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Home My WebLink About2013-08-05 Work Session Minutes Minutes of Board of Commissioners’ Work Session Monday, August 5, 2013 Page 1 of 4 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, AUGUST 5, 2013 ___________________________ Present were Commissioners Alan Unger, Tammy Baney and Anthony DeBone. Also present were Tom Anderson, County Administrator; Judith Ure, Administration, Theresa Rozic, Property & Facilities, and two visitors. No representatives of the media were in attendance. Chair Unger opened the meeting at 1:30 p.m. ___________________________ 1. Consideration of a Request for a Discretionary Fund Grant for Deschutes Collaborative Forest Project Outreach Support. Chair Unger said that this program looks at trailhead education issues. It is time sensitive since it occurs in the summer only. They already hired someone to do the work; he thinks at $12 per hour for 10 hours a week for the next few months. It is a collaborative program, with the Central Oregon Forest Stewardship Foundation covering some of the costs. It is being run through COIC. These kinds of programs are a challenge since most forest planning funding comes through the federal government, and they do not include outreach. The Governor’s budget did allow for some focus on eastside forest issues. Commissioners DeBone and Baney granted $500 each, and Chair Unger granted $1,500. 2. Discussion of ODOT/COID Transfer of Three Strips of Property for Utility Purposes. Theresa Rozic said that this has to do with the Highway 97 reroute, and involved Pacific Power, Central Oregon Irrigation District and ODOT. COID does not own the land; the County does. Minutes of Board of Commissioners’ Work Session Monday, August 5, 2013 Page 2 of 4 This action would clean up parcels of land that h istorically were acquired by the County due to subdivision platting, when the deeds were not properly filed. This type of action is done primarily for good will, with the parcels going to the appropriate party. Typically, there needs to be some kind of consideration and the costs covered, but conveying for a public purpose does not require consideration. The Board was supportive of moving forward on this action. 3. Discussion of Encroachment Issue on Goodrich Road in the Sisters Area. Ms. Rozic said that the County owns a 40-acre parcel that is zoned mostly for mining of cinders. An encroachment was found on a small part of it next to an irrigation canal. The County wants to retain the property in its inventory. She gave an overview of the issue. Laurie McCallum of Sisters stated she is working with Ms. Rozic and understands the concerns. She wants to explore any possible options that would allow her to use that acreage which adjoins hers. They have placed a barn within forty feet of the corner. She is aware it is zoned for mining, but there are homes close to the County’s property. They moved the placement of their home further from the County’s property once they knew about this. Chair Unger noted that there probably would not be any changes in the use of the property. Commissioner Baney added that the County could end up trading it at some point. Chair Unger said this is a unique situation and should not open the door to others. Ms. Rozic said that the County could give a license for ten years with a provision to renew it. Licenses have been arranged for other properties and some of them are very long-term. The Board approved moving forward to allow fencing and the use of the land, for ten years with an option to renew it upon request of the other party. A one- year notice would be required for either party to make a change. 4. Other Items. The promoters of a World War II memorial project in Salem have asked for a donation of $5,000 from each county. Commissioner Baney said this is a big amount and she prefers not to use discretionary funds for it. Judith Ure was asked to investigate other sources of funding. ___________________________ Minutes of Board of Commissioners’ Work Session Monday, August 5, 2013 Page 3 of 4 Mr. Anderson said that Don Webber has retired as Emergency Management Services manager, and Sheriff Blanton is seeking a replacement. He wants someone who will reach out more to departments, especially with Public Health. He added that many departments have critical skills that would come into play in an emergency situation. The Sheriff is committed to having this outreach in place, and inclusion of the rest of the County in a more practical emergency plan. They have to go with the FEMA structure, but there needs to be more communication, training and planning to have adequate readiness. Chair Unger noted that it is a challenge having control of a program while working