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HomeMy WebLinkAboutCDD 2011 AccomplishmentsCommunity 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 DATE: May 7,2012 TO: Board of County Commissioners FROM Tom Anderson, Director SUBJECT: Work Session-Proposed FY 12-13 Community Development Department Work Plan &2011 Accomplishments Background: Each year, COD prepares a document describing accomplishments from the prior calendar year, and a proposed work plan for the coming fiscal year. The work plan describes the most important objectives and proposed projects in each COD division, usually in order of priority. It is intended that a review of the draft work plan will provide the Board of County Commissioners, the Planning Commission, County Administration and COD's customers and partner agencies the opportunity to provide input, including additions, modifications and possible re-prioritization. The work plan also serves as the context within which new projects that arise during the course of the year are prioritized and undertaken. Discussion: COD staff will provide a brief overview of each Division's section of the work plan during the Board work session, and the Board is encouraged to ask questions and provide whatever feedback they wish. The draft work plan has already been distributed to the Planning Commission, the Central Oregon Builders Association, the Central Oregon Association of Realtors, and other interested parties. A work session was held with the Planning Commission on the entire COD work plan at its meeting of April 12, 2012, and a Public Hearing on the Planning Division section of the work plan on April 26, 2012. Planning Commission input has been incorporated into the draft plan. At the request of the Board of Commissioners at their Spring Retreat this year, proposed cost figures for each division, as well as projects within the Long Range Planning section have been included. This was done to provide the Board with a sense of "what they are buying" with the supporting transfers the Board has made to COD in the past, and will be asked to consider again as part of FY 12-13 budget discussions. Following today's work session, and after incorporation of whatever changes the Board wishes to make, the Board is scheduled to conduct a public hearing on the draft work plan at its meetillg of June 4, 2012. Requested Board Action: Discuss the 2011 COD Accomplishments and FY 12-13 Draft COD Work Plan and offer whatever additions or modifications the Board deems appropriate. I i t Deschutes County Community Development Department Accomplishments – Year 2011 The Community Development Department’s mission is to facilitate orderly growth and development in the Deschutes County community through coordinated programs of Planning, Environmental Soils, Building Safety, Code Enforcement, education, and service to the public. ♦ Coordinated Services and Administration ♦ Code Enforcement ♦ Geographic Information Systems (GIS) ♦ Building Safety ♦ Environmental Soils ♦ Planning Community Development Department Page 2 of 24 Accomplishments 2011 April 9, 2012 COORDINATED SERVICES AND ADMINISTRATION The Community Development Department (CDD) operations are managed by Tom Anderson, Director. This includes satellite offices in Redmond and La Pine as well as the main office in Bend. The Administrative Supervisor for Coordinated Services oversees 5 Permit Technicians who serve customers, handle phone calls and process related paperwork in support of each division. In addition, CDD has one Administrative Secretary who provides support to all divisions. CUSTOMER SERVICE Customer visits decreased by 21% from 8,196 in 2010 to 6,460 in 2011. The overall average customer service rating from 2011 customer service surveys was 4.64 (on a scale of 5). We are very proud of this achievement as it occurred in another year in which the ability to maintain historical service levels has been adversely affected by staffing reductions that were necessary due to decreased work volume and revenue. Of concern however, is a third year in which the number of surveys returned was very low. A goal in FY 2012-13 will be to examine ways to increase that number. Customer Service Questionnaire Statistics # Returned Efficiency Courtesy Knowledge Handouts Processing Time Service Compared to Elsewhere Overall Service Yearly Average July - December 1996 45 4.37 4.75 4.44 4.19 3.81 4.44 4.49 4.36 Calendar Year 1997 155 4.50 4.72 4.48 4.21 3.91 4.21 4.44 4.35 Calendar Year 1998 121 4.58 4.78 4.59 4.02 3.73 4.07 4.29 4.29 Calendar Year 1999 107 4.58 4.65 4.60 4.23 4.17 4.53 4.53 4.47 Calendar Year 2000 78 4.63 4.68 4.59 4.24 4.10 4.39 4.47 4.44 Calendar Year 2001 80 4.80 4.90 4.81 4.47 4.47 4.85 4.78 4.73 Calendar Year 2002 82 4.62 4.79 4.70 4.58 4.39 4.71 4.49 4.61 Community Development Department Page 3 of 24 Accomplishments 2011 April 9, 2012 1. The increased availability of information on the CDD Web site and improved informational brochures helped to keep customer wait times to a minimum. The average customer waiting time in 2011 was 3 minutes. Customer visits in 2011 have decreased from 2010. The decrease in volume of customers can be attributed to continued low levels of land development in the county. 