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HomeMy WebLinkAbout2012-10-31 Work Session Minutes Minutes of Board of Commissioners’ Work Session Wednesday, October 31, 2012 Page 1 of 9 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 WEDNESDAY, OCTOBER 31, 2012 ___________________________ Present were Commissioners Anthony DeBone, Alan Unger and Tammy Baney. Also present were Tom Anderson, Interim County Administrator; Erik Kropp, Deputy County Administrator; Tom Kuhn, Health Services; Chris Doty, Dan Sherwin and George Kolb, Road Department; Peter Russell, Community Development; and three other citizens (Doug Kelly, EMS Chief, Redmond Fire & Rescue and ASA Committee Chair; Tim Moor, Fire Chief, Redmond Fire & Rescue; and Andy High of the Central Oregon Builders’ Association). No representatives of the media were in attendance. Chair DeBone opened the meeting at 1:30 p.m. ___________________________ 1. Request to Apply for Oregon State Weed Board/ Oregon Watershed Enhancement Board Grant. Dan Sherwin explained there are a couple of grant opportunities he would like to pursue. One is for rock pits and stockpiles, and would be shared by all three regional counties. This has a 25% matching fund provision, but that is covered by providing staff support. Each County will do its own work but he would administer the grant. Crook County is pursuing a grant and will include Deschutes County, to address specific types of weeds. Crook County will administer the grant, which is from $30,000-$40,000, and is good for one year. The second grant will be to address issues with orange hawkweed, which is an A- rated weed and high priority. The State does not have the time to do this here. This seems to be localized in this area. They want to be proactive in this case. Commissioner Unger stated that the Oregon Watershed Enhancement Board is doing more work now that they have permanent funding. Mr. Sherwin said they had a work session and they discussed riparian issues mostly, but he is concerned about the areas that are not next to bodies of water. All of the land is part of the watershed. BANEY: Move approval. UNGER: Second. VOTE: BANEY: Yes. UNGER: Yes. DEBONE: Chair votes yes. 2. Road Department Update. · ODOT STIP Discussion · Grant Funded Projects Update · SDC Discussion, Post-TSP Adoption Chris Doty gave an overview of what the Road Department is addressing at this time. (His presentation is attached for reference.) ODOT STIP Discussion. In regard to the STIP (State Transportation Improvement Program) process, the Federal Transportation Bill, MAP-21, there are now just two broad categories for ODOT STIP. These are to either enhance (local projects) and fix-it (ODOT programs). It makes sense to allocate funds to the highest priority projects. The grant process is now open and applications are due soon. Funding amounts will be distributed by ODOT regions. $18.9 million will go to this area over three years, about 10% of the State total. The Area Commission on Transportation will have a lot of input on how projects are funded and prioritized. Some direction was given on which projects should be or are more likely to be funded, but they need to look for joint applications and projects that leverage other funds. Deschutes County has fifteen or more projects in the CIP that are high priority. $18.9 million is not a lot of money given the area to be covered and the number of entities who will want part of this money. The enhanced projects are typically to help non-vehicular access and similar improvements. Minutes of Board of Commissioners' Work Session Wednesday, October 31,2012 Page 2 of9 They looked at potential partners, one of them being the City of La Pine. The proposed project there would be to construct sidewalks and infill, and modernize some of the access points within the City. ODOT is working on a future signal at Highway 97 at First Street, so this enhances what they want to do. Mr. Doty went over some other potential projects such as improvements to the Powell Butte Highway, Hunnel Road construction, Terrebonne sidewalks, and reconstruction of various roads with high usage. Other Grant Funded Projects. Tumalo Trail (Oregon State Parks Recreation Trail Program), to connect Tumalo to the State Park; some archeological sites were found, so that makes this project much more difficult. There is an existing foot trail so the ground is already disturbed. They are trying to work through this with the State Historic Preservation Department. It seems odd they can have a major highway bridge there but cannot add a useable bicycle/pedestrian trail. Tweed Road is part of the designated bicycle route and needs a lot of work. A grant was pursued for an overlay and widening, and is being considered. Matching funds are required. Transportation SDC Update. Mr. Doty gave an overview of the history ofSDC's. An