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HomeMy WebLinkAbout2004-2005 Work Plan & 2003 Accomplishments DESCHUTES COUNTY COMMUNITY DEVELOPMENT DEPARTMENT WORK PLAN 2004 - 2005 Coordinated Services and Administration Division Building Division Environmental Health Division Planning Division COORDINATED SERVICES AND ADMINISTRATION DIVISION The Community Development Department (CDD) operations and systems are managed by George Read, Director and Tom Anderson, Operations Manager. This includes satellite offices in Redmond and La Pine as well as the Bend office. There are 9 permit technicians who serve customers, handle phone calls and process related paperwork in support of each CDD division. In addition, CDD has an administrative supervisor, an administrative secretary, a senior secretary and a part time secretary who provide support to all divisions. CUSTOMER SERVICE 1. During FY 2003-04, one permit technician was promoted to code enforcement technician. Rather than filling the permit technician vacancy, CDD will attempt to maintain service levels and efficiency with one less employee. This is in response to declining walk in customers despite consistent permit activity. We believe improvements in automated systems including public access to scanned images, certain permit applications over the internet, and other general information on the website, allows this reduction. 2. Develop additional 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 efficiency improvements. This will include surveys of other jurisdictions and research of existing data. 3. Provide phone coverage Monday through Friday; return 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. 5. Enhance monthly statistical reporting by including updated City of Sisters statistics and data pertaining to multifamily homes. 6. Complete the final review and updating of the public handouts and complete the inventory started in 2003. A department policy will be created to assure that staff and customers have access to the most current information available. Up-to-date and comprehensive handouts help preclude problems with applications later in the process, making the overall system faster and less troublesome for both staff and customers. 7. Develop strategic plan on utilizing new Internet technology for improvements to CDD customer service and operational efficiency. Elements to include: Community Development Department Work Plan 2004-2005 July 28, 2004 - 11:51 AM 2 ƒ CDD website on-line transactions-develop the ability to apply and pay for building/septic permit or land use applications, or other informational requests requiring fee payment, etc. ƒ Field Communication: Ability of field personnel to access resources, including LAVA, scanned records and the CDD permit system. ƒ 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. 8. Further enhance 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. Finalize procedures for assisting the Assessor’s Office in developing the initial tax assessment. Continue to investigate the proposal to allow use of the Land Use Tracking System (LUTS) by City of Redmond staff. 9. Investigate opportunities for additional contracted work to other city or County Building/Community Development departments. Efforts such as this help keep permit fees down for both jurisdictions and ensure adequate and timely service provision to customers. Finalize an intergovernmental agreement with the City of Redmond for addressing services. 10. Complete conversion of all CDD computer systems to Symbion/GUI format. Investigate the feasibility of additional conversion to the new Symbion windows-based product. This format allows more efficient use of the system by all users through intuitive windows format navigation and change commands. 11. Develop and begin implementation of a strategic plan for ultimate disposition of all of CDD’s records—both existing and those to be generated in the future. This effort will require a labor intensive review of each type of archived records. Staff shall identify those that can be destroyed, those where retention can be determined and housed in County archives, and use of microfiche process as alternative storage. The overall objective is to minimize storage costs, maximize access to records, and comply with all laws pertaining to records storage. PERSONNEL AND ADMINISTRATION 1. Provide ongoing support to the Building, Environmental Health, and Planning Divisions in assisting in the achievement of their work plan objectives. 2. Improve team building and internal CDD communication and training opportunities. Document bi-monthly focused training sessions and post on the CDD Intranet. Provide more ongoing training opportunities to the permit technicians. Facilitate communication among divisions by structuring presentations at All CDD meetings. 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 Community Development Department Work Plan 2004-2005 July 28, 2004 - 11:51 AM 3 services of CDD more seamless from the customer’s perspective and help ensure that the customer is receiving the most complete answers to their questions that are possible. 4. Examine all CDD positions, including position descriptions, for current adequacy, appropriate compensation and future personal growth. The objective will be to improve morale and retain qualified employees. 5. Develop additional procedural tactics for the newly formed CDD Safety Committee. Complete all required initial training of committee members, including Safety Committee ABCs, hazard identification and accident investigation. Finalize plans for required archival of safety records and communication of safety information to CDD employees. The overall objective of the committee is to maintain CDD’s exemplary safety record while complying with all applicable OSHA regulations. Community Development Department Work Plan 2004-2005 July 28, 2004 - 11:51 AM 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 Circuit Court. 1. Enhance the quality of monthly statistical analysis by examining key process milestone statistics and developing new statistical reports. Through statistical analysis, identify areas which require improvement and take steps to correct problems. The objective is to maximize program efficiency by reducing the length of time cases remain in the pipeline. 2. Survey other code enforcement jurisdictions and incorporate innovative practices where appropriate. This effort will include additional involvement with the Oregon Code Enforcement Association (OCEA), including conference participation and networking. 3. Complete a thorough review of the Code Enforcement Procedures Manual, including input from the Board of Commissioners, and update those sections to reflect current practices, delete those no longer appropriate, and add provisions for updated objectives. 4. Investigate feasibility of additional proactive means of identifying potential code violations, including follow-up on conditions attached to conditional use approvals and expiration of temporary use permits. 5. Investigate and, if appropriate, implement the ability for the CDD Code Enforcement Technician to issue citations for minor code violations. In not having to wait for the Sheriff’s Office to issue the citation, this would significantly reduce case turnaround time and bring earlier closure to many cases. Community Development Department Work Plan 2004-2005 July 28, 2004 - 11:51 AM 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’s two Analyst/Programmers 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 serves as the webmaster for CDD’s website and coordinates the development of web-based staff and customer service applications. 1. 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: ƒ Digitizing Certificates of Satisfactory Completion for Environmental Health, ƒ Digitizing areas covered by Conservation Agreements for Planning, ƒ Use of GIS technology in the Building Division including inspection routing and a digitized snow load layer. 2. Work with Information Technologies staff on continual expansion of the LAVA program. Specific improvement areas will be learned through continuing proactive user feedback. 3. Establish formal procedures for periodically meeting with staff from each division on current adequacy of the website, with the goal of identifying areas of potential improvement. 4. Complete other enhancements to the CDD Internet website: a. Fire Defensible Areas webpage b. Public Law research application c. Road Access Permit maintenance program d. Drinking Water Program webpage e. Unincorporated Community web pages f. Regional Problem Solving webpage update g. Update/re-design Historic Site webpage h. Additional projects as identified during the course of the year, as time allows. 5. Work with the building, planning and environmental health divisions to identify possible permits or approvals 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’s offices. 6. Develop a plan for collection of customer internet usage data. Analyze the data in order to determine areas of focus in enhancing internet features and effectiveness in benefiting customers. 7. Assist in analysis of the New Neighborhood associated with the Regional Problem Solving (RPS) project. 8. Contingent upon funding, create a Historical Site Atlas in support of Historical Planning. Community Development Department Work Plan 2004-2005 July 28, 2004 - 11:51 AM 6 BUILDING SAFETY DIVISION The Building Official, Dennis Perkins, 2 assistant building officials, 14 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 Jefferson Counties on an “as needed" basis. 1. Maintain 10 day turnaround time for all plan reviews and maintain 48 hour turnaround time for minor plans. 