BOARD OF COMMISSIONERS'
October 31, 2001
Commissioner Anna Morrison presided with Commissioners Bill Dwyer, Bobby Green, Sr. Peter Sorenson and Cindy Weeldreyer present. County Administrator Bill Van Vactor, County Counsel Teresa Wilson and Recording Secretary Melissa Zimmer were also present.
1. ADJUSTMENTS TO THE AGENDA
Morrison noted that 12 . b. was not a public hearing.
2. PUBLIC COMMENTS
Fred Hamlin, 29773 Gimple Hill, Eugene, presented the Board with the original copies of two petitions. One was a petition requesting that the Fairgrounds be open to animal use year round. The other petition requested the name of the Lane Events and Sports Center be reinstated to the Lane County Fairgrounds. He noted the manager of the fairgrounds had adopted a zero risk procedure at the fairgrounds. He commented it was difficult to reach a conclusion that was satisfactory to the director. He noted for the past eight years, there had been ten complaints filed with the Lane County Fairgrounds and potential problems with the Amazon. He added seven of those were validated as discharges.
3. EXECUTIVE SESSION as per ORS 192.660
To take place after the meeting.
4. COMMISSIONERS' BUSINESS
a. PRESENTATION/Sam Rowan.
Morrison presented Sam Rowan with a resolution. She read the resolution into the record.
MOTION: to approve the Resolution.
Sorenson MOVED, Dwyer SECONDED.
b. UPDATE/Springfield Sports Complex.
John Tamulonis, City of Springfield, explained that a better location of 32nd and Main Street would be available to rebuild and relocate soccer fields. He noted they were still in negotiations, but their intent was to make improvements at that location.
Dwyer agreed with the new proposal.
Sorenson asked how much money the City of Springfield had put into the area along Sports Way in North Eugene
Tamulonis responded that $230,000 of capital investment was used.
Sorenson asked where the money would be coming from to make the change.
Tamulonis stated it would be land donated to government agencies. He added to do the infrastructure, they would take the income from the sale of property in North Eugene.
c. UPDATE/Facilities Capital Improvement Projects.
David Suchart, Management Services, passed out photographs of the Mental Health building. He said the framing had been done and they hoped to get the roof on before the rain started.
With regard to the Public Service Building, Suchart noted they were bringing the electricity up to current load requirements. He added the ADA projects were taking place and the restrooms were being worked on. He stated they repaired the elevators in the courthouse and they would become ADA compliant. He added they were working on all elevators to bring them into compliance by 2003.
5. COUNTY ADMINISTRATION
Van Vactor announced that HB 2644 is a bill that stated that Commissions with Children and Family could not be direct service providers. He said it goes into effect January 1, 2002. He stated this would affect other departments, as there are different ways to reconfigure the Commission on Children and Families. He said it would be a good opportunity to review how Children and Families is structured. He said they have to get the process through the Commission on Children and Families before it goes to the Board.
Green didn’t think they needed to restructure the Children and Families Department. He said they were discussing how direct services are interpreted through the administration or supervision of staff.
Weeldreyer asked who would make the final decision as to whether Children and Families is a department or a division under another department.
Green noted that Jeff Towery would make an analytical approach to see what makes the best sense. He said ultimately the Board makes the decision.
Towery explained that Healthy Start and any other program that might be in conflict with HB 2466, would be given feedback and options.
Pat Rogers, Children and Families, stated staff had developed five options that they would analyze. She added the Commission at the October 17 meeting asked that they be allowed to actively review and provide input into the options.
b. ORAL UPDATE/Strategic Planning Implementation Committee.
Tanya Heaton, Senior Budget Analyst, reported that last winter they identified five items that were the top priorities for implementing the strategic plan: to develop plans for chief resources, to strengthen analytical capabilities, to evaluate reorganization opportunities, to develop balanced revenue strategies and to identify and recovery user fees and charges. She noted they were focusing on performance measurements and performance management as a category. She added they were looking at performance measures, financial analysis and process improvement. She said the steering committee had selected three teams to work on the implementation plan and the best practices research.
