BOARD OF COMMISSIONERS

WORK SESSION

December 11, 2001

9:00 a.m.

Commissioners' Conference Room

PASSED 1/16/02

 

Commissioner Anna Morrison presided with Commissioners Bill Dwyer, Bobby Green, Sr. and Peter Sorenson.  Cindy Weeldreyer was excused.  County Administrator Bill Van Vactor, County Counsel Teresa Wilson and Recording Secretary Melissa Zimmer were also present.

 

1. ADJUSTMENTS TO THE AGENDA

 

Morrison stated they were moving the item under Commissioner’s Business, (set for December 12, 2001) to today for discussion.

 

#2. PUBLIC COMMENTS

 

None.

 

3. EXECUTIVE SESSION as per ORS 192.660

 

To take place after the meeting.

 

4. COMMISSIONERS' BUSINESS

 

a. ORDER 01-12-11-1/In the Matter of Approving a Tentative Approval with the Labor Unions regarding health benefits, and of implementing the same benefit changes for non-represented employees.

 

Karen Artiaco, Management Services, reported that the joint labor management review committee had tried to develop a proposal to help with the cost of the health care benefits for the County.  She noted it went to a vote of the union and was not accepted by all the area’s membership.  She stated they went back to the union presidents discussing implementing the language that is in the existing contracts about agreeing to endorse an increase in the deductible, out-of-pocket costs for medical care prescription, HMO and an increase in the cost of an office visit.  She noted they had three of the bargaining units that thought they could go with this right away: Prosecuting Attorneys, Admin Professionals and Local 626.  She said that AFSCME thought they needed to go to a vote of their membership and that would be scheduled for the first week of January.

 

Artiaco asked the Board to approve the tentative amendment to give them time to put together all of the materials to retirees and current employees.  She added another plus for approving this now would be for those unions (and non-represented employees) to adjust contributions to their flexible spending plans for the year 2002.  She added by doing this, it would save the County $75,000 for the current fiscal year.

 

Dwyer asked what would happen if AFSCME did not agree to go forward with this.

 

Artiaco responded they would be on a different plan than the others that went forward.

 

MOTION: to approve ORDER 01-12-11-1.

 

Green MOVED, Dwyer SECONDED.

 

VOTE: 4-0.

 

b. ORDER 01-12-11-2/In the Matter of Adopting a Revised Emergency Operations Plan for Lane County.

 

With regard to ORS Mandates, Dennis Ewing, Sheriff’s Office, stated that Lane County (by board order) had delegated authority and responsibility for emergency operations management, to the Sheriff (who functions as the director of emergency services).  He explained in paragraph 3, one of the requirements for the participation in the EMPG is a revenue contract for $44,000, guaranteed for $39,000.  It had been signed and been in effect since September 2001.

 

Ewing noted in the fourth paragraph, the approving authority (the Board) must approve the emergency operations plan within the past five years.  He said the last time this was adopted was 1994.  He stated if any revisions are being approved, they would continue honoring the contract.  He stated the Board had approved their submitted revisions on a case-by-case basis, effective July, 2001

 

With regard to the emergency operations plan, Ewing stated there were 18 administrative changes since the last time this was observed.  He noted page 18, (item H) used to say terrorist.  They deleted terrorist and added terrorism and used the FEMA  definition of terrorism.

 

MOTION: to approve ORDER 01-12-11-2.

 

Dwyer MOVED, Green Seconded.

 

Sorenson asked about the status of the legislative assembly’s consideration of a more enhanced emergency rainy day fund.

 

Ike Jenson, Emergency Coordinator, Sheriff’s Department, stated this legislative session adopted the senate bill.  He explained it was a disaster fund and for state and president-declared disasters, they would offset the 25% match before the locals and state for funding.

 

Jan Clements, Sheriff, noted since September 11, the state had elected to take Oregon Emergency Management from the Oregon State Police umbrella and make it a full department.  He added the state police was coordinating a domestic terrorism task force.  He didn’t see anything in the governor’s proposals to assist local government.

 

Clements explained this was the plan to continue with the coordinated responsibilities that are statutorily delegated to the County and in Lane County it is his responsibility.  He said the plan was the operating document that enabled them to do this.

 

VOTE: 4-0.

 

c. REPORT BACK/Forest Work Camp Update.

