BOARD OF COMMISSIONERS'

REGULAR MEETING

December 2, 2009

9:00 a.m.

Harris Hall Main Floor

APPROVED 1/27/2010

 

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.

1. ADJUSTMENTS TO THE AGENDA

Sorenson indicated W. 8. F) should read Discussion and Possible Action in the Matter of Discussing the Placement of  Various Amendments for the Lane County Charter 2010 Ballot.  He noted the Raven Investments item has been pulled.

Handy wanted to add to the agenda a board order for a waiver of the 15 minute rule and he wanted a discussion on sending an e-mail message from a commissioner to employees.  He wanted Spartz (during the County Administration report) to comment on the letter they received from the Springfield City Manager regarding animal issues.

2. PUBLIC COMMENTS

Robert Boudin, Florence, discussed a way to save money in elementary schools.  His request to the Board was to suggest to the superintendent of public instruction to help develop test procedures.

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

Handy announced that he was having a Town Hall tonight on food security.

Sorenson discussed Measures 66 and 67.  He urged the taxpayers to vote yes on Measure 66 and 67.

4. EMERGENCY BUSINESS

None.

5. PERFORMANCE AUDITOR

a. Announcements

Stewart Bolinger, Performance Auditor, said because of obsolescence, Information Services has to redo their automated contracting system.  He has attended the meetings where they are reviewing options for the next steps.  He indicated that if they build a control on the front end of the process, it is cost effective.  He wanted to continue to be involved so he can pick up any weaknesses.  He said that over his career he has found that multi-million dollar contracts could get implemented without their going through the contracting process.  He said commented that they wonít have that risk in this county.

 

6. HEALTH AND HUMAN SERVICES

 

a. ORDER 09-12-2-1/In the Matter of Recognizing the Members of the ďAnimals in DisasterĒ Task Force.

 

MOTION: to approve ORDER 09-12-2-1.

 

Fleenor MOVED, Dwyer SECONDED.

 

VOTE: 5-0.

 

7. COUNTY ADMINISTRATION

 

a. Announcements

 

Spartz commented that he was holding his breath for the anticipated traffic problems tomorrow for the Civil War Game.  He noted that they normally lease out spaces for tailgaters and this has not happened before on a work day.  He said he will work to make sure traffic can flow and people who want to do County business can get to where they want to go.

 

Fleenor asked if the County was getting its share of revenues.

 

Spartz stated that he would research that information.

 

b. REPORT BACK/Status of Memorandum of Understanding Between Fair Board, Lane Event Center and Extension Services.

 

Spartz said it was his understanding that there is an agreement with 4H and the Events Center.  He reported they will have a free standing fair this year at a discount  (at a time of their own choosing) and next year the 4H Fair will be rolled into the regular fair.  He added there will be a discussion to change the fair dates to accommodate the needs of 4H.  He indicated the Fair Board came to a unanimous agreement.

 

Fleenor asked that once the MOU is approved that it gets put onto the Future Agenda.

 

c. DISCUSSION/Strategic Plan.

 

Jennifer Inman, Senior Management Analyst, distributed information (copy in file) on the overview of the strategic direction since 2000.  She noted that one goal is to revise the Countyís Strategic Plan.  She stated that based on the last meeting, she understood the goal and timeline for 2010 was to identify a small steering committee that would finalize a plan with a timeline based on time and resources.  She said the work group would identify key indicators that could be brought back in a work session.

 

Handy asked where this fit with the 14 month plan around goals.  He said they need to raise revenues.  He wanted to know how to partner with the community.

 

Inman thought the Board wanted to have a long range financial plan.  She said there will be a revenue discussion in February, separate from the strategic planning process.

 

Stewart was in agreement with Inmanís proposed process. He thought it was a good draft outline.

 

Fleenor agreed with Inman working toward a living Strategic Plan.  He liked the timeline process.  He commented that if they use best practices, they need to start budgeting for outcomes.  He thought they needed to effectuate a system as soon as possible.

