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HomeMy WebLinkAbout2013-05-06 Work Session Minutes Minutes of Board of Commissioners’ Work Session Monday, May 6, 2013 Page 1 of 8 Deschutes County Board of Commissioners 1300 NW Wall St., Suite 200, Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org MINUTES OF WORK SESSION DESCHUTES COUNTY BOARD OF COMMISSIONERS MONDAY, MAY 6, 2013 ___________________________ Present were Commissioners Tammy Baney and Anthony DeBone; Chair Alan Unger was out of the office. Also present were Tom Anderson, County Administrator; Erik Kropp, Deputy County Administrator; Lori Furlong, Dave Peterson, Todd Cleveland, Peter Gutowsky, and Nick Lelack of Community Development; and, for a portion of the meeting, Judith Ure, Administration. Vice Chair Baney opened the meeting at 1:30 p.m. ___________________________ 1. CDD Work Plan/Annual Report. Nick Lelack explained that the annual report has a lot more information in it this year than in the past. It lists all groups that CDD works with on a regular basis. He talked about the CDD mission statement. Commi ssioner DeBone asked if they do a fee study on a regular basis. Mr. Lelack said they would be doing one during or before 2014. Mr. Anderson stated there are companies that will provide this kind of analysis, but it can be expensive. The Board indicated the format of the report helps to make it informative and easy to read. Mr. Anderson noted that the new structure of CDD includes Nick Lelack being both Department Director and Planning Director. Some administrative work is being shifted, and Ms. Furlong will become Administrative Manager rather than Assistant due to her increased workload. Minutes of Board of Commissioners’ Work Session Monday, May 6, 2013 Page 2 of 8 Ms. Furlong stated that they wanted to increase responses to the customer service surveys. They started sending them out for land use applications, and increased the response. Counter staff encourage people to complete them. It took a lot of work to get this in place. Sher Bucker has been a big help with much of this work. They were able to clean up their database. The big goal is to implement the new software. They are taking a regional approach with the City of Redmond, who will share the cost. The City of Sisters will share in some of this since their scope is small. All will be brought up to speed at the same time. Commissioner Baney asked if the City of Bend is going to participate. Ms. Furlong stated they are not interested in it at this point, and their platform is not compatible. Eventually the State may require the City of Bend to convert to the same system. Mr. Lelack stated that the State is supporting this platform, which kept the cost down. About 30 jurisdictions have this in place, and it is being used nationally. This could significantly reduce staffing needs in the future. The benefits will be significant eventually, but over the next year, the training and transition time will be challenging. This is identified as a line item in the budget, but because of Ms. Furlong’s involvement, they are able to save about $100,000. Todd Cleveland stated that they are receiving more requests for permits all the time and are getting busier. They are not yet to the point where additional staff can be justified; however, the most activity comes in the next few months. The priority is maintaining turnaround time. The biggest issue remains south County groundwater, and the committees and meetings involved with the DEQ and others. He works with the DEQ on every situation and relies on their expertise. They will continue this way until other recommendations are made. Commissioner DeBone asked how steel septic tanks are being handled. Mr. Cleveland said they stopped approving those about ten years ago. Most buyers of property want those tanks replaced. It is a matter of keeping track of them; no one is looking for them. Neighbor Impact is also becoming involved in this issue. Commissioner Baney asked if he is getting too busy to handle the workload. He stated that he can do it at this point, but that could change. Minutes of Board of Commissioners’ Work Session Monday, May 6, 2013 Page 3 of 8 Commissioner DeBone stated he keeps being asked about the potential of a sewer system. Commissioner Baney said the County can support this concept, but it will not go far if the State doesn’t back it. Mr. Lelack said that Oregon Water