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Home My WebLink About2018-05-07 - Historic Landmarks Commission Agenda AGENDA HISTORIC LANDMARKS COMMISSION MAY 7, 2018, 5:30 PM BARNES AND SAWYER ROOMS DESCHUTES SERVICES CENTER 1300 NW WALL STREET BEND, OR, 97703 FUTURE MEETINGS: Next Meeting Date: Additional meeting dates available at https://deschutescountyor.iqm2.com/Citizens/Default.aspx Deschutes County encourages persons with disabilities to participate in all programs and activities. This event/location is accessible to people with disabilities. If you need accommodations to make participation possible, please call the ADA Coordinator at (541) 617-4747. I. CALL TO ORDER 1. Historic Landmark Commission Meeting Packet - May 7, 2018 - Zechariah Heck, Associate Planner II. MINUTES III. PUBLIC COMMENTS IV. NOMINATION REVIEW V. SISTERS RLS UPDATE VI. MAY PRESERVATION MONTH VII. CDD WORK PLAN VIII. COMMISSIONER/STAFF COMMENTS IX. ADJOURN 117 NW Lafayette Avenue, Bend, Oregon 97703 | P.O. Box 6005, Bend, OR 97708-6005 (541) 388-6575 cdd@deschutes .org www.deschutes.org/cd MEMORANDUM DATE: April 30, 2018 TO: Deschutes County Historic Landmarks Commission FROM: Zechariah Heck, Associate Planner Nick Lelack, AICP, Director Peter Gutowsky, AICP, Planning Manager RE: Overview of the May 7, 2018, Historic Landmarks Meeting The purpose of this memorandum is to provide an overview of the upcoming Deschutes County Historic Landmarks Commission (HLC) meeting on May 7, 2018. There are several items for the Commission to review, discuss and act upon. I. Review of Previous Meeting Minutes The HLC will review, edit as necessary, and approve minutes for the following meetings: October 2, 2017 (Attachment 1) and February 5, 2018 (Attachment 2). Minutes for the April 30 meeting will be sent to the HLC digitally after May 1. II. Central Oregon Canal Nomination The State Historic Preservation Office (SHPO) has asked the HLC to review a nomination of a section of the Central Oregon Canal to the National Register of Historic Places. The proposed district is located southeast of the City of Bend and generally bound by Ward Road to the west and Gosney Road to the east. The HLC has held two previous public meetings on April 16 and April 30 to review the nomination and receive public comments.1 As part of the review of the nomination, the local Certified Local Government (CLG) is afforded the opportunity to review and comment. Evaluation by the CLG is expected to be through the completion of the National Register Nomination Evaluation Sheet (Attachment 3) and, if necessary, a supporting narrative. Deliberations and a final decision on the nomination is set to be made during the May 7 meeting. It is suggested that Commissioners provide comments on each of the review criteria contained within the nomination evaluation sheet. Staff will record notes and create a draft version based on the HLC’s decision for the acting HLC chair to sign. Any recommendation by the HLC regarding the proposed nomination will be sent to the Board of County Commissioners (Board) as well as SHPO and the State Advisory Committee on Historic Preservation (SACHP). The Board may decide to comment on the application as well. To be considered by the SACHP, the evaluation and any additional comments must be submitted in advance of their meeting on June 22, 2018. 1 The HLC also reviewed and commented on a previous version of the Central Oregon canal nomination in October 2017. 1.1.a Packet Pg. 2 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) 2 III. Sisters Reconnaissance Level Survey Update Deschutes County has contracted with Diana Painter, PhD, Owner and Principal Architectural Historian at Painter Preservation to perform a Reconnaissance Level Survey (RLS) of potential historic resources within the Sisters School District #6. The original goal of the RLS was to survey buildings in the city of Sisters and rural Deschutes County encompassing the Sisters School District that are over 45 years old for their historic potential. The scope of work has been modified to solely focus on the city of Sisters because of the significant amount of properties that would be included in a survey of the entire school district. Ms. Painter began work on the project in February and has completed the first two phases of the scope of work: project start up and data gathering. As part of Phase 3, she has conducted fieldwork documenting non‐surveyed buildings in Sisters. Ms. Painter will present preliminary results of the RLS to the HLC during the May 7 meeting. The project will conclude in July 2018. Ms. Painter will present her final project to the HLC at an appropriate time. The goals for the project are to create a final report that:  Highlights the benefits of city and county surveys;  Identifies areas in Sisters, that have unique historic characteristics warranting historic district designation;  Provides suggestions to the city and county on policies and instruments that can retain these historic buildings and cultural landscapes; and  Identifies data gaps or opportunities in Sisters and the rural county that should be addressed with a RLS or Intensive Level Survey (ILS). IV. Preservation Month Overview The month of May is recognized as National Historic Preservation month to promote historic places for the purpose of instilling national and community pride, promoting heritage tourism, and showing the social and economic benefits of historic preservation. In recognition, a variety of opportunities are scheduled thanks to the efforts of the preservation month planning group and the support of the Deschutes County Historical Society, Deschutes County Historic Landmarks Commission, City of Bend Landmarks Commission, City of Redmond Landmarks Commission, the Deschutes Land Trust, and volunteers. A list of events is attached to this memo (Attachment 4). V. Planning Division Work Plan for Fiscal Year 2018‐19: Public Hearing/Recommendation The HLC will hold a public hearing on May 7, 2018 to gain public input, discuss, and make a recommendation to the Board of County Commissioners (BOCC), regarding the Planning Division annual work plan for FY 2018‐19 (Attachment 5). A. Background Each spring, the Community Development Department (CDD) prepares an annual work plan describing proposed projects for the coming fiscal year. It is intended that a review of the draft work plan will provide the BOCC, Planning Commission, Historic Landmarks Commission, County Administration and CDD’s customers and partner agencies the opportunity to provide input, including additions, modifications and possible re‐ prioritization. The work plan describes the most important objectives and proposed projects in each CDD division based on: 1.1.a Packet Pg. 3 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) 3 1. Board of County Commissioners’ (BOCC) annual goals and policies; 2. Carry‐over projects from current or prior years; 3. Changes in state law; 4. Grants/funding sources; and 5. Public comments. It also serves as the context within which new projects that arise during the course of the year are prioritized and undertaken. The Planning Division draft Work Plan consistently generates public interest. B. Draft Planning Division Work Plan Table 1 identifies projects proposed in the Planning Division’s FY 18‐19 Work Plan. Resource requirements for projects from minor to significant are noted below:  A minor rating equates to 2‐6 months to complete and 0.25‐0.75 full time equivalent (FTE) of long range planning staff.  A moderate rating equates to 4‐8 months to complete and 0.5‐1.0 FTE or more.  A significant rating spans 6‐12 months or longer and requires 1.0‐2.0 FTE with possible consultants. The table does not list ongoing responsibilities referenced in the Annual Report and Work Plan, such as coordinating the population forecast, serving on regional and statewide committees, participating in the Legislative Session, and much more. Table 1 – FY 2017‐2018 Proposed Long Range Planning Projects (without Senior Planner) Projects Brief Description / Comments Resources/Timeframe Update Marijuana Regulations Complete process to amend Deschutes County’s marijuana regulations. TBD based on Board direction Non‐Resource Lands Options: 1. Participate in the 2019 Legislative Session to amend applicable to law to provide clarity in initiating a non‐ resources lands program; and/or 2. Initiate a local re‐evaluation and potential re‐designation of agricultural land Option 1: Minor Option 2: Significant Options 1 & 2: Significant Update Transportation System Plan (TSP) If funded by the Oregon Dept. of Transportation, update the County’s TSP. Significant Planning & Historic Landmarks Commission Manuals Develop policy and procedures manuals for the Planning Commission and Historic Landmarks Commission with subcommittees of each body to provide a reference guide pertaining to each commission’s unique purpose, authorities, roles, decision making processes, applicable laws/regulations and documents, public meeting requirements, etc. Minor Certified Local Government Grant Administer a CLG Grant from the State Historic Preservation Office. Grant application in early 2019; ends August 2020 Moderate 1.1.a Packet Pg. 4 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) 4 Table 1 – FY 2017‐2018 Proposed Long Range Planning Projects (without Senior Planner) Projects Brief Description / Comments Resources/Timeframe Growth Management Coordination and Committees Coordinate with County departments, cities, partnering agencies and organizations (i.e. City of Bend/Deschutes County JMA, Redmond Fairgrounds, Oregon Military Department, SB 1544 – Redmond UGB modification, Harper Bridge, Bicycle and Pedestrian Committee, Project Wildfire, Mitigation and Enhancement Committee, etc.) Moderate Transect (applicant‐initiated) Amend Deschutes County Comprehensive Plan and Code to allow a new type of urban to rural transition development on the northwest side of Bend. These amendments are privately initiated but subject to County revisions and adoption. Moderate Housekeeping and Legislative Amendments Initiate housekeeping and legislative text amendments. Minor to Moderate Affordable Housing Strategy Consider developing a County housing strategy based on Tillamook and Coos Counties’ plans. Participate in state committee(s) to consider rural accessory dwelling units. Moderate to Significant Outdoor Mass Gathering Permit Amendments Amendments to DCC 8.16 as it relates to outdoor mass gatherings Minor to Moderate Sisters Country Horizons Complete Sisters Country Horizons visioning project in coordination with the City of Sisters and COIC. Moderate Community and Area Plans Engage Tumalo, Terrebonne, and South County residents to determine if community goals and policies meet the current and future needs of the area. The City of La Pine and South County residents have indicated an interest in updating the Newberry Country Plan, including the City (similar to Sisters Country Horizons) in 2019. Terrebonne and Tumalo may also propose to update their community plans. Significant Deschutes Junction Master Plan Initiate Deschutes Junction Master Plan Moderate to Significant Natural Hazards Coordinate with the Planning Commission and the BOCC to discuss implementing recommendations from the University of Oregon’s Community Service Center’s review of County codes and policies regarding natural hazards and mitigation Moderate to Significant Grading Ordinance Establish a Deschutes County grading ordinance. Significant Bend Airport Coordinate with City of Bend to amend the Comprehensive Plan and/or zoning code to allow new airport‐related uses at the Bend Airport. Bend staff have indicated this is a priority project for the City in FY 18‐19. Moderate Central Oregon Large‐ lot Industrial Project Coordinate with the City of Redmond to initiate a UGB amendment for a regional large‐lot industrial campus. Redmond staff have indicated this is a priority project in FY 18‐ 19. Minor to Moderate 1.1.a Packet Pg. 5 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) 5 Table 1 – FY 2017‐2018 Proposed Long Range Planning Projects (without Senior Planner) Projects Brief Description / Comments Resources/Timeframe Natural Resources / Water Complete the series of regional panel experts addressing water resource and conservation issues with a particularly emphasis on the relationship to land use and population growth and development. Consider initiating a review of County Goal 5 inventories and protection programs. Minor to Significant Transportation Text Amendment Initiate amendment to DCC 17.16.105 and related code sections regarding access requirements to rural subdivisions Minor C. Public Comments The Planning Division has received preliminary public comments recommending the following:  Prioritize initiating a process to develop and adopt a grading ordinance.  Initiate a process to develop and adopt an Urban Reserve Area for the City of Bend.  Consider developing a heritage tree ordinance.  Prioritize coordinating with the City of La Pine to jointly update the Newberry Country Plan similar to the Sisters Country Horizons Vision.  Initiate an ordinance to establish livestock limitations in rural residential and similar zones. D. Planning Recommendation Staff is seeking a recommendation at this meeting. The BOCC is scheduled to conduct a work session on the draft work plan on Monday, May 21 at 1:30 p.m. and conduct a public hearing on Wednesday, June 6 at 10:00 a.m. Staff coordinates with the BOCC throughout the year on the status of long range projects, and, as capacity becomes available, on projects to be initiated in the work plan as capacity becomes available. Attachments 1. October 2, 2017 DRAFT HLC Meeting Minutes 2. February 5, 2018 DRAFT HLC Meeting Minutes 3. National Register Nomination Evaluation Sheet 4. May Preservation Month Event List and Flyer 5. DRAFT Community Development Annual Report and Work Plan for FY 2018/2019 1.1.a Packet Pg. 6 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) DRAFT MINUTES DESCHUTES COUNTY HISTORIC LANDMARKS COMMISSION DESCHUTES SERVICES CENTER 1300 NW WALL STREET, BEND, OREGON, 97701 OCTOBER 2, 2017 – 5:30 P.M. I. CALL TO ORDER Chair Chris Horting-Jones called the meeting to order at 5:31 p.m. Historic Landmark Commissioners (HLC) present were Bill Olsen, Sharon Leighty, Dennis Schmidling, Chris Horting- Jones, Rachel Stemach, Kelly Madden. Staff present were Nick Lelack, CDD Director, Matt Martin, Senior Planner, and Zechariah Heck, Associate Planner. II.MINUTES Commissioner Stemach moved approval of the October 2, 2017, minutes. Commissioner Olsen seconded the motion. The motion was approved unanimously. III. PUBLIC COMMENTS No Public Comments. IV.TRAINING RECAP Matt Martin provided an overview of the training provided by the State Historic Preservation Office (SHPO) on September 19, 2017. The training was organized at the request of the Commission. The process, those involved, and what the approval criteria are were discussed during the training. Chair Horting-Jones stated the training was helpful, others agreed. V. NOMINATION REVIEW The State Historic Preservation Office (SHPO) requested the Historic Landmarks Commission review and comment on a nomination of the Central Oregon Canal – Ward Road to Gosney Road section to the National Register. Chair Horting-Jones removed herself from the discussion because of a potential conflict of interest. Vice-Chair Leighty explained to the group that she was not going to oversee the meeting because of health issues. Thus, Commissioner Stemach presided over the nomination review. ATTACHMENT 1 1.1.a Packet Pg. 7 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) 2 Staff provided an overview of the proposed Central Oregon Canal historic landmark nomination and the nomination process. The role of the Commission is to respond to SHPO who will present the nomination and attached comments to the State Advisory Committee on Historic Preservation (SACHP). The SACHP will then make a recommendation on the nomination to the National Register of Historic Places. The evaluation categories involved are integrity, description, significance and context, facts and sources, and supporting materials. The proposed nomination has been submitted under Criteria A, which requires the nomination to show association with significant historical events of the county. The nomination schedule involves a HLC/CLG review, in addition to a Board of County Commissioner’s review, scheduled for October 4, 2017. Then the SACHP will review the nomination, including any comments submitted by the HLC and/or Board of County Commissioners, during a meeting scheduled for October 20, 2017. The proposed nomination involves the Central Oregon Canal and the proposed district boundaries are from Bear Creek Road to the north, Gosney Road to the east, Somerset Drive to the south and Ward Road to the west. A summary of the nomination states the proposed district is 18,012 feet in length and includes 50 feet on either side of the canal centerline to create a 100-foot corridor. The canal was originally constructed from 1902 to 1913 and has been used to irrigate farm crops such as alfalfa. After the summary of the nomination and nomination process presented by staff, Commissioner Stemach asked if anybody is interested in providing public comment on the nomination. Several people approached the dais to provide comment; their testimony is summarized herein. Noah Walden, property owner along the canal – Walden explained that he was part of the group of property owners along the canal that filed the application. Walden stated the canal helped create the settlement of Bend. The particular section clearly shows the techniques used to create the canal. Commissioner Madden asked if the area of the canal is located in a subdivision. Walden stated that it is not. Commissioner Schmidling asked if the 39 property owners have formed an entity. Walden stated they have not. Commissioner Stemach asked if there are any easements for the canal over the private property. Walden explained the canal itself is an easement and that property owners adjacent to the canal actually own the land underneath the easement, i.e., the canal. Walden also explained that the canal easement allows for public recreation and that there is a rich ecology within the canal. Commissioner Stemach asked what the property owners are worried about if the canal is not listed as a historic district. Walden stated there is a concern about piping of the canal and its subsequent loss of historic and ecological value, as well as decrease in property values. Commissioner Leighty asked if the canal has changed over time. Walden stated the proposed historic section of the canal has not been significantly altered compared to other sections. Commissioner Madden followed up by asking how much maintenance has been done on the canal. Walden explained that he could not answer that question, but did state Pat Kleiwer, who worked on the application, believes the section is the least adulterated. 