Weeldreyer suggested replacing the guiding principle links with the ones in the adopted Strategic Plan.
c. ORDER 01-10-31-1/In the Matter of Accepting the Performance Audit of Lane County Survey Programs Prepared by Dye Management Group, Inc., October 2001.
Heaton noted this was the result of the surveyor’s audit.
David Rose, President, Dye Management Group, reported they identified areas for improvement. He identified surveying, County maintenance of government corners, work with the GIS network, records administration, and providing information to the public. He added there is also improvement on capital improvement projects. He noted some of the objectives used for auditing were evaluating the economy, efficiency and effectiveness with which products and services are provided in those various areas. He added there were areas that were governed by state law. He said they looked at policy and procedures and evaluated what happened in practice and they compared Lane County with other counties.
David Amblin, Dye Management, reported they looked at the level of service to determine if the County was providing too much or too little in surveying. He noticed that Lane County and other counties provided a similar level. He noted that Lane County had an overall higher level of staffing and spent more in comparison to other counties.
Rose noted on page 3, the approach was to sort through and be clear about the County’s business. He said the County is in the business of providing products and services and they [Dye Management] measured efficiency and effectiveness. He said record administration was high. He noted they could remedy that by either increasing productivity by doing more with less or using resources.
Amblin said they determined whether or not there was any overlap between the surveyor’s office and the surveying unit in Public Works. He noted there were some technical skills that were mixed. He said there were reasons for keeping them separate. He said the road survey crews do more survey work related to road construction.
Rose recommended a business plan approach where it is clear where the objectives and desired service levels are for different types of survey work tied to the budget process. He recommended putting the survey records on the Internet. He heard there could be room for improvement between the County and private surveyors around the services. He recommended that regular meetings be established between the surveyor’s office and private surveyors.
MOTION: to approve ORDER 01-10-31-1.
Weeldreyer MOVED, Sorenson SECONDED.
Morrison asked John Cole, Ollie Snowden and Bob Ezell to address the recommendations in the report.
In response to the question of whether Lane County’s surveying operations were run in a manner consistent with state statute and using the corners fund in a legal method, John Cole, Land Management responded that it was. He said the document offers a number of avenues to become more efficient. He said Dye Management suggested Lane County establish a more formal business plan in conjunction with the private surveying community. He recommended that it be folded into the budget process for next year. He said they made a number of detailed recommendations and all of them are useful. He said they received criticism that office staff is more than what is taking place in other communities and they are inefficient. He questioned whether the consultants were comparing them fairly. He thought the audit was useful and the recommendations of Dye Management Group are valid. They will meet with the private surveying community to add value to the product.
Bob Ezell, Land Management, stated the Corners Program had been the primary funding source for the scanning operation. He said they had scanned all of the corner and County road records and that is a priority over survey records. He noted they manage over 2,000 County roads and they had scanned all of the records. He said there are over 35,000 records with the original documents. He added with their new spreadsheet, a person could look up records by the surveyor and client’s name. He said they had scanned all of their subdivision plats and the Assessment and Taxation maps. He noted that the corners funded a cartographer for three years, at $50,000 per year. He said the objective was to keep on target to develop an accurate base map of Lane County. He noted in order to build a base map, they have to have a reference to earth and a physical survey tied to the government corners. They had been actively involved with this. He said the cost was near $500,000. He stated they were meeting the state law with the Corners Program.
Sorenson wanted a report back from the department on what should be done.
Dwyer wanted--along with the business plan, goals, and objectives--to know that the surveyors were taking the audit seriously and developing plans around the recommendations.
Cole explained that Dye Management recommended they establish a contingency or reserve fund.
Green wanted a strategic action plan as a response to this audit.
Morrison recommended they come back to the Board in June to put together the information requested.
Green asked about Ezell’s performance.
Wilson responded that the performance audit was designed to address the performance of the operation. She said the audit had met the objectives it had set out.
Sorenson commented the department was coping with a larger workload than anyone else in the state. He thought the department responded well.
Ezell said that he came to Lane County in 1971 when there were eight staff. He said they now have ten people but they have been able to cope with that due to technology. He noted they were almost a self-service operation with their regular customers. He stated that the professional land surveyors and the County surveyors organizations do meet.
Cole commented they would return with the information that was requested.