2. A new project was developed to update and correct existing addresses, as well as create addresses for properties that have had permits issued, but have not had an address formally assigned. This will be an ongoing project in order to maintain the most current information for both customers and staff. Customer Service Questionnaire Statistics # Returned Efficiency Courtesy Knowledge Handouts Processing Time Service Compared to Elsewhere Overall Service Yearly Average Calendar Year 2003 76 4.62 4.81 4.53 4.38 4.36 4.62 4.73 4.58 Calendar Year 2004 46 4.81 4.94 4.74 4.61 4.61 4.84 4.79 4.76 Calendar Year 2005 55 4.86 4.94 4.71 4.52 4.49 4.92 4.80 4.75 Calendar Year 2006 54 4.31 4.66 4.45 4.51 3.83 4.41 4.40 4.37 Calendar Year 2007 52 4.83 4.85 4.85 4.71 4.60 4.90 4.81 4.79 Calendar Year 2008 41 4.61 4.75 4.70 4.51 4.51 4.62 4.57 4.61 Calendar Year 2009 17 5.00 5.00 5.00 4.67 4.56 5.00 4.93 4.88 Calendar Year 2010 18 4.77 4.83 4.83 4.83 4.50 5.00 4.55 4.76 Calendar Year 2011 13 4.77 4.77 4.77 4.46 4.31 4.69 4.69 4.64 Community Development Department Page 4 of 24 Accomplishments 2011 April 9, 2012 3. CDD continues to be involved and monitor the Statewide Permit System. The software installation for Lane County is due to be completed and go live in early 2012. Staff will plan to visit Lane County in 2012 to view the completed project. Lane County provides the best comparison for Deschutes County since they are going from a self created system similar to ours. To date, about 12 jurisdictions are using the Statewide Permit System including Jefferson County. Staff visited Jefferson County this past year to view the product and talk with staff using the product. The visit was very informative and staff has a favorable opinion of the product. CDD has also worked with Accela on developing a rough cost estimate for migrating over to the Accela Planning and Code Enforcement modules. CDD staff will continue to work with I.T. on coordination and scheduling of this project for future implementation, in addition to coordinating with the State implementation team and Accela implementation team. 4. As part of the future migration to a new permitting software system, staff continues with the database clean-up project. This project identifies permits, scanned documents, land use applications and code enforcement cases on deleted or changed tax account numbers and migrates them to the new tax account number. This process will help streamline the eventual data conversion process that will be necessary to migrate to new software, in addition to keeping our records current and readily available to both staff and the public. Staff made good progress in 2011 and will continue with this project in 2012. Approximately 60% of the identified records have been corrected. 5. Continued to manage our strategic plan for maintaining documents and records to comply with Oregon Administrative Rules related to document archiving. Current documents are routinely scanned from in-house files. These documents are transferred to the County Archive facility where they are maintained until the designated destruction date, while all permanent documents continue to be scanned and microfilmed. All documents are available online for our customers and staff. 6. Driveway access permits have been handled jointly between CDD and the Road Department for several years. This year the Road Department initiated a project to scan all of the old driveway access permits and then have CDD staff import them into our image database. The Road Department scanned over 1,100 driveway access permits in 2011. Once completed, CDD staff, Road Department staff and the public will have complete electronic documentation of all driveway access permits that have ever been issued. 7. We are continuing to include Historic Preservation documents in our scanned image database, which will give the customers the ability to review those documents without having to make a trip to the museum, in addition to giving staff ready access to them. So far, over 1,250 documents have been uploaded into our image database. 8. The Technology Team continued to assess the equipment used by staff including computers, software, printers, scanners and audiovisual equipment to ensure that operational needs were met. The team has developed an initial list of projects that will enhance customer service, staff efficiency and internal and external communications. Projects include making data available to inspectors while in the field, linkages to historical documents where identifying parcel numbers have changed, new types of on- line permit applications, and review of business processes and procedures. This list will be enhanced or modified to address changing needs and goals of the department. Community Development Department Page 5 of 24 Accomplishments 2011 April 9, 2012 CODE ENFORCEMENT The Code Enforcement (CE) program consists of two Code Enforcement Technicians (1.6 FTE in 2011) plus volunteers, supported by a Law Enforcement Technician from the Sheriff’s Department, management and the operating divisions. Code Enforcement is responsible for investigating code violation complaints with the overriding goal of achieving voluntary compliance. If necessary, Code Enforcement may issue citations for prosecution in circuit court. 2011 Code Enforcement Activity Report CASE TYPE NUMBER OPENED NUMBER CLOSED AVERAGE DAY TURNAROUND* Building 43 54 80 Environmental Soils 37 27 110 River 2 3 1 Planning 57 59 88 Lighting 1 1 60 Solid Waste 48 53 99 Total 188 197 93 *Code Enforcement case opened and closed in 2011calendar year 1. Maintained affiliation with Oregon Code Enforcement Association (OCEA), networking and exchanging information to improve operational procedures and practices. Attended local OCEA conference on Code Enforcement on Distressed and Foreclosure Properties. 2. Achieved an 85% voluntary compliance rate for cases resolved in Year 2011. 3. Fully implemented Senate Bill (SB) 915, via a change to County code and enforcement procedural changes. SB 915 set parameters for assessment of monetary penalty for building code violations by requiring that property owners appear before an administrative hearings officer, as opposed to Circuit Court. 4. Implemented a code enforcement volunteer program. Volunteers (two) assist staff in the area of proactive code enforcement. Work performed by volunteers directly enhances code enforcement program productivity and efficiency. Community Development Department Page 6 of 24 Accomplishments 2011 April 9, 2012 GEOGRAPHIC INFORMATION SYSTEMS (GIS) In addition to supporting mapping and geographical analysis needs of each of the operating divisions, the GIS Analyst/Programmer is responsible for the development and maintenance of the County digital spatial database and for providing state-of-the-art mapping and data services to local governments, citizens, and businesses. In addition, the GIS Analyst/Programmer assists with the maintenance and technical support of the CDD website. GIS PROJECTS 1. Continued to train employees and customers, both individually and in groups on the expanded use of the Local Area Virtual Atlas (LAVA) and Community Development’s Online Mapping (CDMap) applications. 