routes and wayfinding are provided for staff and visitors • Parking management and enforcement —ensure parking is prioritized for campus users • Explore Transportation Demand Management options and strategies to increase walking, biking, and transit use and reduce single -occupant vehicle trips and parking demand. • Assess future growth needs and parking allocation priorities. Identify and plan for mid-term options to increase capacity. With Board direction to further investigate the areas listed above, the project team will proceed with the development of specific, actionable recommendations to be presented for the Board's review at a future meeting. ATTENDANCE: HenryAlaman, Otak CPM Nicolas Speros, HHPR Joe Bessman, Transight Consulting Lee Randall, Facilities Director N O. U •> ic: O bap c . 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(3) 0 2 to /) RI._ to Vf N E.L.D r- i a) 0.0 RS to 0 V E .— 4..1 2 c 0 In I— RI u •b.° 0 b�A b�A 4 .a) 0) N 0 0 t z i 0 ._ ._ O O5 1"� c O•- O in 000 s.i. y.0 Q� uE wO o i <O W0 i‘.• '47) a) BOARD OF COMMISSIONERS AGENDA REQUEST & STAFF REPORT MEETING DATE: December 7, 2022 SUBJECT: Courthouse Progress Update and Schematic Design Options RECOMMENDED MOTION: Move approval of Programming Option 1 or Programming Option 2. If approved, staff will work with the design team to proceed to Schematic Design for the selected option. BACKGROUND AND POLICY IMPLICATIONS: Beginning in the fall of 2021, Deschutes County began assembling a project team to expand the Deschutes County Courthouse based on concepts that were first developed in 2004. Those concepts have been refined over the past several years in expectation of additional judges being assigned to Deschutes County. In the 2021 legislative session, two additional judges were allocated to the County and began work in early 2022. With input from the County's Facilities Project Review Committee, publicly advertised RFP processes were conducted in early 2022 to assemble a team comprised of Cumming Group, LRS Architects, and Pence Construction. In June, the team began the Programming phase with stakeholder engagement tours, multiple programming meetings, and design charrettes. Questionnaires were completed by core user groups and the team integrated that feedback into the programming process. Due diligence performed by the team included review of adjacent street design, a coordination meeting with City of Bend staff, and the development of guiding principles and priorities to be carried throughout the project, informing the design process and project outcomes. Those principles include: Security, User Experience, Functionality, Maintenance, Design, Wellness, and Additional Area. With the guiding principles in place, two programming concepts are being presented for Board consideration. The concepts share a common layout that includes basement secure parking and in -custody transport; 1st floor lobby, security checkpoint and administrative offices; and a "set" of two courtrooms with judges' chambers and support staff offices on the second floor with potential to expand to multiple floors above. Option No. 1 includes a 3rd floor shell space. Option No. 2 expands upon the priority of providing space for future growth by including a 3rd and 4' floor shell space. Each floor would consist of approximately +/-13,000 square feet to accommodate a "set" of two future courtrooms, judges' chambers and support staff offices. Each floor could also be finished to accommodate open office space. Construction of additional shell space is a cost effective way of "future proofing" the Courthouse by allowing for lower cost expansion in the future and takes full advantage of remaining buildable space adjacent to the existing Courthouse. The cost for Option No. 1 is estimated at $40M and the cost for Option No. 2 with a 4" floor for future growth is estimated at $44.5M. If approval to proceed is received, the team expects to complete Schematic Design in the spring of 2023. A construction cost estimate will be prepared based on those documents. At that time, the team will present the schematic design floorplans to the Board of Commissioners along with the construction cost estimate and