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HomeMy WebLinkAbout2001-2002 Work Plan & 2000 Accomplishments DESCHUTES COUNTY COMMUNITY DEVELOPMENT DEPARTMENT WORK PLAN 2001 - 2002 Coordinated Services and Administration Division Building Division Environmental Health Division Planning Division Community Development Department Work Plan 2001-2002 June 1, 2021 - 1:45 PM 2 COORDINATED SERVICES AND ADMINISTRATION DIVISION The Community Development Department Director and Senior Management Analyst/Operations Manager manage the operations and systems of CDD. This includes satellite offices in Redmond and La Pine as well as the Bend office. There are 10 Permit Technicians who serve customers, handle phone calls and process related paperwork in support of each CDD division. In addition, CDD has one Administrative Supervisor and two full-time Secretaries who, augmented by temporary staff, provide support to all divisions. CUSTOMER SERVICE 1. By the end of the calendar year, complete implementation of the imaging system and develop new means for employees and the public to access the system. Begin implementation of imaging other CDD paper documents, including Licensed Facility, Code Enforcement and Long Range Planning files, and newspaper articles. 2. Continue improvements to quality customer service of the past, including analysis of ways to improve turnaround times and decrease customer waits. Benchmark other jurisdictions for best practices. Chart permit process and analyze for redundancy and/or efficiency improvements. Expand customer questionnaire, including post-inspection surveys, and target specific improvement areas. 3. Explore long-term upgrades to the CDD phone system in order to further improve customer service. Goal is inter-active communication between caller and CDD system, including customer ability to check permit or inspection status, CDD field personnel ability to access system, etc. Develop report containing cost and options. 4. Continue to update and standardize all handouts and make them readily available to the public. Complete Plot Plan guidelines within three months. 5. Explore expanding hours of operation to include a 7:00 or 7:30 am opening, through flex scheduling opportunities. 6. Improve opportunities for inspection requests, including taking requests up until 7:00 am the day of the requested inspection, and providing for on-line requests over the Internet. 7. Develop strategic plan on utilizing new Internet technology for improvements to CDD customer service and operational efficiency. Elements to include: • E-Commerce: On-Line permit or land-use applications, purchase of GIS products, informational requests requiring fee payment, etc. • Field Communication: Ability of field personnel to access resources, including LAVA, scanned records and the CDD permit system. Community Development Department Work Plan 2001-2002 June 1, 2021 - 1:45 PM 3 • Other Services: Evaluate each specific service provided by CDD, and information resources requested by customers and other agencies, for applicability as a CDD Internet feature. PERSONNEL AND ADMINISTRATION 1. Continue provision of tailored support to Building, Environmental Health, and Planning Division goals. 2. Continue to improve team building and internal CDD communication and training opportunities. Document bi-monthly focused training sessions and post on the CDD intranet. Provide more on- going training opportunities to the Permit Technicians. Facilitate communication among divisions by structuring presentations at All CDD meetings through the intranet. 3. Develop report on innovative mechanisms for employee acknowledgement and recognition by summer, 2001. Survey other public organizations, literature for feasible ideas. 4. Issue RFP and move toward outsourcing of outgoing mail functions by summer, 2001. 5. Redesign CDD lobby by summer, 2001 to enhance customer interaction from the perspective of both the customer and counter staff. 6. Investigate improved space design in the Permit Technician area within three months, and if applicable, implement redesign elements by fall, 2001. 7. Develop a career ladder to the extent possible for Permit Technicians, including the possible development of a Senior Permit Technician classification, by fall, 2001. 8. Expand CDD Intranet to include all County and CDD policies and procedures, indexed by category, for easy access by CDD employees. 9. Review and organize CDD ‘s archived files by identifying, cataloging and scanning files and materials by division. The new system will include indexing capability for ease of retrieval both physically and electronically. The project will include a long-range plan for CDD’s section of the planned County Archive Center in the former Kidnastics building. Community Development Department Work Plan 2001-2002 June 1, 2021 - 1:45 PM 4 CODE ENFORCEMENT The Code Enforcement program consists of a code enforcement technician and a law enforcement technician from the Sheriff’s department, supported by CDD management and the CDD operating divisions. Code Enforcement is responsible for investigating code violation complaints with the overriding goal of achieving voluntary compliance. If necessary, Code Enforcement may issue citations for prosecution in District Court. 1. By the end of the calendar year, analyze case process from filing to resolution, including processes associated with the Sheriff/Court, and develop recommendations for improvement, with the objective of improving turnaround time, keeping current with case log, and improving the quality of service to internal and external customers. 2. Investigate means to expand usage of the Dispute Resolution Program, including enhanced marketing to potential participants. 3. Enhance quality of monthly statistical analysis by examining key process milestone statistics identified in #1 above. 4. Investigate financial assistance program for enforcement cases involving high cost repairs of septic systems. 5. Explore options associated with enhanced linkage between the Assessor’s system and the Code Enforcement system, with the goal of identifying unpermitted structures in the County. 6. Investigate feasibility of other proactive means of identifying potential code violations, including follow-up on expired building/electrical permits, projects where an original structure was required to be removed, expired temporary use permits, and conditions attached to land use decisions. Community Development Department Work Plan 2001-2002 June 1, 2021 - 1:45 PM 5 GEOGRAPHIC INFORMATION SYSTEMS (GIS) In addition to supporting mapping and geographical analysis needs of each of the operating divisions in CDD, the GIS program is responsible for the development and maintenance of the county's digital spatial database and for providing state-of-the-art mapping and data services to local governments, citizens, and businesses. 