2. Provided exemplary customer service to both internal and external customers. Internal customers received assistance and guidance with regard to in house computers and peripherals. External customers received quality and professional services for their GIS related requests. 3. Worked with the Long Range Planning Division to complete all mapping and statistical analysis related to the Comprehensive Plan and South County Plan. 4. Contributed to development of the Land Information System (DIAL 2) currently being developed within the Information Technology Department. Attended bi-weekly meetings and provided data, design criteria and feedback to DIAL 2 development team. 5. Provided technical support, statistical analysis and mapping support for South Deschutes County Local Wetland Inventory. Worked with Oregon Department of State Lands and ESA Adolfson, the wetland consultant, to identify and map wetlands within the South Deschutes County region. 6. Updated Deschutes County’s online mapping applications to display the South Deschutes County Local Wetland Inventory, correct graphing errors and modified printable maps and reports. 7. Continued to maintain the zoning layers, including updates and changes, for each of the incorporated cities within Deschutes County. 8. Continued to work with the Senior Transportation Planner to update the Transportation System Plan. Created maps and exhibits for Transportation System Plan meetings, public hearings and final publication document. 9. Updated and maintained the GIS Metadata, a summary for all GIS data maintained by CDD for the County GIS program. 10. Continued to help manage and coordinate CDD’s technology acquisition and asset inventory. 11. Assisted with the successful conversion of CDD’s web site to Kentico CMS. Community Development Department Page 7 of 24 Accomplishments 2011 April 9, 2012 12. Continued to provide GIS support of the South County High Groundwater Work Program. Compiled data, reports, maps, and technical analysis for the Environmental Soils Division and the Department of Environmental Quality in support of achieving a sustainable solution to the public health hazard in both Deschutes and Klamath Counties. 13. Provided mapping and technical support to Economic Development for Central Oregon (EDCO) and La Pine Industrial Group for the La Pine Industrial Park. Created maps for brochures and packets to help market and advertise the Industrial Park. 14. Assisted the Long Range Planning Division with mapping support and statistical analysis for the Regional Economic Opportunity Analysis (REOA). 15. Supported Upper Deschutes River Coalition (UDRC) with database development used for landowner and member/stakeholder notification purposes. Community Development Department Page 8 of 24 Accomplishments 2011 April 9, 2012 BUILDING SAFETY The Building Official, David Pedersen, 7 Building Safety Inspectors, and support staff provide construction plan review, consultation and inspection to assure compliance with national and State Building Specialty Codes. Deschutes County's Building Safety Division interprets and enforces the state mandated Building Codes for the people of the community through a process of education and a clear and fair application of the Specialty Codes. The Division provides services to the City of Redmond through a contract and provides various services to Lake, Jefferson, Crook and Harney Counties, the City of Bend and the State of Oregon Building Codes Division on an “as needed" basis. 1. The goal to reorganize the Plan Review procedure has been successful. Inspection and Plan Review turnaround times have been met. The residential Plan Review timeframe actually saw a reduction in review time from last year. The use of field staff on an as- needed basis to perform residential reviews has been accomplished without forfeiting efficiency in either the review process or the inspection activity. Multiple field staff are now well versed in the administrative procedures required to accomplish Plan Review. 2. Field inspection response time of 24 hours has been maintained. 3. Monthly meetings with the Central Oregon Builders Association (COBA) have continued and participation in other events with COBA has worked to maintain an effective and open process. The Building Safety Division will continue to participate in regular monthly meetings with COBA. 4. A review of the process for granting agricultural exemptions to structural permits has developed a more concise method of permitting that has reduced the number of structures that would eventually be entered into the Code Enforcement process. This process will continue to be ongoing to ensure that the approvals given are consistently in-line with statutory intent. 5. Steps have been implemented to assure smooth application processing for new commercial buildings that include enhanced use of electronic plan submittals and a process for accepting sealed documents electronically. 6. Each permit extension request will continue to be reviewed for the purpose of determining the most efficient means of maintaining the permit status or moving to a level where actual inspections can be performed to legally close and archive old permits. 7. The Building Safety Division website is being monitored on a regular basis and substantial changes and improvements have been implemented that help the site continue to offer up-to-date information. 