BOARD OF COMMISSIONERS'
REGULAR MEETING
December 16, 2009
9:00 a.m.
Harris Hall Main Floor
APPROVED 2/24/2010

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

1. ADJUSTMENTS TO THE AGENDA

None.

2. PUBLIC COMMENTS

None.

3. COMMISSIONERS' RESPONSE TO PUBLIC COMMENTS AND/OR OTHER ISSUES AND REMONSTRANCE

Dwyer commented that it is another end of a year and a hardship for many. He said they are trying to do what they can to make the economy better. He said they are trying to be attentive and listen to people. He wished everyone a happy holiday and a healthy and prosperous new year.

Fleenor stated that it is a difficult economy and his heart goes out to people who are having to make ends meet. He said they will continue the best they can to provide essential services necessary with less resources but they will do it with great will and determination. He thanked Sorenson for his year as Chair. He said they have been able to maintain a high level of continuity and they conducted work that has led to positive results for the community.

Handy stated that it has been an honor to work with Dwyer.

Sorenson thanked everyone for the work that has been done.

4. EMERGENCY BUSINESS

None.

5. COUNTY ADMINISTRATION

a. Announcements

Spartz announced that new housing starts and building permits were up above what was projected. He noted that the Secretary of the Interior was interested in carbon sequestration in public forestlands to combat global warming. He asked if there was an opportunity to have carbon storage in the national forests. He indicated that the University or Oregon had indicated interest in being involved with carbon storage. He thought they could propose a pilot project.

Stewart reported that people at the Forest Service on the experimental side are studying carbon and what the forests will store. He was hopeful the agenda team could schedule the April site visit. He said if they want to talk about carbon storage they will have the experts throughout the United States at that meeting. He recommended that as they move forward that they gain knowledge.

Handy said he doesn’t have the patience to wait on this project. He was concerned they weren’t moving forward with as much energy as he would like to see.

Spartz reported that Alex Cuyler, Intergovernmental Relations Manager, is in contact with the University of Oregon to see if they would need help establishing carbon sequestering to help attack global warming. He indicated they need baseline data to see what the forests do now and under best management practices. He noted as the opportunities emerge, they will start to put together plans for the legislative process to make sure they are included in policy and law.

Stewart stated this has already taken place and Lane County will not be the leader. He said this is already being studied in Lane County in the Experimental Forest. He noted they would be meeting in April on this but if the agenda team wanted to move this quicker they could.

b. REPORT BACK/Lane Events Center and Extension Services Memorandum of Understanding.

Spartz reported that the two parties have agreed to the Memorandum of Understanding and a document was signed. He added the attorneys found certain technical issues and they are reworking the language. He said the document will have to be resigned. He indicated they will have the final agreement that will bring the 4H Fair at the Fairgrounds in July 2010. He added that the attempt will be to roll the 4H Fair into the regular County Fair in 2011 and thereafter.

Fleenor asked about the Fair Board’s position.

Assistant County Counsel Andy Clark explained that the Events Center is involved for the coming year because the 4H Fair is being held other than at the County Fair time. He noted that all parties are involved in the MOU. He said once that piece is done, they will put together contracts for payment by OSU and by the 4H Association for the coming year as payment. He said they are still discussing combining the two fairs for 2011.

6. COUNTY COUNSEL

a. Announcements

None.

7. MANAGEMENT SERVICES

a. ORDER 09-12-16-1/In the Matter of Acknowledging Receipt of the Lane County, Oregon Comprehensive Annual Financial Report for the Fiscal Year Ended June 30, 2009, and Setting Forth the Corrective Measures for Deficiencies Contained Therein.

Jim Lanzarotta, Moss Adams, gave a report on Lane County’s Comprehensive Annual Financial Report for the Fiscal Year ending June 30, 2009. (Copy in file). He stated that Lane County has a clean opinion, meaning it is a clean and unqualified opinion. He noted that the County received federal grants and one had a requirement related to monitoring of contractors. He noted on page two there were two findings: two instances of overexpenditures and they are identified on page 46 of the financial statements. He added they are both internal service funds. He said they have to look at Lane County’s compliance with funds received outside of the County. He noted there was one federal grant that had a requirement relating to monitoring of contractors.

