HomeMy WebLinkAbout2011-08-31 Work Session Minutes
Minutes of Board of Commissioners’ Work Session Wednesday, August 31, 2011
Page 1 of 9 Pages
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, AUGUST 31, 2011
___________________________
Present were Commissioners Tammy Baney, Alan Unger and Anthony DeBone.
Also present were Erik Kropp, Interim County Administrator; and, for a portion of
the meeting, Sheriff Larry Blanton; Tom Anderson, Nick Lelack, Peter Gutowsky
and Peter Russell, Community Development; George Kolb, Road Department;
Tracy Scott and Debbie Legg, Personnel; Anna Johnson, Communications; and
four other citizens.
Chair Baney opened the meeting at 1:35 p.m.
1. Presentation/Update on Highway 20/Tumalo Transportation Solutions.
Peter Russell gave a brief overview of the reason for the update and
presentation. This comes after years of meetings and public involvement. Bob
Bryant, Butch Hansen and Cari Charlton of ODOT then provided input.
Mr. Bryant said that Highway20 is an important State arterial as a freight route
and transportation corridor. There are deficiencies along the route that may
need to be corrected to handle demand, and there are issues with the City of
Sisters as well.
There has been a lot of community involvement to come to solutions and a
long-term plan for the Tumalo area. Ms. Charlton referred to a handout
detailing the issues and proposed solutions.
Major concerns are safety and congestion. The purpose of a long-term project
would be to address these concerns and for it to be identified on the Deschutes
County Transportation Safety Plan.
Mr. Bryant said throughout this process, there has been a lot of community
concern regarding safety that seemed to be more urgent, so efforts have been
made to address some of these issues.
Minutes of Board of Commissioners’ Work Session Wednesday, August 31, 2011
Page 2 of 9 Pages
Discussion then occurred regarding some of the options presented, including
overcrossings and undercrossings. There were a lot of alternatives analyzed,
and the I-3 undercrossing seemed to make the most sense. The overcrossing
was not favored by the residents due to the visual impact.
Chair Baney asked how the bicyclists and pedestrians would be impacted. Mr.
Bryant said this is the big picture, to establish a footprint. It is a little out of
alignment for pedestrians. The steps were then analyzed. However,
construction funds are at a premium so they will need to phase doing smaller
projects. They would like to cap off what can reasonably be done at this point
and ask that Deschutes County approve the steps so far.
The group discussed using raised pathways and other ways to enhance safety.
Chair Baney asked when the committee might be reactivated. Mr. Hansen said
that he would keep the County informed.
2. Request to Submit Technical Assistance Grant Applications for South
County Community Plan and Regional Economic Opportunity Analysis
Phase 2.
Nick Lelack asked for approval of submission of a couple of grants as part of
next year’s work plan. DLCD now knows what their grant allotment is and
they have recently notified everyone, but the applications are due now, with
very little notice.
Every jurisdiction is applying for funding , but there are two County projects
that appear to be eligible. The South County Community Plan is for more than
just a survey even though it appears to be general. They would normally meet
with the community to work out some of the details in advance, but time does
not allow for this.
Commissioner DeBone asked if this is based on what the DCLC is looking for.
Mr. Lelack replied they are seeking funds based on the highest likelihood of
what projects might be awarded funds. The County has to speak the same
language as the State so the grant will be awarded. This is tied into the new ly
updated and adopted Comprehensive Plan. The objective of the grant is to
provide expertise and allow for more community involvement.
The Commissioners were supportive of this application and proposal.
__________________________________
Minutes of Board of Commissioners’ Work Session Wednesday, August 31, 2011
Page 3 of 9 Pages
Peter Gutowsky spoke about the large lot industrial program, for which the
County is also seeking funding. He and Mr. Lelack have spoken to various
groups about this work. This application asks for $70,000 for a collaborative
grant with COIC, with some match required (staff time). Other groups may be
involved. A regional authority would result and an agreement with COIC and
participating jurisdictions would result. An inventory would be developed on a
tri-county level. There are enough resources in the grant proposal to allow for
robust community input and analyses. Deschutes County does not want to tell
the other counties how to handle this process in their areas.
This is broadly supported by regional counties and cities, and is one of the top
criteria in DLCD’s work to enhance economic development in the State.
Chair Baney voiced concern about adding more government to get jobs. She
wants to know if there are too many layers for a business or property owner to
navigate. Mr. Gutowsky said that Roger Lee (EDCO) seems to view COIC as a
good fit for this process. This is not to add another bureaucratic level, but to
empower the local agencies with leadership and to help identify sites and what
needs to be done before spending a lot of money on infrastructure and other
improvements. There are broad policies detailing what EDCO and the agencies
should do.
Mr. Lelack said this process is necessary in any case to get to the point of
having shovel-ready industrial sites. The grant will help to identify candidate
sites and to assist the entities in determining the challenges and opportunities
relating to these sites. Every site will have some challenges. Once those
challenges are addressed, cities may be able to bring si tes into their urban
growth areas with confidence.
Mr. Lelack said there could be County-owned properties that could benefit from
this work. Commissioner Unger observed that COIC would be the coordinator,
with input from the counties and cities. COIC wants to know if they take on
this responsibility, the funding and support will be th ere.
Mr. Gutowsky said this does not specify the type of business, but just gives
more diversity of the size and location of sites in the region to attract business.
Each jurisdiction will have to determine what kind of large industrial uses fit
their properties and their abilities to provide what is needed.