8. The Building Safety Division is actively and productively using existing Intergovernmental Agreements to provide timely customer service while pursuing additional agreements. The IGA program will continue to be used to maintain prompt inspection response time to those counties and cities within this partnership. Community Development Department Page 9 of 24 Accomplishments 2011 April 9, 2012 9. The Building Safety Division has successfully organized and produced critical State mandated training events for all of the Division personnel from jurisdictions t hroughout the State. This was accomplished through the cooperation of the Central Oregon Chapter of the International Code Conference. Successful attendance at these events is mandatory to maintain active Inspector certifications. 10. Enhanced participation in the land use process by Division staff has developed freer and more consistent lines of communication. Improvements have been made to the ACCUTERM program that allows comprehensive and automatic notification to all Divisions and personnel involved in sewer and septic issues. 11. Satellite office personnel continue to maintain a presence in Redmond and La Pine which offers a good alternative to customers who would otherwise be travelling to Bend. 12. The Building Safety Division continues to provide information to customers on energy efficiency improvements that customers can incorporate into their construction plans. This program is a two-year grant through the Department of Energy, ending in the Fall, 2012. 13. Continue to work with the Environmental Soils Division to investigate the possibility of developing a grading ordinance. 14. Updated Title 15 to include the most up-to-date versions of specialty codes, as well as the Fire and Dangerous Building Codes. 15. Worked with the Code Enforcement Division to establish an administrative hearing process for violations of the Building Code, mandated by Senate Bill (SB) 960. 16. Established a new Intergovernmental Agreement with Harney County for provision of Building plan review and inspection services. Community Development Department Page 10 of 24 Accomplishments 2011 April 9, 2012 ENVIRONMENTAL SOILS Provide and promote protection of Public Health and the Environment through education, consultation, and regulation. The Environmental Soils Division (ES) provides site evaluation, permitting, plan review, consultation and inspection of on-site wastewater treatment and soil dispersal systems. ES also inspects sewage pumper trucks, reports on condition of existing wastewater systems, maintains an Operation and Maintenance tracking system, provides the public with information on wastewater treatment systems and regulations and investigates sewage hazards. In addition, ES is engaged with the Department of Environmental Quality (DEQ) in the proactive pursuit of protection of the groundwater in southern Deschutes County. Environmental Soils staff consists of one permanent staff, Environmental Health Specialist (EHS), with assistance from one on-call EHS position. ADMINISTRATION 1. Maintained or exceeded service level goals and permit application turn around times with limited staffing levels. 2. Coordinated with the Environmental Health Division in the County Health Department on a variety of public health issues associated with on-site wastewater treatment systems and water quality. 3. Continued to assist the Department of Environmental Quality (DEQ) in protection of groundwater quality in southern Deschutes County. 4. Communicated with permit techs regarding changes for South County groundwater permitting requirements. 5 Attached permit packet information to permits to provide guidance on the automated inspection request system and the inspection process for specific permits. 6. Certificates of Satisfactory Completion forms for Alternative Treatment Technology (ATT) systems have information regarding operation and maintenance requirements. 7. Authorization Notice application form has been updated for ease of use. 8. Letter and report templates have been and are being updated to provide clear and concise information. 9. Improved coordination and communication with local DEQ staff regarding special problem sites and creative solutions. Community Development Department Page 11 of 24 Accomplishments 2011 April 9, 2012 ON-SITE WASTEWATER TREATMENT 1. Assessed 72 sites for feasibility for on-site wastewater treatment and dispersal systems. 2. Issued 692 permits and authorizations for new and existing on-site treatment and dispersal systems, up 2.7% from 2010. 3. Performed over 700 site visits and inspections to ensure proper siting, condition, installation or abandonment of on-site wastewater treatment and dispersal systems. 4. Obtained at least 94% compliance with the ongoing billing and reporting for the DEQ required operation and maintenance program for ATT systems. Current economic conditions have exposed unforeseen difficulties with this program because of foreclosures and abandoned properties. 5. Replaced approximately 60 old leaky steel septic tanks within the groundwater protection area in South County. GROUNDWATER PROTECTION PROGRAM FOR SOUTH DESCHUTES COUNTY 1. Attended DEQ’s South Deschutes/North Klamath Groundwater Protection Project steering committee meetings. 2. Assisted DEQ staff with materials for the steering committee including maps (GIS) and reports. 3. Participated in the drinking water well resampling with DEQ to compare to data from previous samplings in 1999 and 2000. 4. With the repeal of the interim ordinance (2008-019) requiring nitrogen-reducing systems, coordinated with DEQ on when, where and what type of protective onsite wastewater systems were necessary to protect long-term beneficial uses of public waters in South Deschutes County. 5. Upgraded 19 conventional septic systems with Nitrogen-reducing Systems. 6. Permitted and inspected 3 nitrogen-reducing ATT systems serving new construction. Including both upgraded existing systems and new construction, a total of 118 nitrogen- reducing ATT systems now serve residences in South County. Financial Assistance Programs: 1. Deschutes County/NeighborImpact Loan Partnership Program: NeighborImpact provided four deferred payment loans to assist property owners that upgraded their conventional on-site wastewater systems to a nitrogen reducing system. This program is a loan program for South County residents classified as high risk due to high loan to value ratios or because of late mortgage payments and represents, in many cases, the only means of financial assistance available to these residents. Community Development Department Page 12 of 24 Accomplishments 2011 April 9, 2012 a. Amended NeighborImpact contract to continue to provide financial assistance with the rapidly changing economic conditions. b. Coordinated with new NeighborImpact staff regarding the loan partnership program. 