Ordinance was passed in 2012 for the TSP, so a new project list is necessary. This would mean they should revisit the SDC rate. The SDC's are based on the growth's share of planned improvements and the number of trips. He went through the methodology regarding funding. He observed that the total SDC eligible project costs will decrease (due to fewer projects being considered); growth units will decrease because of refined growth estimates; and they need to revisit prior growth cost allocations (some projects that did not require a match now require it). Minutes of Board ofCornrnissioners' Work Session Wednesday, October 31,2012 Page 3 of9 In regard to destination resort trip generation, that activity is down, and Commissioner Baney said the methodology drives the numbers. Either the Ordinance is incorrect because the destination resort numbers are different, or the methodology is not right. Mr. Doty said all of this will be considered when they address SDC's in general. One issue is projects that are on the border of a City, but there should be a reimbursement to the County for the additional capacity on the County's portion. These are referred to as urban fringe projects. There should be a reimbursement ofSDC's when additional activity occurs on previously constructed projects. They should revisit home-occupied businesses, clarify that SDC's run with the land, and decide what to do when a project is abandoned but then reactivated. The SDC Committee may need to be reconvened or reconstituted to analyze these issues and make recommendations to the Board. Mr. Doty stated that this may result in a public hearing to revise the Ordinance in early to mid-20 13. Andy High said that it is being determined on an unequal basis now. People living outside of destination resorts are being charged too much because destination resorts are not being charged the same. Tom Anderson said that perhaps the Committee should help scope the analysis and options with staff. Mr. Doty stated there is a lot of data out there that they need to review to come up with recommendations. Commissioner Baney stated that she would like to see the Committee involved earlier in the process. There is a question today since the methodology and charges do not match. Mr. Doty said that to truly change it, it needs an adjustment in methodology. Mr. Kropp said that this discussion might be best held in executive session with County Counsel. Mr. Russell said there is an appeal process for SDC's if a property owner wants to pursue it. Commissioner Unger asked about the Tumalo interchange issue. Mr. Russell said that it is rated high for the County and medium for ODOT. ODOT is still reviewing the options. Minutes of Board of Commissioners' Work Session Wednesday, October 31, 2012 Page4of9 Commissioner Unger said that what might concern developers is the funding of SDC's. The County wants the development to happen, so he wonders why roadblock are being put there. Commissioner Baney said there is a deferral program available. Mr. Kropp said that you can't look at this on an individual basis since it affects everyone. George Kolb reported that the City is just not talking much about the Skyliners Road project. The Road Department hopes to go out to bid next year and construct in 2014. By then the City should have the water project lawsuit addressed. The County can probably not get the same funding if it is delayed too long. It will come down to what the Federal Highways wants to happen, but they won't be happy if the road is going to be dug up in a couple of years. There is an existing easement where the water line now exists, right in the front yard of the homes along Skyliners Road. It would be expensive to dig up the road and get it back to the condition it needs to be. Digging it up negatively impacts the integrity of the road. Commissioner Baney stated that the road needs to be improved for a variety of reasons, and the City needs to know that if they choose to dig it up, they have to replace it to what it was before they damaged it. She does not want this project jeopardized. Chair DeBone said the County needs to make sure the City is clear on this. Mr. Kropp said a letter needs to go from the Board to the City Administration advising them the County wants to move forward and there could be ramifications to the City's actions. 