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HomeMy WebLinkAboutCDD Work Plan 2008-09DRAFT DESCHUTES COUNTY COMMUNITY DEVELOPMENT DEPARTMENT WORK PLAN 2008 - 2009 The Community Development Department mission is to facilitate orderly growth and development in the Deschutes County community through coordinated programs of Land Use Planning, Environmental Health, Building Safety, Code Enforcement, education, and service to the public. Coordinated Services and Administration Building Safety Environmental Health Planning DRAFT COORDINATED SERVICES AND ADMINISTRATION DIVISION The Community Development Department (CDD) Coordinated Services and Administration division is managed by Tom Anderson, Director. Operations within this division include satellite offices in Redmond and La Pine as well as the main office in Bend. The Administrative Supervisor for Coordinated Services oversees 10 Permit Technicians who serve customers, handle phone calls and process related paperwork in support of each division. In addition, CDD has a Management Analyst, Administrative Analyst, Administrative Supervisor, two Administrative Secretaries and a Secretary who provide support to all divisions. CUSTOMER SERVICE 1. CDD customer service will continue to be the highest priority in FY 2008-09. Management will continually assess customer feedback to ensure that the "front counter" is run efficiently, wait times are minimized and comprehensive and accurate information is provided. CDD's goal is to improve the overall customer service rating by 1.0% and develop a means to obtain a greater number of customer survey responses. 2. Develop additional improvements to quality customer service, including analysis of determined methods to improve turn around times and decrease customer waiting times. Benchmark other jurisdictions for the best practices. This will include surveys of other jurisdictions and research of existing data. 3. Provide phone coverage Monday through Friday; returning all calls within 24 hours. 4. Continue implementing additional elements to CDD's scanned image database. In addition to scanning all new files received or generated on a daily basis, and historic Current Planning documents, the next major objective is Long Range Planning files, with particular emphasis on major subdivision/destination resort files. This will not only give staff instant access to historical files, but will potentially further reduce customer office visits by allowing Internet access to the files. The subdivision piece of this project will require a system to be developed that will link subdivided properties to the original parent property and will be one of the focuses of the Webmaster. The Long Range Planning files and other documents not related to specific parcels will require a means in which to categorize and properly identify the document. Modifications to the barcode coversheet for this purpose is currently under development and the Webmaster is working on the retrieval mechanism. 5. Enhance CDD's strategic technology plan to utilize new internet and other technology for improvements to CDD customer service and operational Community Development Department Page 2 of 27 Work Plan FY 2008-09 2/20/2008 1:21 PM DRAFT efficiency. Field communication will be of special interest to CDD in 2008-09. A field communication application that will allow "real-time" access to the main data for restaurant inspections was successfully piloted in 2007 for Licensed Facilities. Other field communication applications will be explored for Code Enforcement and building/septic inspectors in the future. E -Commerce will be another important aspect of this strategic plan. E -Commerce will focus on online permitting capability, planned for implementation in mid -summer. This will be followed by online payment capability for restaurant renewals by December 2008. 6. Maintain seamless customer service associated with administration of the City of Redmond building program. Although the City continues to work toward developing its own building program, it is important to continue to implement improvements to County service provision as they are identified. Ensure responsiveness to informational requests. The City of Redmond has a fully functioning inspection request phone system as well as a web application with the IVR system. 7. Evaluate the effectiveness of CDD's permitting system and the need to enhance, modify or terminate certain features within the system to meet current needs and expectations without adversely affecting the original data. CDD will begin researching other permitting systems for eventual migration to a different permitting system sometime within the next 5-8 years. A main focus will be the system currently being purchased by the State of Oregon Building Codes Division. CDD has committed staff to participate in a research and implementation statewide committee. 8. The Records Management Strategic Plan to minimize the volume of hard copy storage of CDD's records will continue to move forward. The major emphasis of the plan is to minimize hard copy storage while adhering to Oregon Administrative Rules record retention schedules. The plan contains both short and long term objectives. Approved scanning and/or microfilming methods for retaining documents and records will address constraints of limited space and the need to make information available and accessible to staff and customers. As we move forward with the plan and broaden the scope for the types of documents that will be scanned, additional program development or modifications are expected. Our objective is to have 75% of all boxes in the Clerk's Archive Facility scanned and microfilmed by the end of 2008. 9. Expand customer service by providing wireless Internet access in the lobbies and conference rooms at all CDD office locations. PERSONNEL AND ADMINISTRATION 1. Provide ongoing support to the Building, Environmental Health, and Planning Divisions in the achievement of their work plan objectives. 2. Improve team building and internal CDD communication and training opportunities. Document bimonthly focused training sessions and distribute to Community Development Department Page 3 of 27 Work Plan FY 2008-09 2/20/2008 1:21 PM DRAFT appropriate staff. Provide more ongoing training opportunities to the Permit Technicians and provide customer service coaching. 