2. Nitrogen-Reducing System Rebate Program: Provided 17 property owners in South Deschutes County with rebates of $3,750 per property for upgrading conventional on-site systems to nitrogen reducing pollution reduction systems. This program represents an interim replacement for Pollution Reduction Credits (PRC) payments from New Neighborhood developers, who have generally suspended development due to market conditions. OTHER PROGRAMS 1. Participated in the City of Bend’s Stormwater Quality Advisory Group and provided comment to the City’s new stormwater ordinance. 2. Participated in the pending abandonment or abandonment and replacement of at least three (3) unregistered sewage drillholes within the City of Bend and other areas of Deschutes County. 3. Met with the City of Bend and ODOT regarding wastewater solutions and impacts in the Pinebrook neighborhood in Bend with the Murphy Crossing Project. Community Development Department Page 13 of 24 Accomplishments 2011 April 9, 2012 PLANNING PROVIDING COURTEOUS, TIMELY, AND PROFESSIONAL LAND USE PLANNING SERVICES THROUGH INNOVATIVE, COST-EFFECTIVE, AND COMMUNITY-BASED SOLUTIONS. The Planning Division consists of 9 employees under the supervision of the Planning Director, Nick Lelack. Current Planning includes a Principal Planner, 2 Senior Planners, and an Associate Planner. Current Planning handles individual land use applications, zoning review, sign-off for building and septic permits and information to the public on all land use related issues. It is also responsible for all addressing and road naming in the rural County. Long Range Planning includes a Principal Planner, 2 Senior Planners, and an Administrative Secretary, whose time is evenly split between both planning sections. Long Range Planning conducts public involvement to consider land use policy, updates the County Comprehensive Plan and zoning regulations and coordinates with the cities and agencies on land use planning projects. CURRENT PLANNING 1. Current Planning received 385 land use applications in the year 2011. This compares with 466 applications for the year 2010, a 17% decrease, and 685 in 2009. 2. There were 2 appeals filed in the year 2011. This compares with 7 appeals in the year 2010, a 71% decrease, and 10 appeals in 2009. 3. There were 30 applications reviewed by the County hearings officers in the year 2011. This compares with 15 in 2010 and 41 in 2009. One decision was appealed to the Board of County Commissioners in 2011. This compares with 3 appeals in 2010, a 66% decrease, and 7 appeals in 2009. 4. There were 4 appeals to the Land Use Board of Appeals (LUBA) in 2011. This compares with 4 appeals to LUBA in 2010 and 4 appeals in 2009. 5. Current Planners met with 1,472 customers in 2011. This compares with 1,718 customers in 2010, a 14% decrease, and 2,118 customers in 2009. 6. Received and processed all land use applications for the City of La Pine in accordance with the Intergovernmental Agreement. 7. Updated/created a full complement of standardized land use decision templates for the most common applications. 8. Created electronic folders containing all land use decisions and agreements for Goal 8 destination resorts and for Aspen Lakes. Community Development Department Page 14 of 24 Accomplishments 2011 April 9, 2012 LONG RANGE PLANNING PLANNING COMMISSION AND CITIZEN INVOLVEMENT PLANNING COMMISSION: 1. Reviewed and made recommendations on the 2010-2011 Community Development Work Plan. 2. Planning Commission recommendations were made to the Board of County Commissioners on the following text and plan amendments and other items:  Action Plan to Implement Comprehensive Plan (ongoing)  Commercial Events on Farmland  Comprehensive Plan Update  Correct Errors, Omissions and Inconsistencies Relating to Design and Construction Standards in the County’s Subdivision & Partition Ordinance  Small Wind Energy Systems  Deschutes Junction Transportation and Land Use Policies  Destination Resort Map Amendment  Development Approval Extensions  Fiscal Year 2011-2012 Planning Division Work Plan  Historical Preservation and Historical Landmarks Commission, Reconfiguring Membership  Regional Economic Opportunity Analysis  South County Local Wetland Inventory  South County Plan Draft Scope of Work  Transportation System Plan Update 3. Prepared an annual Community Involvement Report for the State Citizen Involvement Advisory Committee. 4. Participated in a joint work session in October with the Board of County Commissioners (Board) to discuss Commercial Event Venue Text Amendments and other land use issues. STAFF: 1. Assured meeting materials are available for easy access by the public on the CDD website. 2. Maintained a web page for pending code amendments for easy access by the public. 3. Monitored and reported on the progress of legislative concepts including destination resorts and commercial uses on agricultural lands. 4. Prepared press releases, notices, and website updates on controversial topics of discussion to alert the public. 5. Promoted live and archived videos of Planning Commission meetings. Community Development Department Page 15 of 24 Accomplishments 2011 April 9, 2012 COORDINATION WITH OTHER JURISDICTIONS AND AGENCIES BEND COORDINATION 1. AIRPORT MASTER PLAN: Staff participated on a Technical Advisory Committee for the Bend Airport Master Plan update. Attend all meetings as scheduled. 