1.1.a Packet Pg. 8 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) 3 Commissioner Stemach asked how the boundaries were determined. Walden explained he could not speak to the specific reasoning why the boundaries were chosen, other than a review of the entire canal and the level of adulteration. Craig Horrell, Central Oregon Irrigation District General Manager and Matt Singer, General Counsel for the District – Horrell stated the District has recognized the historical significance of the Central Oregon Canal and has worked on preserving historic elements. The District has spent several years on a Multiple Property Document (MPD) that has been recognized by the State Historic Preservation Office and the National Register of Historic Places. Through the MPD, the District has set aside two historic sections of the canal network: the Redmond Homestead and Brasada Ranch. Singer suggested there is a right way and a wrong way to make nominations to the National Register. Singer explained how the District took an overview of the entire district to highlight areas of the most historical significance. The District has worked with the public throughout the process of listing the MPD. They believe the proposed nomination is a hostile one that has been submitted by property owners that enjoy a private water feature. Singer stated the canal was not built for the benefit of any particular property owner; it was built to transport water from one place to another to irrigate crops. Singer stated that the District disagrees with who owns the canal. According to Singer, the canals are not just easements they are “carry-act canals”. Horrell mentioned the District has faced consistent maintenance problems with the proposed section of canal. The section has been changed many times through maintenance and repairs. There are silk bars that accumulate, which require ongoing maintenance. According to Horrell, there is much less integrity than one would find in other areas of the canal network. Horrell stated the people involved in creating the application were not aware of this situation because they did not consult the District. Horrell mentioned eight years ago there was a blow out in Ward Road to Gosney Road section of the canal, which required significant repair. Singer added that in the event a canal has an emergency blow out, there needs to be a quick response. According to Singer, this cannot be done if the canal is listed as a historic landmark with the National Register. Commissioner Madden asked who is responsible for mowing of vegetation along the canal and fire control. Horrell stated the District is responsible for maintenance, but allows property owners to landscape the area. Commissioner Stemach asked if the District knows how many of the property owners within the proposed historic district actually have water rights. Horrell stated he did not know, but estimated about half of the property owners have water rights. Commissioner Schmidling inquired what management of the proposed historic district would be like if historic preservation is successful. Horrell exclaimed that management and maintenance would be challenging because any action within a historic district requires notice and an approval process. It will add another layer of bureaucracy that impacts time, which can be detrimental in addressing emergency repairs. The District is concerned about the ability to provide water to patrons if they cannot conserve more water. Canals in central Oregon have an issue with leaking water, they are not efficient. 1.1.a Packet Pg. 9 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) 4 Commissioner Stemach asked what type of maintenance the District performs for areas that are already designated as historic districts. Horrell answered that the features with historic district/landmark status do not actually run water and any required maintenance work is addressed through partnership with park districts and ran through the process. Horrell explained that the District has a system improvement plan that guides what areas need to be repaired and even piped. The proposed historic district section, Ward Road to Gosney Road, might piped in ten years, according to Horrell. The District wants to work with property owners to limit impact of potential piping, whether that means maintaining pathways for recreation or lessening grade changes from the pipe. Commissioner Schmidling asked if the canal is piped, could the easement include a greenway for recreation. Horrell mentioned that although they want to lessen the impact on neighbors from piping a canal, there are challenges in creating a greenway, mainly because of water rights. Jenna Walden, property owner along the canal – Walden wanted to clarify a few things that were previously stated. She explained the Ward Road to Gosney Road section of the canal was chosen for historic landmark nomination because Bend Park and Recreation District owns a nearby area and the canal can provide public access to the park. Walden stated the potential piping of the canal is a threat, which is why the preservation is being sought. She explained that the District is upset they didn’t receive notice of the proposed nomination, but property owners along the canal have note received notice or have been consulted on the piping plans. According to Walden, Pat Kleiwer, who submitted the proposed nomination, has seen the plans and believes that the canal will need to be significantly regraded. Walden referenced a USGS study that has apparently shown that leakage is not a problem. Walden stated all property owners along the canal are in favor of keeping more water in the river. She encouraged the District to take on a more widespread campaign to increase water efficiency. Piping of canals and potential hydroelectric infrastructure is for the financial benefit of the District, not water efficiency, according to Walden. Commissioner Madden asked if the potential piping or hydroelectric facilities have a connection to the proposed historic district nomination. Walden responded that they do not but explained that she wanted to provide context. Commissioner Madden also asked when the canal was built and when the houses along the canal were constructed. Walden answered that he canal was built around 1905 and Commissioner Stemach stated that it appears most of the homes were constructed in the 1970s. Walden wanted to clarify who owns the canal: because the county taxes the adjacent property owners, she believes they own the canal and that the District is simply an easement beneficiary. Walden circled back to explain the context of the proposed historic nomination of the canal and potential piping plans. The property owners are concerned that the future plans for the canal will degrade the historic significance of the canal. 1.1.a Packet Pg. 10 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) 5 Walden compared the proposed nomination to the Powell Butte syphon, also known as the Brasada Ranch section, by stating the Powell Butte syphon does not carry any water. Thus, according to Walden, there is no historical significance there. Walden responded to a previous comment that the canal was not built for the enjoyment of the adjacent property owners; she agrees, but explained that it has become a part of the community and is thus historically significant. Walden further stated the application they have put forward is more in-depth than the historic nominations put forward by the District. In Walden’s view, the maintenance issue is irrelevant because there will always be maintenance required. Any historical landmark will need to be maintained. Commissioner Madden explained her perspective that there is a difference in this specific case because the canal involves a natural resource and water rights. Walden responded that repairs will always be necessary and that the tools we have now to repair the canal are better than what was used historically. Walden further mentioned that the property owners are willing to work with the District toward a maintenance plan. Walden stated the groundwater in Deschutes County would be affected if the District pipes all of their canals. New wells will need to be drilled. Commissioner Stemach responded by stating the charge of the Commission is to evaluate the proposal in the face of the approval criteria. Commissioner Leighty asked if the Commission is ready to make a decision. Commissioner Olsen stated he wants more time before he makes a decision because of the extent of the information and all the concerns raised. Commissioner Schmidling agreed and suggested that a meeting be scheduled at a later date to make a decision on how to move forward. Commissioner Stemach also expressed a desire for more time to review. Matthew Martin offered several options for next steps: 1) the Commission can make a recommendation tonight; 2) make no recommendation at all; 3) reconvene the HLC in a week for deliberation and a decision; or, 4) provide individual comments to staff who can distill comments and provide a summary back to the Commission for approval. Martin clarified there is a week-in- advance deadline for materials to be included in the meeting packet for the SACHP. Staff suggested comments for the SACHP to consider before their meeting may be helpful, rather than comments provided at the October 20, 2017, meeting. Commissioner Madden asked staff for clarification on the history of the application. Martin explained the nomination was submitted to the State Historic Preservation Office, then SHPO responded to the applicant in August. The revised application was not provided to staff; the nomination in front of the Commission is the original application. Commissioner Olsen made a motion that each commissioner submit comments to staff who can then summarize and provide back to the Commission for final review and comment for SHPO. Commissioner Leighty asked the group if they could provide staff comments by Monday, October 9, so that Matt can provide more info to the group for review and decision by the October 13. Comments should be provided on the form included in the nomination approval criteria. Staff clarified that commissioners should provide their comments to staff by October 9. Staff will then summarize and draft a letter for final review by Commissioner Stemach, who was presiding over the canal nomination review hearing. 1.1.a Packet Pg. 11 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) 6 Staff summarized what is before the Commission: a proposal to list the Central Oregon Canal from Ward Road to Gosney Road as a historic district on the National Register of Historic Places. Comments should be focused on the approval criteria, for example: the canal’s significance, uniqueness and integrity during the period of significance, from 1903 to 1921. The review is not about piping of the canal or any future plans of the District for the given section of canal. The Commission is charged with reviewing the historic integrity, significance, uniqueness of the canal facility; the water is not a factor. Martin clarified that maintenance of a historic resource is allowed in code. What requires a review by the Commission is exterior alteration of a historic structure. If there is a significant blow out of a canal that is afforded historic landmark protections, such a situation could require HLC review. However, potential maintenance of a historic landmark is not a factor in the review of the proposed nomination. Commissioner Madden asked if the Commission is to base all comments on the original application, knowing that there may be a revisions. Staff responded that comments should be limited to what the county has been provided. The HLC may have an opportunity to provide further comments in the future, but that is not a certainty. SHPO will provide comments to the National Register, which may involve further HLC review and comments. Commissioner Stemach closed the review and deliberation of the Central Oregon Canal historic district nomination. VI.CLG Workshop Staff mentioned that SHPO is to provide an educational workshop in Canby on October 17. Staff mentioned arrangements for attending the workshop should be made by October 13 for planning purposes. VII.CLG Grant Update Staff has continued to work on refinement of a Request for Proposals (RFP) to hire a consultant for a Reconnaissance Level Survey for the Sisters School District area. The conclusion of the CLG grant is August 2018; all work on the grant needs to be completed by then. VIII.OREGON ARCHEOLOGY MONTH Staff provided a poster and a calendar of events for the State of Oregon’s celebration of archeology month in October. XI.MEETING IN NOVEMBER Staff mentioned the November HLC meeting date may be canceled if there is no agenda items. Commissioner Madden asked if it may be used as an opportunity for May Preservation Month planning. The Commission decided that planning in November for the May event is too far in advance. Staff offered one possible option for the agenda in November is the Sottong House and Barn remodel. There is an interest in replacing the chimney, which may require HLC review. Staff clarified the level of alteration dictates the level of review required. 