Minutes of Board of Commissioners’ Work Session Wednesday, August 31, 2011
Page 4 of 9 Pages
Commissioner Unger pointed out that if the large lots are not identified, then
the land use will not happen and the infrastructure will not come in. It can take
years, so the process needs to start at some point.
Mr. Gutowsky said the region needs to be competitive and speak with one voice
to make it stronger. COIC will provide a formal recommendation, but the
entities still have to go through the land use process. COIC will not replace
local government decision-making.
The Commissioners are supportive of this application and proposal.
3. Update of Commissioners’ Meetings and Schedules.
None were discussed.
4. Other Items.
The group discussed County Administrator recruitment. Mr. Kropp pointed out
that he is not going to apply for the position, as it is not the right time for him to
do so. He talked about some steps that need to be taken to begin recruitment (a
copy is attached for reference). Some need to be addressed right away and
others during the next month or so. The Code regarding the role of the County
Administrator needs to be revised, and the job description should be reviewed.
Chair Baney feels that a recruiting firm is not necessary at this point. Mr.
Kropp said that most of the work would be done by the County anyway, and the
County knows where to advertise, and the wording that would be used in any
brochures or recruiting ads. Staff indicated they can handle the task.
Mr. Pilliod asked if a firm would be used to conduct background investigations
once the field has been narrowed. Debbie Legg said this has been done in the
past. Sheriff Blanton stated that the County could do this internally. Mr.
Pilliod said that the requirements relating to how the information obtained and
used differs as to whether the County does this or if it is done by an outside
agency. He suggested it might be better to use an outside firm to conduct part
of the process. Sheriff Blanton stated that law enforcement can go deeper into
the criminal investigation part than a private firm might. This has held up in
court when someone is not selected for a specific reason.
Minutes of Board of Commissioners’ Work Session Wednesday, August 31, 2011
Page 5 of 9 Pages
Sheriff Blanton observed that this is just part of it. He feels there needs to be a
discussion on the process, whether there will be an oral board or panels of
stakeholders, and hopes it can be confidential. The stakeholders are very
important. His Department uses a peer review for recruitments. He uses
impromptu meetings to put the individuals on the spot to see how they react
without giving them time to stage or think about what they will do or their
response. This needs to be stressful process, which could take a couple of days.
It can be videotaped or recorded, but kept confidential.
Sheriff Blanton pointed out that he feels the Code was developed to prepare for
the retirement of former County Administrator Mike Maier, but a lot of things
happened during this time in terms of authority and the scope of duties that may
no longer be applicable. There is a difference between being responsible for
day-to-day activities and overseeing the entire County. There are many things
in this version of the Code that seem to cut the Commissioners out of a lot of
the decision-making process. This was developed in the middle of outside
efforts to have the County go to Home Rule as well. This gave too much power
to one person, with the authority to micromanage.
Susan Ross said that there was concern that candidates would want to see what
they would be expected to do, so it needed to be clarif ied at that time. She said
they met with other agencies to see how they operate, and there was a lot of
variety in this regard.
Mr. Pilliod said traditionally the interviews involve panels of stakeholders, with
a list of questions for each to ask. It can be much more elaborate, with
scenarios or vignettes to put the applicants through , if the Board so wishes.
This process needs to be developed perhaps by Personnel and a few others and
presented to the Board to consider. He suggested input from Mr. Maier might
be valuable to provide context on the wording of the Ordinance. The analogy
perhaps should be someone to handle the day to day, and a Board to make
policy, similar to what the cities have. This is a fairly common structure for
municipalities. There were some serious questions before the Ordinance as was
adopted as to who decided what and confusion as to who was making or should
make certain decisions.
Chair Baney said the Board will review the Code and decide what wording is
appropriate at this time. Ms. Legg will obtain samples from other agencies as
well.
Minutes of Board of Commissioners’ Work Session Wednesday, August 31, 2011
Page 6 of 9 Pages
Commissioner Unger stated that the person will have to work with the Board as
well as Departments, other agencies and the public, and this might be a good
time to decide the extent of any changes that might be needed. It will be helpful
to have this well-defined to attract the right kind of applicants.
Mr. Pilliod said that the Code could be changed within a matter of weeks, and
adopted by emergency so the process can continue. Serious applicants will
want to know what is expected of them, so this needs to be done quickly to
allow the recruiting process to begin.
A decision was made to review materials as they come in, starting immediately.
By next Wednesday, they may have salary information and some ideas of
potential changes to the Code to examine. Mr. Kropp said that two months of
advertising might be expected, with the review of applications and interview
process to follow. It would likely be early in the year before someone would be
selected. Commissioner DeBone wants to be sure someone is on board before
the budget process begins in March.
_______________________________________
Ms. Legg said that the pay increase to be interim director for various
departments has ranged from 6% go 10%, with a high of 25% for Tom
Anderson when he took over Community Development. There has never been
an interim County Administrator. Mr. Pilliod said an appointment letter has
been written for Mr. Kropp with an additional 10% in pay as interim
Administrator. No other terms have really changed.
The Board was supportive of a 10% increase in pay for Mr. Kropp while he is
interim Administrator. Chair Baney said that this will not be an easy job, and
asked Mr. Kropp if he is agreeable. Commissioner Unger noted that it may be
more of a workload issue, and suggested that if he needs someone to take over
various projects, they are supportive. Mr. Kropp said he feels that 10% is
appropriate and consistent. He is comfortable with staff and department heads
and will delegate when necessary.
Ms. Legg said Mr. Kanner had a $300 vehicle allowance as well, that perhaps
should be included for Mr. Kropp.
UNGER: Move approval of the letter per the Board’s discussion.
DEBONE: Second.