Wonderland 2 is more likely to be able to expand their system. Mr. Anderson stated there may be a couple of things the County can do in advance, such as a encourage OWW2 to obtain a feasibility study regarding the cost and timeframe. Mr. Cleveland said he thinks they came up with a cost of about $13,000 per lot. Commissioner Baney noted that some property owners say they can’t afford a new septic system, but there is still a cost attached to putting in a sewer system and paying for the ongoing service. Commissioner DeBone said he would be talking with a lot of homeowners in that area at some point. Mr. Cleveland said that the Cagle property is within the City limits, but there is no funding to provide sewer or water services. Dave Peterson said that the workloads are steadily increasing. His biggest project will be integrating Sisters into the system. Staff there works well together. They are a little bit behind the times and the community is different in regard to regulations. There is a lot of outreach occurring right now. It will take a while, but eventually they will all be on the same page. Code changes on commercial building happen this year, and they have to arrange for training. They are working with local designers, contractors and groups on this, especially in regard to new bracing rules. Construction is coming back and it is hard to know yet what to expect. The y also support other, less populated counties, and activity is increasing there as well. It is challenging to juggle the on-call staff and inspectors, considering some have expertise that others don’t. It helps to cross-train and have more people able to do plan review. Commissioner DeBone asked about energy resources work. He was advised that Oregon Energy Code is the most advanced in the country. Oregon has a ‘reach code’, which is a series of processes to go beyond standard Code, and it is available to companies that build all over the country. Information was made available to residential customers regarding heat recovery systems and solar gain. They can then incorporate this in their building plans. The State has studied the energy code and feel that huge amounts of energy can be saved by this. Much of it is part of the process now. Minutes of Board of Commissioners’ Work Session Monday, May 6, 2013 Page 4 of 8 Peter Gutowsky said that the current planners are doing a remarkable job with working with the public. Each time an Ordinance is passed, it means adjustments and education of the public, as well as studying traffic impacts and more. The TSP was adopted, and Peter Russell is navigating the Tumalo Trail project as well. Mr. Russell is working on bicycle interactive mapping, which requires working with GIS and others. It will be very unique and an outstanding resource. The other long-range planning tasks being addressed are the South County Plan, REOA, and some changes to the SDC Code, and Sage Grouse. In the year ahead, there is a lot to consider. There are some high-profile programs in the works, and others that may consume resources. Some of this triggers other work, which could overwhelm them. Working on a Goal 11 Exception is one of these, as it requires collaboration with the DEQ and EPA. They are waiting for a decision from the EPA regarding a brownfields assessment grant for the landfill. The County would be the lead on that. The use of non-resource lands is high priority, and will require a lot of public involvement. In terms of coordination, they met with the City of Bend and it went better than it has in the past. One thing they asked about is planning-level services around the Bend airport. This involves transportation and would include services provided to the City of Bend by contract. The City would be the applicant and they would pay the fee. There has to be meaningful public involvement. Mr. Gutowsky said the large lot industrial project will probably be coordinated by the County. Information will be provided to the City of Redmond, and this also may result in more work. The Sage Grouse issue demands coordination and the County is providing technical assistance to the other local counties. This will be active until at least 2015. Mr. Russell talked about a TGM (transportation and growth management) grant for Deschutes River Woods, and an application to address the Bend North Corridor amendment to the TSP. Minutes of Board of Commissioners’ Work Session Monday, May 6, 