1.1.a Packet Pg. 12 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) 7 Staff informed the Commission on the Sisters County Visioning Project, which may involve several historic sites in the county. Staff mentioned there might be an opportunity for HLC involvement. VIII.COMMISSIONER/STAFF COMMENTS There were no commissioner comments. IX.ADJOURN Chair Horting–Jones motioned to end meeting. Madden seconded. Meeting ended at 7:12. There being no further business, the meeting adjourned. Respectfully submitted, Zechariah Heck Associate Planner 1.1.a Packet Pg. 13 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) DRAFT MINUTES DESCHUTES COUNTY HISTORIC LANDMARKS COMMISSION DESCHUTES SERVICES CENTER 1300 NW WALL STREET, BEND, OREGON, 97701 FEBRUARY 5, 2018 – 5:30 P.M. I. CALL TO ORDER Chair Chris Horting-Jones called the meeting to order at 5:30 p.m. Historic Landmark Commissioners present were Bill Olsen, Sharon Leighty, Dennis Schmidling, Chris Horting- Jones, Rachel Stemach, Kelly Madden. Staff present were Nick Lelack, CDD Director, Peter Gutowsky, Planning Manager, Zechariah Heck, Associate Planner, and Adam Smith, Assistant County Counsel. II.MINUTES Minutes from the October 2017 meeting were not available. Staff informed the Commission that minutes will be available for the Commission to review during the next regularly scheduled meeting. III. PUBLIC COMMENTS Pat Kleiwer, resident of Deschutes County and historic preservation professional, provided comments on her experience with the Sottong House and stated that she is excited to hear about the updates on the agenda. Kleiwer also provided the Commission a copy of a revised Central Oregon Canal nomination packet. Review of the revised nomination is scheduled for review by the State Advisory Committee on Historic Preservation (SACHP) in June 2018. The Commission reviewed a previous version of the nomination during the October 2017 meeting. Susan Stafford, resident of Sisters, Oregon, mentioned that a new historical society has formed in Sisters. The society has reached out to many museum directors to learn best practices for gathering historic information and setting up events. The society has several events planned including a “Fireside Stories” series that will be held at the Five Pine Lodge. During the Sisters Quilt Show in July, the society will be included as an exhibitor. Stafford stated the society is looking forward to working with the Commission on future projects. Commissioner Madden mentioned that May is Historic Preservation Month and extended an invitation to the society to participate in the event planning. Commissioner Leighty asked where their collection is stored. Stafford explained that their collections are stored in several places and they are looking for a more permanent spot for the future. Jenna Walden, resident of Deschutes County and property owner along the Central Oregon Canal, expressed concern about the procedure and process of the nomination. Walden stated ATTACHMENT 2 1.1.a Packet Pg. 14 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) Page 2 of 4 that Central Oregon Irrigation District’s (COID) nomination of Brasada Ranch has been tabled and is not moving forward. The Ward Road to Gosney Road section of the Central Oregon Canal is the only nomination in front of the SACHP that is actually moving forward. Walden further expressed frustration about the Commission’s acceptance of testimony from COID when the testimony was false in Walden’s opinion. Walden stated the property owners along the canal were concerned about misconduct by the HLC, CDD staff and the State Historic Preservation Office (SHPO). Walden provided a formal public records request to Chair Horting-Jones regarding the Central Oregon Canal. Staff asked for a copy of the letter request and stated that public records request are to be handled by Deschutes County legal counsel. Walden explained the Central Oregon Canal nomination is moving forward at the state level and the applicants would appreciate the HLC to support. IV.SISTERS COUNTRY HISTORIC RESOURCES INVENTORY Staff provided a summary of a project initiated by Deschutes County and the City of Sisters utilizing Certified Local Government (CLG) funds from the state. The goal of the project is to survey potential historic structures throughout the Sisters School District. The County hired Diana Painter, PhD, with Painter Preservation to conduct the survey. Diana Painter provided an overview of the project by utilizing a Power Point Presentation, attached hereto. Painter explained her approach to accomplishing the scope of work. She acknowledged that there are many properties to survey. Structures that were built 45 years ago are potentially eligible for historic designation. The following bullet points highlight the goals of the project that Painter addressed in her presentation. Documentation of buildings and sites that may contribute to the region’s history; Engage property owners about the historic significance of their properties; Identify buildings and sites that may be worthy of local, state, and possibly national recognition; Development of a template for evaluating other regions of rural Deschutes County not recently documented for their historic potential. Chair Horting-Jones stated the project seems vast and very complicated for one person to accomplish. Painter explained that there is a lot of work to accomplish, which is why it is important to establish clear goals for the project. Chair Horting-Jones asked City of Sisters Community Development Director, Patrick Davenport, if the project will interface well with the information the city already has. Davenport stated he thought it would and that the city is willing to support the project with staff time and any in-kind resources necessary. Commissioner Schmidling asked about the scope of the project and if there is potential to limit the survey to just the city limits. Director Lelack responded by stating that the project may need to be reduced in scope depending on what Painter sees on the ground during her on-site tour. Commissioner Leighty asked if the project will bring the County/CLG into compliance. Director Lelack responded that the County/Commission is not out of compliance, rather the project is to promote historic preservation in the greater Sisters area. 1.1.a Packet Pg. 15 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) Page 3 of 4 Commissioner Schmidling asked if the project could be incorporated into the existing online historic landmark database (story map). Staff responded that such a project would be something outside of the existing scope of work but could be added as appropriate. Commissioner Stemach asked Painter about the steps taken to conduct a reconnaissance level survey. Painter stated the state has a streamlined process that involves when the structure was created, what the integrity of the structure is and where the structure is located. After a RLS is performed, an intensive level survey is next to dive into what the history is of a given property or structure. Chair Horting-Jones asked when Painter plans on having a final report completed. Painter explained the goal is for a deliverable to be used for May Preservation Month. Painter stated that she will know more after her tour scheduled for February 6 in Sisters. Chair Horting-Jones thanked Painter for attending the meeting and expressed support for the project. V. CLINE FALLS POWER PLANT KIOSK In 2016, the HLC approved a request to demolish historic structures at the former Cline Falls power plant (file no. 247-16-000664-HS). As part of the approval, two conditions of approval were required: 1) A historic plaque, interpretative kiosk, or other type of recognition marker shall be placed on the site explaining the former hydroelectric facility’s historic significance on the growth and development of Deschutes County; and 2) The applicant shall provide the Historic Landmarks Commission with regular updates of the demolition plan and status of the project. Representatives from Central Oregon Irrigation District (COID), Craig Horrell – Managing Director, Shon Rae – Deputy Manager, and Lisa Lee – District Advisor on Historic Preservation, provided an update to the HLC on plans to install an interpretative kiosk at the site. A video produced by COID was shown to the HLC, which highlighted the Cline Falls power plant history. Lisa Lee showed the Commission a rendering of the District’s plans for the kiosk. Horrell mentioned that the project will begin when there is adequate funding and permits are obtained. VI.RECENT ALTERATIONS TO THE SOTTONG HOUSE Staff provided a summary of two recent minor alterations to the Agnes Mae Allen Sottong and Henry J. Sottong House. Staff, at the direction of Chair Horting-Jones, reviewed the minor alterations administratively. There was no opposition to the applications. Commissioners Stemach and Madden asked about the details of the project and staff responded. VII.HISTORIC PRESERVATION MONTH & OREGON HERITAGE CONFERENCE PLANNING Staff explained the Oregon Heritage Conference will be in Bend April 11 – 13, 2018, and asked if any commissioners are interested in participating. All commissioners expressed an interest in attending the conference. Commissioner Leighty stated she will be volunteering at the conference. The commission also discussed planning for May Historic Preservation month. The commission acknowledged there will be a planning meeting on Wednesday, February 7, with various partners to begin planning for the events. 1.1.a Packet Pg. 16 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) Page 4 of 4 VIII.OTHER ITEMS Zechariah Heck and Chair Horting-Jones attended the CLG workshop on October 17, 2017, in Canby. An overview of the workshop was provided to the commission. IX.COMMISSIONER/STAFF COMMENTS Peter Gutowsky, Planning Manager, provided follow up comments to Pat Kleiwer’s public comments at the beginning of the meeting. Gutowsky explained to the Commission that the Central Oregon Canal nomination will be an agenda item before the SACHP in June 2018. Staff will schedule a special meeting with the HLC likely in April. Commissioner Schmidling asked how many times a preparer can revise a nomination. Gutowsky responded that a nomination can be significantly modified several times and be reviewed by the SACHP each time the nomination is reviewed. Commissioner Olsen asked what the status is of the Central Oregon Canal nomination. Staff responded that SHPO halted the review after receiving letters from the Board of County Commissioners and the HLC. An opportunity for appeal was not filed, so it was staff’s understanding the nomination was not moving forward. However, SHPO clarified in a letter to staff (provided to each commissioner) that the nomination had been significantly revised and that the HLC will be asked to review and comment in the coming months. Director Lelack provided the Commission an overview of procedures. Commissioners Leighty and Olsen have terms that will expire March 2018. Lelack explained it will be up to the Board of County Commissioners to determine if they want to reappoint each commissioner or conduct an open recruitment. Both Commissioners Leighty and Olsen expressed interest in renewing their term. Director Lelack also spoke to the state legislative session and informed the Commission that staff is tracking all of the bills related to land use and historic preservation. Director Lelack stated that a training for commissioners will soon be provided. The training will go over Robert’s Rules of Order, public records request, and other general procedures. Lelack asked the commission to provide feedback on what they are interested in learning. Lelack explained the process for public records request. Lelack reiterated that any questions or requests pertaining to a public information request should be directed to staff. Lelack closed his comments by stating the county is working on a budget proposal and the HLC will be briefed on the details shortly. Commissioner Stemach and Chair Horting-Jones expressed interest and support for a commissioner training. X. ADJOURN There being no further business, the meeting adjourned at 7:12 p.m. Respectfully submitted, Zechariah Heck, Associate Planner 1.1.a Packet Pg. 17 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) ATTACHMENT 3 1.1.a Packet Pg. 18 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) HISTORIC PRESERVATION MONTH 2018 - SCHEDULE OF EVENTS Celebrate the heritage of Deschutes County during May, a month dedicated to engaging in historic preservation. The Deschutes County Historical Society, Deschutes County Historic Landmarks Commission, City of Bend Landmarks Commission, City of Redmond Landmarks Commission, Deschutes Public Library, Bowman Museum, and the Deschutes Land Trust partner to demonstrate how historic preservation enhances our quality of life. With a full schedule of events, it will be easy to understand how and why we are Saving Places. May 2nd, 5pm to 7pm - Preservation Month Showcase, Redmond City Hall Stop by Redmond City Hall to celebrate the kick-off of Historic Preservation Month, with a variety of preservation exhibits and activities, and see what events are happening during May in Central Oregon. Visit displays of historic properties in Central Oregon and learn about the many supportive organizations for historic preservation. Enjoy a slide show, snacks and refreshments, too. Join tours of both the Historic Downtown District, and of the newly renovated City Hall (formerly the Evergreen School and Redmond Union High School). The Vault Taphouse will offer post-tour drinks and live music! MAY 3rd, 10am to 12pm - History + Geology Walk at Willow Springs Preserve, guided by Carol Wall & Derek Loeb, Deschutes Land Trust Join the Deschutes Land Trust, Carol Wall, and Derek Loeb for a spring history and geology walk at Willow Springs Preserve. We’ll wander the meadow and learn about its underlying geology. Then, we’ll dig into the Preserve’s history, including its relationship to the Santiam Wagon Road and those that lived at nearby Camp Polk Meadow Preserve. Registration is required and opens 1 month prior to the event. Please register online at www.deschuteslandtrust.org/hikes Hike Rating: Moderate, 1 to 2 mile hike on old roads and through grassy meadows. What to bring: Snacks/Lunch, water, sturdy hiking shoes. Dress for the weather. MAY 3rd, 6:30pm - “Presidents Who Shaped the West”, presented by Richard Etulain, Bowman Museum, Prineville Join us at the Bowman Museum in Downtown Prineville for author and Western scholar, Richard Etulain, for an informative presentation on the United States Presidents that helped shape the West! Admission is Free. Bowman Museum is located at 246 N Main Street, in Prineville. MAY 5th, 10am to 12pm - Hindman History Wander at Camp Polk Meadow Preserve, guided by Carol Wall & Jan Hodgers, Deschutes Land Trust Join the Deschutes Land Trust, Carol Wall, and Jan Hodgers for a history wander around Camp Polk Meadow Preserve. Explore the starring role that Camp Polk played in the history of Central Oregon as one of the original stopping places on the Santiam Wagon Road. Admire the craftsmanship of the Hindman barn (one of Deschutes County's oldest structures), and imagine what living in the Hindman house would have been like with a descendant of the Hindman family. Registration is required and opens 1 month prior to the event. Please register online at www.deschuteslandtrust.org/hikes Hike Rating: Easy, less than 1 mile walk on gravel trail. Portions will be off-trail through a grassy meadows. What to bring: Snacks, water, sturdy hiking shoes. Dress for the weather. MAY 7th, 5:30pm - Deschutes County Historic Landmarks Commission Meeting ATTACHMENT 4 1.1.a Packet Pg. 19 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) The Deschutes County HLC holds its regular meeting which coincides with Historic Preservation Month. Planning staff will highlight historic preservation month activities and upcoming projects supported by the renewed Certiﬁed Local Government (CLG) grant program. Join us at 1300 NW Wall Street, Barnes & Sawyer Room. MAY 7th, 6pm to 7pm - Know Heritage: “Quackery: The Heritage of Medicine”, Downtown Bend branch of Deschutes Public Library Need description.Community Librarian Nathan Pedersen presents the worst ways to cure anything. Free admission. Meet at the Brooks Room at the Downtown Bend Library. May 9th, 12pm to 1pm - Something Old is New in Sisters, Sisters Park & Recreation District Come learn about the new Three Sisters Historical Society – their mission and vision, the successful ﬁrst events held this past winter, and the activities planned for this summer. Meet the founders and see a slide show of historic photos that bring early Sisters to life. Held at Sisters Park and Recreation District, 1750 McKinney Butte Road, next to the high school. Event is free of charge. May 10th, 6:30pm - “The Roots of History: Oregon’s Heritage Trees”, presented by Nate Pedersen, Bowman Museum, Prineville Join us at the Bowman Museum in Downtown Prineville for author and community librarian, Nate Pedersen, for a very popular presentation on the Oregon Heritage Tree Program: A Virtual Tour of Oregon's Historic Trees. Admission is Free. Bowman Museum is located at 246 N Main Street, in Prineville. MAY 13th, 12pm to 4pm - Bend Open Streets in Old Bend Historic District Bend Open Streets will be on Sunday, May 13th (Mother's Day!) for the NEW “Old-town” Bend route. Bend Open Streets is an initiative of Commute Options, City of Bend, Oregon Government and Bend Park & Recreation District. Temporally closing 1 mile of streets to automobile trafﬁc, so that people may use them for walking, biking, skating, playing and more! It is free, family focused and dog friendly! Bring your bicycle, or just your feet and explore the streets in a safe, healthy and more livable way. Learn more: https://bendopenstreets.org MAY 15th, 6pm to 7pm - Know Heritage: “Savages in My Family Tree”, Downtown Bend Deschutes Public Library Every family's history has hidden stories of characters and their capers, but not everyone goes out of their way to learn about their escapades. Join Clinton K. Clark on his journey to meet and discover the stories of his roughneck relatives who helped settle Oregon with all around Wild West pizzazz. MAY 15th, 6pm - Bend Historic Landmarks Commission meeting, Bend City Council Chambers The Bend Landmarks Commission regular meeting coincides with Preservation Month, open to the public. The Bend City Council’s proclamation of Preservation Month will be presented (as well as at the regular City Council session on May 2nd). City Hall is located at 710 NW Wall Street. MAY 15th, 7:30pm - “Historic Fire Lookouts of Central Oregon”, featuring Penni Borghi, at Archaeological Society of Central Oregon (ASCO) The ASCO May meeting and presentation will feature Penni Borghi, Archaeologist with the Deschutes National Forest, with an overview of the historic of ﬁre lookouts in Central Oregon. ASCO’s regular business meeting begins at 7:00 PM, and the speaker is scheduled for 7:30 PM, at the COAR building, 2112 NE 4th St., Bend. The event is free to the public, but donations are gladly accepted. 