APPROVED 9/20/95

August 23, 1995
Harris Hall Main Floor -- following HACSA

Chair Ellie Dumdi presided with Bobby Green, Sr., Jerry Rust and Cindy Weeldreyer present. Steve Cornacchia excused. Sharon Giles, Recording Secretary.


Bill Van Vactor, County Administrator, reported that Jeff Turk, Property Management Officer, had been successful in negotiations regarding acquisition of property near the Fairgrounds for the Fair Board and would be bringing forward an Emergency Business item by the end of this day.


Hans Radtke, 6340 Ten Mile Creek Rd., presented a petition from local residents asking the Board to declare Ten Mile Creek Road and 100 feet adjacent to the road on either side as a "no shooting zone" (see material on file). He indicated that this would allow residents to post signs and inform hunters. Van Vactor noted that there are things that can be done with signing. He indicated that through a facility permit the County could possibly authorize a sign. Teresa Wilson, County Counsel, agreed that it is illegal to shoot off a public road and this process would provide the legal vehicle in trying to manage the problem. She indicated that the problem, however, would be with enforcement. Van Vactor suggested that Radtke pick up the necessary forms at Public Works, remarking that he would inform John Goodson that the request would be forthcoming. Green questioned who is responsible for enforcement. Van Vactor indicated it would depend on the facts of each case. He also suggested that the area could be signed as a "safety zone."


To be held later in the meeting.


a. Announcements

None at this time.

b. ORDER 95-8-23-1/In the Matter of the Request of the Housing Authority and Community Services Agency (HACSA) for an Exemption to Use the Construction Management/General Contractor Method to Obtain Construction Services.

Jim McCoy, Development Director, reviewed this item for the Board (see material on file). He observed that the Construction Management/General Contractor approach would assist in ensuring that the project can be constructed within a specific budget. Wilson noted that this is the first time that the Board has been asked to proceed in this matter as the Contract Review Board, noting that there may be similar requests coming in the future.

MOTION: Approval of the Order. Green MOVED, Rust SECONDED. VOTE: 4-0.

5. EXECUTIVE SESSION as per ORS 192.660



a. Announcements


b. PUBLIC HEARING AND ORDER 95-8-23-2/In the Matter of Approving an Eighteen Month Intergovernmental Agreement With the Oregon Department of Corrections for $2,841,810 to Provide Community Correctional Services and Reconciling the FY 95-96 Grant Budget.

David Garnick, Senior Management Analyst, briefly reviewed this item (see material on file).

Dumdi opened the Public Hearing. There being no one present who wished to testify, Dumdi closed the Public Hearing. MOTION: Approval of the Order. Rust MOVED, Green SECONDED. VOTE: 3-0 (Weeldreyer was absent briefly during this vote.)

c. ORAL REPORT/Update Process on Assessment Management Information System Team (MIST).

David Suchart distributed a handout detailing the anticipated timeline, noting that the goal is implementation by July 1, 1996 (see material on file). Rust noted that there has been some failure in this organization to manage resources. He remarked that moving to privatization would be admitting to failure. Rust stressed that data processing managers/leaders need to work with the MIST team cooperatively. Weeldreyer commented that a shortage of resources and the fact that the commissioners have not previously taken a strong interest has contributed to the problems. She expressed concern that the firm that does the assessment may note some implied obligation for Lane County to follow through with them. Rust disagreed, stating that there is no implied obligation on his part. He indicated that he would be surprised if a company came back with a recommendation other than privatization. Dumdi noted that the Board has lacked knowledge in the whole arena of data processing. Van Vactor stated that internal decentralization, technology changes and regional requirements have contributed to problems in this area. He noted continuing concern from employees who do not like either privatization or centralization, indicating that these employees can present alternatives to the MIST in conjunction with the timeline.


a. RESOLUTION AND ORDER 95-8-23-3/In the Matter of Approving the Preliminary Application and Acceptance of a Grant of $100,000 From the State Department of Land Conservation and Development; and Delegating Authority to the County Administrator for the Land Management Division, Public Works Department.

This item was previously pulled from the agenda.

b. ORDER 95-8-23-4/In the Matter of Electing Whether or Not to Consider an Appeal of Hearings Official Decision Approving the Rezoning of Property from RR-5 to RR-2 (file PA 1268-95; Egge).

Michael Copely, Associate Planner, remarked that it is staff's conclusion that this appeal does not meet the criteria (see material on file), noting the recommendation of denial.

MOTION: Approval of the Order. Rust MOVED, Green SECONDED.

VOTE: 4-0.

c. REPORT BACK AND DISCUSSION/Leachate Management Options for Short Mountain Landfill. (TIME CERTAIN 10:30 a.m.)

