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HomeMy WebLinkAbout2012-07-30 Work Session MinutesDeschutes 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, JULY 30, 2012 Present were Commissioners Anthony DeBone, Alan Unger and Tammy Baney. Also present were Mark Pilliod and Laurie Craghead, County Counsel; Scott Johnson and DeAnn Carr, Health Services; Tom Anderson, Nick Lelack and Will Groves, Community Development; and eight other citizens. Chair DeBone opened the meeting at 1:33 p. m. 1. Central Oregon Health Board Update. Scott Johnson provided an update of the status of the Health Board and Coordinated Care Organizations; and other Health Department related topics. (A copy ofthe detail is attachedfor reference.) Discussion took place as to how to measure some of the CCO and Health Council projects and issues. Mr. Johnson said there are about 35,000 people who need to be served. This took so long to come to a conclusion that the work is heavy and compressed for the timeframe. He would like to see a slower, more deliberate pace, but that is not possible at this time. Commissioner Baney asked what they are doing to make sure there is a buffer, and enough to cover all needs under this program. Mr. Johnson said they have a reserve fund that helps buffer the higher amounts. In regard to the Central Oregon Health Board, the agreement is for 17 months and is worth about $10 million. Deschutes County gets about 78% of that through a contract with the County and the Health Board. What is needed is consistent and monitored reporting. Commissioner Baney said that they are doing the best possible work, but realizes they need to stay ahead of this. Minutes of Board of Commissioners' Work Session Monday, July 30, 2012 Page 1 of 5 Minutes of Board of Commissioners’ Work Session Monday, July 30, 2012 Page 2 of 5 Mr. Johnson indicated that they spent a lot of time in La Pine and the meetings have been successful. They also are in touch with Mosaic Medical, which may be able to assist there. 2. Discussion regarding Limited Site Plan Review. The group referred to the staff memo on this issue. Tom Anderson said that the permits for the situation previously discussed have been issued and work can begin. However, this discussion brought up the question of how many similar issues have been addressed in the past. There were eleven. One was greater than 5% additional, so went into a different category. Three others were a considerable increase in relation to the structure, leaving seven that are similar. Mr. Anderson said that the cities’ policies are similar. Bend allows an exemption for a certain square footage, but Sisters allows no exemptions at all. Commissioner Unger would like to see things be more consistent throughout. Commissioner Unger asked about the potential risk involved and how that is considered. When you look at a certain situation and if there is a lot of area and the impacts are small in comparison, perhaps there can be more flexibility. Policy should be in place for safety but maybe there can be some variances allowed. Mr. Anderson said it is hard to generalize without a site review in person. They provide planner consultation at the counter anyway. If a 25% exemption was in place, it may be a tough call. City of Redmond staff said they will provide an exemption in some cases. The cities deal with more retail and commercial situations. The County tries to find some balance. They could work on a Code amendment, but perhaps can first check with other counties and areas to see how they deal with similar situations. Commissioner Unger said that only one stands out as an issue in comparison to others. He does not favor a change because of just this one case, and this may mean a lot of work. Most merit review due to traffic and other potential risk factors. Chair DeBone said that he does not feel this is a big issue either. Commissioner Baney stated perhaps the Planning Commission could discuss this and see if it is worth further review. Minutes of Board of Commissioners’ Work Session Monday, July 30, 2012 Page 3 of 5 Nick Lelack said the Planning Commission deals with this type of thing so seldom that they would need a solid proposal from which to work. There could be an outright exemption with conditions as to parking, landscaping, etc. This would still require a Code change. Mr. Anderson indicated this could go on the next ‘housekeeping amendment’ package so it is not dealt with as a single issue. 