2. URBAN GROWTH BOUNDARY (UGB) EXPANSION: The Land Conservation and Development Commission issued the Remand and Partial Acknowledgment Order of the City of Bend’s Urban Growth Boundary in November 2010. The Commission's order became final on Jan. 3, 2011. Staff participates in quarterly coordination meetings with the City of Bend and occasionally attends Bend’s Remand Task Force meetings. LA PINE COORDINATION  Served on technical advisory committee and project committee for a facility plan for US 97 in La Pine. The plan indicated location of future traffic controls, compared and contrasted signals vs. roundabouts, and included design of a raised median to provide a pedestrian refuge. REDMOND COORDINATION  Attended as requested, quarterly meetings with Redmond City Council and the Board to answer questions about Regional Economic Opportunity Analysis and other relevant land use issues. SISTERS COORDINATION  Attended as requested, quarterly meetings with Sisters City Council and the Board to answer questions about historic preservation, the Transportation System Plan Update, and other land use issues.  Presented two work sessions in Sisters on future transportation improvements identified in the draft Transportation System Plan Update for the Sisters area. GRANTS 1. DESCHUTES RIVER MITIGATION AND ENHANCEMENT GRANT:  Completed an $88,300 grant for a South County Local Wetland Inventory. 2. OREGON WATERSHED ENHANCEMENT BOARD (OWEB) TECHNICAL ASSISTANCE GRANT:  Completed a $35,440 technical assistance grant to fund a South County Local Wetlands Inventory. Community Development Department Page 16 of 24 Accomplishments 2011 April 9, 2012 3. OREGON DEPARTMENT OF TRANSPORTATION (ODOT): TRANSPORTATION GROWTH MANAGEMENT GRANT:  Completed a $100,000 grant to update the Deschutes County Transportation System Plan. 4. OREGON DEPARTMENT OF LAND CONSERVATION AND DEVELOPMENT (DLCD) TECHNICAL ASSISTANCE GRANT:  Completed a $75,500 grant to conduct a tri-county economic opportunities analysis.  Co-wrote a $35,000 grant application with Central Oregon Intergovernmental Council (COIC) to implement Phase 2 of the tri-county economic opportunities analysis. Grant awarded in October 2011, with COIC recognized as the grant administrator.  Drafted a grant application for Harney County to coordinate a regional approach to sage grouse protection. Grant award pending. 5. CERTIFIED LOCAL GOVERNMENT GRANT:  Executing a $14,500 grant to update Deschutes County Historical Preservation and Historical Landmarks Commission, perform an Intensive Level Archaeological Survey, and nominate the Deedon Homestead for the National Register. PROJECTS COMMUNITY PLANS DESCHUTES JUNCTION PLAN: 1. Planning Commission in early January deliberated and recommended the Board adopt four transportation and land use policies for Deschutes Junction. 2. The Board held hearings in March and April, and conducted first and second reading in May and June, respectively. 3. New policies became effective in September. SOUTH COUNTY PLAN SCOPE OF WORK 1. Staff drafted an eighteen month Scope of Work and public involvement plan. 2. Conducted a work session with the Board in early September. 3. Planning Commission held work session in La Pine in late September to discuss the scope of work and to take public input. 4. Planning Commission held work sessions in Bend in October. In November, at Three Rivers Elementary School, the Planning Commission recommended the Board adopt the scope of work and public involvement plan. Community Development Department Page 17 of 24 Accomplishments 2011 April 9, 2012 5. Staff attended meetings of the Upper Deschutes River Coalition and the La Pine Citizen Action Group meeting in November to summarize the scope of work and answer questions. 6. Board held a work session in December and approved an eighteen month scope of work and public involvement plan. 7. Once the Board approved the scope of work, staff contacted related agencies regarding a partnership meeting in February, issued a press release and contacted homeowner associations offering to attend their meetings to discuss the South County Plan. COMPREHENSIVE PLAN UPDATE 1. Planning Commission deliberated in mid-January and recommended Board adoption. 2. Conducted three Board work sessions in early February to prepare them for upcoming public hearing. 3. Board conducted three hearings in March and early April, located in Bend, La Pine, and Sisters. 4. Subsequently in April and May, the BOCC conducted four work sessions to review and evaluate the draft Plan, and recommend changes. 5. Board then conducted its last hearing in late May, and completed first and second reading in June and August, respectively. 6. The Comprehensive Plan Update became effective on November 9. 7. Guest speaker at the December 1 League of Women Voter meeting to discuss the Comprehensive Plan project. DESTINATION RESORT MAP AMENDMENT 1. Planning Commission conducted public hearing in January, closed the hearing and recommended Board approval. 2. LUBA affirms in early March, Deschutes County’s destination resort map amendment criteria and procedures ordinance, adopted in 2010. 3. Board held a work session in April, and then conducted hearings in May, June, and September. 4. Board conducts first and second reading in October and November, respectively. 5. Coordinated with legal counsel and prepared Land Use Board of Appeal record in December. Community Development Department Page 18 of 24 Accomplishments 2011 April 9, 2012 HISTORICAL LANDMARKS COMMISSION 1. In June, initiated Request for Proposals for an Intensive Level Archaeological for the Four Winds Foundation Property and a nomination of the Deedon Homestead Property on the National Register of Historic Places. 2. Finalized consulting contracts for the archeological survey and nomination on the National Register in October. 3. Initiated legislative amendments to restructure the number of appointed Historical Landmarks Commissioners from nine to five and granting the Board the authority to make four of those appointments. The City of Sisters appoints the fifth. The reason for the amendment stems from the Cities of Redmond, Bend and La Pine establishing their own historical landmarks commissions. 4. Conducted a work session with the Historical Landmarks Commission in October and the Planning Commission in November. Both recommended Board approval. 