HomeMy WebLinkAbout2007-2008 Work Plan & 2006 Accomplishments
DESCHUTES COUNTY
COMMUNITY DEVELOPMENT DEPARTMENT
WORK PLAN
2007 - 2008
The Community Development Department mission is to facilitate orderly
growth and development in the Deschutes County community through
coordinated programs of Planning, Environmental Health, Building Safety,
Code Enforcement, education, and service to the public.
Coordinated Services and Administration
Building Safety
Environmental Health
Planning
Community Development Department Page 2 of 25
Draft Work Plan - FY 07-08
3/2/07
COORDINATED SERVICES AND
ADMINISTRATION DIVISION
The Community Development Department (CDD) Coordinated Services and
Administration division is managed by Tom Anderson, Director. Operations within this
division include satellite offices in Redmond and La Pine as well as the main office in
Bend. Ten Permit Technicians supervised by a Permit Technician Supervisor serve
customers, handle phone calls and process related paperwork in support of each
division. In addition, CDD has a Management Analyst, Administrative Analyst,
Administrative Supervisor, Administrative Secretary, Senior Secretary and Secretary
who provide support to all divisions.
CUSTOMER SERVICE
1. CDD customer service will continue to be the highest priority in FY 2007-08.
Management will continually assess customer feedback to ensure that the “front
counter” is run efficiently, wait times are minimized and comprehensive and
accurate information is provided. CDD’s goal is to improve the overall customer
service rating by 2.5% and develop a means to obtain a greater number of
customer survey responses.
2. Develop additional improvements to quality customer service of the past,
including analysis of determined methods to improve turn around times and
decrease customer waiting times. Benchmark other jurisdictions for the best
practices. Develop flow charts of the various permit processes and analyze
them for efficiency improvements. This will include surveys of other jurisdictions
and research of existing data.
3. Provide phone coverage Monday through Friday; returning all calls within 24
hours.
4. Implement additional elements to CDD’s scanned image database. In addition
to scanning all new files received or generated on a daily basis, the next major
objective is Long Range Planning files, with particular emphasis on major
subdivision/destination resort files. This will not only give staff instant access to
historical files, but will potentially further reduce customer office visits by
allowing Internet access to the files. This project will require a system to be
developed that will link subdivided properties to the original parent property and
will be one of the focuses of the new Webmaster.
5. Enhance CDD’s strategic plan to utilize new Internet and other technology for
improvements to CDD customer service and operational efficiency. With the
implementation of an Interactive Voice Response (IVR) system, CDD will obtain
the means to achieve a number of technological improvements. The IVR
system will:
Community Development Department Page 3 of 25
Draft Work Plan - FY 07-08
3/2/07
Allow for an automated inspection request system. This will
streamline the inspection request process currently used, freeing up
Permit Technician staff time from data entry. Customers will call into
a central number. Using a series of menu options, customers will be
able to request, cancel and obtain the results of inspections. An
automated inspection results notification feature has been added.
The IVR system will automatically scan the database for updated
information. Upon customer request, the IVR system will
automatically contact the customer with the results of their
inspections. The IVR also has a Web site feature so that customers
can use the Internet to request, cancel and obtain the results of
inspections as well.
The system will provide CDD with the capability to enhance field
communication by giving field personnel access to information in the
CDD permit system. Research into the best means and proper tools
to enhance and expand field communications in the field will be an
ongoing project.
6. Maintain seamless customer service associated with administration of the City
of Redmond building program. Ensure responsiveness to informational
requests on plan review, inspection request status, and overall permit status.
This includes but is not limited to extending the IVR system to the City of
Redmond. The City of Redmond will have a full functioning inspection request
phone system as well as a web application.
7. Evaluate the effectiveness of CDD’s permitting system and evaluate the need to
enhance, modify or terminate certain features within the system to meet current
needs and expectations without adversely affecting the original data. This will
streamline our applications, making it easier to find and process information.
8. Implementation of the Records Management Strategic Plan to minimize the
volume of hard copy storage of CDD’s records will continue to move forward.
The major emphasis of the plan is to minimize hard copy storage while adhering
to Oregon Administrative Rules record retention schedules. The plan contains
both short and long term objectives. Approved scanning and/or microfilming
methods for retaining documents and records will meet the new constraints of
limited space and the need to make information available and accessible to staff
and customers. The plan has included outlining new concurrent procedures for
future records management. As we move forward with the document
management plan and broaden the scope for the types of documents that will
be scanned, additional program development or modifications are expected.
9. Implement a means to better communicate and publicize the accomplishments
of CDD during the prior year. Develop a document similar to Juvenile Justice’s
“Report Card to the Community”, and publish as an insert in local newspapers.
10. With the recent installation of credit card machines in all CDD offices for our
business transactions, we have opened the door to “e-commerce” capabilities.
CDD will be researching and determining the types of transaction that best meet
this new medium.
Community Development Department Page 4 of 25
Draft Work Plan - FY 07-08
3/2/07
11. Improve overall operations by adopting new technologies and improving field
communications using handheld and wireless technology with the goal of
obtaining “real-time” data and information.
12. Expand customer service by providing wireless Internet access in the lobbies
and conference rooms at all CDD office locations.
13. Investigate and research the possibilities of accepting and reviewing building
plans electronically. Initially the plan will be to develop a pilot program by the
end of the calendar year 2007.
PERSONNEL AND ADMINISTRATION
1. Provide ongoing support to the Building, Environmental Health, and Planning
Divisions in the achievement of their work plan objectives.
2. Improve team building and internal CDD communication and training
opportunities. Document bimonthly focused training sessions and distribute to
appropriate staff. Provide more ongoing training opportunities to the Permit
Technicians and provide customer service coaching.
3. Implement basic cross training classes for enhanced mutual coordination of CDD
divisions among staff (i.e. train inspectors to better understand land use
parameters; planners to better understand the building code, etc.). This effort
should make the services of CDD more seamless from the customer’s
perspective and help ensure that the customer is receiving the most complete
information possible.
4. The CDD Technology Team will continue to assess the equipment used by CDD
staff, including computers and software, printers and scanners, audio visual
equipment, etc., to ensure that operational needs are being met. The CDD
Technology Team will evaluate new and emerging technologies to assess their
benefit to CDD, including cost analyses. The CDD Technology Team also works
closely with the Information Technology Department to identify software, or
application improvements that would facilitate the ongoing efforts of CDD.
5. In addition to ongoing facility inspections, accident investigations, and the
finalizing the Emergency Action Plan, the primary objective of the CDD Safety
Committee will be to fully implement the components of that plan. The recently
adopted Safety Committee Charter documents the Committee’s purpose, goal(s),
objectives, specific representation, roles and responsibilities and term limits of
members and expectations. The Committee is committed to maintaining CDD’s
exemplary safety record while complying with all applicable Occupational Safety
and Health Administration (OSHA) regulations.
6. CDD will continually evaluate available space at the Bend and satellite facilities
to best accommodate the changing needs of staff and business operations. The
goal of accomplishing any and all physical objectives will be at the lowest cost
and with the least amount of disruption.
Community Development Department Page 5 of 25
Draft Work Plan - FY 07-08
3/2/07
7. Investigate the feasibility of one additional Permit Technician who would serve as
a floater to cover work in any of the three offices to better insure quality customer
service and timely processing of permit applications. Also with La Pine becoming
an incorporated city, additional staffing may be needed at this satellite office.
8. Investigate the feasibility of an additional permanent part-time secretarial position
in order to continue the scanning of archived records and act as the tracking
coordinator for Building Division documents, mailings and the filing of building
plans. The position would also provide relief at reception and perform other
special duties.
CODE ENFORCEMENT
The Code Enforcement program consists of two Code Enforcement Technicians working
in coordination with law enforcement personnel from the Sheriff’s Department, supported
by CDD management and the CDD operating divisions. Code Enforcement is
responsible for investigating code violation complaints associated with the building, land
use, environmental health and solid waste codes, with the overriding goal of achieving
voluntary compliance.
1. Continue to implement a monthly statistical reporting system. Through frequent
statistical analysis, areas which require improvement will be identified and
appropriate steps will be taken to correct problems. The objective is to maximize
program efficiency by reducing the length of time cases remain open.
2. Survey other code enforcement jurisdictions and incorporate innovative practices
where appropriate. Efforts will include additional involvement with the State level
Oregon Code Enforcement Association (OCEA) as well as the OCEA Central
Oregon Chapter, including conference participation and networking.
3. Continue thorough review of the Code Enforcement Procedures Manual,
including input from the Board of Commissioners, and update those sections to
reflect current practices, delete those no longer appropriate, and add provisions
for updated objectives.
4. Work cooperatively with and by request of the City of La Pine, to develop a Code
Enforcement Procedures Manual Addendum for planning and solid waste
violations in the La Pine Incorporated area.
5. Investigate a proactive means of identifying potential code violations, including
follow-up investigation on conditional use approvals and confirmation of
compliant use of structures granted agricultural exemption.
6. Coordinate with Deschutes County Solid Waste Department to develop a
voucher/fee waiver and community service plan for solid waste cases. This will
facilitate resolution of code enforcement cases with special circumstances.