3. Implement basic cross training classes for enhanced mutual coordination of CDD divisions among staff (i.e. train inspectors to better understand land use parameters; planners to better understand the building code, etc.). This effort should make the services of CDD seamless from the customer's perspective and help ensure that the customer is receiving the most complete information possible. 4. In addition to ongoing facility inspections and accident investigations, the primary objective of the CDD Safety Committee will be to fully implement the components of the finalized Emergency Action Plan. The goal for 2008-09 is to implement "Prevention of Violence in the Workplace", County Policy HR -9. The Committee will continue to work with Risk Management and other Departments as appropriate to insure the safety of staff and customers. The Committee is committed to maintaining CDD's exemplary safety record while complying with all applicable Occupational Safety and Health Administration (OSHA) regulations. 5. CDD will continually evaluate space at the Bend and satellite facilities to best accommodate the changing needs of staff and business operations, at the lowest cost and with the least amount of disruption. CODE ENFORCEMENT The Code Enforcement program consists of two Code Enforcement Technicians working in coordination with law enforcement personnel from the Sheriff's Department, supported by CDD management and the CDD operating divisions. Code Enforcement is responsible for investigating code violation complaints associated with the building, land use, environmental health and solid waste codes, with the overriding goal of achieving voluntary compliance. 1. Continue to implement a monthly statistical reporting system. Through frequent statistical analysis, areas which require improvement will be identified and appropriate steps will be taken to correct problems. The objective is to maximize program efficiency by reducing the length of time cases remain open. 2. Survey other code enforcement jurisdictions and incorporate innovative practices where appropriate. Efforts will include additional involvement with the State level Oregon Code Enforcement Association (OCEA) as well as the OCEA Central Oregon Chapter, including conference participation and networking. 3. Continue thorough review of the Code Enforcement Procedures Manual, including input from the Board of Commissioners, and update those sections to reflect current practices, delete those no longer appropriate, and add provisions for updated objectives. 4. Investigate a proactive means of identifying potential code violations, including follow-up investigation on conditional use approvals and confirmation of Community Development Department Page 4 of 27 Work Plan FY 2008-09 2/20/2008 1:21 PM DRAFT compliant use of structures granted agricultural exemption. Specific emphasis will also continue on verification of replaced dwelling and medical hardship dwelling removed. 5. Continue to work with the Legal Department on innovative methods of resolving the most serious and difficult code enforcement cases, including injunctions, daily fines and foreclosures. 6. Continue to establish a relationship between CDD Code Enforcement and rural subdivision homeowners associations. Code Enforcement Technicians will make themselves available to speak at stakeholder meetings to share Deschutes County Code Enforcement information and operating procedures. 7. Investigate, develop, and maintain an information packet for vehicle nuisance violations. Procedures and information derived will facilitate case resolution by establishing reasonable removal time frames and documentation of market fluctuations. 8. Propose modifications to the solid waste code to clarify the ability to fence or otherwise screen solid waste as a means to resolve a violation. GEOGRAPHIC INFORMATION SYSTEMS (GIS) In addition to supporting the mapping and geographical analysis needs of each of the operating divisions in CDD, this program's GIS Analyst/Programmer and GIS Analyst are responsible for the development and maintenance of the County's digital spatial database and for providing state-of-the-art mapping and data services to local governments, citizens, and businesses. In addition, GIS supports CDD's customer service applications. Finally the CDD Webmaster performs significant Web site upgrades and enhancements to improve customer communication and internal efficiency. GIS PROJECTS 1. Continue to educate CDD staff on the use of GIS data and products in their work objectives, and identify areas where current or modified GIS capabilities may assist those objectives, including enhanced linkages between the GIS and permit systems. Areas of particular emphasis include: • Digitizing Certificates of Satisfactory Completion for Environmental Health • Creating Depth to Groundwater Atlas/Maps for Environmental Health • Updating the Zoning Atlas for Planning Division/Public Use • Digitizing areas covered by Conservation Agreements for Planning and add as a layer in the LAVA application • Providing LAVA 5.0 Training and assistance for CDD employees and outside groups as requested • Creating GIS Application for Inspection Routing • Maintaining and enhancing GIS Metadata on demand Community Development Department Page 5 of 27 Work Plan FY 2008-09 2/20/2008 1:21 PM DRAFT 2. Work with Information Technology staff to help design and implement the Data Warehouse and Land Information System for improved access to countywide databases. 3. Provide technical support for personal computers, printers, projectors and computer systems. 4. Provide technical support, including mapping and analysis to the cities of Bend, La Pine, and Sisters for future Urban Growth Boundary (UGB)/Urban Reserve Area (URA) expansions. 5. Convert remaining GIS data/applications from existing GIS formats (coverage/shape files) to ArcGIS Geodatabase format. 6. Convert all existing GIS Map Documents and Project Files for compatibility with new Information Technology SDE GIS Service. 7. Update and enhance the Land Use Tracking System (LUTS) by incorporating and updating the spatial databases contained within LUTS. 8. Incorporate the 2007 U.S. Fish and Wildlife Service (USFWS) National Wetland Inventory (NWI) digital GIS data with CDD's existing NWI data. Update LUTS with new tabular wetland look -up table for advanced notification of probable properties that contain wetlands or portions thereof. 