5. Board conducted a hearing with and initiated first reading in December. Adopted the changes in January 2012. REGIONAL ECONOMIC OPPORTUNITY ANALYSIS 1. Coordinated with regional advisory committee and consultants to finalize a Regional Economic Opportunity Analysis (REOA). 2. Received $25,500 of additional grant funding from DLCD in February to proceed with a second phase of this project to develop an implementation program. 3. Conducted a work session with the Planning Commission in March. 4. Conducted three regional advisory committee meetings between January and June. 5. Held a work session with the Board in early May to prepare them for regional forum. 6. Deschutes County hosted a regional forum in late May with the consultant, state agencies and local government representatives to discuss the results of the REOA and implementation strategy. 7. Completed DLCD grant, totaling $75,500 in June. 8. Initiated legislative amendment to adopt REOA and several regional large-lot industrial policies into County Comprehensive Plan. 9. Presented to Central Oregon Intergovernmental Council in July and September to discuss opportunities for regional governance and status of plan amendment. 10. Presented to Oregon Business Development Commission in July in Prineville, updating them on the REOA and plan amendment. Community Development Department Page 19 of 24 Accomplishments 2011 April 9, 2012 11. Conducted a work session with the Planning Commission in July and two public hearings in August. At the second hearing in August, Planning Commission recommended Board adoption. 12. Staff presented REOA at Oregon Planning Institute in September and Oregon American Planning Association Conference in October. 13. Board conducted two work sessions and two hearings in September and October. 14. Staff presented REOA to LCDC’s Local Officials Advisory Group in November. 15. Board conducts first and second reading in November. 16. Coordinated with legal counsel and prepared Land Use Board of Appeal record in December. SMALL WIND ENERGY SYSTEMS 1. Planning Commission held a hearing in January and convened a panel of renewable energy experts to provide feedback on small wind energy system text amendments. 2. Planning Commission deliberated in February recommending the Board adopt the text amendments. 3. Board held a work session in April and a public hearing in May. 4. Board held a second work session and hearing in June 5. Board conducts first and second reading in June, and second reading in July. 6. Small wind energy text amendments became effective on October 17. SOUTH COUNTY LOCAL WETLAND INVENTORY 1. Oregon Department of State Lands completed their peer review of the South County Local Wetland Inventory (LWI) in July. 2. Completed Deschutes Mitigation and Enhancement Program and Oregon Watershed Enhancement Grant totaling $123,740. 3. Initiated plan amendment, adopting the South County LWI and wetland policies into the Comprehensive Plan. 4. Planning Commission conducts a work session in August and recommends Board approval. 5. Board conducts a work session, hearing, and first and second reading in September. 6. The South County LWI became effective in September. Community Development Department Page 20 of 24 Accomplishments 2011 April 9, 2012 TRANSPORTATION PLANNING 1. TRANSPORTATION SYSTEM PLAN UPDATE:  Coordinated with website coordinator on maintaining the CDD website related to long range planning and transportation planning issues.  Completed a $100,000 grant from ODOT/DLCD to update Transportation System Plan (TSP).  Initiated legislative amendments to the Transportation System Plan.  Regularly updated the Planning Commission and the Board about the status of the TSP project.  Conducted open houses on June 6-15 in Bend La Pine, Sisters, and Terrebonne.  Conducted sessions in October with the Planning Commission and Sisters community to discuss the TSP project and proposed carry-over policy from the current TSP to install passing lanes and eventually 4-lanes on US Highway 20 between Black Butte Ranch and the City of Sisters over the 20-year planning period;  Updated the Board at a work session in October; and,  Coordinated and presented at a total of three Planning Commission hearings in October (Bend), November (South County), and December (Sisters).  Provided guidance to City of Redmond regarding City’s proposal to add 19th Street and SW Helmholtz extensions to Quarry Road/97 into the County’s TSP. This required several committee meetings with County Road Department, ODOT, DLCD, and City of Redmond. 2. ROAD FUNDING STUDY COMMITTEE (COUNTY)  Joined Road Department at a work session with the Board in June to discuss how to fund County maintenance of roads in an era of shrinking revenues and rising costs. 3. OREGON DEPARTMENT OF TRANSPORTATION COORDINATION:  Joined ODOT and Road Department staff at work session in August with the Board regarding ODOT’s long-term plans for US 20 in Tumalo based on several years of community input and project team development.  Assisted the Board in preparing the Board’s comment on ODOT’s “Draft Environmental Impact Statement for US 97 Bend North Corridor Project.”  Attended a November hearing held by Oregon State Parks regarding the proposed Twin Bridges State Scenic Bike Route. Community Development Department Page 21 of 24 Accomplishments 2011 April 9, 2012  At a November meeting of the Central Oregon Area Commission on Transportation, County staff, along with city and county peers, participated in a roundtable discussion with Oregon Department of Transportation (ODOT) and Department of Land Conservation and Development (DLCD) staff on proposed amendments to the Transportation Planning Rule (TPR) and Oregon Highway Plan (OHP) volume/capacity (V/C) mobility measures. 4. CURRENT PLANNING AND DEVELOPMENT REVIEW:  Support current planning by determining whether traffic studies are needed, reviewing traffic studies for methodologies and conclusion, determining if mitigation is acceptable to the County.  