1.1.a Packet Pg. 20 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) MAY 16th, 6pm to 7pm - Know Heritage: “Queens of the Roleo”, Downtown Bend Deschutes Public Library Screen the documentary and meet the director of this unique ﬁlm! Dave Jones discusses the importance of preserving a lost chapter of our cultural heritage at a screening of the documentary Queens of the Roleo. MAY 17th, 5:30pm to 7pm - History Wander at Indian Ford Meadow Preserve, guided by Kelly Madden, Deschutes Land Trust Join the Deschutes Land Trust and Kelly Madden for a short stroll to learn about one of our ﬂagship Preserves - Indian Ford Meadow. Explore the human history of the meadow including both Native American and pioneer use. Then, learn about the history of the mountains that surround the meadow while you stroll along a gravel path throughout pine forest and sage meadow. Registration is required and opens 1 month prior to the event. Please register online at www.deschuteslandtrust.org/hikes Rating: Easy, ~1 mile walk, partially accessible. What to bring: Snacks, water, sturdy walking shoes. Dress for the weather. MAY 17th, 6pm to 7pm - “Pioneer Settlers of the Fort Rock Valley” Panel Discussion, High Desert Museum Join photographer Rich Bergeman and a panel of descendants of pioneer settlers for a discussion of the history of the lost communities of the Fort Rock Valley facilitated by Andries Fourie, the High Desert Museum’s Curator of Art and Community Engagement. The panel discussion is part of the programming for the exhibition High Desert Dreams: The Lost Homesteads of the Fort Rock Basin, which features photographs by Rich Bergeman. Museum Members $3, non-members $5 MAY 17th, 6:30pm - “Wandering the High Desert with Stories and Poems” Cowboy Poetry, presented by Rick Steber, Bowman Museum Join us at the Bowman Museum in Downtown Prineville forNorthwest history writer, speaker and educator, Rick Steber, for an entertaining evening of stories and poetry about the High Desert. Admission is Free. Bowman Museum is located at 246 N Main Street, in Prineville. MAY 18th, 12pm to 1pm - Know Heritage: “Savages in My Family Tree”, Sunriver Library Every family's history has hidden stories of characters and their capers, but not everyone goes out of their way to learn about their escapades. Join Clinton K. Clark on his journey to meet and discover the stories of his roughneck relatives who helped settle Oregon with all around Wild West pizzazz. May 19th, 10am to 3pm - Nels & Lilian Andersen Homestead Days Instant Landscaping Company invites you to visit and learn about the Nels and Lilian Andersen Homestead. They will share the story of a wonderful Bend pioneer couple and their family homestead and dairy. Instant Landscaping will dedicate a new interpretive sign for the Homestead and Dairy Farmhouse. The staff is proud to be part of a Bend Landmark property and look forward to showing the unique Tudor farmhouse and homestead to visitors. Instant Landscaping is located at 63160 Nels Anderson Road, accessed from Robal Road (off of Highway 97). MAY 22nd, 6pm to 7pm - Redmond Know Heritage: Redmond City Hall, presented by Scott Woodford, Redmond Public Library Join Scott Woodford, Senior Planner for the city of Redmond, for a look back and a look forward on Redmond. Listen to a discussion put on by City of Redmond ofﬁcials on the story of how the 1922 high school became a new city hall for the community, including how the City ultimately decided to remodel the historic building, the design process, and details on how construction occurred, including several surprises during the process, followed by a tour of the building. Scott Woodford is Senior Planner for the City of Redmond and staff liaison to the City's Historic Landmarks Commission. 1.1.a Packet Pg. 21 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) MAY 23rd, 4pm to 7pm - Santiam Wagon Road Walk at Whychus Canyon Preserve, guided by Kelly Madden, Deschutes Land Trust Join the Deschutes Land Trust and Kelly Madden to explore the 150-year old Santiam Wagon Road at Whychus Canyon Preserve. Hike back in time and imagine traveling west in a wagon train to transport wool from Eastern Oregon to the Willamette Valley, or east to graze livestock on the grasses of the desert. Explore the site of an early homestead and the signs and symbols still visible along the trail today, that help tell the story of travel and commerce in the high desert. Registration is required and opens 1 month prior to the event. Please register online at www.deschuteslandtrust.org/hikes Hike Rating: Moderate, ~3 mile hike on old roads through juniper forest. What to bring: Snacks, water, sturdy hiking shoes. Dress for the weather. May 24th, 6:30pm - “Of Plants, Rocks and Peoples: a Geobotanical Tour of Central Oregon” presented by Stu Garrett, Bowman Museum, Prineville Join us at the Bowman Museum in Downtown Prineville for a great presentation of geobotanical features of Central Oregon, by Stu Garrett, Botany, Agriculture Plant Science Researcher with COCC. Admission is Free. Bowman Museum is located at 246 N Main Street, in Prineville. MAY 24th, 4:30pm to 6pm - Redmond Historic Landmarks Commission meeting, Redmond City Hall The Redmond Landmarks Commission May agenda may include an update on the Commission’s Oregon State Historic Preservation grant applications. City Hall tours will also be offered. Meetings are held at City Hall, at 411 SW 9th Street. MAY 25th, 4pm to 7pm - “Cowboys and Settlers in Sisters”, Sisters HomeLand Realty As part of the Fourth Friday Art Stroll in Sisters, come view the artwork of cowboy artist Len Babb and meet the artist. The art will be on display in the 1908 home of Sisters early settler, stockman, blacksmith, and businessman Hardy Allen. Current owner of the house, Ali Mayea of Sisters HomeLand Realty, will provide refreshments and give guided tours of the house. Get a glimpse of early day Sisters, learn about the new Three Sisters Historical Society that will be offering for sale historic photos of Sisters, and view Babb’s work that reﬂects the life of the working cowboy, so much a part of the history of Central Oregon. The historic Hardy Allen House is located at 401 East Main Avenue. Free of charge. MAY 25th-28th - Ponderosa Mountain Men Little Deschutes Spring Rendezvous, La Pine Each Memorial Day weekend, the Ponderosa Mountain Men organization promotes and encourages the historical interest and safe use of black powder ﬁrearms, with a recreation of historical accurate dress, lifestyle and events. Dry camping is available, and events are numerous, including shooting events, trading, a cook-off and potlucks. Contact Andy Anderson at 541-808-5392 for additional information, or visit www.ponderosamountainmen.org. Registration is required. The weekend event takes place south of La Pine, 4 miles off of Highway 97, heading west on Highway 58. MAY 26th, 12pm to 4pm - Tetherow Crossing Pioneer Day, Redmond All ages are invited to join Redmond Park & Recreation District and Deschutes Public Library for a special event at the historic Tetherow Homestead (5810 NW Tetherow Road). Learn about the history of the homestead and river crossing, and our plans for the coming restoration. We’ll have Pioneer Era games, a general store with penny candy, and mountain man skills for kiddos, as well as site tours, Central Oregon oral histories, and an intro to genealogy research. 1.1.a Packet Pg. 22 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) MAY 29th, 7pm (doors open at 5:30pm) - History Pub - “Camp Abbot: Training for War on the High Desert”, presented by Tor Hanson, McMenamin’s Old St. Francis School, Father Luke Room Today Sunriver is an idyllic community in Central Oregon, but during World War II, it was the site of Camp Abbot, the western-most engineer replacement training center of the U.S. Army Corps of Engineers. Under the leadership of Col. Frank Besson, the U.S. Army trained 90,000 men at the camp, from 1943 through 1944. There, amongst pine trees and sagebrush, soldiers endured sub-freezing winters and hundred-degree summers. Local historian Tor Hanson has lived in Bend, Oregon for more than 25 years. He is a board member of the Deschutes County Historical Society and editor of its monthly newsletter, The Homesteader. Event is free but reservations are requested and available by visiting www.deschuteshistory.org. McMenamin’s is located at 700 NW Bond Street in Bend. MAY 30th, 10am to 1pm - Santiam Wagon Road Walk at Whychus Canyon Preserve, guided by Kelly Madden, Deschutes Land Trust Join the Deschutes Land Trust and Kelly Madden to explore the 150-year old Santiam Wagon Road at Whychus Canyon Preserve. Hike back in time and imagine traveling west in a wagon train to transport wool from Eastern Oregon to the Willamette Valley, or east to graze livestock on the grasses of the desert. Explore the site of an early homestead and the signs and symbols still visible along the trail today, that help tell the story of travel and commerce in the high desert. Registration is required and opens 1 month prior to the event. Please register online at www.deschuteslandtrust.org/hikes Hike Rating: Moderate, ~3 mile hike on old roads and through juniper forest. What to bring: Snacks/Lunch, water, sturdy hiking shoes. Dress for the weather. MONTH-LONG ACTIVITIES MAY 15th to 31st - Preservation Success in Central Oregon, La Pine Library Through informative graphic displays, learn about local historic projects in Central Oregon that have been preserved, restored or rehabilitated. Historic structures and properties include the Penney Galleria in Bend; Redmond City Hall (Redmond Union High School and Evergreen School); Deedon Homestead in La Pine; Liberty Theater in Bend; Paulina Lake IOOF Cabins; Sisters Belfry; Bend Amateur Athletic Club; French House in Bend; Redmond Freight Depot; Trinity Episcopal Church in Bend; and Mirror Pond in Bend. La Pine Library is located at 16425 First Street. Guided Tour of Historic Downtown Bend - Fridays & Saturdays in May, 10am, Bend Visitor Center Join a Bend expert from Visit Bend for a free one-hour guided tour of the historic downtown core. Learn a bit of the past as well as the ins-and-outs and hotspots of present-day Bend and Central Oregon. Dates include 5/4, 5/5, 5/11, 5/12, 5/18, 5/19, 5/25 and 5/26. ADVANCE RESERVATIONS REQUIRED. Please call 541-382-8048 for details, recommended for children 10 and older. Meet at 750 NW Lava Road. SHPO funding statement: This publication has been funded with the assistance of a matching grant-in-aid from the Oregon State Historic Preservation Ofﬁce and the National Park Service. Regulations of the U.S. Department of the Interior strictly prohibit unlawful discrimination on the basis of race, color, national origin, age or handicap. Any person who believes he or she has been discriminated against in any program, activity or facility operated by a recipient of Federal assistance should write to: Ofﬁce of Equal Opportunity, National Park Service, 1849 C Street, NW, Washington, D.C. 20240. 1.1.a Packet Pg. 23 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) PRESENTED BY: DESCHUTES, BEND, & REDMOND LANDMARK COMMISSIONS, AND THE PARTNERS BELOW FOR COMPLETE INFO: WWW.DESCHUTESHISTORY.ORG This publication has been funded with the assistance of a matching grant-in-aid from the Oregon State Historic Preservation Office and the National Park Service. Regulations of the U.S. De-partment of the Interior strictly prohibit unlawful discrimination on the basis of race, color, national origin, age or handicap. Any person who believes he or she has been discriminated against in any program, activity or facility operated by a recipient of Federal assistance should write to: Office of Equal Opportunity, National Park Service, 1849 C Street, NW, Washington, D.C. 20240. Events May 2 5-7p Preservation Month Showcase, Redmond City Hall May 3 6:30p “Presidents Who Shaped the West”, Bowman Museum May 7 6-7p Know Heritage: “Quackery: The Heritage of Medicine”, Downtown Bend Library May 9 12-1p Something Old is New in Sisters, Sisters Park & Recreation District May 10 6:30p “The Roots of History: Oregon’s Heritage Trees”, Bowman Museum May 15 6-7p Know Heritage: “Savages in My Family Tree”, Downtown Bend Library May 15 7:30p “Historic Fire Lookouts of Central Oregon”, COAR Building May 16 6-7p Know Heritage: “Queens of the Rodeo”, Downtown Bend Library May 17 6-7p “Pioneer Settlers of the Fort Rock Valley”, High Desert Museum May 17 6:30p “Wandering the High Desert with Stories and Poems”, Bowman Museum May 18 12-1p Know Heritage: “Savages in My Family Tree”, Sunriver Library May 19 10-3p Nels & Lilian Andersen Homestead Days, 63160 Nels Anderson Rd., Bend May 24 6:30p “Of Plants, Rocks and Peoples: a Geobotanical Tour”, Bowman Museum May 25 4-7p “Cowboys and Settlers in Sisters”, 401 E Main Ave., Sisters May 26 12-4p Tetherow Crossing Pioneer Day, 5810 NW Tetherow Rd., Redmond May 29 7p History Pub - “Camp Abbot: Training for War on the High Desert”, McMenamin’s Guided Tours May 3 10a-12p History + Geology Walk at Willow Springs Preserve, Deschutes Land Trust May 5 10a-12p Hindman History Wander at Camp Polk Meadow Preserve, Deschutes Land Trust May 17 5:30-7p History Wander at Indian Ford Meadow Preserve, Deschutes Land Trust May 22 6p Redmond: Know Heritage - Redmond City Hall Project, Redmond City Hall May 23 4-7p Santiam Wagon Road Walk at Whychus Canyon Preserve, Deschutes Land Trust May 30 10a-1p Santiam Wagon Road Walk at Whychus Canyon Preserve, Deschutes Land Trust Ongoing Activities May 15-31 Preservation Success in Central Oregon, La Pine Library May 25-28 Ponderosa Mountain Men Little Deschutes Spring Rendezvous, La Pine Fri’s. & Sat’s. 10a Guided Tour of Historic Downtown Bend, Visit Bend Office Historic Preservation Meetings May 7 5:30p Deschutes County Historic Landmarks Commission Meeting, 1300 Wall St. MAY 15 6p Bend Historic Landmarks Commission meeting, Bend City Council Chambers MAY 24 4:30-6p Redmond Historic Landmarks Commission meeting, Redmond City Hall 1.1.a Packet Pg. 24 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) ANNUAL REPORT AND WORK PLAN PUBLIC COMMENT PERIOD: APRIL 3- JUNE 6 Send comments to: Nick.Lelack@deschutes.org 117 NW Lafayette Ave., Bend, OR 97703 DRAFT PUBLIC HEARING SCHEDULE 1300 NW Wall Street, Bend, OR 97703 Planning Commission: April 26, 5:30 p.m. Board of County Commission: June 6, 10:00 a.m. ATTACHMENT 5 1.1.a Packet Pg. 25 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) 2 The Community Development Department facilitates orderly growth and development in the Deschutes County community through coordinated programs of Land Use Planning, Environmental Soils, Building Safety, Code Enforcement, Education and Service to the public. UPDATE Elected and Appointed Officials…………………………...………………………………………………………………………………………...…………...….3 Introduction .......................................................................................................................................................................................... ..4 Overview.................................................................................................................................................................................................. 6 Executive Summary / Population Growth ....................................................................................................................................... 8 Board of County Commissioner’s 2018-19 Goals & Objectives ................................................................................................. 9 Community Development Performance Measures 2018-19 .................................................................................................. 10 Administrative Services: Accomplishments and Work Plan .................................................................................................... 12 Coordinated Services: Accomplishments and Work Plan ......................................................................................................... 