minhead.gif (11357 bytes)APPROVED APPROVED 9/27/94

July 26, 1994
BOARD OF COMMISSIONERS' WORK SESSION
Commissioners' Conference Room - following HACSA

Chair Jerry Rust presided with Steve Cornacchia, Ellie Dumdi and Jack Roberts present. Marie Frazier excused. Sharon Giles, Recording Secretary.

1.    ADJUSTMENTS TO THE AGENDA

Rust announced that Marie Frazier was excused from today's meeting. Cornacchia requested that, if possible, the afternoon agenda begin after completion of the morning agenda as he had to be in Roseburg at 3:00 p.m. Rust stated that some preliminary issues on Item. 13.a. could probably be discussed in the morning and continued on at 1:30.

2.    PUBLIC COMMENTS

Cindy Marychild, Vida, stated that she has been having a series of difficulties with the nuisance department over complaints and review procedures. She said a complaint had been issued against her place last February or March and that she has been treated rudely and threatened for making routine inquiries into her case. Marychild indicated that the complaint centers around her method of recycling, fertilizing, composting and storage of available materials for a small industry that she does in paper making and forest products. She indicated that a hearing would be held later this week on this matter. Roberts suggested that she go through the hearing process, and if it is proven that there has been no violation, then return to the Board and ask that something be done about any alleged harassment.

3.    COMMISSIONERS' ANNOUNCEMENTS

To be held later in the meeting.

4. COMMISSIONERS' BUSINESS

ORAL REPORT/Association of Oregon Counties (A.O.C.) Update.

This item will be heard at 11:15 a.m. (Time Certain).

5.    EXECUTIVE SESSION as per ORS 192.660

None.

6. COMMITTEE REPORTS

a. ORDER 94-7-26-1/In the Matter of Approving the Commission on Children and Families Comprehensive Plan for 1995-97.

Steve Carmichael, Youth Services Director, reviewed the first draft of the Comprehensive Plan for Children and Families for Lane County (see material on file). He highlighted the Wellness Plan and the outcome-focused benchmarks. Carmichael noted that the commission is unanimous in supporting exploration of the transfer of as many state resources as possible to the local level. Roberts reiterated that the plan is a very rough draft/general outline. He credited Susan Sowards for her work in writing the draft. Roberts distributed a handout which identifies additional issues as discussed at a recent public hearing and asked that the listing be incorporated in the plan. He observed, in particular, that grandparents' issues are mentioned on page 2. Responding to Dumdi, Carmichael explained that CASAs are Court-Appointed Special Advocates, who are volunteer advocates appointed by judges to ensure that services ordered for children actually occur. He stated that 15 CASAs have recently been trained and will be sworn in on August 17.

MOTION: Approval of the Order approving the Comprehensive Plan, including the addition of the handout as discussed. Roberts MOVED, Dumdi SECONDED. VOTE: 4-0. Dumdi and Rust applauded the efforts of the group.

7.    COUNTY ADMINISTRATION

a.    Announcements

Bill Van Vactor, County Administrator, reported that beginning next Wednesday he would be gone on a two-and-a-half week vacation and that John Goodson, Public Works Director, would be Acting County Administrator. He also asked that he be able to deliver the TMT committee report after the balance of the agenda, in the absence of Frazier.

b.    DISCUSSION/Forest Mural Project.

Jim Evangelista requested that he be able to install the original rendering of the mural, for a period of time, in the Public Service Building basement where the original mural was planned in order to stimulate public interest. He recognized that he has not received enough commitment and support for the project to go forward as originally planned and suggested an alternative outdoor location, possibly on the Lane Annex Building or LTD's McDonald Building. Rust remarked that the downstairs display would be a positive step forward and mentioned that consideration could be given to the Annex Building. Responding to Van Vactor, Evangelista reported that limited funds that were generated (approximately $3,000) were used for mailings, advertising, etc., to generate public interest. There was consensus on the part of the Board to allow the rendering to be displayed downstairs temporarily.

11.    COUNTY COUNSEL

a.    ORDER 94-7-26-16/In the Matter of Granting $200,000/year for 20 Years to the City of Florence for its All Events Center, Approving an Agreement, and Transferring Funds from Operational Contingency to Materials and Services in Fund 23 for Implementation.

This item was taken out of order and heard at a 9:45 a.m. time certain.

