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Home My WebLink About2013-08-19 Business Meeting MinutesDeschutes County Board of Commissioners 1300 NW Wall St., Bend, OR 97701-1960 (541) 388-6570 -Fax (541) 385-3202 -www.deschutes.org MINUTES OF BUSINESS MEETING DESCHUTES COUNTY BOARD OF COMMISSIONERS MONDAY, AUGUST 19,2013 Commissioners' Hearing Room -Administration Building -1300 NW Wall St., Bend Present were Commissioners Tammy Baney and Anthony DeBone; Chair Alan Unger was out ofthe office but called infor most ofthe meeting. Also present were Tom Anderson, County Administrator; Erik Kropp, Deputy County Administrator; Dan Despotopulos, Fair & Expo; Nick Lelack and Paul BUkstad, Community Development; Sarah Crosswhite and Cari Ellston, 9-1-1 County Service District; Chris Doty, Road Department; Wayne Lowry, Finance; Mark Pilliod and Laurie Craghead, County Counsel; and seven other citizens. Vice Chair Baney opened the meeting at 10: 00 a. m. 1. PLEDGE OF ALLEGIANCE 2. CITIZEN INPUT None was offered. The Board recognized Sarah Crosswhite for her fifteen years with the County at 9-1-1. They also acknowledged Mark Pilliod' s ten years of service with the County as Legal Counsel. 3. Before the Board was a Public Hearing on a Proposed Transient Lodging Tax Increase, and Consideration of Board Approval and Signature of Resolution No. 2013-103, Authorizing the Inclusion of a Measure on the November 5, 2013 Ballot to Increase the Transient Room Tax from 7% to 8%. Minutes of Board of Commissioners' Business Meeting Monday, August 19,2013 Page 1 of 14 Minutes of Board of Commissioners’ Business Meeting Monday, August 19, 2013 Page 2 of 14 Vice Chair Baney opened the public hearing. Chair Unger joined the meeting via conference call. Tom Anderson gave an overview of the proposal. A 5% lodging tax was approved by citizens in 1975; it was increased to 6% in 1980, and later to 7%. Some of it was meant to fund the Welcome Center and other tourism-related needs. In 2008 voters voted down an increase that would in part have helped with road maintenance. It was very clear that funding is down at the Fair & Expo for a lot of reasons, and more marketing is needed to bring in additional events to the Fair & Expo and area. The Budget Committee indicated they wanted to provide the necessary resources to the Fair & Expo, and allocations as needed. This lack of adequate resources has been discussed by the Board of Commissioners, the Fair & Expo Board and industry specialists for some time. A 1% increase in the transient lodging tax would generate a net of about $527,000 based on the current volume. 70% of this would be for tourism- related activities; 30% would be used for general fund purposes Dan Despotopulos reiterated marketing plans for the Fair & Expo. (He referred to a document, which includes goals and objectives. There is a lot they can offer. He gave details on a few events and how successful they can be. There are a lot of events that could be drawn to this facility and the area in general. The Fair & Expo has more square footage for this than all of the hotels and conference centers in the area, combined. The Central Oregon Visitors Association is supportive of this plan, as are most others. Commissioner Baney asked about management capabilities. Mr. Despotopulos said when he started they had 23 employees and that went down to 16. They now have ten staff. They use temporary help and volunteers as needed. It is very challenging to get this facility to operate successfully. They are careful with their funds. Minutes of Board of Commissioners’ Business Meeting Monday, August 19, 2013 Page 3 of 14 Larry Browning, who owns and operates Discover Sunriver Vacation Rentals, has lived in Central Oregon for 29 years. He is on the COVA Board. He feels that Mr. Despotopulos and staff have done a phenomenal job. He supports the Fairgrounds as a resident of Deschutes County and as a business owner. He said that he also supports COVA, but was the lone dissenting vote on the tax increase. The Fairgrounds is in the City of Redmond and revenue from there goes to the City, while none goes back to the Fairgrounds. The lodging taxes charged in Redmond do not go back to the Fairgro unds. This is odd because the Fair & Expo events generate a huge amount of business for Redmond. He feels the City of Bend should also be involved. The hotels in Bend benefit also from the Fairgrounds’ events. As residents, there is an obligation to fund the facility. He does not think the lodging industry should be singled out to handle the marketing costs, however. Restaurants, gas stations, retailers and others all benefit from what comes into the Fair & Expo. Five years ago his business was contributing around $200,000 in lodging tax es. This dropped to about $145,000 in 2009. They are climbing their way back out of the slump and may contribute $210,000 this year. He has not been able to raise room rates for five years and has had to cut salaries and had some layoffs. A 1% increase is really a 14.2% increase, which is a lot of money considering what they have just gone through. A percentage is a fair means of taxation , but it should not be on just one business. The property owners pay property taxes like anyone else. Expenses have