seek approval to proceed to the Design Development phase of the project. BUDGET IMPACTS: Funding for project design is budgeted for FY 2023 in the Campus Improvements Fund 463. ATTENDANCE: Lee Randall, Facilities Director Wayne Powderly, Cumming Management Group Mike Gorman, LRS Architects John Williamson, Pence Contractors L._ u a) L_ 0 . — 0 (U C a) (11 u b.0 o u_ c ru L. c 2 v) 4-0 C t).0 U.EJU E cu E u u _c u o (r) cc - tf) c c s_ 0 >I— s) E 03 c c a) cu c vi 0 a.) s e ce mber 7 202 Project Overview Progress to Date Design Progress Project Budget H CU V) 4.1 CD Z Questions and Discussions roject Overview 2 0 O $ 0 .c 0 4-1 c-a c 0 w U co O 4-; c o i . v) C C �o w CO Background e § 0. as 0 \ / 2 > > a) s o e/y7 /72U= V) # o ° V y / f\\�E g q 2 =\ m 2 -0c /\ \/\ 2\ \ ra\_§� \c % 0 0o = 2 = & 3 3 f £ ° ° 0 J = 2 % $ 0 © c ° ° ° 73 k \ \uuI= qq e= �c =.E z$ s E n( u. / ::: cE2 $ u : »� f ka$ �\ )3 > / CO \ ƒ / } C n 00cv< m 0 u efmEa� /\ 0 » = e = 0 = § = R 2•E o / E c 0 CO K t 3\ s 2 0 u\ r= e q u 2 4-1 • /2g\\& /2 2 \ 0 Project Team Includes: Cumming Group (Project Manager / Owner's Rep) LRS Architects Pence Construction (CM/GC) w L cu 0 w 4., ca 0 4.J vi (in aU L ago 0 Stakeholders Engagement Tours, Meetings and Presentations Court Administration and Sheriff's Office • Programming and design charrettes Finalization of Court Administration needs • Due Diligence Traffic engineering regarding street redesign • Coordination meeting with City of Bend Engineering Department, Building Department • and Community Development Guiding Principles for Programming and Development The Design has taken all stakeholder comments and priorities to date into account c iga _ T c 0 O oA Oat) 0 ei; td3 • N L 4- 0 i 0 0 J W 4—J 47- 1- 0 N N o® W as 1 0_ co W • future expansion N 3 dS o 00f rnIA z EEEE 0 Q- N . 0 0 0 O m M N M 0 r-d O m m Construction Professional Services Third Party Contracts Total Project Budget No of Courts & Judges Possible Future Exp N 0 N RI Completion of Programming N aA L N N N o ' O v E N E c O N o V U V1 E O O E c > a 2 O M Q N E Q m ("1 U to v) SD Construction Cost Estimate Approval from Commissioners 0VI u ._ BOARD OF COMMISSIONERS AGENDA REQUEST & STAFF REPORT MEETING DATE: December 7, 2022 SUBJECT: FY 2023 Video Lottery Fund Allocations: United Way ACTION NEEDED: Staff seeks direction from the Board on the potential allocation of funds to United Way. BACKGROUND AND POLICY IMPLICATIONS: Each year, commissioners review anticipated revenue from the County's portion of video lottery proceeds for the upcoming fiscal year and develop an expenditure plan that has historically included funding for economic development activities, various projects, support for other organizations, and grant programs. This was completed in April 2022 and the Board requested additional information on the United Way Emergency Food Clothing and Shelter (EFS) allocation. Prior to 2013, the County administered a community grant program that included grants for emergency food, clothing and shelter. In May 2013, the Board of Commissioners decided to transfer the administration of those grants to United Way (UW), which already had an established EFS Grant Advisory Committee for distributing the Federal emergency funds they receive. Deschutes County has funded the UW EFS Program at $80,000 annually since 2018. The funding UW receives from Deschutes County does not affect any of UW's local revenue or Federal funding. In FY 2022, six Deschutes County organizations received funding, ranging from $8,900 to $20,000, from the UW EFS program. UW retains 2% of the Deschutes County grant ($1,600 out of the $80,000) to offset expenses associated with administering the program. BUDGET IMPACTS: None. ATTENDANCE: Stephanie Robinson, Administrative Analyst BOARD OF COMMISSIONERS BOARD OF COUNTY COMMISSIONERS MEETING 9:00 AM, WEDNESDAY, DECEMBER 07, 2022 Barnes Sawyer Rooms - Deschutes Services Bldg - 1300 NW Wall St - Bend (541) 388-6570 I www.deschutes.org MEETING FORMAT: The Oregon legislature passed House Bill (HB) 2560, which requires that public meetings be accessible remotely, effective on January 1, 2022, with the exception of executive sessions. Public bodies must provide the