BOARD OF COMMISSIONERS'
July 27, 2005
Commissioner’s Conference Room
Commissioner Anna Morrison presided with Commissioners Bill Dwyer; Bobby Green, Sr., Peter Sorenson and Faye Stewart present. County Administrator Bill Van Vactor, County Counsel Teresa Wilson and Recording Secretary Melissa Zimmer were also present.
1. ADJUSTMENTS TO THE AGENDA
Item D. 1) was pulled from the Consent Calendar.
2. PUBLIC COMMENTS
Mary Ann Holser, Eugene, commented that the fairgrounds represent the heart of Lane County. She enjoys fairground activities and wanted to keep the fairgrounds where they are. She said if they move out they would lose something to bring people all together. She stated that the Fair Board had overcome past problems. She thought they should receive more room tax.
Dale Crawford, President of Friends of the Library, indicated that they work through the fairgrounds for their book sale and have been doing it for the past 26 years. He said they pledged $100,000 to the library through book sales. He said the fairgrounds are needed for the downtown area and wanted to keep it going at the same location.
Peggy Ward, Eugene, stated that the Piccadilly Flea Market had been in operation since 1970 at the fairgrounds. She read from a report about other fairs that had been relocated.
Beth Little, Eugene, General Manager, Holiday Market, was in support of maintaining the fairgrounds at the current location. She said it serves so many citizens. She noted that the Holiday Market had been in partnership with the fairgrounds for the past 17 years. She added that 400 businesses would sell their items at the fairgrounds. She said they want to be a partner with the fairgrounds as they take the facility into the future. She added it would only gain in value for economic development.
Suzanne Jackson, Piccadilly Flea Market, commented that the fairgrounds are a convenient location for people in the community. She indicated that not many cities have fairgrounds in the middle of them. She asked why they couldn’t give more money to build on the fairgrounds site. She read an excerpt from 1995 about fairs that have relocated. She believed putting a hospital at the fairgrounds would not be serving Lane County well.
Fred Ward, Eugene, asked why the commissioners were having back door meetings with developers and Triad. He commented that they are fast tracking this through. He asked why they weren’t trying to save the fairgrounds instead of getting rid of it. He added the fairgrounds are an historic part of Lane County. He thought this needed to be brought to the public’s attention.
Bruce Jackson, co-owner of Piccadilly, discussed other fairgrounds that had moved in the past. He commented that a certain developer in the area is causing problems for a hospital. He said that putting any hospital at the fairgrounds is not a good idea.
Noa O’Hare, Manager, Farmer’s Market, Eugene, discussed farmers markets. He was concerned about relocating the fairgrounds. He said that the Extension Service depends on being at the fairgrounds. He noted that the fairgrounds have a strong history of agriculture and is a community center. He added that it is a goodwill generator.
Zachary Vishinoff, Eugene, discussed state university funding.
Linda Fraser, representing the Lane Library League, Veneta, asked for a letter of support from the Board for library services.
Karen Ramus stated she co-produces the Lane County Home Shows at the fairgrounds. She indicated that they have been client users for the past 26 years on site, producing two to three events next year. She said they represent over 600 small and large businesses that are exhibitors. She added that many of them make a significant portion of their annual income at their event. She said that moving the fairgrounds would affect many users, and hoped the Board would involve the users before they take any action.
Helen Berg said she produces the Home and Garden Shows, loves the fairgrounds, and hopes the Board will consider all the lives that are affected. She commented that if they would move into Creswell, it would cut attendance and their show would be smaller. She stated that it didn’t make sense to sell the fairgrounds. She commented that the fairgrounds are doing well and they are lucky to be located where they are.
Scott Bartlett, Eugene, indicated that the fairgrounds had been located at the same location for 96 years. He thought the Board needed to do due diligence and respect the people who have enjoyed the facilities. He commented that the Board should display above-board visibility.
3. EMERGENCY BUSINESS
4. COMMISSIONERS' REMONSTRANCE
5. COMMITTEE REPORTS
a. Legislative Committee.