Community Development Department Page 6 of 25
Draft Work Plan - FY 07-08
3/2/07
7. Continue to work with the Legal Department on innovative methods of resolving
the most serious and difficult code enforcement cases, including injunctions, daily
fines and foreclosures.
8. Establish a relationship between CDD Code Enforcement and rural subdivision
homeowners associations. Code Enforcement Technicians will make themselves
available to speak at stakeholder meetings to share Deschutes County Code
Enforcement information and operating procedures.
9. Investigate, develop, and maintain an information packet for vehicle nuisance
violations. Procedures and information derived will facilitate case resolution by
establishing reasonable removal time frames and documentation of market
fluctuations.
10. Investigate the potential for an intergovernmental sponsored free vehicle disposal
event. Based on initial feasibility determination, coordinate scoping process to
involve relevant city, county, state and federal agencies/departments (e.g.
Bureau of Land Management (BLM), United States Forest Service (USFS),
Oregon Department of Transportation (ODOT), Department of Environmental
Quality (DEQ), and the Deschutes County Road and Solid Waste Departments).
GEOGRAPHIC INFORMATION SYSTEMS (GIS)
In addition to supporting the mapping and geographical analysis needs of each of the
operating divisions in CDD, this program’s GIS Analyst/Programmer and GIS Analyst are
responsible for the development and maintenance of the County’s digital spatial
database and for providing state-of-the-art mapping and data services to local
governments, citizens, and businesses. In addition, GIS supports CDD’s customer
service applications. Finally the CDD Webmaster performs significant Web site upgrades
and enhancements to improve customer communication and internal efficiency.
1. In conjunction with the Information Technology Department, implement a new
organizational structure for CDD GIS. Web application functions and associated
programming will be done by the Senior Web Applications Developer, while the
GIS Analyst will focus on data maintenance, customer support and special
projects.
2. Educate CDD staff on the use of GIS data and products in their work objectives,
and identify areas where current or modified GIS capabilities may assist those
objectives, including enhanced linkages between the GIS and permit systems.
Areas of particular emphasis include:
Digitizing Certificates of Satisfactory Completion for Environmental Health
Creating Depth to Groundwater Atlas/Maps for Environmental Health
Updating the Zoning Atlas for Planning Division/Public Use
Digitizing areas covered by Conservation Agreements for Planning
Spatial adjustment of National Wetland Inventory Data
Providing LAVA 5.0 Training and assistance for CDD employees
Community Development Department Page 7 of 25
Draft Work Plan - FY 07-08
3/2/07
Creating GIS Application for Inspection Routing
Maintaining and enhancing GIS Metadata on demand
3. Work with Information Technology staff to help design and implement the Data
Warehouse and Land Information System for improved access to countywide
databases.
4. Provide technical support for personal computers, printers, projectors and
computer systems.
5. Provide technical support, including mapping and analysis to the cities of Bend,
La Pine, and Sisters for future Urban Growth Boundary (UGB)/Urban Reserve
Area (URA) expansions.
6. Provide customer service and technical support to CDD customers.
7. Convert remaining GIS data/applications from existing GIS formats
(coverage/shape files) to ArcGIS Geodatabase format.
8. Complete enhancements in the following areas of the CDD Internet:
Environmental Health On-site Systems web page
Subdivision Public Access Application
Online inspection request application
Unincorporated Community web pages
La Pine Groundwater Program Web site
Additional projects as identified during the course of the year, as time
allows.
9. Update and enhance the Land Use Tracking System (LUTS) to incorporate and
update GIS data.
10. Continue to analyze data collected from customer Internet usage (web page hits)
to determine which areas of the CDD Web site should receive the most focus for
future enhancement.
11. Work with the Building, Planning and Environmental Health Divisions to identify
possible permits which may be offered over the Internet. Develop a pilot
program for less complex permit applications to test effectiveness of and interest
in the concept. The objective is to enhance customer convenience and also
reduce customer office visits, keeping lobby wait times down for others in CDD
offices.
12. Continue to provide GIS support of the South County Groundwater Protection
Project. Compile data/reports/technical analysis for Environmental Health/United
States Geographic Survey (USGS) Optimization Modeling and potential load
reduction scenarios.
13. Work with the Planning Director to integrate the County’s land use GIS
databases into the County Code by adopting an ordinance which will adopt one
set of data for all internal/external County Information Systems; including, but not
Community Development Department Page 8 of 25
Draft Work Plan - FY 07-08
3/2/07
limited to GIS, Land Use Tracking System (LUTS), Local Area Virtual Atlas
(LAVA), and Deschutes Information Access Line (DIAL).
14. Integrate remote access to County network via wireless cellular modem
technology allowing the ability to access its applications from the Internet.
15. Create spatial GIS data from CDD’s existing tabular permit databases.
16. Assist the Senior Transportation Planner with the mapping component of the
Transportation System Plan update.
17. Create pre-printed series of maps that will be provided in PDF on CDD’s Web
site.
18. Provide GIS and mapping assistance to the City of La Pine, as necessary.
Community Development Department Page 9 of 25
Draft Work Plan - FY 07-08
3/2/07
BUILDING SAFETY DIVISION
The Building Official, Dennis Perkins, 2 Assistant Building Officials, 21 Building Safety
Inspectors, and support staff 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. The Division provides
all of these services to the City of Redmond through a contract and provides various
services to Lake and Crook Counties and the State of Oregon Building Codes Division
on an “as needed" basis.
1. Continue to maintain 10 day maximum turn around time for all plan reviews.
2. Continue to maintain 24 hour inspection turn around time.
3. Utilize the new innovations in technology to support the Building Safety Division
administration and personnel.
Ensure the Interactive Voice Response (IVR) system is being utilized to
its capacity
Expand the use of the IVR system when needed
4. Create the ability to use e-permitting.
Allow customers to obtain certain specific permits via the Internet
Study the ability to accept plans via the Internet
5. Stay current with other jurisdictions in calculating fees.
Ensure that building permit fees are directly related to the cost associated
with them.
Study other ways of calculating building permit fees
6. Participate with the State Building Codes Division in setting up a regional office.
Meet with the locally assigned Building Codes Division representative
regularly
7. Continue with meetings and communication with the Central Oregon Builders
Association (COBA)
Continue monthly meetings
Attend COBA meetings as requested
Continue maintaining a booth at the Spring Home and Garden Show
Community Development Department Page 10 of 25
Draft Work Plan - FY 07-08
3/2/07
8. Ensure all three regional offices stay operational.
Staff Adequately
Support as needed
9. Meet regularly with the other Building Safety Officials in Central Oregon.
Code Interpretation
Arrange educational opportunities
10. Continue to maintain services as outlined in all Intergovernmental Agreements
(IGA) currently in effect with the State of Oregon, Lake County, Crook County
and the City of Redmond.
Community Development Department Page 11 of 25
Draft Work Plan - FY 07-08
3/2/07
ENVIRONMENTAL HEALTH DIVISION
Provide and promote protection of Public Health and the Environment through
education, consultation, and regulation.
The Environmental Health Division (EH) provides plan review, consultation and
inspection of regulated public facilities (restaurants, pools, tourist facilities, schools and
day care centers) and on-site wastewater and dispersal systems. The Division also
regulates public water systems to provide safe drinking water and works with the County
Health Department on a variety of epidemiology programs and issues.
ADMINISTRATION
GOAL: Maintain a healthy work environment, which promotes an atmosphere of
collaboration, education, and high morale among the Environmental Health staff.
Objectives:
1. Cross train staff to provide back-up in pool and spa, water system, facility
licensing, and plan review programs.
2. Plan and review the assigned tasks for a new on-site clerical staff member to
ensure more efficient use of Environmental Health Specialists’ time.
3. Due to the seasonal nature of most of the work, explore the possibility of a
seasonal Environmental Health Specialist.
ON-SITE WASTEWATER TREATMENT
Goal: To provide homeowners who are served by On-Site Wastewater Treatment
systems with an Operation and Maintenance (O&M) oversight program that is practical
and effective. Operation and Maintenance tracking and reporting is mandatory as per
OAR 340-71 for Alternative Treatment Technology (ATT), which the County is
contracted to regulate.
Objectives:
1. Fine tune data base and office processes to efficiently track O&M activities.
2. Provide fee incentive for certified O&M providers to do the reporting.
3. Research and plan the most efficient method of tracking real estate transactions.
4. Provide fee incentives for homeowners whose systems receive the proper O&M.
Community Development Department Page 12 of 25
Draft Work Plan - FY 07-08
3/2/07
5. Create an O&M web based annual reporting system for certified maintenance
providers.
Goal: Maintain service turn around goals of an average of 10 calendar days for
issuance of approximately 1,800 annual permits, 30 calendar days for approximately 500
annual site evaluations and 2 days for the 2,400 annual field inspections.
Objectives:
1. Become more efficient in our permit review and inspection processes.
2. Hire on-site clerical help to assist field inspectors with necessary office duties.
Goal: To better communicate with the Department of Environmental Quality (DEQ).
Objectives:
1. Amend contract and/or a memorandum of understanding with the DEQ to agree
on a process to come to a resolution on several issues.