2. Continue to provide phone coverage to ensure all phone calls returned within 24 hours. 3. Continue 24 hour inspection turnaround time. 4. Maintain “trouble hold” plan rate, not to exceed 15%. “Trouble hold” plans are building plans that are incomplete or have errors. 5. Continue coordination efforts with local fire departments regarding site water availability, building sprinkler systems, building alarm systems and preplan review process. 6. Continue to maintain services as outlined in all Intergovernmental Agreements (IGAs) currently in effect with the State of Oregon, Lake County, Jefferson County, Crook County and the cities of Bend and Redmond. 7. Participate locally with other building departments to coordinate education offerings and provide local code change classes. 8. Develop a process to allow for a pre-permit conference for all potential commercial building permits for the purpose of describing building code requirements. 9. Provide a method to facilitate consistency in electrical code interpretations Countywide. 10. Review the Redmond Building Department procedures with the goal of obtaining improvements in plan review and the inspection process. 11. Participate with the Building Codes Division (BCD), the Oregon Building Officials Association (OBOA) and the Oregon Building Industry Association (OBIA) to address the regional concept put forth by the 2003 legislative session, dividing the state into 5 regions. 12. Continue our participation in the local spring Home and Garden Show. Improve our County booth to attract more community interest. Community Development Department Work Plan 2004-2005 July 28, 2004 - 11:51 AM 7 13. Explore improvements in division telephone system to allow calls to be forwarded from office voice mail to field, mobile phones to allow more field hours. Community Development Department Work Plan 2004-2005 July 28, 2004 - 11:51 AM 8 ENVIRONMENTAL HEALTH DIVISION The Environmental Health Division (Division) is team managed and led by 2 Supervising Sanitarians, Dan Haldeman for On-Site Sewage systems and John Mason for Licensed Facilities. The staff consists of 5 sanitarians; 1 grant funded sanitarian trainee, and an administrative secretary. Roger Everett, the recently retired Director, also works part time managing various issues and projects. The Environmental Health Division provides plan review, consultation and inspection of regulated public facilities (restaurants, pools, tourist facilities, schools and day cares) and on-site sewage disposal systems. The Division also regulates public water systems for safety and works with the County Health Department on a variety of epidemiology programs and issues. The Division is working on a special project funded by an Environmental Protection Agency (EPA) grant to study new on-site sewage disposal technologies. The Division was reduced by one and a half employees (F.T.E.) at the last year and these positions are not being replaced as the EPA grant is expected to be expended at the end of 2004, removing funding for about 1.5 FTE. ON-SITE WASTE TREAMENT 1. Implementation of countywide Operation and Maintenance (O & M) Program, which includes setting up a data base to track O&M activities and send reminders of scheduled O & M; creating written checklists for O & M reports; and preparing packets of informational materials for homeowners. 2. Provide training for staff in O & M procedures, and training for O & M providers until state certification program is activated. 3. Maintain service turnaround goal of an average of 7 calendar days for permits and 14 calendar days for site evaluations. 4. Combine South County permit database with water observation database and create a procedure to have continuous automatic updating of the database resulting in usable maps. 5. Place valid memos and policies concerning DEQ rule interpretations and Division inspection and permit procedures on intranet. 6. Redesign permits to be more readable for applicants. Implement when conversion to newer Symbion permit screens come on-line. 7. Plan and implement a sampling survey of shallow wells in the Tumalo area. Analyze results. 8. Implement a follow-up policy for expired permits, hardship authorizations, and correction notices. Community Development Department Work Plan 2004-2005 July 28, 2004 - 11:51 AM 9 9. Transfer the hand written subdivision feasibility book to the subdivision comment electronic file. 10. Produce an installer’s newsletter dedicated to the new Operation and Maintenance Program and one other newsletter of general news of on-site wastewater systems. NATIONAL ON-SITE WASTEWATER TREATMENT DEMONSTRATION PROJECT 1. Finish the three year sampling cycle on all remaining innovative treatment technologies and control systems. 2. Analyze and present the results for the different types of on-site waste treatment and dispersal systems. 3. Write reports on all phases of the project. Make the reports available to interested parties at national, state and local levels. 4. Update the project web page with performance data from the innovative systems as sampling is completed. 5. Plan and implement all phases of the Low Interest Loan Program. 6. Guide the Geographic Rule Committee to a new on-site rule, which will protect the groundwater quality in the South Deschutes County area. The committee discussions will include topics such as the statewide rule revision and the level of treatment required based on the USGS modeling of the groundwater in the area. 7. Report on findings from the project at the National Environmental Health Association, the National On-site Wastewater Recycling Association, the Oregon On-site Wastewater Association, and the Idaho Environmental Health Association conferences. LICENSED FACILITIES 1. Attain 100% inspection rate for all licensed food service facilities with an 80% second inspection rate. 2. Attain a 75% inspection rate for all the required inspections of pool/spas, and tourist facilities. 3. Maintain the 100% inspection rate for day cares and school lunch program inspections. 4. Host the annual workshop for local swimming pool operators and promote other pool/spa educational events on the County web page. 5. The sanitarians that work in the restaurant facility inspection program will be cross trained to teach and administer the food handler class and test. 6. Maintain a high level of service within the licensed facility program. Part of this service will be measured by keeping turnaround times at less than two weeks for pool, restaurant and mobile unit plan reviews. Community Development Department Work Plan 2004-2005 July 28, 2004 - 11:51 AM 10 7. Focus on the resources needed to improve the inspection ratio (the number of temporary restaurants that apply for a license vs the number of facilities that recieve an inspection) on temporary restaurants. WATER SYSTEM 1. Maintain current sanitary survey rate average of 29 per year. 2. Continue to provide technical and regulatory assistance to all public water systems. 3. Decrease number of water systems that are classified as Significant Non-Compliers and improve overall compliance with state drinking water standards. 4. Develop water program site on County web page. 5. Create e-mail list of all water systems to facilitate rapid dissemination of information. EPIDEMIOLOGY 1. Maintain the high level of communication with the County Health Department. 2. Continue to develop staff expertise on food borne illness reporting and investigations. 3. Coordinate with the Health Department on the following ideas: ƒ Standardize the ‘take in’ report of restaurant related illnesses, ƒ Develop a written response protocol for the investigation of food borne disease outbreak, ƒ Develop a kit of needed supplies (equipment and forms) for food borne disease investigations. ƒ 4. Develop and track the time required to maintain the current level of public service on the epidemiology work load. ADMINISTRATION 1. Provide training and support for the staff during the transition of leadership and the elimination of the Division Directors position. 2. Develop and monitor travel and inspection times for licensed facility inspections. 3. Supervising sanitarians to develop methods of monitoring consistence among and between sanitarians in the on-site and restaurant inspection programs. 4. Review and update the Deschutes County enabling ordinances with regard to inspection authority and frequency of licensed facilities (restaurants, public pool/spas...) Align this review with the State of Oregon’s’ Division 12 licensed facility inspection protocols. Community Development Department Work Plan 2004-2005 July 28, 2004 - 11:51 AM 11 PLANNING DIVISION PROVIDING COURTEOUS, TIMELY, AND PROFESSIONAL LAND USE PLANNING SERVICES THROUGH INNOVATIVE, COST-EFFECTIVE, AND COMMUNITY-BASED SOLUTIONS. The Planning Division consists of 16 employees, managed by 2 principal planners. The Current Planning section includes Kevin Harrison, Principal Planner, 6 associate planners, 2 assistant planners, 1 full-time and 1 part-time secretary. The Current Planning section handles individual land use applications, zoning review and sign-off for building and septic permits as well as provides 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. Long Range Planning includes Catherine Morrow, Principal Planner, 2 senior planners, 1 assistant planner and 1 historical planner. Long Range Planning consists of planning for the future needs of the County and updating the County Comprehensive Plan and zoning regulations. CUSTOMER SERVICE FOR CURRENT PLANNING 1. Processing Current Planning Applications ƒ Meet 150-day time limits for processing all current planning applications. ƒ Issue all administrative decisions for land use actions that require prior notice within 45 days of determination of complete application. ƒ 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: We expect about 1000 applications next fiscal year). 