2013 Page 5 of 8 Commissioner Baney asked about Deschutes Junction. Mr. Russell stated it is quiet now, but ODOT is talking about the frontage road project. It probably won’t be addressed until the North Corridor Plan is handled. He said that if the Board wants this addressed, they will add it to the Plan. Commissioner Baney said she wants to get ahead of issues there. Mr. Lelack stated that they created a matrix that shows carry-over projects as well as new ones. Commissioner DeBone asked about the coordination with the City of La Pine and La Pine Parks & Recreation. He said the land transfer should be referred to as ‘events land’ and not ‘rodeo grounds’. Mr. Lelack said that there are other projects they attempt if resources allow. Jefferson County has asked for some services as well. They had been contracting with other counties previously. They are exploring whether there is capacity to do this, a day there about every other week. He said that with Terri Payne’s retirement and his increased responsibilities, they maintained a place in the budget for a senior planner. It is not filled now but could be filled as an associate planner position at this time to reduce the cost. Mr. Anderson stated that they have to determine which projects are critical and whether current staffing can handle it. It depends on whether the Board wants to add more projects or move some of them up in priority. They should be able to do the projects as stated at this time if they are properly phased. If they take on the Deschutes River Woods Community Plan or text amendments to address Crooked River Ranch, they would need more help. They need to properly manage expectations. Commissioner Baney said that with the change in housing ratios and the unknown regarding Thornburgh, there might be a heavier load. She does not want to offer services outside of the county if local workload suffers from it . There will be a public hearing on the CDD Plan in June. Commissioner Baney asked if the list is by priority; Mr. Lelack stated they are not shown that way. Commissioner Baney asked if the livestock issue (too many on a parcel) can be addressed through Code enforcement. Mr. Lelack stated that some of these uses might be grandfathered in. They have worked with the Oregon Department of Agriculture, which considers manure piles part of a land use. Minutes of Board of Commissioners’ Work Session Monday, May 6, 2013 Page 6 of 8 Mr. Cleveland stated they could act if it endangers water quality. Mr. Lelack stated they can look at it different ways. Mr. Gutowsky that the Soil and Water Conservation Districts try to educate, but may look at more regulation as these problems increase. Commissioner DeBone stated there does not seem to be a way to limit the number of livestock, but there should be a realistic amount and the people need to be able to care for the animals. The County needs to find a way to help with mitigation or prevent the extreme cases. 2. Other Items. Commissioner Baney asked if the meeting when the committee considering elected officials’ compensation can be held on Wednesday, May 22, around noon since the Board does not attend this. They would like to attend a Healthy Beginnings luncheon. Mr. Kropp stated that it is that day set aside for this meeting, so they can do other things. ___________________________ Commissioner DeBone stated the Central Oregon Regional Counties group meets on June 4 in John Day, to talk about federal lands management. He will try to attend. ___________________________ Commissioner DeBone said that there is an EDCO Board meeting on Thursday afternoon but it conflicts with Fair Board meeting. He asked if someone else can attend the EDCO meeting at 2:30. Mr. Kropp said he could.. ___________________________ Commissioner DeBone noted that a discussion on the North 97 Corridor is coming up. The MPO may be a focal point for this coordination. Commissioner Baney said there are going to be two alternatives, both of which have issues. ___________________________ Mr. Anderson presented a letter to be sent to the City of Redmond specifying the submittal for large lot industrial (not SB 1544 land, but the parcel to the north). It requests that a utility feasibility examination begin on this property, so it will not be overlooked. He met with John Russell of the State last week regarding DSL land and options for a land swap or other consideration. Minutes of Board of