13 Code Enforcement: Accomplishments and Work Plan ............................................................................................................. 15 Building Safety: Accomplishments and Work Plan .................................................................................................................... 19 Environmental Soils: Accomplishments and Work Plan .......................................................................................................... 22 Planning: Accomplishments and Work Plan ............................................................................................................................... 25 Community Involvement Report .................................................................................................................................. 30 Staff Directory ..................................................................................................................................................................................... 40 1.1.a Packet Pg. 26 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) 3 Elected and Appointed Officials BOARD OF COUNTY COMMISSIONERS Tony DeBone, Chair Philip G. Henderson, Vice Chair Tammy Baney, Commissioner COUNTY ADMINISTRATION Tom Anderson, County Administration I Erik Kropp, Deputy County Administrator PLANNING COMMISSION Dale Crawford - Redmond ( Chair) Maggie Kirby - Bend (Vice Chair) Steve Swisher - Sisters Hugh Palcic - South County Jim Beeger - Bend Susan Tunno - Redmond Les Hudson - At Large HISTORIC LANDMARKS COMMISSION Chris Horting-Jones, Chair - Unincorporated Sharon Leighty, Vice Chair - Unincorporated Kelly Madden - Ex-Officio Bill Olsen - Pioneer Association Dennis Schmidling, Secretary - City of Sisters Rachel Stemach - Ex-Officio HEARINGS OFFICERS Liz Fancher I Gregory J. Frank I Stephanie Hicks I Dan Olsen I Will Van Vactor BICYCLE AND PEDESTRIAN ADVISORY COMMITTEE Cheryl Howard - Chair Christopher Cassard - Vice Chair Brad Tower Katrina Lagenderfer Greg Svelund Ann Marland Mark Smith Katie Hammer Michelle DeSilva Rick Root Wendy Holzman Scott Ferguson Dave Thomson 1.1.a Packet Pg. 27 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) 4 Introduction Purpose The Annual Report & Work Plan highlights the department’s 2017-18 accomplishments and 2018-19 Work Plan. The Annual Report & Work Plan is developed to:  Report on the department’s achievements and performance the prior year;  Implement the Board of County Commissioners (BOCC) goals and objectives;  Implement the Deschutes County Customer Service “Every Time” Standards;  Effectively and efficiently manage organizational assets, capabilities, and flnances;  Fulflll the department’s regulatory compliance requirements;  Enhance the County as a safe, sustainable, and highly desirable place to live, work, learn, recreate, visit, and more; and  Address changes in state law. Summaries of CDD’s performance measure results are provided in each division’s section as well as in the CDD Scorecard in the Appendix. A summary of the department’s overall Work Plan is also provided in the Appendix. Adoption The BOCC adopts the Annual Report & Work Plan after considering public, stakeholder and partner organization input, and Planning Commission and Historic Landmarks Commission recommendations. The Work Plan often includes more projects than there are resources available. CDD coordinates with the BOCC throughout the year to prioritize and initiate projects. Projects not initiated are often carried over to future years. SISTERS CITY HALL 520 East Cascade Ave. Tuesday & Friday 9:00-4:00 REDMOND CITY HALL 437 SW 9th St., Suite 202 Tuesday 8:00-4:30 LA PINE CITY HALL 16345 Sixth Street Monday & Thursday 9:00-4:00 MAIN OFFICE 117 NW Lafayette Ave. Bend Mon., Tues., Thurs., Fri. 8:00-5:00 Wed. 9:00-5:00 Deschutes County Community Development Locations 1.1.a Packet Pg. 28 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) 5 Department Overview The Community Development Department (CDD) oversees building safety and electrical services, planning and zoning, environmental review, code enforcement and administrative services for Deschutes County. CDD consists of six divisions which provide coordinated planning and development services. The divisions include the following:  ADMINISTRATIVE SERVI CES Provides oversight for all departmental operations and facilities, human resources, budget, customer services, technology and performance measures. Systems Analyst staff are responsible for the integration of technology across all CDD divisions and coordinates with the cities as well as providing direct service to the public via application training and support, web-based mapping, reporting services and data distribution.  COORDINATED SERVICES DIVISION Provides coordination of permitting and “front line” direct services to customers at the main office in Bend and at the Redmond, Sisters and La Pine City Halls.  CODE ENFORCEMENT Code enforcement is responsible for investigating code violation complaints to ensure compliance with each of the codes and statutes administered by CDD, and provides direct service on contract to the City of La Pine for solid waste violations.  BUILDING SAFETY DIVISION Provides construction plan reviews, consultation and inspections to assure compliance with federal and state building codes in the rural County and cities of Sisters and La Pine.  ENVIRONMENTAL SOILS DIVISION Regulates on-site wastewater treatment systems (septic) and monitors environmental factors for public health and resource protection.  PLANNING DIVISION The Planning Division is separated into two operational areas, Current and Long Range Planning. Current Planning processes individual land use applications and provides information to the public on all land use related issues. Long Range Planning addresses the future needs of the community through updates to the comprehensive plan, changes to County Code and other special projects. 1.1.a Packet Pg. 29 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) 6 Department Overview FY 2015 FY 2016 FY 2017 FY 2018 FY 2019 Total FTE’s 34.00 36.00 45.00 52.00 52.00 1 FY 16 Reserves: $1,037,652 2 FY 17 Reserves: $1,375,000 3 FY 18 Reserves: $823,610 4 FY 19 Reserves: $472,679 Staff Summary Organizational Chart Budget Summary FY 2015 FY 2016 1 FY 2017 2 FY 20183 FY 2019 4 (requested) Resources $7,833,348 $7,213,683 $8,420,357 $8,978,919 $10,657,457 Requirements $7,833,348 $7,213,683 $8,420,357 $8,978,919 $10,657,457 1.1.a Packet Pg. 30 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) 7 Key Department Issues FY 2018 - 2019 Key CDD flscal issues and operational challenges in FY 2018-19 are summarized below, as well as emerging departmental and community issues. These issues directly affect CDD’s 2018-19 work plan. Fiscal Issues  Ensure costs are fully accounted for and recovered through fees and other revenue sources.  Ensure flnancial stability and ongoing operations through establishing a long term flnancial plan. Operational Challenges and Opportunities  Maintaining high customer service levels with appropriate staffing levels.  Responding to new regulations and laws as outcome of 2018/19 legislative sessions.  Processing complex and controversial land use applications and decisions and code enforcement cases.  Preparing for workforce turnover through succession planning and staff retention strategies.  Addressing affordable housing.  Improving website, development statistics, and other reports. Emerging Issues  Managing population growth and demographic changes  Addressing a growing need for affordable housing  Preserving and protecting natural resources, water quality and quantity  Improving transportation systems  Anticipating new economic and agricultural opportunities  Maintaining and enhancing high quality of life  Reducing natural hazard risks, preparing for disaster resilience  Planning for healthy and safe communities  Regional planning, coordination, partnerships  Expanding recreational opportunities  Facilitating access to health care and higher education 1.1.a Packet Pg. 31 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) 8 Population Growth Geographic Area 2000 2010 AAGR 2000-2010 2018 2043 2068 Deschutes County 116,277 157,905 3.1% 187,621 301,999 432,930 Bend 52,163 77,010 4.0% 91,373 162,336 255,291 Redmond 15,524 26,508 5.5% 29,364 51,617 82,575 Sisters 961 2,038 7.8% 2,691 5,169 8,431 La Pine 899 1,653 6.3% 1,833 3,954 5,894 Unincorporated 45,280 50,524 1.0% 62,360 79,236 80,739 Central Oregon is a dynamic region and an extraordinary place to live, work, learn, recreate and visit as clearly demonstrated by the sustained population growth the region has seen over the past six decades. This page provides a snapshot of the County’s growth since 1960 and the preliminary 50-year Portland State University, Oregon Population Forecast Program, through 2068. TOTAL DESCHUTES COUNTY POPULATION & FORECAST: 1960-2065 HISTORICAL AND PORTLAND STATE UNIVERSITY FORECAST TRENDS 1.1.a Packet Pg. 32 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) Enhancing the lives of citizens by delivering quality services in a cost-effective manner SAFE COMMUNITIES Protect the community through planning, preparedness and delivery of coordinated services 1. Provide safe and secure communities through coordinated public safety services. 2. Reduce crime and recidivism through prevention, intervention, supervision and enforcement. 3. Collaborate with partners to prepare for and respond to emergencies and disasters HEALTHY PEOPLE Enhance and protect the health and well being of communities and their residents 1. Support and advance the health and safety of Deschutes County’s diverse populations. 2. Promote well-being through behavioral health and community support programs. 3. Help to sustain natural resources in balance with other community needs. ECONOMIC VITALITY Promote policies and actions that sustain and simulate economic vitality 1. Support affordable housing options through availability of lands and appropriate regulation. 2. Administer land use programs that promote livability, and sustainability. 3. Maintain a safe, efficient and sustainable transportation system. 4. Partner with organizations and manage County assets to attract business development, tourism, and recreation. SERVICE DELIVERY Provide solution-oriented service that is cost effective and efficient. 1. Ensure quality service delivery through the use of innovative technology and systems. 2. Support and promote Deschutes County Customer Service “Every Time” standards. 3. Promote community participation and engagement with County government. 4. Preserve and enhance capital assets and strengthen flscal security. 5. Provide collaborative internal support for County operations. 9 FY2019-20 Goals & Objectives 1.1.a Packet Pg. 33 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) 10 Performance Measures The Community Development Department’s 2018-19 goals are refiected in the performance measures below. These performance measures strategically and comprehensively align all of CDD’s operations with the Board of County Commissioners’ (BOCC) 2018-19 Goals and Objectives and the County’s Customer Service Standards. The performance measures address service delivery expectations from the perspective of CDD’s customers; ensure the department fulfllls its regulatory compliance requirements; effectively manage the organization’s assets, capacities, and flnances; and preserve and enhance the County as a safe, sustainable, and desirable place to live, visit, work, learn and recreate. CDD performance measures implement the BOCC’s FY 2018-19 goals and objectives. Each performance measure references the applicable BOCC goal and objective. For example, CDD performance measure 4, which is to achieve 85% voluntary compliance in Code Enforcement cases, implements the BOCC’s Safe Communities Objective 1 to provide safe and secure communities through coordinated public safety and services will include the reference “SC-1” in bold type.  SAFE COMMUNITIES (SC)  HEALTHY PEOPLE (HP)  ECONOMIC VITALITY (EV)  SERVICE DELIVERY (SD) All CDD 1. Complete single family dwelling permit process from Application Acceptance to Ready to Issue in 30 days. (SD-1) 2. Complete commercial structural permit process from Application Acceptance to Ready to Issue in 35 days. (SD-1) 3. Achieve a customer feedback rating of 2.9 (out of 3.0) or better. (SD-2) Coordinated Services and Code Enforcement 4. Achieve 85% voluntary compliance in Code Enforcement cases. (SC-1) 5. Resolve 75% of Code Enforcement cases within 12 months. (SC-1) 6. Complete Code Enforcement Procedures Manual amendments. (SC-1) 7. Complete structural permit Ready-to-Issue turnaround time of 4 days. (SD-1) Building Safety 8. Achieve an average of 6-10 stops at different construction job sites per day for each Building Inspector. Each stop may consist of multiple inspections. (SD-1) 9. Achieve an average turnaround time on building plan reviews of 8-10 days. (SD-1) 1.1.a Packet Pg. 34 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) 11 Performance Measures (Cont.) Environmental Soils 9. Issue new onsite septic system permits within 15 days of receiving a complete application. (SD-1) 10. Achieve compliance with the ATT operation and maintenance reporting requirements of 95%. (HP-3) Planning 11. Issue all planning administrative (staff) decisions for land use actions requiring prior notice within 45 days of determination of complete application. (SD-1) 12. Issue all planning administrative (staff) decisions for land use actions that do not require prior notice within 21 days of determination of complete application. (SD-1) 13. Coordinate with cities regarding growth management. (EV-1, EV-2, EV-3, EV-4, HP-1) 14. Coordinate with the City of Bend to implement the Bend Airport Master Plan.( EV-2, EV-4) 15. Coordinate with the City of Redmond to entitle a large lot industrial site. (EV-4) 16. Re-evaluate agricultural land designations. (EV-2, SD-3) 17. Complete Sisters Country Vision Plan in coordination with the City of Sisters and Central Oregon Intergovernmental Council. (EV-2) 1.1.a Packet Pg. 35 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) 12 Administrative Services Overview Administrative Services provides oversight for all departmental operations and facilities, human resources, budget, customer services, technology and performance measures. Administrative Services includes the Community Development Director, Senior Management Analyst, two Systems Analysts, and one Administrative Assistant. Accomplishments  Monitored new performance measures to evaluate the efficiency and effectiveness of departmental operations and processes.  Completed departmental Business Processes Audit and implemented 90% of recommendations.  Implemented new accounting, human resources, and timekeeping software.  Began remodel of CDD lobby to improve safety, customer services, and efficiency.  Distributed performance measure reports to internal and external customers.  Complete implementation of Business Processes Audit recommendations.  Worked with the County’s database administrator to implement the use of genealogy within Accela and DIAL, allowing reverse chronological research of parcel changes. Work Plan  Complete remodel CDD lobby to improve safety, customer services, and efficiency.  Monitor a new performance measure to target the number of days from building permit acceptance to ready to issue of 30 days.  Implement CDD information technology strategic plan.  Update CDD website, including division and project webpages.  Create a new web-based CDD newsletter to report department news, development statistics, performance measure results, notable quasi-judicial land use decisions, long range planning updates, and department news. 1.1.a Packet Pg. 36 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) 13 Coordinated Services Overview The Coordinated Services Division provides service to customers at the main office in Bend, as well as in City Halls in Redmond, La Pine and Sisters. The Division consists of nine permit technicians. Staff work to ensure minimal wait times, provide accurate information to the public and ensure the efficient operation of the front counter and coordination among all divisions. Staff also perform basic building plan reviews. Accomplishments  Permit Technicians currently staff three satellite offices one day per week each, increasing to two days per week due to permit volumes. The ability to be co-located in each jurisdiction’s city hall has greatly enhanced communication while processing permits. A signiflcant number of projects have been initiated in cities, requiring a substantial amount of staff time. The Redmond satellite office continues to see only a minimal number of customers each week.  There was increased use of our online permitting services this past year.  