Minutes of Board of Commissioners’ Work Session Wednesday, August 31, 2011
Page 7 of 9 Pages
VOTE: UNGER: Yes.
DEBONE: Yes.
BANEY: Chair votes yes.
_______________________________
Chair Baney suggested that perhaps a review of the increase given to George
Kolb, who is interim Road Department director , would be appropriate. She was
surprised it was only 6%. Mr. Pilliod stated that Mr. Kolb is now doing two
jobs, but is doing less engineering this time of the year. By the end of the year,
this may have to change.
_______________________________
Mr. Pilliod said that Juniper Utility Company and the City were involved in a
lengthy lawsuit, with the City losing. The City ended up with a piece of
property over which the County has jurisdiction. The property is now within
the UGB. The Court assigned a value of about $7,000. It was dedicated to the
public and the Judge said the County has jurisdiction. Mr. Pilliod believes the
County was asked by the City to waive the $7,000 and Mr. Kanner said no. The
County has to officially accept the property through a dedication in order to
own it. It is not being used by the utility.
Mr. Pilliod stated there is pre-judgment interest as well as post-judgment
interest covering about ten years. The amount is $7,800 for interest. The City
wants the County to forgo the interest also or apply it to the City beneficially.
The City had taken this judgment to the Supreme Court and lost badly in the
amount of millions of dollars.
Chair Baney said the County could offer to have them put $10,000 into their
economic development fund instead, to make good use out of it.
Mr. Pilliod thinks that the County may have already received the first $7,000 or
the Court might be holding it.
Commissioner Unger feels that the County should draw on this for the City’s
demolition landfill fees. Mr. Pilliod said the City could pay the money and the
Board could allocate those funds to Property & Facilities for land use fees to the
City. However, it would be difficult to track when those fees are drawn down if
the City holds them.
Minutes of Board of Commissioners’ Work Session Wednesday, August 31, 2011
Page 8 of 9 Pages
Commissioner DeBone said it comes down to whether to make them pay the
amount owed, or forgive it. Commissioner Unger feels that maybe it could be
best used for economic development. The Commissioners would like to accept
the funds, and then write the City a check for economic development purposes
only. Mr. Pilliod will advise the City that the County wants the entire amount,
including interest, at which time the County will write a check to the Bend
Economic Development fund.
_______________________________
In regard to a letter from Rebecca Hassler regarding purported harassment from
the Sunriver Police Department, if there is a need for response, this letter does
not meet the requirements of a tort claim notice. They need to file a tort claim
if they feel they have been treated wrongly. If they feel this amounts to
criminal behavior, they should contact the Sheriff or D.A.
Commissioner DeBone said this has a long history covering about seven years.
It probably should have been addressed long ago. There is a court date set, and
it is not appropriate for the County to get involved at this time.
_______________________________
The Board then met in Executive Session under ORS:
192.660(2)(e) – real property negotiations
192.660(2)(h) – consultation with legal counsel concerning legal rights and
duties regarding current litigation or litigation likely to be filed
192.660(2)(d) – deliberations with persons designated to carry on labor
negotiations
192.660(2)(i) – to review and evaluate the job performance of officers,
employees and staff
_____________________________
Following executive session, in regard to the FAPPO labor contract, the Board
agreed to the tentative agreement as presented.
UNGER: Move to authorize Chair signature of the agreement.
DEBONE: Second.
YOTE: UNGER: Yes.
DEBONE: Yes.
BANEY: Chair votes yes.
Mr. Pilliod, who took the executive session minutes of the meetings of August
15, both morning and afternoon, and of August 22, as well as the minutes of the
August 22 meeting that were conducted outside of executive session, asked that
they be approved with the changes discussed in executive session today. This
would include the discussion regarding appointing Erik Kropp as interim
Administrator.
UNGER: Move approval of these minutes with the changes as noted.
DEBONE: Second.
YOTE: UNGER: Yes.
DEBONE: Yes.
BANEY: Chair votes yes.
Being no further discussion, the meeting adjourned at 5:05 p.m.
DATED this /<{J}; Day of ~-2011 forth.
Deschutes County Board of Commissione;;
T~
Anthony DeBone, Yice Chair
ATTEST:
Alan Unger, Commissioner ~~
Recording Secretary
Minutes of Board of Commissioners' Work Session Wednesday, August 31, 2011
Page 9 of9 Pages
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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, AUGUST 31, 2011
1. PresentationlUpdate on Highway 20ITumal0 Transportation Solutions -Cari
Charlton, ODOT; Peter Russell, CDD; George Kolb, Road
2. Request to Submit Technical Assistance Grant Applications for South County
Community Plan and Regional Economic Opportunity Analysis Phase 2 -Nick
Lelack, CDD
3. Update of Commissioners' Meetings and Schedules
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 192.660(2)(d), labor negotiations; or ORS 192.660(2) (h), personnel issues.
Meeting dates, times and discussion items are subject to change. All meetings are conducted in the Board ofCommissioners' meeting rooms at
J300 NW Wall St., Bend, unless otherwise indicated. l/you 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 de~ hearing impaired or speech disabled, dial 7-1-1 to access the state transfer relay service for TIY.
Please call (541) 388-6571 regarding alternative formats or for further information .
•1,
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US20 @ Tumalo
Long Term Solution
• Background of US20 @ Tumalo
• Purpose & Need
• Public Involvement Process
• Overview of Recommended Solutions
• Selection of Long Term Solutions
• Next Steps
US20 @ Tumalo
Background
US 20 is classified as an expressway and is a critical part of the State's
transportation system. US 20 is an important freight route that supplies goods and
services to Central and Eastern Oregon. It is also an important highway for local
commuting traffic and the surrounding community. Keeping highways safe and
traffic moving is a critical part the Oregon Department of Transportation's mission.