1. Throughout the year, expand LAVA program with new data and capabilities, including address layer data, other CDD scanned records, and linkage to other County data sets. Key improvement area will be to enhance use of ease and utility by enlarging screen area, merging geo-data with scanned records, and other improvements learned through continuing proactive user feedback. 2. Continue work on the Address Project (system for correction of street/address problems and rapid property location), including completion of phase two (La Pine/South County) by fall, 2001 and initiation of phase three (greater Redmond area). Also create improved printed map books for CDD field personnel. 3. Develop enhanced linkages between the GIS and Permit systems to allow for field personnel to plot and route daily inspection workload. 4. Continue to assist in analysis and future marketing of the New Neighborhood associated with the Regional Problem Solving (RPS) project. 5. Contingent upon funding, create a Historical Site Atlas in support of Historical Planning. 6. Create a Vacant Lands Atlas for economic development strategic objectives. 7. Develop new data layers in working with key State agencies, including a hazard site layer (DEQ) and a permitted surface mine layer (DOGAMI). 8. Create a power line easement layer in working with Bonneville Power (BPA). 9. In summer, 2001, utilize interns to GPS key sites and areas throughout the County. 10. Create a map creation utility for use by all CDD staff, and for the public in certain areas. Staff maps would be for a variety of uses, including site evaluation and field inspection maps, maps to be used in staff reports, and a utility for easy creation of standardized plot plans. 11. Incorporate 2000 census data into GIS database and utilize for various planning projects, including a coordinated population and development forecast system. Community Development Department Work Plan 2001-2002 June 1, 2021 - 1:45 PM 6 BUILDING SAFETY DIVISION The Building Official Dennis Perkins, 2 Assistant Building Officials, support staff and 12 building safety inspectors provide construction plan review, consultation and inspection to assure compliance with national and state building, plumbing and electrical codes. Deschutes County's Building Safety Division interprets and enforces the State mandated Building Codes for the people of the community through a process of education and a clear and fair application of the Specialty Codes. CUSTOMER SERVICE 1. Update and make snow load maps available to the public for Deschutes County. Work will be completed through the GIS system and made accessible in the LAVA program. All affected groups will be notified. 2. Administer an electrical cross training program for division inspectors. CDD will apply to the State for approval of a One and Two Family Dwelling Code training program for electrical certification and assign an instructor and class schedule. 3. Continue to participate with other local jurisdictions and the community in continuing education requirements by creating and advertising education opportunities and providing qualified instructors. 4. Continue participation in regional permit and inspection streamlining process by meeting monthly with Central Oregon Building Building Officials, and periodically with Central Oregon Permit Techs and Office Staff. 5. Continue to maintain 14-day turnaround time for plan review. 6. Continue to maintain 24-hour inspection turnaround time. 7. Continue to refine customer service and procedures for resolving complaints. 8. Continue to provide full time plan review at the La Pine satellite office. 9. Continue to staff a full time plans and permit coordinator for public information. Community Development Department Work Plan 2001-2002 June 1, 2021 - 1:45 PM 7 PERSONNEL AND ADMINISTRATION 1. Building Division Supervisors will attend management training, including communication skills and contemporary management methods and techniques. 2. Building Division weekly meeting will include employee recognition of outstanding customer service and outstanding team effort and team contribution. 3. Training opportunities will be provided through seminars and on-site via computers at each inspector’s workstation. In addition, inspectors will attend continuing education as offered or requested. 4. Building Division will implement flex schedules when possible to allow increased productivity and morale, and for better vacation planning and daily work schedules. 5. Building Division policies will be reviewed over the next several months and upgraded to assure relevancy. 6. Division management will work to address unresolved issues from staff interview summary. Community Development Department Work Plan 2001-2002 June 1, 2021 - 1:45 PM 8 ENVIRONMENTAL HEALTH DIVISION The Environmental Health Division Director Roger Everett, support staff, eight Registered Sanitarians and a Sanitarian Trainee provide a variety of environmental and public health services under federal, state, and local code provisions. LICENSED FACILITIES 1. Maintain 100% inspection rate for Licensed Facilities. 2. Update and upgrade mobile unit plan review packet. 3. Continue to publish the restaurant newsletter “Food for Thought”. 4. Update and upgrade Food Handler test questions. 5. Educate staff and restaurant operators for changes in the FDA food code to be adopted in 2002. 6. Host workshop for swimming pool/spa operators. 7. Implement Sanitarian Quality Assurance Survey. EPIDEMIOLOGY 1. Continue to enhance relationship with Health Department by establishment of routine. monthly meetings 2. Continue to develop staff expertise in communicable disease investigation. 3. Develop web page of public health issues of interest to the local community. ON-SITE SEWAGE 1. Maintain high level of service. 2. Turnaround goal is to average 7 calendar days for Permits and 14 calendar days for Site Evaluations. The average turnaround for 2000 was 6.5 days for Permits and 12 days for Site Evaluations. 3. Continue to produce Septic Installers Newsletter. 4. Continue South County water table observations and data base. Community Development Department Work Plan 2001-2002 June 1, 2021 - 1:45 PM 9 5. Help homeowners and City of Sisters with smooth transition to community sewer by providing information on location of existing septic systems readily and by providing septic system abandonment information. 