gone up due to a number of factors. Renters of the property are paying more for other things as well. He is doing what he can to be profitable. He would like to see the Board work with the cities on this issue. He believe it is the responsibility of everyone here to take care of the Fair & Expo, but feels that should be paid by the taxpayers and property owners here and not passed on to visitors. Tom O’Shea spoke on behalf of COVA and as a business person in Sunriver. He read a statement including comments from other members of COVA. Minutes of Board of Commissioners’ Business Meeting Monday, August 19, 2013 Page 4 of 14 He has been trying to learn more about the Fair & Expo since coming here about five years ago. The transient lodging tax group took this on as a challenge. The economy in general has increased recently, and they have objectives they wish to meet. Their first initiative is to secure stable funding for the Fair & Expo, and a multi-year rather than annual marketing program with COVA; and to secure long-term operations funds for the Fair & Expo; and engage the cities to equitably support the Fair & Expo since they greatly benefit from this. They did decide a 1% increase on the ballot was appropriate. Sunriver is the engine that drives 68% of the room taxes for the County. The challenge is that if there is an effort or decision made to reallocate exiting funding, it is a flawed strategy. The $120,000 that was taken out of the budget is a lot of their advertising budget. They do not feel reserves should be used for this. This is merely a start and won’t solve the long-term needs of the Fair & Expo. The marketing strategy will create revenue and jobs. He feels there are opportunities to drive revenues through the Fair & Expo. COVA needs to know funding is secure and that this is needed by and provided to the Fair & Expo. The cities need to wake up and start supporting the facility, since they clearly benefit significantly. Long-term needs to be sustainability and reserves for the Fair & Expo. Mr. Anderson said that lodging tax revenue is coming in at about 11% higher than the same timeframe last year. Dan Despotopulos said that the County Fair Board supports this endeavor as well. This is different from the Fair Association which deals with the annual County fair. The Fair is one week a year; they need to keep the facility occupied and profitable the other 51 weeks each year. The hearing was closed at this time. Chair Unger said that the Fair & Expo is unique, and the local environment is conducive to year-round activities. He noted that everyone needs to play a part. The Airport in Redmond benefits all in the area but is supported by the City of Redmond solely. He would like to ask the partners what they think their roles should be. Minutes of Board of Commissioners’ Business Meeting Monday, August 19, 2013 Page 5 of 14 Commissioner DeBone stated that relative to the overall market, the room tax rate is low here. He will not oppose it since he wants to see the region marketed. The Fair & Expo is a start. The Motor Coach Association event, for example, means that all RV parks in the area end up full, but he feels that the City of Redmond benefits as well as outlying cities. The majority of the County benefits from this type of event. Mr. Anderson said 30% is allowed to be used for general fund types of purposes. Decisions as to how this 30% would be used would be discussed by the Budget Committee. The highest priorities are public safety such as the jail; an investment in parole & probation and juvenile community justice; and victims’ assistance as well. Also, there is public health which is subsidized, and road maintenance which is suffering from a loss of revenue, and needs to be supported for both residents and visitors. Even with the increase in the room tax, if approved, there will continue to be general fund dollars needed for these purposes. Commissioner Baney reiterated the use of the 30%. Commissioner DeBone said that the general fund provided to the Fair & Expo can be for capital reserves, for things like new roofing, major improvements, and other expensive projects and maintenance. This funding can be used in other ways that help the citizens, but the 70% is for marketing. Chair Unger agreed that there needs to be some flexibility for the 30% with wherever the needs are. The County will be judicious and careful with these funds. It will benefit the region. Commissioner Baney said they were approached to raise the rate by 2%; however, it is difficult to consider this. There will not be a lot of profit to businesses since the tax is passed through. It is not a simple issue. Mr. Anderson said there was a date in error on the material submitted to be posted on line. Chair Unger caught this error and the document has been corrected. UNGER: Move approval of Resolution No. 2013-103, with the date change. BANEY: Second. VOTE: DEBONE: Yes. BANEY: Vice Chair vote yes. UNGER: Chair votes yes. Minutes of Board of Commissioners’ Business Meeting Monday, August 19, 2013 Page 6 of 14 4. Before the Board was a Discussion and Consideration of Approval of Document No. 2013-473, a Decision on an Appeal of the Hearings Officer’s Decision for a Conditional Use Permit for a Wireless