minhead.gif (11357 bytes)

February 3, 1998
WORK SESSION-BOARD OF COUNTY COMMISSIONERS
9:00 a.m. Commission
ers' Conference Room

Chair Steve Cornacchia presided, with Ellie Dumdi, Bobby Green, Sr., Peter Sorenson and Cindy Weeldreyer present. Tarra Withers, Recording Secretary.

1. ADJUSTMENTS TO THE AGENDA

None.

2. PUBLIC COMMENTS

None.

3. COMMISSIONERS' ANNOUNCEMENTS

To be heard in the afternoon meeting.

4. COMMISSIONERS' BUSINESS

a. UPDATE/Facilities Capital Improvement Projects (no material).

David Suchart, Director, Human Resources and Management Services, provided an update of all construction projects underway, including final construction bid documents for the jail, detention and security hardware, and inspection and testing. Suchart reported that construction on the jail should be completed by April 1999, which would be on schedule.

Expressing concern about coordinating the transition to the new facilities, Cornacchia requested a report on transition and staffing, including when resources would become necessary. Cornacchia requested the report within a month. Bill Van Vactor, County Administrator, agreed.

Suchart directed the Board's attention to copies of an aerial photograph taken January 27 of the Juvenile Justice Center construction site (see material on file). He outlined progress to date. Suchart reported that the final drawings will be received by February 15, and bid packages will be circulated within two months. He added that the construction phase should begin by the end of the University of Oregon's spring football practice.

Cornacchia asked about negotiations with the City of Eugene concerning its bike path, adjacent to the construction site. Suchart stated work is underway to have it changed within the TransPlan designation, since the City does not plan to build the path at that location. Cornacchia asked if there was a landscape plan. Suchart replied affirmatively, noting that there will be more landscaping than originally. Cornacchia asked Suchart to report on the large trees at the site. Suchart agreed to respond at the next monthly report.

On courthouse security, Suchart reviewed his last report, and outlined a plan by Bill Seider, architect, on making entrances more approachable to the public, and moving security into the glassed-in area adjacent to the foyer. Suchart reported this is within budget and underway. He also described management of the new lift, signage and other improvements.

Suchart lauded Hector Rios for placing the County's job announcements, applications, and appropriate questionnaires on the County's Web site.

5. EXECUTIVE SESSION as per ORS 192.660

None.

6. COMMITTEE REPORTS

a. Legislative Committee Update.

Commissioner Green and Roy Burns, Intergovernmental Relations Coordinator, presented this item. Green reported that the Legislative Committee had finalized the United Front priority list, and a request was made for a meeting to coordinate the agenda.

Cornacchia requested that staff investigate when and where the pre-meeting will take place, and report back.

Green stated that he supported Burns' recommendations.

Burns provided background on this item. (See material on file). He stated top priorities were to acquire acquire the National Guard Armory and federal funding for juvenile intervention programs.

Burns also reported that funding will be sought for the Intermodal Surface Transportation Efficiency Act (ISTEA). He added that the County was in partnership with the Oregon Department of Transportation (ODOT) to make bridge repair a needs-based approach. Weeldreyer asked if this included retrofitting a bridge to meet a seismic requirement. Burns replied that a bridge could be retrofitted at the time it is reconstructed, but that revaluation was not automatic. Weeldreyer asked what decision authority would take precedence. Burns responded that the United Front would ask for flexibility so that it stays a state-city-county decision. Cornacchia emphasized this was a multijurisdictional issue, with a separate component for bridges.

Burns reported on the third priority--H 1534--which is of concern because of possible heavy litigation costs due to a decision made by an individual without the participation of elected officials. He added a second area of concern is the potential for a decision by a local government to be taken to federal court against local government when it was made solely due to mandated requirements of the state.