6. Produce booklet on Environmental Health requirements for each step for permit. 7. Explore use of GPS units for site evaluations by digitally mapping areas where systems are to be installed. 8. Explore use of GIS mapping for South County water table information. 9. Streamline “Certificates of Satisfactory Completion” using computer generated form with basic property and permit information provided. NATIONAL ON-SITE SEWAGE DISPOSAL DEMONSTRATION GRANT 1. Produce documentation of selection and construction details for experimental systems. 2. Install the remaining 6 experimental systems in Spring of 2001. 3. Select new technology for possible installation in 2001. 4. Recruit new homeowners for possible installation of new technology. 5. Develop sampling plans and schedules for new systems and continue sampling existing systems. 6. Start documentation of installed system performance. 7. Start work on basin wide operation and maintenance program. The initial step is to establish a working group and gather operational and maintenance information. 8. Start gathering information to create a loan program for septic system upgrades for homeowners with failing drain fields and/or inappropriately sited systems in south Deschutes County. PERSONNEL AND ADMINISTRATION 1. Continue public outreach meetings/lectures. 2. Develop routine public health education news releases. 3. Explore new work space options for Sanitarians. 4. Continue coordination with DEQ and USGS to implement National On-Site Sewage Disposal Demonstration Grant. 5. Scan Licensed Facility files. Provide staff training and tools for ease of access. 6. Adopt and implement Drinking Water Program. Community Development Department Work Plan 2001-2002 June 1, 2021 - 1:45 PM 10 7. Improve communication with staff – the staff meetings will provide an opportunity for staff members to present information, ask questions and discuss rulings and interpretations. Policies developed as a result will be written into staff meeting minutes and posted on the Intranet. 8. Work to address unresolved employee issues from staff interview summary. Community Development Department Work Plan 2001-2002 June 1, 2021 - 1:45 PM 11 PLANNING DIVISION The Planning Division consists of 16 employees, managed by two Principal Planners. Current Planning includes a Principal Planner, Kevin Harrison, one Senior Planner, four Associate and four Assistant Planners. The current Planning Division handles individual land use applications, zoning review and sign-off for building permits as well as provides information to the public on all land use related issues. Long-range planning includes a Principal Planner, one Senior Planner, one Associate and one Assistant Planner and one Historical Planner. A. COMMITTED PROJECTS This includes projects with either written or verbal agreements to complete, and projects that have been assigned by the Board of County Commissioners. These projects are funded through grants or the CDD budget. 1. Processing Current Planning Applications  Meet 150-day time limits for processing all current planning applications.  Issue all administrative decisions within 60 days of assignment of complete application to planner.  Issue all administrative decision for complete development actions: (sign permits, lot-line adjustments etc.); and compete land use actions that do not require prior notice: (non-visible landscape management abbreviated SMIA site plans) within 21 days of assignment. 2. Public Contact  Counter duty, phone duty, and appointments. Counter planner available 8 a.m. to 5 p.m., Monday through Friday, except Wednesday (9 a.m. to 5 p.m.). Provide for appointments with individual planners as needed. (Note: We expect about 5,000 Planning customers next fiscal year.) Provide phone coverage Monday through Friday; return all calls within 24 hours. 3. Continue Committee Assignments Intergovernmental and Interagency Coordination by staffing advisory committees and commissions as follows:  County Planning Commission: Staff as needed  Staff Liaison with urban areas: Planning Staff  Mitigation and Enhancement Committee: Dave Leslie  Deschutes Basin Resource Committee: To be assigned  County Transportation Advisory and other transportation Committees: Steve Jorgensen, Senior Transportation Planner Community Development Department Work Plan 2001-2002 June 1, 2021 - 1:45 PM 12  No Shooting Districts: Doreen Blomé  Clean Air Committee Coordination: Cyndi Smidt  Deschutes River Stewardship Team: Dave Leslie  Code Review Committee: Dave Leslie  Project Impact: George Read  Deschutes River Mitigation & Enhancement Committee: Dave Leslie  Deschutes Provincial Advisory Committee: Dave Leslie  OPRAA Committee (Outstanding Performance Recognition and Achievement Award): Dave Leslie  FEMA Emergency Food & Shelter Board: Dave Leslie  Central Oregon Transportation Coordination Project Technical Advisory Committee: Steve Jorgensen, Senior Transportation Planner  Coordinate Census Data: Damian Syrnyk  Deschutes County Bicycle and Pedestrian Advisory Committee (staff facilitator): Steve Jorgensen, Senior Transportation Planner  City of Bend Airport Advisory Committee: Steve Jorgensen, Senior Transportation Planner  Sisters Transportation System Plan Advisory Committee: Steve Jorgensen, Senior Transportation Planner  Commute Options Working Group: Steve Jorgensen, Senior Transportation Planner  Bend Traffic Safety Committee: Steve Jorgensen, Senior Transportation Planner  Bend Transportation Technical Advisory Committee: Steve Jorgensen, Senior Transportation Planner  Geothermal Issues: Scott Aycock  Water Issues including Deschutes Watershed Council, Pelton and Hyde Hydroelectric Relicensing, Water Rights Mitigation Plan: Cathy Tilton, Eileen Obermiller  Employee Benefits Advisory Committee: Dave Leslie 4. Personnel and Administration Work to address unresolved employee issues from staff interview summary. Community Development Department Work Plan 2001-2002 June 1, 2021 - 1:45 PM 13 5. Monitoring Conditions of Approval and Assisting Code Enforcement. Work with Code Enforcement to respond to code complaints and to monitor conditions of approval for land use permits. Staff: Current Planning and Code Enforcement (Note: We expect about 1,200 applications this fiscal year) 6. Regional Problem Solving Implementation  Adopt and implement a transferable development credit program.  Coordinate infrastructure funding and development.  Refine master plan and design standards for new neighborhood.  Market and sell tracts of land to developers.  