HomeMy WebLinkAboutCorrespondence Miscellaneous 8/23/2007
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August 23, 2007
To:
Regional Managers
Contacts:
Paula Taylor and Megan Banks
Subject:
City/County Boundary Chang~ Processing; Draft Scope of Work
Background
At the July 19,2007, Regional Managers meeting, the managers' directed LCOG to develop a
scope of work documenting the new boundary change authority that the cities and Lane County
will have beginning January 2, 2008. Regional Managers also requested that LCOG work
directly with planning staff to review the draft scope of work with a copy provided to the
Regional Managers. The draft "scope of work is attached.
LCOG met with the metropolitan area planning directors and distributed the draft scope of work
on August 17, 2007. Scheduling of the meeting with the smaller cities is in progress and will
occur in early to mid-September.
Draft Scope of Work by Tasks
The draft scope of work includes six tasks. LCOG has provided an estimate ofprojecteo costs
for these tasks but since ORS 222 has different requirements than current boundary commission
law, these are only estimates. Charging by time and materials will allow jurisdictions to be
charged only for the time and materials it takes to complete the task. Total costs and specific
task descriptions are listed on the draft scope of work.
Task 1 provides for the preparation of inform,ational packets to assist the cities and county in
learning the nuances of the newly authorized boundary change authority and to assist with the.
dissemination of information to interested parties. The estimated cost forthis work is $10,000
total I . Participating jurisdictions will be billed for time and materials not to exceed the estimated
amount, which for this task will vary depending on the number of jurisdictions. A separate
column for on-going costs reflects the coordination or updating that may be needed during the
contract period. On-going costs for Task I include coordination estimated at $500 per
jurisdiction, along with separate costs for updating information to reflect changes adopted locally
or statewide.
Task 2 includes an audit of adopted documents for each city and the county and recommended
changes based on that audit. The estimated amount for an audit of metropolitan jurisdictions'
documents is $10,000 per jurisdiction. It is anticipated that these audits will be quite extensive
for the jurisdictions in the metropolitan area. The estimated amount for smaller jurisdictions is .
$5,000 per jurisdiction. Consulting with other governments that already maintain I:Pcim'fite-ceived
I The total amount applies to all the participating jurisdictions. It is not a per jurisdietioo total.
AUG 2 3 200~J
Planner: BJ
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Regional Managers
August 23, 2007
Page 2
for boundary changes is estimated at $2,000 tota1.2 Providing the recommended changes
resulting from the audits is estimated at $5,000 for each of the metropolitan jurisdictions and
$3,000 for each of the smaller jurisdictions. Participating jurisdictions will be billed for time and
materials not to exceed the estimated amounts for each subtask.
"
Implementing Task 2 recommendations will occur in Task 3, as well as developing application
packets and filing fee schedules for each of the participating jurisdictions. The estimated total
_ for this task is $9,000 for each of the metropolitan jurisdictions and $6,000 for each of the .
smaller jurisdictions. Participating jurisdictions will be billed fot time and materials not to
exceed the estimated amounts.
Task 4 outlines the subtasks and hours necessary to assist-participating jurisdictions with
processing boundary changes. The estimated, hours ranges from 47 to 54 hours plus direct costs
(e.g., printing, mailing, etc.) per application, resulting in estimated costs of $4,600 to $5,300.
Attached is a summary of boundary change activity for cities and special districts for the past 5
years.
Task 5 addresses access to boundary change information. Access to historical documents (prior
to January 2, 2008) is estimated at $500 for the first 5 hours of consultation. The remaining
subtasks authorize the development and maintenance of a filing, storage, and tracking system for
participating jurisdictions at an estimated cosfof$3,000 for each of the metropoiitan
jUrisdictions and $2,000 for each of the smaller jurisdictions. Participating jurisdictions will be
billed for time and materials not to exceed the estimated amount. An annual charge of $500 is
proposed for on-going costs associated with the filing, storage, and tracking systems developed
for boundary files after January 2, 2008.
. The final task, Task 6, provides training for those participating jurisdictions to ensure seamless
and transparent coordination between the jurisdiction and LCOG-estimated at $1,000 per'
jurisdiction to be billed for time and materials not to exceed the estimated amount. The last
subtask is for training for jurisdictions interested in completing the Task 4 actions in-house.