9. Assist Long Range Planning with mapping and database support for the Destination Resort Remapping Project. Help determine where remapping of the Destination Resort Combining Zone should occur and identify specific areas within the county that meet or exceed the applicable criteria for remapping. 10. Continue to provide GIS support of the South County Groundwater Protection Project. Compile data/reports/technical analysis for Environmental Health/United States Geographic Survey (USGS) Optimization Modeling and potential load reduction scenarios. 11. Work with the Planning Director to integrate the County's land use GIS databases into the County Code by adopting an ordinance which will adopt one set of data for all internal/external County Information Systems; including, but not limited to GIS, Land Use Tracking System (LUTS), Local Area Virtual Atlas (LAVA), and Deschutes Information Access Line (DIAL). 12. Coordinate Historical Map Collection project. Determine which maps should be included in digital map collection and ensure map naming convention. Prepare maps for access through CDD's document retrieval system. 13. Create spatial GIS data from CDD's existing tabular permit databases. 14. Update the Landscape Management Combining Zone. Create new GIS dataset based on newly mapped (cogo'd) parcels, road rights-of-way and rivers. Update LUTS with tabular database when new spatial data is complete. Community Development Department Page 6 of 27 Work Plan FY 2008-09 2/20/2008 1:21 PM DRAFT 15. Work with the Transportation Planner, ODOT and TPAU in an effort to complete the update of Deschutes County's Transportation System Plan. 16. Create pre-printed series of maps that will be provided in PDF on CDD's Web site. WEB PROJECTS 1. Online Ecommerce Permit Application. Develop online ecommerce application to process simple building permit and septic applications, such as septic renewal, septic replacement, electric, plumbing and mechanical permits. Collect online payment using a credit card processor. Use current Flex web programming software technology for development and secure sockets layer (SSL) certificate for security. 2. Online Ecommerce Restaurant Licensing Renewal Application. Develop online ecommerce site to collect payments over the web for restaurant licensing renewal. 3. Online Exclusive Farm Use (EFU) Research Mapping Application. Upgrade existing desktop Exclusive Farm Use (EFU) application to an online version using Flex web programming software and ArcIMS mapping development software. Maintain same functionality to analyze Exclusive Farm Use (EFU) data and generate maps and reports for Exclusive Farm Use (EFU) research. 4. Online Restaurant Evaluation Report Application. Develop an online reporting application to provide restaurant inspection results to the public, similar to Marion County's application. 5. Online Ecommerce Food Handler Test Application. Upgrade the current public access food handler application to an online ecommerce food handler certification test / payment system, which the public can access over the internet. This application would be developed with the current Flex web programming technology. 6. Community Development Department Document Retrieval Application Records / Searches. Develop search capabilities for Subdivision documents which will need to be scanned into our system. Also, provide links to the survey image retrieval application. In conjunction with Information Technology staff, develop well -organized counter web applications for each division: planners, permit techs, plan review, building inspectors and environmental health inspectors to retrieve information and maps pertaining to the groups needs. Place all information in one location instead of having to retrieve it from many sources. Develop and implement better, more user-friendly web tools for the Community Development Department staff. 7. Public Access Application Upgrade. Upgrade public access terminal applications to use current technology and be more user-friendly. Provide additional information, which may incorporate functionality of the one-stop shop applications, but focus on the customer instead of staff. Community Development Department Page 7 of 27 Work Plan FY 2008-09 2/20/2008 1:21 PM DRAFT 8. Electronic Plan Review Application. Develop application to process building plans online. Developers would submit building plans in digital format online, either by email, or by compact disc (CD). Will need to integrate into current business processes. 9. Mobile Applications. Develop mobile building inspection application to gain access to data and reports for use by the inspectors in the field. Develop mobile license facility inspection application for use outside of wireless area. 10. Update and Reorganize Structured Query Language (SQL) Server Tables. Work with Information Technology and Geographic Information System (GIS) staff to update and reorganize our Community Development Department Structured Query Language (SQL) Server tables. Make available for use in the Data Warehouse. 11. Online Community Development Statistics Dashboard Application. Automate statistics report Community Development Department generates monthly in a Flex dashboard format. This application would include dynamic charts and reports. Community Development Department Structured Query Language (SQL) Server database needs to be updated and reorganized first. 12. Land Use History Documents Application. Automate application to retrieve land use history maps and documents scanned by the Clerk's office. 13. Internet Usage Reports. Monitor data collected from internet usage reports to determine which areas of the Community Development Department web site should receive the most focus for future enhancement. Community Development Department Page 8 of 27 Work Plan FY 2008-09 2/20/2008 1:21 PM DRAFT BUILDING SAFETY DIVISION The Building Official, Dennis Perkins, 2 Assistant Building Officials, 19 Building Safety Inspectors, and support staff provide construction plan review, consultation and inspection to assure compliance with national and State building specialty codes. Deschutes County's Building Safety Division interprets and enforces the state mandated Building Codes for the people of the community through a process of education and a clear and fair application of the Specialty Codes. The Division provides all of these services to the City of Redmond through a contract and provides various services to Lake, Jefferson and Crook Counties and the State of Oregon Building Codes Division on an "as needed" basis. 