Commissioners’ Work Session Monday, May 6, 2013 Page 7 of 8 DEBONE: Move signature of the letter. BANEY: Second. VOTE: DEBONE: Yes. BANEY: Vice Chair votes yes. ___________________________ Judith Ure asked if the Bethlehem Inn is considered a service partner. They are eligible for United Way funding for food and shelter. She asked if the Board wants to earmark a portion of the $75,000 or add to it just for the Bethlehem Inn. It would not prevent them from being eligible for other grants. Commissioner Baney said the need is great and the dollars small. She doesn’t want them to lose federal funds because they might be able to get funds from the County. Ms. Ure said if they are a service partner, should they be able to apply for other grants. Mr. Anderson stated they could earmark $15,000 of the $75,000 and make it cleaner. Commissioner Baney said they could leave them as a service partner for the $15,000. Ms. Ure stated that they could probably throw the $75,000 into the United Way fund to get a federal match. The $75,000 would go to United Way, and Bethlehem Inn would have to apply for those funds like anyone else. ___________________________ Ms. Ure stated that COCOA’s allocation has been cut by $4,000. Ken Wilhelm said that they are losing about $40,000 this year due to the federal sequester, and no one knows if this will be permanent. Commissioner Baney said that COCOA is one group with little oversight, and the County is trying to move away from this. Each community has a senior center already. Ms. Ure asked if the $4,000 even goes to COCOA or to Redmond Senior Center. Commissioner DeBone said that he believes COCOA is separate from the Center and provides meals on wheels and other services. Ms. Ure will find out more about the structure and who actually gets this funding. ___________________________ Ms. Ure distributed information on the community grant program criteria. Commissioner Baney stated they were inundated with requests to support community events in the past, so she’d like to see this more focused on education. However, this is hard to determine for arts and culture. Ms. Ure stated that spay and neuter grants originated from donated funds from people paying their dog licensing fees. The number is typically rounded up. She asked if the Board wants to use just what is donated or add to it. The additional amount in the past came from animal related funds that were not being utilized. There is money in the dog fund that is budgeted and available. The grant amount has been about $13,000 for the past couple of years, and typically is divided between three or four groups. Commissioner Baney said this is a low-ticket item with a high return. Commissioner DeBone added that he is not opposed to the $13,000 as in the past. Commissioner Baney stated that three groups, Bend SpaylNeuter, the Humane Society of Central Oregon and the Humane Society of Redmond (Brightside) were supposed to develop a program to address the issues of spay and neuter and TNR (trap, neuter, return). They have not partnered as they were supposed to, with their efforts to be pooled. The County should not take away from any other groups that have not been included. The three organizations can decide whether to pool their resources or try to do things individually. Being no further items addressed, the work session ended at 3:25 p .m. DATED this J1if:-Dayof ~ 2013 for the Deschutes County Board of Commissioners. ATTEST: Anthony DeBone, Com'h1issioner ~(J3~ Recording Secretary Minutes of Board of Commissioners' Work Session Monday, May 6,2013 Page 8 of8 Deschutes County Board of Commissioners 1300 NW Wall St., Suite 200, Bend, OR 97701-1960 (541) 388-6570 -Fax (541) 385-3202 -www.deschutes.org WORK SESSION AGENDA DESCHUTES COUNTY BOARD OF COMMISSIONERS 1:30 P.M., MONDAY, MAY 6,2013 1. CDD Work Plan! Annual Report -Nick Lelack 2. Other Items 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 192.66O(2)(d), labor negotiations; or ORS 192.660(2) (b), personnel issues. Meeting dates. times and discussion items are subject to change. All meetings are conducted in the Board o/Commissioners' meeting rooms at J300 NW Wall St., Bend. unless otherwise indicated. /fyou have questions regarding a meeting, please call 388-6572. Deschutes County meeting locations are wheelchair accessible. Deschutes County provides reasonable accommodations for persons with disabilities. For deaf, hearing impaired or speech