with other elected officials. Mr. Anderson said it is important that the plan be reviewed more often and that all possibilities are being considered. ___________________________ Commissioner DeBone said the Eastern Oregon Regional County Organization has asked for dues for $15,000 from the County. He asked to see the bylaws first. He attended one meeting and there has been no commitment by the County. Commissioner Baney wants to know what this pays for. It has to do with the PILT (payment in lieu of taxes) formula. Chair Unger likes being part of a bigger group. PILT is important and it is hard to determine who is at risk. He does not know if there is an advantage for Deschutes County to be involved. It seems like there should be more funding coming in from PILT. Commissioner Baney stated they should be supportive but this message needs to be at the forefront of legislators. This group is using a very expensive lobbyist. Chair Unger said that this group involves northeastern Oregon and he is not sure they are paying attention to Deschutes County. Commissioner Baney noted that the County is paying dues for this through AOC. Commissioner DeBone will read the bylaws, and also will find out more about what the program hopes to accomplish. ___________________________ Chair Unger said the Bethlehem Inn wants to move forward with a long-term lease to help them with fundraising. Commissioner Baney stated that they have talked about paying market value, but the County kept the reversionary interest. Mr. Anderson noted that they don't have that kind of money. Chair Unger said that these services are expected, much like public health and caring for mental health patients. He wants them to be successful. Commissioner Baney stated that there are grants out there for capital projects, but it may be detrimental when the County holds the note. Mr. Anderson said they have a concrete capital plan, but they need a long-term lease to move forward and obtain philanthropic support. They want to add a commercial kitchen, and then start remodeling the building. A long-term lease is the best way to handle this, with the County holding onto the land. The County was going to be repaid with the CDBG grant but it didn't happen. Initially, it was not supposed to be a loan but a short-term solution. Being no further discussion, the meeting adjourned at 3:10 p.m. DATED this /1'!!-Dayof ~t-2013 for the Deschutes County Board of Commissio~ Alan Unger, Chair Ta~Chair ATTEST: Anthony DeBone, Commissioner ~~ Recording Secretary Minutes of Board of Commissioners ' Work Session Monday, August 5, 2013 Page 4 of4 , [ , I 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, AUGUST 5, 2013 1. Consideration of a Request for a Discretionary Fund Grant for Deschutes Collaborative Forest Project Outreach Support -Judith Ure 2. Discussion ofODOT/COID Transfer of Three Strips of Property for Utility Purposes -Susan Ross 3. Discussion of Encroachment Issue on Goodrich Road in the Sisters Area Susan Ross 4. Other Items PLEASE NOTE: At any time during this meeting, an executive session could be called to address issues relating to ORS \92.660(2) (e), real property negotiations; ORS 192.660(2) (h), litigation; ORS I 92.660(2)(d), labor negotiations; or ORS 192.660(2) (b), personnel issues. Meeting dates, times and discllssion items are subject to change. All meetings are conducted in the Board o/Commissioners' meeting rooms at 1300 NW Wall St., Bend, unless otherwise indicated. Ifyou 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. I I IU') ..... I I I '" :J I 00 I :J M I<..0 -1 I IN I 0 ~ I I I I I I[_I11 I I I I If I : I I 1 I --T I I I I I I I I I I I I I I I Q) I I ro 0. ......... o '**' I I I ~ I 0."'----- Discretionary Grant Funds: Status as of 7/29/2013 • ___"0 ---------- Total n·vJc.....:d FY 2013-14 $81,666 _____________ • _____ o_ •• _~___._ 0 ___________ --------- Total Allocated for Fundraising Activities $20,000 ---~ ---_._. -------------------- Total Allocated for Commissioner Awards $61,666 * Annual amount available per Commissioner = $20,000 --------------- * Quarterly amount available per Commissioner -$5,000 --------- * Unsperl!in FY 2012-13 (Tammy B~rl€!y)=$l,666 ----- IExpended 1st Qtr $0 DeBone $0 -------------------:-- Baney $0 c------------- Unger $0 ----------~,..-.-" f--------------------------- Expended 2nd Qtr $0 f----- $0DeBone !Baney ---------$0 1------- Unger $0 --_. -------------- 1-- Expended 3rd Qtr $0 -------------- DeBone $0 IBaney $0 --------------------$0! Unger ---I -------------------- ------------------ Expended 4th Qtr $0 [---'-----------.