Teresa Wilson, County Counsel, briefly reviewed the agenda memorandum. She expressed concern about the non-competition clause as written and suggested that the Board consider this as a policy issue. With regard to the non-appropriation clause, Mayor McCorkle indicated that Florence had decided not to argue with the County's position. McCorkle distributed a copy of a resolution regarding the agreement which was approved by the Florence City Council on July 25. Van Vactor stated that he concurred with Wilson regarding not including the non-competition clause. Noting that a competing facility is highly unlikely, Roberts concurred with staff's recommendation. McCorkle stated that Florence was not adamant about this clause. MOTION: Approval of the Order, deleting the non-competition clause (3.3.4). Dumdi MOVED, Roberts SECONDED. Dumdi remarked that this is an outstanding project, reminding the Florence representatives of the County's track record of sticking with commitments. VOTE: 4-0. McCorkle, on behalf of the Florence community, thanked the Board for their support and staff for their hard work.

7.    COUNTY ADMINISTRATION

c.    ORDER 94-7-26-2/In the Matter of Authorizing the County Administrator to Execute a Contract with Coopers & Lybrand to Conduct a Market Analysis of Lane County Convention Facilities.

To be held later in the meeting.

8.    PUBLIC WORKS

a.    DISCUSSION AND ACTION/Finding a Royal Avenue Grade Separation Structure at Beltline Highway.

Ollie Snowden, County Engineer, reviewed the agenda memorandum. He introduced Don McLane, assistant project manager with ODOT in their Eugene field office. Snowden summarized that ODOT is requesting a $3 million commitment from Lane County in lieu of the County constructing the Royal overcrossing. He suggested that there are a number of ways to fulfill the obligation, outlining four alternatives (see material on file). Responding to Dumdi, Snowden explained that ODOT's current plan calls for putting Beltline over Royal, noting that is not the way the agreement reads, which is that Royal would have gone over Beltline. He indicated that the County had acquired considerable right-of-way in the '70s that would put Royal over Beltline, which is incompatible with ODOT's current plan.

Roberts suggested making the commitment of the $2.1 million today (Alternative 2), leaving open the ability to work with ODOT on the balance if that is a problem. McLane remarked that ODOT had hoped to get the $3 million, but indicated ODOT and the County could continue to work together and maybe the excess right-of-way could be sold and applied to the funds. MOTION: To move in the direction outlined above. Roberts MOVED, Dumdi SECONDED. VOTE: 4-0.

10.    CONSENT CALENDAR

This item was taken out of order.

Dumdi asked that Item 10.f.4. be pulled from the Consent Calendar and Cornacchia asked that Item 10.f.5. be pulled from the Consent Calendar.

A. Approval of Minutes:
        July 12, 1994, Special Meeting, 9:00 a.m.
        July 13, 1994, Regular Meeting, 9:00 a.m.

B.    County Administration

1)    ORDER 94-7-26-3/In the Matter of Appointing A Justice Pro Tempore for the Florence Justice Court for 60 Days.

2)    ORDER 94-7-26-4/In the Matter of Appointing A Justice Pro Tempore for the Central Lane Justice Court for 60 Days.

3)    ORDER 94-7-26-5/In the Matter of Appointing A Justice Pro Tempore for the Oakridge Justice Court for 60 Days.

C.    Health and Human Services

1) ORDER 94-7-26-6/In the Matter of Accepting Revision #1 to the 1994/95 Intergovernmental Agreement with the Oregon Health Division in the Amount of $5,646; Increasing the Appropriations for Revenues and Expenditures in the Amount of $5,646; and Delegating Authority to the County Administrator To Sign the Revision.

D.    Human Resources and Management Services

1)    ORDER 94-7-26-7/In the Matter of Accepting Proposals to Provide Investment Services to Lane County for the Fiscal Year Ending June 30, 1995, with Options to Renew for Fiscal Year Ending 1996.

2)    ORDER 94-7-26-8/In the Matter of Authorizing the County Administrator to Execute an Option to Purchase Agreement with Bernie Cook and Michael Papazian for Surplus County-Owned Real Property (Map #17-03-25,41, Lots #800, 900, 1000, 1001; Olympic and 25th, Springfield).

E.    Public Safety

1)    ORDER 94-7-26-9/In the Matter of Approving Participative Volunteer Agreement (95-99/LC-1) with Eugene District, Bureau of Land Management for Forest Work Camp Projects.

F.    Public Works

1)    ORDER 94-7-26-10/In the Matter of Awarding a Contract to Babb Construction Co. DBA Delta Construction Co. for Grading, Basing, Paving & Signals N.W. Expressway at Irvington Drive -Prospective Contract No. 94/95-04.

2)    ORDER 94-7-26-11/In the Matter of Accepting a Deed of Land to be Used as a Public Road Easement and County Road for Hileman Road (16-01-04).