 

Clements passed out a capacity status report. (Copy in file).  He reiterated the Board authorized 70 beds in July and staff decided to push it to 75.  He added the book-ins had been down by 11.3% and the matrix had gone down by 42.5%.  He said the reason was because additional beds had relieved jail space in the main jail, so they could hold more people pending release or trial.  He said they had increased their capacity to 148% at the Forest Work Camp.

 

Clements reported they had four Forest Work Camp crews and one community service crew that doesn’t work on federal lands, but does a variety of community projects.  He added they also have one crew that operates out of the community corrections center that works on sanitary landfill activity.  He noted when they get to 95 beds they would add two Forest Work Camp crews and one more community service crew for a total of six forest crews and two community service crews. 

 

Clements passed out a list of current vacancies in his department. (Copy in file.)

 

Sorenson asked what percentage of the Forest Work Camp dollars would be considered Lane County general fund property tax dollars, versus the other federal funds.

 

Clements responded that the Forest Work Camp beds were in excess of $60.00 per day as a program and the federal payments to counties money (for which the camp qualifies) is subsidizing the Forest Work Camp at $30.00 per day.  He said the rest is a combination of general fund and state grant and aid dollars.

 

Mark Graham, Sheriff’s Office, stated the general fund dollars for the camp this year were around $700,000 and the state grant and aid is about $500,000, with the balance out of Title III money.

 

Green asked if the Sheriff’s Department needed a lapse to offset some of the costs.

 

Due to vacancies in job positions, Clements noted they were experiencing stress with their training and overtime budgets.  He said they wouldn’t be in a deficit mode with the money that was projected, because the grant and state aid monies would be sufficient and they would not need to use the general fund budget.

 

Sorenson asked if Clements or the PSCC were contemplating any recommendation to the Board to go to the voters to fund any aspect of the criminal justice system for next year.

 

Clements responded that in terms of corrections, LCOG did a study and noted that by 2003 another 338 medium security beds would be needed.  He stated at this point, they were not planning to go to the voters with corrections.  He explained that this November there would be a measure to be voted on that had been put forward by the Deschutes County Sheriff that allows for the formation of a county service district with a split rate, so it would make it a permanent district (not a levy).

 

Van Vactor didn’t think the capital projects committee had a discussion regarding the intake center at the jail.  He said the Board might want to consider presenting to the voters a levy to fix the sinking jail.  He said about $8 million was needed to fix the sinking portion of the jail and it was an unmet need that couldn’t be handled with the current budget.

 

Clements recalled the Board adopted the legislative committee’s recommendation with regard to Title III projects.  He noted one recommendation was $27,000 for a radio microwave.  He added that would be a capital expenditure that would need to be taken into consideration, but they needed a design and scoping study first.

 

d. REVIEW/Potential Revenue Shortfall and Unanticipated Expenditure Projections for Remainder of FY 2001-2002.

 

Dave Garnick, Senior Budget Analyst, stated as a result of the Board’s direction,  the request was to contact departments to find out how they were doing budget wise with regard to state and non-state revenues and what other unanticipated expenses they might be projecting at this time.

 

Margaret Wilkenfeld, Budget Analyst, stated the departments were to determine if the non-state and state revenues were following along with the projected expectancies toward the end of the budget year, and if they were not, what potential impacts could be foreseen on the provision of service.  She added they were also asked to look at what types of unexpected and unplanned expenditures they may be seeing before the end of the fiscal year.  She noted that all of the departments responded.  The information they provided was summarized on Attachment A (copy in file).  She said a number of the departments were concerned about the potential impacts that the state budget may have, but until the beginning of next year, the full impact won’t be known because the shortfall amount is unknown at this time.

 

Morrison asked about the $16,000 decrease for the Florence Justice Court.

 

Garnick responded the budget was based upon a certain level of activity and if activity goes down and there isn’t a subsequent increase in the traffic activity, they would have to look elsewhere in the system.  It was his understanding the Sheriff’s Department had shifted a traffic officer to the Oakridge Court, generating increased revenue.  He added that the Central Lane Justice Court was projecting increases in revenue and that could help the Central Lane Justice Court staffing.  He noted they might have to look at reducing costs in Florence.

 

Green asked if a grant stream goes away on a project, if the personnel go away as well.  His concern was personnel moving to other revenue sources.

 

Van Vactor requested that departments that had identified moving other grant sources, provide the Board a memo of where personnel would be moving.

 

Green said it is good to find sources for personnel, but he wanted to be consistent with the grant funding.  He asked about the fairgrounds and the unanticipated cost of the utilities.

 

Van Vactor responded that Lane County departments in the budget instructions asked to increase their expenditures for utilities in the amount of 50% due to the anticipated rate hike.