1. Continue to maintain 10 -day maximum turn around time for all plan reviews. 2. Continue to maintain 24-hour inspection turn around time. 3. Utilize innovations in technology to support the Building Safety Division administration and personnel. ■ Ensure the Interactive Voice Response (IVR) system is being utilized to its capacity ■ Expand the use of the IVR system when needed ■ Implement electronic plan review 4. Create the ability to use e -permitting. ■ Allow customers to obtain certain specific permits via the Internet ■ Study the ability to accept plans via the Internet ■ Participate in the State e -permitting program 5. Evaluate building permit fee methodology. ■ Ensure that building permit fees are directly related to the cost associated with them. ■ Study other ways of calculating building permit fees 6. Continue to participate with the State Building Codes Division in setting up a regional office. ■ Meet with the locally assigned Building Codes Division representative regularly 7 Continue meetings and communication with the Central Oregon Builders Association (COBA) ■ Continue monthly meetings ■ Attend COBA meetings as requested Community Development Department Page 9 of 27 Work Plan FY 2008-09 2/20/2008 1:21 PM DRAFT 8. Continue to ensure that all three regional offices stay operational. • Staff Adequately • Support as needed 9. Meet regularly with the other Building Safety Officials in Central Oregon through the International Code Conference Central Oregon Chapter (ICCCOC) to provide: • Code Interpretation ■ Arrange educational opportunities 10. Continue to maintain services as outlined in all Intergovernmental Agreements (IGA) currently in effect with the State of Oregon, Lake, Jefferson and Crook Counties and the City of Redmond. Community Development Department Page 10 of 27 Work Plan FY 2008-09 2/20/2008 1:21 PM DRAFT ENVIRONMENTAL HEALTH DIVISION Provide and promote protection of Public Health and the Environment through education, consultation, and regulation. The Environmental Health Division (EH) provides plan review, consultation and inspection of regulated public facilities (restaurants, pools, tourist facilities, schools and day care centers) and on-site wastewater and dispersal systems. The Division also regulates public water systems to provide safe drinking water and works with the County Health Department on a variety of epidemiology issues. ADMINISTRATION GOAL: Maintain a healthy work environment, which promotes an atmosphere of collaboration, education, and high morale among the Environmental Health staff. Objectives: 1. Cross train staff to provide back-up in pool and spa, water system, facility licensing, and plan review programs. 2. Continue to learn and fine tune the processes required for licensing and tracking all EH functions through our data bases. 3. Develop code enforcement procedures for the newly deputized sanitarians. 4. Continue to update the Web site to provide useful information to the public about EH programs. ON-SITE WASTEWATER TREATMENT Goal: To provide homeowners who are served by On -Site Wastewater Treatment systems with an Operation and Maintenance (O&M) oversight program that is practical and effective. Operation and Maintenance tracking and reporting is mandatory as per OAR 340-71 for Alternative Treatment Technology (ATT), which the County is contracted to regulate. Objectives: 1. Fine tune data base and office processes to efficiently track O&M activities. 2. Develop a plan for follow-up of time of sale transfers and non-compliant systems as required by OAR 71 Community Development Department Page 11 of 27 Work Plan FY 2008-09 2/20/2008 1:21 PM DRAFT 3. Provide fee incentives for homeowners whose systems receive the proper O&M. Goal: Maintain a service turn around average of 10 calendar days for issuance of approximately 1,800 annual permits; 30 calendar days for approximately 500 annual site evaluations; and 2 days for the 2,400 annual field inspections. Objectives: 1. Become more efficient in our permit review and standardize inspection processes. 2. Develop checklists so front counter technicians can help ensure a more efficient operation. Goal: To better communicate with the Department of Environmental Quality (DEQ). Objectives: 1. Amend contract and/or a memorandum of understanding with the DEQ to agree on a process to come to a resolution on several issues. 2. Work with other County on-site administrators to discuss common problems in administrating the On-site program. Goal: To communicate better with our customers Objectives: 1. Design an "easier to read" permit format, which will include standardized inspection procedures. 2. Design an application questionnaire to better understand what the applicant is proposing. 3. Print and mail two newsletters to the installers. 4. Clarify easement procedures by creating an information sheet. 5. Create an information sheet concerning Recreational Vehicle (RV) waste. 6. Research ways to provide treatment and disposal of low volumes of animal enclosure waste and water softener waste, which are not now regulated. Goal: Communicate better with each other. Objectives: 1. Provide two sets of South County water table maps for staff reference. 2. Create a complete book of all Alternative Treatment Technology information. Community Development Department Page 12 of 27 Work Plan FY 2008-09 2/20/2008 1:21 PM DRAFT 3. Create a collection of approved product and application information for the Sanitarians quick reference. GROUNDWATER PROTECTION PROGRAM FOR SOUTH DESCHUTES COUNTY Goal: Apply the tools, experience, and information gained from the La Pine National Demonstration Project and the County Regional Problem Solving Project to identify and implement solutions to protect and improve the quality of the sole source of drinking water in South Deschutes County. The grant has expired but contingent on adoption of the Local Rule the following objectives remain. Objectives: 1. Contingent upon adoption and implementation of the Local Rule provide homeowners and installers with updated information about de -nitrifying technologies. 2. Contingent upon adoption and implementation of the Local Rule assist homeowners by individually evaluating Tots for the purpose of determining components needed to meet the upgrade requirement of the local ordinance. 