Telecommunications Facility (Alfalfa Area). Paul Blikstad explained the written decision for this appeal. He said there were a couple of typographical errors that have been corrected. They used ‘speculation’ instead of ‘conjecture’ in some of the wording, but want to be consistent with case law and statute. Commissioner Baney asked him to explain the findings for the audience. Mr. Blikstad said the Board feels the applicant should have increased the search ring and looked at lands outside of what they considered, regardless of zoning and ownership. The applicant’s own engineer stated there were five sites that could perhaps solve their needs, but they essential ignored four of those. The Board found that there were significant scenic resources in this area, and that those impacts would have been significant. The applicant’s statements regarding nearby DSL lands were felt to be merely conjecture, as they did not run through that process. The applicant did not seem to be in any hurry with this project. They had a community meeting in March but did not submit an application until October. The proposal at the end included alternative Site B, which was never presented to the Hearings Officer as required by Code. They either needed to file a modification of the application or a new application that includes Site B. At this point, it is too late to modify the application. The changes to the documents are minor but need to be put on the record. Page 2, third bullet, a comma was added after “residential uses”. “Conjecture” was changed to “speculation” so they are consistent. “Bu” was changed to “by” (misspelling), and “within in” was changed to “within”. The official name of the development is Bend Cascade View Estates rather than just Cascade View Estates. UNGER: Move approval of the decision with the changes as noted. DEBONE: Second. Minutes of Board of Commissioners’ Business Meeting Monday, August 19, 2013 Page 7 of 14 VOTE: DEBONE: Yes. BANEY: Vice Chair vote yes. UNGER: Chair votes yes. Commissioner DeBone does support communications coverage, but there needs to be clarity on how these improvements happen and why. Commissioner Baney appreciates the cooperation and respectfulness of the community. Chair Unger said that clarity needs to be added to Code in this regard. 5. Before the Board was Consideration of First Reading, by Title Only, of Ordinance No. 2013-015, Adjusting Code Violation Fees. Ms. Craghead said County Code is primarily based on statute in this regard. In general, they have updated Code to have the same fines as the State. This has not been updated in some time, and should mirror statute. The fine is not discretionary but is the maximum fine. During a review, it was noted that it allows the County to adopt additional procedures when someone needs to be cited into court. An injunctio n could be ordered by the Court with this change, when this was not a remedy in the past. This Code applies to any Code provision, including building, solid waste and other enforcement issues per Code. Commissioner DeBone asked what Class A and Class B violations might be. Ms. Craghead stated that it has to do with the fine. Most are Class B. Land use, building code and solid waste infractions are all Class B. They are cited into Circuit Court except building code violations, which go before a Hearings Officer. Mr. Anderson stated that the Judge may not have discretion on the fine, but the Judge can extend out the time to correct the violation. This provides more options for the Judge other than the fine. Chair Unger said this is a maximum fine and wondered if a lesser fine can be imposed. Ms. Craghead said the baseline being the maximum fine is what has always been in Code. Commissioner Baney asked why this is going from $750 to $2,000. Minutes of Board of Commissioners’ Business Meeting Monday, August 19, 2013 Page 8 of 14 Ms. Craghead indicated that they try to bring people back into legal status, but they often have time to work out the situation and sometimes the case will be dismissed. The fine kicks in when the violator just has not complied after various opportunities. Mr. Anderson said that it states ‘not exceeding’. Ms. Craghead said the base fine shall be the maximum fine. They can take out the ‘not exceeding’ wording.. Commissioner DeBone is comfortable with the voluntary compliance factor, and there needs to be some teeth when people do not do what they should. Chair Unger feels this works. The $750 maximum does not seem to have enough of an impact. UNGER: Move first reading by title only. DEBONE: Second. VOTE: DEBONE: Yes. BANEY: Vice Chair vote yes. UNGER: Chair votes yes. Commissioner Baney conducted the first reading. The second reading will come to the Board no sooner than two weeks from now. 6. Before the Board was Consideration of Board Signature of Document No. 2013-468, a Cooperative Improvement Agreement between the City of La Pine, Deschutes County and ODOT regarding Construction of a Traffic Signal and Associated Lane Improvements at the Intersection of Highway 97 and First Street, La Pine. Chris Doty said the agreement spells out the roles and responsibility for this project. The County is putting in $200,000 plus effort to change the law to allow for this project. It is a $1.4 