Estimated costs associated with this subtask are not included in this draft scope of work since
they will depend on training requested by the individual jurisdiction.
Attachments
. LCOG: L:IBCIBCHANGE TRANSlTIONlTRANSlTION WORKISCOPE OF WORK COVER MEMO 8-17-07 MEG'S EDITS.DOC
Last Saved: August 23, 2007
Date Received
AlIG 2 3 200'ri~1
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2 The total amount applies to all the participating jurisdictions.
- Planner: BJ
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SUMMARY OF ACTIONS BY FISCAL YEAR
LANE COUNTY LOCAL GOVERNMENT BOUNDARY COMMISSION
5-Year
FY 2003 FY 2004 FY 2005 FY 2006 FY 2007 Total
)
Annexation to Cities* 39 49 29 72 47 236
Coburg 0 0 1 0 0 1
Cottage Grove 1 3 1 4 1 10
Creswell 1 1 1 7 2 12
Eugene 20 34 15 45 33 147
Florence 2 2 0 1- 1 6
Junction City 3 0 7 3 4 17
Oakridge 0 0 0 1 1 2
SpIingfield 12 9 4 11 5 41
Annexation activity may be lower beginning January, 2008, when contiguity requirements are in effect.
Annexation to Special Districts** '4 4 3 4 4 19
Goshen RFPD 0 0 1 2 0 3
Lowell RFPO 0 0 0 0 1 1
McKenzie Fire & Rescue 0 1 0 0 1 2
Mohawk Valley RFD 0 0 1 0 0 1
Pleasant Hill RFPD 0 0 1. 1 0 2
Southern Lane County RFPD 3 0 0 1 1 5
Upper McKenzie RFPD 0 2 0 0 1 3
Willakakenzie RFPD 1 1 0 0 0 2
- Annexation activity may' be higher beginning January, 2008, when the automatic withdrawal and. annexation provisions in ORS 199 are
no longer in effect (e.g., annexations to Lane County Metropolitan Wastewater District and Vllillamalane Park and Recreation District).
Withdrawal from Special Districts 1 0 1 0 0 2
Hazeldell RFD 1 0 0 0 0 1
Lane Library District 0 0 1 0 0 1
Water/Wastewater Extensions 2 4 7 6 3 22
Other*** 2 2 2 1 1 8
-- Includes 3 major bOl,Jndary changes [merger of Creswell RFPD into Southern Lane County RFPD (FY03), formation of Lane Ubrary
District (FY04), and formation of Row River Water District {FY07)];. and 5 private water system requests - water system establishments
[M&C LLC (FY05 and FY06)], allocation of service territory fWilJam,ette Water Company (FY03)J, and water systel11 expansions [Dexter
Oaks Mobile Home ParJ({FY04) and McKenzie River Water System (FY05)]. .
- .
TOTAL ACTIONS
48
59
42
83
55
287
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Date Received
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City/County Boundary Change Processing
Proposed Scope of Work
August 15,2007
Eugene, Springfield, and
Lane County Upfront Costs
(ner jurisdiction)
Task Description
Pre-Work
Informational summary on 5B 417
Task 1 - Information on Boundary Changes
I,'Prepare packets for cities and Lane County includirig: overview
of terms related to boundary changes, what new legal authority
means for individual cities and Lane County, statutory timeframes
and processing deadlines, iJ'!lpact of annexations as land use
decision.,. etc.
2. Disseminate information (handout) to interested parties (local
. engineering firms, planning consultants, special districts,
Homebuilders AssociatiorC and other interested:oarlies)
, - 3; Report/provide information'to participating jurisdictions;
including simultaneous rezoning materials
Task 2 - Document Review and Audit
1. Review exis.ting ordinances (including adopted codes and
regulations), comprehensive plans, an'd charters for any conflicts o~
needed revisions to comply with the applicable boundary change
'laws .
2. Consult with the League of Oregon Cities, Association of Oregon
Counties, Special Districts Association, and other Oregon cities and
counties for orocedures. documents, etc.. as needed
3. Recommend chan~es'to documents
4. Report to jurisdictions
Smaller Jurisdiction
Upfront Costs
(ner iurisdiction)
Comoleted
Comoleted
$10,000. for information preparation
$400 per participating jurisdiction
$10,000. per jurisdiction
$5,000. per jurisdiction
$2,000 total for all jurisdictions..