(This item was heard at 10:55 a.m. after the balance of the morning agenda.) Mike Turner, Waste Management Manager, briefly reviewed his memorandum, noting that a leachate management plan must be submitted to DEQ by September 30, 1995. The "Leachate Alternatives Evaluation Summary," prepared by EMCON, was distributed to the Board (see material on file). Wes Gavett and Garrett Rosenthal provided the presentation to the Board. Gavett described the mandate regarding leachate treatment, noting that options were reviewed with regard to technical feasibility, permitting and implementation considerations, costs (capital and operating), and the advantages and disadvantages of the various alternatives. He reviewed the assumptions (see page 3).

Gavett reviewed options of the PUBLICLY OWNED TREATMENT WORKS (POTW) DISCHARGE ALTERNATIVES and discussed them in detail (see pages 4 through 12 of the agenda material). These alternatives include 1) a dedicated force main to the Creswell POTW; 2) trucking leachate to the Creswell POTW; 3) trucking leachate to the Glenwood Central Receiving Station for discharge to the Glenwood Sewer Connector; 4) a dedicated force main to the Glenwood Sewer Connector; and 5) a dedicated force main to the future Lane Community College Sewer Interceptor. Responding to Green, Gavett noted that the financial costs are estimated on the last page of the document. Rust noted that costs would be borne by user fees. Responding to Rust, Gavett noted that there is concern from Creswell regarding their ability to handle the leachate. Rust asked about the option of covering the landfill to such an extent that the amount of leachate is decreased. Gavett indicated that that aspect (minimizing the size of the open areas at the landfill) is part of the long-term leachate management/ site development plan. Weeldreyer asked if there is technology available that would allow the trucking aspect to be modified so that trucks returning from Short Mountain could perhaps carry back tanks of leachate, taking advantage of the efficiency of utilizing the empty return trucks. Gavett responded that this could be looked into. Rust again stressed the need to look at methods of preventing as much leachate as possible from occurring in the first place, indicating that this needs to be looked at before a final plan is chosen. Gavett responded that it would be advantageous to look at a permanent final cover to prevent the water from getting into the landfill cell to begin with. Turner interjected that it will never be possible to totally eliminate leachate as leachate is inherently in the waste. Rust stated that development of the best case scenario for reducing the leachate will possibly drive the option that is chosen. Turner observed that it is difficult to measure how much leachate is being generated, but that the historical average is 30,000 gallons per day, with a decrease being anticipated because of the tarping that is being done and because of some final closure that will be done on the site in the next few years.

Gavett discussed the options included with SURFACE WATER AND LAND DISPOSAL, including 1) full-scale treatment with year-round discharge to the Coast Fork; 2) full-scale treatment with winter discharge to Coast Fork and summer on-site wetlands application; and 3) off-site spray irrigation (see material on file).

Gavett reported on the final area of EVAPORATION, discussing the options of 1) utilizing landfill gas; 2) having landfill gas supplemented with natural gas; and 3) using natural gas. Responding to Weeldreyer, Gavett indicated that the sludge can be buried and covered quickly. With regard to the EPUD proposal, Dumdi asked about the possibility of a partnership. Gavett indicated that EPUD has the rights to all commercially viable gas at the landfill and is currently using a certain portion of that gas to run their generating sets. Gavett stated that EPUD is interested in seeing natural gas be brought out to the landfill.

Responding to Green, Gavett stated that they do not have a recommendation at this point. but have interest in looking at three particular options: 1) the force main to City of Creswell; 2) the force main to the existing Glenwood Collector; and 3) off-site spray irrigation.

Weeldreyer indicated she was least interested in off-site spray irrigation and suggested that it not be pursued as an option. Gavett remarked that some type of partnership with EPUD could/would be explored further. Green asked how much assistance has been received from DEQ. Turner remarked that they have only provided mandates. Van Vactor observed the September 30 deadline with the DEQ and questioned the feasibility of getting an extension. Turner indicated that the potential is there, but not for a long term. Responding to Weeldreyer, Gavett indicated that the capacity of the storage lagoon is 32 million gallons. Green noted the potential impacts to users, regardless of which option is pursued, and asked for an analysis of the impact to the average rate payer.

There was consensus to have a follow up report back in mid-September. Weeldreyer asked that more input from city of Creswell be provided at that time. Van Vactor indicated that he and Dumdi would contact the DEQ regarding a modest extension.


A. Approval of Minutes

B. County Administration

1) ORDER 95-8-23-5/In the Matter of Amending Chapter 3 of the Lane Manual to Dissolve the Community Corrections Advisory Committee and Create the Public Safety Coordinating Council.

2) ORDER 95-8-23-6/In the Matter of Appointing Commissioner Cindy Weeldreyer to the Lane Council of Government's Senior Advisory Council.

3) ORDER 95-8-23-7/In the Matter of Award of Bids Under LCP 95/96-02 for McKenzie Trout Hatchery Information Center Improvements With Forest Service Community Facility Funds.

C. Children and Family Services

1) ORDER 95-8-23-8/In the Matter of Authorizing the Department of Children and Families to Develop and Submit a Grant Application for $200,000 to Meyer Memorial Trust's Support for Children at Risk Program for Healthy Start and Delegating Authority to the County Administrator to Sign Application Documents.