million project, mostly paid through ODOT. They hope to complete the contract in May 2014, at which time they will acquire property as needed and go out to bid. Minutes of Board of Commissioners’ Business Meeting Monday, August 19, 2013 Page 9 of 14 Commissioner DeBone said ODOT must have design work done. Mr. Doty stated they have to buy rights of way. Commissioner DeBone asked what the $200,000 is purchasing. Mr. Doty said that the County’s portion is a mat ch that helps to get the project approved more quickly due to community support. The County will pay for the light fixture and maybe the painting. This is an investment in the local transportation system to provide better access. ODOT does not like to pay for signals on State highways, but there need to be pedestrian crossings and more safety. Commissioner DeBone said this will also empower the east side of La Pine to have better access, to the industrial park and more. Mr. Doty stated that this seems to be one of the last things missing for employers considering locations, so it would help in this regard. Mr. Doty stated that State law prohibited the County spending this funding on off-site infrastructure; therefore, the ORS had to be changed. Mr. Kropp said the County also contributed to the feasibility of the signal, as well as the La Pine Industrial Group. Mr. Anderson said that the importance of this signal also includes the fact that other businesses will be able to come into the area without having to contribute towards this improvement. DEBONE: Move approval. UNGER: Second. VOTE: DEBONE: Yes. BANEY: Vice Chair vote yes. UNGER: Chair votes yes. 7. Before the Board was Consideration of Board Approval of County Administrator’s Signature of Document No. 2013-463, an Amendment to a License Agreement; and Document No. 2013-464, an Amendment to a Memorandum of Understanding with Swalley Irrigation District, regarding the Jail Facility Site. Susan Ross gave an overview of the item. This was approved in the past when there were crossings of utilities. With the new expansion plan there is small encroachment to be added. Minutes of Board of Commissioners’ Business Meeting Monday, August 19, 2013 Page 10 of 14 DEBONE: Move approval of Document No. 2013-463. UNGER: Second. VOTE: DEBONE: Yes. BANEY: Vice Chair vote yes. UNGER: Chair votes yes. The Memorandum of Understanding deals with how to proceed with future construction. Originally, they were going to be very close to the Swalley lateral canal. Now they are nowhere near it, so this requirement can be waived. DEBONE: Move approval of Document No. 2013-464. UNGER: Second. VOTE: DEBONE: Yes. BANEY: Vice Chair vote yes. UNGER: Chair votes yes. 8. Before the Board was Consideration of Board Signature of Document No. 2013-465, an Amendment to the Construction Contract with Kirby Nagelhout Construction Company, Establishing a Guaranteed Maximum Price for Phase I of the Jail Expansion Project. Ms. Ross stated that the contractor was brought on early through a CMGC process. Once it is known what is required, there will be two CMG’s, one for site work and anther later. Chair Unger appreciates that this is on track with construction. DEBONE: Move approval of Document No. 2013-465. UNGER: Second. VOTE: DEBONE: Yes. BANEY: Vice Chair vote yes. UNGER: Chair votes yes. Minutes of Board of Commissioners’ Business Meeting Monday, August 19, 2013 Page 11 of 14 Before the Board was Consideration of Approval of the Consent Agenda. DEBONE: Move approval of the Consent Agenda.. UNGER: Second. VOTE: DEBONE: Yes. BANEY: Vice Chair vote yes. UNGER: Chair votes yes. Consent Agenda Items 9. Board Signature Agreement with Bendbroadband to Provide Service to the KIDS Center through Deschutes County Health Services 10. Board Signature of a Services Agreement with Mary Coppedge for Behavioral Health Counseling Services 11. Vice Chair Signature of a Community Assistance Grant Agreement with the USDA Forest Service for a Wildland Urban Interface Program of the Greater Bend Community Wildfire Prevention Plan, for Fuel Reduction Projects 12. Signature of Letters Thanking the Following for their Participation on the Deschutes County Children & Families’ Commission: Barbara Balz, Howard Finck, Lynn Hobson, Carolyn Klindt-Stoops, Patricia Kuratek, William Lindemann, John McLaughlin, Connie Rodda, Rebecca Timms, Jeff Eager and Representative Gene Whisnant 13. Signature of Letters regarding the Public Health Advisory Board:  Accepting the Resignation of Jane Dey, and Thanking her for her Service  Reappointing Charles Frazier, through August 31, 2015; and Kimberly Curley-Reynolds, Holly Remer and Katrina Wiest through August 31, 2016 14. Approval of Minutes:  Business Meeting: August 7, 2013  Work Sessions: August 5, 7 and 14, 2013  June 13, 2013 Public Hearing on the Alfalfa Cell Tower Application Appeal  Minutes of Legislative Update Meetings, May 16 – June 26, 2013 (5 Meetings)  Minutes of FY 2013-14 Budget Meetings (8 Meetings) Minutes of Board of Commissioners’ Business Meeting Monday, August 19, 2013 Page 12 of 14 CONVENED AS THE GOVERNING BODY OF THE BLACK BUTTE RANCH COUNTY SERVICE DISTRICT 15. Before the Board was Consideration of Signature of Letters regarding the Black Butte Ranch County Service District Managing