2. Public Contact ƒ 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. 3. Monitoring Conditions of Approval and Assisting Code Enforcement Community Development Department Work Plan 2004-2005 July 28, 2004 - 11:51 AM 12 ƒ 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 4. Administration ƒ 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. ƒ Increase opportunities for customers to access information through use of technology. Areas to explore are: a. Design and function of website b. Public links to scanned documents c. Readability of information d. Monitor “hits” at CDD website to determine most popular sites e. Develop and implement new Symbion format for record keeping LONG RANGE PLANNING SOUTH COUNTY REGIONAL PROBLEM SOLVING IMPLEMENTATION 1. Implement the Transferable Development Credit (TDC) program. ƒ Conduct regular TDC Advisory Committee meetings to monitor and develop direction for the program. ƒ Assign TDCs to receiving area for Pahlisch Homes to develop Phase 1. ƒ Investigate the feasibility of a pollution control credit (water quality trading) program to supplement the TDC program. The program would provide incentives to install innovative septic systems to groundwater pollution reduction goals. Seek funding to support the development of the program and implementation of the program. ƒ Continue efforts to educate public and respond to public information requests about the TDC program ƒ Continue purchasing TDCs. ƒ Continue to research eligibility of individual properties as requested by owners. 2. Neighborhood Planning Area Development ƒ Coordinate with La Pine Special Sewer District and the La Pine Water District on expansion and extension of facilities to serve the Neighborhood Planning Area. Provide financing to support construction of facilities. ƒ Approve La Pine Senior Center lot partition and site plan. ƒ Administer National Fire Plan grant ($109,000) to treat fuels and reduce wildfire risk in the La Pine Newberry Neighborhood. Treat open space area along Huntington Road and construct a trail. Community Development Department Work Plan 2004-2005 July 28, 2004 - 11:51 AM 13 ƒ Continue implementing intergovernmental agreements with state agencies and special districts. ƒ Continue coordinating with Environmental Health Division on EPA alternative on-site system grant and USGS groundwater model. ƒ Continue implementing public education and involvement though newsletters, web page postings and news releases. ƒ Continue coordination with La Pine Community Action Team (LCAT). COMPREHENSIVE PLAN UPDATE 1. Review Comprehensive Plan, develop work plan with the Planning Commission and initiate an update of the plan. The goal is to reorganize existing plan to make it easier to use and understand as a written and web based document and not to substantially amend existing policies. Staff: Long Range Planning Staff BEND UGB PROJECTS 1. Adopt amendment to the Urban Growth Boundary for Juniper Ridge and Hunnell Road sites for industrial land. Staff: Catherine Morrow and Long Range Planning 2. Coordinate with City of Bend and consultant on master planning of the city owned property including the Juniper Ridge industrial land. Serve on Project Technical Advisory Committee. Staff: Catherine Morrow. 3. Bend Transportation System Plan (TSP). Work with city staff in adopting and implementing the new Bend TSP. Staff: Steve Jorgensen 4. Coordinate with and provide technical assistance to the Bend Metropolitan Planning Organization. REDMOND UGB Projects 1. Redmond Regional Problem Solving (Redmond Collaborative Planning for transportation corridor). Coordinatate with City of Redmond, Oregon Department of Transportation (ODOT), Department of Land Conservation and Development (DLCD), National Guard, Governor’s Office and Bureau of Land Management (BLM). Project will amend County Transportation System Plan to adopt transportation corridor and policies. Staff: George Read and Steve Jorgensen 2. Assist with the public process for city’s Urban Reserve Study and amend County Codes to implement proposed changes. Staff: Damian Syrnyk and Catherine Morrow 3. Assist with the public process for city Urban Growth Boundary (UGB) amendment for additional residential lands. Staff Damian Syrnyk 4. Negotiate and implement contract with the City of Redmond to provide addressing services. 5. Assist Redmond in addressing and street naming update. Staff: Ed Pecoraro and GIS 6. Monitor and assist as required on planning for County owned property east of Redmond. Community Development Department Work Plan 2004-2005 July 28, 2004 - 11:51 AM 14 SISTERS UGB PROJECTS 1. Coordinate on adoption of new Sisters Urban Area Comprehensive Plan. Staff: Catherine Morrow 2. Adopt amendment to Title 21, Sisters Urban Area Zoning Ordinance. 3. Adopt amendment to County Comprehensive Plan map for Sisters Urban Growth Boundary. PROCESS CITIZEN AND COUNTY INITIATED CODE TEXT AMENDMENTS 1. Coordinate with Bend Redmond and Sisters planning and legal staff to complete development and adoption of coordinated population forecast from 2000 to 2025 for the County and all three cities. This project is a Comprehensive Plan amendment. 2. Amend Exclusive Farm Use Zones (DCC Chapter 18.16) for consistency with Oregon Revised Statutes and Administrative Rules. 3. Review and revise site plan review chapter of Title 18 to make standards more clear and objective and to increase the utility of the review and speed turnaround time for Industrial Development. 4. Amend code to provide authority and standards for lot line adjustments. Currently, there is no express authority for County review of lot line adjustments and no standards for approval. 5. Amend code to address the creation of flag lots. Currently, there are no standards for review for the creation of flag lots, which has led to transportation related problems. 6. Process applicant initiated code amendments to change to land use regulations to fix problems, clarify regulations and allow new uses. This averages about 8-10 amendments each year. Staff: Current and Long Range planners. 7. Amend County Zoning code for Urban Unincorporated Communities to increase building size for industrial uses. OTHER PROJECTS 1. Continue to assist the public in the process of forming Restricted Firearms Areas. Staff: Doreen Blomé 2. Continue participation in Bureau of Land Management Upper Deschutes Management Plan review and agency coordination. Staff: Catherine Morrow 3. Prepare for and participate in the legislative session regarding land use issues, monitor possible impacts on the County and respond as directed by the Board of County Commissioners. Staff: George Read 4. Provide addresses as required by County Code; work with Project Wildfire and local fire departments to change road names as needed. 5. Coordinate with IT and Assessor’s Office to ensure reliability of situs addressing data layer. Review list (2100) of unaddressed properties. Community Development Department Work Plan 2004-2005 July 28, 2004 - 11:51 AM 15 HISTORIC AND CULTURAL RESOURCES PROGRAM – PAT KLIEWER 1. Meet Requirements for Certified Local Government (CLG) for Historic Resources. ƒ Implement the Comprehensive Plans and historic code for the County and the three cities. ƒ Staff the Landmarks Commission. ƒ Process applications for administrative or Landmarks Commission review for the properties on the County , Bend Redmond and Sisters Goal 5 Inventory of Historic and Cultural Resources (including properties on the National Register for Historic Places). ƒ Coordinate with city planning and building departments. • Advise property owners about alterations to historic sites and structures. 2. Continue improve and update historic preservation web page. Create maps of historic sites and areas for County web site. Work with cities to create links between County and city web pages. 3. Continue to seek grant funding as a certified local government and from other sources. 4. Develop and execute new intergovernmental agreements (IGA) with cities on historic resources planning. 5. Continue staff review of buildings in Sisters for “Western Theme” in accordance with city code. 6. Process new National Register applications when prepared by the owners of the property. 7. Establish list of local businesses that can provide services and products that are specific to preservation of historic resources. 8. Conduct workshops for County and city planners, building officials and civic groups to educate them on the National Register Requirements, Section 106 requirements, Goal 5 requirements, and the role of the State Historic Preservation Office and the Landmarks Commission. 9. Continue survey of historic resources in Deschutes County (3,100 to date). 10. Update County Comprehensive Plan chapter on Historic Resources. 11. Create brochure called ‘Welcome to the Landmarks Commission.” 12. Write a handout answering common questions in question and answer format. 13. Assist Landmarks Commission Awards Committee to present ten historic preservation awards. 14. Celebrate Historic Preservation Week with a tour of the exteriors of historic buildings. 15. Send out letter to historic landmark property owners about the Oregon Special Assessment Program for National Register properties and encourage them to apply for the program. 