Safety
• 2006 & 2007, Cook & O.B. Riley in top 10% Safety Priority Index System (SPIS) sites
in the State.
• 2008, Bailey & 7th in top 5% (SPIS) sites in the State.
-Posted speed reduced from 55 mph to 50 mph (2005) and then to 45 mph
(2009).
-2010 Installation of raised median at Bailey & 7th (Short term solution).
Congestion
• Current volume/capacity (v/c) ratio is 0.70, ODOT standard for rural expressway.
When exceeding the> vIc ratio drivers will experience delays on side streets due
to increased volumes on US20.
• Current Average Daily Traffic (ADT) "'9,700; in 2019 this is expected to increase to
15,200 ADT.
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US20 @ Tumalo
Purpose & Need
Purpose
• The purpose of this project is to improve safety and operating conditions for all
road users on US 20 through the Tumalo area while maintaining connectivity and
mobility for the community of Tumalo.
• Project has been identified in Deschutes County Transportation System Plan
(TSP).
Need
• The need for the project is based on current and projected crash history.
• The excessive delays cause drivers, cyclists, and pedestrians to make unsafe
maneuvers.
• As traffic volumes increase both on the highway and the cross streets, the
operating capacity of the transportation system will decrease, resulting in
reduced mobility and an increase in congestion, delays, and crashes.
US20 @ Tumalo
Public Meetings held by ODOT
Nov 01 TCA
-Isslle of Safety & Congestion @ US20 and Cook/O.B. Riley
Nov OS
CAC
-Problem Statement
-Reviewed Short Term Options
Dee OS
CAC
-Short & Long Term Problem Statement
-crash Data & Traffk Nwnbers
April 09
CAe
-Short Term Recommendations
May 09
CAC
Technical Team Recommendation
-Pro's & Con's 2 Short Term Options
-Move on Prefetred Short Term Option (current implementation)
Aug 09
TCA
-Presented Short Term Prefetred Option
-Status of Long Term Solution
Jan 10
CAe
-Short Term Approved by OTC
-Review Long Term Options & Discuss Screening Criteria
JlIly 10 Construction of Short Term Project
AlIg 10 TBA
-Reviewed long Term Options
Jan 11 TBA&CAC
-Review Preferred long Term Options (0-2. I & C-4)
June 11 TBA&TCA
-Review Preferred Long Term Options (1,1-2.1-3.1-4. C-4, & 0-2)
Aug 11 Fire & Rescue
-Review Options C-4, 1-3
Current Additional Public Involvement during Projed Development
Citizens Advisory Committee =CAC
(Community, Businesses, Fire & Rescue, School Dist.)
Tumalo BUSiness Association -TBA
Tumalo Community Assodation -TCA
1-3 Un de rcross in g wI EB Ram p
Pro's
• Less steep vertical geometric grades (6.4%
& 3.7%)
• Community support
• Accommodates major move from Tuma lo
to Bend in a more direct route.
• Provides second access to US20 eastbound.
• Decreased response time for fire &
emergency services to Bend from Tumalo
Station.
• Creates acceleration lane for large trucks
and RV's entering US20 eastbound.
• US20 highway generated noise not
considered an environmental impact.
Con's
• Drainage (possibly)
• Cost
• Possible bike conflicts at eastbound
entrance ramp.
US20 C TUMALO LONGTERM
DERCROSSING 0 O.B. RILEY & COOK AVE.
::", .
.-. ...
C-4 Overcrossin g
Pro's
• Increasing grade to stopped condition at
Cook Ave helps vehicle deceleration from
Highway.
Con's
• Vertical clearance restricted on US20
doesn't accommodate future super loads
(meets standards).
• Not supported by community
(overcrossing creates visual obstruction)
• Steep grades over US20 (8%-County max.)
• Poss ib le increased response time for fire
and emergency services from Tumalo
station to Bend.
• Generates an increased amount of noise
that will be considered as an
environmen t al impact. -:=..-:::1:-.0 ....._..
·ar.-..e____
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§ US20 @ TUMALO LONGTERM
OVERCROSSING O.B. RILEY & COOK AVE. C-4
Feabne:
:~=medlan
• O.B. RIley comecIIon 10 Baley Rd.
• Free IIow hwy. aoeaing
• Blka/ped can avoid hwy.
• Few bualr-.1mpacIa
• VIC = Y«y good
• Safely Ia much Improved
• US20 axillD Cook Ava.
• MaIn.... 0.8. RleyICookAva .
..ooIacIor
I
• Cbs hwy. _ @ Cook & O.B. RIley
• DttIIcUIIlIOYII8 EB 2lI1D
TumaJo Rd.
• Culdeeac @ Bruca end 8th
• ModIfy 4 approaches
~Way~:
• O.B. RIley exI., O.B. RIley, along
Cook exit end along US 20
o o
~--------------------~~
~~----------------------------------------------------------------------------------------~ ,o
o ....
o US20 @ TUMALO LONGTERM
~ UNDE 'RCROSSING @ O.B. RILEY & COOK AVE. 1·3
o
iD o
~
-UlidliiuolllllllW CCookIO.B. RIley
- 4 lana US 20 wliiolaed -.
-O.B. RIley .....-III BaIley Rd .
-"-low hWy. UOIiiIIng-Blke/peclcan _ hWy.