3. Contingent upon adoption and implementation of the Local Rule evaluate newly approved technology for de -nitrifying capabilities. 4. Assist planning with "High Groundwater Lot Work Plan" as provided in planning's work plan. Implement distribution of the Partnership funds created by the Pollution Reduction Credits as directed by the BOCC FOOD SERVICE FACILITIES Goal: To provide operators of food service facilities with the education and tools to protect the public from foodborne illness. Objectives: 1. Educate staff on identifying risk in food handling practices commonly found in food establishments. 2. Allow for one Environmental Health Specialist per year to train and be certified as a Standardized Inspection Officer by the Department of Human Services (DHS) to ensure greater consistency in licensed facility inspections. 3. Design and implement a Web page for access to food inspection reports. 4. Implement on-line food handler training. Community Development Department Page 13 of 27 Work Plan FY 2008-09 2/20/2008 1:21 PM DRAFT 5. Perform either self-assessment or baseline survey for the Food and Drug Administration's (FDA) Voluntary National Food Regulatory Standards Program. 6. Send a newsletter to licensed restaurant and mobile food unit owners annually. 7. Perform 100% of required inspections on all licensed food service establishments. 8. Implement the survey "Foodborne Illness Risk Factors and Public Health Interventions" into each semi-annual restaurant inspection. 9. Improve efficiency and tracking ability of newly built inspection system. POOLS AND SPAS Goal: Provide oversight and education to all public pools and spas operators and to protect the public from water -borne disease. Objectives: 1. Provide clear and detailed handouts to help educate pool and spa operators on troublesome issues regarding pool and spa maintenance. 2. Create an educational approach to routine inspections. 3. Provide EH staff with opportunities to: ■ Gain pool and spa inspection experience • Add to the diversity of understanding of pool management and chemical handling through continuing education • Learn effective communication methods targeting pool and spa operators 4. Provide educational material to pool operators about changes to the wading pool rules. Investigate the effectiveness of a County ordinance to regulate continuing non -compliers. 5. Ensure Deschutes County representation to any State committee formed to discuss rental housing pool and spa facilities. Community Development Department Page 14 of 27 Work Plan FY 2008-09 2/20/2008 1:21 PM DRAFT DRINKING WATER Goal: Assure all citizens of Deschutes County safe drinking water by implementing and enforcing drinking water standards through efficient technical and regulatory assistance of the 175 public water systems. Objectives: 1. Maintain current level of customer service for public health and drinking water inquiries. 2. Continue to keep the number of Significant Non Complier (SNC) systems to an absolute minimum. 3. Add 47 additional small public water systems to the inventory per the 2008 State contract amendment. 4. Increase sanitary survey rate of 41 per year to keep up with the required increased inspection frequency and the added water systems. 5. Earn 90% or more of Drinking Water State Revolving Fund allocation. 6. Ensure the public receives safe water during temporary events. 7. Train additional staff in the water program. 8. Consult, receive, and review the remaining Emergency Response Plans not yet submitted by 21 water systems. HEALTH DEPARTMENT Goal: To aide the Deschutes County Health Department (DCHD) in their mission to provide public health services to the community. Objectives: 1. Maintain the high level of communication with the DCHD by continuing to attend meetings with them to discuss public health needs and how the Division and DCHD can work together to meet those needs. 2. Assist the DCHD in foodborne illness investigations. 3. Help DCHD and County disaster preparedness teams by becoming a part of the emergency response plans. Community Development Department Page 15 of 27 Work Plan FY 2008-09 2/20/2008 1:21 PM DRAFT PLANNING DIVISION PROVIDING COURTEOUS, TIMELY, AND PROFESSIONAL LAND USE PLANNING SERVICES THROUGH INNOVATIVE, COST-EFFECTIVE, AND COMMUNITY-BASED SOLUTIONS. The Planning Division consists of 17 employees, including an Administrative Secretary under the supervision of the Planning Director, Catherine Morrow. Current Planning is managed by Kevin Harrison, Principal Planner and includes 3 Senior Planners, 4 Associate Planners, and 3 Assistant Planners. Current Planning handles individual land use applications, zoning review and sign -off for building and septic permits and information to the public on all land use related issues. It is also responsible for all addressing and road naming in the rural County. Long Range Planning includes a Principal Planner, 2 Senior Planners, and an Associate Planner. Long Range Planning conducts public involvement to consider land use policy, updates the County Comprehensive Plan and zoning regulations and coordinates with the cities and agencies on planning projects. CUSTOMER SERVICE FOR CURRENT PLANNING PROCESSING CURRENT PLANNING APPLICATIONS 1. Meet 150 -day time limits for processing all current planning applications. 2. Issue all administrative decisions for land use actions that require prior notice within 45 days of determination of complete application. 3. Issue all administrative decisions for development actions (sign permits, lot -line adjustments etc.) and land use actions that do not require prior notice (non- visible landscape management and abbreviated Surface Mining Impact Area site plans) within 21 days of determination of complete application (Note: Approximately 1,000 applications are expected in the next fiscal year). 