disabled, dial 7-1-1 to access the state transfer relay service for TTY. Please call (541) 388-6571 regarding alternative formats or for further information. Community Development Department Planning Division Building Safety Division Environmental Health Division 117 NW Lafayette Avenue Bend Oregon 97701-1925 (541)388-6575 FAX (541)385-1764 http://www.co.deschutes.or.us/cdd/ MEMORANDUM TO: Board of County Commissioners FROM: Nick Lelack, AICP, Director DATE: May 8, 2013 SUBJECT: Work Session -Community Development Draft Annual Report 2013 SUMMARY The purpose of this work session agenda item is to present and discuss the draft Community Development Department (COD) Annual Report 2013 in preparation for a public hearing to discuss our priority projects for next fiscal year (July 1, 2013-June 30, 2014). The public hearing will be held on a date to be determined in early June. Staff seeks BOCC comments and revisions, if any, on the draft Annual Report prior to the public hearing. DISCUSSION Each spring, COD prepares a summary of accomplishments from the previous calendar year and a work plan outlining the goals and priorities for the coming fiscal year. This year, the two reports are combined into one Annual Report, and include descriptions of: 1. BOCC and Administrative staff; 2. Appointed commissions and committees, and Hearings Officers; 3. BOCe's draft FY 2013-14 goals and objectives, which inform COD's goals, priorities and performance measures; 4. COD organizational chart, staff contact information, and office locations/availability; 5. High level budget summary and staff full-time equivalent (FTE) for FY 2010-2013; and 6. Annual (2012) Deschutes County Citizen Involvement Report. The Citizen Involvement Report is submitted to the State's Citizen Involvement Advisory Committee (CIAC) each year. CIAC is appointed by the State's Land Conservation and Development Commission (LCDC). In addition to the draft Annual Report, please find attached a table with carry-over projects from the FY 12-13 Work Plan that have not yet been initiated, and projects proposed by citizens for COD to undertake. These projects are not planned to be initiated in the next fiscal year until or unless resources become available, and then only under BOCC direction. Staff will update the table periodically as new projects are proposed and during the development of future annual work plans. Page 1 Quality Services Perfonned with Pride The draft Annual Report has been shared with our major customer groups, including the Central Oregon Builders Association (COBA) and the Central Oregon Association of Realtors (COAR), the Planning Commission, and to the general public in CDD lobbies and public meetings. PLANNING COMMISSION RECOMMENDATION On March 28, the Planning Commission conducted a public hearing on the draft Annual Report's Planning Division Work Plan. Several Deschutes River Woods (DRW) residents provided comments in support of initiating a DRW Community Plan, and two residents provided comments in support of amending County code to limit livestock in Crooked River Ranch. Additional written comments were submitted; the projects are included in the table. On April 25, the Commission unanimously recommended approval of the Annual Report's Planning Division Work Plan as proposed. In addition, a couple of commissioners expressed interest in further exploring code amendments to limit livestock density on rural residential-type properties. BOCC COMMENTS I REVISIONS Staff seeks direction from the BOCC on whether any changes should be made to the draft Annual Report 2prior to the public hearing. -------- Deschutes County Community Grant Program Request for Applications Deschutes County is currently seeking applications for community grants from qualified non-profit organizations. Community grants fund programs and projects that benefit Deschutes County residents and that are consistent with priorities established by the Board of County Commissioners. PLEASE NOTE: Deschutes County has recently revised the community grant process, categories, criteria, and award amounts. Potential applicants should carefully review the following information to ensure that their organizations, programs, and/or projects are eligible. Award Categories A pre-determined number of community grants will be awarded within each of the following categories: 1. Health, mental health, and addiction services: Treatment for individuals who lack the resources to otherwise obtain such care. Three grants of $1 0,000 each will be awarded in tlris category. 