Complete forestry/landscaping plan.  Continue implementing intergovernmental agreements.  Continue coordinating with Environmental health on EPA grant.  Continue implementing public education and involvement.  GIS products - continue analysis of RPS lots and map production. Staff: George Read, Long-Range Planning Team and GIS  Work with Oregon Water Wonderland II to site a new sewer facility. 7. Periodic Review Work Task 14 Comply with OAR 660-22 for the Resort Communities of Black Butte Ranch and the Inn of the 7th Mountain/Widgi Creek Staff: Dave Leslie and Christy Morgan 8. Periodic Review Work Task 14 Comply with OAR 660-22, Goal 14 or the Curry County Supreme Court decision for Alfalfa, Hampton, Brothers, Millican, Deschutes Junction, Deschutes River Woods Store, Whistle Stop, Wild Hunt, Spring River, and areas zoned Rural Industrial. Staff: Long-Range Planning Team 9. Coordinated Population Forcasts Meet State requirements for distributing growth projections to cities and coordinate updated analysis of growth. George Read and Damian Syrnyk 10. Transportation Planning Projects  Work with the County Bicycle and Pedestrian Advisory Committee to revise the 1998 TSP-version of the County Bike and Pedestrian Plan and create a new GIS- based regional bike guide. Provide comments and expertise to current planning. Staff: Steve Jorgensen, Senior Transportation Plan  Coordinate implementation of Bend TSP.  Work with DLCD on Rural Community Planning Tools.  Work with City of Bend on Public Transit Implementation. Community Development Department Work Plan 2001-2002 June 1, 2021 - 1:45 PM 14  Assist La Pine Airport proponents with developing a feasibility study.  Assist City of Bend with the adoption of the Bend Airport Master Plan.  New County Standards and Specifications Document. Work with the Department to create new road standards and specifications document, including a traffic impact analysis/study policy and procedure.  ODOT Refinement Plans. Work on ODOT-funded refinement plan projects and other ODOT funded projects, as they become available or needed and funded. Projects may include planning for the Sunriver interchange and Wickiup Jct. Bypass Project. 11. Historic Resources Program – Staff: Historic Resources Planner and Landmarks Commission  Meet Requirements for Certified Local Government for Historic Resources.  Complete National Register Historic District nomination.  Coordinate adoption of new historic preservation ordinance for county and three cities.  Complete historic Survey of northern county properties  Develop a salvage program for publicly owned buildings  Continue to write individual National Register Nominations  Conduct a third historic home tour  Update Comprehensive Plan Historic Resources  Develop two technical leaflets on architectural styles  Develop and maintain Historic Program Web Page  Research and write text for historical plaques (Redmond)  Research and write text for historical plaques (Bend Riverway Project)  Develop program for rehabilitation of Tethrow Crossing  Continue production of Building History Newsletter  Assist Redmond Airport with Historical Display  Continue Review of building in Sister for “Western Theme”  Work with State Architectural Historians for conference in Bend / Sunriver (October 2001) 12. Bend UGB Projects  Comply with Urban Area Management Agreement for transition of addressing and street naming program. Community Development Department Work Plan 2001-2002 June 1, 2021 - 1:45 PM 15 Staff: George Read, CDD Director and Ed Pecoraro  Participate in Bend Periodic Review. Includes County completion of Destination Resorts analysis in the Urban Area Reserve. Staff: George Read, CDD Director and Long-Range Planning Team  Bend Industrial Area. Work with the City of Bend to consider adding industrial reserve land to the Bend Urban Growth Boundary. Staff: George Read, CDD Director and Long-Range Planning  Areas of Special Interest. Work with City staff in adopting codes for ASI’s in the City and then consider standards for ASIs in the Urban Area Reserve. Staff: Christy Morgan 13. Redmond UGB Projects  Comprehensive Plan Update - coordinate with City on joint adoption of the new Comprehensive Plan: George Read and Long-Range Planning Team  South Redmond collaborative planning effort with City of Redmond: BLM, National Guard, ODOT, DLCD, George Read, DC CDD Director and Long-Range Planning Team 14. Sisters UGB Projects Coordination of adoption of new Sisters Urban Area Comprehensive Plan: George Read and Long Range Planning Team 15. Fire Hazard Protection Participate in local committee recommending rule language to implement SB 360: Kevin Harrison, Principal Planner Current Planning 16. 2001 State Legislature Participate in land use related legislation to monitor impacts of possible changes on the county. Inform Board of County Commissioners and the Planning Commission and respond as appropriate. Staff: George Read, CDD Director 17. Process Citizen and County Initiated Code Text Amendments These include changes to land use regulations to fix problems, clarify regulations and allow new uses (usually there are 8 to 10 of these each year) : Staff: Current and Long- Range Planners 18. Amendment to Deschutes County Height Exception Process Review and amend the Height Exception Standards contained in DCC Title 18 for Barns and Windmills: Christy Morgan, Assistant Planner Community Development Department Work Plan 2001-2002 June 1, 2021 - 1:45 PM 16 19. Amendment to the Deschutes County Code Wireless Telecommunications Ordinance Continue to work with the Board of County Commissioners for modifications to the Wireless Telecommunications Ordinance. DCC Title 18: Christy Morgan, Assistant Planner and Damian Syrnyk, Senior Planner 20. Potential fault activity study in the vicinity of Bend and Sisters Graduate students and George Read, CDD Consultants, Director 21. La Pine Industrial Area Adopt new zoning regulations on small parcels in La Pine Industrial area, consider secondary residential uses. B. NON-COMMITTED PROJECTS Includes projects without available staff time or funding at this time. These projects will be started when committed projects are completed if staff time and funding are available, based on the priorities established by the Board of Commissioners. 1. Home Occupation Amendments. Exempt certain home office activities from the requirements of a home occupation conditional use permit. Amend Title 18 to comply with statutory changes. Define what types of accessory buildings are allowed for home occupations, review prohibition on employees. 