January 31, 2001

9:00 a.m.

Commissioners' Conference Room

APPROVED 3/14/01


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










3. EXECUTIVE SESSION as per ORS 192.660


To take place after the meeting.




a. DISCUSSION/State Office Building.


David Suchart, Management Services, stated he had been working on the state building since the federal courthouse issue took place.  He said he was also working on the County annex problem with its cramped space and poor conditions.  He noted that any money put into the annex building would be a waste because the structure would not be improved.  He said it was important to continue negotiations with the State of Oregon to acquire the office building, which the state had declared surplus.  He said the state had an appraisal done of the property that was valued at $1.9 million, less $100,000 for improvements that could be made to make the building rentable.  He noted the state office building had structure problems and the space was not conducive to remodeling.  He added putting in cosmetic remodeling would not solve the structure problems. He said a new office building on the site with the current occupants of the annex would cost $12 million.  He said he would build on the east lot next to the Fifth Street Market and tear down the annex and replace the parking if necessary.  He noted Elections does not know what will happen with changes in the election process but the space is inadequate.


Suchart said the best thing would be to acquire the state building and demolish it.  He said they could move all of the functions of the annex and other people and it would be a $17 million project.  He said his immediate concern was acquisition of the state building but he didn’t want to pay $1.8 million.  He recommended working with the state, giving them notice that Lane County was interested in the building and working on the finance piece.  He thought the payment to the state should be for the cost of the land.


MOTION: move to authorize David Suchart to move forward with the acquisition of the state building.


Dwyer MOVED, Sorenson SECONDED.


Morrison didn’t want to lose the asset of the state building.  She asked if they tore it down, what would happen to the annex property.


Suchart said it was a valuable piece of property and they could use it for financing the new building.


Morrison asked where the money would be coming from and what type of income would offset the costs.  She was not opposed to moving forward.


Sorenson suggested getting the City and County to cooperate and work on efficiencies.  He seconded the motion to acquire the property, but not to pay any money.


Dwyer urged the City to contact Suchart to work on this project.


Van Vactor suggested a letter from the Board of Commissioners be sent to the City of Eugene.


Suchart stated he would prepare a letter.


VOTE: 4-0.


b. DISCUSSION/Capital Improvement Projects.


Suchart said with the Juvenile Justice Center, they were working on warranty items.  He said with regard to the Mental Health Facility, they were finishing the construction drawings and will receive bids in April.  He said for the courthouse plaza, they are working on a discussion on how the plaza could look, incorporating the Wayne Morse Free Speech area and the possibility of a single entrance.  He said they would have a second security station that would not cost extra to utilize.  He added they would be working on the ADA issues regarding restroom and door entries.  He said the OSU extension roof work will be starting next week.


c. ORDER 01-1-31-8/In The Matter of Making Certain Elections Pursuant to the “Secure Rural Schools and Community Self-Determination Act of 2000,” P.L. 106-393 As a Preliminary Matter for Budgeting Purposes.


Tony Bieda, Intergovernmental Relations Manager, explained there is approximately $20 million in new resources, combining Title 1, 2 and 3 projects.  He said the urgency comes because of the budgeting process.  He noted the time frames they are looking at had been developed in parallel with the other stakeholders across Oregon and the United States because of the federal resources.  He said by the end of September some decisions and proposals could be forwarded to the Department of Interior and Department of Agriculture so they could disburse those resources to Lane County.


Bieda said the first component of the motion involved a decision on whether or not Lane County wanted to elect to take the full payment amount, a resource derived from the average of the three highest years, or the percentage of the actual net receipts.


MOTION: to elect to take the full payment under Public Law 106-393.


Sorenson MOVED, Dwyer SECONDED.


Sorenson asked what the amount of the timber payments received would be if Lane County opted not to take this election.


Morrison responded the past year payments were $3 million.


Van Vactor noted the order stated O&C and Forest Service payments are separate.  He said the motion needed to be for both of them.


Dwyer said his second was for both of them.