Cornacchia stated it was important to emphasize the problematic nature of H 1534, but it was not necessary to provide a redrafted model. He declared it was important to protect County government from processes for which it has no control. Green voiced accordance with Cornacchia's statements, and recounted the process the Legislative Committee used to formulate a strategy. Cornacchia asked if this is on the City's agenda. Stephen Vorhes, Assistant County Counsel, responded affirmatively. Weeldreyer agreed with Green, and suggested writing scenarios illustrating the impact of this legislation to present to the congressional delegation. Cornacchia agreed, and suggested that Burns write the hypothetical situations. Sorenson described possible scenarios based on H 1534, noting that it could open "a Pandora's box of potential costly litigation." Green suggested that Burns focus on a low key, factual account. Burns agreed, and stated he would provide a draft to Stephen Vorhes, Assistant County Counsel. Cornacchia suggested that Burns contact the LTD (Lane Transit District) and suggest they also provide scenarios. Burns agreed. A discussion followed on the implications of HR 1534 and local government control.

MOTION: Approval of the United Front agenda as recommended by the Legislative Committee. Weeldreyer MOVED, Dumdi SECONDED. VOTE: 5-0.

Bill Van Vactor, County Administrator, reported that he was a member of the United Front delegation, and this would be a critical year for County issues, particularly the Armory.

7. COUNTY ADMINISTRATION

a. Announcements.

Van Vactor announced that the Chair of the Future Focus Task Force had prepared an outline of the Task Force's report; and the budget process has begun.

The Board recessed at 10:20 to reconvene at 10:30.

The following item was heard out of order.

b. ORAL REPORT/The 1997 Challenge of Change "Economic Development Conference."

Stephanie Schulz, Rural Development Coordinator, provided background on this item. (See material on file). Schulz discussed the regional partnerships under economic development and introduced Jim Zelenka, LCOG, whose agency offered to provide services for facilitating a meeting of stakeholders. She stated that the interim work group said there will be a letter of recommendation from Governor Kitzhaber suggesting that counties take the lead in organizing discussions of all co-partners in economic development to establish a regional structure. She said this should be finished by the end of March.

Cornacchia asked if LCOG would be expecting payment. Zelenka stated that LCOG is involved with the County in economic development district activity, and the services were offered under that program. Zelenka stated he was aware of no proposed billing for this service. He also clarified that the regional partnership effort is not synonymous with the regional strategies program, and is an effort to re-examine how economic development is done in Oregon in order to find a better way to do business. Cornacchia stated that this seemed to be redundant and he did not favor applying resources to it.

Weeldreyer reported that she had attended three LCOG meetings on this item, and wanted to make it clear that the LCOG Board is not interested in going outside the current organizational approach. She reported that Governor Kitzhaber emphasized a regional approach in land use and transportation planning as well economic development. Cornacchia questioned why a new structure for implementing this is being proposed on an individual county basis, when apparently a means to do this is already in place.

Dumdi stated she did not have a problem with the four county structure, and did not know why there was concern by the other counties on why Lane County should take the lead. She declared that Lane County was not trying to dominate the organization. She recommended keeping the four county configuration and working out problems that occur when a group speaks for the organization without consulting all members.

Cornacchia said he was in favor of LCOG facilitating this meeting if there is no charge to the County, but again declared it was redundant and nonsensical.

Weeldreyer stated the Governor was adding new participants to regions that have economic development programs which included a transportation and housing component.

Zelenka stated that representatives from the League of Oregon Cities wanted the cities to be included in the regional partnership effort, and this was to satisfy that request. Zelenka reported that the LCOG board was in favor of the four county area and was pursuing that concept. Zelenka stated that this item was to facilitate discussions among the county partners before convening a full meeting with all players. In response to a question from Cornacchia, Zelenka stated that the governor's representatives want to have regional designations by the end of March.

Sorenson voiced appreciation for the work of LCOG and Zelenka, Commissioner Dumdi and others in this process. He declared that it was important to do a good job with the economic development funds that are available, and spoke in favor of a multi -county group and convening a local group first.

Cornacchia determined there was no action necessary from the Board on this item and an informal consensus was obtained to have LCOG proceed. Cornacchia thanked LCOG and Jim Zelenka for making the offer.

c. ORDER 98-2-3-1/In the Matter of Filling a Vacancy and Reappointing Three Members to the Rural Community Improvement Council.