 

Inman recommended the make up of the steering committee  to include: two commissioners, two management team members, two citizen members and inviting some of the graduates from County College and other people in the community.  She said she would staff the group and the group would do the leg work and bring key decisions back to the Board.  She thought the group would meet for two hours a month (but not in May) to provide guidance.  She said depending on how they want to plan for this fiscal year, they are requesting $30,000 in the supplemental budget from the reserves for strategic planning.  She added that they would need all the money during this budget year and they could build in a regular amount for the work they do.  She recommended hiring consultants to do group work.

 

Fleenor asked if they could expand the citizens from two to five and have a person from a business, a non-profit, education and two lay citizens.  He asked if they could meet more than once per month.

 

Inman said she would include that and bring a draft of the order to the meeting.

 

Sorenson didnít favor putting commissioners on committees.  He said they need more citizens.  He liked the idea of management being on the committee.  He also thought they should have representation by the unions and people who work for the County and the Budget Committee.

 

Fleenor wanted to structure the steering committee with various individuals:  law enforcement, union representatives, Budget Committee representatives, and representatives from the Chamber of Commerce, representative of a non-profit, an education representative, a current County College graduate and two Management Team representatives.

 

Handy commented that he has a concern about divisiveness with they talk about Pubic Safety. He thought they should think of food security, safety in the home, safety from bad guys, being safe and  being secure around  jobs. He said they have social services and incarceration and he wanted to work them together so they are not in one camp or the other.

 

Fleenor wanted a pre-steering committee focus group that consists of two commissioners and two Management Team representatives to discuss the mission statement.

 

Stewart and Fleenor volunteered to be on the committee.

 

d. Policy on Board Letters

 

Sorenson recalled there was a policy about commissioners writing letters on their own letterhead without the other commissionersí name unless there is  board decision.  He added that they donít have the same policy on sending e-mails out to all County employees.  He said that only a few have permission.  He indicated that Handy wanted to send out a letter to all County employees. Sorenson recalled there had been controversies in the past when commissioners sent out e-mails. 

 

Handy said his intent was not to mention holidays, but for everyoneís efforts and a healthy new year.  He wanted to do this once a year.  He said he didnít have the resources to purchase cards so his intent was to do this once a year.

 

Fleenor recommended Richardson, Spartz and Sorenson work on a holiday thank you card or a New Years card by e-mail and the commissioners could sign it.

 

e. City of Springfield Letter

 

Dwyer indicated that he spoke with Gino Grimadli, city of Springfield, and he answered Grimaldi's questions.  Dwyer said when he set up the Tri Agency, he didnít have a reversion clause for what happens if the agency dissolves.  He said if they have a larger more state of the art facility, they could have the ability to partner with more agencies and there would be better care for the animals.  He said they want to be free to do what  they think  is in the best interest for all of the County residents in having a title that is not a fee simple.  He stated the issue of joint ownership needs to be resolved.  He wanted to ask Springfield to relinquish their share of the building.

 

Handy asked if there was any benefit to having joint ordinances between the jurisdictions around animal licensing and care.

 

Karen Gaffney, Health and Human Services, thought the elected officials could create a forum where the issues get discussed at the staff level.  She commented that the issue of a new facility is complex.

 

Spartz said he could bring this up at the SEL meeting on Friday.

 

f. ORDER 09-12-2-5 Waiving the 15 Minute Rule as It Relates to the River Road  

Parks and Recreation District (RRPRD) Strategies

 

Dwyer MOVED, Fleenor SECONDED.

 

Sorenson indicated that Handy requested eight hours of work and he thought

that was reasonable.

 

Dwyer commented the real problem is the constituents donít get to vote because most things involve the city.  He said the County has a responsibility to the citizens and if they have a problem that canít be solved on their own or through the city.

 

VOTE: 5-0.

 

 

8. COUNTY COUNSEL

 

a. Announcements

 

None.