 

Green wanted to be reminded to bring that up in the next Finance and Audit meeting.

 

Sorenson asked what the impact would be to Lane County of a seven- percent reduction in state funding.

 

Garnick stated he hadn’t calculated that across the board, but every department that gets state funding received a detailed list.

 

Morrison noted there was a discussion about the mental health money.  She said that Rob Rockstroh, Health and Human Services, had made the comment that there would be $7.5 million in mental health money with $1.5 million for planning, which was not enough for a planning effort.  She noted that some health directors met and decided they were not going to do the planning because the $6 million would go away.  She stated Lane County had not taken a position on the planning portion.

 

Rockstroh responded the $1 million would be sufficient to do the planning but the statute did not change.  He said they would be doing the planning.  He said they couldn’t do anything elaborate with data studies.  He said it would take additional staff meetings to do some of the planning.  He wasn’t hopeful that the money would come forward.  He added statewide, as an association, they were not going to be doing any planning.

 

With regard to video lottery dollars, Van Vactor wanted direction from the Board for departments to search their existing expenditures in the general fund to see if they might be eligible under more restrictive criteria.  He said if the Board wanted, they would have the departments work on this during December.

 

Green noted the Economic Development committee was meeting on Friday.  He wanted a list of what has taken place.

 

Sorenson suggested it would be valuable to go through the exercise.  He thought there would be decreased property tax collections and decreased state revenues.  He wanted to know what those funds could be legally used for within the current context.

 

With regard to video lottery dollars, Garnick suggested putting something into the budget instruction so during budget development departments would have to look at all of their revenues (including video lottery) to see if they could obtain certain dollars to put that into their request.

 

e. DISCUSSION/In the Matter of Approving the Transfer of Spending Authority to the Lane County Sheriff’s Office of Lane County Reserve Funds to Provide Emergency Planning Functions to enhance Lane County Emergency Operations Plan Specific to Terrorism, Bio-Terrorism and Weapons of Mass Destruction in the Amount of $53,269.

 

Garnick reported this was a reduction of a transfer out of the reserves and it takes special legal notice and action.

 

Ewing stated he initially submitted a board request for the spending authority.  He noted a change had been submitted.  He said there was going to be a lack of revenue in Public Works and they were to have a person transferred from Land Management to assist them in the interim in the terrorism plan.  He noted that had not worked out but the request was there for the spending authority.  He said the individual would be finalizing the bio terrorism weapons of mass destruction annex, completing a countywide asset inventory.  He added the individual would be performing a gap assessment.  He added they were looking at a federal grant position to make that a full-time position.

 

Van Vactor stated the Management Team had worked on the emergency operations plan and there was general consensus that with regard to terrorism, there was significant work to be done on behalf of Lane County government.  He stated this was a unique circumstance to be dipping into the reserve.  He recommended approving this action.

 

Garnick noted the contingency was $25,000 and there wasn’t enough money, so the reserve was the only place to take it from.  He was confident that this was a recommendation that should be supported.

 

5. COMMISSIONERS' ANNOUNCEMENTS

 

Dwyer announced he went to the homeless Veterans dinner in Springfield with Sorenson and Weeldreyer.  He attended the Parks Advisory Board and they dealt with the Public Works’ shortfalls.  He said they were working on a general obligation bond identifying things that communities need regarding parks.  He noted they had $25 million in unmet needs.

 

Green recommended the Parks put this on their list for the Board’s United Front trip.

 

Sorenson stated there was an observance of the 53rd anniversary of the United National Universal Declaration of Human Rights.  He noted the City of Eugene and Lane County Human Rights committees made presentations and the Lane County Mental Health team received the award this year. With regard to the future agenda, he suggested that the Board only meet on a Wednesday to economize meetings.  He wanted the agenda team to focus on keeping as much work as possible on Wednesdays.

 

Morrison stated she couldn’t attend yesterday’s program on the Declaration of Human Rights because she was in Salem.  She noted that each of the districts in Oregon had been requested to set up a special meeting for December.  She chose December 27 from 9:00 a.m. to 11:00 a.m. on how they would as counties look at spending dollars.  She commended staff for the strategic planning performance measure kickoff.  She announced that she was in the Junction City light parade.

 

6. EMERGENCY BUSINESS

 

None.

 

There being no further business, Commissioner Morrison recessed the meeting at 11:00 a.m. into Executive Session

 

Melissa Zimmer

Recording Secretary