Calculate transportation system development charges (SDC’s) for land use applications, which can often require professional judgment for land uses not found in the Institute of Traffic Engineer’s (ITE) trip generation volumes. 5. OTHER TRANSPORTATION PROJECTS:  Presented the bike/pedestrian aspects of County planning at the first Tri-County Bike/Ped Summit, which was held at the Madras Aquatic Center in June.  In September, joined George Kolb, Interim Road Department Director at a work session with the Board to discuss transportation system development charges (SDC’s). The policy discussion stemmed from an applicant appealing the SDC’s when he transferred an existing house from just south of Redmond to a vacant lot in Terrebonne.  Participated in an October discussion at Deschutes National Forest (DNF) headquarters on the challenges and opportunities of having forest users get onto the DNF in ways other than driving alone. The DNF was awarded a federal grant to look at alternative modes.  Served on a Technical Advisory Committee for the Bend Metropolitan Organization (BMPO) and as designated alternate for Commissioner DeBone on BMPO Policy Board.  Coordinated road issues with Bureau of Land Management (BLM) and the United States Forest Service (USFS) for urban interface plans.  Worked on Destination Resort remapping to provide findings demonstrating compliance with the Transportation Planning Rule.  Provided comments to ODOT and DLCD on proposed amendments to Oregon Highway Plan (OHP) and the TPR. Community Development Department Page 22 of 24 Accomplishments 2011 April 9, 2012 OTHER 1. DESTINATION RESORT TRACKING:  Continued tracking of destination resorts to ensure they are meeting the required housing ratio. 2. 2011 HOUSING UNIT AND POPULATION QUESTIONNAIRE:  Coordinated with Assessor and County Administrative offices.  Questionnaire submitted to Portland State University in August, 2011.  Preliminary forecast announced in November, 2011.  Final forecast certified in December, 2011. 3. SAGE GROUSE:  Attended a sage grouse coordination meeting hosted by Harney County in Burns in August, with planners from Harney, Malheur, Lake and Deschutes County.  Drafted a DLCD grant application for Harney County to coordinate a regional approach to sage grouse protection. 4. HB 2229: ▪ Submitted proposal and met with DLCD staff for Deschutes County to serve as the State’s pilot project to implement HB 2229 in October. 5. BEND AIRPORT MASTER PLAN:  Participated on a Technical Advisory Committee to discuss elements of the airport master plan timelines, roles and responsibilities, and identified necessary goal exceptions related to airport expansion and relocation of Powell Butte Highway. 6. COUNTER ASSISTANCE  Assisted current planners with responding to customer questions both on the phone and at the planning counter. CODE AMENDMENTS STAFF INITIATED: 1. Comprehensive Plan Update and minor amendments to the update. 2. County Procedures Ordinance, to allow for additional extensions for certain land use permits (Title 22). 3. Deschutes Junction Transportation and Land Use Policies. 4. Destination Resort Map Amendment. Community Development Department Page 23 of 24 Accomplishments 2011 April 9, 2012 5. Distinguishing Performance Standards between County Roads and State Highways. 6. Event venues, private parks and home occupations in the Exclusive Farm Use (EFU) zone (ongoing). 7. Historical Preservation and Historical Landmarks Commission, Reconfiguring Appointments. 8. Small Wind Energy Systems Approval Criteria. 9. South County Local Wetland Inventory. 10. Regional Economic Opportunity Analysis and Large-Lot Industrial Lands Policies. 11. Traffic operational standards in subdivision/partition ordinance. 12. Transportation System Plan update (pending). 13. Subdivision/Partition Ordinance, to correct errors, omissions and inconsistencies (Title 17). APPLICANT INITIATED: 1. Amend DCC Chapter 18.108 to allow churches in the Sunriver Business Park District (ongoing). 2. UGB Amendment / Zone Change for Deschutes National Forest Office Site COMMITTEE ASSIGNMENTS 1. TRANSPORTATION RELATED COMMITTEES:  Bend Airport Master Plan Update Technical Advisory Committee  Bend Metropolitan Planning Organization Technical Advisory Committee  Central Oregon Area Commission on Transportation (COACT) Technical Advisory Committee  Central Oregon Rail Plan study group  Commute Options Working Group  Deschutes County Bicycle and Pedestrian Advisory Committee  La Pine Comprehensive Plan Technical Advisory Committee  ODOT Technical Advisory Committees o U.S. 20 in Tumalo interchange Environmental Assessment/ Environmental Impact Statement o U.S. 97 North Corridor Agency Coordination Committee o U.S. 97 North End of Bend EIS o U.S. 97 Re-Route in South Redmond o U.S. 97 Wickiup Junction interchange EA/EIS project Community Development Department Page 24 of 24 Accomplishments 2011 April 9, 2012 2. PROJECT WILDFIRE  Participated in monthly meetings as a Board appointed member  Participated in a sub-group to draft 2012 scope of work and strategic update 3. DESCHUTES RIVER MITIGATION AND ENHANCEMENT COMMITTEE  Attended quarterly meetings as Secretary  Draft quarterly minutes  Coordinate with the Board to fill vacancies 4. ASSOCIATION OF OREGON COUNTY PLANNING DIRECTORS  Served as President for organization  Participated in selected meetings 5. STATE DESTINATION RESORT WORKING GROUP  Served on this State group up until and through the 2011 Legislative Session 6. ASSOCIATION OF COUNTIES FARMLAND ACTIVITIES TASK FORCE  Served on technical committee to prepare Association of Counties Farmland Activities Task Force 7. CLIMATE CHANGE  Participated on Climate-wise Advisory Committee  Participated on State’s Senate Bill 1059 Greenhouse Gas Reduction Technical Advisory Committee 8. CONFERENCE PLANNING COMMITTEES / OTHER  Served on Oregon Planning Institute Program Committee (for free conference tuition for 2011)  Served on Oregon Chapter of the American Planning Association’s (OAPA) 2011 Awards Committee  Served on the Spring 2012 Bend OAPA Program Committee (ongoing)