3. Discussion of Ambulance Service Area Plan and Ordinance Changes. Tom Kuhn introduced the visitors and the proposed changes. Doug Kelly said the plan itself is changing mainly because of legislation, definitions, terminology and other housekeeping items. There is one substantive change, page 25, under non-emergency transport. The ASA Committee has been in existence for a long time with few changes. The intent of EMS as well as challenges needed to be addressed. Minutes of Board of Commissioners' Work Session Wednesday, October 31,2012 Page 5 of9 To date, the non-emergency transport has not been regulated in any way. Any provider could come in from any other area or state and begin doing this. The threat is a loss of revenue stream and inconsistency in planning. The Committee feels that there are three options: a free market system; have only the current franchisees handle these transports; or allow others with certain provIsIons. This would mean there would be some semi-regulation to fit the community. This has been a problem in the past where another group came in, took some of the business but then left, and the existing providers had already downsized. Five other groups in the State include this same language and went through the same process. Each franchise will continue to respond to 911 calls. Commissioner Unger likes this change, but wants to be sure that this is cost­ effective for the users. Commissioner Baney said that the community determining what is in their best interest is important. She asked if they franchise out, who handles the liability. Mr. Kelly said that the company doing the work carries the liability; if they fold, it goes to the franchiser. Commissioner Baney wants to be sure it is clear to everyone how the franchising works. Chair DeBone asked if they can handle out of the area. Mr. Kelly said that there are mutual aid agreements between the counties, but it starts with the ASA boundaries. Mr. Kelly said there is another group being formed in Central Oregon. Mr. Kropp explained the next step would be for this Ordinance to come before the Board. Commissioner Unger asked if air service is included. Mr. Kelly said those providers are not regulated. Each area is required to have ground service, however. 4. Other Items. In regard to the minutes of September 26, Commissioner Baney said there was some confusion as to the action taken. Minutes of Board of Commissioners' Work Session Wednesday, October 31,2012 Page 6 of9 The group then discussed the topic and how they intended staff to handle issues related to the juvenile facility and the Sheriff s space problems. They wanted to notify County partners of the change in how juveniles would be accepted, and also wanted to give the Sheriff some certainty regarding him taking over the current juvenile detention area. BANEY: Move that staff come back in two weeks with options regarding an interim juvenile facility, and notify County partner agencies appropriately in advance, that as of July 1,2013 but possibly sooner, the County won't be housing other kids unless space is available. Also, notify the Sheriff that as of July 1, 2013, the previous juvenile space will be available for his staff. UNGER: Second. VOTE: BANEY: Yes. UNGER: Yes. DEBONE: Chair votes yes. Chair DeBone stated he attended a LIGI roundtable discussion. The parties know that LIGI's agreement will be terminated, and in regard to capital funds, there has been no confirmation that all of the funds in reserve would be going to La Pine. He thought there was support, but not from everyone. They are looking to the Board for the policy and guidance as to where the money goes. He said that Rick Allen was hired as a consultant and project manager for the City and is putting a committee together to address economic development. LIGI will terminate itself and become a City committee with appointed members, who will be addressing economic development and marketing of the area. This gives them flexibility. An economic development person would cost the City $40,000 a year, probably through EDCO. The City will be a starting point, but it can evolve out from there. City representatives will likely request some financial support from the County. However, EDCO is already getting some funding from the County. The community will certainly want someone who lives in south County for this position. Mr. Kropp indicated that a resolution should be drafted to terminate LIGI and bring this to closure. Minutes of Board of Commissioners' Work Session Wednesday, October 31,2012 Page 7 of9 Commissioner Unger stated that he attended a meeting of representatives of law enforcement, health, juvenile and others to discuss the fact that the crime rate is getting high in Redmond. The area grew too fast and created a demographic where people don't know each other. There is a process to go through to figure out what steps to take. People need to know about the right kind of services that are available to help them. Youth crime is on the increase as well. Commissioners Baney said there are groups that can help address this issue, such as the Early Learning Council, school districts and others. They need to begin to build a hub for the next Commission on Children & Families; a clear path is important. The Education Service District could potentially be the applicant for the hub. They could use the health