-F_~~
-VIC 3 vary good
-O.B. Rlley..-....Io EB lJS20
-lJS2O e>dIlo CookAYII.
-MUIIaIns O.B. RlayICook Ava .
88 aJIIacIIlt
1
-UmIIsd hwy.IICXlIiiIS@O.B. RIey
-DIIIIaM IIIOVIiiI EB 20 10
TumaloRd.
-CUkIeaaca G Bruce and 8Ih
-ModIIy 4 approachee
-1lf&Nga ........
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US20 @ Tumalo
Selection of Long Term Solutions
• Development began in 2008
• Technical Team analyzed 18 options and has 2 recommendations
-Screening Criteria used to evaluate each option
•. Highway Travel demand (vIc, decrease left and cross turns, delay)
• Improve linkage & operation (access through local system, local road
classification)
• Economic Development
• Cost Effective &Sustainable
• Avoid, Minimize or Mitigate impacts to Environment (noise, aesthetics,
Deschutes River, residential &business relocations)
• Compatible with Local and State Plans (Deschutes County TSP, Compo
Plans, Oregon Highway Plan)
• Improve Bike & Pedestrian (grade separated crossing)
• Maintain or Improve Freight Mobility (minimize out of direction travel
for freight, geometry of streets to accommodate trucks, delay on US20
through corridor)
" ."","~___.-",~ i .... l>.i;,;;.~ '.4~~;·~.v.~~~~~J~~::(·I1~I~f'· ~~~""~~~Uo<i_~~ __.....~___ __._____""""."'__
US20 @ Tumalo
Next Steps
• Include grade separation at US20 & Cook Ave./O.B. Riley in Deschutes County
TSP.
• No construction funding available at this time. No further development until
construction funding is allocated.
• Short term phasing (pedestrian undercrossing and trails) that will work with
long term solution.
Community Development Department
Planning Division Building Safety Division Environmental Soils Division
soee Direction
The Community Development Department is seeking Board of County Commissioner support to
apply for two DLCD TA Grants for the Regional Economic Opportunity Analysis (REOA) Phase
2 and South County Community Plan. The REOA grant application is proposed to be a jOint
endeavor between Deschutes County and Central Oregon Intergovernmental Council (COIC). It
is anticipated that other local governments will also have a significant role.
Staff has discussed both grant applications, which are summarized below, with DLCD's regional
coordinators. DLCD announced that it would begin accepting applications for the 2011-13
biennium on July 25. The grant deadline is September 1, 2011.
At the time of the writing of this memorandum, staff is developing cost estimates for both
applications, which will be provided to the Board at the work session.
Technical Assistant Grant Overview
DLCD provides resources to help Oregon communities prepare and update local land use plans
to respond to growth management and development. DLCD's 2011-2013 budget is now
approved by the legislature, and the department invites grant applications. About $1.7 million is
expected to be available for grants to local jurisdictions during the biennium, similar to the
amount available in 2007-2011. According to DLCD staff, this grant cycle is expected to be
extremely competitive.
The priorities for use of Technical Assistance grant funds are as follows:
Quality Services Perfonned with Pride
DATE:
TO:
FROM:
MTG:
RE:
117 NW Lafayette Avenue Bend Oregon 97701-1925
(541)388-6575 FAX (541)385-1764
http://www.co.deschutes.or.us/cdd/
MEMORANDUM
August 23, 2011
Deschutes County Board of Commissioners
Nick Lelack, Planning Director
Peter Gutowsky, Principal Planner
Terri Hansen Payne, Senior Planner
August 31, 2011
Oregon Department of Land Conservation and Development (DLCD) Technical
Assistant (TA) Grant Applications for the Regional Economic Opportunity
Analysis (REOA) Phase 2 and South County Community Plan
1. Economic development
2. Streamlining planning and zoning processes
3. Pre-2007 Periodic Review work programs
4. Update coordinated county-wide population projections
5. Infrastructure/public facility financing plans
Projects outside of these priorities are also encouraged to apply; project proposals will be
evaluated and awarded based on the merits of the application.
Grant Application #1, Regional Economic Opportunity Analysis I Phase Two
Background
Empowered by a 2009-2011 DLCD technical assistance grant, Deschutes County hired
Johnson-Reid, an economic development consultant team who, along with regional planners,
economic development specialists and state agency representatives, identified and articulated a
strategy and process to create a regional large lot industrial land supply that enables Central
Oregon (Crook, Deschutes and Jefferson Counties and their primary urban areas) to be a
competitive region for industrial recruitment. The Regional Economic Opportunity Analysis
(REOA) recommends six 50-acre sites in three different jurisdictions, based on market choice
for diversity of sites in different locations (one 200 acre site is for a regional hub). Long-term
supply calls for a total of seventeen sites. As a result of the REOA, Deschutes County is
currently proposing adopting it and several regional economic development policies into
Deschutes County's Comprehensive Plan. Upon adoption, this policy framework will enable
Crook and Jefferson Counties to undertake similar legislative amendments. Furthermore the
REOA and economic development policies provide a regional platform to implement a large-lot
industrial siting program in Central Oregon that has the potential to be a model statewide.
Grant Concept
A 2011-2013 Technical Agreement will assist Central Oregon's effort to implement a regional
large-lot industrial lands program. As noted above, adoption and implementation of the REOA is
supported by a Regional Advisory Committee as the roadmap to resolve a large-lot industrial
land supply shortage and strengthen the region's economic development efforts. This
collaborative REOA process now directs the tri-county region to coordinate as a single entity
promoting candidate large lot industrial employment sites that best serve Central Oregon.