Tony Bieda, Intergovernmental Relations Manager, reported that the budget that was announced on Monday was still being evaluated by AOC. He noted this was the first budget in many years where the state general fund contributed zero to the funding of deputy district attorneys across the state. He said the budget deal includes preserving counties’ participation in video lottery, including the 2.5% for the new video slot machines. He said the participation in the new revenue from the video slots doesn’t kick in until the second year of the biennium. He added once it kicks in, it is made permanent. He noted that the Department of Corrections’ budget includes $190 million statewide for Community Corrections that they believe is at a continuing service level going forward.
6. COUNTY ADMINISTRATION
b. DISCUSSION/County Slogan.
Melinda Kletzok, Public Information Officer, indicated there was discussion on the County slogan that was brought up when CVALCO proposed to have road funds used to place signage at entrances to Lane County on County roads. She noted that the signs would eventually say “See all of Oregon in Lane County,” CVALCO’s tagline. She said legal counsel researched this and found that it is not an acceptable use unless it is adopted as the county government slogan. She added that any signage that has to be used has to be an official county slogan or logo. She said the staff recommendation is that they not change the signage that already says, “Welcome to Lane County.”
Green stated he proposed this, not CVALCO. He thought that CVALCO could do it.
Dwyer commented that “Welcome to Lane County” is not a slogan, but a statement. He added that whatever they do, that it needed to be consistent and needs to be visible. He thought they needed to keep “Welcome to Lane County” but they needed to add something to it and then adopt it as a slogan.
Morrison commented that they had already adopted “Lane County Works for You.” She indicated that they had been using that consistently on all of the materials they had produced.
Sorenson asked if they could use the slogan “Welcome to Lane County, Lane County Government Works for You.”
Wilson responded that they could use road funds to put a County adopted slogan on road signs. She asked what they wanted to adopt as a slogan.
Kletzok indicated that nothing was put into the Lane Manual. She said “Lane County Works for You” was informally agreed to but never adopted formally.
Green suggested that they accept Kletzok’s recommendations and direct the Policies and Procedures Committee to work with her on coming back to the Board with recommendations on what could be an adopted slogan. He suggested this come back to the Board in December.
Stewart recommended someone contacting Douglas County to ask about their signs.
7. YOUTH SERVICES
a. ORDER 05-7-27-1/In the Matter of Amending Chapter 60 of Lane Manual to Establish a Fee Schedule for Certain Services Provided by Youth Services.
Morrison noted that this came to Finance and Audit and it was moved to the Board with full approval.
Lisa Smith, Youth Services, reported that during the most recent DYS strategic planning process, the issue of fees was researched. She said they found that fees were consistent with the County’s strategic plan and is used in other counties. She added that it fits in with the overall Department of Youth Services’ philosophy and is authorized by the Oregon Revised Statutes. She noted that over the past four years, Youth Services has lost over 11 staff members and over the next fiscal year, they expect three federal grants to conclude. She said as a result, they have been prioritizing services, looking at what is mandated and what is a high priority. She noted for the past ten years, Youth Services has used federal grant funds to purchase treatment and drug testing. She added the drug testing supplies alone cost $30,000 per year.
Smith indicated the fee proposal is outlined in the agenda memo. She said it allows for $20 per referral in diversion cases; $25 per month for their formal accountability agreement and $30 per month in formal cases. She said they have worked with IS in developing software for collecting the fees that would create the least amount of bookkeeping stress for staff. She indicated they did a two-part research project on this. She said they looked at the income level of Youth Services’ clients that come at first point of contact. She added they used the Department of Human Services scale for welfare determinate. She said they found that the population that comes to Youth Services mirrored that of the general Lane County population. She added that they also researched fees collected by other juvenile departments and they range from $6 for a urinalysis test to $175 for a full disclosure polygraph. She indicated that this was not a full cost recovery plan.
Green asked if these fees were at the low end.
Smith responded that Lane County is in the middle but didn’t provide all the same services as other counties. She said they have the application process to look at the circumstances that surround the situation. She indicated that they received over 4,000 referrals per year. She commented that collecting closer to a 60% rate would be most feasible for them within the first year.