16. Convert old property database to Excel and update for new files. Community Development Department Work Plan 2004-2005 July 28, 2004 - 11:51 AM 16 TRANSPORTATION PLANNING PROJECTS – STEVE JORGENSEN 1. Administer the $66,943 Transportation Growth Management Grant to develop a “Main Street “concept in the La Pine Highway 97 corridor. Work with Oregon Department of Transportation on designation of project area as a Special Transportation Area under the Oregon Highway Plan. 2. Serve as the lead planner for administering the public involvement program and implementation of the South Redmond Regional Problem Solving Project. This will involve continued coordination with the City of Redmond: BLM, National Guard, ODOT, and DLCD and an amendment to the County Transportation System Plan. 3. Provide comments and expertise to current planning including development of the La Pine Neighborhood Planning Area. Implement traffic impact analysis policy and procedure. 4. Develop a proposal for System Development Charges for traffic lights in La Pine. 5. Coordinate road issues with BLM and Forest Service – Urban Interface plans. 6. Coordinate with ODOT, Redmond, Sisters, and Bend including refinement plan projects for state facilities, City of Bend Juniper Ridge project, review of proposed UGB amendments and their effect on County transportation facilities. These projects may require amendments to the County Transportation System Plan. 7. Continue working as requested with City of Bend on Public Transit Implementation ($12,000 ODOT grant-funded). Work on this project will depend on direction from the city staff. 8. Work with the Road Department to adopt a new County road standards and specifications document, including a traffic impact analysis/study policy and procedure and La Pine swale standards. 9. Work on ODOT-funded refinement plan projects and other ODOT funded projects. Projects may include planning for the Sunriver and Quarry Road interchanges and Wickiup Junction Bypass and railroad crossing. 10. Work with the County Bicycle and Pedestrian Advisory Committee to revise the 1998 Transportation System Plan (TSP)-version of the County Bike and Pedestrian Plan and create a new GIS-based regional bike guide. 11. Participate in the annual County Capital Improvement Plan (CIP) process. 12. Continue to pursue opportunities for grant funding for transportation projects. Prepare and administer grants as needed. 13. If funding becomes available, continue work on the next phase of the La Pine Airport Feasibility Study. 14. If funding becomes available, assist in creation and implementation of a La Pine storm water drainage plan. Community Development Department Work Plan 2004-2005 July 28, 2004 - 11:51 AM 17 PLANNING DIVISION COMMITTEE ASSIGNMENTS GENERAL ƒ BLM Upper Deschutes Management Plan, Intergovernmental Advisory Committee - Catherine Morrow ƒ Clean Air Committee Coordination -Cyndi Smidt ƒ Commute Options Working Group - Steve Jorgensen ƒ Deschutes Coordinating Group – Matt Martin ƒ Deschutes County Bicycle and Pedestrian Advisory Committee – Cyndi Smidt ƒ Deschutes River Mitigation & Enhancement Committee – Jon Skidmore: ƒ Economic Development for Central Oregon (EDCO) Board member – Steve Jorgensen ƒ Land Conservation Development Commission (LCDC) Local Officials Advisory Committee - George Read ƒ Project Wildfire - George Read BEND ƒ Bend Metro Park and Recreation District Plan Update Advisory Committee – Steve Jorgensen ƒ Bend Metropolitan Planning Area (MPO) Technical Advisory Committee - Steve Jorgensen ƒ Bend Transportation Technical Advisory Committee (T-TAC) - Steve Jorgensen ƒ City of Bend Juniper Ridge Technical Advisory Committee – Catherine Morrow LA PINE ƒ La Pine Transportation Advisory Committee - Steve Jorgensen ƒ Transfer Development Credit Advisory Committee – Christy Morgan (staff) COUNTY COMMITTEES ƒ Code Review Committee - Damian Syrnyk ƒ Employee Benefits Advisory Committee – Jon Skidmore ƒ Safety Committee – Chris Schmoyer, Doreen Blomé Community Development Department Work Plan 2004-2005 July 28, 2004 - 11:51 AM 18 PLANNING DIVISION NON COMMITTED PROJECTS The following projects may be started when other projects on the work plan are completed or if staff time and funding are available or if Board of Commissioners makes them a priority. The projects are organized in general order of importance to the Planning Division staff and Plannign Commission. 1. Amend Destination Resort requirements to address changes in State Law. Project may be applicant driven or staff initiated. It is likely that this will require Public Notice to approximately 30,000 tax lots at a cost of approximately $15,000. 2. Title 18 Updates and Amendments. This project involves amending the text of Title 18 of the County Code, the Deschutes County Zoning Ordinance. The project may include, but is not limited to the following amendments: ƒ Changes as a result of rulemaking, such as updating cluster development standards and Multiple Use Agricultural and Rural Residential zones to address Goal 14 rural residential rule changes ƒ Changes resulting from Current Planning staff’s ongoing review of land use applications, such as clarifications and improvements. ƒ Completion of individual or groups of amendments may occur as staff time becomes available. 3. Consider requiring compliance with conditions of approval prior to accepting additional land use or building permit applications. 4. Compile a database of all County owned conservation easements and conditions of approval for river properties and map on the GIS. Develop a monitoring program. 5. Adopt an outdoor mass gathering ordinance to regulate events such as outdoor concerts, fairs, and exhibits. 6. Amend Comprehensive Plan to delete Deschutes Basin Resource Committee. Coordinate with City of Bend. 7. Explore options for better coordination with regulatory authorities for wetland protection. Work with agencies to prepare a public handout to explain jurisdictional responsibility in wetland protection and regulation. Participate in proactive interagency enforcement of river code violations. 8. Landscape Management Zone amendments: ƒ Update the Landscape Management Comprehensive Plan designation and zone boundaries for certain LM roads. ƒ Amend Landscape Management (LM) and Flood Plane (FP) Zones to be consistent with Federal Wild and Scenic River Plan. ƒ Amend LM to regulate vegetation removal and amend fill and removal to favor bioengineering over other bank stabilization methods. Community Development Department Work Plan 2004-2005 July 28, 2004 - 11:51 AM 19 Community Development Department Work Plan 2004-2005 July 28, 2004 - 11:51 AM 20 ƒ Analyze Landscape Management Zone through a Goal 5 process to determine what areas are significant scenic corridors and review protection standards. 9. Bend Urban Reserve ƒ Develop Rimrock Setback and Design Review standards in the Urban Reserve ƒ Adopt City of Bend Area of Special Interest (ASI) standards in Urban Reserve 10. Goal 5 Mineral and Aggregate ƒ Clean up the Goal 5 inventory of mineral & aggregate site database and scan files to place information on the web page linked to accurate maps. ƒ Enact new ordinance standards to address Goal 5 rule amendments relating to the definition of “local significance” regarding aggregate resources ƒ Complete review of surface mining sites designated as “1B.” 11. Amend Open Space Conservation Zone map to make boundaries consistent with property boundaries and federal boundaries for Wilderness and National Monument areas. 12. Update Management Agreements with BLM, USFS, other agencies and special districts. These were last drafted in 1981 and are out of date and not being followed. The Planning Division will seek Planning Commission advice on the level of review the County should conduct on projects within public lands. Deschutes County (County) Community Development Department Accomplishments – Year 2003 ♦ Coordinated Services and Administration ♦ Code Enforcement ♦ Geographic Information Systems (GIS) ♦ Building and Safety ♦ Environmental Health ♦ Planning COORDINATED SERVICES AND ADMINISTRATION The Community Development Department (CDD) operations and systems are managed by George J. Read, Director and Tom Anderson, Operations Manager. This includes satellite offices in Redmond and La Pine as well as the Bend office. There are 9 permit technicians who serve customers, handle phone calls and process related paperwork in support of each CDD division. In addition, CDD has an administrative supervisor, an administrative secretary, a senior secretary and a part-time secretary who provide support to all divisions. CUSTOMER SERVICE 1. Customer waits in CDD offices remain short and general satisfaction remains high, as indicated by customer surveys following (scale is 1-Unsatisfactory to 5- Excellent): Customer Service Questionnaire Statistics # Returned Efficiency Courtesy Knowledge Handouts Processing Time Service Compared to Elsewhere Overall Service Yearly Average July - Dec 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 89 4.65 4.80 4.70 4.59 4.42 4.74 4.51 4.63 Calendar Year 2003 76 4.62 4.81 4.53 4.38 4.36 4.62 4.73 4.58 DESCHUTES COUNTY COMMUNITY DEVELOPMENT DEPARTMENT ACCOMPLISHMENTS 2003 7/28/04 - 11:51 AM 2 2. Completed conversion of old microfiche septic permit records to digital format and made them available through CDD’s Local Area Virtual Atlas (LAVA) program, along with all other scanned images. This has been a tremendous time saver for staff not having to manually find the old records, and also saved CDD from having to purchase a new microfiche viewing machine. 