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HomeMy WebLinkAbout2008-12-15 Work Session Minutes Minutes of Administrative Work Session Monday, December 15, 2008 Page 2 of 7 Pages 2. Update on Search for New Location for Sheriff’s Firing Range. Ms. Rozic gave an update on an area where perhaps the Rod & Gun Club and the Sheriff’s Office can co-locate. Gary George of the Club said that there is no power to the site and it will not work for his group for that reason. Also, the property is on top of COSSA’s site (Central Oregon Sports Shooting Association) and they could be seen as competing. They are investigating other locations at this time. He said that they would like to co-locate with the Sheriff if possible. They are looking into appealing the current BLM policy. Another is trying to overturn, through legislative action, the BLM decision. The other problem is that BLM takes years to make a trade or sale. They will need the support of the legislative delegation to get where they need to be. Ms. Ross said that there is no doubt that they could co-locate. What they need is time to investigate the options. A year’s notice is required per the lease. Officer Garrison of the Sheriff’s Office said there are 177 employees who need training, and it is hard to plan around this uncertainty. Commissioner Baney said she would like to see the County facilitate this activity. All of the entities that use the faculty should be involved from the beginning. ____________________________________________________ Susan Ross stated that Keller Williams, Realtors asked to renew their lease for County-owned property with less square footage due to the economy. There is a lot of space now available in the area and they have asked for a lower cost per square foot accordingly. Some of the released space could be used by the County for various purposes. It consists of four offices towards the street and a conference room, for training or workstations. The County does not need much of it now but it is fully equipped with furniture. The Commissioners did not agree with the rent abatement amount since the improvements have already been made. Ms. Ross stated that the economy is a factor and there is a lot of other space available. It is possible that they will reduce their space even more, but the County does not need it at this time. There is no real demand for space now. Minutes of Administrative Work Session Monday, December 15, 2008 Page 3 of 7 Pages Commissioner Luke said that he would go along with the terms without the three-month abatement. Commissioner Baney agreed. Mr. Kanner stated that the vacancy rate in Bend is about 10% and some owners are giving away space just to have it occupied. 3. Discussion of Policy regarding Retention of County Documents. Mr. Inbody said he worked with the Clerk to find out what works best for the Clerk and what is required regarding retention of documents. David Givans found that there should be two signatures when someone checks out and returns a document or when a document should be destroyed. It will streamline the process and allow for better security. BANEY: Move approval of the Policy. LUKE: Second. VOTE: BANEY: Yes. LUKE: Chair votes yes. 4. Economic Development Grant Request: Sunriver Area Chamber of Commerce – Operations. Dennis & Dave stated that COVA (Central Oregon Visitors’ Association) did not take action on the request from the Sunriver Chamber for assistance. Commissioner Luke said that the County used to give funding directly to the Chambers of areas that did not have a city, like La Pine and Sunriver. COVA asked that all funds come through them and they would transfer it over as appropriate. This was not supposed to change. Mr. Lewis stated that they changed this in mid-2007 when COVA said they did not think it was appropriate to provide funding just to the Chamber. The property managers on the COVA Board and SROA (Sunriver Owners’ Association) made this decision, not the Sunriver Chamber. About 40% of the Chamber’s activities are visitor related. Commissioner Luke said that Alana Audette was supposed to take care of this and reinstitute this funding. The Chamber is different from COVA and is an asset to the County. Commissioner Baney said that perhaps a letter requesting COVA to correct this situation be sent, and if this does not occur, to take action as appropriate. Mr. Kanner stated that he has already notified Ms. Audette of this. Mr. Lewis stated they are behind on rent by two months so this is very time sensitive. Minutes of Administrative Work Session Monday, December 15, 2008 Page 4 of 7 Pages Mr. Kanner stated that there are some welcome center funds that have not been appropriated. This can be addressed at the December 31 supplemental budget meeting. All or some of that money could be used to fulfill the grant funds. One issue is they need about $12,500 now to operate, and then the money that they would have otherwise received from COVA. They have been running without funding since October. Commissioner Baney stated that others may request funding. Commissioner Luke said that the County is the city for Sunriver. Mr. Lewis plans to go to the SROA and to COVA to explain that they are fulfilling an important function for the area. Mr. Kanner said that La Pine wants to do tourism marketing; Sunriver Chamber actually operates a visitors’ center. They also generate a lot more transient lodging tax dollars than other locations. The immediate need is for the $12,500. Commissioner Luke stressed that COVA