$5.000* oer)urisdiction
$500. per jurisdiction
$3,000.oer)urisdiction
$500. per jurisdiction
. JuriMons will be billed for time and materials not to exceed the projected amount.
.. Indijii'"al contributions are dependant on the' number of jurisdictions participating,
..~orrfBDns, mergers, consolidations, dissolutions, or annexations of the entirety ofa city to a distric~ will be negotiated separately.
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On-going Costs
$500 perjurisdiction for annual
updates
$500 per year per jurisdiction
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Task" Description
Task 3 - Implementation
1. Prepare individual ordinances/orders for adoption by local
governments including: annexation ordinances/orders;
administrative rules, council rules, and Lane Manual modifications
estahlishinl? the 8ryplication manaQ'ement urocess
2. Develop individual boundary change applicatio~ packet
3. Develop individual boundary change filing fee schedule
4. . Deliver materials to jurisdictions
Task 4 - Bonndary Change Processing
1. Provide ore-anolic'ation services
2. Receive boundary change applications from the applicable local
I!ovemment and conduct a comoleteness check
~. ;Prepare and send referrals, legaLnotices,:notices to surrounding
orooerties. and Dost notices as reauired
4. Coordin~te activities .with other affected governments (e;g.,
county. cities. snecial districts)
5. Develop any associated annexation or withdrawal application
from soecial districts and simultaneous zone chane:e materials
6, Conduct a review and prepare a staff report consistent.with
adopted policies, regulations, and laws applicable to each
jurisdiction
7. Prepare draft ordinances/order for elected body ac.tion
8. Provide back-up to city and county staff for presentations to
olannine: commissions and elected officials
9. After action by the local government, complete the necessary
filings with the Department of Revenue, Secretary of State, Lane
County clerk. Lane County assessor. and Leon O'IS staff
10. Q local gov~~ment with post-b~und~ry change activities
(filin~cords update, withdrawals [if not done previously],
.!liotif~on to utilities. etc,) .
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Eugene, Springfield, and
Lane Connly Upfront Costs
(per inrisdiction)
Smaller Jurisdiction
Upfront Costs
(ner inrisdiction)
,
$9,000' per jurisdiction
$6,000' per jurisdiction
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r~~, '" ~dictions will be billed for time and materials not to exceed the projected amount.
L.:: .'" fftZvJ-dual contributions are dependant on the number of jurisdictions participating.
... ~ations, mergers, consolidatio~s, 'dissolutions, or annexations of the entirety ofa c~~ to a district will be. negotiated separately.
4~
On-going Costs'
Estimated hourly demand
for each bonndary
change"*' application
3 hours
2 hours
4 hours olus cost of mailine:s
5 hours
--10 to 20 hours depending on
number of withdrawals
12 hours
3 hours
As needed
2 hours
6 hours
Total: 47 to 54 hours plus costs
per application
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Task Description
Eugene, Springfield, and
Lane County Upfront Costs
(oer iurisdiction)
Smaller Jurisdiction
Upfront Costs
(oer iurisdiction),
On-going Costs
Task 5 - Information Access
1. Provide access to boundary change files processed prior to
Januarv 2. 2008
2. Develop a filing and storage system for boundary change filings
received on or after Januarv 2. 2008
3. Develop a database to provide access to boundary changes
l:!rocess for each ",!-oplication
4. Report to participating jurisdictions; provide training in useaf
database
Task 6 - Training
1. Provide'trainine- to coordinate work with LCOG
2. Local e;ovemment staff trainin~ to comoJete Task 4 actions
$500 deposit for first 5 hours of
consultation
$3,000* per jurisdiction
$2;000* per jurisdiction
$500 annual charge per
jurisdiction
$1.000* per iurisdiction
To be determined -
* Jurisdictions will be billed for time and materials not to exceed the projected amount.
*~ Individual contributions are dependant oD-the number of jurisdictions participating. ".
. **.* Formations, mergers, consolidatiohs,- dissolutioris-, or-anriexationsC6fthe entirety of a City to a district will be negotiated sei:mrately;
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