2. Work with other County on-site administrators to develop a system of
accountability for the spending of the permit and site evaluation surcharge
monies collected by the DEQ.
Goal: To communicate better with our customers
Objectives:
1. Design an “easier to read” permit format.
2. Design an application questionnaire to better understand what the applicant is
proposing.
3. Design an application checklist and information package for newly proposed
subdivisions.
4. Print and mail two newsletters to the installers.
5. Clarify easement procedures by creating an information sheet.
6. Create an information sheet concerning Recreational Vehicle (RV) waste.
7. Research ways to provide treatment and disposal of low volumes of animal
enclosure waste and water softener waste, which are not now regulated.
8. Fine tune the “Interactive Voice Response” (IVR) process to maximize efficiency
and communication.
Community Development Department Page 13 of 25
Draft Work Plan - FY 07-08
3/2/07
Goal: Communicate better with each other.
Objectives:
1. Provide two sets of South County water table maps.
2. Create a complete book of all Alternative Treatment Technology information.
3. Create an automated tracking system for management of the O& M of South
County wastewater treatment systems.
GROUNDWATER PROTECTION PROGRAM FOR SOUTH DESCHUTES COUNTY
Goal: Apply the tools, experience, and information gained from the La Pine National
Demonstration Project and the County’s Regional Problem Solving Project to identify
and implement solutions to protect and improve the quality of the sole source of drinking
water in south Deschutes County.
The grant is scheduled to expire June 30, 2007. Much of the grant funds will remain
unused at that time. As a result, a request to extend the grant to October 30, 2007 will
be initiated. Even if the extension is granted, the following objectives will remain
incomplete by the start of the fiscal year.
Objectives:
1. Providing homeowners and installers with updated information about de-nitrifying
technologies.
2. Assisting homeowners by individually evaluating lots for purpose of determining
and the components needed to meet the upgrade requirement of the local
ordinance.
3. Evaluating newly approved technology for de-nitrifying capabilities.
4. Contingent upon adoption and implementation of the Local Rule, follow through
with our part of the “Development of Red Lot Feasibility Plan” as provided in the
Memorandum of Understanding (MOU) with DEQ.
5. Complete the plan of how to distribute the Partnership funds created by the
Pollution Reduction Credits.
6. Explore ways to monitor the success of the Nitrate Reduction Plan.
Community Development Department Page 14 of 25
Draft Work Plan - FY 07-08
3/2/07
LICENSED FACILITIES
Goal: To provide operators of food service facilities with the education and tools to
protect the public from food borne illness.
Objectives:
1. Educate staff on identifying risk in food handling practices commonly found in
food establishments.
2. Allow for one Environmental Health Specialist per year to train and be certified as
a Standardized Inspection Officer by the Department of Human Services (DHS)
to ensure greater consistency in licensed facility inspections.
3. Improve efficiency and reliability of the Phoenix system for licensed facility
inspections.
4. Implement on-line food handler training.
5. Perform either self-assessment or baseline survey for the Food and Drug
Administration’s (FDA) Voluntary National Food Regulatory Standards Program.
6. Continue to send our Food for Thought newsletter to licensed restaurant and
mobile food unit owners annually.
7. Perform 100% of required inspections on all licensed food service
establishments.
POOLS AND SPAS
Goal: Provide oversight to all public pools and spas to protect the public from water-
borne disease.
Objectives:
1. Provide clear and detailed handouts to help educate pool and spa operators on
troublesome issues regarding pool and spa maintenance.
2. Create an educational approach to routine inspections.
3. Provide EH staff with contact information for further self-education.
Community Development Department Page 15 of 25
Draft Work Plan - FY 07-08
3/2/07
WATER PROGRAM
Goal: Assure all citizens of Deschutes County safe drinking water by implementing and
enforcing drinking water standards through efficient technical and regulatory assistance.
Objectives:
1. Maintain current level of customer service for public health and drinking water
inquiries.
2. Continue to keep number of Significant Non Complier (SNC) systems to an
absolute minimum.
3. Continue immediate response time for water quality alerts.
4. Maintain sanitary survey rate of 33 per year.
5. Earn 90% or more of Drinking Water State Revolving Fund allocation.
6. Continue providing private well owners and non-public systems with technical
assistance.
HEALTH DEPARTMENT CONNECTION
Goal: To aide the Deschutes County Health Department (DCHD) in their mission to
provide public health services to the community.
Objectives:
1. Work with DCHD to hire a Toxicology Environmental Health Specialist using
general fund monies, to investigate and educate the public on potentially harmful
toxicological events (e.g. air pollution, Blue-Green Algae, etc.). Train in current
EH processes for rabies, food borne Illness complaints and other assorted citizen
concerns.
2. Maintain the high level of communication with the DCHD by continuing to attend
meetings with them to discuss public health needs and how the Division and
DCHD can work together to meet those needs.
3. Assist the DCHD in food borne illness investigations.
Community Development Department Page 16 of 25
Draft Work Plan - FY 07-08
3/2/07
PLANNING DIVISION
PROVIDING COURTEOUS, TIMELY, AND PROFESSIONAL LAND USE PLANNING SERVICES
THROUGH INNOVATIVE, COST-EFFECTIVE, AND COMMUNITY-BASED SOLUTIONS.
The Planning Division consists of 18 employees under the supervision of the Planning
Director, Catherine Morrow. The Current Planning section is managed by Kevin
Harrison, Principal Planner and includes 6 associate planners, 4 assistant planners, and
2 secretaries. The Current Planning section handles individual land use applications,
zoning review and sign-off for building and septic permits and information to the public
on all land use related issues. The section is also responsible for all addressing and road
naming in the rural County. The Long Range Planning section includes, 2 senior
planners, 1 associate and 1 assistant planner. Long Range Planning conducts public
involvement to consider land use policy, updates the County Comprehensive Plan and
zoning regulations and coordinates with the cities and agencies on planning projects.
CUSTOMER SERVICE FOR CURRENT PLANNING
PROCESSING CURRENT PLANNING APPLICATIONS
1. Meet 150-day time limits for processing all current planning applications.
2. Issue all administrative decisions for land use actions that require prior notice
within 45 days of determination of complete application.
3. Issue all administrative decisions for development actions (sign permits, lot-line
adjustments etc.) and land use actions that do not require prior notice (non-
visible landscape management and abbreviated Surface Mining Impact Area site
plans) within 21 days of determination of complete application (Note:
Approximately 1,000 applications are expected in the next fiscal year).
4. Process applicant initiated code amendments to change land use regulations to
fix problems, clarify regulations and allow new uses. This averages about 8-10
amendments each year.
5. Process land use applications for the City of La Pine under an Intergovernmental
Agreement.
Community Development Department Page 17 of 25
Draft Work Plan - FY 07-08
3/2/07
PUBLIC CONTACT
Counter duty, phone duty, and appointments. Counter planner available 8 a.m. to
5 p.m., Monday through Friday, except Wednesday (9 a.m. to 5 p.m.). Provide for
customer appointments with individual planners as needed. (Note: We expect
about 4,500 Planning customers next fiscal year.) Provide phone coverage
Monday through Friday; return all calls within 24 hours.
MONITORING CONDITIONS OF APPROVAL AND ASSISTING CODE ENFORCEMENT
Work with Code Enforcement to respond to code complaints and to monitor
conditions of approval for land use permits.
ADMINISTRATION
1. Continue cost accounting system for current planning section and analyze data
from that system. Information will be used to review fees and to quantify work
tasks not directly tied to land use permits.
2. Increase opportunities for customers to access information through use of
technology. Areas to explore are:
Design and function of the CDD web site
Readability of information
Monitor “hits” on the CDD web site to determine most popular sites
Develop a standardized pre-application process
MEASURE 37
Work with the County legal department to process measure 37 claims.
LONG RANGE PLANNING
MAJOR PROJECTS
SOUTH COUNTY REGIONAL PROBLEM SOLVING IMPLEMENTATION
1. Administer $500,000 Environmental Protection Agency (EPA) Capacity Building
Grant
2. Deschutes County’s proposal leverages $375,000 from EPA’s Targeted
Watershed Grant Program with a minimum commitment of at least $125,000 to
fulfill the 25% non-federal match requirement. Work tasks include:
Community Development Department Page 18 of 25
Draft Work Plan - FY 07-08
3/2/07
Coordinating with watershed partners to compile existing informational and
educational watershed stewardship tools and products.
Producing multi-media outreach materials and engaging the public to
collaborate with the County’s partners to build community support for the
missions of each organization.
Coordinating with the Bend/La Pine School District and Oregon State
University to promote innovative opportunities to apply science-based
learning to students in the sub-basin.
LA PINE NEIGHBORHOOD PLANNING AREA
1. Work with the Oregon Department of Housing and Community Development
(OHCD) to develop a plan for affordable housing and other compatible uses on
the County owned community facility zoned property. OHCD will develop a
request for proposals and/or solicitation of a master developer.
2. Work with the Bend/La Pine School District to adopt an agreement regarding a
proposed school site.
RED LOT (HIGH GROUNDWATER) WORK PROGRAM
1. Upon completion of the Groundwater Protection Program and contingent upon
adoption and implemention of a Local Rule, convene local, state, and federal
stakeholders to develop a multi-tiered red lot work program. Work program
would include:
Running the Nitrate Loading Management Model to understand the
implications of developing red lots in relation to groundwater quality.