3)    ORDER 94-7-26-12/In the Matter of Accepting a Deed of Land to be Used as a Public Road Easement and County Road for Oak Hill Cemetary Road (17-04-30).

4)    ORDER 94-7-26-13/In the Matter of Acquiring Certain Property along Hulbert Lake Road for Hulbert Lake Road Bridge Site. (PULLED)

5)    ORDER 94-7-26-14/In the Matter of Accepting the Director's Report on Improvements to Irving Road from River Road to Highway 99 Including Assessments. (PULLED)

6)    ORDER 94-7-26-15/In the Matter of Vacating Certain Public Streets and Alleys in the Second Amended Plat of Fern Ridge as Platted and Recorded in Book 6, Page 28, Lane County Oregon Plat Records, without a Public Hearing, and Adopting Findings of Fact (16-05-35).

MOTION: Approval of the balance of the Consent Calendar. Roberts MOVED, Rust SECONDED. VOTE: 4-0.

10.    CONSENT CALENDAR

F.    Public Works

4) ORDER 94-7-26-13/In the Matter of Acquiring Certain Property along Hulbert Lake Road for Hulbert Lake Road Bridge Site.

MOTION: Approval of the Order. Rust MOVED, Roberts SECONDED. Dumdi explained that she desired the prerogative to vote "no" on this issue. She indicated that there was a dispute between the property owner and the County on the amount of right-of-way. Cornacchia asked Dumdi if she recommended that the Board not approve this Order, in the public's interest. Dumdi noted that she understood the need to follow County standards, but simply desired to vote against the Order in support of her constituent. VOTE: 3-1, Dumdi dissenting.

5)    ORDER 94-7-26-14/In the Matter of Accepting the Director's Report on Improvements to Irving Road from River Road to Highway 99 Including Assessments.

MOTION: Approval of the Order. Rust MOVED, Roberts SECONDED. Responding to Cornacchia, Snowden explained that the assessments for County-owned property are deleted from the total before the difference is assessed to the public. Cornacchia indicated that his other issue has to do with the assessments for sidewalks on the west side of the Expressway that will probably rarely be used. He stated that he would vote against this Order to be consistent with his views, suggesting that the construction standards be re-evaluated to look at such assessments on an individual, as-needed basis. VOTE: 3-1, Cornacchia dissenting.

12.    HUMAN RESOURCES AND MANAGEMENT SERVICES

a.    REPORT BACK/HVAC and Other Capital Projects for Bond Financing.

This item taken out of order.

George Russell, Human Resources and Management Services Director, briefly reviewed his agenda memorandum. With regard to lighting in the courts, Mary Helf, Court Administrator, reported that Judge Mattison has said if they have to choose, he would like to finish all of the carpeting because it is a hazard, but the lighting is also very important. Responding to Rust, Russell indicated that to do the painting, carpeting and lighting would be an additional $41,000, for a total of $1,482,512. Cornacchia expressed his desire that the passage of this Order not diminish the effort to accomplish the EWEB rebate. He also commented that everything added amounts to another employee lost next year. Responding to Cornacchia, Van Vactor indicated that the issue of service delivery versus deferred maintenance has not been presented to the Management Team. Van Vactor reported that staff will be preparing an HVAC project monthly status report. MOTION: Approval of the Order, amended to add the $41,000 discussed above. Dumdi MOVED, Roberts SECONDED. Drivas remarked that the $1,482,512 would be the net construction proceeds and the financing figure would be a larger number because of the issuance costs, reserve, etc. Rust commented that this is an effort to catch up on 10-15 years of maintenance neglect. Dumdi stated that this is a graphic example of short-sightedness of public bodies in having no reserves for the maintenance of public buildings. Roberts observed that the County Administrator had tried to include a reserve component in his budget, but the Board has removed it in favor of maintaining the service delivery system. VOTE: 4-0. Drivas indicated that staff would return on August 10 with financing Orders.

This meeting recessed at 10:25 a.m. to reconvene at 10:37 a.m.

7.    COUNTY ADMINISTRATION

c.    ORDER 94-7-26-2/In the Matter of Authorizing the County Administrator to Execute a Contract with Coopers & Lybrand to Conduct a Market Analysis of Lane County Convention Facilities.