4. Process applicant initiated code amendments to change land use regulations to fix problems, clarify regulations and allow new uses. This averages about 8-10 amendments each year. 5. Process land use applications for the City of La Pine under an Intergovernmental Agreement. Community Development Department Page 16 of 27 Work Plan FY 2008-09 2/20/2008 1:21 PM DRAFT PUBLIC CONTACT ■ Counter duty, phone duty, and appointments. Counter planner available 8 a.m. to 5 p.m., Monday through Friday, except Wednesday (9 a.m. to 5 p.m.). Provide for customer appointments with individual planners as needed. (Note: We expect about 4,500 Planning customers next fiscal year.) Provide phone coverage Monday through Friday; return all calls within 24 hours. MONITORING CONDITIONS OF APPROVAL AND ASSISTING CODE ENFORCEMENT ■ Work with Code Enforcement to respond to code complaints and to monitor conditions of approval for land use permits. ADMINISTRATION 1. Continue cost accounting system for current planning section and analyze data From that system. Information will be used to review fees and to quantify work tasks not directly tied to land use permits. 2. Increase opportunities for customers to access information through use of technology. Areas to explore are: ■ Design and function of the CDD web site ■ Readability of information ■ Monitor "hits" on the CDD web site to determine most popular sites ■ Develop a standardized pre -application process MEASURE 37/MEASURE 49 ■ Work with the County legal department to process measure 37 claims, and participate in Measure 49 appications as required by the State. LONG RANGE PLANNING MAJOR PROJECTS SOUTH COUNTY REGIONAL PROBLEM SOLVING IMPLEMENTATION 1. RED LOT (HIGH GROUNDWATER) WORK PROGRAM Contingent upon adoption of the Groundwater Protection Program Local Rule, convene local, state, and federal stakeholders to develop a multi -tiered red lot work program. Work program would include: ■ Running the Nitrate Loading Management Model to understand the Community Development Department Page 17 of 27 Work Plan FY 2008-09 2/20/2008 1:21 PM DRAFT implications of developing red lots in relation to groundwater quality. • A steering committee, representing diverse civic, local, state and federal organizations will develop a public involvement program, enabling south county residents to discuss the issues related to development of high groundwater Tots using onsite wastewater treatment systems or sewer facilities. • A public involvement program to assure South County residents have ample opportunities to discuss the implications of red lot development. South county residents, with the steering committee's participation, will discuss the trade-offs associated with additional nitrogen loading to the aquifer and development impacts to wetlands, flood plain, wildlife habitat, transportation systems, and the wildland-urban interface • Analysis of effect on retrofitting costs to current land owners. • Evaluating implications of red lot development as it pertains to other elements of the County's Comprehensive Plan, including Goal 5 Resources (wildlife habitat, wetlands, and riparian habitat), transportation, wildland urban interface, wildfire hazard. • Identification of funding mechanisms to pay for strategies to assure the groundwater quality does not exceed safe drinking water standards. • Prepare a report to the Planning Commission and Board of County Commissioners discussing the public's recommendations and draft policies for County Comprehensive Plan. Draft policies will then be carried forward as a subset of Deschutes County's separate work program to update its Comprehensive Plan. It is anticipated that new policies would embody the role of high groundwater lots and identify appropriate implementation measures. • Coordination with the Upper Deschutes Watershed Council, Deschutes Basin Land Trust, Deschutes River Conservancy and County Property Management on management options for County owned land adjacent to Deschutes and Little Deschutes Rivers in the South County. • Compile a list of conservation easements for GIS staff to map and ensure that all are part of the scanned property records. 2. WETLAND GRANTS • Explore state and federal grant opportunities to help offset the cost of developing a Local Wetland Inventory for the South County. • Develop a work program to identify the specific area targeted for a Local Wetland Inventory. Community Development Department Page 18 of 27 Work Plan FY 2008-09 2/20/2008 1:21 PM DRAFT 3. WETLAND MANAGEMENT/WILDLAND FUEL TREATMENT • Coordinate with the County Forester, Oregon Department of Fish and Wildlife, Oregon Department of State Lands, Oregon Department of Forestry, Oregon State Parks and Recreation Department, and environmental non-government organizations to discuss wildland urban interface issues near wetland and riparian areas. Many areas of the unincorporated county have community wildfire protection plans or state legislation (Senate Bill 360) that give homeowners a framework for minimizing their wildfire risk in wildland urban interface areas. • Resolve conflicts between County conditional use requirements in wetland and riparian areas and goal of fuel reduction to prevent wildfire risk. Develop riparian/wetland treatment techniques so they jointly address the fuel load and riparian restoration/enhancement. • Propose amendments to County Comprehensive Plan and Deschutes County Code Title 18 to implement agreements. 4. LA PINE NEIGHBORHOOD PLANNING AREA • Work with the Oregon Department of Housing and Community Development (OHCD) to develop a plan for affordable housing and other compatible uses on the County owned community facility zoned property. OHCD will develop a request for proposals and/or solicitation of a master developer. • Work with the Bend/La Pine School District to adopt an agreement regarding a proposed school site. COMPREHENSIVE PLAN UPDATE 1. Complete the reorganization of the existing Comprehensive Plan in order to make it easier to use and understand as a written and web based document. The update will provide a consistent style and format but will not change any goals or policies. 