BOARD OF COMMISSIONERS'
REGULAR MEETING

April 29, 2009
1:30 p.m.
Harris Hall Main Floor
APPROVED 1-12-2011

Commissioner Pete Sorenson presided with Commissioners Bill Dwyer, Bill Fleenor, Rob Handy, and Faye Stewart present. County Administrator Jeff Spartz, County Counsel Liane Richardson and Recording Secretary Melissa Zimmer were also present.

11. PUBLIC HEARINGS

a. PUBLIC HEARING AND ORDER 09-4-29-13/In the Matter of the Surrender of a Portion of Old Coburg Road (CO. Rd. No. 180) to the City of Eugene. (NBA & PM 4/1/09)

Mike Jackson, Surveyor, explained that this item requests a surrender for Old Coburg Road to the city of Eugene.  He recalled that portions of this roadway have previously been surrendered, but there will be a remainder of the road.  He noted the city has plans in the summer to extend Chad Drive onto this roadway and it will exit to Game Farm Road.

Commissioner Sorenson opened the Public Hearing.  There being no one signed up to speak, he closed the Public Hearing.

Dwyer stated that he wonít support this on principle, as it fails the smell test.

Stewart disclosed a distant cousin approached him about the concern about trees and sidewalks.

MOTION: to approve ORDER 09-4-29-13.

Fleenor MOVED, Handy SECONDED.

Fleenor asked why parts of Old Coburg Road werenít included so they will no longer have maintaince requirements on the small section.

Jackson indicated that was not requested.

Fleenor asked if that could be part of the package so the County wonít need to maintain it.

Jackson said they could do that.

Assistant County Counsel Marc Kardell said they could do that if the city consents to that.  He indicated that the city would have to make a resolution to request the right-of-way within their jurisdiction.  He noted that they have requested some right-of-way, but not all of it.

Fleenor stated that he could get to yes if that takes place.

Jennifer Willer, city of Eugene, explained they left it out because they were realigning to a new intersection with North Game Farm Road.  She said they are putting up a barricade to close the road north of the Cape Hatteras Drive intersection.  She added that the property owners on both sides of the right-of- way have indicated a desire to request a vacation of that right-of-way once the road is closed.  She said they thought it would be a more straightforward process through the County than going through the city to have it done.  She indicated at the property ownersí request they left it out of the contract.

Handy asked what the value and special benefit was for the entity they are vacating this to.

Jackson said he would have to get an estimate.

Handy asked if they could roll this for a week to get more information.

Willer stated that if the jurisdictional transfer was not able to happen, they have talked to Lane County Public Works about a facility permit for the project.

Fleenor removed his motion and asked to roll this for two weeks to give staff time to come back with options.

Handy agreed.

MOTION: to roll this item for two weeks.

Fleenor MOVED, Handy SECONDED.

VOTE: 5-0.

12. CORRESPONDENCE TO THE BOARD

None.

13. PUBLIC WORKS

c. REPORT BACK/Road Fund.

Marsha Miller, Public Works, gave a presentation on the Road Fund. (Copy in file).

Stewart asked if they have determined what the costs are to maintain the roads.

Miller indicated they do have that background information but they donít include it in the forecasts.

Stewart stated it was evident that if they donít receive revenue they will have to make hard decisions in Public Works in prioritizing what the activities are and how they are going to pay for them.  He asked which services were prioritized.

Tanya Heaton, Public Works, responded that there is some direction in the Strategic Plan.  She said the next step would be to use their cost accounting system and to start review it for service options.

Miller indicated the only capital projects they are embarking on without outside funding are preservation projects.  She said their plan is to continue to preserve their roads but they do not have capital projects in their budget unless it is an outside funding source.

Sorenson commented that it was prudent to have this plan in place .

Fleenor asked with the CIP in progress if there were any projects they could shut down to help pull out the ending fund balance in 11/12.

Bill Morgan, Public Works, indicated the CIP will be in front of the Board next week for a public hearing and at that time they could review what is on the table.   He noted a lot of projects not shown in the CIP are projects with a funding stream for the next fiscal year, like Harvey Road.

Sorenson asked for an update on the Road Fund for November 2009.

Miller asked of the options presented, which options the Board wanted information prepared.

Fleenor  thought they should at 11/12 as the timeline.  He said the option closest is Option 2, when they run out of the timber money they will have a zero fund.

Sorenson liked Option 3.

Stewart indicated that they should know by the end of June what the legislature will do for the road funds.  He thought Option 3 buys more time to allow outside influences.  He added that Option 3 is to hold onto current services as long as they can.  He thought Option 1 was okay too.

Spartz explained that Option 1 looks more attractive but it would be a death of 1,000 cuts in the department with layoffs every year and that would be painful for the organization.  He added that once people are laid off and the money situatiuon gets turned around, they might not be available to be hired back and they would have to go out and recruit all new people and spend a couple of years training them.  He thought Option 3 was more prudent.

Sorenson hoped they could bring this back in November to have another session with whatever report they might have about the future of the revenue side of the road fund.

14. COMMISSIONERS' ANNOUNCEMENTS

None.

15. OTHER BUSINESS

Land Management Items from Yesterday

Matt Laird, Land Management, went back and looked through the calendars to see how they could put this together as close to the dates the Board had set up.  He said the closest they could make happen on Planning Commission dates was a joint Planning Commission/Board of Commissioners Public Hearing on July 21 that would require the first reading on July 7.  He said it will require Land Management to send DLCD the 45 day notice on June 5. 

Sorenson asked where the money is going to come from.

Laird said what is left of the $200,000 the board had given to Land Management, the $200,000 was placed in a contingency fund and of that $200,000, $75,000 was appropriated to the Land Management Division budget.  He said there is still $125,000 in contingency.  He said with the $75,000 in the Land Management budget, $61,538 was spent and they have about $13,000 left over.  He said their forecast estimate to finish the population is $50,000 to $60,000 in staff time.  He added that it does not include Legal Counsel fees. He said to use the remaining contingency fund money, the Board would have to direct that some is appropriate for a specific service.

Sorenson asked what was needed to finish the PAPA work.

Laird responded that they donít have any planners they could hire.  He said because of the layoffs, people have had to pick up job duties and all of their planners are taking the role of working on the front counter and returning phone calls.  He thought a low cost alternative would be for them to bring in an Extra Help person to run the front calendar and returning phone calls.  He said an Extra Help person would be in a $12,000 to $15,000 range.

Sorenson asked what the recommendation would be for Land Management.

Richardson said the money is set aside in the contingency fund and they could authorize $15,000.  She said they can ask budget staff to bring back an order next week.

Heaton indicated that they will need to put this into the supplemental budget.

Laird  said he did not include their cost to PSU or the money from the grant coming in. 

MOTION: to direct staff to give notice on or before June 5, bring back a First Reading and Setting Second Reading and Public Hearing with the Planning Commission for 6:00 p.m. on July 21, 2009.  The First Reading will be July 7, 2009.

Fleenor MOVED, Handy SECONDED.

Vorhes asked that they leave the time of the hearing open until they bring the First Reading.  He said there are things on the Planning Commissionsí agenda that are projecting out.

Sorenson agreed that they donít need to set the time with this motion.

Fleenor amended his motion to keep the Second Reading of the Joint BCC/Planning Commission open and that staff will report back with an appropriate date.

Handy agreed.

VOTE: 5-0.

16. EXECUTIVE SESSION as per ORS 192.660

Per ORS 192.660(2)(d) per the purpose of labor negotiations.

There being no further business, Commissioner Sorenson recessed the meeting into Executive Session at 3:00 p.m. 

Melissa Zimmer
Recording Secretary