Maintained a high level of customer service during a period of increased activity and new staff training.  In coordination with Administrative Services, Coordinated Services continues to assess equipment used by staff to ensure operational needs are met. The team developed project lists that will enhance service, staff efficiency and communications. Projects included:  Providing smart phones to building and environmental health inspectors and code enforcement technicians in the fleld to provide real-time inspection results; making data available to inspectors in the fleld; and improving communication, photography and printing tools;  Reviewing business processes and procedures and making several adjustments to accommodate and fully utilize Accela.  Continued to create efficiencies using the Accela 1.1.a Packet Pg. 37 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) 14 Coordinated Services (cont.) permitting software. As the software evolves and new tools become available, Deschutes County continues to be a statewide leader in offering training opportunities to our customers and regional agency partners using the software.  Deschutes County has created an Accela ePermitting Advisory Group that will be looking at the future of State ePermitting systems and how it can best flt the needs of the jurisdictions statewide. This is both an opportunity to discuss system issues and to offer suggestions for improvements to meet Deschutes County’s needs. The state has been supportive of this group and its suggestions. Performance Measures  Percentage of permits applied for at counter target is 40%. Results: 70.1%. Did not achieve performance measure. Work Plan  Continue to coordinate and conduct public outreach and education on Accela and related elements to increase customer use of ePermitting, and encourage submittal of applications for participating jurisdictions.  Continue to monitor customer and permit volumes in City of Sisters and City of La Pine to ensure resources are allocated to those locations ensuring customers are served in a timely and efficient manner.  Increase customer and public education on Accela and online permit applications in coordination with Information Systems staff to achieve performance measure.  Continue to explore options for improving efficiencies for permit applications submittals.  Work with the new City of La Pine Community Development Director to improve efficiencies for reviewing building permit applications, the issuance of complex permits and Certiflcate of Occupancies for properties located in the City.  Continue working with the City of Sisters to improve efficiencies in review of permit applications and issuance of those permits.  Serve on statewide ePermitting committee, participate in national Accela conference, and pursue other actions to ensure Accela meets Deschutes County’s needs.  Continue to cross train permit technicians to perform simple plan reviews and participate in statewide permit technician training programs and Central Oregon Planners Network Training.  Achieve 25% of all permits being submitted electronically, with the exception of planning applications (the capability does not yet exist).  Establish and monitor a new performance measure—the target number of days for structural permit ready to issue turnaround time for Coordinated Services of four days. 1.1.a Packet Pg. 38 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) 15 Code Enforcement Overview The Code Enforcement program consists of three Code Enforcement Specialists plus a volunteer. The program is managed by the Coordinated Services Administrative Manager and is supported by a law enforcement technician from the Sheriff’s Department and operating divisions. Code Enforcement is responsible for investigating code violation complaints associated with building, land use, onsite wastewater disposal and solid waste codes (by contract with the Solid Waste Department). The program’s overriding goal is to achieve voluntary compliance. If necessary, citations are issued for prosecution in Circuit Court or before a Code Enforcement hearings officer. The program continues to adapt to the County’s challenges of growth and diversiflcation, incorporating new measures to ensure timely code compliance. With the legalization of marijuana, Code Enforcement has been the leading entity for receiving and investigating signed and anonymous complaints. Code Enforcement closely coordinates with CDD divisions, the Sheriff’s Office, the District Attorney’s Office, and state agencies to achieve code and legal compliance of marijuana operations. Voluntary compliance remains the Code Enforcement program’s core objective and staff continue to reflne best practices to achieve this outcome. However, an ever-growing number of cases require further code enforcement action because of lagging correction or non-compliance. Through the continuing development and reflnement of Procedures for Administrative Civil Penalty, Code Enforcement is obtaining expedited compliance from citations, a contrast to court adjudication and greater cost recovery. A disconcerting trend is the necessity for County abatement in some cases. In abatement, the County affects the cure of violations with prioritization on cost recovery. Abatement action is reserved for matters of chronic nuisance and public health and safety. In response to this trend, Code Enforcement is closely coordinating with other County departments in the development and enactment of abatement plans. BEFORE AFTER 1.1.a Packet Pg. 39 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) 16 Code Enforcement (cont.) Accomplishments  Code enforcement resolved 450 cases in 2017.  Staff found that using volunteers in the proactive code enforcement program was once again a great success. Volunteers directly enhanced the program’s productivity and efficiency through reviews of Temporary Use Permits for compliance with conditional use decisions, including medical hardships, removal of manufactured homes for storage permits and for living in RVs.  Successfully coordinated with the inmate work crew to resolve solid waste cases. This partnership between two County departments helps resolve difficult cases and helps homeowners come into compliance. The County Road Department is also involved in helping to abate properties with hazardous structures.  Created a new anonymous marijuana complaint form, providing parties the option to submit the anonymous complaints.  Created a new case type for marijuana complaints in order to monitor those cases. This will allow for easier and consistent reporting.  Staff started issuing a “Notice of Civil Penalty“ before a Hearings Officer rather than Circuit Court. This new process has allowed staff to schedule multiple hearings per day, which expedites cases. It also allows staff to have a lien placed on the property if the property owner has not complied with County Code and pursue further action, as needed. 252 241 284 366 457 581 0 100 200 300 400 500 600 700 2012 2013 2014 2015 2016 2017 +25% +29% +18% -4% +27% NEW CODE ENFORCEMENT CASES 1.1.a Packet Pg. 40 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) 17 Performance Measures  Achieve 85% voluntary compliance. Table 1 below shows the program is within range of achieving this performance measure with 83.66% of cases resolved voluntarily.  Resolve cases within 12 months of opening a case. Table 2 shows that 84% of cases were closed within 12 months. The program is in within range of achieving this performance measure. TABLE 1—COMPLIANCE 85%84%85%88%92% 84% 10%13%10%6%3%4%5%3%5%4%4%8%0%0%0%2%1%3% 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% 2012 2013 2014 2015 2016 2017 Voluntary Warning Citation Injunction TABLE 2—CASE TURNAROUND 13% 8%11% 17%18%20% 26% 21%21% 29% 32%34% 62%64% 57%58% 67%70% 77% 86% 82%81% 85%84% 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% 2012 2013 2014 2015 2016 2017 Closed within 30 Days Closed within 60 Days Closed within 180 Days Closed within 1 Year Code Enforcement (cont.) 1.1.a Packet Pg. 41 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) 18 Work Plan  Achieve 85% voluntary compliance in Code Enforcement cases.  Resolve 85% of Code Enforcement cases within 12 months.  Continue coordinating with the Sheriff’s Office, District Attorney, Legal Counsel, and Planning staff to track, process, and resolve marijuana complaints in a timely fashion and revisit the approach to marijuana code violations with the BOCC.  Update the Code Enforcement Policy and Procedure Manual and County Code, if applicable, to implement:  BOCC direction on the approach to marijuana code enforcement and associated procedures to process violations;  Land use procedures code amendments;  Other housekeeping amendments to refiect business practices.  Continue to utilize the inmate work crew to resolve solid waste cases where the property owner is unable to comply with County Code due to medical issues.  Continue proactive efforts in investigation of illegal second dwellings, review temporary use permits, and follow up on replacement dwellings.  Continue to establish relationships with homeowners’ associations, including offering to speak at meetings to share information and enforcement operating procedures.  Survey other jurisdictions and incorporate innovative enforcement practices where appropriate. This effort includes direct involvement with the Oregon Code Enforcement Association (OCEA) conference participation and networking.  Administer the Volunteer Program, focusing on reviewing temporary land use approvals for medical hardships which require the submittal of annual reports and similar cases.  In cooperation with the Building Safety Division, participate in the development of a text amendment on the County Outdoor Lighting Ordinance. The amendment will update tables to include compact fiorescent lighting and LED options.  Consider proactive review and enforcement of non-compliance with land use decision’s conditions of approval.  Create a tracking system for code enforcement cases submitted and processed as part of the land use application process. Submit report to the BOCC in early 2019.  Reflne property abatement process to cure violations. Code Enforcement (cont.) 1.1.a Packet Pg. 42 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) 19 Overview The Building Safety Division interprets and enforces the state-mandated building codes through a process of education and a clear and fair application of the specialty codes. The Division provides all of these services throughout the rural county, the Cities of La Pine and Sisters, and various services to Lake, Jefferson, Klamath and Crook counties, the Cities of Bend, Redmond and the State of Oregon Building Codes Division on an as needed basis. The Division consists of the Building Safety Director, Assistant Building Safety Director, and 15 Building Inspectors. Accomplishments  Issued 580 new single-family dwelling permits in 2017 for all Deschutes County building jurisdictions. These include 43 new homes in City of La Pine and 91 new homes in the City of Sisters.  Nominated Angie Havinear as Oregon Building Officials Association as Permit Technician of the Year. Ms. Havinear earned the award.  Continued to enhance Accela’s capabilities through identifying issues, articulating business needs and flnding solutions and opportunities with this emerging building inspection software.  Continued to cross-train all staff members to improve efficiencies.  Continued to diversify division staff with the hiring of our newest Fire & Life Safety Plans Examiner.  Hired the division’s flrst licensed Architect as a Fire & Life Safety Plans Examiner.  Facilitated the approval of the Sisters’ Assisted Living Facility.  Participated in the preconstruction meetings for dozens of marijuana related facilities.  Participated in the construction process for The Cloud Chaser, Mt. Bachelor’s newest ski lift.  Participated in the construction process for a new medical facility in La Pine.  Maintained inspector certiflcations.  Presented to:  CCB licensed contractors through CCB’s local educational program at COCC. Building Safety 1.1.a Packet Pg. 43 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) 20  A well-attended educational program that included all local building jurisdictions and the local design professional community through a partnership with the local International Code Council chapter.  Local chapter of International Association of Plumbing and Mechanical Officials.  Redmond Proflciency Academy Tiny House class in 2017. Building Safety (cont.) NUMBER OF NEW HOMES NUMBER OF PERMITS ISSUED 1.1.a Packet Pg. 44 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) 21 Performance Measures  Achieve 6-10 stops at different construction job sites per day for each building inspector. Each stop consists of multiple inspections. Achieved: 10.28.  Complete 2-4 residential plan reviews per day per plans examiner. Achieved: 1.3.  Percentage of permits applied for electronically: 20%-40%. Achieved 29.9%  Percentage of inspections scheduled electronically: 50%-80%. Achieved 60.4%.  Residential plan review turnaround time in days: 2-8. Achieved 12.32.  Inspections completed same day as requests: 90-100%. Achieved 98.9%. Work Plan  Manage staffing resources to meet increased business demands, particularly with a diversity of projects in Sisters and La Pine.  Continue succession planning, cross-training, and technology and vehicle investments to maintain and improve efficiencies.  Achieve an average of 6-10 stops at different construction job sites per day for each building inspector. Each “stop” includes multiple inspections.  Achieve an average turnaround time on building plan reviews of 2-8 days.  Coordinate with Information Systems staff to promote and educate customers on how to apply for permits and inspections electronically.  Participate in public, community, and customer-speciflc education and outreach efforts.  Continue to serve in regional and statewide and statewide leadership positions to support Deschutes County and Central Oregon interests. Building Safety (cont.) 1.1.a Packet Pg. 45 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) 22 Overview The Environmental Soils Division is staffed by one Environmental Health Supervisor, one Environmental Health Specialist, one Environmental Health Specialist Trainee and one on-call inspector who provide site evaluations, design review, permitting, inspection, education and coordination with DEQ for onsite wastewater treatment and dispersal systems. Additional support staff include a permit technician. Staff also inspect sewage pumper trucks, report on the condition of existing wastewater systems, maintain an Operations and Maintenance tracking system, provide the public with information on wastewater treatment systems and regulations, and investigate sewage hazards. Staff are also engaged in the proactive pursuit of protecting the groundwater in Deschutes County. Accomplishments  Assessed 229 sites for onsite wastewater treatment and dispersal systems, a decrease of approximately 20% from 2016, and issued 1,361 permits and authorizations for new and existing onsite treatment and dispersal systems, an increase of 11% from 2016. Assessed sites in 2016 included two new subdivisions. In general, applications are more complex and technical compared to recent previous years.  Regularly coordinated with Department of Environmental Quality (DEQ), including the hydrologist in the Western Region office, to determine the circumstances in South County requiring protective onsite wastewater systems. Staff continued to support and work with DEQ staff on South Deschutes/Northern Klamath Groundwater Protection Steering Committee recommendations.  Continued coordination with the Deschutes County/NeighborImpact Loan Partnership program that provides flnancial assistance to South County property owners when a nitrogen-reducing ATT system is required to repair a failing onsite system.  Made available to property owners in South County a rebate of $3,750 per property for upgrading conventional onsite systems to nitrogen reducing pollution reduction systems. No property owners pursued this opportunity in 2017.  Coordinated with the City of Bend to assess sites eligible for onsite wastewater treatment and dispersal Environmental Soils 1.1.a Packet Pg. 46 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) 23 systems due to their distances from a sewer collection facility. Coordinated on proposed developments with City staff.  