Stephanie Schulz, presented this item. She said the RCIC recommended the appointment of Casey Woodard to the rural business representative position; James T. Brooker, Mohawk Rural Fire Protection District; Donald Nordin, East Lane City Representative; Patricia Harmon, East Lane At-Large Representative.

MOTION: Approval. Weeldreyer MOVED, Dumdi SECONDED. VOTE: 5-0.

8. HUMAN RESOURCES AND MANAGEMENT SERVICES

a. DISCUSSION AND ORDER 98-2-3-2/In the Matter of Authorizing the Conveyance of County Owned Real Property to the Port of Siuslaw (a 40 Acre Portion of the Florence Landfill, Map #18-12-22-00-00700).

Chair Cornacchia read the Order into the record. Jeff Turk, Lane County Property Management Officer, provided background on the item. (See material on file). Turk reported that the transfer was so the Port of Siuslaw could develop the property for commercial use, or pay the market value if it were sold for development. He noted a restriction, which states that for 15 years the property has to be used for industrial purposes, as defined by the Port's statutes.

Dumdi asked if all parties were agreeable to the terms of the conveyance. Turk replied affirmatively. Dumdi introduced Tom Kartrude, Manager, Port of Siuslaw, Leonard Van Curler, President of the Port Commission, and Brian Cole, Port Board member.
Cornacchia asked for a quick summary of what Port of Siuslaw officials had planned for the property. Kartrude reported that the property represents an ideal opportunity to compliment development of adjoining commercial industrial property by the City of Florence. Kartrude reported that the Oregon Economic Development Department had granted the Port funds to complete the application, surveying, partitioning and final planning.

Weeldreyer asked if the building site was located on an old landfill. Turk replied negatively.

MOTION: Approval. Dumdi MOVED, Weeldreyer SECONDED.

Green commented positively about the conveyance, and asked to be kept posted on development. Kartrude agreed.

Sorenson asked about the fair market value of the land. Turk said his estimate was $500,000.

VOTE: 5-0.

Dumdi introduced Lynette Wikstrom-Smith, who is also a member of the Port of Siuslaw Board.

Van Vactor commented that this property will be a valuable resource to the people of Lane County as it is developed and augments the tax base.

The following item was time certain, and heard out of order.

9. PUBLIC WORKS

a. ORAL REPORT/ODOT Programs and Partnering.

Ollie Snowden, County Engineer, Public Works, introduced this item. Snowden introduced Gary Johnson, Region Manager, Region 2, Oregon Department of Transportation (ODOT), and Don Ehrich, District Manger, District 5, ODOT. Snowden provided background, noting that ODOT and the County formed three different committees to explore partnering opportunities. Included were "quick hits", co-location, and consolidation committees. Snowden circulated an excerpt from ODOT's 1998 highway draft plan, (see material on file), and discussed its definitions and implications.

Johnson stated the updated ODOT highway plan will emphasize efficiencies gained from partnering. Johnson reported that significant progress had been made with Lane County in exploring partnership opportunities, and that ODOT and County staff are working cooperatively to achieve partnering. He said there was great value in continuing this effort. Johnson recited examples of cooperative partnering (see material on file) and asked the Board for areas that could be explored further, concerns, and comments.

Weeldreyer stated that this discussion arose from last year's legislative activity, and was an attempt to increase efficiencies and partnering. Johnson agreed, adding that an audit of ODOT's construction and maintenance programs is underway.

Dumdi stated that Doug Putschler, Public Works, reported this has been a very positive development and has created efficiencies for all involved. Johnson stated that when ODOT is contemplating a capital investment, the department reviews opportunities to connect with local government entities. Dumdi asked about ODOT's internal restructuring. Johnson replied that this was not a major reorganization, but was intended to create more flexibility and set higher expectations.