3. Completed scanning and placed all Planning, Building and Subsurface Sewage system records on line and made them available through CDD’s LAVA program. Continued work on scanning other CDD paper documents, including properties not addressed, Code Enforcement and Long Range Planning files. 4. At the request of the Central Oregon Building Association and others, added pending building permit and land use application information to the Community Development web site. The information is available in summary format (applications within the last 30 days), and zip-file download format with complete archive of permit and land use approval history. 5. CDD support staff began work in March 2003 on the review and updating of over 300 public handouts, which includes forms, diagrams and informational brochures. This streamlining resulted in the development of a current inventory of approximately 170 documents. The documents are currently being reviewed by the permit technicians for accuracy and will then be given final review and approval by the management team. 6. Completed data entry of nearly 2,500 hard copy road access permits from the Road Department files. The resulting permit data base will enable Permit technicians to know with certainty which customers need new access permits and which do not. 7. CDD was represented in the development of revised Economic Development for Central Oregon (EDCO) goals & mission. CDD, through this organization, assisted in the creation of new development, jobs and economic diversification within the County. 8. Negotiated a new intergovernmental agreement with the City of Redmond for address/road name assignment and problem area correction. Extensive meetings were required to work out new road naming conventions with the Redmond Fire Department. 9. Continued support for the City of Redmond building program contract. Further automated the monthly billing process and added inspection card printing service for the city. 10. Changed permit system program and modified permit technician work schedules to accommodate same day inspection service for customers. The inspection paperwork printing process was changed to print overnight and allow time in the morning for early shift staff to prepare previous evening inspection requests for that day. DESCHUTES COUNTY COMMUNITY DEVELOPMENT DEPARTMENT ACCOMPLISHMENTS 2003 7/28/04 - 11:51 AM 3 11. Improved monthly reported statistics by adding new features such as the City of Sisters, single and multifamily homes, and more comprehensive code enforcement statistics. PERSONNEL AND ADMINISTRATION 1. Continued the provision of tailored support to Building, Environmental Health, and Planning Division goals. 2. Continued to improve team building and internal CDD communication and training opportunities. Conducted bimonthly focused training sessions on code changes, new policies and procedures, and other topics of timely interest. 3. Expanded career opportunities for permit technicians through the development of a senior permit technician classification. 4. Continued organization of CDD‘s archived files. Completed the transfer of CDD’s archived files from the Kidnastics building and building services warehouse to a new facility on Greenwood. In conjunction with the County Clerk, developed a plan for long term disposition of each type of archived files, including scanning, consolidation, purging those beyond required retention and transfer to County archives. 5. Established a new CDD Safety Committee with representatives from each CDD division. The committee will augment existing staff meeting discussions and intranet reporting with a formalized and rule-compliant process for hazard identification, record keeping and accident investigation. 6. Sent two additional permit technicians to training for certified permit technician status with the State Building Officials Association. 7. Contributed significant staff resources to the County’s effort to review and improve County indirect charges process. Resulting recommendations will greatly enhance the equity and logic behind the charges and make them much easier to explain and justify with outside customer groups such as the Builders Association and the Board of Realtors. 8. Completed the conversion of all CDD systems to a new programming format (Symbion), which will significantly improve efficiency and navigation for staff in working with customers. The new system has room for a great deal more information to be collected and displayed for the benefit of both staff and customers. DESCHUTES COUNTY COMMUNITY DEVELOPMENT DEPARTMENT ACCOMPLISHMENTS 2003 7/28/04 - 11:51 AM 4 CODE ENFORCEMENT The Code Enforcement (CE) 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 circuit court. 1. Completed overall process mapping of the code violation system, including milestone points and key statistical references. Developed a series of new system reports which display volume numbers, cycle times, efficiency (closure within specified time frames) averages, and disposition trends. Developed new reporting charts for CDD monthly statistics. 2. Implemented new proactive methods of generating cases to include follow-up on expired electrical permits, correction notices which have passed the 20-day compliance limit, and compliance with historical mobile home park approvals. 3. Researched and documented the complete code abatement process. Initiated code abatement on three particularly difficult cases which have been lingering for some time. 4. For the first time, successfully utilized the Community Dispute Resolution Program (CDRP) to resolve a difficult code enforcement case. The case involved an illegal business and a group of mobilized neighbors and was taking up a disproportionate amount of staff time. CE and CDRP staffs were able to bring both sides into mediation and CDRP successfully brokered an agreement, which resulted in closure of the case and a system for future resolution should problems recurs. 5. Completed scanning of over ten years of historical code enforcement case files and made them available on the CDD scanned image system. 6. Participated in the comprehensive revision to the County Home Occupation Code. Advised the Board of Commissioners on the enforcement logistics of the proposed rules. DESCHUTES COUNTY COMMUNITY DEVELOPMENT DEPARTMENT ACCOMPLISHMENTS 2003 7/28/04 - 11:51 AM 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’s two Analyst/Programmers 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 serves as the webmaster for CDD’s website 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 expanded use of the LAVA program. 2. Continued to assist in analysis and future marketing of the New Neighborhood associated with the Regional Problem Solving (RPS) project. 3. Augmented the web-based pending land use application system with a new system which shows all current scanned documents, application status, reporting period and contact planner. Provides instructions for the viewer should they wish to make comment on the application. 4. Completed a major conversion of the CDD Internet website. The new site features specific areas or “tracks” for different types of customers, including contractors, realtors and title companies, property owners and other governmental agencies. The new system will enable management to see how customers use the website which will allow further refinement and improvement. 5. Assisted in updates to the coordinated population forecast figures through population modeling and build out projection. In addition, incorporated this work for use in urban growth boundary expansion analyses. 6. Continued maintenance of the zoning layers, including updates and changes, for each of the incorporated cities within Deschutes County. 7. Provided comprehensive plan update assistance to the Bend Metro Parks & Recreation District. DESCHUTES COUNTY COMMUNITY DEVELOPMENT DEPARTMENT ACCOMPLISHMENTS 2003 7/28/04 - 11:51 AM 6 BUILDING SAFETY The Building Official, Dennis Perkins, 2 assistant building officials, 14 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 Jefferson Counties on an “as needed" basis. 1. Increased compliance with our goal of 10 day plan review turnaround time for all building permits from 78% in 2002 to 95% in 2003. This was done with no additional staff and despite a 6% increase in permits. 2. Improved the system for shortened review of minor plans for simple structures by encouraging plan reviewer to issue at the permit counter. Nearly 30% of all plan reviews were done within 24 hours, up from 22% last year. 3. Improved coordination with the fire departments in the County of the various building safety requirements in new construction by increasing coordination of permitting and inspection process with fire departments. 4. Provided phone coverage Monday through Friday, 8:00 a.m. – 5:00 p.m. and returned calls within 24 hours. Due to our staggered office hours in different offices, this policy was mandated and no citizen complaints have been noted this year. 5. Continued 24 hour inspection turnaround time. We have been able to accomplish this goal 98% of the time. There still are some days when the staffing level (holidays) has required that we roll inspections to the next day. 6. Expanded customer inspection request hours until 6:00 a.m. on the day of the request. This required staggered office hours for some employees. 