Establishment and maintenance of a competitive portfolio of large lot industrial properties in
Central Oregon requires a management structure as well as regional coordination between the
counties and their member jurisdictions. A Central Oregon management and governance
structure will be unique because it addresses large-lot industrial sites made available through
justifications in the REOA under a series of comprehensive plan policies and ultimately
Memorandums of Understanding among participating jurisdictions.
The purpose of a 2011-2013 Technical Assistance Grant builds on the momentum established
by the REOA while also recognizing that additional tasks remain to:
A. Formalize a management and governance structure; and,
B. Identify large-lot industrial candidate sites.
To date these issues are being addressed in a piecemeal fashion, including:
-2
• Finalizing a regional authority;
• Finalizing memorandums of understandings with local governments;
• Performing buildable lands inventories and reconnaissance-level public facility I
infrastructure assessments;
• Conducting open houses to engage property owner and stakeholders; and,
• Updating the Oregon Land Conservation and Development and Oregon Transportation
Commissions.
Grant Application #2, South County Community Plan
During a recent update of the Deschutes County Comprehensive Plan (Plan) there was
considerable discussion about removing the 1998 Regional Problem Solving (RPS) section.
Many residents stated they believe the section to be inaccurate and outdated. This section was
the result of a 1996 DLCD grant that initiated an extensive RPS process. Staff noted that
because of the extensive work done under the RPS program another extensive public process
would be needed to replace it. After more discussion there was agreement that upon adoption
of the Plan, staff would initiate a work program that ultimately replaces the RPS section with a
South County Community Plan.
The purpose of this grant application is to fund two specific outreach techniques.
• First, a statistically-significant survey of south County area residents and businesses;
and,
• Second, advertising in the Newberry Eagle for community plan public meetings
A survey will allow input from residents not able or inclined to attend community meetings. This
will be combined with input at those meetings, stakeholder interviews and possibly focus
groups, to assist in crafting a vision for the community plan that reflect the values and concerns
of South County residents.
-3
Date: August 31,2011
To: Board of Commissioners
From: Erik Kropp, Interim County Administrator
Re: County Administrator Recruitment
For the recruitment of the County Administrator recruitment, the Board will need a number of
decisions. I have outlined the main decisions to begin the recruitment process to discuss at your
August 31, 2011 work session.
Immediately
1. Review County Administrator code
2. General timeline
3. Decide whether to hire a recruitment firm, use in house staff, or use a hybrid
4. Review job description
5. Salary survey: Douglas, Linn, Jackson, Marion, and Lane Counties; cities of Bend and
Redmond
Next few weeks
1. Finalize salary, recruitment schedule (set interview dates as part of the recruitment),
recruitment materials
2. Advertise -at least 2 months
3. Determine stakeholder input
4. Determine background check
I will draft a more formal time schedule once the Board provides direction on key items for the
recruitment.
..
Chapter 2.05. COUNTY ADM.lNISTRATOR
2.05.010 Purpose.
2.05.020 Definitions.
2.05.030 Office of County Administrator Created.
2.05.040 AppointmentlRemoval.
2.05.050 Vaeancy.
2.05.060 Authority.
2.05.070 Delegation.
2.05.080 Interaction with County Administrator, Employees.
2.05.010. Purpose.
The Board of County Commissioners fmds and detennines that the interests of the County will be
best served by delegating certain administrative authority of the Board to a county administrator
who shall be responsible to the Board for the manner of the County Administrator's
administration.
2.05.020. Definitions
The following tenns used in this Chapter shall have the meanings set forth below:
A. Elected County Official means and includes the following Deschutes County elected
officials: the Sheriff, the Clerk, the Assessor, the Treasurer, the District Attorney, and the
Justice of the Peace.
B. Liaison means the member of the Board of County Commissioners assigned by the Board to
one or more county departments, committees or agencies for purposes of being infonned
about issues pertinent to the department, committee or agency and not for administrative
purposes. It is the responsibility of the Liaison to communicate infonnation to the Board.
2.05.030. Office of County Administrator Created.
The Office of County Administrator is created, and the person holding that office shall act as the
head of administration for the County and, if delegated by the district governing body, county
service districts.
2.05.040. Appointment! Removal
A. The County Administrator shall be appointed by the Board of County Commissioners for an
indefmite tenn. The County Administrator is an at-will employee and may be removed at the
pleasure of the Board, consistent with any applicable employment agreement and this
Chapter.
B. The County Administrator may be removed by a majority vote of the Board of County
Commissioners. Upon such a majority vote, the Board shall adopt a preliminary
resolution setting forth the reasons for the County Administrator's removal. The County
Administrator may reply, in writing, and may request an opportunity to be heard at a meeting
of the Board, which shall be an executive session, unless the County Administrator requests
the matter be conducted in open session. After such hearing of the Board, if one is
requested, and after full consideration, the Board may adopt a final resolution of removal. By
the preliminary resolution, the Board may suspend the County Administrator from duty, but
shall, during the tenn of such suspension, cause the County Administrator to be paid any
Chapter 2.05 1 (112007)
salary and fringe benefit amounts due the County Administrator as the result of the duly
executed employment agreement in effect at the time of the preliminary resolution. No such
payment shall be made if the County Administrator's removal is for any reason involving
moral turpitude or lack of integrity pursuant to the employment agreement.
C. Nothing contained herein shall be construed as prohibiting the Board and the County
Administrator from negotiating and entering into a separation agreement.