Analysis of effect on retrofitting costs to current land owners.
Evaluating implications of red lot development as it pertains to other
elements of the County’s Comprehensive Plan, including Goal 5
Resources (Wildlife Habitat, Wetlands), transportation, wildland urban
interface, and etcetera.
A public involvement program to assure South County residents have
ample opportunities to discuss the implications of red lot development.
Identification of funding mechanisms to pay for strategies to assure the
groundwater quality does not exceed safe drinking water standards.
Coordination with the Upper Deschutes Watershed Council, Deschutes
Basin Land Trust, Deschutes River Conservancy and County Property
Management on management options for County owned land adjacent to
Deschutes and Little Deschutes Rivers in the South County.
Compile a list of conservation easements for GIS staff to map and
ensure that all are part of the scanned property records.
Community Development Department Page 19 of 25
Draft Work Plan - FY 07-08
3/2/07
WETLAND GRANTS
1. Explore state and federal grant opportunities to help offset the cost of
developing a Local Wetland Inventory for the South County.
2. Develop a work program to identify the specific area targeted for a Local
Wetland Inventory.
COMPREHENSIVE PLAN UPDATE
1. Work with the Planning Commission to complete the reorganization of the
existing Comprehensive Plan in order to make it easier to use and understand as
a written and web based document. The update will provide a consistent style
and format but will not change any goals or policies.
2. Work with the Board of County Commissioners (Board), the Planning
Commission and the public to craft a work program to write a new
Comprehensive Plan. The existing Comprehensive Plan was written in 1979 and
has been updated in a piecemeal fashion since that time. The three main areas
needing attention are:
Working with the public to determine their vision for future development
and conservation
Obtaining updated data so that there is a better understanding of where
the County is now
Examining the existing goals and policies to determine if they are taking
us where we want to go
3. A new plan will provide a blueprint for the future, incorporating not only the
changes that have already occurred in the County, but also coordinating with the
potential changes from Measure 37 and the State Task Force on Land Use. A
new plan will incorporate other planning efforts, such as the Transportation
System Plan (TSP) update or the Bend Urban Growth Boundary work. This
would be a multi-year project and could start with the following elements:
Analyze staffing and consulting needs
Investigate possible funding options
Work with the Board to create a public committee to oversee the process
(possibly the Planning Commission)
Work with the Board to create a work plan that includes staffing, financing
and a timeline
Identify the major work plan tasks, such as the public input process,
needed technical research and formatting/writing of the new or revised
comprehensive plan
Work with the public committee to create an effective public input process
The initial steps could be completed in the first fiscal year and would determine
the extent of the future work.
Community Development Department Page 20 of 25
Draft Work Plan - FY 07-08
3/2/07
TRANSPORTATION
1. Provide comments and expertise to current planning staff.
2. Participate in the annual County Capital Improvement Plan (CIP) process.
3. Develop project scope and development/adoption process and schedule for an
update of the 1998 County Transportation System Plan (TSP). Update will be
funded in-house or positioned to be at least partially funded from a possible 2007
State Transportation and Growth Management (TGM) grant.
4 Coordinate with the Road Department to explore alternative funding sources for
transportation improvements, including System Development Charges (SDC).
Develop alternatives for the Board to consider.
5. Work with Road Department on planning for 19th Street extension. Amend the
TSP to add the extension from the Redmond Urban Growth Boundary (UGB) to
the Deschutes Market interchange.
6. Continue work with the County Bicycle and Pedestrian Advisory Committee,
including completion of the GIS-based regional bike guide.
7. Coordinate with local, state and federal agencies through the Deschutes County
Bicycle and Pedestrian Advisory Committee to develop a regional trail plan.
Upon completion of a trail plan, amend the Transportation System Plan (TSP) to
include the routes. Also work with the Bicycle and Pedestrian Advisory
Committee to develop an online trail guide.
8. Continue to pursue opportunities for grant funding for transportation projects.
Prepare and administer grants as needed.
9. Serve on the Bend Metropolitan Planning Organization Technical Advisory
Committee (TAC).
10. Serve on the Central Oregon Area Commission on Transportation (COACT)
TAC.
11. Coordinate with the City of Sisters on transportation planning issues as Sisters
begins to update its TSP.
12. Serve on the Highway 97/20 Project Technical Advisory Committee.
13. Serve on the Central Oregon Rail Plan study group.
14. Participate in any meetings of the South Redmond Collaborative Group.
Community Development Department Page 21 of 25
Draft Work Plan - FY 07-08
3/2/07
CODE AMENDMENTS (LISTED IN ORDER FROM HIGH PRIORITY TO LOW PRIORITY)
1. Continue as the coordinator for the County Code Review Committee.
2. Process applicant-initiated code amendments.
3. Amend the Home Occupation Code to reflect experience with implementation.
4. Amend the County Code to make required Federal Emergency Management
Agency (FEMA) changes to Floodplain zone.
5. Amend Forest 1 (F1) and Forest 2 (F2) zones to conform to state rules (State
statute change).
6. Amend the County Code to allow the use of Recreational Vehicles as medical
hardship dwellings (State statute change).
7. Amend the County Code to eliminate reference ”…prior to the date the
conditional use permit was submitted…” from the “relative farm help dwelling”
criteria since such dwelling are no longer subject to conditional use permit. EFU
12.16.050 D (1) (c) Reword paragraph (State statute change).
8. Make GIS data the official map for zoning and the Comprehensive Plan.
9. Amend the County Code to provide authority and standards for lot line
adjustments and flag lots.
10. Adopt regulations for mini-storage units in unincorporated communities.
11. Begin a process to update the goals and policies for Terrebonne.
12. Amend wetland regulations to allow regular maintenance of existing roads
without conditional use permit.
13. Change the Land Management (LM) zone sign ordinance to insure that signs in
the LM zone are not identical to signs in urban commercial zones.
14. Add standards and criteria that require defensible space for wildfire protection.
15. Add a traffic study section to the Site Plan ordinance section 18.124.040 (f).
16. Re-establish “Itinerant Merchant” (it is still in the fee schedule) for such
merchants as Christmas tree sales. The permit was for inside the UGB, which is
now defunct; propose it be allowed in the UUC, RSC, and RC zones.
17. Delete the Conventional Housing Combining Zone.
18. Complete other code amendments as staff time permits. Staff maintains a list of
proposed code amendments.
PUBLIC INVOLVEMENT
1. Continue creating and updating CDD web sites that provide information on
specific planning-related programs and opportunities for public participation.
2. Monitor State Task Force work on the review of the State planning program (the
“Big Look”). Keep planning staff, the Planning Commission and the public
informed and engaged.
3. Staff the Planning Commission – the designated public involvement committee
Recruitment and training of new commissioners as needed.
Coordination of schedule and packet preparation.
Complete the 2006 Community Involvement Report and submit it to the
State Citizen Involvement Advisory Committee.
Provide opportunities for the Planning Commission to host land use
related seminars.
4. Explore the potential for conducting polling and public surveys though County
web page or media outlets such as TV, radio and print.
COORDINATION WITH OTHER JURISDICTIONS AND AGENCIES
BEND PROJECTS
1. Urban Growth Boundary Amendment
Participate in Bend Technical Advisory Committee for Residential Land
Study and Urban Growth Boundary (UGB).
Collaborate with City to complete UGB amendments.
Execute new intergovernmental agreements for urban unincorporated
area.
Amend County Comprehensive Plan and TSP as a result of Bend’s URA
and UGB amendments.
Coordinate with the Department of State Lands (DSL) on the master
planning of Section 11 (east of 27th, south of Stevens Road). Include the
master planning of the northern section of the County Landfill site, to
allow for integration with the DSL land.
Coordinate with the City of Bend and their consultant on master planning
the city owned Juniper Ridge property.
Amend Title 19 to establish an urban holding zone to be effective when
the urban growth boundary is expanded.
Community Development Department Page 23 of 25
Draft Work Plan - FY 07-08
3/2/07
2. Urban Reserve Area
With the approval of Bend City Council and City Manager, lead Bend’s
Urban Reserve Area (URA) work program.
Collaborate with City staff to complete URA public facility analysis.
Provide open forums and other public involvement opportunities.
Draft findings.
Initiate legislative amendments.
Amend County Comprehensive Plan and TSP as a result of Bend’s URA.
Execute new intergovernmental agreements for URA.
3. Transportation / Land Use
Assist the City of Bend with Safe Routes to School (SR2S) efforts in the
Bend-La Pine School District, and County schools (Tumalo Elementary).
Participate in Bend Metropolitan Planning Organization Technical
Advisory Committee.
REDMOND PROJECTS
1. Urban Growth
Amend and execute new intergovernmental agreement for urban
unincorporated area.
Assist as requested by the Board of County Commissioners on planning
for the County owned property east of Redmond.
2. Transportation / Land Use
Participate in the South Redmond Area Collaborative Planning Group to
address transportation and other issues in the Redmond Area, including
Pronghorn secondary access. Coordinate with City of Redmond, Oregon
Department of Transportation (ODOT), Oregon Department of Land
Conservation and Development (DLCD), National Guard, Governor’s
Office and BLM.