2. Work with the Board of County Commissioners (Board), the Planning Commission and the public to craft and implement a work program to write a new Comprehensive Plan. The existing Comprehensive Plan was written in 1979 and has been updated in a piecemeal fashion since that time. The three main areas needing attention are: • Working with the public to determine their vision for future development and conservation • Obtaining updated data to establish existing conditions. • Examining the existing goals and policies to determine if they are taking us where we want to go Community Development Department Page 19 of 27 Work Plan FY 2008-09 2/20/2008 1:21 PM DRAFT 3. A new plan will provide a blueprint for the future, incorporating not only the changes that have already occurred in the County, but also coordinating with the changes from Measure 49 and the State Task Force on Land Use. A new plan will incorporate other planning efforts, such as the Transportation System Plan (TSP) update or the Bend Urban Growth Boundary work. This would be a multi- year project and could start with the following elements: • Analyze staffing and consulting needs — May include working with the Trust for Public Lands for a vision, if park districts and Cities will contribute. ■ Investigate possible funding options • Work with the Board to create a public committee to oversee the process (possibly the Planning Commission) • Work with the Board to create a work plan that includes staffing, financing and a timeline ■ Identify the major work plan tasks, such as the public input process, needed technical research and formatting/writing of the new or revised comprehensive plan • Work with the public committee to create an effective public input process • The initial steps could be completed in the first fiscal year and would determine the extent of the future work. DESTINATION RESORT REMAPPING 1. Identify a range of options for a remapping process to be adopted into code. Identify existing conditions. Identify destination resort policy issues. 2. Present options and issues to an informal stakeholder working group for feed back before identifying preferred options to present to Planning Commission and Board of County Commissioners. 3. With Board of County Commissioner's direction prepare draft comprehensive plan policies and a code for remapping process. Policy and code amendments could be taken to public hearing or included as part of the Comprehensive Plan Update. Community Development Department Page 20 of 27 Work Plan FY 2008-09 2/20/2008 1:21 PM DRAFT TRANSPORTATION 1. Provide comments and expertise to current planning staff. 2. Participate in the annual County Capital Improvement Pian (CIP) process. 3. Develop project scope and development/adoption process and schedule for an update of the 1998 County Transportation System Plan (TSP). Update will be funded in-house or positioned to be at least partially funded from a 2007 State Transportation and Growth Management (TGM) grant. 4. Coordinate with the Road Department to explore alternative funding sources for transportation improvements, including System Development Charges (SDC). Develop alternatives for the Board to consider. 5. Work with Road Department on planning for 19th Street extension. Amend the TSP to add the extension from the Redmond Urban Growth Boundary (UGB) to the Deschutes Market interchange. 6. Continue work with the County Bicycle and Pedestrian Advisory Committee, including completion of the GIS -based regional bike guide. 7. Coordinate with local, state and federal agencies through the Deschutes County Bicycle and Pedestrian Advisory Committee to develop a regional trail plan. Upon completion of a trail plan, amend the Transportation System Plan (TSP) to include the routes. Also work with the Bicycle and Pedestrian Advisory Committee to develop an online trail guide. 8. Continue to pursue opportunities for grant funding for transportation projects. Prepare and administer grants as needed. 9. Coordinate with the City of Sisters on transportation planning issues as Sisters begins to update its TSP 10. Serve the following committees: • Bend Metropolitan Planning Organization Technical Advisory Committee (TAC). • Central Oregon Area Commission on Transportation (COACT) TAC. ■ Highway 97/20 Project Technical Advisory Committee. ■ Central Oregon Rail Plan study group. • South Redmond Collaborative Group. Community Development Department Page 21 of 27 Work Plan FY 2008-09 2/20/2008 1:21 PM DRAFT CODE AMENDMENTS (LISTED IN ORDER FROM HIGH PRIORITY TO LOW PRIORITY) 1. Process applicant -initiated code amendments. 2. Adopt regulations for mini -storage units in Rural Commercial Zone. (Pending Board approval) 3. Amend the County Code to allow the use of Recreational Vehicles as medical hardship dwellings. 4. Make GIS data the official map for zoning and the Comprehensive Plan. 5. Amend La Pine Neighborhood Planning Area Community Facility Zone to permit townhomes and make setbacks consistent with Residential Center zone. 6. Amend Deschutes County Code to provide authority and standards for lot line adjustments and flag lots. 7. Amend code to incorporate state legislative changes to allow legalization of illegally established parcels. 8. Begin a process to update the goals and policies for Terrebonne. 9. Amend Comprehensive Plan to include coordinated population forecast for La Pine. 10. Change the Land Management (LM) zone sign ordinance to insure that signs in the LM zone are not identical to signs in urban commercial zones. 11. Add standards and criteria that require defensible space for wildfire protection. 12. Complete other code amendments as staff time permits. Staff maintains a list of proposed code amendments. PUBLIC INVOLVEMENT 1. Continue creating and updating CDD web sites that provide information on specific planning -related programs and opportunities for public participation. 2. Monitor State Task Force work on the review of the State planning program (the "Big Look"). Keep planning staff, the Planning Commission and the public informed and engaged. 3. Staff the Planning Commission — the designated public involvement committee • Recruitment and training of new commissioners as needed. • Coordination of schedule and packet preparation. • Complete the 2007 Community Involvement Report and submit it to the Community Development Department Page 22 of 27 Work Plan FY 2008-09 2/20/2008 1:21 PM DRAFT State Citizen Involvement Advisory Committee. ■ Provide opportunities for the Planning Commission to host land use related seminars. 