 

b. FIRST READING AND SETTING SECOND READING AND PUBLIC HEARING/Ordinance No. 5-09/In the Matter of Amending Chapter 6 of the Lane Code to Add Social Host Ordinance (LC6.900).

 

MOTION: to approve a First Reading and Setting a Second Reading and Public Hearing on Ordinance No. 5-09 for December 16, 2009 at 1:30 p.m.

 

Dwyer MOVED, Stewart SECONDED.

 

VOTE: 5-0.

 

c. ORDER 09-12-2-2/In the Matter of Referring to Election a 4-H Extension Service Five-Year Local Option Tax and Directing that it be Placed in the Voters Pamphlet.

 

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

 

Fleenor MOVED, Dwyer SECONDED.

 

Richardson indicated that she made two changes in the board packet.

 

VOTE: 5-0.

 

d. ORDER 09-12-2-3/In the Matter of Appointing a Committee to Write an Explanatory Statement Related to Placing a 4-H Extension Service Five-Year Local Option Tax on the May 18, 2010 Ballot.

 

Richardson indicated they had a fifth acceptance to serve on the Explanatory Statement Committee.  She gave the Board a list of people she recommended to be appointed to write the explanatory statement..  She recommended Patty Driscoll, Janet Calvert, David Bong, Bobby Green and Jim Gustina.  She added that they would have until February 25, 2010 to submit the explanatory statement to the county clerk.

 

MOTION: to approve ORDER 09-12-2-3.

 

Dwyer MOVED, Fleenor SECONDED.

 

Sorenson asked who was opposed to the measure.

 

Richardson said she couldnít find anyone opposed to the measure.

 

Sorenson said he and Fleenor spoke with a dentist in West Eugene.  He recommended naming the dentist.  He asked if they could roll this for two weeks.

 

Dwyer withdrew his motion and Fleenor withdrew his second.

 

Sorenson wanted Amber Fossen to submit a press release to find people who are interested in serving on the committee.  He added  that material could be put together and be brought to the Board.

 

e. DISCUSSION/ ORDER 09-12-2-4/In the Matter of Appointing Citizen Member(s) to the Public Safety Coordinating Council (PSCC).

 

Sorenson recalled that last week they asked Richardson and Sascha Cosio to be present to discuss the PSCC structure. 

 

Richardson said the question last week was if they could appoint more than one citizen to this committee.  She noted the statutes allowed it but she didnít know if there were bylaws stating the number of citizens that could participate.  She spoke with Ms. Cosio and discovered the bylaws call for two members.  She said they would only have one space left to be filled..

 

Fleenor asked how difficult it was to change the bylaws for the PSCC.

 

Richardson responded that the PSCC would have to take this on, that it is not up to the Board of Commissioners.  She said the Board could ask if the PSCC could expand to allow for additional citizen members.

 

Fleenor recommended the Board consider Richard Bruce Jarvis from Florence. He said it is rare they get people from rural areas assigned to these positions.  He thought Jarvis would be an excellent addition to the committee.  He wanted Jarvis recommended with the caveat that the PSCC be asked to explore the expansion of citizen involvement.

 

Stewart stated he is the chair of the PSCC. He added that they are planning on having a bylaws discussion at their next meeting.  He said he will discuss the possibility of adding back positions to accommodate the request of the Board of Commissioners.

 

Fleenor wanted to expand the PSCC to five members, one appointed by each individual commissioner.  He asked the PSCC to accommodate the request.

 

Richardson recalled when they did the Good Governance Board Order changes, the second commissioner spot was delegated to County Administrator Spartz.  She said they would have to remove Spartz or they would be looking at adding an additional member.

 

Fleenor said they would be willing to put a citizen employee in instead of Spartz.  He asked Stewart if that was acceptable.

 

Stewart indicated that he had to bring this to the PSCC body for discussion.