2. Secondary Dwellings - Consider allowing secondary dwellings in some zones. Limit size. 3. Title 18 Site Plan Review Amendments. Remove ambiguous and unnecessary subjective requirements from Site Plan Review. 4. Rural County Build-Out Analysis / Visioning. 5. Solar Ordinance Update. The county pioneered solar protection in the state. Since that time we have discovered problems with the implementing ordinances on Solar Protection. We would like to update our ordinance to resolve the problems that we have encountered. 6. Preliminary Analysis of Update to the Deschutes County Comprehensive Plan. 7. Events Ordinance. Adopt an ordinance to regulate events such as outdoor concerts, fairs, and exhibits. The Planning Commission as a high priority has recommended this. 8. Update Management Agreements with BLM and USFS and Other Agencies. These were last drafted in 1981 and are currently out of date and not being followed. New plans for the Federal Scenic Waterways, Newberry National Monument, transportation on public lands and geothermal development at Newberry Crater are under consideration. The Planning Division will seek Planning Commission advice on the level of review the County should conduct on projects within public lands. 9. Amend Conventional Housing Zone to Delete Modular Homes. Text amendment to ensure that code does not discriminate between different types of pre-manufactured homes. 10. Irrigation District Problem Solving. Work with irrigation districts on development issues and potable water issues. Irrigation canals need to be evaluated in areas where significant development may occur causing conflicts. Several thousand households use irrigation water causing potential health risk and liability. 11. Amendments to Title 17. Adopt lot line adjustment standards and procedures. Improvement agreements (17.24). Adopt legislative changes. 12. Amend LM and FP Zone to be consistent with Federal Wild and Scenic River Plan. Amend LM to regulate vegetation removal and amend fill and removal to permit bioengineering. 13. Rim Rock Setback Standards. Work with the City of Bend to develop river protection standards in the Urban Reserve for rim rock setbacks and design review Community Development Department Work Plan 2001-2002 June 1, 2021 - 1:45 PM 17 14. Open Space Conservation Zone-Amend zoning map to make boundaries consistent with property boundaries. 15. Intergovernmental Agreements - County and Special Districts (i.e. La Pine Sewer District, Terrebonne Water District) 16. Review Statutory Amendments from 1997 and 1999 legislative sessions. Review changes to statutes and rules to determine if changes are required to county code. 17. Enact New Goal 5 Rule Amendments - Relating to surface mining sites designated as "1B" by Comprehensive Plan. 18. Landscape Management Zone - Determine what areas are significant scenic corridors. 19. Amend Title 18 and Comprehensive Plan - Make Flood Plain Zone a Combining Zone. 20. River Code Enforcement - Proactive, interagency code enforcement of river code violations in South County. 21. Hazardous Material (HAZMAT) Transportation Plan - Develop a Hazardous Material Transportation Plan. Deschutes County Community Development Department Accomplishments – Year 2000 ♦ Coordinated Services and Administration ♦ Code Enforcement ♦ Geographic Information Systems (GIS) ♦ Building and Safety ♦ Environmental Health ♦ Current Planning ♦ Long Range Planning 2 Coordinated Services and Administration The Community Development Department Director and Senior Management Analyst/Operations Manager manage the operations and systems of CDD. This includes satellite offices in Redmond and La Pine as well as the Bend office. There are 10 Permit Technicians who serve customers, handle phone calls and process related paperwork in support of each CDD division. In addition, CDD has one Administrative Supervisor and two full-time Secretaries who, augmented by temporary staff, provide support to all divisions. CUSTOMER SERVICE 1. Although development activity has stabilized, CDD continued to serve record numbers of customers, surpassing 28,000 last fiscal year. This compares to the past two years totals of 26,447 and 25,273. Last year’s total was accommodated despite reducing Permit Technician staffing from 11 to 10 positions. 2. Hired a Plans & Permits Coordinator to reduce wait times in the Bend office by removing those customers with special needs requiring more time from the regular customer queue. The position also assists other divisions with plan review (significantly reducing past backlogs) and special inspections. 3. Made significant progress in the implementation of a scanned records (imaging) system. CDD is now in full production in scanning both new and archived property records, with the goal of providing instant access to necessary information, both at the counter with customers and in the preparation of staff decisions and reports. 4. Incorporated the use of the LAVA system into customer service procedures. Counter staff can now access zoning, ownership, maps and other information instantly without leaving the customer. 5. Implemented a new service to the public by accepting road access permit applications in CDD offices, as opposed to the old system where customers were forced to travel to the Road Department for these permits. In addition, it is anticipated that the road access permit system will be more successful as fewer properties that need access permits will be overlooked under the old system. 6. Implemented a new focused training program for Permit Technicians in which Building, Environmental Health and planning managers develop customized training agendas to enable Techs to answer more questions and more efficiently serve the public. 7. Enhanced service and capability at the La Pine office by expanding hours to three full days per week, assigning a permanent Permit Technician to staff the office those three days, remodeling the customer and staff areas creating a more comfortable and efficient working area for both, replacing the phone system and linking it to the main County system, and assigning a permanent Plan Reviewer to the office to reduce plan review times. 3 8. Remodeled the Redmond office and replaced terminals with computers so that Redmond staff and customers enjoy the same technological and efficiency benefits as the Bend office. 9. Despite record customer counts and the reduction of one Permit technician, reduced customer waits from an average of 5.2 minutes to 4.9 per customer. 