Green voiced support for the "seamless approach" and requested more details about co-location. Johnson said that work efficiencies between ODOT and other employees are sought, as well as combining capital construction and growth. On the working side, Johnson reported that ODOT's experience has been there are different levels which employees can work together, and there will be more cooperative work when the facilities are grouped closer together. Green asked how organizational cultural differences would be meshed. Erich stated that it varied with the type of activity, but that it was a workable process because the crews have a good prior relationship. He cautioned that there are significant differences between ODOT and the County. Erich stated that ODOT has 7 percent of the total road miles in Lane County, but those roads carry over 50 percent of the vehicle miles traveled. Erich declared that ODOT is strongly committed to decentralizing decision making.

Snowden agreed with Johnson and Erich, and stated that the cultural issue was more significant on consolidation than co-location. He expressed hope that there would be synergy between the organizations.

Weeldreyer asked if it was possible to consolidate winter road maintenance schedules so that the crews from ODOT and the County could work on all the roads in a given area, rather than those within departmental jurisdiction. Johnson said he thought this was possible, and some consolidation may be occurring now. Snowden agreed with him, but noted that there has to be a change in perspective in the way some workers view their job. Weeldreyer asked if there were agreements that would allow this to happen. Erich stated there has been a reciprocal agreement for some time that enables the County and ODOT to be reimbursed while performing work on opposing systems, plus informal arrangements that work well. Johnson said there was a quid pro quo arrangement in place for work that did not involve significant amounts of cash flow between the agencies, with the exception of very specific contracts. Johnson reported that AOC and others are working to overcome statutory hurdles that would enable sharing duties between ODOT and other agencies.

Sorenson stated he was very impressed with ODOT Director Grace Crunican's presentation at a recent City Club of Eugene meeting, and asked when the department will request from the Transportation Commission the next funding scenario. He also asked if ODOT has participated in the County Road Department's audit, and when a summary of the Secretary of State's audit would be available. Further, he asked if there were other possibilities within the two systems for sharing resources and if there were federal agencies that could be involved.

Johnson said the funding scenario was unclear; that ODOT has been participating in the audits; and that the Secretary of State's audit may be ready this summer. In response to Sorenson's last two questions, Erich stated that there is an additional $40,000-$50,000 per year in incidental services that ODOT shares with the County. Erich added that striping and signage are where ODOT seeks resources with the County. He also cited examples of ODOT's cooperation with the USFS and BLM.

Cornacchia declared that programs and partnering is a contemporary concept for several members of the Board, and they will continue to encourage this effort. Cornacchia cited the Highway 58 project as a recent example of good partnering. Cornacchia reported that he cited this example in a recent conversation with Governor Kitzhaber.

Weeldreyer asked about possible partnerships on the SMART Transportation System that ODOT is working on. Johnson outlined progress in the program, describing video cameras at certain passes, incident response, and the intelligent transportation systems.
Green thanked the ODOT representatives for the Beltline and Barger project, and urged them to proceed into phase two. Johnson assented.

Dumdi asked if the Oregon Country Fair project would continue. Erich said it would. On another subject, Erich asked for the Board's help in working with the Sheriff's Office on emergency response issues. Cornacchia stated if problems could not be solved at the administrative level to contact the Board. Cornacchia reported that he has been frustrated with establishing a sign for the US Basketball Academy on the McKenzie Highway, and requested Erich's help. Erich stated he was also frustrated that the Traffic Information Council couldn't accommodate this need. Johnson stated he would try to help.

Weeldreyer thanked the ODOT representatives for the progress on the Highway 58 project and recognized Tim Dotson, project design team leader, for his work. She said she was also looking forward to solving access problems with the City of Blue River.

Cornacchia stated it was important to publicize the successes in the partnering relationship with ODOT, and directed Snowden to work with Mike Moskovitz, Public Information Officer, in doing so. Cornacchia emphasized that it was important for ODOT to provide a chronicle of its successes for presentation to the legislature. Johnson reported that process is underway. (See material on file). Johnson added that the Delta location as a possible co-location noted in the material is not scheduled for dismissal as yet.

10. EMERGENCY BUSINESS

None.

There being no further business, this meeting adjourned at 10:57 a.m.

Recorded by Tarra Withers
Edited by Zoe Gilstrap

go_to.gif (1155 bytes)Back to Board Notices