Updated Operation & Maintenance database for systems required to have service agreements and annual reporting. Achieved 96.5% compliance on 657 accounts. Multiple Environmental Soils staff are familiar with the database and most communications with service providers occur electronically. Performance Measures  New septic system permit process control turnaround time: 5-15 days. Achieved: 11.02. Environmental Soils (cont.) SITE EVALUATIONS SEPTIC PERMITS ISSUED 69 114 140 170 285 229 0 50 100 150 200 250 300 2012 2013 2014 2015 2016 2017 +68% +21% +23% +65% -20% 926 810 935 1188 1231 1361 0 200 400 600 800 1000 1200 1400 1600 2012 2013 2014 2015 2016 2017 +4%+27% +15% -13% +11% 1.1.a Packet Pg. 47 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) 24  Percentage of permits applied for electronically: 15%-50%. Achieved: 5.5%.  Percentage of inspections scheduled electronically: 35%-65%. Achieved 37.9%  Pre-cover inspections completed same day as request: 90-100%. Achieved 94.9%. Work Plan  Continue to maintain or exceed service level goals and permit application processing time for site evaluations, design review and inspection of onsite wastewater treatment and dispersal systems.  Achieve a 10-day turnaround for new construction permits.  Prioritize addressing sewage health hazards and protecting public health and the environment.  Continue working with the DEQ on permitting protective onsite wastewater systems in South Deschutes County.  Participate with DEQ in the pursuit of groundwater protection solutions and possible implementation of the South Deschutes/Northern Klamath Groundwater Protection Steering Committee recommendations.  Provide financial assistance opportunities when needed and appropriate to assist South Deschutes County property owners who do not qualify for conventional loans to upgrade conventional onsite systems to nitrogen reducing pollution reduction systems (Nitrogen Reducing System Rebates and the NeighborImpact Non-conforming Loan partnership).  Participate in the City of Bend Storm Water Public Advisory Group.  Continue coordination with the City of Bend and DEQ regarding the southeast sewer interceptor and sewer expansion, and the impact on homeowners with onsite wastewater systems.  Maintain and update the South Deschutes County Groundwater Protection Annual Report.  Participate in DEQ Accela task force to improve efficiency and clarity with the electronic permit system across the onsite program.  Participate in the Upper Deschutes Agricultural Water Quality Management Area Local Advisory Committee.  Coordinate with Information Systems staff to promote and educate customers on electronic permit submittals and inspection scheduling.  Long-Term Projects: Update the DEQ contract for the Onsite Wastewater Treatment System Program to be more consistent with current rules and requirements (current contract dates from 1981). Environmental Soils (cont.) 1.1.a Packet Pg. 48 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) 25 Overview The Planning Division consists of two operational areas: Current Planning and Long Range Planning. The Division consists of 16 employees: a Community Development/Planning Director, 1 Planning Manager, 3 Senior Planners, 1 Senior Transportation Planner, 6 Associate Planners, 4 Assistant Planners, and an Administrative Assistant CURRENT PLANNING is responsible for reviewing land use applications for compliance with Deschutes County Code (DCC) and state law, including zoning, subdivision and development regulations, and facilitating public hearings with hearings officers and the BOCC. Staff is also responsible for verifying compliance with land use rules for building permit applications and septic permits; coordinating with Code Enforcement to respond to complaints and monitor conditions of approval for land use permits; performing road naming duties and assisting with addressing; and providing assistance at the public information counter, over the telephone and via email; and addressing in the rural County and city of Redmond, under contract. LONG RANGE PLANNING is responsible for planning for the future of Deschutes County, including developing and implementing land use policy with the BOCC, Planning Commission, community and partner organizations. It is in charge of updating the County Comprehensive Plan and zoning regulations, coordinating with cities and agencies on various planning projects taking place in the region, including population forecasts with Portland State University and cities. Staff also monitors and participates in annual legislative sessions, and serves on numerous local, regional and statewide committees primarily focusing on transportation, natural resources, growth management and economic development. Three speciflc disciplines support both Current and Long-Range planning, including transportation, wetlands/fioodplains, and Information Systems. TRANSPORTATION PLANNING provides comments and expertise on land use applications, calculates System Development Charges (SDC’s) as part of land use application review process or upon request; provides comments to the County’s Risk Management Department regarding traffic issues for permitted events; participates in the annual County Capital Improvement Plan (CIP) process with the Road Department; applies for grants for enhanced bicycle and pedestrian facilities in coordination with the Bicycle and Pedestrian Advisory Committee (BPAC); participates in Oregon Department of Transportation (ODOT) funded reflnement planning; coordinates road issues with Bureau of Land Management (BLM) and the United States Forest Service (USFS) for urban interface plans; and serves on several local and regional transportation committees, most notably BPAC, the Bend Metropolitan Planning Organization Technical Advisory Committee, and Central Oregon Area Commission on Transportation (COACT) Technical Advisory Committee. FLOODPLAIN AND WETLANDS PLANNING is responsible for providing comments and expertise on land use applications, code enforcement, and general property inquiries that require development, flll, or Planning 1.1.a Packet Pg. 49 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) 26 removal in mapped fioodplain and wetlands. Staff maintains certiflcation as an Association of State Floodplain Managers (ASFPM) Certifled Floodplain Manager to provide customers with up-to-date and accurate information regarding FEMA regulations, surveying requirements, and construction requirements. Coordination is frequently required with external agencies including FEMA, US Army Corps of Engineers, Oregon Department of State Lands, Oregon Department of Fish and Wildlife, and the US Forest Service. Accomplishments COMPREHENSIVE PLAN AND ZONING TEXT AMENDMENTS The Planning Division processed:  Plan amendment and zone change re-designating a property zoned Exclusive Farm Use to Multiple Use Agriculture near the eastside of Bend.  Plan amendment and zoning text amendment relating to churches within the Wildlife Area Combining Zone.  Plan amendment and zone change re-designating a property zoned Surface Mining to Multiple Use Agriculture near Bill Martin Road.  Zone Text amendments addressing lot of record standards and process.  New urban holding zone for lands recently brought into Bend’s Urban Growth Boundary, but not yet annexed. Also included minor amendments to Deschutes County’s sign and subdivision ordinances. LAND USE BOARD OF APPEALS  Six appeals were flled with the Land Use Board of Appeals in 2017, compared to eight in 2016. Staff also processed in 2017 a LUBA remand pertaining to Thornburgh Destination Resort. Planning (cont.) LAND USE APPLICATIONS 1.1.a Packet Pg. 50 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) 27 MARIJUANA BUSINESSES The following marijuana applications received approval in 2017:  24 for marijuana production  Two for marijuana processing  Three for marijuana wholesaling  One for marijuana retail The Board of Commissioners also heard flve appeals in 2017 pertaining to marijuana production and processing. NON-FARM DWELLINGS The Planning Division received 21 nonfarm dwelling applications in 2017, compared with 39 for 2016. PARTITION AND SUBDIVISION PLATS Fifteen flnal plats were recorded in 2017 or are in the process of being recorded, creating a total of 48 residential lots. PROMINENT APPLICATIONS Noteworthy land use applications in 2017 included, a solar photovoltaic system, dog kennel; temporary use/medical hardship dwelling, Mazama Bed and Breakfast/Campground, at-risk youth school, water ski lake/cluster development, lot of record (Kine), Thornburgh LUBA remand, and marijuana production, processing and retail applications. Performance Measures  Process land use applications without prior notice in 14-35 days; target 21 days. Achieved. 28.7 days.  Process land use applications with prior public notice in 30-60 days; target 45 days. Achieved 33.8 days. Work Plan AGRICULTURAL LANDS RE-EVALUATION & POTENTIAL RE-DESIGNATION: Re-evaluate agricultural lands, including serving on state committee(s) to deflne non-resource lands, initiate a local non-resource lands project, and monitor Douglas County’s non-resource lands project. COMMUNITY & AREA PLANS: Complete Sisters Country Vision Plan. Engage Tumalo, Terrebonne, Newberry Country, and/or Deschutes Junction residents to determine if community plans, goals, and policies meet the current and future needs of the area. Only one or two such planning efforts may be initiated each flscal year. Planning (cont.) 1.1.a Packet Pg. 51 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) 28 AFFORDABLE HOUSING: Consider developing a County housing strategy based on Tillamook and Coos County’s plans. Participate in state committee(s) to consider rural accessory dwelling units. DESCHUTES JUNCTION: Initiate amendment to the Comprehensive Plan that allows for new rural industrial designations. MARIJUANA REGULATIONS: Update the County’s marijuana land use program. NATURAL RESOURCES / WATER: Complete the series of regional panel experts addressing water resource and conservation issues with a particularly emphasis on the relationship to land use and population growth and development. Consider initiating a review of County Goal 5 inventories and protection programs. GRADING ORDINANCE: Consider and evaluate whether to develop a grading ordinance. GROWTH MANAGEMENT COORDINATION: Coordinate with cities, County departments, state agencies and organizations to develop and implement growth management plans. CENTRAL OREGON LARGE-LOT INDUSTRIAL LAND NEED: Continue to coordinate with the City of Redmond to initiate a UGB amendment for a regional large lot industrial campus. TRANSPORTATION  Continue to coordinate with the City of Bend to amend the County’s Comprehensive Plan and Development Code to allow new airport-related businesses at the Bend Airport through a streamlined permitting process.  Initiate County Transportation System Plan (TSP) update in coordination with County Road Dept. if funded by the Oregon Dept. of Transportation.  Serve on the US 97 Parkway facilities management plan technical advisory committee.  Participate in the County Road Dept.’s Transportation Safety Action Plan (TSAP) process.  Initiate amendment to DCC 17.16.105 and related code sections regarding access requirements to rural subdivisions. NATURAL HAZARDS: Consider implementing the recommendations from the University of Oregon’s Community Service Center’s review of County Codes and polices regarding wildflre mitigation. Planning (cont.) 1.1.a Packet Pg. 52 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) 29 OUTDOOR MASS GATHERING PERMIT AMENDMENTS: Amend Deschutes County Code 8.16 pertaining to Outdoor Mass Gatherings in coordination with County Legal Counsel. HISTORIC PRESERVATION—CERTIFIED LOCAL GOVERNMENT (CLG) GRANT:  Administer the 2017-18 CLG Grant from the State Historic Preservation Office, including managing the Sisters historic inventory project, and supporting Historic Preservation Month.  Apply for 2019-2020 CLG Grant, including coordinating with the Historic Landmarks Commission and City of Sisters on priority projects to including in the grant proposal. PLANNING COMMISSION & HISTORIC LANDMARKS COMMISSION POLICY & PROCEDURES MANUALS: Develop policy and procedures manuals for the Planning Commission and Historic Landmarks Commission with subcommittees of each body. The purpose of the manual is provide a helpful reference guide pertaining to each commission’s unique purpose, authorities, roles, decision making processes, applicable laws/regulations and documents, public meeting requirements, etc. ONGOING ANNUAL PROJECTS  Consider implementing legislative amendments stemming from laws enacted by the 2017 and 2018 Oregon Legislative Sessions  Population Forecast: Coordinate with the County Assessor and Administration Office to complete the Portland State University, Population Research Center, annual Housing Unit and Population Questionnaire. TRACKING SYSTEMS: DEVELOP, MAINTAIN, AND IMPROVE TRACKING SYSTEMS FOR:  Comprehensive Plan and Community/Area Plan implementation activities, updates, necessary revisions, and potential areas for new plans.  Destination Resort overnight lodging units.  Limited Use Permits: Agri-tourism and other commercial events and activities.  Marijuana Annual Reports.  Non-farm dwellings.  Medical Hardships.  Conditions of Approval, as necessary Planning (cont.) 1.1.a Packet Pg. 53 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) Background 2017 Deschutes County Community Involvement Report Statewide Planning Goal 1, Citizen Involvement, requires cities and counties to create a citizen involvement program that provides opportunities for community participation in land use planning processes and decisions. Land use legislation, policies and implementation measures made by Oregonians over 40 years ago helped shape Oregon’s urban and rural environments. Likewise, choices made today will ultimately shape these areas in the future. Successful land use planning occurs through an open and public process that provides room for information gathering, analysis and vigorous debate. Deschutes County’s Community Involvement program is defined in Section 1.2 of the Comprehensive Plan. This chapter identifies the County Planning Commission as the committee for citizen involvement. It also contains the County’s Community Involvement goal and corresponding five policies that comply with Goal 1. This report briefly discusses the noteworthy community involvement actions undertaken by the Planning Division in 2017. The report is intended to provide county residents and stakeholders with a tool to assess its effectiveness and offer additional suggestions the County can utilize to ensure that its diverse communities remain actively involved in land use planning discussions. CURRENT PLANNING Administering the zoning code requires the Current Planning Division to process individual land use applications, zoning review and sign-off for building and septic permits. Current planners maintain legally prescribed turnaround times on land use applications (150-days) and provide customer service through assistance at the front counter, phone conversations, and appointments. Phone messages are returned within 24 hours. MARIJUANA REGULATORY ASSESSMENT In June 2016, the Deschutes County Board of Commissioners (BOCC) adopted eight ordinances to regulate the marijuana production, processing, wholesaling, and retail industries. Recognizing the unique development patterns in the rural county, regulations mitigate sight, sound, odor, water, waste disposal, and access, among others. They are unique among Oregon counties in three ways: 1. Discretionary standards allow the industry to utilize emerging technologies for growing and processing marijuana to demonstrate regulatory compliance; 2017 Community Involvement Accomplishments 31 1.1.a Packet Pg. 54 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) 2017 Deschutes County Community Involvement Report 2. Applications require notiflcation to neighboring property owners which provide opportunities for public involvement in land use proceedings; and, 3. Development standards take into consideration rural zoning, lot patterns, a high desert climate, and agricultural practices. After adopting the ordinances, the BOCC committed to re- evaluating the marijuana regulations. The purpose of the regulatory assessment is twofold:  Summarize comments from stakeholder, residents, interested parties, and state agencies and law enforcement regarding the effectiveness of the marijuana regulations; and  Identify regulatory options. Commencing in October 2017, the Community Development Department (CDD) prepared an Existing Conditions Report. It described the marijuana applications submitted to Deschutes County from September 2016 through September 2017. The document also summarized the County’s marijuana regulations and code enforcement philosophy. Upon its release, CDD initiated a public involvement process to identify prevailing opinions among industry representatives, stakeholders, and residents. PLANNING COMMISSION The Deschutes County Planning Commission held 22 meetings in 2017 discussing an assortment of issues, including:  Text amendment to allow existing buildings as a medical hardship in the Forest Zone  Fifty-year history of agricultural lands in Deschutes County  Planning Division annual work plan  Destination Resort overnight lodging unit tracking  Community open houses and workshops in Sisters, La Pine, and Redmond discussing fiood plain amendments  Bend Urban Holding Zone  Lot of Record amendments  Flood Plain Zone amendments  Wildlife Area Combining Zone amendments  Deschutes Basin work group update  Sisters Country retreat  Code Enforcement work session 32 2017 Deschutes County Community Involvement Report 1.1.a Packet Pg. 55 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) 2017 Deschutes County Community Involvement Report HISTORIC LANDMARKS COMMISSION The Historic Landmarks Commission held 5 meetings in 2017 discussing:  Certified Local Government grant  May Preservation Month  Cline Falls Kiosk  Hindman Barn stabilization  Northwest Deschutes County tour  Training on Certifled Local Government and the National Register of Historic Places  Nomination of Central Oregon Canal Segment for the National Register of Historic Places 33 1.1.a Packet Pg. 56 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) Planning Commission Tour of Sisters Country, Fall 2017 34 1.1.a Packet Pg. 57 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) Historic Landmarks Commission tour of Sisters Country & Cline Falls, Fall 2017 35 1.1.a Packet Pg. 58 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) Appendix 1: CDD Performance Measures Scorecard 36 1.1.a Packet Pg. 59 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) Appendix 1: CDD Performance Measures Scorecard 37 1.1.a Packet Pg. 60 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) DIVISION APPENDIX 2: WORK PLAN PROJECTS: SUMMARY MATRIX ADMINISTRATIVE SERVICES 1. Complete implementation of Business Processes Audit recommendations. 