__._. $0DeBone I-- Baney____ $0 ------------------------------- I Unger $0 -----------,-~- I ------ Deschutes County Board of County Commissioners Discretionary Grant Program Board Meeting Date: August 5, 2013 Organization: The Central Oregon Forest Stewardship Foundation (COFSF) Organization Description: COFSF was created to provide financial support and resources for local forest restoration collaboratives working to reduce wildfire risks and to provide stewardship offorest resources on Central Oregon's public and private lands using ecologically sustainable and economically viable methods. Project Name: Deschutes Collaborative Forest Project (DCFP) Support Project Description: Hire an intern for the summer and early fall months to help promote forest restoration in the community and provide specific education about West Bend and other projects in the DCFP landscape. The intern would assist with outreach and education at popular trailheads in the West Bend project area, at a DCFP table at popular community events, and potentially in presentations to key target audiences. Project Period: 711/2013 through 1113012013 Amount of Request: $2,500 Previous Grants: None listed under this name. Approved: ___________________________________________________ Declined: Deschutes County Board of Commissioners PO Box 6005, Bend, OR 97701-6005 1300 NW Wall Street, Suite 200, Bend, OR Telephone: 541-388-6571 Fax: 541-385-3202 Website: www.deschutes.org DESCHUTES COUNTY VIDEO LOTTERY FUND DISCRETIONARY GRANT PROGRAM APPLICATION Today's Date: 1JL.I N t: 2.5, 2 0131 Project Name: I I). c. .r-. P o ......."f"-f.A,C.I,,1 S'--'1I'f'>c;:/l-.-1 Project Beginning Date: 1 :]'vt,-Y I) '2.01'3. 1 Project End Date: I NOV. '3 0 / 2... 0 13 Amount Requested: I $' 25 0 0 IDate Funds Needed: IGA("tLY J'-'I.L"i Name of Applicant Organization:1 c t:::: tJ"1r'U'r..L o(t.£.6 0N FO(l..E S'" Address:I c./.::> C";;'Z C. J ~"3 't rJ(;. H A'v'U oktvC ,,'>IE, City & Zip Code: It)t: N I), 0 tl.. ~'7 7 c t ITax ID #: I 27 -2. 70 -3i..j2 b I Contact Name(s): I F" H J. '-c.. ~ A N (;; ITelephone #: I 5'-11 5i '-t %' . q S 3 Y Fax#: I r:;y I t;:L.('( '4;;4'3 IEmail Address: I ec.h"AY",;) t? c..o I C. ,0 r '7 On a separate sheet(s), please briefly answer the following questions: 1. Describe the applicant organization, including its purpose, leadership structure, and activities. 2. Describe the proposed project or activity. 3. Provide a time line for completing the proposed project or activity. 4. Explain how the proposed project or activity will positively impact the community. 5. Identify the specific communities or groups that will benefit. 6. Describe how grant funds will be used and include the source and amounts of matching funds or in~kind contributions, if any. Itemize anticipated expenditures*. 7. lfthe grant will support an ongoing activity, explain how it will be funded in the future. Attach: Proof of the applicant organization's non-profit status . .. Applicant may be contacted during the review process and asked to provide a complete line item budget, I .~ Deschutes Collaborative Forest Project Outreach Support Deschutes County Video lottery Fund Discretionary Grant Program Application June 25, 2013 1. Describe the applicant organization, including its purpose, leadership structure, and activities. The Central Oregon Forest Stewardship Foundation (COFSF) was created to provide financial support and resources for local forest restoration collaboratives working to reduce wildfire risks and to provide stewardship offorest resources on Central Oregon's public and private lands utilizing ecologically sustainable and economically viable methods. COFSF is governed by a six person board of directors, each of whom participates in local forest collaboratives. Central Oregon Intergovernmental Council (COIC) provides administrative staff support for COFSF under contract. COFSF is a 501(c)3 fundraising structure designed to give forest restoration collaboratives access to private philanthropic support and to grant funds that are only available to 501(c)3s. Since 2011 COFSF has raised and administered over $100,000 to support the Deschutes Collaborative Forest Project and the Ochoco Forest Restoration Collaborative. 