Sorenson thought they should charge what the others charge.
Morrison commented that as they move forward she hoped that they could recover higher costs. She wanted to know what the collection percentages are and if they should be more aggressive with their collecting endeavors. She thought they should revisit this in a year to see what they have accomplished against what the actuals are.
Smith recalled that this was the first time they would be collecting fees and they will report back on how they are doing.
MOTION: to approve ORDER 05-7-27-1.
Green MOVED, Dwyer SECONDED.
Green commented that since they hadn’t done this before that it was a start. He thought that fees needed to be increased in the future.
Wilson said she would add to the Lane Manual language, after establishing a fee schedule for the following service, she will add “subject to department director waiver or reduction for indigence.”
8. PUBLIC WORKS
a. THIRD READING AND DELIBERATION/Ordinance No. PA 1223/In the Matter of Amending the Eugene-Springfield Metropolitan Area General Plan (Metro Plan) Diagram for Property in the Glenwood Area, with Concurrent Glenwood Refinement Plan Diagram and Text Amendments, and Adopting Savings and Severability Clauses. (NBA & PM 6/1/05 & 6/20/05).
Stephanie Schulz, Land Management, explained they are moving to a Fourth Reading and Deliberation because of an additional clause that was approved by the Springfield City Council in their ordinance that was adopted.
Morrison noted this was being rolled to August 10.
MOTION: to approve a Third Reading and Deliberation and Setting a Fourth Reading and Deliberation for Ordinance No. PA 1223 on August 10, 2005.
Dwyer MOVED, Green SECONDED.
b. THIRD READING AND DELIBERATION/Ordinance No. 2-05/In the Matter of Amending Chapter 10 of Lane Code to Adopt Amendments to the Springfield Development Regulations for Application to Urbanizable Lands Within the Springfield Urban Growth Area (LC 10.600-15) and Adopting Savings and Severability Clauses. (NBA & PM 6/1/05 & 6/20/05).
MOTION: to approve a Third Reading and Deliberation and Setting a Fourth Reading and Deliberation for Ordinance No. 2-05 on August 10, 2005.
Dwyer MOVED, Green SECONDED.
9. CONSENT CALENDAR
A. Approval of Minutes:
July 6, 2005, Regular Meeting, 9:00 a.m.
B. County Administration
1) ORDER 05-7-27-2/In the Matter of Award of Bid for Purchase of Performance Measures Information System Software.
2) REPORT/County Administrator's Quarterly Report Regarding USA Patriot Act.
C. Health and Human Services
1) ORDER 05-7-27-3/In the Matter of Increasing a Community Services Worker 2 Position by .05 FTE in the Department of Health & Human Services Budget (Human Services Commission Fund 285).
D. Public Works
1) ORDER 05-7-27-4/In the Matter of Authorizing the Execution of Land Use Coordination Agreements With the Ten Rural Service Districts in the Siuslaw Watershed and the Long Tom Watershed.
2) ORDER 05-7-27-5/In the Matter of Reappointing Two Members (Tom Poage and Rex Redmon) to the Roads Advisory Committee.
3) ORDER 05-7-27-6/In the Matter of Accepting a Deed of Land to Be Used as a Public Road Easement for Baker Road (County Road No. 659) (17-06-11).
4) ORDER 05-7-27-7/In the Matter of Accepting and Establishing a Portion of Delta Road as a County Road, Being Located in Section 16, Township 16 South, Range 5 East of the Willamette Meridian (16-55-16).
E. Workforce Partnership
1) ORDER 05-7-27-8/In the Matter of Appointing Members to the Lane Workforce Partnership Youth Council.
END OF CONSENT CALENDAR * * * * * * * * * * * * * * * * * * *
MOTION: to approve the balance of the Consent Calendar with item D.1) pulled.
Dwyer MOVED, Green SECONDED.
Morrison’s questions were in regards to all of the districts that had been notified that were supposed to be part of the cooperative agreements. She asked what happens to the districts that did not respond as they move forward.