2.05.050. Vacancy, Absence or Disability.
A. When a permanent vacancy occurs in the Office of County Administrator, the Board of
County Commissioners shall designate an Acting County Administrator until such time as a
County Administrator is appointed. The Acting County Administrator shall have all powers
and duties conferred on the County Administrator by this Chapter
B. The County Administrator may designate in writing an administrative officer of the County to
exercise and perform the County Administrator's powers and duties during the County
Administrator's temporary absence or disability. Where the Administrator has not designated
someone to act on behalf of the Administrator and due to temporary incapacity the
Administrator is incapable of making such designation, the Board may designate an acting
Administrator to serve until such time as the Administrator is capable of making a
designation or has resumed responsibilities.
2.05.060. Authority.
A. The County Administrator shall be the Chief Administrative Officer of the County and all
County service districts, if that authority is delegated by the governing body of the district.
The County Administrator shall be responsible to the Board of County Commissioners for the
administration and management of the County and its service districts and shall have control
and supervision of all administrative departments, divisions, offices, districts and agencies
subject to the County Administrator's jurisdiction, except as otherwise provided by law.
The County Administrator shall exercise no authority over the actions of elected County
officials.
B. The Board of County Commissioners hereby delegates to the County Administrator broad
authority to perform the County Administrator's job functions. The County Administrator is
responsible to the Board for the manner of the County Administrator's administration. The
Board reserves to itself all of its legislative and judicial or quasi-judicial authority, unless
expressly delegated.
C. The County Administrator shall have the specific authority, to perform all day-ta-day
functions necessary for the administration and management of County affairs and, if
delegated, the affairs of County service districts. Such authority includes, but is not limited
to, the following:
• 1. Direct and coordinate the overall management of County government in accordance
with policies set by the Board ofCounty Commissioners and applicable laws.
• 2. Consistent with any applicable collective bargaining agreement, transfer employees
from one office or department to another when the workload requires such action.
• 3. Provide the proper administration of all ordinances, orders and resolutions of the
Board, all contracts entered into by the County, and provide for the enforcement of all
policies, rules, procedures, orders and regulations duly adopted by the Board.
• 4. After consultation with members of the Board of County Commissioners select,
appoint and dismiss all heads of departments, except elected County officials and County
Legal Counsel, in accordance with federal and state laws and guidelines, applicable
contracts and policies adopted by the Board; supervise and discipline all heads of
departments, except elected County officials and County Legal Counse~ in accordance with
Chapter 2.05 2 (112007)
• M
federal and state laws, and applicable contracts and COWlty policies; and advise the Board
ofthe reasons and process used in such action
• 5. Coordinate the work. of aU offices, departments and agencies, and devise ways and
means whereby efficiency and economy may be secured in the operation of all offices,
departments and agencies.
• 6. Prepare and submit to the Board and budget committee an annual budget and a long
range capital improvement and expenditure program, along with a financial plan for raising
revenue, covering a period of not less than the five ensuing years, and administer the
provisions of the budget as adopted by the Board.
• 7. Direct the use, maintenance and custody of all COWlty property, buildings, works and
improvements according to policies promulgated by the Board.
2.05.070. Delegation
The COWlty Administrator may delegate any authority to County department heads or other
County or district staff, in a manner consistent with the provisions of the County Code, County
policies or district operating agreements.
2.05.080. Interaction with County Administrator, Employees
In the exercise of their authority as members of the governing body of the County, Board
members may individually, or as a group in a public meeting, discuss fully and freely with the
County Administrator any matter pertaining to County affairs or the interest of the County. Board
members may not direct any County employee, other than the County Administrator, in the
performance of their duties. This section shall not be construed to prohibit a Board member from
performing the Board member's role as liaison in making inquiries of County employees within
particular departments, or members of committees or agencies to which they are assigned
concerning day-to-day conduct of County affairs.
(Ord. 2007-003 §1, 2007; Ord. 2005-053 §1, 2005)
Chapter 2.05 3 (11.2007)
-----
Administrator with Dave Kanner June 2006
DESCHUTES COUNTY POSITION DESCRIPTION
POSITION: ADMINISTRATIVE SERVICES JOB CODE: 1001
DIRECTOR
DEPARTMENT: BOCC FLSA: EXEMPT
REPORTS TO: COMMISSIONERS PAY GRADE: 38N
SUMMARY
Plans, organizes, and directs all administrative support services for the County; provides a variety of
administrative staff functions to the Board of Commissioners; does related work as required.
NATURE AND SCOPE
Works under the administrative direction of the Board of County Commissioners, involving the exercise
of considerable judgement and initiative in applying broad policy guidelines set by the Board. Exercises
direct supervision over the administrative services support staff and provides administrative direction
over all department directors concerning the development and maintenance of the county budget and the
operation and maintenance of the personnel system.
ESSENTIAL TYPES OF DUTIES Examples
Provides a variety of administrative support services to the Board of County Commissioners on
a continuing or special request basis; assists the Board with policy planning by gathering data
and presenting alternative plans; recommends feasible alternatives based on effective
management practices; discusses implications of alternatives.
Coordinates the preparation of the county budget in liaison with the board, the county treasurer,
department heads, and the budget committee; administers the approved operating budget by
monitoring expenditures and recommending justifiable changes to the Board.
Plans, directs, and coordinates a number of administrative support staff services in the County;
initiates and modifies management systems or organizations to improve the efficiency and
effectiveness of County operations; facilitates the development and implementation of central
support services including personnel, purchasing, safety and risk management, financial
management, facilities management, and data processing.
Initiates and administers, after Board approval, contractual commitments for the County with
other governmental and non-governmental organizations; oversees the development of all
contractual commitments.