Board:  Accepting the Resignation of, and Thanking Sally Grader, Dr. Randal Garcia and Cathy Ellis for their Service  Reappointing Curtiss Abbott, through June 30, 2016  Appointing Laurine Clemens through June 30, 2015, Caryl Gibson through June 30, 2016, and Rob Sumner through June 30, 2014 DEBONE: Move approval UNGER: Second. VOTE: DEBONE: Yes. BANEY: Vice Chair vote yes. UNGER: Chair votes yes. CONVENED AS THE GOVERNING BODY OF THE 9-1-1 COUNTY SERVICE DISTRICT 16. Before the Board was Consideration of Approval of Weekly Accounts Payable Vouchers for the 9-1-1 County Service District for Two Weeks, in the Amount of $30,415.73. DEBONE: Move approval, subject to review. UNGER: Second. VOTE: DEBONE: Yes. BANEY: Vice Chair vote yes. UNGER: Chair votes yes. 17. Before the Board was Consideration of Board Signature of Document No. 2013-461, a Collective Bargaining Agreement between Deschutes County and the Deschutes 9-1-1 Employees Association. This item was addressed first. Sara Crosswhite, and Cari Ellston and Erik Kropp came before the Board.. Minutes of Board of Commissioners’ Business Meeting Monday, August 19, 2013 Page 13 of 14 Mr. Kropp explained that this is a four-year labor contract. The members of the bargaining team and the bargaining group did an admirable job on this agreement. He said it got off to a rocky start but after months of negotiations, including a meeting on the Memorial Day holiday, with perseverance they were able to come to an agreement. The main elements are: a COLA in year one based on a TPI of 2.9%, and year two is COLA free (this year); notable is that this was decided after the levy was approved. The COLA after year two is consistent with that of other bargaining groups. There is up to 7.5% per FTE and 8.5% and 9.5% monthly benefit premium to employees. The agreement has already been ratified by the Employees Association. Commissioner DeBone noted that things have been dynamic in 9-1-1. He thanked them for a four-year agreement and thanked the voters for approving the levy. Chair Unger appreciates the positive relationships that have been developed through these challenging times. DEBONE: Move signature of the agreement UNGER: Second. VOTE: DEBONE: Yes. UNGER: Yes. BANEY: Vice Chair votes yes. CONVENED AS THE GOVERNING BODY OF THE EXTENSION/4-H COUNTY SERVICE DISTRICT 18. Before the Board was Consideration of Approval of Weekly Accounts Payable Vouchers for the Extension/4-H County Service District for Two Weeks, in the Amount of $1,961.30. DEBONE: Move approval, subject to review. UNGER: Second. VOTE: DEBONE: Yes. BANEY: Vice Chair vote yes. UNGER: Chair votes yes. RECONVENED AS THE DESCHUTES COUNTY BOARD OF COMMISSIONERS 19. Before the Board was Consideration of Approval of Weekly Accounts Payable Vouchers for Deschutes County for Two Weeks, in the Amount of $1,707,836.02. DEBONE: Move approval, subject to review. UNGER: Second. VOTE: DEBONE: Yes. BANEY: Vice Chair vote yes. UNGER: Chair votes yes. 20. ADDITIONS TO THE AGENDA None were offered. Being no further items discussed, the meeting adjourned at 11: 15 a.m. DATED this 2 ff!; Day of ~ 2013 for the Deschutes County Board of Commissioners: U1u..~ Alan Unger, Chair Tammy Baney, Vice Chair ATTEST: Anthony DeB one, Commissioner ~~ Recording Secretary Minutes of Board of Commissioners' Business Meeting Monday, August 19,2013 Page 14 of 14 Deschutes County Board of Commissioners 1300 NW Wall St, Bend, OR 97701-1960 (541) 388-6570 -Fax (541) 385-3202 -www.deschutes.org BUSINESS MEETING AGENDA DESCHUTES COUNTY BOARD OF COMMISSIONERS 10:00 A.M., MONDAY, AUGUST 19, 2013 Commissioners' Hearing Room -Administration Building -1300 NW Wall St., Bend 1. PLEDGE OF ALLEGIANCE 2. CITIZEN INPUT This is the time provided Jor individuals wishing to address the Board, at the Board's discretion, regarding issues that are not already on the agenda. Please complete a sign-up card (provided), and give the card to the Recording Secretary. Use the microphone and clearly state your name when the Board calls on you to speak. PLEASE NOTE: Citizen input regarding matters that are or have been the subject oja public hearing will NOT be included in the official record ojthat hearing. 3. A PUBLIC HEARING on a Proposed Transient Lodging Tax Increase, and Consideration of Board Approval and Signature of Resolution No. 2013-103, Authorizing the Inclusion ofa Measure on the November 5,2013 Ballot to Increase the Transient Room Tax from 7% to 8% -David Inbody, Administrative Services Suggested Actions: Open public hearing, take testimony; consider approval of Resolution No. 2013-103. 4. DISCUSSION and Consideration of Approval of Document No. 2013-473, a Decision on an Appeal of the Hearings Officer's Decision for a Conditional Use Permit for a Wireless Telecommunications Facility (Alfalfa Area) -Laurie Craghead, County Counsel Suggested Action: Move Approval ofDocument No. 2013-473. Board of Commissioners' Business Meeting Agenda Monday, August 19,2013 Page 1 of7 5. CONSIDERATION of First Reading, by Title Only, of Ordinance No. 2013 015, Adjusting Code Violation Fees -Laurie Craghead, County Counsel Suggested Action: Move and conduct first reading ofOrdinance No. 2013-015, by title only. 6. CONSIDERATION of Board Signature of Document No. 2013-468, a Cooperative Improvement Agreement between the City of La Pine, Deschutes County and ODOT regarding Construction of a Traffic Signal and Associated Lane Improvements at the Intersection of Highway 97 and First Street, La Pine -Chris Doty, Road Department Suggested Action: Move Board signature ofDocument No. 2013-468. 