should take care of this immediately. Commissioner Baney asked how much they would normally get if the County was paying it direct. Commissioner Luke stated the money was to maintain an office and staffing. The County was writing the checks and that amount needs to provided; he suggested $2,500 per month starting in December until the budget is discussed and adopted; and the $12,500 be provided immediately. Mr. Sweage said that they have not been receiving funding from COVA since June 2007. Commissioner Baney stated that they should be at least paid for this fiscal year. 5. Work Session regarding Upcoming Lower Bridge Way Land Use Hearing (Rezone of Mining Site). Will Groves gave an overview of the issue to date. Some of the relevant agencies have been contacted and each has agreed to appear or call in for the meeting. They received a list of questions and replied to each of them in writing. (A copy is attached for reference.) Human Services makes recommendations only. They have said there is an indeterminate public health hazard from blowing dust; and no apparent hazard to groundwater. They do not initiate studies but rely on existing information. Minutes of Administrative Work Session Monday, December 15, 2008 Page 5 of 7 Pages Mr. Groves said they have no regulatory authority, but can make recommendations. They do not feel there is enough information to recommend the area be used for housing. Everything has been remediated to industrial use only. Mr. Groves stated that his education tells him that a person would not want to be inhaling this dust. There is debate as to how much silica is blowing off the site. Also, cooking the diatomaceous earth creates a carcinogenic material, but it takes chemical sampling to determine if it is there. DOGAMI indicated it is done with the site. They say it has only been evaluated for its current use. The Department of Human Services issued a finding of no apparent health hazard or it is indeterminate. In order for financing to go through, they need to get to houses as close as possible. To put any environmental cleanup first would likely be a fatal flaw. Ms. Craghead said the deferral to another agency might not be appropriate. The idea is how much they need now to defer it, and whether another public meeting is necessary. Commissioner Luke said that the ground would go to either EFU or some type of housing. A lengthy discussion occurred. Ms. Craghead stated that the Board should not go forward until there is a determination. Commissioner Luke asked how it would be possible to offer some type of guarantee that if it works out, they will get the zoning they want. Ms. Craghead said that the rezone can’t happen until the environmental impact is done. They then need the NFA and an indication there is no public health hazard. Commissioner Baney stated that she liked the idea of the intent to rezone but there are too many questions, like breathing the air and how many vehicles would be there. Ms. Craghead stated that there is a provision about the applicant demonstrating how the rezone would serve public safety and welfare. They do have to consider the surrounding lands. Commissioner Luke stated that as long as the record is open, they can’t appeal it. Ms. Craghead said that the record can be closed, with a formal resolution that if the appropriate documents are turned in a rezone could be allowed. Minutes of Administrative Work Session Monday, December 15, 2008 Page 6 of 7 Pages Mr. Groves said that before the record is closed, the applicant will need to address the reclamation of the site. They need to get a plan in to the record. Then the Board could choose to approve it. He suggested that the applicant produce a revised plan and timeline. They need an NFA from DEQ and a no apparent health hazard from DHS. Commissioner Luke noted that they won’t be able to sell lots without this being done anyway. He would like to hold the record open for public comment on this. Ms. Craghead said they could sign an intent to rezone after there is an NFA for residential purposes submitted. The hearing would be closed at that point. There needs to be a finding that it is feasible to get the letter. Mr. Groves stated that the DEQ indicates it is feasible, but the cost is unknown. Commissioner Luke asked if DOGAMI is able to be a reviewing agency. Ms. Craghead replied that the record needs to be left open for this. In regard to traffic, there has been talk about a future couplet north of Lower Bridge. Peter Russell has indicated that ODOT does not have money for it, however. And it needs to go on the TSP. Ms. Craghead stated that in terms of requirements, accepting this is a stretch. Commissioner Baney stated that they can’t even get to the transportation part before a lot of other things happen. Mr. Groves indicated that some counties do allow for subsequent traffic requirements. Ms. Craghead stated that the Hearings Officer said that the transportation part was close. And in regard to the environmental part, the County doesn’t have much it can add. Commissioner Luke said that he would like to see it go to appeal if needed and the State can say whether the County has a say in it. Mr. Groves indicated that the 18-acre section needs reclamation, with specific requirements. Reclamation has nothing to do with the chemical state of the property. Goal 6 has to do really with sewage issues. Commissioner Baney added that it could be considered a public nuisance. Staff was directed to take its best shot at drafting something defensible.