APPROVED 5/9/95


April 25, 1995
LANE COUNTY BUDGET COMMITTEE MEETING
Commissioners' Conference Room - 5:15 p.m.

Chair Kate Jones convened the Budget Committee at 5:28 p.m. with Commissioners Ellie Dumdi, Bobby Green, Sr. and Cindy Weeldreyer present, along with citizen members Peter Bartel, Marie Bell (arrived 5:46 p.m.), Del Phelps (arrived at 6:10 p.m.) and Bud Stewart present. Commissioners Steve Cornacchia and Jerry Rust were excused. Sharon Giles, Recording Secretary.

I.    CALL TO ORDER AND APPROVAL OF THE MINUTES

MOTION: Approval of the Minutes of March 13, 14 and 15 and April 18, 1995. Green MOVED, Dumdi SECONDED. VOTE: 6-0.

II. PUBLIC COMMENT

None.

III. BUDGET REVIEW

Bill Van Vactor, County Administrator, reviewed the revised budget meeting schedule.

Department of Public Works

Parks (Fund 16) - Rick Schulz, Management Analyst, reviewed the agenda material related to parks. He noted that the spreadsheets show the percentage increases. Schulz indicated that the operating expenditures are increasing 7.56%. MOTION: Tentative approval of Fund 16. Dumdi MOVED, Green SECONDED. VOTE: 6-0.

Fleet Service (Fund 19) - Schulz reviewed the material, noting that total operating expenditures were going up 2.32%. Responding to Green, Phil Guyette, Fleet Services Supervisor, indicated that the average life span of a vehicle varies from 5 to 20 years, depending on the vehicle. Responding to Bartel, Guyette described some of the planned vehicle purchases including a replacement stationary packer, a landfill compactor (almost $500,000), a loader, six garbage transport trailers, a mobile packing unit, etc. Responding to Bartel, Dale Wendt, Support Services Manager, stated that the interest earned subsidizes overhead. Wendt reported that rent rates are developed on previous experience. He indicated that Public Works has looked at privatizing of the fleet and found it more economical to keep it in house. Wendt explained to Jones that Fleet Services has reserves for replacement, thus are covering costs and funding/saving for the future. MOTION: Tentative approval of Fund 19. Dumdi MOVED, Green SECONDED. VOTE: 6-0.

Marie Bell arrived at 5:46 p.m.

Land Management (Fund 24) - Schulz explained that there is no direct general fund support for Land Management. He reviewed the agenda material. Schulz observed that the Budget Committee will have to decide where to place the "freed up" lottery dollars. He noted that this is a lean budget. Schulz explained that the budget staff recommends tentative approval, with the adjustment for the Planning Program Manager, as outlined in the memo. Schulz noted that the Corners Fund (Fund 40) has an add package for a micro fiche indexing system, which would result in a net revenue of $3,750 to the Land Management Division General Fund. (This item was voted on in conjunction with Fund 40 below.)

Land Management (Fund 40) - Schulz remarked that budget staff was recommending tentative approval of Fund 40, along with the addition related to fiche indexing totalling $89,000. Responding to Green, Schulz explained that the freed up dollars from video lottery ($105,000) are already budgeted, but need a "qualifying use." Bob Ezell, County Surveyor, explained the revenue base for the Corners Fund. Bartel asked for detail of the revenue and expenses of the Corners Fund. Ezell indicated that he has purposely let a reserve build up to cover any potential future shortfalls. Bartel asked if there is technology that would help with the corners process. Ezell indicated that the division has sufficient technology, but does have a problem with space for crew expansion. Responding to Weeldreyer, Ezell agreed that the location of corners is a key element in getting GIS for the county. Bartel expressed concern over the seeming lack of a defined work plan for the corners project.

Del Phelps arrived at 6:10 p.m.

Bell asked for information as to what would be the downside of using some of the reserves to put on additional crews to get the job done. Goodson explained that budgeting the funding allows for stabilization of the work force. Schulz explained that one crew was added for this fiscal year. MOTION: Tentative approval of Fund 24 and Fund 40, with the addition described. Stewart MOVED, Weeldreyer SECONDED. Bartel explained his concern was that there are sufficient dollars and this is an important program. Weeldreyer noted that if the corners were located, maintenance would be less. VOTE: 8-0.

Road Fund (Fund 25) - Schulz reviewed the material while Goodson distributed copies of additions for the Engineering Division, Surveyor Program and Computer Services. Sawat Wolfe reviewed the Computer Services add request for $118,000 and 2 FTE reductions totaling $74,004, for a net add of $43,996. Weeldreyer expressed concern that programmers would be doing work that a technician could have done. Wolfe explained that the existing programmers have time to handle this small additional workload. Goodson explained the various engineering additions on the handout, noting the deletion of the request for the new travel loader, totalling requests of $172,100. Stewart questioned whether it would be more efficient to purchase a new loader to use in a high service area and using the older one at Oakridge. Goodson indicated he would look into the idea. Ezell explained the surveyor program requests totalling $99,844. Goodson explained the "Road Fund Revenue/Expense Forecast" included in the material. Goodson noted that he is recommending approval of the road fund, but was encouraging work sessions with the Board to discuss prioritizing allocation of road funds for the future. Green asked if this model assumes that all committed projects continue and are fully funded, questioning whether staff have prepared any contingency plans. Goodson indicated that the model does assume all committed projects continue and that no contingency plans have been prepared, pending anticipated work sessions with the Board. Responding to Phelps, Goodson stated that the minimum reserve needed is at least three million dollars to carryover between budgeting and December forest receipts payments. Phelps encouraged building contingencies for natural disaster/emergencies into a future planning process. Bartel agreed with the need for contingency planning. Jones questioned whether 24 months was an adequate timeline for planning and implementation of a new plan after such large depletions during the next fiscal year. Goodson observed that a large portion is for one-time payments toward committed projects. Responding to Stewart, Goodson highlighted some of the major upcoming capital improvement projects. Phelps expressed a desire to hear more discussion from the Board about capital improvement commitments over the next three years, before it is fixed into the upcoming budget.