10. Continued to improve quality customer service as evidenced by customer satisfaction monitoring as follows: Customer Service Questionnaire Results Number Returned Efficiency Courtesy Knowledge Handouts Processing Time Elsewhere Overall Service Yearly Avg. Fiscal Year 1996-97 135 4.1 4.4 4.2 3.9 3.7 4.1 4.1 4.1 Fiscal Year 1997-98 124 4.5 4.7 4.5 4.0 3.7 4.1 4.4 4.3 Fiscal Year 1998-99 115 4.6 4.7 4.6 4.2 3.8 4.3 4.4 4.4 Fiscal Year 1999-00 123 4.6 4.6 4.5 4.3 4.2 4.4 4.5 4.4 Note: Rating Scale 5 to 1 5 Excellent, 4 Good, 3 Average, 2 Needs Improvement, 1 Not Satisfactory 11. In cooperation with the Assessor’s Office, developed and implemented a new system for scanning new construction plans and providing them to the Assessor’s office via electronic format for immediate initial assessment. 12. Played a major role in preparing application materials for the Deschutes County Project Impact Grant, which was successfully obtained. PERSONNEL AND ADMINISTRATION 1. Implemented a flexible scheduling program for most CDD employees. Morale has undergone a major boost, and productivity has benefited with additional “quiet” hours at the beginning and end of each day to accomplish a range of tasks. 2. Attended and participated in the successful Central Oregon Builders Association Home Show. 4 3. Expanded graphical monthly reporting system for CDD statistics and development trends through the inclusion of the incorporated Cities in the County. Truly countywide statistics are now available on CDD’s website. 4. Cross-trained Administrative Supervisor and Secretaries on each other’s jobs, to eliminate downtime and support gaps. 5. Implemented a CDD Intranet page to keep staff informed of policies, safety issues, upcoming events and other important information of interest to all employees. 6. Developed and implemented a new safety hazard reporting tool which automatically tracks resolution of the situation. Code Enforcement The Code Enforcement program consists of a code enforcement technician and a law enforcement technician from the Sheriff’s department, supported by CDD management and the CDD operating divisions. Code Enforcement is responsible for investigating code violation complaints with the overriding goal of achieving voluntary compliance. If necessary, Code Enforcement may issue citations for prosecution in District Court. 1. New cases opened remained constant in 2000 at approximately 315. However, current year totals include the new Lighting Ordinance cases, which if removed, would reflect a continuing down trend in overall cases, reflecting the long-term success of the Code Enforcement program. 2. Developed and implemented the County’s new Outdoor Lighting Ordinance. Work included the formation of a Citizen’s Advisory Committee, implementation of the Lighting Rebate Program, and the formulation of new procedures and policy for enforcement and compliance. 3. Implemented a new electronic communications procedure with the Sheriff’s Office which links the Code Enforcement program application with the Sheriff’s incident reporting system. 4. In conjunction with the Building Division, implemented a new Agricultural Barn policy, which defines clear standards for qualifying as an agricultural structure. 5 Geographic Information Systems (GIS) In addition to supporting mapping and geographical analysis needs of each of the operating divisions in CDD, the GIS program is responsible for the development and maintenance of the county's digital spatial database and for providing state-of-the-art mapping and data services to local governments, citizens, and businesses. 1. Completed the Local Area Virtual Atlas (LAVA) project, which enables staff from each County department, as well as the general public, to instantly retrieve a range of useful property information. Features of the system include zoning data, Assessors data, permit history, tax maps, scanned electronic files and other information. 2. Completed the first phase (Greater Bend Area) of the County-wide Address Layer Project. Benefits of the system include the ability to instantly locate properties on a reference map, correction of confusing addressing issues in the County (un-named access roads, non-sequential house numbers and duplicate numbering systems), and use of the system in emergency response situations (increasing response times). 3. Redesigned both the County GIS website and the CDD website to enable users to more quickly find information, learn about new products and services, and market the organization. 4. Redesigned GIS billing processes by linking the GIS billing system with the CDD permit system and creating a tracking program to ensure invoicing is done in a timely and efficient manner. 5. Completed a new Zoning Atlas for use by County staff and the general public. 6 Building Safety Division The Building Official Dennis Perkins, 2 Assistant Building Officials, support staff and 12 building safety inspectors provide construction plan review, consultation and inspection to assure compliance with national and state building, plumbing and electrical codes. Deschutes County's Building Safety Division interprets and enforces the State mandated Building Codes for the people of the community through a process of education and a clear and fair application of the Specialty Codes. CUSTOMER SERVICE 1. The Building Safety Division has been directly involved in the accomplishments listed in the Coordinated Services and Administration section of CDD’s accomplishments. 2. The Building Safety Division has maintained goal of 14-day plan review turnaround time utilizing in-house staff. In order to accomplish this goal, we have reassigned one field Inspector to part time plan review and also expanded the La Pine Office to allow full time plan review for that area. Flex time has been used to allow plan review to work uninterrupted for two hours a day, therefore increasing productivity. Twenty-four hour inspection turnaround time has been met except on occasions where staff have been assigned vacation and there are additional staff absences due to illness. Our back-up resources have been able to handle most situations, except for a short period of time when we were without two Electrical Inspectors for approximately 3 weeks. 3. Twelve classes have been provided for the community over this past year. Continuing education classes have been provided for Inspectors for specific certifications, with invitations sent out to local contractors, engineers and architects. 