2. Describe the proposed project or activity. The Deschutes Collaborative Forest Project (DCFP) supports upcoming implementation of forest restoration activities in the West Bend and other project areas within the Deschutes National Forest under the Collaborative Forest Restoration Program. Forest restoration provides a range of social, economic, and ecological benefits to the community. But implementation in urban interface areas such as the West Bend may face some opposition because County residents do not perceive restoration activities (thinning, mowing, burning) as beneficial to forest health; are concerned about such activities occurring close to their homes; do not like smoke from prescribed fire; are alarmed by the dramatic visual changes in the forest; or are unhappy about temporary trail closures. Outreach is critical to help the whole community understand that restoration provides long term benefits to the forest and is worth small inconveniences such as temporary trail closures, prescribed fire smoke, and visual changes. We propose to hire an intern for the summer and early fall months to help promote forest restoration in the community and provide specific education about West Bend and other projects in the DCFP landscape. The intern would assist with outreach and education at popular trail heads in the West Bend project area, at a DCFP table at popular community events, and potentially in presentations to key target audiences. 3. Provide a timeline for completing the proposed project or activity. The intern would provide outreach support during the key time period from late June to early November. 4. Explain how the proposed project or activity will positively impact the community. Community outreach will facilitate forest restoration that provides a range of benefits to the community: • Produces a healthier, more resilient forest which is on a trajectory to provide large and old structure and habitats • Reduces the risk of high severity fire to residences, important recreational assets, and the City of Bend's municipal watershed • Provides opportunities for employment in the forest and in forest products businesses that add value to wood fiber produced by restoration The outreach itself positively impacts the community by increasing understanding of a natural resource that is extremely important to the culture and economy of Deschutes County. 5. Identify the specific communities or groups that will benefit. The entire community benefits from this project and from forest restoration. But the communities and groups that benefit the most include: • Residents of the Wildland Urban Interface • Tourism businesses that depend on the forest to draw visitors to the region • Contractors who implement restoration work within the DCFP Landscape • Recreationists that use trails and other recreational facilities within the DCFP Landscape • Forest products businesses who use wood produced by restoration projects • Environmentalists who seek to restore the forest to more historic conditions • Fire fighters who are assigned to fire suppression activities within the DCFP Landscape 6. Describe how grant funds will be used and include the source and amounts of matching funds or in kind contributions, if any. Itemize anticipated expenditures*. We request $2500 to cover the cost of the intern for 4.5 months and fees to have a presence at key community events. This would support an average of 10 hours per week of intern time for the 4.5 months plus fees for 2-4 events. At a rate of approximately $12/hour, we can fund the intern for 10 hours of work per week for 17.5 weeks. Event fees can range as high as $200 for a table or can be free, depending on the attitude of the organizers toward our cause. COIC will provide supervision, administrative structure (including workers compensation insurance), and mentoring for the intern. The Deschutes Collaborative Forest Project will provide outreach materials for use during trailhead outreach, presentations, and community events. 7. If the grant will support an ongoing activity, explain how it will be funded in the future. This project will be a test to see whether an intern can be used to effectively support outreach activities in a collaborative forest restoration context. If this pilot effort proves successful, we will budget for such interns in future grant proposals to support the Deschutes Collaborative Forest Project to sources such as the National Forest Foundation or the new small grant program the Governor's office is working to develop. RECEIVED FEB 28 zorl INTERNAL REVENUE SERVICE DEPARTMENT OF THE TREASURY P. O. BOX 2508 CINCINNATI, OH 45201 Employer Identification Number: 27-2703426Date: FEB 1 4 2011 DLN: 17053285323010 CENTRAL OREGON FOREST STEWARDSHIP Contact Person: FOUNDATION STEPHANIE L JONES TAYLOR ID# 31395 2363 SW GLACIER PL Contact Telephone Number: REDMOND, OR 97756 (877) 829-5500 Accounting Period Ending: December 31 Public Charity Status: 170 (b) (1) (A) (vi) FOl~ 990 Required: Yes Effective Date of Exemption: May 20, 2010 Contribution Deductibility: Yes Addendum Applies: No Dear Applicant: We are pleased to inform you that upon review of your application for tax exempt status we have determined that you are exempt from Federal income tax under section 501(c) (3) of the Internal Revenue Code. Contributions to you are deductible under section 170 of the Code. You are also qualified to receive