Participate in Highway 97 Redmond to Deschutes Junction refinement
plan (includes Quarry interchange).
Assist Redmond in addressing and street administration.
SISTERS PROJECTS
1. Urban Growth
Coordinate with City as needed for any urban growth boundary
amendments.
2. Transportation / Land Use
Work with City of Sisters and ODOT on alternative routes (bypass).
Community Development Department Page 24 of 25
Draft Work Plan - FY 07-08
3/2/07
LA PINE PROJECTS
1. Work with the La Pine City Council to implement provisions in intergovernmental
agreements regarding planning services for processing current planning
applications in La Pine.
ODOT / BLM / USFS PROJECTS
1. Participate in ODOT funded refinement planning projects for Highway 97 and
Highway 20. These projects may include planning for the Quarry Road
interchanges and the Wickiup Junction interchange or bypass.
2. Coordinate road issues with BLM and USFS for urban interface plans.
OTHER PROJECTS
HISTORIC
1. Amend Section 2.28 of the Deschutes County Code to be consistent with
provisions changes to state administrative rules and as appropriate with
provisions in the historic codes of Sisters, Redmond and Bend.
2. Correct the Comprehensive Plan list of historic resources.
3. Complete amendment to Comprehensive Plan for HLA-05-04 Walker Ranch
archeological and historic site.
ADMINISTRATIVE PROJECTS
1. Convert CDD Archive materials to electronic format and microfilm.
2. Establish a pre-application process for land-use applications.
3. Coordinate with the Environmental Health and Building and Safety Divisions for
expediting zoning confirmation of building permits.
4. Adopt GIS data so Comprehensive Plan and Zoning maps are officially
recognized.
5. Establish a procedure and process for verifying and amending GIS zoning data.
Community Development Department Page 25 of 25
Draft Work Plan - FY 07-08
3/2/07
MISCELLANEOUS
Projects:
1. Continue to assist the public in the process of forming Restricted Firearm
Districts.
2. Provide addresses as required by County Code. Work with Project Wildfire and
local fire departments to change road names as needed.
3. Coordinate with Information Technology (IT) and the Assessor’s Office to ensure
reliability of situs addressing data layer. Review list (2,100) of unaddressed
properties.
4. Administer programs, policies and procedures associated with the processing of
Measure 37 claims.
5. In coordination with County Legal Counsel and Property Management, identify
County owned property suitable for auction.
Other Committee Assignments:
Association of Oregon Planning Directors
Commute Options Working Group
Deschutes County Bicycle and Pedestrian Advisory Committee
Deschutes Mitigation and Enhancement Committee
Project Wildfire
Safety Committee
Planning representative on regional water planning discussions, headed
by irrigations, districts, Central Oregon Intergovernmental Council,
Oregon Consensus, etc.
Deschutes County
Community Development Department
Accomplishments – Year 2006
The Community Development Department mission is to facilitate orderly
growth and development in the Deschutes County community through
coordinated programs of Planning, Environmental Health, Building Safety,
Code Enforcement, education, and service to the public.
♦ Coordinated Services and Administration
♦ Code Enforcement
♦ Geographic Information Systems (GIS)
♦ Building and Safety
♦ Environmental Health
♦ Planning
Community Development Department Page 2 of 21
Accomplishments 2006
2/28/07
COORDINATED SERVICES AND ADMINISTRATION
The Community Development Department (CDD) operations are managed by Tom
Anderson, Director. This includes satellite offices in Redmond and La Pine as well as
the main office in Bend. Ten Permit Technicians are supervised by a Permit Technician
Supervisor and serve customers, handle phone calls and process related paperwork in
support of each CDD division. In addition, CDD has a Management Analyst,
Administrative Analyst, Administrative Supervisor, Administrative Secretary, Senior
Secretary and Secretary who provide support to all divisions.
CUSTOMER SERVICE
Customer surveys collected over 2006 show a decrease in average customer
satisfaction. While still in the 4-5 range on a scale of 5, the decrease from prior years is
important to note and address. A careful review of the surveys indicates that the problem
largely focused on slower turnaround times. CDD acknowledges that this did occur in
2006, due primarily to staff turnover, extended vacancies, and training of new personnel.
Four of the five negative surveys were received in June and July when the problem was
at its worst. We are confident that the problem has been addressed and look forward,
barring a recurrence of turnover problems, to 2007 numbers closer to previous years.
Customer Service Questionnaire Statistics
# Returned Efficiency Courtesy Knowledge Handouts
Processing
Time
Service
Compared
to
Elsewhere
Overall
Service
Yearly
Average
July - December 1996
45 4.37 4.75 4.44 4.19 3.81 4.44 4.49 4.36
Calendar Year 1997
155 4.50 4.72 4.48 4.21 3.91 4.21 4.44 4.35
Calendar Year 1998
121 4.58 4.78 4.59 4.02 3.73 4.07 4.29 4.29
Calendar Year 1999
107 4.58 4.65 4.60 4.23 4.17 4.53 4.53 4.47
Calendar Year 2000
78 4.63 4.68 4.59 4.24 4.10 4.39 4.47 4.44
Calendar Year 2001
80 4.80 4.90 4.81 4.47 4.47 4.85 4.78 4.73
Calendar Year 2002
82 4.62 4.79 4.70 4.58 4.39 4.71 4.49 4.61
Community Development Department Page 3 of 21
Accomplishments 2006
2/28/07
Customer Service Questionnaire Statistics
# Returned Efficiency Courtesy Knowledge Handouts
Processing
Time
Service
Compared
to
Elsewhere
Overall
Service
Yearly
Average
Calendar Year 2003
76 4.62 4.81 4.53 4.38 4.36 4.62 4.73 4.58
Calendar Year 2004
46 4.81 4.94 4.74 4.61 4.61 4.84 4.79 4.76
Calendar Year 2005
55 4.86 4.94 4.71 4.52 4.49 4.92 4.80 4.75
Calendar Year 2006
54 4.31 4.66 4.45 4.51 3.83 4.41 4.40 4.37
1. The increased availability of information on the CDD web site, and better
information included in printed handouts, helped to keep customer wait times to a
minimum. The average customer wait time for 2006 was seven minutes
compared to 6.4 minutes in 2005. However, customer visits in 2006 have
increased by 2.3%. This increase can be attributed to the increased volume of
Measure 37 claims processed, an increase of 16% in building permit volume and
the complexity of home building projects over 2005, in addition to the turnover
issue noted above.
2. Enhanced services to the City of Redmond under the Building plan review and
inspection program included implementation of the County’s land use and code
enforcement system modules and scanning of City of Redmond building
footprints for the County Assessor’s office. Due to the increased number of
inspection requests by City of Redmond customers, inspection request services
were enhanced by incorporating and involving the Bend office in entering
inspection requests into the system. The City of Redmond will also be included
in the InterVoice Response (IVR) system scheduled for installation in early 2007,
which will automate inspection requests, cancellations, and rescheduling. This
will include both telephone as well as web site applications.
3. Work has been completed to convert data from the City of Redmond permitting
system to a format compatible with the online Assessor’s system, Deschutes
Information Access Line (DIAL).
4. Modifications to the CDD imaging system have been made in order to
accommodate the City of Redmond. The City now has the same capability to
create cover sheets and modify statistical reports to identify their documents for
scanning purposes.
5. The City of Redmond system was enhanced in order to issue bulk electrical
permits, with the ability to bill and track payments on those permits.
Community Development Department Page 4 of 21
Accomplishments 2006
2/28/07
6. Modifications and improvements to the Permit and Land Use systems at the City
of Redmond have continued to improve the ease of use and reduce data entry by
staff. Automating updates entered by staff in the tracking portion of the system
has helped identify the current location of each application. Improvements were
also made to the system to reduce repetitive data entry. A customer base was
created to track and apply discounts to permit fees and additional permit types
were added to the system.
7. Provided addressing services to the City of Redmond for a third year. The
program continues to be successful in relieving the City of the burden and
allowing for better coordination of addressing in the County as a whole. The
contract will be renewed for a fourth year in 2007.
8. Conducted an extensive study of internal permit flow by mapping the processes
used in issuing permits. Flow charts graphically depicted the flow of a typical
application through each division from the point the customer first applies to final
inspection by Building Safety Inspectors. From this study, several repetitive steps
have been eliminated, and additional areas for analysis and possible
improvement have been identified.
9. Staff developed and began the implementation of an overall strategic plan to
manage and maintain documents and records generated by CDD in compliance
with Oregon Administrative Rules and to reduce the amount of hard copy
documents in storage at the Clerk’s Archive storage facility. Building plans and
records are routinely and more efficiently purged from in-house files. Proper
forms and procedures transfer these documents to the Clerk’s Archive facility
where they are maintained until the designated destruction date. The decision to
microfilm all permanent records retained by CDD has required the solicitation
and initiation of a contract for microfilming services. Further implementation of
this plan is scheduled for next year, when records will be microfilmed, reviewed
and stored at the State Archive facility.