7. CONSIDERATION of Board Approval of County Administrator's Signature of Document No. 2013-663, an Amendment to a License Agreement; and Document No. 2013-464, an Amendment to a Memorandum of Understanding with Swalley Irrigation District, regarding the Jail Facility Site -Susan Ross, Property & Facilities Suggested Action: Move Board approval of County Administrator's signature ofDocument No. 2013-663. 8. CONSIDERATION of Board Signature of Document No. 2013-465, an Amendment to the Construction Contract with Kirby Nagelhout Construction Company, Establishing a Guaranteed Maximum Price for Phase I of the Jail Expansion Project -Susan Ross, Property & Facilities Suggested Action: Move Board signature ofDocument No. 2013-465. CONSENT AGENDA 9. Board Signature Agreement with Bendbroadband to Provide Service to the KIDS Center through Deschutes County Health Services 10. Board Signature of a Services Agreement with Mary Coppedge for Behavioral Health Counseling Services Board of Commissioners' Business Meeting Agenda Monday, August 19, 2013 Page 2 of7 11. Vice Chair Signature of a Community Assistance Grant Agreement with the USDA Forest Service for a Wildland Urban Interface Program of the Greater Bend Community Wildfire Prevention Plan, for Fuel Reduction Projects 12. Signature of Letters Thanking the Following for their Participation on the Deschutes County Children & Families' Commission: Barbara Balz, Howard Finck, Lynn Hobson, Carolyn Klindt-Stoops, Patricia Kuratek, William Lindemann, John McLaughlin, Connie Rodda, Rebecca Timms, Jeff Eager and Representative Gene Whisnant 13. Signature of Letters regarding the Public Health Advisory Board: · Accepting the Resignation of Jane Dey, and Thanking her for her Service . Reappointing Charles Frazier, through August 31, 2015; and Kimberly Curley-Reynolds, Holly Remer and Katrina Wiest through August 31, 2016 14. Approval of Minutes: · Business Meeting: August 7, 2013 · Work Sessions: August 5, 7 and 14,2013 · June 13,2013 Public Hearing on the Alfalfa Cell Tower Application Appeal · Minutes of Legislative Update Meetings, May 16 -June 26, 2013 (5 Meetings) · Minutes of FY 2013-14 Budget Meetings (8 Meetings) CONVENE AS THE GOVERNING BODY OF THE BLACK BUTTE RANCH COUNTY SERVICE DISTRICT 15. CONSIDERATION of Signature of Letters regarding the Black Butte Ranch County Service District Managing Board: · Accepting the Resignation of, and Thanking Sally Grader, Dr. Randal Garcia and Cathy Ellis for their Service · Reappointing Curtiss Abbott, through June 30, 2016 · Appointing Laurine Clemens through June 30,2015, Caryl Gibson through June 30, 2016, and Rob Sumner through June 30, 2014 CONVENE AS THE GOVERNING BODY OF THE 9-1-1 COUNTY SERVICE DISTRICT 16. CONSIDERATION of Approval of Weekly Accounts Payable Vouchers for the 9-1-1 County Service District Board of Commissioners' Business Meeting Agenda Monday, August 19, 2013 Page 3 of7 17. CONSIDERATION of Board Signature of Document No. 2013-461, a Collective Bargaining Agreement between Deschutes County and the Deschutes 9-1-1 Employees Association -Erik Kropp, Deputy County Administrator; Sara Crosswhite, 9-1-1 Suggested Action: Move Board signature o/Document No. 2013-461. CONVENE AS THE GOVERNING BODY OF THE EXTENSION/4-H COUNTY SERVICE DISTRICT 18. CONSIDERATION of Approval of Weekly Accounts Payable Vouchers for the Extension/4-H County Service District RECONVENE AS THE DESCHUTES COUNTY BOARD OF COMMISSIONERS 19. CONSIDERATION of Approval of Weekly Accounts Payable Vouchers for Deschutes County 20. ADDITIONS TO THE AGENDA PLEASE NOTE: At any time during this 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 items. FUTURE MEETINGS: (Please note: Meeting dates and times are subject to change. All meetings take place in the Board of Commissioners' meeting rooms at 1300 NW Wall St., Bend, unless otherwise indicated. Ifyou have questions regarding a meeting, please call 388-6572.) Monday, August 19 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session could include executive session(s) Board of Commissioners' Business Meeting Agenda Monday, August 19,2013 Page 4 of7 Monday, August 26 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session -could include executive session(s) Wednesday, August 28 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session -could include executive session(s) Thursday, August 29 8:00 a.m. Regular Meeting with City of Sisters Council Monday, September 2 Most County offices will be closed to observe the Labor Day Holiday Tuesday, September 3 3 :30 p.m. Public Safety Coordinating Council Meeting Wednesday, September 4 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session could include executive session(s) Wednesday, September 11 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session could include executive session(s) Monday, September 16 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session -could include