4. Our Building Safety Division policies have been reviewed for compatibility of the codes and current public needs. We have had four meetings with the electrical contractors and inspectors from the Central Oregon area. The State Chief Electrical Inspector has attended these meetings and certificates for continuing education have been granted. Our cooperation with the Central Oregon Builders Association (COBA) is at an acceptable level. We have had representation at 80% of their membership meetings. The Building Official was invited and participated at COBA membership meetings as their guest speaker and was voted Associate of the Year. 5. Although customer complaints have declined over this past year, we have continued to refine our customer service and procedures for resolving complaints. 7 6. Participated in a regional streamlining program. Both our Building Official and Permit Technicians meet regularly to help develop consistency with other building programs in the region. 7. A new policy for Agriculture Building Permits has been developed and has been implemented. 8. Full time plan review service has been implemented at the La Pine satellite office. 8 Environmental Health Division The Environmental Health Division Director Roger Everett, support staff eight Registered Sanitarians and a Sanitarian Trainee provide a variety of environmental and public health services under federal, state, and local code provisions. ADMINISTRATION 1. Updated Web Page in all programs 2. Provided training in all programs to three new Sanitarians. Still on going 3. Continued internal training with Permit Technicians 4. All handouts and applications were updated LICENSED FACILITIES 1. Maintained 95% inspection rate for license facilities 2. Conducted 1762 facility inspections in calendar year 2000. This is a 4.3% increase over 1999 3. Tested 3299 Food Handlers. This is up 33% from previous year 4. Improved clarity of written inspection reports 5. Restaurant Newsletter “Food For Thought” produced. To continue on a quarterly basis 6. Updated Web Page 7. All licensed facility application are on-line and may be downloaded by applicants 8. Continue to streamline licensed facility paper trails for applications and plan review 9. Updated Restaurant Plan Review packet 10. Improved turnaround time for Plan Review Applications between the front desk and Licensing Coordinator’s desk. 11. Developed new Temporary Restaurant questionnaire and application 9 EPIDEMIOLOGY 1. Designation of Epidemiology Sanitarian to liaison with County Health Department has led to much improved communication with the Public Health Nurses and, most particularly, the Communicable Disease Nurse. Monthly meetings of this group are now set up to discuss public health and disease issues. Also, communication and coordination with Oregon Health Division and Department of Agriculture is much improved 2. The Environmental Health staff is much more aware and able to deal with various communicable disease inquiries and incidences as a result of information and training provided by the Epidemiology Sanitarian ON-SITE SEWAGE 1. Performed 566 site evaluations in 2000. This is down 25% from the previous year 2. Finaled 1605 septic permits. This is down 10.5% 3. Goals for turnaround times were 7 days for permits, 14 days for site evaluations Average 6.5 days for permits 12.8 days for site evaluations 4. Assisted in establishing data base for University of North Carolina group doing national study on drain field media 5. Continued Septic Installer Newsletter NATIONAL DEMONSTRATION GRANT 1. Implemented grant study of experimental on-site septic systems in South County 2. Contracted with 5 different vendors of advanced wastewater treatment systems for installation of experimental systems 3. Selected and contracted with 23 homeowners for experimental systems 4. Designed the 9 “control systems” for grant 5. Coordinated homeowners, vendors and installers for installation of 8 experimental on- site septic systems and 8 control systems. More to come next year 6. Did intensive on-site inspections of these systems at installation 7. Designed an under drain collecting pipe for sampling bottomless sand filters 10 8. Developed a sampling plan for the experimental systems 9. Assisted in installation of monitoring well network for each site 10. Updated data base and maps for South County 11. Sampled 130 wells twice for regional groundwater synoptic 11 Current Planning The Planning Division consists of 14 employees, managed by two Principal Planners. Current Planning includes a Principal Planner, Kevin Harrison and eight Associate and Assistant Planners. The current Planning Division handles individual land use applications, zoning review and sign-off for building permits as well as provides information to the public on all land use related issues. CUSTOMER SERVICE 1. The current planning section received 1,130 land use application for the calendar year. This compares with 1,158 applications for the same time period last year. 2. There were 13 appeals filed in the year 2000. Three of these were withdrawn or voided. 3. There were 35 applications reviewed by the county Hearings Officers, down from 39 last year. Six of these appeals went to the Board of County Commissioners. 4. Two land use decisions were appealed to LUBA, down from 3 last year. 5. The current planning section met with 4,979 customers in 2000. This compares with 4,917 customers in 1999, an increase of 1.3%. 6. The current planning section assisted the long-range planning section in most long-range projects. A current planner was the lead staff person in a major effort to amend the cellular ordinance. 7. The current planning section provided staff assistance to the Deschutes County Planning Commission, Mitigation and Enhancement Committee, Deschutes Basin Resource Committee, Clean Air Committee and other groups and organizations. PROJECTS 1. Coordinated population projections were adopted. 2. Continued work with address committee and Project Impact to create countywide address coordination and creation of address data layer. Work is on going. 3. Revised FIRM maps adopted. 4. Coordination with Census Bureau accomplished. 5. Participated in local committee to implement SB 360. Work is on going. 6. Sign ordinance updated to provide provisions for unincorporated communities. 