VOTE: 4-0.


Bieda said the Board needed to decide on a range from 15% to 20% that could be used for projects.  He explained the law stated they could take up to 85% of the $20 million and use it for specified purposes.  He added they could set aside 15% for projects but no more than 20%.  He said in no case did they have access to 100% for county purposes.  He discussed a chart (Attachment D) with four options.


MOTION: to move for Option 2, taking 15% from  O & C and 20% from the National Forest.


Dwyer MOVED, Sorenson SECONDED.


Bieda explained with regard to the schools, that there was about $900,000, but no one knew the equalization formula.  He said with Title 2 and 3, things could be done with the Forest Work Camp, culvert restoration and watershed enhancement.  He said there would be more flexibility under that formula.  He said it was comparable to Option 1, but it gave them greater use of the title money for the national forest project.


Morrison noted one of the biggest pieces of the legislation was that they needed to demonstrate to Congress Lane County’s ability to work with the agencies on the federal lands.  She said regarding the school piece, they have challenges and realistically the school districts would gain more by Lane County taking Option 2 because of the flexibility within Title 3 around school education and after school programs.  She added they would possibly be enhancing the rural schools.


Bieda explained the decision they made on the percentages is a decision that could be revisited every year.


Morrison said because this is the first year it would be a learning experience and they would be able to see the impacts and whether or not the dollars had been maximized to what they expected.


Sorenson asked Van Vactor which option he supported.


Van Vactor responded he supported Option 2 because it maximized the discretion and flexibility that the Board had with the development of the budget as well as the opportunities to work with the communities.


VOTE: 4-0.


Morrison explained for forest lands, they would put in 20% for the Forest Service and 15% on the O & C lands.


Wilson noted for the blanks, the percentage filled in would be 80% and 85%.


Morrison stated for national forest lands, for Title 2 and Title 3 projects, they needed to determine the percentages.


Bieda explained Attachment A (copy in file) regarding Title 2 and Title 3 projects.


Sorenson asked how much could go toward the Forest Work Camp of Title 3 monies.


Morrison responded that Title 3 monies could only be used for salaries and benefits on work that is done on federal land.  She said in looking at the $8.7 million available, all could not go to the Forest Work Camp.  She noted that search and rescue would be on federal land and that could be justified.  She suggested being conservative on the distribution of the percentages for the first year until they have a tracking system with the federal partners.


Sorenson said he was concerned about Title 2 and the Resource Advisory Committee’s distribution of the funding.  He asked what the advantage was for giving it to the RAC’s.


Van Vactor said they have the ability to adjust it.  He said if they would split it 50-50, between county and special projects on federal lands, it shows the partnership in the rural communities.  He said they would be showing equal importance to county projects as well as special projects on federal land.


Dwyer said it shows the County making a good faith effort to work with the government to do projects that resources had prevented from doing in the past.


Van Vactor reiterated that on the first year, monies for Title 2 and Title 3 projects would be split 50-50.


MOTION: to approve ORDER 01-1-31-8, splitting the Title 2 and Title 3 monies 50/50 for the first year.


Weeldreyer MOVED, Dwyer SECONDED.


Morrison added that they would revisit these formulas on an annual basis.


VOTE: 4-0.


d. ORDER 01-1-31-7/In the Matter of Determining the Appropriate Level of Staffing for the Oakridge Justice Court.


Greta Utecht, Budget Analyst, stated this was a recommendation on staffing the Oakridge Justice Court with regard to the Justice of the Peace position.  She noted that the prior Justice of the Peace resigned in October and for the last four months, Judge Cable had filled her position.  Utecht explained the governor advertised and interviewed five candidates for the position and was waiting for the Board’s decision as to the total FTE to be assigned to that position.  She said this was not a good time to redistrict or make major changes because there were some measures underway by the City of Oakridge to relocate the court and the amount of hours that had been expended (supporting the court over the last four months) did not warrant a full-time judge position and that is why she recommended the position being a half-time position.  She added with a half-time judge position, they would be awarding 2 ½ FTE.  She read an E-mail from Justice of the Peace Loretta Hayes requesting a full-time judge.  Hayes requested that if a reduction had to be made, to have it in the judge’s position as opposed to a clerical position.


