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HomeMy WebLinkAboutCorrespondence Miscellaneous 8/23/2007 /~. '-;;'" 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 ;-" 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 cr 2 The total amount applies to all the participating jurisdictions. - Planner: BJ '" 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 I' c, Date Received AIIG 23200:'[ Page 10fl L:\BC\BC~ange transftionlTransition worlc\Scope OfWP~fler~2BJ "'0 - S>> ::J ::J CD -, a a OJ c..... 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. ~:D . = CD n CD ~. C. ...., = = ~.., -= -)I t. On-going Costs $500 perjurisdiction for annual updates $500 per year per jurisdiction Page 1 00 '1J - m ':::J :::J CD .., . . OJ c.... 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,) . = ~ :::0 ...... Eugene, Springfield, and Lane Connly Upfront Costs (per inrisdiction) Smaller Jurisdiction Upfront Costs (ner inrisdiction) , $9,000' per jurisdiction $6,000' per jurisdiction ~ n _ . 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 Page20f3 ., 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; . ""0 0 - s:>> Q) ):> .-+ :J = CD . = :J ~ ::D CD ~ CD ~ ,..., (') = CD . . = 0:1' (2:1 <" CD c.... a.. Page 3 00