12 Long Range Planning Long-Range Planning consists of projects to update the current planning regulations and to look at future needs of the community. Principal Planner, Geralyn Haas, manages this portion of the Planning Division. The Long-Range Planning section has one Senior Planner in Transportation and one Associate Planner in a grant-funded Regional Problem Solving position and one Assistant Planner. The Planning Division additionally has two other programs including an assistant Planner for addressing and street names, and a Historic Planner who works in conjunction with the City of Bend, Redmond and Sisters, and staffs the Historic Landmarks Commission. IMPLEMENTATION OF REGIONAL PROBLEM SOLVING 1. Completed the expansion of the La Pine Urban Unincorporated Community, including: • GIS mapping & data compilation • Newsletters to over 7,000 property owners and other participants • Exception to Statewide planning goals • Amendment of the County Comprehensive Plan to include goals, policies and design guidelines for the new neighborhood • Amendment of the County Zoning Ordinance to include new zoning for the new neighborhood • Planning Commission public meetings and public hearing • Board of County Commissioners public hearing • LCDC public hearing approving County planning documents and expansion 2. Participated in LCAT/RMI planning and design workshop in La Pine. 3. Completed adoption of Memorandum of Understanding (MOUs) with state and local agencies. 4. Coordinated multi-department review of a Transferable Development Credit program. Work on going. 5. Purchased BLM land (Tract 38) to serve as the new neighborhood. 13 TRANSPORTATION PLANNING 1. Provided County representation and assistance to the Central Oregon Public Transportation Coordination Project (COIC), Commute Options Working Group, Bend Airport Advisory Committee, South County (La Pine) Transportation Advisory Committee, Sisters Transportation System Plan Technical Advisory Committee, and the Deschutes County Bicycle and Pedestrian Advisory committee. 2. Applied for an ODOT (TEA-21) grant to install needed sidewalks in Terrebonne, and submitted an organized project listing for inclusion into the State Transportation Improvement Program (STIP). 3. Provided comments and expertise to current planning. Including extensive work on the proposed Huntington Ranch Destination Resort. 4. Completed Periodic Review Task #10. Adoption of revised airport height/safety zoning amendments and map changes. 5. For the Regional Problem Solving Project, provided New Neighborhood transportation impact analysis and findings. Developed preliminary New Neighborhood subdivision designs and phasing. In addition, helped prepare and present a PowerPoint presentation to the Land Conservation and Development Commission (and Governor Kitzhaber) for their consideration in adopting the expanded La Pine UUC. 6. Updated the program, and completed the transfer of the Driveway Access Permit application process from the Road Dept. to CDD. 7. Worked with COIC on a federal Welfare-to-Work transportation grant (which was a national finalist), and have continued working on a Bend-Redmond commuter shuttle proposal. 8. Worked with the County Bicycle and Pedestrian Advisory Committee on a canal trail linking Bend and Smith Rock State Park. 9. Developed a Rural Road SDC methodology and implementation strategy. 10. Worked with the Road Department to create a new rural road standards and specifications document. Also, completed work on a preliminary 3-year Road Capital Improvement Program (CIP) project listing. Also with the Road Dept., completed extensive work on alternatives for a Sunriver interchange project. 11. Worked with City of Redmond on their plans to expand the UGB to the south along 19th St., a highway bypass around Redmond, and an additional analysis relating to secondary access to the County Fairgrounds and future connections to the Huntington Ranch development. 12. Worked with the City of Bend and the FAA to update the Bend Airport Master Plan and Airport Layout Plan. 13. Worked with the City of Sisters on their efforts to develop a Transportation System Plan. 14 14. Worked with Commute Options for Central Oregon to organize and co-sponsor a pedestrian-friendly intersection design seminar during Commute Options Week, and helped establish four new County Park & Ride lots. 15. Worked with the Bend Traffic Safety Committee and the City of Bend to install our designs for curb extensions on Lafayette Street in advance of the opening of the Lafayette connection to the Parkway. 16. Updated, enhanced and maintained the CDD Transportation Website. HISTORIC PROGRAM 1. Completed draft for new historic preservation ordinance for Bend, Redmond, Sisters and the county 2. Maintained Certified Local Government status and obtained grant for the 99-2000 year. Conducted regular Historic Landmarks Commission meetings. 3. Competed draft National Historic District nomination for Bend Old Town Neighborhood. Conducted public involvement with neighborhood 4. Old Town Historic District Nomination is at State Historic Preservation Office in Salem pending final review by the Advisory Council on Historic Preservation in February 2001. 5. Modified timeline of the proposal based on public comments, recommendations from local jurisdictions and Landmarks Commission 6. Continuing revisions of the Design Review Guidelines as developed by the Landmarks Commission to educate property owners about proposed Old Town Historic District. 7. Completed technical leaflet on "How to Research the History of Your House Prepared 3 National Register Nominations. 8. Organized the Bend and Redmond Historic Home tour. PLANNING COMMISSION 1. Staff to the Deschutes County Planning Commission 2. Process through the Planning Commission citizen and County Initiated Code text Amendments. These include changes to land use regulations to fix problems, clarify regulations and or allow new uses 3. Coordination of BOCC and Planning Commission quarterly meetings 15 4. Developed annual work program for the Planning Commission. The Planning Commission completed 90% of their work task 5. Staff to the Planning Commission’s public process for reviewing the Deschutes County Wireless telecommunications ordinance PERIODIC REVIEW WORK 1. Completed the adoption of the La Pine UUC Expansion 2. Drafted zoning standards and conducted public hearings for the Airport Safety Height Combining Zone. Work on going. OTHER 1. Reviewed amendments to Title 18, County zoning ordinance for 14 separate issues. 2. Amendment adopted to zoning map for Destination Resort Combining Zone. 3. Participated on the following committees: Deschutes Mitigation & Enhancement Committee, Provincial Advisory Committee (USFS & BLM), County Code Review Committee, Upper Deschutes Watershed Council – Technical Advisory Committee, FEMA Emergency Food & Shelter Board, Employee Benefits Advisory Committee, and OPRAA Committee. 4. Codified the County comprehensive plan as Title 23 of the County Code. 5. Facilitated a process for review and recommendations for telecommunication facilities (cell towers)