executive session(s) Monday, September 23 10:00 a.m. Board of Commissioners' Business Meeting 1 :30 p.m. Administrative Work Session -could include executive session(s) Board of Commissioners' Business Meeting Agenda Monday, August 19,2013 Page 5 of7 Wednesday, September 25 10:00 a.m. Board of Commissioners' Business Meeting 1 :30 p.m. Administrative Work Session -could include executive session(s) Monday, September 30 10:00 a.m. Board of Commissioners' Business Meeting 1:30p.m. Administrative Work Session -could include executive session(s) Tuesday, October 1 3 :30 p.m. Public Safety Coordinating Council Meeting Wednesday, October 2 10:00 a.m. Board of Commissioners' Business Meeting 1 :30 p.m. Administrative Work Session -could include executive session(s) Monday, October 7 10:00 a.m. Board of Commissioners' Business Meeting 1 :30 p.m. Administrative Work Session could include executive session(s) Wednesday, October 9 10:00 a.m. Board of Commissioners' Business Meeting 1 :30 p.m. Administrative Work Session could include executive session(s) Monday, October 21 10:00 a.m. Board of Commissioners' Business Meeting 1 :30 p.m. Administrative Work Session -could include executive session(s) Wednesday, October 23 10:00 a.m. Board of Commissioners' Business Meeting 1 :30 p.m. Administrative Work Session -could include executive session(s) Board of Commissioners' Business Meeting Agenda Monday, August 19,2013 Page 6 of7 Monday, October 28 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session could include executive session(s) Wednesday, October 30 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session -could include executive session(s) Monday, November 4 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session -could include executive session(s) Tuesday, November 5 3:30p.m. Public Safety Coordinating Council Meeting Wednesday, November 6 10:00 a.m. Board of Commissioners' Business Meeting 1:30 p.m. Administrative Work Session could include executive session(s) PLEASE NOTE: At any time during this 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 items. Board of Commissioners' Business Meeting Agenda Monday, August 19,2013 Page 7 of7 2014 Plan Mission .:. Operate a premier multi-purpose facility .:. Exceptional customer service .:. Environment of fun .:. Maximizing the economic impact for Deschutes County Vision .:. North America's Premier Event Complex .:. Deliver a creative mix of marketing, sales and services to drive visitor and group spending in Deschutes County .:. Support services for the community .:. Practice excellence in business practices and policies, exemplify the highest principles of stewardship and citizenship set forth by Deschutes County I o c o.+o C I... (l.) +c • o c o.+o z• o c o.0) (l.) 0::::• (l.) +o + (/)• o u o ---1• u.---c: E uMO C.• 0 C.o-.=c: N·-0 E:'i u _ w • 2014 Plan • 1 ,453 participants • 3 Day Event • 14 States Represented • 12,41 1 Overnight stay • 2 Canadian Provinces • Total Economic Impact • 13,790 total Visitors • $2,181,578.00 2014 Plan Arts , Auctions , Banquets , Conventions , Entertainment , Expo , Festiva ls , Fundra iser, Graduations , Livestock , Meetings , Rallies , Recreation , Rodeo , RV, Seminar, Socia l, Sporting , Tradeshow, Training , Wedd ing Economic Impact Redmond , Bend , Sisters , Prineville , Madras , Lodging , Restaurants , Reta i l , Arts & Attractions $250.00 $200.00 $150.00 $100.00 $50.00 $ Day Visitor $52.00 2014 Plan Overnight Business Visitor Overnight $167 $213 2014 Plan o New Web site and interactive Marketing, Video, Social Media, PR o Updated Marketing Materials o Increase Community Partnerships o Increase Sponsorships o Grow State, Regional, National & International Markets Resulting in Overnight stays & increased TRT o Expand Reach of Current Marketing o Secure winning bids for new RV Rallies o Secure winning bids for new Sporting Events o Increase Convention and Meetings business o Photo / Video Library o Branding of new Venue Sponsor 2014 Plan .:. Create a new interactive website .:. Update our marketing materials .:. Augment our current advertising budget .:. Create "Development Fund" for bid submissions .:. Grow State, Regional, National and International markets resulting in over night stays .:. Brand our new venue sponsorship 2014 Plan o Expo o Current Print $14,271.00 o American Livestock (national) $2,500.00 o Celebrations Wedding & Events $1,795.00 o COYA Magazine $1,695.00 o MPI Directory $1 ,260.00 o OSAM Directory $882.00 o Meetings Focus/Meetings West $1,744.00 o NW Meeting Planners Guide $2,395. o Redmond Visitor Guide $2,000.00 2014 Plan o Expo o Additional o Tradeshows & Conferences o Cascadia Conference MPI o Hospitality Sales & Marketing Assoc. (HSMAI) o TEAMS (World 's Leading Conference & Expo for the Sports Event Industry) o National Assoc. Sports Commissions (NASC) o Smart Meetings Market o $25,000.00 o Rally & Sporting Event Bid Submissions o Development Fund $75,000.00 o Print & Dig ital $39,000.00 o Web Site $10,000.00 o Facility Developmen t (Conference Center Lighting) $150 ,000 2014 Plan o FAIR o Current $23,500.00 o Bulletin $20,000.00 o Billboard $3,500.00 o Additional o Free Concerts $210,000.00 o Free Bus Rides $11,000.00 o Free Rodeo $65,000.00 o Free Entertainment $40,000.00 o Billboard $3,500.00 o Facility Development Fund (Electric in Carnival Lawn) o $100,000.00 2014 Plan o RV Park o Current $17,905.00 o ODOT $443.00 o Zip Local $1,482.00 o Good Sam $11,780.00 o Brochures $4,200.00 o Additional o Billboard $3,500.00 o New Signage $2,500.00 o Facility Development (electric hook ups RV & car charging stations) 0 0 • 0 .