3. Discussion regarding Transfer of Security for Improvement Agreement (Tetherow). Will Groves stated that ownership has changed dramatically, with different entities now owning differing portions of Tetherow. He said the parties are cooperating to try to solve these issues, and want to reunite the approved site and ILOC. They obtained final approval for a site plan that will be held by Weston for the 198 overnight units. The ILOC sits on the old site; they would like to move that agreement to the new site, which would be much more orderly than it is now. There is a slight difference in the units to be developed. The overnight units previously proposed would have been a lockout type; the Weston plan is for a hotel with some other units. The ILOC is at $8.29 million now; the number would go to $8.7 million. Ms. Craghead stated that the $8.7 million would be for one hotel, not two hotels and duplexes; and does not include utilities or an access road to the site. This would be for a 3-star hotel, not exactly like the Pronghorn Resort, but if it were for 4- or 5-star hotel, this amount would be short. This has come on the heels of many months of the parties working together. They all have strong opinions, but worked through it. As the parties came to the Board before, they asked for extensions to work through this. Also, it gets all of the ILOC property ownership and site plan under one entity. There has been controversy over one phrase relating to anticipated costs. This is clear in the rest of the agreement, so this language has been included. She emphasized that if the County asks for more money, this deal is off. However, the parties are motivated to build the units and make use of the land, and the various entities want this to be successful. Minutes of Board of Commissioners’ Work Session Monday, July 30, 2012 Page 4 of 5 Mr. Groves said the actual overnight units will come in for a final site plan review, and the ILOC would be modified to match the development. Ms. Craghead said they do not intend to ask for more time than the two years now being requested. The proposal is to move the ILOC, leave it the same amount and extend it for two years. Wells Fargo has agreed to this, and they will obtain the signatures of all parties. Mr. Pilliod said that the status of the improvements to be completed is September 12, 2012. With the security agreement, would there be a new agreement. Ms. Craghead said it would include all parties. There would still be security in any case. Commissioner Baney would like some assurances that if the parties cannot agree, maybe it should revert to the original property. Mark Pilliod does not think the bank will cooperate if there are too many additions. The motivation is to realign and get the ILOC in the proper place. Commissioner Unger feels this should not be a problem for the attorneys. Commissioner Baney asked if they can get to the 2.5:1 ratio. Ms. Craghead said this would involve a Code change and conceptual master plan change, and a new agreement. They want the overnight lodging because of the golfing amenities. Commissioner Baney wants them to be successful. Chair DeBone wants the liability clarified regarding the County. Ms. Craghead said if it does not transfer, it would be extended for two years and the language regarding building would change. This document should be ready to consider at the August 6 business meeting. In general, the other parties would sign first. Mr. Pilliod said the sequence for signing does not usually matter if the document does not change, since it is effective only when all parties have signed anyway. 4. Consideration of Letter of Support for Central Oregon Energy Plan Grant. The Board indicated support of this proposal. Mr. Pilliod said this request came in last week but by the end of the week, the support letter is no longer needed. 5. Other Items. The letter responding to Cindy Bell's letter regarding her layoff was approved for signature. Mr. Pilliod said that regarding the upcoming conference call involving FEMA, there was a discussion as to whether this should be held under executive session, potential litigation. The Board indicated they want to have a more open forum with the potential of additional public awareness. The Annual Fair opening ceremony is at 10:00 a.m. on August 1, and the Board will also be involved in the County employee appreciation bar-b-q on August 4. Being no further discussion, the meeting adjourned at 3:25 p.m. DATED this 11J Day of ~t 2012 for the Deschutes County Board of Commissioners. Anthony DeBone, Chair Alan Unger, Vice Chair ATTEST: Tam~Sioner ~~ Recording Secretary Minutes of Board of Commissioners' Work Session Monday, July 30, 2012 Page 5 of5 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, JULY 30, 2012 1. Central Oregon Health Board Update -Scott Johnson 2. Discussion regarding Limited Site Plan Review -Tom Anderson 3. Discussion regarding Transfer of Security for Improvement Agreement (Tetherow) -Kevin Harrison 4. Consideration of Letter of Support for Central Oregon Energy Plan Grant 5. 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 I 92.660(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 ofCommissioners' 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 nY. Please call (541) 388-6571 regarding alternative fonnats or for further infonnation. t <:) f-, 4­o ,(0 1 a.. Deschutes County Board of Commissioners Health Services Department Work Session Agenda -July 30, 2012 A. Introductions -DeAnn Carr, Behavioral Health Deputy Director B. CCO Update 1. PacificSource starts as our Coordinated Care Organization August 1 2012 2. Central Oregon Health Council is community governing body (12 members) 3. Commissioner Baney represents Deschutes County and our BOC 4. Physical health, mental health, chemical dependency and (eventually) oral health 5. About 35,000 Oregon Health Plan members C. Other State funding to Deschutes