Kevin Mullerleile, Moss Adams, noted with the American Recovery Reinvestment Act there were more dollars created and a higher risk for the federal programs to increase risk assessment. He noted there was one finding with the weatherization program. He said it was compliance of subrecipient monitoring. He said the subrecipient is HACSA and they are responsible in determining eligibility for people receiving funds for the weatherization program. He said as a subrecipient, the County is responsible for monitoring to make sure the eligibility determination is appropriate. He said staff was placing reliance on the state. He said the County’s agreement with the state stipulates that the County must do its own review of the files, they can’t only rely on what the state is doing.

Lanzarotta recalled that if there were deficiencies in internal control, they would have an obligation to report those and they did not identify any with financial statements and controls. He added that none rose to the level that required reporting. He indicated that there were no weaknesses or controls. He said they had a few suggestions with some disclosures and clarifying recognition in governmental funds related to grants and classification of resources that might need to be classified as restrictive on the statement of net assets.

MOTION: to approve ORDER 09-12-16-1.

Dwyer MOVED, Stewart SECONDED.

VOTE: 5-0.

8. COMMISSIONERS’ BUSINESS

a. ORDER 09-12-16-2 Referring to Election Three Amendments to the Lane County Home Rule Charter and Directing That It Be Placed in the Voters' Pamphlet.

Richardson noted there are three attachments. She said Exhibit A is the ballot title for a new section to the Charter, Section 39. She indicated that Section 39 would create a Charter Review Committee that would be appointed every ten years beginning July 2010. She noted the committee’s task would be to review the charter and report back to the Board of Commissioners by July of the following year for proposed changes. She said Exhibit B would be the amendments to Section 29 of the charter. She said they would be adding language to the state election law to bring it into compliance. She noted Exhibit C, related to Section 24 for proposed ballot titles and summaries.

MOTION: to approve ORDER 09-12-16-2.

Fleenor MOVED, Dwyer SECONDED.

Dwyer commented that they needed to structure this at a fifth grade level.

Fleenor amended his motion to add under Section 39: “To ensure a better living document.”

Dwyer accepted the amendment.

VOTE: 5-0.

b. LCAS Advisory Letter

Rob Rockstroh, Health and Human Services, thought should be a community plan. He thought Karen Gillette, HHS, David Suchart, Management Services and Spartz could review this matter. He didn’t think they needed someone from budget or County Counsel but they could be invited to come. He thought they should involve the two city managers from Eugene and Springfield or their designees. He thought they should start with a small group and report back to the advisory committee. He commented that they do need to upgrade the LCAS facilities.

Spartz explained that they need to find $600,000 per year for debt service for the facility.

Stewart thought they have an opportunity to do something different as they look at a new facility for LCAS. He thought they could have a capital campaign similar to other non-profits, to raise the funds from donations and grants. He noted there are foundations that specifically give money to animal projects for capital improvement projects. He believed there were people in the community who would donate and put together a campaign. He thought they might be able to be in a new facility within the next three years.

Dwyer stated that he would be willing to fund an intern out of his contingency fund to help facilitate.

MOTION: to direct the County Administrator to assemble a working group composed of the County Administrator Jeff Spartz or his designee, Karen Gaffney, David Suchart, the Eugene and Springfield City Managers, or their designees with the assigned goal to explore and advise the Board about how a new state of the art replacement shelter could be financed, structured and operated with all options to be considered.

Fleenor MOVED, Dwyer SECONDED.

Rockstroh assumed this would be a public private partnership. He was concerned about the operations. He said they would need help with future operations. He wanted to make it a blended system.

VOTE: 5-0.

Fleenor wanted an interim report back.

9. COMMISSIONERS' ANNOUNCEMENTS

Fleenor announced that he will be having his Community Dialog at the Eagles on January 7 at 10:00 a.m.

Handy attended the Jefferson Westside meeting last night. He reported that he has a meeting tonight in the Trainsong neighborhood.

There being no further business, Commissioner Sorenson recessed the meeting at 11:30 a.m.

Melissa Zimmer
Recording Secretary