-- 0 ~ 0• C'J 00 ... • CX) \0 L.() L.() .--0 ... \0 0.'0 tA... ~ \0 ~ • C'J tAtA • • Center for PROTECTION o The Value & Importance of Deschutes Fair & Expo Center o Aside from our rich history, Deschutes Fair & Expo is an unheralded community asset that must be preserved and protected during these difficult times. Center for Urban & Rural Oregon o Perhaps no institution more positively touches more citizens in our community than Deschutes Fair & Expo Center. We are the heartbeat of Central Oregon. o Deschutes Fair & Expo Center Welcomes All: Any age, any ethnicity, any culture, any religion any cause Center for Our Countryside o Deschutes Fair & Expo Center continues to play an essential role in promoting the Quality and diversity of Oregon's agriculture and community in rural Oregon. ~ 4-H and FFA ~ Livestock competitions ~ Harvest Festivals ~ Community Gatherings ~ Sporting Competitions Recreation facilities Learn Centers Center for Our City Deschutes Fair & Expo Centers plays an enormous role in meeting the recreational needs throughout Oregon and often provides the only available and adequate open space for many outdoor activities. ~ Community fundraisers ~ Life Flight ~ Temporary homeless shelters ~ Project Connect ~ Animal shelters Center for o Our Center is essential to the state's ability Bad Times to respond to natural disasters and emergencies. Without our Center, I can't imagine being able to effectively respond to disasters. During wildfires we utilize the fairgrounds to stage emergency vehicles and fire equipment, and to provide sanctuary to thousand of displaced residents and animals. o During natural disasters we serve as command centers for Office of Emergency Services, Homeland Security, Law Enforcement and FEMA. o We are the Community Lifeline during; Wildfires and essential shelters for rescued animals Center for Preparation o Emergency training drills & facilities: ~ Command Centers for Office of Emergency Services, Homeland Security & Law Enforcement ~ Post 9/1 1 Drills ~ Staging grounds for Police and Firefighters ~ County health emergency training ~ Emergency supply storage Center for Celebration o In Addition to the Annual Fair hosted we serve many diverse activities as ~ Festivals ~ Family Reunions ~ Tradeshows & Expositions )0> Equestrian events and dog shows ~ Rodeos ~ Motor coach and RV Rallies ~ Consumer shows ~ Banquets and community social events Community Center for Free & Discounted Services ~ 4-H, FFA & HS Equestrian -$62,000 State, County, CO City Police Trainings -$16,000 ~ High School Graduations -$30,000 ~ Oregon Youth Challenge Graduations -$12,000 ~ Non Profit and Misc. Other Discounts -$380,000 ~ Redmond Parks & Recreation 4th of July Celebration $23,000 ~ Project Connect -$41 ,000 *Total free or discounted average $564,000 annually Free at the Fair &Rodeo ~ Bus rides ~ Concerts ~ Bulletin Family Fun Zone Rodeo ~ On Grounds Entertainment ~ Exhibits, Vendors & Viewing of Animals ~ Parking ~ Children 12 an under on Thursdays & Free Carnival ride with donation of can of food Senior Citizens 62+ Wednesdays 4-H & FFA Participants Entrance FREE Traffic Congestions every night as you leave Fair Estimated $400,000 2012 Deschutes Fair & Expo Visitors & Economic Impact Number of Month Attendees Economic Impact Mar Jun Continued on next slide 17534 24833 1,556,827 2,111 1,129 2,216,231 2,655,298 2012 Deschutes Fair & Expo Visitors & Economic Impact Number of Month Attendees Economic Impact Sept Nov Dec 33201 19860 2270 9,942,154 $ 2,546,716 $ 1,348,757 $ 292,522 Events 374 Visitors 426,660 Total Impact S 29,319,637 TRT Taxes to City of Redmond February $27.36 March $227.73 April $561.99 May $2,01.43 June $1,386.66 August $1,777.89 ----- ----- September $1,758.91 --~ -- October $734.63 . ----- November $130.52 December $46.94 Total $10,325.58 Methodology How We Measure Economic Impact ~ Day Visitor $39 ~ Sporting Event Visitor $79 ~ Overnight Pleasure Traveler -$160 ~ Overnight Business Traveler -$265 Economic Impact equals Total visitation volume * average spending * multipliers *Travel Oregon established multipliers updated with Travel Industries of America Travel Index Inc. Day Visitor Spending Percentages Other 20% Recreation 10% Gas & Oil 10% Groceries 20% Restaurant 40% I ~Lodging • Restaurant III Groceries _ Gas & Oil 0 Recreation -.Other I • Overnight Visitor Spending Percentages Other 15% Lodging 25% Recreation 13% Gas & Oil Restaurant, 24% 13% Groceries 10% [ . Lodg ing _ Restaurant -Groceries _ Gas & Oil 0 Recreation _ Othe ~ • Fair & Expo Secondary Economic Impact ~ Advertising -Broadcast; TV and Radio & Print ~ Equipment Rentals -Pipe & Drape -Tent & Canopies ~ Electrical Infrastructurel Utilities I Wireless ~ Generator Rentals ~ Overflow LandIAcreage Rental ~ Audio Visual Supplementation ~ Stall Bedding, Livestock Feed ~ Professional Services -Meeting & Event Planners ~ Recreation -Golf I Ski I Etc. •