Weeldreyer concurred that if there wasn’t money to hire a full-time judge, that there was enough work warranting keeping two full-time clerks.  She supported Option 3.  She added there were long and short term solutions and it was important that Lane County stay a partner with the City of Oakridge in providing services in a convenient location and to look for longer term options that get better buildings, but don't spread services across the community.


Utecht noted another issue needing to be pursued is the City of Oakridge negotiating a split between the fees that Lane County currently receives when there is a municipal violation.  She said it is 50/50, but the cost for dealing with it is higher than the 50/50.  She suggested doing a cost analysis to track the actual time and cost associated to see what the split should actually be.


Cindy Cable, Judge, reported that even though the court had not been a money producer for Lane County, she was opposed to closing the court.  She thought it was important for the county to have a presence there providing judicial services.  She said eliminating the court and having everyone go to Circuit Court would  increase problems when people travel.


Sorenson was in agreement with the half-time position.  He was opposed to closing the court.


MOTION: to approve Option 3 of ORDER 01-1-31-7.


Weeldreyer MOVED, Sorenson SECONDED.


Wilson requested a change in the order.  She noted currently the order reads that the position would be reduced.  She said for the governor to act immediately, she suggested changing it to read:  It is hereby reduced.


Weeldreyer approved the order as amended.


Sorenson seconded.


VOTE: 4-0.


Van Vactor said they had Jeff Turk investigate whether they could hold justice court in another building and there weren’t any low cost alternatives.




a. Announcements






A. Approval of Minutes:

December 13, 2000, Regular Meeting, 9:00 a.m.

January 3, 2001, Regular Meeting, following HACSA


B. Management Services


1) ORDER 01-1-31-1/In the Matter of Authorizing the Sale of Surplus County Owned Real Property to Donald J. Archey, Former Owner of Record (Map #17-01-32-30-00600, 87576 Cedar Flat Road, Springfield).


2) ORDER 01-1-31-2/In the Matter of Authorizing the Sale of Surplus County Owned Real Property to Jon L. and Susan L. Sullivan (Map #17-04-27-0-00600, Adjacent to 3395 W. 1st Avenue, Eugene).


C. Public Works


1) ORDER 01-1-31-3/In the Matter of Authorizing an Additional $13,508.31 in County Road Funds for Road Fund Eligible Improvements to Assist the Fair Haven Affordable Housing Development.


MOTION: to approve the Consent Calendar.


Weeldreyer MOVED, Dwyer SECONDED.


VOTE: 4-0.




1) RESOLUTION AND ORDER 01-1-31-4/In the Matter of Eliminating a 0.75 FTE Office Assistant II Position, Increasing a 0.5 FTE Community Service Worker II Position to a Full 1.0 FTE; and Increasing Appropriations of Revenue and Expenses by $5,717 in Fund 286 in the Department of Health and Human Services (34) for Public Health Services (OHD Revision #4).


Rob Rockstroh, Health and Human Services, explained they needed a community service worker that had more flexibility than an office assistant.  He said they would be shifting money through the state public health grant.


MOTION: to approve ORDER 01-1-31-4.


Weeldreyer MOVED, Sorenson SECONDED.


VOTE: 4-0.




Dwyer reported that he and Sorenson attended a 2050 meeting on open space.


Sorenson said he would be attending the NACo conference on March 4.


Weeldreyer announced NACo was having a summit meeting in Seattle, focusing on technology with an emphasis on privacy issues.


Morrison passed out envelopes with photographs from Lucy Sullivan of the Very Little Theatre.




There being no further business, Commissioner Morrison recessed the meeting into Executive Session at 11:30 a.m.


Melissa Zimmer

Recording Secretary