Van Vactor noted the work that needed to be done during the first part of the year needed to be tied to the budget.
6. PUBLIC WORKS
a. ORDER 01-10-31-2/In the Matter of Entering into an Agreement with the City of Eugene for Improvements to Royal Avenue from Terry Street to Approximately 1,072 Feet West Not to Exceed $225,000.
Tom Stinchfield, Public Works, explained the order would authorize the County Administrator to execute an agreement with the City of Eugene and has a “not to exceed” clause of $225,000. He said it would resolve issues on the 1,000 feet of street on Royal Avenue west of Terry Street. He said the reason they were recommending this is that the Bethel School District is building a new school on the north side of the street (inside the city limits). He noted that Royal Avenue and the property on the south side are not in the city limits. He said they have had discussions on how they should coordinate this and they recommended this as a way to resolve issues. He explained it would accelerate spending money in the County’s CIP. He added the school district was planning on doing interim improvements on the north side to provide pedestrian access to the school and there were issues about access to Royal Avenue that had a potential to increase the costs for the County. He noted the agreement resolves the issues by committing the County to pay an equivalent amount of one-half of the street improvements scheduled for 2005. He said in exchange, upon execution of the agreement, the City of Eugene agreed to begin to take over operational maintenance and authority for the street. He noted that staff recommended approval.
MOTION: to approve ORDER 01-10-31-2.
Weeldreyer MOVED, Sorenson SECONDED.
VOTE: 4-0 (Green out of room).
b. REPORT BACK/Land Management Activities and Outcomes.
Cole reported the general fund of the Land Management Division had been subject to a performance audit that was conducted last spring and there were recommendations intended to improve operations.
With regard to the recommendation of the auditor with the division to formalize its communications process with the commissioners, Cole stated when the Board has issues that they want to bring to their attention, there was a recommendation that they have a formalized reporting mechanism that lets the Board know things were taken care of. He stated he had worked with the IS Department to put an excel spreadsheet on the Board’s desktop that gives access to their process.
Morrison stated that responses had been faster but she was concerned about the building documentation and what action had taken place. She said it is getting staff acclimated to documenting what had been done as a tracking mechanism
Cole noted there were other improvements made. He said they started a site plan review service at their front counter. He noted when a customer comes into Land Management they can have their site plan reviewed at the counter while they wait. He added it had been a source of some delay due to incomplete information on submittals. He said people who use this service could save a week or longer in the review process. He sent staff a phone policy regarding the importance of responding to phone calls. He asked the switchboard to notify him whenever they get a complaint from a customer. He stated that he returns the phone calls himself. He noted they have the permit tracking system on the Internet.
Weeldreyer asked what the timeline was for the permit process.
Cole responded their target was 30 days. He noted during September they were at 37 days as the average turnaround.
Morrison suggested when hold slips are initiated, that the applicant is notified as soon as possible before they come back with information.
Weeldreyer suggested having the e-mail address on the application as a quicker and cost effective way for hold notifications.
Morrison requested Cole come back in the next quarter with another update.
c. ORDER 01-10-31-3/In the Matter of Awarding a Requirements Contract to Beak-Jones & Stokes for Environmental Consultation and Authorizing the County Administrator to Execute the Contract.
Ken Kohl, Waste Management, asked the Board to award a contract to Beak Jones & Stokes to provide the services for wetlands mitigation. He noted they need help with mitigation for the Short Mountain Landfill impacts and the Jasper Road Extension. He said they received five proposals back from an RFP and an evaluation committee reviewed the proposals and they identified three for interviews and based on the evaluations in the interviews, they were recommending Beak Jones & Stokes for contract.
Kohl explained the contract could be up to a maximum of three years with $200,000 each year. He noted that was what Public Works had budgeted and he added another $200,000 for the Crocker property.
Sorenson asked if this couldn’t be done cheaper in-house.
Snowden responded they didn’t have the multi-faceted expertise that they would need to do the delineation and mitigation plan and this was the best way to do it.
Dwyer asked if this could be put out for one year and not have a two-year option to see what could change.
Snowden noted it was up to the Board to renew the second and third year.