 

MOTION: to appoint Richard Bruce Jarvis to fill the existing vacancy and to make a recommendation to the PSCC that they have a total of five citizen appointees with the Board of County Commissionerís representative being one of the appointees and bringing this back for appointments by the Board.  Each commissioner to be responsible for their appointee.

 

Fleenor MOVED.

 

Stewart thought it would be difficult if they were going to make this committee like the others the Board has.  He asked what they would do with the current two members on the Board whose terms were agreed upon.  He asked that when someone is appointed if the membership has to coincide with that commissionerís membership.

 

Fleenor said they would re-evaluate what district they are from and let that commissioner make the decision whether they want to keep them on the PSCC based on the bylaws.  He added if there are defined terms then they would cycle through the term.

 

Handy SECONDED.

 

Sorenson stated that he would keep Tim Laue.

 

Fleenor thought if they expanded the committee to five appointees, they would get more commissioner involvement.  He thought it would be a stronger connection to the PSCC.  He thought it was justification for expanding to five appointees.

 

Cosio said if the PSCC decides it is not viable, her recommendation would be to find a way to engage all four others in some type of committee work.

 

Handy said he would be a no vote so he could have a vote explanation.  He said there is a difference being on the PSCC than on a subcommittee.  He wanted all these people to be on the PSCC.

 

Sorenson said they would appoint all of the people in the same way they appointed Spartz in January.  He thought they should make a recommendation that all five are appointed.

 

Stewart stated that the request does not follow the motion.

 

Sorenson wanted to appoint everyone to the committee.

 

Fleenor commented that it could be conceived as a heavy handed gesture to the PSCC that they will appoint these people whether or not the PSCC agreed.  He thought a more gentle approach would be to appoint one person to fill the vacancy and then respectfully request the PSCC to consider their request and at that point in time they could take the appropriate measure.  He wanted to take their time and not push these people in a position where the PSCC would respond in a negative manner.

 

Handy said he wouldnít support this to communicate to the PSCC that he wanted to add five positions.

 

Fleenor said the PSCC will review the webcast and the minutes and understand they are serious in expanding the citizen membership and they should be engaged in a debate as to whether or not to consider this and to what level of citizen involvement they want.  He thought the PSCC should have the opportunity to have a debate. He said they can review the minutes and they can come back and modify the Boardís position.  He hoped Handy would support the motion with the understanding that the discussion they had was on the record.  He said his intention of his motion is to give direction respectfully to the PSCC to see some movement.

 

Handy said he would support the motion.

 

Dwyer indicated there are statutory requirements but they have flexibility among the statutory requirements.  He said he was ready to make a recommendation.

 

Fleenor asked what their legal exit would be.

 

Richardson responded that they could act on the recommendation.  She said they could make one appointment and then make the recommendation to the PSCC that there be additional positions for citizen appointees.  She thought they could wait to see where these applicants live and whose districts they are in.

 

Sorenson asked to withdraw the motion and then have a motion to approve the recommendation to the PSCC to expand the citizen membership, get their perspective, that they appoint Jarvis to the position held by Spartz and appoint Douglas to the open citizen position.

 

Stewart said his concern about this discussion is that the PSCC is a professional body and the members take their jobs seriously.  He was concerned they are taking the approach with this conversation.  He didnít think the conversation will come across well.  He stated that they receive funding from the city of Eugene and Springfield to the body and there had been discussion that those organizations might not be able to continue financial support.  He thought the Board should be respectful of the committee.  He wanted the PSCC to work through this in a diplomatic manner.

 

Fleenor withdrew his motion.

 

Handy withdrew his second.

 

MOTION: to appoint Richard Bruce Jarvis to fill the citizen position and Vicki Douglas to the second commissioner position until the PSCC modifies its bylaws and that the PSCC consider expanding the membership for a total of five positions.

 

Fleenor MOVED, Handy SECONDED.

 

VOTE: 5-0.

 

There being no further business, Commissioner Sorenson recessed the meeting at 12:05 p.m.

 

 

Melissa Zimmer

Recording Secretary