Schulz observed that the road fund is experiencing increases in materials and services that would probably not be acceptable in the general fund. Jones suggested that perhaps the department could go back and recalculate some of the materials and services to balance it with the add package requests. Garnick indicated the Road Fund could come back on May 9. MOTION: Defer tentative approval of the Road Fund while it is sent back for revisions in materials and services; and that the commissioners see if there can be any reevaluation of CIP commitments that are coming before them on May 3, with all information returning to the Budget Committee on May 9. Phelps MOVED, Green SECONDED (for discussion). Phelps suggested that the Board look at capital projects to see if there are any that can be delayed, pulled or stretched out. Bell questioned whether these projects were approved without benefit of this five-year forecast. Bartel indicated he was hesitant for the Budget Committee to review projects that have already gone through a process with the Roads Advisory Committee. VOTE: 8-0.

Waste Management (Funds 29 and 30) - Schulz reviewed the material. Mike Turner, Waste Management Manager, distributed a handout detailing requested budget additions, noting that request number 7 (Seavy Loop property cleanup) is being deleted. Weeldreyer noted that this property (related to request #7) is the entrance to Mt. Pisgah, and that she had just today received concerns from the Goshen Neighborhood Association which was asking if there is there something that can be done to improve the appearance. Schulz noted that it was budget staff that had asked that this item be pulled, observing that the budget committee is free to put it back in. Dumdi suggested that perhaps a service club could adopt this as a clean up site. Bartel questioned the feasibility of selling the site, noting that it is valuable property. Van Vactor commented that a substantial portion of it is wetland. Schulz noted that budget staff was also recommending pulling #4 (upgrade to PCs at the CRS). Turner explained this request was a part of a first step in downsizing the system. MOTION: Tentative approval of the base budget (Funds 29 and 30) with the additions requested, minus #4 & #7. Green MOVED, Dumdi SECOND. VOTE: 7-0-1, Bartel abstaining.

This meeting recessed at 7:45 p.m. to reconvene at 7:55 p.m.

Board of Commissioners

David Garnick, Senior Management Analyst, reviewed this Fund 24 item. Van Vactor clarified that the vehicle allowance is now taxed. MOTION: Tentative approval of this Fund 24 budget. Green MOVED, Phelps SECONDED. VOTE: 7-0 (Bartel was unavailable for this vote.)

County Administration

Garnick reviewed this Fund 24 item. Weeldreyer clarified that an RCIC computer has been eliminated, not an RCIC position. Van Vactor commented that a technical amendment will come back at the Board level regarding contract services for intergovernmental relations ($10,000) MOTION: Tentative approval of this Fund 24 budget. Green MOVED, Dumdi SECONDED. VOTE: 7-0 (Bartel was unavailable for the vote.)

County Counsel

Garnick reviewed these items.

General Fund 24 - MOTION: Tentative approval of the Fund 24 budget. Dumdi MOVED, Green SECONDED. VOTE: 7-0 (Bartel was unavailable for the vote.)

Self Insurance Fund 12 - MOTION: Tentative approval of the Fund 12 budget. Dumdi MOVED, Weeldreyer SECONDED. VOTE: 8-0.

Law Library Fund 22 - MOTION: Tentative approval of the Fund 22 Budget. Dumdi MOVED, Phelps SECONDED. VOTE: 8-0.

Human Resources and Management Services

Garnick reviewed these items.

General Fund 24 - MOTION: Tentative approval of Fund 24. Phelps MOVED, Dumdi SECONDED. VOTE: 8-0.

Self Insurance Fund 12 - MOTION: Tentative approval of Fund 12. Green MOVED, Dumdi SECONDED. VOTE: 8-0.

Employee Benefits Fund 14 - MOTION: Tentative approval of Fund 14. Phelps MOVED, Dumdi SECONDED. VOTE: 8-0.

Road Fund 25 - MOTION: Tentative approval of Fund 25. Weeldreyer MOVED, Dumdi SECONDED. VOTE: 8-0.

Intergovernmental Services Fund 27 - MOTION: Tentative approval of Fund 27. Phelps MOVED, Weeldreyer SECONDED. VOTE: 8-0.

Special Revenue/Services Fund 28 - MOTION: Tentative approval of Fund 28. Dumdi MOVED, Green SECONDED. VOTE: 8-0.

Capital Improve Fund 35 - MOTION: Tentative approval of Fund 35. Green MOVED, Dumdi SECONDED. VOTE: 8-0.

Capital Construction Fund 38 - Garnick indicated there is a second phase of the HVAC with bonds that will be sold later this fiscal year, so there will be additional costs that are not reflected currently. MOTION: Tentative approval of Fund 38. Weeldreyer MOVED, Dumdi SECONDED. VOTE: 8-0.

Animal Regulation Authority Fund 83 - MOTION: Tentative approval of Fund 83. Phelps MOVED, Dumdi SECONDED. VOTE: 7-1, Bell dissenting.

Animal Regulation Capital Improvement Fund 84 - MOTION: Tentative approval of Fund 84. Green MOVED, Dumdi SECONDED. VOTE: 8-0.

General Expense

To be carried forward to a future meeting.

IV. HAND OUT MATERIAL FOR FOLLOWING MEETING

David Garnick distributed material for the April 27 meeting.

V. ADJOURN

There was consensus that food would be provided at the balance of this year's meetings.

There being no further business, this meeting adjourned at 8:40 p.m.

Sharon Giles, Board Secretary