4. Explore the potential for conducting polling and public surveys through County web page or media outlets such as TV, radio and print. COORDINATION WITH OTHER JURISDICTIONS AND AGENCIES BEND PROJECTS 1. Urban Growth Boundary Amendment • Collaborate with City to complete UGB amendments. • Execute new intergovernmental agreements for urban unincorporated area. • Amend County Comprehensive Plan and TSP as a result of Bend's UGB amendment. ■ Coordinate with the City of Bend and their consultants on master planning the city owned Juniper Ridge property. • Amend Deschutes County Code Title 19 so an urban holding zone is effective upon adoption of the UGB. 2. Urban Reserve Area (URA) • Upon local adoption of a UGB amendment, reinitiate a URA work program for the City of Bend. • Collaborate with city staff to complete URA public facility (water, sewer, transportation) analysis. • Provide open forums and public involvement opportunities. • Draft findings. Initiate legislative amendments to Comprehensive Plan Transportation System Plan and Title 18. • Execute new intergovernmental agreements with City of Bend and special districts affected by a URA. 3. Transportation/Land Use • Assist the City of Bend with Safe Routes to School (SR2S) efforts in the Bend -La Pine School District, and County schools (Tumalo Elementary). • Participate in Bend Metropolitan Planning Organization Technical Advisory Committee. 4. Demolition Land Fill Site. Coordinate with city to understand city planning goals for the site. Assist County Property Management in preparing a request for proposal for a refinement plan for the site. Assist Property management in obtaining city approval of the refinement plan or rezone. Community Development Department Page 23 of 27 Work Plan FY 2008-09 2/20/2008 1:21 PM DRAFT 5. Work with the Bend Metro Park and Recreation District and the City of Bend to implement the Vision Bend 2030 Action Item for an open space park and natural area plan in the greater Bend region. 6. Bend Vision 2030 — Work as needed to coordinate as lead partner on two action items: Regional Trail Plan and Regional Trail Council. REDMOND PROJECTS 1. Urban Growth • Assist as requested by the Board of County Commissioners on planning for the County -owned property east of Redmond. • Coordinate with Division of State Lands in the planning of their site south of the UGB. 2. Transportation / Land Use • Participate in the South Redmond Area Collaborative Planning Group to address transportation and other issues in the Redmond Area, including Pronghorn secondary access. Coordinate with City of Redmond, Oregon Department of Transportation (ODOT), Oregon Department of Land Conservation and Development (DLCD), National Guard, Governor's Office and BLM. • Participate in Highway 97 Redmond to Deschutes Junction refinement plan (includes Quarry interchange). • Assist Redmond in addressing and street administration. SISTERS PROJECTS 1. Urban Growth • Coordinate with City as needed for any UGB amendments. • Process city initiated application for fire station/training facility. 2. Transportation / Land Use • Work with City of Sisters and ODOT on alternative routes (bypass). LA PINE PROJECTS 1. Work with the La Pine City Council to implement provisions in intergovernmental agreements regarding planning services for processing current planning applications in La Pine. 2. Coordinate with La Pine on Portland State University, Population Research Center's 2008 Housing Unit and Population Questionnaire. Community Development Department Page 24 of 27 Work Plan FY 2008-09 2/20/2008 1:21 PM DRAFT 3. Work with La Pine to prepare and amendment to the County Comprehensive Plan to establish a coordinated population forecast for city. 4. Coordinate with La Pine in their development of a comprehensive plan. ODOT / BLM / USFS PROJECTS 1. Participate in ODOT funded refinement planning projects for Highway 97 and Highway 20. These projects may include planning for the Quarry Road interchanges and the Wickiup Junction interchange or bypass. 2. Coordinate road issues with BLM and USFS for urban interface plans. OTHER PROJECTS HISTORIC 1. Provide staff to the Historic Landmarks commission for any county related applications or policy issues. 2. Correct the Comprehensive Plan list of historic resources. 3. Complete amendment to Comprehensive Plan for HLA -05-04 Walker Ranch archeological and historic site. POPULATION 1. Portland State University, Population Research Center's 2008 Housing Unit and Population Questionnaire • Coordinate with Assessor's Office • Submit questionnaire to Portland State University in Fall 2008 2. US Census • Assist as requested the Information Technology Department regarding the Local Update of Census Addressing • Assist geographic information system staff regarding annual annexation updates in Deschutes County 3. Work with La Pine to develop a Coordinated Population forecast for La Pine and an amendment to the County coordinated forecast. Community Development Department Page 25 of 27 Work Plan FY 2008-09 2/20/2008 1:21 PM DRAFT ADMINISTRATIVE PROJECTS 1. Convert CDD Archive materials to electronic format and microfilm. 2. Establish a pre -application process for land -use applications. 3. Develop an educational handout for all land owners in wetlands or flood plain. Coordinate with FEMA and Division of State Lands. 4. Coordinate with the Environmental Health and Building and Safety Divisions for expediting zoning confirmation of building permits. 5. Establish a procedure and process for verifying and amending GIS zoning data. MISCELLANEOUS PROJECTS: 1. Continue to assist the public in the process of forming Restricted Firearm Districts. 2. Provide addresses as required by County Code. Work with Project Wildfire and local fire departments to change road names as needed. 3. Coordinate with Information Technology (IT) and the Assessor's Office to ensure reliability of situs addressing data layer. Review list (2,100) of unaddressed properties. 4. Administer programs, policies and procedures associated with the processing of Measure 37 and Measure 49 claims. 5. In coordination with County Legal Counsel and Property Management, identify County owned property suitable for auction. 6. Continue to monitor the effectiveness of the solar setback requirements to meet energy conservation goals. Other Committee Assignments: • Association of Oregon Planning Directors • Commute Options Working Group • Deschutes County Bicycle and Pedestrian Advisory Committee • Deschutes Mitigation and Enhancement Committee • Project Wildfire • Provisional Advisory Committee • Safety Committee • Planning representative on regional water planning discussions, headed by irrigation districts, Central Oregon Intergovernmental Council, Oregon Community Development Department Page 26 of 27 Work Plan FY 2008-09 2/20/2008 1:21 PM DRAFT Consensus, etc. Community Development Department Page 27 of 27 Work Plan FY 2008-09 2/20/2008 1:21 PM