Steve Hopkins, Land Management, indicated he contacted all the districts at least twice. He met with a few of them. He said according to the ORS, they had done their part, by giving them the opportunity to sign the agreement. He said they could move forward with the planning process. He indicated that this formalizes what they already do.
Morrison asked what it meant when the districts were pending.
Hopkins said those districts said if they didn’t receive a response by August of 2004, then they were not going to sign the agreement. He added that they had still not responded.
Green wanted to see something in writing.
Dwyer suggested sending a notice of the action they took today.
Morrison asked Hopkins to draft a letter and she would sign it for the districts that did not respond and move forward with the board order.
MOTION: to approve ORDER 05-7-27-4 with the addendum.
Dwyer MOVED, Green SECONDED.
10. MANAGEMENT SERVICES
a. ORDER 05-7-27-9/In the Matter of Creating a Classification and Salary Range for Principle Planner.
MOTION: to approve ORDER 05-7-27-9.
Green MOVED, Stewart SECONDED.
Green commented that the funding for this is not fee driven. He said the division would be able to absorb it without an increase in fees.
Morrison was supportive of the order. She said she would be watching this regarding performance with the rapid process improvement. She hoped that the monitoring they do would be crucial on how they look at this.
Dwyer requested a matrix on the types of projects that fit the rapid planning process. He commented that some types of things don’t lend themselves to this process.
Towery said they explain the process to customers. He said their goal is to do a better job of full disclosure
b. ORDER 05-7-27-10/In the Matter of Establishing One Full-Time (1.0 FTE) Principle Planner for the Land Management Division Effective for FY05-06 in Fund 131 Department of Public Works.
MOTION: to approve ORDER 05-7-27-10.
Green MOVED, Dwyer SECONDED.
c. REPORT BACK/LCARA Quarterly Report.
David Suchart, Management Services, introduced Rochelle Jones the new administrative analyst. He said she would be responsible for assisting him in how they are moving with LCARA. He said they signed the agreement with IS to do the upgrade of DL Dog, their system that will account for their licenses. He noted that he could not give any analysis on this report as he doesn’t know the difference between a one-year license and a three-year license. He said eventually they will have a reporting structure that will tell the difference between a one and three-year license and their revenue projections will be better. He said they received over 100% of their revenue last year and they met their goal. He indicated that they would use the same format for the first quarter of this year. He said in comparing numbers, they would use 05/06 numbers. He said on the next quarterly report he will discuss the system and what it is capable of.
Morrison commented that the comparisons of 04/05 and 05/06 weren’t enough to see if they were actually having the increases that they were told would happen. She thought it would take over three or four years so they have a stronger picture as to see if they are really increasing revenue.
Suchart wanted to make sure the system was up as quickly as possibly in working with IS on notification, projection and analysis.
Suchart reported that noon today he and Wellington will be reviewing the lobby design with the architect and the City of Eugene.
d. ORDER 05-7-27-11/In the Matter of Awarding a Contract for Construction Manager/General Contract (CM/GC) Services for the Sheriff's Rooftop Radio Room Project.
Suchart explained that this is a grant-funded project. He said they had been moving along in the process in the Sheriff’s office. He said early in the summer they had found out the module unit would not work. He said Captain Freeman asked him if they could get an architect to take a previous design they had done and update it. He added that based on the timelines of trying to get all of the radio equipment on the roof and running (before the snow falls), they have to test the equipment before winter in case they had to go up into the mountains to do it. He said the best process would be using the CM/GC so he could expedite things.
MOTION: to approve ORDER 05-7-27-11.
Dwyer MOVED, Green SECONDED.
e. ORDER 05-7-27-12/In the Matter of Ratifying the Tentative Agreement Between Lane County and the Lane County Prosecuting Attorney's Assn. Unit.
Frank Forbes, Management Services, reported that this was the two-year agreement that has been agreed to by the union. He brought this for approval. He added it was similar in content to the non-represented employees He indicated that there was also a market adjustment. He recommended approval.
MOTION: to approve ORDER 05-7-27-12.
Dwyer MOVED, Green SECONDED.
Stewart asked if this would cause further reductions in their department.