D. Health and Human Services

1) ORDER 95-8-23-9/In the Matter of Appointing a Designee of the Community Mental Health Director to Direct a Peace Officer to Take a Mentally Ill Individual Into Custody.

E. Human Resources and Management Services

1) ORDER 95-8-23-10/In the Matter of Establishing a Revolving Fund for the Lane County Department of Health & Human Services.

F. Public Works

1) ORDER 95-8-23-11/In the Matter of Accepting the Director's Report on Improvements to 6th Street South from Johnson Avenue to the I-5 Interchange, Including Assessments.

2) ORDER 95-8-23-12/In the Matter of Accepting a Deed of Land to be Used as a Public Road Easement and County Road for Briggs Hill Road (18-05-36).

3) FINAL ORDER 95-8-23-13/In the Matter of Accepting and Establishing an Extension of County Road Number 2200 (Saltaire Street), and Extension of County Road Number 2201 (Sandrift Street), and Sandrift Court as County Roads (18-12-10).

4) ORDER 95-8-23-14/In the Matter of Vacating a Portion of County Road Number 1242 (Gladys Foley Gateway), Without a Public Hearing, and Adopting Findings of Fact (19-02-21).

Weeldreyer asked that Item B.2. and F.1 be removed from the Consent Calendar, noting that she simply wanted the language "or her designee" added to the language in Item B.2.

MOTION: Approval of the balance of the Consent Calendar, including Item B.2, with "or her designee" being added to B.2. Rust MOVED, Green SECONDED. VOTE: 4-0.

F. Public Works

1) ORDER 95-8-23-11/In the Matter of Accepting the Director's Report on Improvements to 6th Street South from Johnson Avenue to the I-5 Interchange, Including Assessments.

Weeldreyer observed that she and Cornacchia had been "nay" votes on this issue earlier, noting that the benefits often seem to be for the traveling public, not the adjacent property owners.

Van Vactor stated that he could arrange a work session related to agreements with the cities in the UGB. Weeldreyer indicated that she was not opposed to assessment totally, but not full cost when the whole community benefits. Green indicated he would be interested in talking to the local jurisdiction to see how the costs are shared. Wilson indicated that she would see if there is a timeline problem and this would be held until the afternoon for that information.


a. ORDER 95-8-23-15/In the Matter of Authorizing a Refund to James Towner and Lisa Taylor for Properties Purchased at a Sheriff's Sale in November, 1994.

Jeff Turk, Property Management Officer, reviewed this item for the Board (see material on file). Responding to Green, Wilson remarked on the conflict in policies. She noted that in this particular situation, this is a reasonable exception to the "buyer beware" policy.

MOTION: Approval of the Order. Rust MOVED, Green SECONDED. VOTE: 4-0.

b. ORDER 95-8-23-16/In the Matter of Establishing Classifications and Adopting Salary Ranges for Senior Planner and Land Management Technician, Resulting in the Addition of 1.0 FTE in the Department of Public Works/Land Management Division.

Cheryl McCawley, Personnel Analyst, reviewed this item for the Board (see material on file), noting that this is a continuation of the reorganization of Land Management. Van Vactor complimented Ben Wilson for his creativity. Weeldreyer observed that this would have a positive impact on service in the department.

MOTION: Approval of the Order. Weeldreyer MOVED, Green SECONDED. VOTE: 4-0.

This meeting recessed at 10:05 a.m. to reconvene 10:18 a.m.

c. REPORT BACK/Elections Issues.

ORDER 95-8-23-19/In the Matter of Reestablishing Clerical Supervisor Position in Deeds & Records; Establishing Two Full-Time Office Assistant 2's in Elections; and Approving the Transfer of Funds for the New Positions.

David Suchart, HRMS Interim Director, reviewed his memorandum for the Board (see material on file). He summarized that there are currently an inadequate number of employees/resources to perform the elections functions efficiently. Suchart did note that there are now controls and procedures in place for every aspect of elections. He alerted the Board that staff is having problems with the computer system vendor. Suchart indicated that, at this time, he would like to deal with the staffing issue. There was a brief discussion on the merits of electronic balloting. Dumdi offered support for Suchart's recommendations. Weeldreyer indicated that testing of the ability to handle stress should be part of the OA2 interview process.

Jim Seaberry expressed concern that he had just heard the same report he had heard in February.

MOTION: Approval of the Order. Rust MOVED, Green SECONDED. VOTE: 4-0.

10. RIS

a. ORDER 95-8-23-17/In the Matter of Approving an Intergovernmental Agreement With the State of Oregon Department of Administrative Services for Telecommunications Services.

MOTION: Approval of the Order. Rust MOVED, Green SECONDED. VOTE: 4-0.


To be held in the afternoon.

At this time the discussion of Item 7.C. was held (see above).

There being no further business, this meeting adjourned at 12:08 p.m.


Sharon Giles, Board Secretary