10. An InterVoice Response (IVR) system was purchased in 2006 to automate the
building and septic inspection request process. The IVR will allow customers to
call the inspection request line linked to the permit system, and through a series
of menu options be able to schedule, cancel, reschedule or check the status of
an inspection on a valid permit. This process was previously done manually
through voice mail and data entry by staff. The IVR system will also include a
feature that will automatically notify the customer of the inspection results via e-
mail. The IVR will also include a web site application so that customers can
perform all the same functions online. Once this system is fully implemented, it
will enhance customer service and free up valuable staff time.
11. The CDD Technology Team continued to assess the equipment used by CDD
staff, including computers and software, printers and scanners, audio visual
equipment, etc., to ensure that operational needs are being met. The team has
developed an initial list of strategic projects that will enhance customer service,
staff efficiency and internal and external communications. Projects include online
permit application processing making data available to inspectors while in the
field, an electronic plan review pilot project and review of business processes
Community Development Department Page 5 of 21
Accomplishments 2006
2/28/07
and procedures. This list will be enhanced or modified to address changing
needs and goals.
12. The Redmond satellite office was moved to a larger, more efficient space in late
October. The new location at 657 SW Glacier has provided work space for the
eleven permanent employees with room for additional growth. The new space
also includes a larger customer reception area, a conference room and needed
storage space. The move was accomplished at relatively low cost with minimal
disruption.
13. Coordinated Services continued to improve team building and internal
communication and training opportunities by conducting bimonthly Permit
Technician training sessions on code changes, new policies and procedures, and
other topics of timely interest. The new Permit Technician Supervisor conducts
additional regular Permit Technician meetings, which have helped facilitate
communication and coordination between divisions.
14. The Safety Committee completed detailed safety inspections of each facility
location. Several items required modification and were corrected. The major
accomplishment of the committee was the finalization and introduction of the
Emergency Evacuation Plan to staff. The Committee continues to work on the
details of the overall implementation of the plan. This and other safety-related
policies that have been initiated by the Committee are now part of new employee
orientation.
CODE ENFORCEMENT
The Code Enforcement (CE) program consists of two Code Enforcement Technicians
and a Law Enforcement Technician from the Sheriff’s Department, supported by
management and the 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
circuit court.
2006 Code Enforcement Activity Report
CASE TYPE
NUMBER
OPENED
NUMBER
CLOSED
AVERAGE DAY
TURNAROUND*
Building 57 35 87.09
Environmental Health 33 26 76.85
River 6 2 127.00
Planning 75 48 60.48
Lighting 6 6 40.83
Solid Waste 79 39 122.49
Total 256 156 85.79
* Code Enforcement case opened and closed in 2006 calendar year
1. Recruited, hired and trained two new Code Enforcement Technicians.
Community Development Department Page 6 of 21
Accomplishments 2006
2/28/07
2. Successfully expanded use of the Sheriff’s Office warnings for case resolution.
3. Negotiated and completed a Voluntary Compliance Agreement (VCA) with
assistance from County Counsel in resolution of a particularly difficult 2002 code
enforcement case involving a failing septic system and unsafe residence.
Recouped County Code Enforcement and Legal Department expenses in
resolution.
4. Worked cooperatively with the Department of State Lands (DSL), Oregon
Department of Fish and Wildlife (ODFW), and Oregon Parks and Recreation
(OPRD) in resolution of river front and wetland land use violations. Continued
efforts to develop a joint process for violations in national wetlands.
5. Worked closely with the Solid Waste Department on innovative approaches to
solid waste violation case resolution.
6. Attended Oregon Code Enforcement Association (OCEA) conferences,
networking and exchanging information to improve operational procedures and
practices.
7. Gave presentations to several county neighborhood associations enhancing a
cooperative approach to enforcement issues.
Community Development Department Page 7 of 21
Accomplishments 2006
2/28/07
GEOGRAPHIC INFORMATION SYSTEMS (GIS)
In addition to supporting mapping and geographical analysis needs of each of the
operating divisions in CDD, the GIS Analyst/Programmer and GIS Analyst for the
program are responsible for the development and maintenance of the County's digital
spatial database and for providing state-of-the-art mapping and data services to local
governments, citizens, and businesses. In addition, a Senior Web Application Developer
serves as the webmaster for CDD’s web site and coordinates the development of web-
based staff and customer service applications.
1. Throughout the year, continued to train CDD employees, both individually and in
groups, on the expanded use of the Local Area Virtual Atlas (LAVA) program.
2. Staff has provided exemplary customer service to both internal and external
customers. Internal customers received assistance and guidance with regard to
in house computers and peripherals. External customers received quality and
professional services for their GIS related requests.
3. Progress was made to enhance the Environmental Health Division web site. The
Licensed Facility portion of this web site was completely redesigned for easier
access to information.
4. Enhancements to the CDD web site include a current staff contact list. This has
helped with our customer service in that it has put the customer in direct contact
with staff specializing in the area of inquiry.
5. The “Data and Information Centre” was added to the list of quick links on the
CDD home page. This site makes a number of forms available for Planning,
Environmental Health and Building Permit applications. This site also provides
information under the “Research Tools” link to aid in land use research,
information on pending land use applications, building permits issued within the
last 30 days and active or expired permits. It is expected that this site will make
available other informational features in the future.
6. Continued to maintain the zoning layers, including updates and changes, for
each of the incorporated cities within Deschutes County.
7. The Long Range Planning page was added to provide customers and other
interested parties with information that pertains to the long term goals, programs
and special need areas of our County. Some of the Long Range projects include
the Remapping for Destination Resorts, Sisters Urban Growth Boundary,
Redmond Urban Reserve, Coordinated Population Forecast and Regional
Problem solving for both South Deschutes County and South Redmond.
8. Successfully converted GIS data from coverage and shapefile formats to a
Geodatabase format via Spacial Data Engine (SDE), a software product that
stores GIS data. This was done in cooperation with the Information Technology
Department.
Community Development Department Page 8 of 21
Accomplishments 2006
2/28/07
9. Created Metadata, a summary for all GIS data maintained by CDD for the
County’s GIS program.
10. Completed Ballot Measure 37 database enhancements, including an auto-
updating spreadsheet used for multi-user viewing of Measure 37 summary
information.
11. Redefined building inspection areas to include newly hired building inspectors
and incorporated the changes into the building inspection software program.
12. Continued to provide mapping support for Environmental Health Division South
County Drinking Water Protection Program.
13. Assisted in mapping and database support for the Destination Resort remapping
project. Helped identify the complexities of remapping the zone and identified
external factors that could compromise the remapping project.
Community Development Department Page 9 of 21
Accomplishments 2006
2/28/07
BUILDING SAFETY
The Building Official, Dennis Perkins, two Assistant Building Officials, 21 Building Safety
Inspectors, and support staff 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. The Division provides
all of these services to the City of Redmond through a contract and provides various
services to Lake and Crook Counties and the State of Oregon Building Codes Division
on an “as needed" basis.
1. CDD experienced a temporary increase in turnaround time due to concurrent
extended absences by plans examiners. The increase was partially offset by
significant overtime turned in by other Building Division staff. The Division also
hired two temporary, part-time plans examiners to help and contracted with three
private companies to support in the effort.
2. The goal to complete all inspection requests within 24 hours has generally been
accomplished. In those rare instances where this goal could not be met, missed
inspections were given priority and were done the next working day. In order to
maintain this goal, CDD hired three temporary, part-time employees for the
spring and summer months.
3. CDD successfully networked with the eight local fire departments over the past
year. An agreement was reached pertaining to coordination and efficiency in fire
code integration with building plan review and inspection.
4. CDD was able to respond to all requests from neighboring jurisdictions for
support through existing intergovernmental agreements.
5. Support of the City of Redmond to keep their operations plan in compliance with
the State of Oregon Building Codes Division has been successful. Additional
staffing, permit system enhancements and improvement to pick-up and delivery
of plans highlighted the year.
6. Partial progress was achieved in achieving better consistency in commercial
structure permitting and plan review. This will be a continuing objective in the
coming year.
7. Associated with the Interactive Voice Response (IVR) permitting system, a
customized list of corrections codes were developed to shorten time required for
system comment entry and to provide consistency in our feedback to contractors
in the field.
8. Attendance at monthly American Disability Act (ADA) meetings has been
consistent and we have accomplished our goal of full participation with this
group.
Community Development Department Page 10 of 21
Accomplishments 2006
2/28/07
9. Our efforts to work with the Central Oregon Builders Association (COBA) and the
Central Oregon Association of Realtors (COAR) continue:
Maintained monthly meetings
Available as needed for the Master Builder Certification process
Staffed a booth at the Spring Home Garden Show
Community Development Department Page 11 of 21
Accomplishments 2006
2/28/07
ENVIRONMENTAL HEALTH
Provide and promote protection of Public Health and the Environment through
education, consultation, and regulation.
The Environmental Health Division (EH) provides plan review, consultation and
inspection of regulated public facilities (restaurants, pools, tourist facilities, schools and
child care centers) and on-site wastewater and dispersal systems. The Division also
regulates public water systems to provide safe drinking water and works with the County
Health Department on a variety of epidemiology programs and issues. In addition, EH is
engaged in proactive pursuit of protection of the Groundwater in South County through
grant funding. A staff of ten provides this range of services. Discussions are continuing
with the Deschutes County Health Department on better communication and
coordination, including a review of the formal relocation of the regulated facilities,
drinking water and epidemiology programs to their department.