Van Vactor presented a brief summary of the agenda memorandum. Responding to Cornacchia, Van Vactor stated that the original figure was $50,000, not $60,000. He reported that, although the fairgrounds facilities have been taken out of the contract, the actual analysis of the buildings is a minor component, with the market analysis of the community being the majority of the study. Rust added that Eugene and Springfield have indicated that they would each contribute $10,000. Cornacchia expressed concern that the emphasis seems to be on expanding or building new, suggesting that there be some focus on an analysis of what is being done and how to improve on that, such as focus on niches. He questioned whether there is a lack of clients versus a lack of capacity. Responding to Cornacchia, Roberts stated that the contractor would realistically need to look at the fairgrounds facilities as part of the overall inventory. Van Vactor agreed that it was appropriate to indicate during the interviews that the County does want an analysis of whether fairgrounds facilities are properly utilized and that that was consistent with the scope. MOTION: Approval of the Order. Roberts MOVED, Dumdi SECONDED. VOTE: 4-0.

9.    PLATS

Ryan Meadows
City of Eugene
17-04-10

Bishop Estates
City of Springfield
18-02-04

Second Addition to Myer's Addition to Coburg
City of Coburg
16-03-33

MOTION: Approval of the Plats. Dumdi MOVED, Roberts SECONDED.

VOTE: 4-0.

3. COMMISSIONERS' ANNOUNCEMENTS

On behalf of Frazier, Van Vactor distributed a memorandum and presented a Technology Management Team report with regard to downsizing (see material on file). He outlined three recommendations: 1) TMT should advise the Board to explicitly direct each County Department to develop within 45 days a prioritized list of mainframe applications for downsizing; 2) Within that same time period, TMT should articulate its mission and goals; and 3) Upon receiving the prioritized lists, TMT should solicit proposals from a variety of service providers both internal and external. There was concurrence on the part of the Board with regard to the recommendations.

Roberts asked to be excused at 11:30 a.m. to attend a meeting with the director of the Network of Affordable Housing.

Dumdi thanked the Board for their condolences on the passing of her aunt.

This meeting recessed at 10:52 a.m. to reconvene at 11:17 a.m.

4. COMMISSIONERS' BUSINESS

ORAL REPORT/Association of Oregon Counties (A.O.C.) Update.

Bob Cantine, Director of the Association of Oregon Counties, presented a brief report on AOC activities, highlighting prospectives on the state budget, revisions being worked on with regard to local budget law, national and state unfunded mandates, and a review of ballot measures (see material on file).

Roberts was excused at 11:30 a.m.

With regard to unfunded federal mandates, Cantine requested that the Board contact DeFazio and encourage his support of the compromise legislation being presented in the House. Rust asked Dumdi to follow up in that regard.

On the summary of ballot measures, Cantine added the "2% Equal Tax" item.

13. PUBLIC SAFETY

a. DISCUSSION/Lane County Sheriff's Helicopter Program.

Prior to the afternoon session on this item, Cornacchia articulated a list of questions that he wished to be considered and answered at the afternoon meeting.

1) Referring to "overhaul expense," why are no reserves included for that in the cost numbers? Langford replied that David Garnick, Management Analyst, had addressed that issue in his file note.

2) Regarding hangar rent, is $1700 the unit price for two helicopters? Langford replied affirmatively.

3) What happens if specific components in both helicopters are not up to standards when they are initially broken down?

4) Which comes first...the sale of the old helicopter or the purchase of the new C20 engine? Where does the $50,000 in other parts to repair the destroyed helicopter come from to sell it?

5) If the sheriff's office drug enforcement program budget is used for upgrade of the helicopters:

a) How much is there in the drug enforcement program budget?

b) If money is transferred from that program to pay for the upgrade of the helicopter, what is lost in that program budget that was originally intended?

c) How much of the current program is allocated to marijuana and how much to much more serious drugs?

6) Referring to the summary of revenues, what is the assurance that this revenue will keep coming in?

7) Explain how the services contract is broken down between what is allocated to the helicopter and what is allocated to personnel services.

8) With regard to the Board Order on the Department of Justice, why is there no allocation of how the money is to be billed with regard to personnel versus helicopter?

9) With regard to replacement parts, if the extra helicopter cannot provide the part, how long will acquisition from the federal government take and will that delay obligations under the contract?

10) With the understanding that Lane County cannot ferry anyone on the helicopter (and get paid for it) besides its own employees, what is the expectation of the Forest Service as far as their employees?

11) Regarding the "recreation support" part of the Willamette NFS budget which has $3,000 in it, is that strictly for Lane County employees? McManus replied affirmatively.

Rust, noting that they require that Lane County dedicate a full-time person to be the supervisor, asked if that means that one person is applied full-time to this or does that simply mean that someone who has a full-time status would be so designated. Langford replied that the designation on the contract is for a point of contact, but it does not mean that that person works full-time on that issue.

There being no further business, this meeting adjourned at 12:15 p.m.

Sharon Giles, Recording Secretary

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