2. Arts and Culture: Community events, programs, and e~iii~itions that support public access to art, music, history, and other cultural assets.twograntsof$3,ObOeach will be awarded in this category. 3. Other Essential Services: ·S~ivices that benefit youth;underserved, indigent, and vulnerable populations; animals; hnd'ilie environment. Thie~'grants of $1 0,000 each will be awarded in this category.'"<; Eligibility",~, ,{ ':;,j;~ , , , ;'-,;"J • Applic~ts must be designated ai501(c)3 tax-exempt organizations. • Applicahi organizations mU$,tbe located within Deschutes County. • Grant fundslri~t be used t~' provide services to Deschutes County residents only. • Organizationsciijp"ently receiving funds as a designated Deschutes County Service Partner are not eligible to applyllfor COmrrt'UD.ity grant funds. • Programs and projects'thatilddiess emergency food, clothing, and shelter are not eligible to receive community grant~tWtds. Deschutes County supports United Way's Food and Shelter program for this purpose and qualified organizations can apply for funds from this source. • Grant awards will be made in the dollar amount shown. Proposals for a larger or smaller amount will not be considered; however partnerships between multiple agencies are encouraged. Application Submission Application forms are available at . Completed applications must be submitted electronically to Judith Ure at judithu@deschutes.org by __________ Applications received after the deadline will not be considered. Grant awards will be announced on or before -Descbutes Count~ DRAFT 5/1/2013 FY 10]3..14 Video Lottery Fund Priorities DRAFT 5/1/2013~~~~ Projected ADlount Available: 5650,000 ~~~~ I ----­I------­~~~~f---­--~------~~-..._._--­ I BALANCE CATEGORY PROGRAM ALLOCATION REMAINING NOTES ~~~ ----­ ~ttery Fund Available Balance FY 2013 ..14 Beginning Fund Balance I5,ooo ~-- Projected FY 2013..14 State Video Lottery Revenue 600,000 Estimated Administrative Costs: WageslBenefits ..12,500 Estimated AdministrativelIntemal Service Costs ..12,500 Sub-Total 650,000 ! -------­ Economic Development EDCO Base Support 112,200 537,800 EOCO LOOIl Capacity 60,000 477,800 $20,000 La ,$10,000 ~ EOCO EntrepreneurshiplEarly Stages 45,000 432,800 EDCO Regional Capacity -1--­0 ~_~__4~2,8()() i Current business loanJlntd ballinl:e is approximately $180,000. TllIIISfer to Business Loan Fund i 0 ,--~~ 432,800 ----­----­ Sub-Total 117,200 Project Support Project Connect 3,000 429,800 Facility rental OSU Cascades Campus 0 429,800 Airline Services 0 429,800 From Business Loan Fund i-Public TllIIISit: Rural Services 3,000 -------­~~~ 426,800 IGrant match §hop-with..a-Cop Program -------­3,()()() c~~ ~ ~ _____~ 423,800 ~~~~~~ ~~~------- Other: Capaci!X Buildin8 20,000 403,800 CE~,Non..profit fundraising eventslsustainability ~~~- Sub-Total 19,000 Serviee Partners Central Oregon Council on Aging (COCOA) 28,500 ___3~300 MountainStar ~~ ____12pOO 3632QO Cascade Youth and Family 13,000 350,300 Redmond Senior Center 4,000 ~346,300 KIDS Center 20,000 326,300 Latino Community Association 11,000 ~--~~ 31~,300 Bethlehem Inn 15,000 300,300 Family Access Network ! 10,000 290,300 Emergency Food & Shelter ~~~-----~ 75,()()() 21~JOO Saving GraceIMary's Place ~ooo ----­~3~0 COVO 10,000 195,3()() _~ Court Appointed Special Advocates ~CASA) ~~~------­ 30,000 165,300 Central Oregon 2 ..1.. 1 , 10,()()() c~~ ~ -----~~ 155,300 Upper Deschutes Watershed Council 20,000 ~~---~~ 135,300 Central Oregon Intergovernmental eoWtcil (C~~~ 12,134 123,1(i6 Investigate future sources (GF?) ----­ Sub-Total 280,634 ----­r-----~~ ----­ Discretionary Grant Program _~ Program Allocation (to be divided between Commissioners) 60,000 ' 63,166 Sub..Total I 60,000 ~~-------- cCommunity Grant Program ! --~~ ~-----~~----------~ ------­~~~- 'i!mergen9' Food, Clothing and Shelter ~ 0.00% -28,42~ 63,166 Health, Mental Health and Addictions 45.00% 34,741 Arts & Culture 10.00% 6,317j 28,425 Other Essential Services 45.000k 28,425 ~ 0 ~tal ~-t-~ 63,166 ~~--~------ I Juvenile Crime Prevention Program Allocation , 89,350 Funds allocated to Juvenile Crime Prevention category currently ------­------­I -l-Ifunded through an $89,350 geueralfund transfer into the video lottery fund. Funds to be mai~tained-inGeneraiFtmd not video lottery fund. Sub-Total 89J50