board for part of this, but no determination has been made. The Youth Development Council has just one person on this side of the State involved, from Ontario. Central Oregon needs representation. Commissioner Baney feels that Hillary Saraceno might be the right person for this. The Board was asked if they had any agenda items for the November 8 meeting with the City of Redmond Council. Commissioner Unger mentioned the rezone of County land and the Desert Rise property, but neither is at a critical point right now. Commissioner Baney suggested they might want to skip this meeting unless Redmond has something pressing to discuss. Commissioner Baney stated that the Fairgrounds group might want to increase the transient lodging tax by 2%. This would take a ballot measure. This would bring the amount up to what it is in the cities. Mr. Kropp noted that the FairlExpo bond expires in a couple of years. Perhaps that could go out for a vote so it could be continued. Commissioner Baney pointed out that the County is at 2% less than the cities. The problem seems to be where the money should go. Everyone wanted a piece of the pie last time. One Commissioner wanted it for roads; another wanted it all for the Fair/Expo. Lodging providers don't think the money part is that big of a change, and most visitors would not notice. It is consistent with the cities. However, it failed because of principle and indecisiveness. It needs to be fair to all. Minutes of Board of Commissioners' Work Session Wednesday, October 31, 2012 Page 8 of9 Commissioner Baney suggested that she meet with the various parties involved to determine if they can get to an agreement on how the money might be spent. There was consensus of the Board, since Commissioner Baney is the COVA representative for the Board. Chair DeBone stated he would be Vice Chair of the Communications Committee for AOC for the coming year. Commissioner Unger indicated he will be on the Water Committee, and would like to be on the Transportation Committee as well. Being no further items discussed, the meeting adjourned 3:50 p .m. DATED this (1~ Dayof U~ 2012 for the Deschutes County Board of Commissioners. Anthony DeB one, Chair Alan Unger, Vice Chair ATTEST: T~~·.ammy aney, 0 mISSIOner ~~ Recording Secretary Minutes of Board of Commissioners' Work Session Wednesday, October 31, 2012 Page 9 of9 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., WEDNESDAY, OCTOBER 31,2012 1. Request to Apply for Oregon State Weed Board! Oregon Watershed Enhancement Board Grant -Erik Kropp 2. Road Dept Update -Chris Doty, George Kolb, Peter Russell ODOT STIP Discussion Grant Funded Projects Update SDC Discussion, Post-TSP adoption 3. Discussion of Language Changes to the Ambulance Service Area Plan and Ordinance -Tom Kuhn, Health Services; Doug Kelly, EMS Chief, Redmond Fire & Rescue and ASA Committee; and Tim Moor, Fire Chief, Redmond Fire & Rescue 4. 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 92.66O(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 1300 NW Wall St .• Bend. unless otherwise indicated. ([you have questions regarding a meeting, please call 388-6571. 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 TrY. Please call (541) 388-6571 regarding alternative formats or for further information. -M · .... "" Q) '"CU.0 .... o "'0 "'0U~00 10 >-. N 'ia co -0 E I ,C cuo ~ + I -I---~ +.~-I----+-j 1 ~ I6 ___ ..-l 1 I co a.. ~~ ~ s-j I { I '---rl ~iI ~ I i.~ h±. i I + . 1- ,. I - ~ r{ :C\f) ,~ a I \t ~ J -. ~:~' (J.~; c 0,­ In In OJ VI ~ L­ 0 ~ 151, ~ ~ I <' Ti i::::­ ,~ ct I E ~ 10 m z ~ "­~ I I I ,=:J ~ ~ I ~ October 25, 2012 To: Erik Kropp, County Administrator Interim Through: Chris Doty, Director and Tom Shamberger, Division Manager Road Department From: Dan Sherwin, Vegetation Manager Subject: Oregon State Weed Board/ Oregon Watershed Enhancement Board Grant Erik, I would like to apply for grant funding from the OSWB to control noxious weeds on private and public properties that have active and non-active rock pits. This would also include rock and gravel stock piles. The grant would encompass Deschutes, Crook and Jefferson Counties. Each County agency would complete the work and Deschutes would administer the grant. Deschutes County has at least 64 public and private active and non-active gravel pits. Funding would include: • Administration of the grant • Surveying, Mapping, Treating and Monitoring noxious weed control • Education Outreach • State Weed Board funding would be $30,000 to $40,000. • A minimum of 25% match is required in order for projects to be eligible for funding. Most noxious weeds are spread through transportation systems or waterways. This grant will reduce the noxious weed seeds from being spread to private and public roads and other construction sites within the Deschutes Basin. Thank you for your consideration of this proposal. I