County continues for now 1. Addictions & MH Division -other funding to help uninsured and people in crisis 2. Public Health Division -all of our public health sources 3. ABHA funding ends July 31 2012 -except for dissolution and reserves Deschutes County will receive estimated $1.3 -1.8 million in close out D. Central Oregon Health Board (COHB) 1. Policy: regional 3-County operation for efficiency and effectiveness when makes sense 2. Commissioners Ahern, Baney, Fahlgren 3. Early work focuses on behavioral health and grant writing, also PH accreditation 4. COHB meeting July 31 to adopt PacificSource COHB behavioral health contract a. Financials -COHB will manage about $10 million of $13 million PS BH budget b. Outcomes -access, clinical documentation, integration, care coordination c. Behavioral health quality council 5. Issues a. Condensed time frame b. Delays in receiving proposed contract and financial information c. Meetings later today -concern drop in members and a cut in funding d. Old requirements AND new requirements E. Other business 1. laPine services -better coordination with laPine Community Health Clinic: integration, access 2. Redmond new Mosaic clinic -integration of BH services 3. Redmond lynch Mosaic school-based health center 4. Sisters school-based health center -coordination with private SCHS and BMC clinics F. Questions? Guidance? Thank you! 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 DATE: July 30,2012 TO: Board of County Commissioners FROM Tom Anderson, Director SUBJECT: Discussion on Limited Site Plan Reviews Background: The Board recently reviewed an application for a fee waiver related to a site plan review, where the addition to the commercial building appeared to be of a comparatively small size. The Board requested that a future discussion be held, focusing on how often these types of site plan reviews are required, and how the cities of Bend, Redmond and Sisters address them. Discussion: Deschutes County Code (DCC) requires that a Site Plan Review be performed for all commercial uses that require parking facilities, including building footprint expansions per DCC 18.124.030(B)(2). Staff reviews the applicants building plans, conducts a site visit, references the original land use approval, and assesses the proposal with respect to parking, traffic circulation, landscaping, access, bicycle parking, service/delivery areas, retaining walls, signage, walkways, buffering/screening of surrounding uses, and other elements. If the size of the addition relative to the size of the original building is 25% or less, the fee is $805. The attached spreadsheet lists all site plan reviews over the past 4 Y2 years where the size of the addition relative to the original building was less than 50%. There have been eleven, including the recently discussed application, or an average of 2-3 per year. The attached also describes how each of the cities characterizes these types of reviews. Similar to Deschutes County, the City of Bend charges a reduced fee for a smaller (50% of original) addition. The City of Redmond exempts all additions of 25% or less from site plan review, while the City of Sisters provides for no exemption or significantly reduced fee. Requested Board Action: Following discussion, direct staff to: 1. Maintain the existing site plan review criteria and fee structure. 2. Modify the fee structure for site plan reviews. 3. Modify* DCC 18.124 to: a. Exempt additions of 25% or less (with a maximum size) from site plan review b. Modify the review criteria for limited site plan reviews c. Other modification *Modification of county land use code requires review by and recommendation from the County Planning Commission, as well as formal adoption by the Board of County Commissioners. Deschutes County Limited Size* Site Plan Reviews 2008-2012 *-Less than 50% of original building size Size of File # Year Descriotion Addition (sa ft) Oriainal sa ft % chanae 1 SP085 2008 High Desert Mus. bldg addition 1,600 46,900 3.4% 2 SP0832 2008 Willamette Graystone addition 147 18,943 0.8% 3 SP0839 2008 Redmond fire station addition 600 4,937 12.2% 4 S~~SP Bend Research deck addition 696 15,560 4.5% 5 Sunriver Ice rink remodel 1,414 5,826 24.3% 6 SP1011 2010 Sunriver Comm Church addition 343 9,717 3.5% 7 SP1015 2010 Bend Research addition #2 934 15,322 6.1% 8 SP1018 2010 Terrebonne gas station addition 198 1,000 19.8% 9 SP114 2011 Bi-Mart addition 7,524 34,240 22.0% 10 SP126 2012 Tollgate pool house addition 1,481 3,327 44.5% 11 SP1214 2012 Restaurant add (Lucky Fortune) 216 1,734 12.5% Limited Size Site Plan Review Provisions -Local Jurisdictions Deschutes County Fee is less for site plan reviews where addition is less than 25% of the original structure. ($785 vs $1,885/$2,605) City of Bend Where addition is 50% or less of the original structure, a "Type I" review may be performed. The fee is $851, vs $2,196/$7,913. City of Redmond All additions less than 25% of the original structure, up to a maximum of 1,000 sq ft, are exempted from site plan review. City of Sisters Any addition requiring a building permit are required to apply for site plan review. Fees are on a sliding scale ranging from $2,000 to $4,000.