7. Continued previously agreed upon efforts to provide plan review and field inspections for other building programs. We have added intergovernmental agreements (IGAs) and have been able to respond when requested. We formed new IGAs with the State of Oregon and Crook County, and continued to provide services as directed in the IGAs with the City of Redmond, Lake County, Jefferson County, State of Oregon Electrical, and the City of Bend. 8. Continued to participate with other local jurisdictions and the community in continuing education requirements. This goal has been accomplished and will be a continuing effort. ƒ Winter Educational Institute - 2003 IRC Structural & Mechanical code change 2/27/03 – 2/28/03 DESCHUTES COUNTY COMMUNITY DEVELOPMENT DEPARTMENT ACCOMPLISHMENTS 2003 7/28/04 - 11:51 AM 7 ƒ Engineering Pole Building seminar – 9/4/03 ƒ Law Change Class for Building Officials – 12/16/03 9. Analyzed problems with “trouble hold” building plans to find recurring problems. Trouble hold plans are plans that are incomplete or have errors. Our statistics indicate “trouble hold” plans have been cut from 25% of all plans in 2002 less than 15% of all plans in 2003. DESCHUTES COUNTY COMMUNITY DEVELOPMENT DEPARTMENT ACCOMPLISHMENTS 2003 7/28/04 - 11:51 AM 8 ENVIRONMENTAL HEALTH The Environmental Health Division (Division) is a team managed and led by 2 Supervising Sanitarians, Dan Haldeman for On-Site Sewage systems and John Mason for Licensed Facilities. The staff consists of 5 sanitarians; 1 grant funded sanitarian trainee, and an administrative secretary. Roger Everett, the recently retired Director, also works part time managing various issues and projects. The Environmental Health Division provides plan review, consultation and inspection of regulated public facilities (restaurants, pools, tourist facilities, schools and day cares) and on-site sewage disposal systems. The Division also regulates public water systems for safety and works with the County Health Department on a variety of epidemiology programs and issues. The Division is working on a special project funded by the Environmental Protection Agency (EPA) grant to study new on-site sewage disposal technologies. The Division was reduced by one and a half employees (F.T.E.) at the beginning of the year yet managed to exceed the expectations of last year’s work plan. ON-SITE WASTE TREATMENT 1. Assessed 522 sites for feasibility for on-site waste treatment and disposal systems, a 5% increase from 2002. 2. Issued 1,689 permits for new and repairs of existing on-site waste treatment and disposal systems, within 1% of the permits issued in 2002. 3. Performed 3,926 inspections to ensure proper installations of on-site waste treatment and disposal systems. 4. Exceeded the turnaround time goals for issuing permits of (7 days) and completing site evaluations (14 days). The average turnaround time for issuing a permit was 6 days and for site evaluations was 10 days. 5. Produced two Newsletters in September 2003 and December 2003, aimed at keeping on-site septic system installers informed about new on-site regulations, policies, or products. 6 Provided comment and direction to help the Department of Environmental Quality (DEQ) in rule revisions for OAR 71. The main emphasis of new rules is to allow more on-site waste treatment options for residential homeowners. 7. Successfully implemented the new Deschutes County Environmental Health policy that requires installation of a two-compartment tank for septic systems . containing pumps 8. Performed sampling for United States Geological Survey (USGS) Virus Transport Project. 9. Redesigned septic permits to make them more user friendly for our customers. DESCHUTES COUNTY COMMUNITY DEVELOPMENT DEPARTMENT ACCOMPLISHMENTS 2003 7/28/04 - 11:51 AM 9 NATIONAL ON-SITE SEWAGE DISPOSAL DEMONSTRATION GRANT 1. Hosted the USGS presentation on the model for fate and transport of nitrates from septic systems in the La Pine sub-basin at a public meeting in La Pine. The findings of the innovative systems field test were also presented at this meeting. 2. Presented findings of the innovative system field test program for 6 systems at the Northwest Onsite Wastewater Treatment Short Course in Seattle, Washington. 3. Presented findings of the innovative system field test program for 13 systems installed on private properties in the South Deschutes County area and presented the public process used in developing the maintenance program recommendations at the National Onsite Wastewater Recycling Association conference in Franklin, Tennessee. 4. Presented findings on the innovative systems at the Oregon Onsite Wastewater Association meeting. 5. Completed another year of monitoring on-site systems and groundwater for project data base. 6. Replaced nonfunctioning systems at three private property resicences with innovative systems that have proven to function. 7. Completed the three year wastewater and groundwater sampling cycle at 23 . sites LICENSED FACILITY INSPECTION PROGRAM 1. Attained 100% inspection rate for all licensed food service facilities with an 81% second inspection rate. This exceeded our goal of 80%. 2. Provided Public Health plan review on 54 full service restaurants and 11 mobile units with an average turn around time of 8.4 days from submittal to response. This met the goal of a two week turnaround time. 3. Attained 64% inspection rate for licensed public swimming pools/spa facilities. This exceeded our goal of 50%. 4. Tested 2,918 food handlers, 67 % of which were tested by computer. This exceeds 2,700 food handlers tested in 2002. 5. Hosted a workshop for swimming pool/spa operators that was attended by 65 local operators. Received very good reviews on the workshop. This will be continued on annual basis. DESCHUTES COUNTY COMMUNITY DEVELOPMENT DEPARTMENT ACCOMPLISHMENTS 2003 7/28/04 - 11:51 AM 10 6. Updated the Sanitarians’ post-inspection, “How Did We Do?” questionnaires, that are sent to restaurateurs to a scored format. The Division continues to receive favorable comments from these surveys. 7. Hosted a regional workshop on problem solving and consistent interpretation of new food code for eastern region sanitarians. This meeting was attended by Gail Shibley, the new administrator of the State Public Health Systems Department. 8. Cross trained two more sanitarians on field inspection procedures for licensed pools and spas. We now have 4 trained County pool/spa inspectors. WATER PROGRAM 1. Completed 31 sanitary surveys of water systems, 17 water quality alert follow ups, 9 Significant Non-Complier (SNC) investigations, 3 SNC resolutions, and 5 plan review inspections. 2. Assisted water system operators in developing and implementing Emergency Response Plans (ERP) required by the EPA. Received and approved 33 ERPs and consulted with 15 system operators to develop ERPs. 3. Continued to provide technical and regulatory assistance to approximately 204 public water system operators, including implementation of new EPA rules and monitoring requirements. 4. Reduced the number of Significant Non-Compliers (SNC) in the County to less than 10, down from 24 in 2002. SNCs are water systems with a history of non- compliance. 5. Returned Redmond Tallow Company water system to compliance after several years of formal enforcement actions. Reverse osmosis treatment currently reducing nitrate levels from 24 mg/l to less than 8mg/l (Maximum contaminant level allowed = 10mg/l). 6. Hosted water system operators course for over 90 water system operators. Received positive reviews on workshop and will continue to provide educational opportunities for operators. 7. Aided in regulatory assistance for the new La Pine Water District. Over 100 connections hooked up, with an August 2004 completion date set. 8. Successfully cross referenced water system files with licensed facilities. 9. Continued to improve database and communications with public water system operators. DESCHUTES COUNTY COMMUNITY DEVELOPMENT DEPARTMENT ACCOMPLISHMENTS 2003 7/28/04 - 11:51 AM 11 EPIDEMIOLOGY 1. Improved and integrated communication between the Environmental Health Division (Division) sanitarians and the County Health Department nurses to better understand each other’s jobs and responsibilities. 2. Worked with the public health nurses on three hepatitis outbreaks related to restaurant workers. The Division had to ‘go public’ with one outbreak to serve the public good. There were no secondary infections reported from this outbreak. 3. The Division received and responded to 105 food borne illness reports and/or complaints from the public. 4. The West Nile Virus Team developed information for public dispersal on modes of transmission, prevention and symptoms of the virus. Performed three follow up investigations and determined that the virus has not been found in Deschutes County to date. 5. The Division received over 50 animal bite reports from veterinarians and over 100 animal bite reports from animal control officers. Each report requires a call to the bite victim, the animal owner (to verify quarantine procedures) and/or return calls to the vet. One rabid bat was confirmed to have bitten a woman in Deschutes County. 6. The Division reviewed over 100 reported and confirmed disease forms completed by the health department. These reports (confirmed salmonella, Gardia and Hepatitis A) are reviewed by the Division to verify that persons with these diseases and/or house mates are not working in restaurants or other regulated public health facilities. 7. The Division worked with the County Health Department on two confirmed Norwalk virus outbreaks at local assisted living facilities. This out break contained over 80 presumed or confirmed illness. Provided consultation to the Oregon Senior & Disabled Services Division regarding control and prevention of such outbreaks. 