Studies and resolves or advises the Board on the resolution of a variety of difficult and comples
administrative or management problems; interprets regulations and recommends policy
changes; drafts resolutions and ordinances for Board consideration.
Reports regularly, to the Board concerning the status of all assignments, projects, and functions
of the administrative staff services in the County; prepares written reports on a variety of
subject matters.
ADMINISTRATIVE SERVICES DIRECTOR-12-02
I ·
4. Directs and facilitates the County's budget development process. Develops time lines and review
steps. Conducts interviews of department heads to document budget proposals. Reviews proposals
with Commissioners and Citizen Review Committees.
5. Monitors the financial performance of the County's departments and grants. In conjunction with the
Finance Director, produces periodic financial performance reports for the Board of County
Commissioners and the general public review.
6. Ensures that budget documents are properly assembled and documeQt~, then forwards completed
documents to the Commissioners."
7. Directs projects that are capital in nature such as municip~~ark:s,.buildin~~i1ities, and new
services. Confers with architects, planners, constructio~j1:~ers, and others:~~~nvert design or
concept into a finished product.'¥jT ...
8. Ensures that information systems facilitate voice'an
,~\
co~~tions to and fron1l"the County
"";0-,and its internal and external customers.
9. Oversees and conducts research studies:Q:fnew services, prop pecial studies, etc. Decisions
often result in development of action plais.
10. Ensures that internal administrative systems are adrirlnistered proped'~ for example, performance
review, affirmative action and equal opportunity, and competllihtion and classification.
11. Oversees the recrUltllle:nt
12.
13.
Co1fi,hty Commissioners.~J.1sures
of County employees.
relations atidJabor relations matters. Designs and develops
during regular and ad hoc public meetings of the Board of
1J.J.,JI;J'U..... U.uI~i3 are properly announced and documented.
14. Presides over periodic department head meetings. Presents information on performance to the
County' sbUsiness plan, st:8:tus of projects, and significant occurrences in matters ranging from human
resources to>legislation.
15. Produces statisticaI.~rts, analyses, and exhibits for internal feedback and use by other management
staff and the CoIllltiissioners, and for external reporting to federal, state, and local funding and
regulatory agencies.
16. Performs other duties as required to accomplish the objectives of the position.
County Administrator (March 20 II) 2
formal
Degree in Public
.(;Jf which are in a
OUALIFICATIONS
~ Knowledge and Skills. The position requires advanced professional knowledge of theory, principles,
law, and practices of modem government. Requires in-depth professional level knowledge of
municipal finance sufficient to develop budgets, funding proposals, and financing. Requires specialist
professional knowledge ofpersonnel managemen4 administration, policy development, and business
planning. Requires a well-developed working knowledge of the full range services provided by
municipal government. Requires advanced human relations skill'
presentations to large and diverse audiences, communicate technic
employ specific lines of inquiry, to achieve harmony in a work
performance, negotiate highly involved contracts, and resolve
to develop complex reports and business action plans. Requires
algebraic and statistical computations.
~ Experience and Training. The position requires a~ters
Business and ten years of progressively responsible expeti'eDce, fi
capacity. Alternatively, the position requires a Bachelors· tWelve years ofpvT\Pnpnr'p with
seven years in a management role.
~ Abilities. The position requires the Qsition. Requires
demonstrated ability to initiate, develop, and projects that involve
multiple disciplines and departments. and manage work and monitor
the performance of others. Requires the : ordinary ambulatory ability to
move to various locations;hand-arm-eye a personal computer keyboard;
auditory ability to project voice to a large audience; and visual acuity to read words, numbers, and
recognize objects. Must be able to attend off-site meeti~gs.
County Administrator (March 2011) 3 I
DESCHUTES COUNTY POSITION DESCRIPTION
POSITION: COUNTY ADMINISTRATOR JOB CODE: 1001
DEP ARTMENT: COUNTY ADMINISTRATION FLSA: EXEMPT
REPORTS TO: COUNTY COMMISSIONERS
and Grounds, and Risk
artme',that may ",l"h,,,",""'>1
ental'Health, Public'
SUMMARY I
Plans, organizes, directs and integrates all County adminifltrative services u'1"'J.\~U.U.ll'
Finance, Human Resources, Information Systems, Bui·
Provides operational and administrative direction to maj
elected official. These include Community Development, He~th,.
Assessor and Sheriff.
NATURE AND SCOPE
Reporting to the Board of County Commissionets, ensures the efficient and effective
delivery of public services including statutory services support. The position provides
direct leadership over all admipi~trative and serves in a significant advisory role
to other operating entities wit.hlntheCounty. This exerclses substantial judgment and creativity
to solve varied and bro~~ly defined p~blems where p~cedent is often insufficient. The incumbent has
continuous contact with cu~@ers, o#ler agencies, and~latory authorities on matters that can be
subject to public review andS' . y~;Indi",i4l@l worktesults have significant impact on the status of
internal syste,gram ' 11 as me~.c~sreceived by the public.
1
1.
ment, and B
the actiVities of the Human Resources, Information Systems, Finance,
..>,' gs and Grounds departments. Ensures optimal, up-to-date
rvices to .er departments.
2. 'les the operating and administrative activities of all other County
departments, in of the County Commissioners. Reviews and recommends programs and
projects for all Cotfuty departments.
3. Directs and facilitates development and preparation of the County's short and long range business
plans. This includes identification of programs, projects, and business opportunities in addition to
conveying the budgets for operations and capital expenditures. Coordinates actiVities of departments
in order to integrate all aspects of the plan.
County Administrator (March 20]1)