Kohl explained there is an initial year and they have to mutually agree to extend it for two subsequent years.
MOTION: to approve ORDER 01-10-31-3.
Green MOVED, Dwyer SECONDED.
Green requested a total dollar amount of what was expended on the alternative approach to Short Mountain, specifically for the leachate.
Kohl responded they spent $3 million in capital.
Green asked that that information be sent via e-mail.
7. CONSENT CALENDAR
A. Approval of Minutes: None.
B. County Counsel
1) ORDER 01-10-31-4/In the Matter of Amending Chapter 3 of Lane Manual to Revise the Membership of the Economic Development Standing Committee (LM 3.515(1)).
C. Health and Human Services
1) ORDER 01-10-31-5/In the Matter of Awarding Subcontracts with ACES, Centro Latinoamericano, Prevention and Recovery Northwest, and Serenity Lane for DUII and Marijuana Education and Treatment Services in the Amount of $461,032 (Department of Health and Human Services)(34).
2) ORDER 01-10-31-6/In the Matter of Authorizing the County Administrator to Sign Acceptance of the Supplemental III to the "Drug-free Lane County" Grant in the Amount of $74,663.
3) ORDER 01-10-31-7/In the Matter of Awarding a Subcontract Amendment to Eugene School District 4J in the Amount of $52,619 and Increasing Appropriations of Revenue and Expenses by $48,065 in Fund 286 in the Department of Health and Human Services (34) for Public Health Services (OHDZ Revision #1).
4) ORDER 01-10-31-8/In the Matter of Delegating Authority to the County Administrator to Sign Contract Amendments with Eugene Water and Electric Board (EWEB) and Springfield Utility Board (SUB) in Order to Provide Energy Assistance Payments to the Participants of Lane County's Low Income Energy Assistance Program (LIEAP).
D. Public Works
1) ORDER 01-10-31-9/In the Matter of Accepting a Deed of Land to be Used as a Public Road Easement for Dexter Road (County Road No. 95) (19-01-16-32).
2) ORDER 01-10-31-10/In the Matter of Awarding a Contract to Farwest Truck Center, in the Amount of $79,875.00 for the Purchase of One (1), New, 25,500 GVW Truck Chassis With Service Body and Crane, With No Trade-in, Contract FY01/02 FS-06.
E. Youth Services
1) ORDER 01-10-31-11/In the Matter of Delegating to the County Administrator Authority to Execute an Intergovernmental Agreement with Lane Council of Governments (LCOG), in the Amount of $72,000, Revenue, for Monitoring and Evaluation and Juvenile Justice Information System (JJIS) Support.
Weeldreyer requested that 7. B. 1) be pulled.
MOTION: to approve the balance of the Consent Calendar.
Dwyer MOVED, Green SECONDED.
Weeldreyer said since the Board Manual specifies that a department manager be one of the staff people on the Economic Committee, she suggested appointing Chuck Foster.
Wilson noted the way the Board Order making the appointments read, it was the County Administrator who makes the designation.
MOTION: to approve Chuck Foster for the Economic Development Committee
Sorenson MOVED, Weeldreyer SECONDED.
8. HEALTH AND HUMAN SERVICES
a. ORDER 01-10-31-12/In the Matter of Creating a .5 FTE Community Service Worker 2 Position in the Department of Health and Human Services.
MOTION: to approve ORDER 01-10-31-12.
Green MOVED, Sorenson SECONDED.
9. MANAGEMENT SERVICES
a. ORDER 01-10-31-13/In the Matter of Appointing Members to the Lane County Human Rights Advisory Committee (LCHRAC).
Green asked Laura Yergan to attach question summaries of the interviewers so it could be helpful for future consideration. He supported the recommendation to appoint both Terry Leahry and Heather Craner. He thought there would be another filling of a position due to Sarafina Clarke’s maternity leave. He suggested taking action on this and if there were any problems, Yergan could come back to the Board.
MOTION: to approve ORDER 01-10-31-13.
Dwyer MOVED, Sorenson SECONDED.
10. COMMISSIONERS' ANNOUNCEMENTS
11. EMERGENCY BUSINESS
There being no further business, Commissioner Morrison recessed the meeting at 12:00 p.m.
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