tax deductible bequests, devises, transfers or gifts under section 2055, 2106 or 2522 of the Code. Because this letter could help resolve any questions regarding your exempt status, you should keep it in your permanent records. Organizations exempt under section 501(c) (3) of the Code are further classified as either public charities or private foundations. We determined that you are a public charity under the Code section(s) listed in the heading of this letter. Please see enclosed Publication 4221-PC, Compliance Guide for 501(c) (3) Public Charities, for some helpful information about your responsibilities as an exempt organization. Lois G. Lerner Director, Exempt Organizations Enclosure: Publication 4221-PC Letter 947 (DO/CG) MEMORANDUM TO: Susan Ross FROM: Teresa RozK"'~ DATE: August 1, 20~ v ~ RE: August 5,2013 Work Session Encroachment -Goodrich Ranch Rd. Property Several months ago, staff became aware that a private owner is farming about one acre of a 40-acre county-owned parcel. The topography (toe of slope) and the existence of a canal make it easy to see why someone would misjudge a property boundary (photo attached). We tried to contact that owner by mail, but got no response. The property sold in December 2012. The new owner is anxious to resolve the encroachment. In order to comply with statutes that limit the Board's authority to convey interests in real property, staff recommends that the Board of County Commissioners grant a revocable license to the current owner Laurie McCallum: • Ten-year term with option to extend. • One year notice to terminate • Allow fenCing on the perimeter of the encroachment area • Allow underground irrigation pipe through the encroachment area ODOT Request to Convey Property As part of the Hwy 97 reroute through Redmond, ODOT, PP&L and COlD entered into an agreement to relocate a PP&L substation. COlD agreed to allow the substation to encroach 20' on their 100' -wide right of way. ODOT staff recently discovered that the property in question is owned by Deschutes County, not COlD, and asked that we consider conveying the 20' strip to PP&L. Deschutes County acquired the property in question and two other 100'-wide strips by Tax Deed in 2007 (maps attached). ODOTs request to convey a 20'-wide strip to PP&L is not practical. Staff recommends that we approach COlD to see if they want to acquire the strips. They could grant PP&L the right to encroach on their land. **** cr;OOD~ICH ~ANCH ~D. eNC~OACHMENT f7-f;f7-f7-f;-f7(/) en (/) (/) (/)± ± f;-± ± i 8 ~ C() f7-f7-f;f7-r;-(!) Z ~ 5: '" <t" ~ ~ 5:z Z ~ 5:Z Z Z zI I W -ANTl:ER-AVE E-AN:JiI:ER-AVE f7-f7 (/) (/)± 0H------+---sW-Bl:::AGK-Bu:r-rE-Bl::vD---+----~----~----tb--- ~ ~ ~ ~ 5: en J.!. f7o(/) ~H------'-----i'-----t-----tSWGASGA8E-AVE--t------+-I------~~r.~ < ~ II(/) l '-<. Ii.! ~--SW-DESGHUTESAVE--~---~~----~---+_--~ ~-SE-DESGHUTES-AVE -'-1 QJ151 16AB12800 cj ~ ~ -.!Jf7 (/) ± ~ ~------+~----t_---~-----~------+-~f_-+_...,...-//j--SE.EVERGREEN.AVE ~ (/) f7 (/)±1------+-----f------1l5;--- f7en ~ (/)± f7 C() ~ (/) I SW'GI:A<!:IER·AVE:--t----+---4_. 1----....SW·HIGHI:ANE>·AVE-+--~-I'":'7 SE-Gl::A8IER-AVE SWl:JMATIl=I,AAVE SWUMATlttA-CT -\ -' / SW-VGl=0ANG -CT J ~ o 0 ~ ± ~ ~ ~ ~ r-------L---------CIlSWt(')tCAN(')-AVE--t-------~ CIl SW-Y0I.:.GANGWAY----- SWWICKIUP-AVE-------t-------~J SW-XER(')-AVE----J t-; CIl± t-; <Xl -N ~ CIl L-J---..Jt-----SWtJMATIL:l::"A-AVE / / L-------SW-XER0_l:N_~-____ / / I , . -------s~·· .. ' ' " -:.t-~", -'r0// / .' 6'} ,I 0-<' / -SW-1-7-TH-PI: SW-V0I:GAN0 -AVE The Oregon Map New Directions ~ ~\ ~\J ~:~\ ::1, ~ o L---\ EASTERN OREGON REGIONAL COUNTY ORGANIZATION Conference Call August 6, 2013 2:00 pm Please call 888-693-8686 and enter conference #8151350 Agenda 1. Call Meeting to Order 2. EORCO Financials -MBG Bills -Jay Sullivan Bills 3. Proposed Dues Schedule 4. PIL T Update HR 1526 Jay Sullivan 5. Forest Plan Update Roger Lord 6. Blue Mountain Restoration Strategy Coalition Update Commissioner Mark Davidson and Commissioner Mike Hayward 7. Senator Wyden's Eastside Forest Bill Commissioner Mark Davidson 8. Other Items 9. Adjourn County PILl lotal at 1.5% rota I wi min and max Baker $651,070 $9,766.05 $9J66 i ok : ~1~,821 $5,682.32 $5,682 0 s~S ~1: p3,135 $26,297.03 $15,000 ! (;jfffam ~ >7 ~690 $1,120.35 $2,500 i Grant $581,458 $8,721.87 $8,722 Harney $1,001,367 $15,020.51 $15,000 Jefferson $325,266 $4,878.99 $4,879 Klamath $735,376 $11,030.64 $11,031 Lake $1,062,047 $15,9~ r $15,000 Malheur $2,297,293 $34,4 ., i"'" t.l t't"$15,000 Morrow $129,957 $1,94~ j ~~,~ I l". $2,500 Sherman $126,102 $1,891.53 $2,500 Umatilla $922,681 $13,840.22 $13,840 Union $815,239 $12,228.59 $12,229 Wallowa $389,879 $5,848.19 $5,848 Wasco $73,569 $1,103.54 $2,500 Wheeler $100,192 $1,502.88 $2,500