ON-SITE WASTEWATER TREATMENT
1. Assessed 522 sites for feasibility for on-site wastewater treatment and dispersal
systems, a 4% increase from 2005. Issued 1,772 permits and authorizations for
new and existing on-site treatment and dispersal systems, statistically the same
as 2005.
2. Performed 2,845 inspections to ensure proper siting, installation or abandonment
of on-site wastewater treatment and dispersal systems.
3. Permitted and inspected five replacements of substandard trench systems, which
were in the groundwater, at times with the best available treatment systems
under the new upgrade policy.
4. Implemented the site evaluation phase of approving de-nitrifying technology for
new site evaluations honoring the “130” section of the Department of
Environmental Quality (DEQ) rules, which is required by contract to follow.
5. Staff received training in two newly approved Advanced Treatment Technologies.
6. Met with DEQ numerous times and developed a draft Memorandum of
Understanding (MOU) and processes for better communication.
GROUNDWATER PROTECTION PROGRAM FOR SOUTH DESCHUTES COUNTY
1. Implemented the County Code and CDD program amendments to change the
focus of development in the Neighborhood Planning Area of La Pine to assist
with the retrofit of conventional wastewater treatment systems with nitrogen
reducing systems.
2. Engaged a Technical Advisory Committee in an 8 month process to
advise the staff on the concepts and direction of the Groundwater Protection
Program.
Community Development Department Page 12 of 21
Accomplishments 2006
2/28/07
3. Worked with DEQ and County Counsel to craft a draft form of a local ordinance
to require the use of nitrogen reducing wastewater treatment systems.
4. Conducted an extensive public outreach effort for the local rule which included:
Seven public meetings held in the South County area.
Informational presentations specifically for installers and realtors.
Updating and populating the project website with data and information.
Writing or contributing to articles in the Newberry Eagle, Bend Bulletin,
and Deschutes County Citizen.
Creating and distributing five informational brochures.
5. Submitted the grant required Quarterly Reports to the Environmental Protection
Agency (EPA).
FOOD INSPECTION PROTECTION PROGRAM
1. Performed 1,751 inspections on restaurants, temporary food booths, mobile food
units, commissaries, warehouses, and bed and breakfasts.
2. Provided plan review for 64 new or remodeled restaurants.
3. Tested 1,337 food handlers using the in-house computer system.
4. Integrated a new Environmental Health Specialist into the EH team.
5. Created a “Food for Thought” newsletter and sent to restaurant operators.
6. Implemented a laptop based inspection system which prints out a standardized,
clear, concise, professional report at the inspection site.
DRINKING WATER PROGRAM
1. Conducted 36 sanitary surveys (comprehensive inspections of public water
systems to identify potential hazards to water quality).
2. Continued immediate response time and investigation of 32 water quality alerts
associated with bacteriological and/or chemical contamination.
3. Met minimum program workload requirements with only 57% staffing.
4. Continued to provide professional technical and regulatory assistance to 184
public water systems in Deschutes County.
5. Earned 87% of the Drinking Water State Revolving Fund allocation.
Community Development Department Page 13 of 21
Accomplishments 2006
2/28/07
6. Continued to reduce the number of systems on the Environmental Protection
Agency Significant Non-Complier (EPA SNC) list from almost 60 in 2000 to 1
today.
7. Maintained a high level of customer service and assistance for private well
owners and non-public water systems in the tri-county area.
8. Hosted the annual Small Groundwater System Operators course for 60
participants from 6 counties.
EPIDEMIOLOGY
1. Continued formal communication between the Environmental Health Division
(EH) and the Deschutes County Health Department (DCHD).
2. The Division received and responded to 115 food borne illness report and/or
complaints from the public.
3. Applied for enrollment in the United States Food and Drug Administration’s
(USFDA) Voluntary National Retail Food Regulatory Program Standards.
Attended quarterly meetings with other enrollees. This program evaluates how
the restaurant inspection program compares with other states and federal
standards as well as helps evaluate the health and consistency of our restaurant
program.
4. Veterinarians reported over 38 animal bite incidents and animal control offers
reported over 120 animal bite incidents to the Division. Each report required a
call to the bite victim, the animal owner (to verify quarantine procedures) and/or
return calls to the veterinarians by EH staff.
5. Assisted the Department of Human Services (DHS) in a food borne disease
outbreak in July caused by raw oysters that affected 6 states and Canada.
There was one case in Deschutes County in which the quick response of the
State and County prevented any additional cases.
6. Assembled and distributed educational material on mold control, hazards and
proper abatement. Provided referrals on many other environmental concerns
such as indoor air contamination, blue-green algae and others, in response to
over 85 telephone inquiries from citizens.
7. The Division continues to provide these valuable public health investigation
services without collecting fees from the general public to offset the commitment
of staff resources on these projects. This part of the Division work is subsidized
by fees collected in the on-site sewage disposal and licensed facilities programs.
Community Development Department Page 14 of 21
Accomplishments 2006
2/28/07
POOLS, SPAS, AND TOURIST FACILITIES
1. Performed 350 pool and spa inspections.
2. Performed inspections of 50 tourist accommodations.
3. Reviewed 23 pool/spa plans.
4. One staff member received certification from the National Swimming Pool
Foundation as a Certified Pool/Spa Inspector and another was recertified as a
Certified Pool Operator.
5. Three new handouts were created and distributed to pool and spa operators:
A water quality daily check list for pools and spas
A paper outlining the negative effects of high cyanuric acid levels on pool
sanitation.
A handout to help pool operators deal with chemically aggressive water
as found in Central Oregon.
SCHOOLS
1. Conducted 98 National School Lunch Program inspections for several school
districts serving over 19,000 students per day.
2. Assisted 49 schools in development and pre-implementation of written Hazard
Analysis and Critical Control Point (HACCP) plans and Standard Operating
Procedures in response to new United States Department of Agriculture (USDA)
rules.
CHILDCARE
1. Performed 100% of inspections for 67 licensed child care facilities.
2. Accepted an invitation by DHS to participate on a rule amendment committee for
private child-care and residential treatment facilities.
Community Development Department Page 15 of 21
Accomplishments 2006
2/28/07
PLANNING
PROVIDING COURTEOUS, TIMELY, AND PROFESSIONAL LAND USE PLANNING SERVICES
THROUGH INNOVATIVE, COST-EFFECTIVE, AND COMMUNITY-BASED SOLUTIONS.
The Planning Division consists of 18 employees under the supervision of the Planning
Director, Catherine Morrow. The Current Planning section is managed by Kevin
Harrison, Principal Planner and includes 6 associate planners, 4 assistant planners, and
2 secretaries. The Current Planning section handles individual land use applications,
zoning review and sign-off for building and septic permits and information to the public
on all land use related issues. The section is also responsible for all addressing and road
naming in the rural County. The Long Range Planning section includes, 2 senior
planners, 1 associate and 1 assistant planner. Long Range Planning conducts public
involvement to consider land use policy, updates the County Comprehensive Plan and
zoning regulations and coordinates with the cities and agencies on planning projects.
CUSTOMER SERVICE CURRENT PLANNING
1. Current Planning received 1,090 land use applications in the year 2006. This
compares with 957 applications for the year 2005, a 14% increase, and 994 in
2004.
2. There were 12 appeals filed in the year 2006. This compares with 19 appeals in
the year 2005, a 37% decrease, and 12 appeals in 2004.
3. There were 46 applications reviewed by the County hearings officers in the year
2006. This compares with 48 in 2005 and 26 in 2004. Seven decisions were
appealed to the Board of County Commissioners in 2006. This compares with 13
appeals in 2005, a 46% decrease, and 7 appeals in 2004.
4. There were 6 appeals to the Land Use Board of Appeals (LUBA) in 2006. This
compares with 5 appeals to LUBA in 2005 and 4 appeals in 2004.
5. Current Planning met with 5,273 customers in 2006. This compares with 5,448
customers in 2005, a 3% decrease, and 4,726 customers in 2004.
6. A primary accomplishment was the successful transition to the new County web
site, improving the Community Development Department web site by posting
meeting material on the calendar and regularly updating “In the News” items. All
Current Planning documents are now scanned and accessible through the use of
the web page.
7. There were 91 Measure 37 claims filed with the County in 2006. County staff
took 41 Measure 37 claims to the Board of County Commissioners for decisions.
Community Development Department Page 16 of 21
Accomplishments 2006
2/28/07
PLANNING COMMISSION AND CITIZEN INVOLVEMENT
The Planning Commission:
1. Reviewed and made recommendations on the 2005-2006 Community
Development Work Plan.