2. Complete remodel CDD lobby to improve safety, customer services, and efficiency. 3. Monitor a new performance measure to target the number of days from building permit acceptance to ready to issue of 30 days. 4. Implement CDD information technology strategic plan. 5. Update CDD website, including division and project webpages. 6. Create a new web-based CDD newsletter to report department news, development statistics, performance measure results, notable quasi-judicial land use decisions, long-range planning updates, and department news. COORDINATED SERVICES 1. Continue to coordinate and conduct public outreach and education on Accela and related elements to increase customer use of ePer-mitting, and encourage submittal of applications for participating jurisdictions. 2. Continue to monitor customer and permit volumes in City of Sisters and City of La Pine to ensure resources are allocated to those loca-tions ensuring customers are served in a timely and efficient manner. 3. Continue to explore options for improving efficiencies for permit applications submitted online. 4. Work with the new City of La Pine Community Development Director to improve efficiencies for reviewing building permit applications, the issuance of complex permits and Certiflcate of Occupancies for properties located in the City. 5. Continue working with the City of Sisters to improve efficiencies in review of permit applications and issuance of those permits. 6. Serve on statewide ePermitting committee, participate in Accela conferences, and pursue other actions to ensure Accela meets County’s needs. 7. Continue to cross train permit technicians to perform simple plan review, participate in permit technician and planning training programs. 8. Achieve 25% of all permits being submitted electronically, with the exception of planning applications (the capability does not yet exist). 9. Achieve a 4-day turnaround time for structural permit ready to issue. CODE ENFORCEMENT 1. Achieve 85% voluntary compliance in Code Enforcement cases. 2. Resolve 85% of Code Enforcement cases within 12 months. 3. Continue coordinating with the Sheriff’s Office, District Attorney, Legal Counsel, and Planning staff to track, process, and resolve marijuana complaints timely, and revisit the approach to marijuana code violations with the BOCC. 4. Update the Code Enforcement Policy and Procedure Manual and County Code, if applicable, to implement: · BOCC direction on the approach to marijuana code enforcement and associated procedures to process violations; · Land Use Procedures code amendments; · Other housekeeping amendments to refiect business practices. 5. Continue to utilize the inmate work crew to resolve solid waste cases where the property owner is unable to comply with Code due. 6. Continue proactive efforts in investigation of illegal second dwellings, review temporary use permits, and follow up on replacement dwell-ings. 7. Continue to establish relationships with homeowners’ associations, including offering to speak at meetings to share information and en-forcement operating procedures. 8. Survey other jurisdictions and incorporate innovative enforcement practices where appropriate. This effort includes direct involvement with the Oregon Code Enforcement Association (OCEA) conference participation and networking. 9. Administer the Volunteer Program, focusing on reviewing temporary land use approvals for medical hardships which require the submittal of annual reports and similar cases. 10. In cooperation with the Building Safety Division, participate in the development of a text amendment on the County Outdoor Lighting Ordi-nance. The amendment will update tables to include compact fiorescent lighting and LED options. 11. Consider proactive review and enforcement of non-compliance with land use decision’s conditions of approval. 12. Create a tracking system for code enforcement cases submitted and processed as part of the land use application process. Report results to BOCC. 13. Reflne property abatement process to cure violations. 38 1.1.a Packet Pg. 61 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) BUILDING SAFETY 1. Manage staffing resources to meet increased business demands, particularly with a diversity of projects in Sisters and La Pine. 2. Continue succession planning, cross-training, and technology and vehicle investments to maintain and improve efficiencies. 3. Achieve an average of 6-10 stops at different construction job sites per day for each building inspector. Each “stop” includes multi-ple inspections. 4. Achieve an average turnaround time on building plan reviews of 8-10 days. ENVIRONMENTAL SOILS 1. Continue to maintain or exceed service level goals and permit application processing time for site evaluations, design review and inspection of onsite wastewater treatment and dispersal systems. 2. Achieve a 10-day turnaround for new construction permits. 3. Prioritize addressing sewage health hazards and protecting public health and the environment. 4. Continue working with the DEQ on permitting protective onsite wastewater systems in South Deschutes County. 5. Participate with DEQ in the pursuit of groundwater protection solutions and possible implementation of the South Deschutes/Northern Klamath Groundwater Protection Steering Committee recommendations. 6. Provide flnancial assistance opportunities when needed and appropriate to assist South Deschutes County property owners who do not qualify conventional loans to upgrade conventional onsite systems to nitrogen reducing pollution reduction systems (Nitrogen Reducing System Rebates and the NeighborImpact Non-conforming Loan partnership). 7. Participate in the City of Bend Storm Water Public Advisory Group. 8. Continue coordination with the City of Bend and DEQ regarding the southeast sewer interceptor and sewer expansion, and the impact on homeowners with onsite wastewater systems. 9. Maintain and update the South Deschutes County Groundwater Protection Annual Report. 10. Assess staffing needs to maintain service levels based on workloads. 11. Participate in DEQ Accela task force to improve efficiency and clarity with the electronic permit system across the onsite program. 12. Participate in the Upper Deschutes Agricultural Water Quality Management Area Local Advisory Committee. DIVISION APPENDIX 2: WORK PLAN PROJECTS: SUMMARY MATRIX 39 1.1.a Packet Pg. 62 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) PLANNING 1. Agricultural Lands Re-Evaluation & Potential Re-Designation: Re-evaluate agricultural lands, including serving on state committee(s) to de-flne non-resource lands, initiate a local non-resource lands project, and monitor Douglas County’s non-resource lands project. 2. Community & Area Plans: Complete Sisters Country Vision Plan. Engage Tumalo, Terrebonne, Newberry Country, and/or Deschutes Junc-tion residents to determine if community plans, goals, and policies meet the current and future needs of the area. Only one or two such planning efforts may be initiated each flscal year. 3. Affordable Housing: Consider developing a County housing strategy based on Tillamook and Coos County’s plans. Participate in state com-mittee(s) to consider rural accessory dwelling units. 4. Deschutes Junction: Initiate amendment to the Comprehensive Plan that allows for new rural industrial designations. 5. Marijuana Regulations: Implement the BOCC’s direction to monitor or amend existing regulations. 6. Natural Resources / Water: Complete series of panel experts addressing water resource and conservation issues with a particularly empha-sis on the relationship to land use and population growth and development. Consider initiating a review of County Goal 5 inventories and protection programs. 7. Grading Ordinance: Consider and evaluate whether to develop a grading ordinance. 8. Growth Management Coordination: Coordinate with cities, County departments, state agencies and organizations to develop and imple-ment growth management plans. 9. Central Oregon Large-Lot Industrial Land Need: Continue to coordinate with the City of Redmond to initiate a UGB amendment for a re-gional large lot industrial campus. 10. Natural Hazards: Consider implementing the recommendations from the University of Oregon’s Community Service Center’s review of County Codes and polices regarding wildflre mitigation. 11. Outdoor Mass Gathering Permit Amendments: Amend Deschutes County Code 8.16 pertaining to Outdoor Mass Gatherings in coordina-tion with County Legal Counsel. 12. Historic Preservation—Certifled Local Government (CLG) Grant: Administer the 2017-18 CLG Grant from the State Historic Preservation Office, including managing the Sisters historic inventory project, and supporting Historic Preservation Month. 13. Apply for 2019-2020 CLG Grant, Coordinate with the HLC and City of Sisters on priority projects to including in the grant proposal. 14. Planning Commission & Historic Landmarks Commission Policy & Procedures Manuals: Develop policy and procedures manuals for the Planning Commission and Historic Landmarks Commission with subcommittees of each body. The purpose of the manual is provide a help-ful reference guide pertaining to each commission’s unique purpose, authorities, roles, decision making processes, applicable laws/regulations and documents, etc. 15. Legislative Amendments. Consider implementing amendments stemming from laws enacted by the 2017 and 2018 Oregon Legislative Ses-sions 16. Population Forecast: Coordinate with the County Assessor and Administration Office to complete the Portland State University, Population Research Center, annual Housing Unit and Population Questionnaire. 17. Transportation: · Continue to coordinate with the City of Bend to amend the County’s Comprehensive Plan and Development Code to allow new airport-related businesses at the Bend Airport through a streamlined permitting process. · Initiate County Transportation System Plan (TSP) update in coordination with County Road Dept. if funded by the Oregon Dept. of Transportation. · Serve on the US 97 Parkway facilities management plan technical advisory committee. · Participate in the County Road Dept.’s Transportation Safety Action Plan (TSAP) process. · Initiate amendment to DCC 17.16.105 and related code sections regarding access requirements to rural subdivisions. 18. Tracking Systems: Develop, maintain, and improve tracking systems for: Comprehensive Plan and Community/Area Plan implementation activities, updates, necessary revisions, and potential areas for new plans; Destination Resort overnight lodging units; Limited Use Permits: Agri-tourism and other commercial events and activities; Marijuana Annual Reports; Non-farm dwellings; Medical Hardships; and Condi-tions of Approval, as necessary DIVISION APPENDIX 2: WORK PLAN PROJECTS: SUMMARY MATRIX 40 1.1.a Packet Pg. 63 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) Appendix 3: Staff Directory Name Title Phone Email Nick Lelack, AICP Community Development Director (541) 385-1708 Nick.Lelack@deschutes.org Krista Appleby Building Inspector I (541) 385-1701 Krista.Appleby@deschutes.org Tim Berg Applications System Analyst III (541) 330-4648 Tim.Berg@deschutes.org Keri Blackburn Permit Technician (541) 388-6577 Keri.Blackburn@deschutes.org Todd Cleveland Environmental Health Supervisor (541) 617-4714 Todd.Cleveland@deschutes.org Kyle Collins Assistant Planner (541) 383-4427 Kyle.Collins@deschutes.org Rainer Doerge Building Inspector III (541) 385-1702 Rainer.Doerge@deschutes.org Scott Farm Building Inspector III (541) 385-1402 Scott.Farm@deschutes.org Lori Furlong Administrative Manager (541) 317-3122 Lori.Furlong@deschutes.org Brandon Gilmore Applications System Analyst I (541) 317-3193 Brandon.Gilmore@deschutes.org Owen Gilstrap Building Inspector III—Electrical (541) 388-6614 Owen.Gilstrap@deschutes.org Chris Gracia Assistant Building Official (541) 388-6578 Chris.Gracia@deschutes.org Tracy Griffin Administrative Assistant (541) 388-6573 Tracy.Griffin@deschutes.org John Griley Code Enforcement Specialist (541) 617-4708 John.Griley@deschutes.org William Groves Senior Planner (541) 388-6518 William.Groves@deschutes.org Peter Gutowsky Planning Manager (541) 385-1709 Peter.Gutowsky@deschutes.org Judy Hackett Permit Technician (541) 385-1713 Judy.Hackett@deschutes.org Angie Havniear Permit Technician (541) 330-4611 Angela.Havniear@deschutes.org Tim Heck Building Inspector III (541) 388-1047 Tim.Heck@deschutes.org Zech Heck Associate Planner (541) 385-1704 Zechariah.Heck@deschutes.org Rodney Hines Permit Technician (541) 383-6710 Rodney.Hines@deschutes.org Larry Howard Environmental Health Specialist II (541) 330-4666 Larry.Howard@deschutes.org Steven Jensen Building Inspector III—Plumbing (541) 385-1700 Steven.Jensen@deschutes.org Brandon Jolley Building Inspector III (541) 322-7182 Brandon.Jolley@deschutes.org Diane Justus Admin Support Technician (541) 385-1730 Diane.Justus@deschutes.org Jennifer Lawrence Permit Technician (541) 385-1405 Jennifer.L.Lawrence@deschutes.org Michael Liskh Building Inspector III (541) 388-1047 Michael.Liskh@deschutes.org Izze Liu Associate Planner (541) 388-6554 Isabella.Liu@deschutes.org Nicole Mardell Associate Planner (541) 317-3157 Nicole.Mardell@deschutes.org Matt Martin Associate Planner (541) 330-4620 Matt.Martin@deschutes.org Nate Miller Assistant Planner Nate.Miller@deschutes.org Brian Moore Building Inspector III (541) 323-5221 Brian.Moore@deschutes.org Lisa Petersen Permit Technician (541) 317-3188 Lisa.Petersen@deschutes.org Sherri Pinner Management Analyst (541) 385-1712 Sherri.Pinner@deschutes.org Anthony Raguine Senior Planner (541) 617-4739 Anthony.Raguine@deschutes.org Tarik Rawlings Assistant Planner Tarik.Rawlings@deschutes.org Jacob Ripper Senior Planner (541) 385-1759 Jacob.Ripper@deschutes.org Kiley Rucker Clamons Environmental Health Specialist I (541) 383-6709 Kiley Rucker-Clamons@deschutes.org 41 1.1.a Packet Pg. 64 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet) Peter Russell Senior Transportation Planner (541) 383-6718 Peter.Russell@deschutes.org Todd Russell Building Inspector III (541) 385-1700 Todd.Russell@deschutes.org Randy Scheid Building Safety Director (541) 317-3137 Randy.Scheid@deschutes.org Martha Shields Permit Technician (541) 385-1706 Martha.Shields@deschutes.org Tanya Saltzman Associate Planner Tanya.Saltzman@deschutes.org Cynthia Smidt Associate Planner (541) 317-3150 Cynthia.Smidt@deschutes.org Dan Smith Code Enforcement Specialist 541) 325-1710 Dan.Smith@deschutes.org Dan Swarthout Building Inspector III (541) 385-1745 Dan.Swarthout@deschutes.org Chris Tiboni Code Enforcement Specialist (541) 383-4397 Christopher.Tiboni@deschutes.org Jennifer Tidwell Permit Technician (541) 385-1714 Jennifer.Tidwell@deschutes.org Hether Ward Assistant Planner Hether.Ward@deschutes.org Laurie Wilson Building Inspector I (541) 383-6711 Laurie.Worley@deschutes.org Richard Wright Building Inspector III (541) 617-4746 Richard.Wright@deschutes.org Appendix 3: Staff Directory 42 1.1.a Packet Pg. 65 Attachment: HLC Meeting Packet 5-07-18 (1955 : Historic Landmark Commission Meeting Packet)