Doug Harcleroad, District Attorney, indicated that with the 120 cases coming in per week that staffing would be able to handle it. He said it wouldn’t mean cuts. He said the DOMC is a good idea but they have alleged criminals going out on release agreements and they are not showing up for court. He indicated that increases their caseload.
Morrison said as they move forward with the DOMC that the failure to appear piece would be part of the reporting that would come to them through PSCC.
11. CORRESPONDENCE TO THE BOARD
12. COMMISSIONERS' ANNOUNCEMENTS
Stewart went to Bend and toured the Deschutes fair. He attended an aqua convention in Bend. He also attended a fiber consortium meeting in Klamath Falls. He noted at that meeting, the people of Cottage Grove made the request to light their fiber. He announced that this weekend the Blackberry Jam Festival will take place in Lowell and there will be Mary Cole Days in Lowell.
Green reported that he, Morrison and Dwyer would be attending the AOC Fall Conference in Astoria.
Morrison discussed the Naco conference. She indicated that the 2011 Naco Conference will be in Portland.
Dwyer reported he went to Gold Beach for the celebration of his 50th anniversary.
13. EXECUTIVE SESSION as per ORS 192.660
Per ORS.192.660(2)(d) for the purpose of deliberations with labor negotiators. Per ORS 192.660 (2)(d). Per ORS 192.660 for the purpose of consulting with counsel on litigation.
14. COMMISSIONERS BUSINESS
a) Letter from Lane Library League
Morrison reported that the Lane Library League is in the process of applying for another state grant to continue their endeavors regarding library services throughout the county. She indicated the Board gave them a letter of support when they applied for the grant in 1999 in order to move forward.
MOTION: to approve sending a letter of support to expand the reading program.
Dwyer MOVED, Stewart SECONDED.
b) Dwyer indicated an item was omitted from the agenda. He stated that two commissioners could meet wherever they want to meet and it is not a violation of any law. His criticism in dealing with McKenzie Willamette and the fairgrounds was not the meeting of the tour, but a subsequent meeting where Rosie Pryor called Van Vactor to facilitate a meeting and there was no notice that Morrison and Stewart were going to meet with them. He said this was about process. He said if they wanted to discuss the process and what would be available, then the appropriate process is the facilities committee. He said that is an open process. He said no one knew about the meeting.
Green didn’t think anything was inappropriate. He said sometimes all meetings are not practical for everyone. He added that only two commissioners went and they couldn’t make any decisions.
Dwyer hoped that if the county administrator facilitated something with an entity that could be possibly engaged in business with the county and it is related to faculties that he has purview over, he would receive a courtesy notice.
Morrison commented that this was not a secret meeting. She was asked to participate and her schedule was free so she attended. She said she did not go with any preconceived ideas. She stated that comments that were made had impacts and implications regarding their credibility and accountability. She didn’t appreciate being accused of attending a secret meeting and comments made that are not appropriate.
Van Vactor commented that it wasn’t practical to send all notices to the Board of the meetings he has to attend. He asked if the Board did want to be notified of all of the meetings he attends.
Dwyer clarified that he wanted to be notified about issues where a private person or a for-profit corporation may benefit as a result of the contact. He wanted to know about a meeting in advance if possible.
Sorenson said if there was board business, that all commissioners should be notified. He was concerned about the sale or leasing of the fairgrounds. He said that is when the board should be notified. He indicated that not all of the board members were aware of this meeting.
Morrison indicated the intent of the meeting was around the federally qualified health clinic and the public health building, not the fairgrounds. She said the Board did choose as one of its goals the public health facility.
Green commented that if Van Vactor was coordinating an outside party, he could be told. He said he didn’t have a high level of mistrust.
Van Vactor indicated that some of the intergovernmental meetings lead to projects.
Dwyer wanted to be on notice if the benefit is between a public entity and a private corporation for benefit.
Green thought they were making too much of this.
Dwyer said he wanted to be clear that if something is for profit and there is the purpose of trying to determine the center of something, then he wanted to be notified.
There being no further business, Commissioner Morrison recessed the meeting into Executive Session 11:35 a.m.