public an opportunity to access and attend public meetings by phone, video, or other virtual means. Additionally, when in -person testimony, either oral or written is allowed at the meeting, then testimony must also be allowed electronically via, phone, video, email, or other electronic/virtual means. Attendance/Participation options are described above. Members of the public may view the BOCC meetings/hearings in real time via the public meeting portal: www.deschutes.org/meetings. Citizen Input: Citizen Input is invited in order to provide the public with an opportunity to comment on any meeting topic that is not on the current agenda. Citizen Input is provided by submitting an email to: citizeninput@deschutes.org or by leaving a voice message at 541-385- 1734. Citizen input received by noon on Tuesday will be included in the Citizen Input meeting record for topics that are not included on the Wednesday agenda. Zoom Meeting Information: This meeting may be accessed via Zoom using a phone or computer. • To join the meeting via Zoom from a computer, use this link: http://bit.ly/3gSxoKG. • To join by phone, call 253-215-8782 and enter webinar ID # 891 6719 9128 followed by the passcode 519997. • If joining by a browser, use the raise hand icon to indicate you would like to provide public comment, if and when allowed. If using a phone, press *6 to indicate you would like to speak and *9 to unmute yourself when you are called on. 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 www.deschutes.org/PH-notices. 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, call (541) 388-6572. CALL TO ORDER PLEDGE OF ALLEGIANCE CITIZEN INPUT: Citizen Input may be provided as comment on any topic that is not on the 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 noon on Tuesday in order to be included in the meeting record. CONSENT AGENDA 1. Consideration of Board Signature on Letter of Thanks to Al Dertinger for service on the Deschutes County Facility Project Review Committee 2. Consideration of Board Signature on letter reappointing Judy Trego for service on the Deschutes County Budget Committee, the 9-1-1 County Service District Budget Committee, the Countywide Law Enforcement District #1 Budget Committee and the Rural Law Enforcement District #2 Budget Committee 3. Consideration of Board Signature on letters appointing Eric Yates, Don Selsor and Kelly Winch to the Spring River Special Road District 4. Consideration of Board Signature on Letter of Thanks to Carl Jansen for service on the Spring River Special Road District 5. Consideration of Board Signature on letter reappointing Gil Levy for service on the Deschutes County Public Safety Coordinating Council ACTION ITEMS 6. 9:05AM SunWest Builders Guaranteed Maximum Price Amendment No. 2 to Contract No. 2022-197 7. 9:20AM Bend Downtown Campus Parking Analysis 8. 9:35AM Courthouse Progress Update and Schematic Design Options 9. 10:05AM Notice of Intent to Award Contract to Oregon Beverage Service 10. 10:10AM FY 2023 Video Lottery Fund Allocations: United Way 11. 10:15AM Request approval to accept COHC Grant to purchase a Mobile Outreach Van December 07, 2022 BOARD OF COUNTY COMMISSIONERS MEETING Page 2 of 3 12. 10:20AM Request approval for extension of seven limited duration Covid-19 positions and one new position to continue Covid-19 recovery step down 13. 10:35AM Agreement with Noble 911 for 9-1-1 Phone System Upgrade 14. 10:45AM Public Hearing and Resolution amending the Deschutes County Fee Schedule to adopt revised FY 2023 Health Services fees 15. 10:55AM Consideration of Document 2022-973, an Intergovernmental Agreement establishing a Coordinated Office on Houselessness 16. 11:05AM Consideration of Resolution No. 2022-069, Regarding Right of Way Acquisitions for the US97: Lower Bridge Way -NW 10th St (Terrebonne) Project 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 O(lproperty- „O(,) ,.�g_t o 1 `0 2,) d) i92.6602 e', realnegotiations; ORS iy2.n6v� n, litigation; ORS ►9�.6nu� u, 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. 17. Executive Session under ORS 192.660 (2) (e) - Real Property Negotiations ADJOURN December 07, 2022 BOARD OF COUNTY COMMISSIONERS MEETING Page 3 of 3