8. The Division led the field investigation, with the Health Department, on a lead poisoning within the County involving a toy imported from a foreign country. This work precipitated an article in a national magazine (Parent) and a recall on similar imported toys. 9. Assembled and distributed educational material on mold control, hazards and proper abatement in response to over 60 telephone inquiries from citizens. 10. The Division continues to provide these valuable public health investigation services with no fees collected 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. DESCHUTES COUNTY COMMUNITY DEVELOPMENT DEPARTMENT ACCOMPLISHMENTS 2003 7/28/04 - 11:51 AM 12 ADMINISTRATION 1. The C.D.D. administration has tentatively decided not to replace the Environmental Health Directors’ position when the existing director retires later this year. The supervising sanitarians’ duties and responsibilities have been expanded to include the duties and responsibilities of the Environmental Health director’s job. The Division is continuing to work on a team based management system with oversight by the supervising sanitarians. 2. The public handouts from all programs have been updated and are in the review process for standardization and archiving. When completed, all public handouts within the division will be in one location for easy retrieval and reference. DESCHUTES COUNTY COMMUNITY DEVELOPMENT DEPARTMENT ACCOMPLISHMENTS 2003 7/28/04 - 11:51 AM 13 PLANNING Providing courteous, timely and professional land use planning services through innovative, cost-effective, and community-based solutions The Planning Division consists of 16 employees, managed by 2 principal planners. The Current Planning section includes a Principal Planner, Kevin Harrison, 6 associate planners, 2 assistant planners, 1 full-time senior secretary and 1 part-time secretary. The Current Planning section handles individual land use applications, zoning review and sign-off for building and septic permits as well as provides 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 plans for the future needs of the County by conducting community involvement in updating the County Comprehensive Plan and zoning regulations and coordinating with other jurisdictions. Principal Planner, Catherine Morrow, manages the Long Range Planning program. The Long Range Planning team includes two senior planners who specialized in transportation issues and special projects, one associate historic and cultural resources planner and one assistant planner. CUSTOMER SERVICE 1. The current planning section received 972 land use applications in the year 2003. This compares with 1,156 applications for the year 2002, a 16% decrease, and 1,005 in 2001. 2. There were 15 appeals filed in the year 2003. This compares with 13 appeals in the year 2002, an increase of 15%, and 22 in 2001. 3. There were 26 applications reviewed by the County hearings officers in the year 2003. This compares with 28 in the year 2002, a 7% decrease, and 42 in 2000. Two decisions were appealed to the Board of County Commissioners in 2003. This compares with 3 appeals in 2002, a 33% decrease, and 12 appeals in 2001. 4. There were 4 appeals to the Land Use Board of Appeals (LUBA) in 2003. This compares with 0 appeals to LUBA in 2002 and 5 appeals in 2001. 5. The current planning section met with 4,220 customers in 2003. This compares with 4,746 customers in 2002, an 11% decrease, and 4,604 customers in 2001. 6. A primary accomplishment was the successful transition to the new County web page, improving the Community Development Department web page 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. DESCHUTES COUNTY COMMUNITY DEVELOPMENT DEPARTMENT ACCOMPLISHMENTS 2003 7/28/04 - 11:51 AM 14 ORDINANCE AMENDMENTS Planners worked on citizen and County initiated amendments to the County Code including the zoning and subdivision codes and the County Comprehensive Plan. Ordinance amendments require public hearing before the Planning Commission and Board of County Commissioners. 1. Airport Development District amendment to reflect new Bend Airport Master Plan. 2. Comprehensive Plan amendment to adopt new Bend Airport Master Plan. 3. Comprehensive Plan and Title 18 amendment to create new Rural Commercial District in the Rosland neighborhood. 4. Exclusive Farm Use Zone reviewed for compliance with 1997, 1999, 2001 and 2003 legislative amendments. 5. Forest Use Districts public hearings conducted on application to amend to allow firearms training facility. 6. Landscape Management Combining Zone amendment to allow additional exception to rim rock setback. 7. Landscape Management Combining Zone amendment to remove requirement for site plan review. 8. Sunriver Commercial District amendment to allow more multifamily residential development. 9. Zoning code amendment to adopt three tier home occupation regulations. 10. Zoning code amendment to allow large-scale commercial uses in Wickiup Junction. 11. Zoning code reviewed to correct errors and omissions. PLANNING COMMISSION 1. The Planning Commission met regularly to conduct public hearings on amendments to the County Zoning and Subdivision Ordinances and Comprehensive Plan. Meetings were held in Bend, La Pine and Redmond. 2. The Planning Commission reviewed and made recommendations about the 2003-2004 Community Development Department work plan. 3. Public awareness of Planning Commission activities was increased through updates on County web page with press releases, project materials, and posting packets on the calendar. DESCHUTES COUNTY COMMUNITY DEVELOPMENT DEPARTMENT ACCOMPLISHMENTS 2003 7/28/04 - 11:51 AM 15 4. Consultants were hired to conduct training for Planning Commissioners. Staff also provided training on comprehensive plan and zoning regulations, urban growth boundaries and urban reserve areas. 5. At the Planning Commission request the Landscape Management Zone was amended to require photographs and require staff to make findings regarding photos of site and current condition. PROJECTS REGIONAL PROBLEM SOLVING PROJECT - SOUTH COUNTY 1. Coordinated infrastructure funding and development for La Pine Neighborhood Planning Area: ƒ Completed construction plans for sewer and water; $30,000 COCIB Grant ƒ Obtained a $433,700 congressional appropriation for sewer infrastructure and completed environmental assessment for funding. ƒ Annexed Wickiup Junction Territory to the La Pine Water District. ƒ Initiated annexation of the Newberry Neighborhood to the La Pine Special Sewer District. 2. Completed land exchange with Baldwin Herndon Oregon Trust for Community. Facility Zone property in La Pine. 3. Completed five lot subdivision of County and Baldwin Herndon Trust land in La Pine Neighborhood Planning Area. 4. Contracted with Pahlisch Homes to develop Phase 1 of La Pine Neighborhood Planning Area. 5. Quadrant Plan application for Phase 1 from Pahlisch Homes approved by Planning Commission. 6. Quadrant Plan for Community Facility Zone completed under $90,000 Central Oregon Community Investment Board grant. Same grant funded design and architectural drawings for Senior Center. 7. Quadrant Plan for Community Facility Zone approved by Planning Commission. This quadrant includes land that will eventually be conveyed to and developed by the La Pine Senior Center. 8. Provided assistance to County staff and the La Pine Senior Center to Partition l and to create the lot to be conveyed to the La Pine Senior Center. 9. Obtained a $109,000 National Fire Plan Grant from the Bureau of Land Management (BLM) for fuel treatment in Neighborhood Planning Area. 10. Obtained a $50,000 National Fire Plan Grant from the United States Geological Survey (USGS) for fuel treatment on 100 acres of South County owned lots. DESCHUTES COUNTY COMMUNITY DEVELOPMENT DEPARTMENT ACCOMPLISHMENTS 2003 7/28/04 - 11:51 AM 16 11. Conducted a cooperative national demonstration project for fuel treatment using a “bundler” on seven acres in La Pine Neighborhood Planning Area. 12. Applied for an Environmental Protection Agency (EPA) Watershed Initiative Grant for Water Quality Trading assessment. 13. Transferable Development Credit (TDC) Program: ƒ Purchased 28 TDCs from private property owners and documented 85 TDCs on 74 County owned properties. Additional TDC purchases are pending. ƒ Convened 5 TDC Advisory Committee meetings and presented annual report of the TDC Advisory Committee to the Board of County Commissioners ƒ Coordinated with County legal counsel to develop and revise TDC legal documents. ƒ Amended TDC Code to simplify TDC eligibility request procedures ƒ Notified over 600 multiple lot property owners of eligibility to participate in the TDC program, and provided educational materials about the program. ƒ Responded to public inquiries regarding the TDC program. 14. Continued coordinating with Environmental Health Division, Department of Environmental Quality (DEQ) and the Environmental Protection Agency (EPA) to study innovative on-site systems. 15. Worked with the USGS to develop three dimensional groundwater models. PERIODIC REVIEW 1. Completed Periodic Review Work Task to develop zoning and comprehensive plan policies for Rural Industrial lands. 2. Obtained final approval for Deschutes County Periodic Review from the State Land Conservation and Development Commission. 3. Began archiving Periodic Review documents. OTHER PROJECTS 1. The Address Committee and Project Wildfire continued to work to create countywide address coordination and an address data layer in the GIS. 2. Worked on contractual arrangement with the City of Redmond to provide road naming and addressing within the city. 3. Completed addressing and road naming corrections within Tollgate and Crossroads Subdivisions. 4. Pursuant to state law, began work to replace all references to the word “Squaw” DESCHUTES COUNTY COMMUNITY DEVELOPMENT DEPARTMENT ACCOMPLISHMENTS 2003 7/28/04 - 11:51 AM 17 in County road names. 