2. Hosted a public information workshop on water resource issues.
3. Made a recommendation on destination resort mapping.
4. Hosted public information meetings on the South County groundwater issues.
5. Sent a letter to the State Task Force on Land Use offering to assist with public
outreach in Deschutes County
6. Made recommendations on the following text and plan amendments:
46 minor and technical text changes
5 transportation text and plan amendments
2 Redmond Urban Growth Boundary text and plan amendments
A solar setback text amendment
A guest ranch text amendment
A Terrebonne plan amendment
A destination resort text amendment
7. Approved a conditional use for a guest ranch.
8. Approved a quadrant plan for the La Pine New Neighborhood.
9. In conjunction with staff, completed a Community Involvement Report for 2005
and sent it to the State Citizen Involvement Advisory Committee.
10. Received training from staff on the following:
8 Statewide Planning Goals
The County LAVA system
Staff:
1. Recruited and trained four new planning commissioners.
2. Provided memos and training on 8 Statewide Planning Goals with the
Department of Land Conservation and Development (DLCD) and others as guest
trainers.
3. Created a web page for the memos on Statewide Planning Goals and updated
the page as we completed each goal.
Community Development Department Page 17 of 21
Accomplishments 2006
2/28/07
4. Created a web page for the Comprehensive Plan Update.
5. Monitored the State Task Force on Land Use.
6. Prepared press releases on controversial topics of discussion to alert the public.
COORDINATION WITH OTHER JURISDICTIONS AND AGENCIES
BEND COORDINATION
1. Participated in technical advisory committees analyzing housing needs and a
Bend Urban Growth Boundary amendment.
2. Attended interagency meetings with City staff and DLCD.
3. Reviewed Bend’s water master plan / residential lands need / Juniper Ridge
Memorandum of Understanding (MOU) and memos / Goal 14 - Administrative
Rule.
4. Received City and County support to develop the factual basis supporting an
Urban Reserve Area (URA) for Bend.
5. Developed a work plan outlining the Urban Reserve Area (URA) work program
efforts and a $5,000 reimbursement request from the City of Bend to offset GIS
costs.
REDMOND COORDINATION
1. Participated in technical advisory committees analyzing housing needs and
developing a proposal for the Redmond Urban Growth Boundary amendment.
2. Promoted the Urban Growth Boundary (UGB) work program.
3. Provided UGB amendment Progress Reports to the Deschutes County Planning
Commission.
4. Prepared a Gantt chart outlining the legislative timeline.
5. Prepared Joint Work Session/Public Hearing packets for the Planning
Commission and Board of County Commissioners (Board). The Board adopted
the UGB amendment in August.
6. The Oregon American Planning Association awarded the County and City of
Redmond a “Professional Achievement in Planning Award” for the City of
Redmond Urban Reserve / Urban Growth Boundary Expansion Project.
7. Spoke at the Oregon Planning Institute to discuss Redmond’s achievement,
summarized in item #6 above.
Community Development Department Page 18 of 21
Accomplishments 2006
2/28/07
LA PINE COORDINATION
1. Analyzed the La Pine Incorporation proposal for land use and other concerns.
2. Assisted in preparation of legal findings to support the incorporation land use
decision.
GRANT APPLICATIONS
ENVIRONMENTAL PROTECTION AGENCY (EPA): CAPACITY BUILDING GRANT
1. Submitted grant materials for an EPA Capacity Building Grant, ($500,000),
including the grant narrative and detailed budget.
2. Coordinated with the Washington D.C. Congressional delegation for letters of
support.
3. Coordinated with the Confederated Tribes, Deschutes Resources Conservancy,
Upper Deschutes Watershed Council, Bend/La Pine School District, EPA-Region
10, Irrigation Districts, Oregon Water Resources Department, City of Bend, and
other stakeholders to receive their formal support.
OREGON DEPARTMENT OF TRANSPORTATION (ODOT): TRANSPORTATION GROWTH
MANAGEMENT GRANT
1. Submitted a preapplication to TGM for an Assessment of the Deschutes County
Transportation System Plan.
2. Submitted a TGM preapplication update to ODOT.
PROJECTS
SOUTH COUNTY GROUNDWATER PROTECTION PROJECT - SOUTH COUNTY
1. Worked with a Technical Advisory Committee and Neighborhood Planning Area
developers to amend the County’s Transfer of Development Credit Ordinance to
create Pollution Reduction Credits. This was done to assist the County efforts in
assisting residents to retrofit existing septic systems with denitrifying technology.
2. Coordinated with DEQ to develop a local rule and Memorandum of
Understanding (MOU) for the South County.
3. Held a series of public meetings and open houses to discuss the County’s
groundwater protection program and the development of a Local Rule.
Community Development Department Page 19 of 21
Accomplishments 2006
2/28/07
4. Using proceeds from a National Fire Plan Grant, coordinated with the County
Forester to perform fuel treatment on 393 acres of county-owned land in the La
Pine Neighborhood Planning Area.
OTHER PROJECTS
1. Participated in a Destination Resort Work Session with the Board and Planning
Commission, including web updates and press releases.
2. Organized a panel of experts for a water policy panel discussion.
3. Developed and made a PowerPoint destination resort remapping presentation for
AmeriTitle and the University of Oregon Osher Lifelong Institute.
4. Initiated letters to approved destination resorts to ensure they are meeting their
required housing ratio.
5. Made edits to the Deschutes County Hazard Mitigation Plan to comply with
Federal Emergency Management Agency (FEMA) requests. FEMA approved the
County Hazard Mitigation Plan in January 2006.
CODE AMENDMENTS
STAFF INITIATED:
1. Completed approximately 46 minor and technical code amendments to County
Code, Titles 15, 17, 18 and 22.
2. TA-06-1: Text amendment to update the Transfer of Development Right code in
Title 11.
3. Reviewed the home occupation code and created a memo outlining the issues
that need addressing.
APPLICANT INITIATED:
1. TA-04-4: Text amendment to the destination resort code in Title 18. Public
hearings were conducted before the Planning Commission and Board of County
Commissioners. Not completed in 2006.
2. TA-06-2: Text amendment to update the guest ranch code in Title 18.
3. TA-06-4: Text amendment to County’s solar setback, Title 18, as it applies to the
Neighborhood Planning Area. Ordinance 2006-035 was adopted by the Board on
December 4, 2006.
4. TA-06-5: Text amendment to the Comprehensive Plan Terrebonne policies: Put
on hold after the Planning Commission voted to recommend this not be adopted
by the Board.
Community Development Department Page 20 of 21
Accomplishments 2006
2/28/07
COMPREHENSIVE PLAN UPDATE:
1. Initiated a draft update of the plan by creating a template, completed research
and rewrote Chapters 1 and 2.
2. Reviewed the draft update and began additional edits to Chapters 1 and 2.
TRANSPORTATION PLANNING
1. Amended the Neighborhood Planning Area Code Title 18.61 to comply with the
Comprehensive Plan Title 23 non-motorized plan and Amended Title 17 to
adopted road standards for the Neighborhood Planning Area.
2. Maintained the CDD web site related to long range planning and transportation
planning issues.
3. Participated in ODOT-funded refinement planning projects for Highway 97.
These projects included:
Planning for the Redmond to Deschutes Junction refinement plan
(includes 19th St. extension south of the Fairgrounds, Quarry Road
interchange, and Pronghorn secondary access)
US97/US20 Refinement Plan (Bend area)
Lava Butte to Sunriver Plan
Wickiup Junction interchange or bypass
4. Coordinated with the Department of State Lands (DSL) on the master planning of
Bureau of Land Management (BLM) property south of the County Fairgrounds
(part of South Redmond Collaborative Group).
5. Worked with the County Bicycle and Pedestrian Advisory Committee, including
completion of the GIS-based regional bike guide (road routes), County Trails
Plan and web site upgrades.
6. Assisted the City of Bend with Safe Routes to School (SR2S) efforts in the Bend-
La Pine School District, and County schools (Tumalo Elementary access
improvements).
7. Assisted the City of Redmond with the UGB and URA expansions (and
associated Transportation System Plan (TSP) amendments).
8. Worked with the City of Bend on their projects relating to UGB expansions and
designation of Urban Reserve Areas.
Community Development Department Page 21 of 21
Accomplishments 2006
2/28/07
Transportation Related Committees
Bend Metropolitan Planning Organization Technical Advisory Committee, and as
alternate to the Policy Board.
South Redmond Area Collaborative Planning Group to address transportation
issues, including Pronghorn secondary access.
La Pine Transportation Advisory Committee.
Commute Options Working Group
Deschutes County Bicycle and Pedestrian Advisory Committee
Statewide SR2S Advisory Committee (Chair)
State Aviation Technical Advisory Committee
Oregon Solutions Deschutes County Transportation Coordination Project
COMMITTEE ASSIGNMENTS
Project Wildfire
Participated in Monthly Meetings
Deschutes River Mitigation and Enhancement Committee
Attended monthly meetings as Secretary
Draft monthly minutes
Provisional Advisory Committee
Attended quarterly meetings
Attend PAC subcommittee/working group addressing Trail Management on the
two national forests (Deschutes/Ochoco, and Crooked Grasslands)
Bend Parks and Recreation District
Participated in Eco-charrette for Administration Building Project
Participated in Water Trails and Whitewater Play Area Feasibility Study
stakeholders meetings
Deschutes Basin Water Management Consensus Process Committee
Attended Deschutes Basin Water Summit in Warm Springs
Participated in water resource related discussions
Association of Oregon Planning Directors
Participated in monthly meetings