5. Worked to create a database and GIS layer for all recorded conservation easements. 6. Worked with Deschutes National Forest to complete an environmental assessment and obtained a $60,000 National Fire Plan grant to treat fuel on 100 County owned lots in South Deschutes County. Worked with juvenile department and Heart of Oregon Corps to initiate project. 7. Continued scanning and archiving newspaper articles from five publications related to Community Development Department issues. 8. Created link in Accuterm between addresses and serial numbers at Bend Airport so that permit data can be stored and retrieved based on individual lease holdings. 9. Assisted the public with Restricted Firearms District formations and annexations. 10. Worked with IT and assessor’s office to ensure reliability of situs addressing data layer through conversion to ORCATS for Assessor’s records. COORDINATION WITH OTHER JURISDICTIONS AND AGENCIES COORDINATED POPULATION FORECAST 1. Completed draft Coordinated Population Forecast with an $11,000 Department of Land Conservation and Development (DLCD) technical assistance grant. Coordinated the development and public process for review of a population forecast for the County, the three cities, and the unincorporated County. This included three public hearings before the Board of Commissioners. Ordinance 2003-001 adopted in March of 2003. 2. Responded to an appeal filed before the Oregon Land Use Board of Appeals (LUBA). Prepared ordinance repealing Ordinance 2003-001 that was approved by Board in August 2003. 3. Coordinated with planning and legal staff from the cities of Bend, Redmond, and Sisters to prepare revised forecast that addressed issue raised in appeal before LUBA. Presented revised Countywide and unincorporated area forecast to interested citizens and the media at November 6, 2003 public meeting. COMMITTEE ASSIGNMENTS ƒ Bend Development Board (BDB) Transportation and Parking Committee – Steve Jorgensen ƒ Bend Development Board Transportation and Parking Advisory Committee - Steve Jorgensen DESCHUTES COUNTY COMMUNITY DEVELOPMENT DEPARTMENT ACCOMPLISHMENTS 2003 7/28/04 - 11:51 AM 18 ƒ Bend Metropolitan Planning Organization Advisory Committee – Catherine Morrow and Steve Jorgensen ƒ Bend Traffic Safety Committee - Steve Jorgensen ƒ Bend Transportation Technical Advisory Committee (T-TAC) - Steve Jorgensen ƒ Bureau of Land Management Upper Deschutes Management Plan Issue Teams and Intergovernmental Advisory Committee – Catherine Morrow, Steve Jorgensen ƒ City of Bend Airport Advisory Committee - Steve Jorgensen ƒ Clean Air Committee – Cynthia Smidt ƒ Commute Options Working Group - Steve Jorgensen ƒ County Wellness Committee – Damian Syrnyk ƒ County Code Review Committee – Damian Syrnyk ƒ Deschutes County Bicycle and Pedestrian Advisory Committee - Steve Jorgensen (staff facilitator), Cyndi Smidt ƒ Deschutes Mitigation and Enhancement Committee - Jon Skidmore ƒ Employee Benefits Advisory Committee and OPRAA Committee - Jon Skidmore ƒ La Pine Transportation Advisory Committee - Steve Jorgensen ƒ Project Wildfire – George Read ƒ Sisters Community Action Team Trail Committee – Steve Jorgensen BEND COORDINATION 1. Participated in state organized Community Revitalization Team (CRT) meetings to work on city owned Juniper Ridge industrial land planning and problem solving. 2. Coordinated with City of Bend Staff on consultant work plan for public involvement and two phase master planning for Juniper Ridge. 3. Reviewed Burden of Proof for Juniper Ridge Urban Growth Boundary application. 4. Participated in advisory committee for formation of the Bend Metropolitan Planning Organization (MPO). 5. Completed environmental assessment for Tower Theater grant. REDMOND COORDINATION 1. Urban Reserve Planning ƒ Coordinated with Redmond planning staff to prepare an urban reserve boundary for the City of Redmond. ƒ Prepared PowerPoint presentation used by Redmond staff at public meeting held in June 2003. Provided staff to facilitate small group discussion and obtain feedback from area residents on potential locations for this boundary. ƒ Provided staff support to County Planning Commission to review consultant’s report and proposed urban reserve boundary at public hearing on July 22, 2003 and at work sessions of the County Planning Commission in August, DESCHUTES COUNTY COMMUNITY DEVELOPMENT DEPARTMENT ACCOMPLISHMENTS 2003 7/28/04 - 11:51 AM 19 September and October. Provided staff report to both the County and Redmond Urban Area Planning Commissions during November 10, 2003 public work session. Facilitated discussion and consensus on proposed urban reserve boundary. 2. Participated in the Redmond Area Collaborative Planning Project, a multi-agency grant funded planning project to identify transportation solutions for Redmond. Conducted a public information meeting with all participating agencies to summarize the project and announce that project would continue as a Regional Problem Solving Project to adopt transportation corridors. SISTERS COORDINATION 1. Participated in proposed amendments to Title 21, the Sisters Urban Area Zoning code. 2. Participated in update of Sisters Comprehensive Plan and draft amendment to urban growth boundary. TRANSPORTATION PLANNING 1. Worked with City of Bend staff in adopting a County Comprehensive Plan amendment to recognize an updated Bend Airport Master Plan. 2. Worked with City of Redmond and the BLM on a Regional Collaborative Planning/ Community Solutions Team project between Bend and Redmond, as well as additional analysis relating to secondary access to the County Fairgrounds and future connections to the Huntington Ranch development. 3. Prior to a change in land ownership that affected the project, completed initial work on an environmental assessment to create a new secondary access road to the Lazy River South subdivision; Project Impact/Federal Emergency Management Act (FEMA) grant. 4. Managed the La Pine Airport Feasibility Study. 5. Worked with the County Bicycle and Pedestrian Advisory Committee to revise the 1998 TSP-version of the County Bike and Pedestrian Plan and created a new GIS-based regional bike guide. 6. Worked with the Road Department to complete phase I of a storm water retention/treatment plan for the La Pine Urban Unincorporated Community; Central Oregon Intergovernmental Counsel (COIC) grant funded. 7. Worked with City of Bend on Public Transit implementation. 8. Worked on partition plans for initial phase of Newberry Neighborhood. 9. Worked with the Road Department to create new road standards and specifications document. DESCHUTES COUNTY COMMUNITY DEVELOPMENT DEPARTMENT ACCOMPLISHMENTS 2003 7/28/04 - 11:51 AM 20 HISTORIC PRESERVATION PROGRAM GRANTS 1. Obtained $22,000 in grant funding for Sisters historic resources inventory and brochures to illustrate rehabilitation and restoration concepts. 2. Prepared National Environmental Policy Act (NEPA) review for the $250,000 grant for Tower Theater and a $450,000 grant for expansion of La Pine Sewage Treatment Plant. 3. Assisted in application for Bend Downtown Facade Improvement Grant of $75,000 for the Liberty Theater and Downing Hotel. 4. Assisted three property owners in Bend to obtain the Oregon Special Assessment Program (property tax freeze). 5. Awarded $3,000 Certified Local Government grant for County historic preservation program. 6. Awarded $6,000 lottery fund grant to restore the County owned Paulina Prairie Cemetery. LANDMARKS COMMISSION APPLICATONS PROCESSED IN 2003 Processed applications for alterations to historic properties. Prepared staff public notices, wrote staff reports, conducted Landmarks Commission public hearings and issued decisions: ƒ County: 1 application ƒ Bend: 41 applications and 6 code enforcement cases ƒ Redmond: 2 applications and one code enforcement case ƒ Sisters: 2 applications BEND OLD TOWN HISTORIC DISTRICT ƒ Provided research and information to property owners. ƒ Worked with city staff on code issues and procedure for processing applications. SPECIAL PROJECTS 1. Researched burials and plots at Paulina Prairie Cemetery, recruited volunteers for restoration project. 2. Assisted Central Oregon Parks and Recreation District with research on historic buildings at Tetherow Crossing. 3. Recruited volunteers to scan photos for web page and record architectural information on all County historic resources for web pages (Bend is completed). DESCHUTES COUNTY COMMUNITY DEVELOPMENT DEPARTMENT ACCOMPLISHMENTS 2003 7/28/04 - 11:51 AM 21 DESCHUTES COUNTY COMMUNITY DEVELOPMENT DEPARTMENT ACCOMPLISHMENTS 2003 7/28/04 - 11:51 AM 22 MEDIA AND PUBLIC INFORMATION ƒ Wrote numerous press releases and articles and participated in interviews with all media. ƒ Met with cities, various civic organizations and agencies on historic preservation program. ƒ Gave class on County historic preservation for Sisters and Bend COCC lunch and Learn Classes. ƒ Maintained Historic Preservation web page. Used the website, including the “In the News” function, to notify people of upcoming meetings and to disseminate new drafts of documents for the above projects. NATIONAL REGISTER LISTING Assisted or prepared National Register nominations for 5 properties: ƒ Brothers School, Brothers ƒ Downing Hotel, Bend ƒ Sisters School, Sisters ƒ Cedar Avenue House, Sisters ƒ Parker Building, Redmond CODE ENFORCEMENT Assisted local jurisdictions to enforce their historic preservation codes for one property in Redmond and six properties in Bend. FEDERAL SECTION 106 FORMS Assisted consultants and ODOT in completing environmental review of six properties.