APPROVED 1/10/96

October 17, 1995
WORK SESSION - BOARD OF COMMISSIONERS
Commissioners' Conference Room -- 9:00 a.m.

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

1. ADJUSTMENTS TO THE AGENDA

None.

2. PUBLIC COMMENTS

Dumdi indicated, with regard to Item 7.e. (the Rural Comprehensive Plan), that the Board cannot take testimony, but is taking written comments. Teresa Wilson, County Counsel, noted there had been a discussion at a previous Board meeting, where the Board had directed that there be written testimony. After Cornacchia and Rust expressed concern, Wilson noted that it is the Board's choice. Rust asked that the two speakers be allowed to speak regarding the legislative aspect of this issue and not specifically to the appeal. Weeldreyer indicated that she had been operating under the premise that people would not be able to speak, observing that numerous people came last time and were not allowed to speak. Cornacchia agreed with Rust that there should be no testimony specific to the Greenwood issue, but that speaking to the broader issue would be okay. Cornacchia noted that there are arguments that the Board is not allowing enough citizen involvement. Dumdi observed that both people signed up today do not live in the Greenwood area. There was consensus to let the two speakers speak. Cornacchia asked Farthing and Keating not to speak to specific issues.

Roger McCorkle, P.O. Box 723, Florence, Mayor of Florence, spoke regarding the road project discussion relating to the development of Kingwood Street and 27th Street. He stated that Florence is receiving grant and loan funds from the State. McCorkle indicated that they are looking for County funding for an additional $1.4 million out of the road fund. He asked that the Board honor the recommendations from the EDAP group. McCorkle reported that the property is all publicly owned. Responding to Cornacchia, McCorkle remarked that the project is the #1 new project on the LEC list. Rust asked if Florence would be interested in the idea of a revolving loan concept for the Economic Development Road Fund and if they might be willing to enter into some negotiations about partial payback if those funds were made available. McCorkle indicated that Florence would be willing to discuss that. Responding to Van Vactor, McCorkle stated that they have discussed the possibility of phasing.

Ken Hobson, P.O. Box 344, City Manager, Florence, reinforced McCorkle's comments and stated that, with regard to need, Florence's ranking and rating regarding timber impacts puts them close to Oakridge's need factor. He stressed that the area is one of the most impacted in the state. McCorkle noted that Florence is very much a service-based economy. He emphasized that this project opens up a whole new dimension for Florence. Cornacchia commented that another factor affecting people's perception of Florence is Florence's tremendous investment in infrastructure already.

Ken Lanfear, 1649 23rd Street, Florence, Florence Public Works Manager, indicated that of the $2.4 million total needed, they are asking Lane County for $1.4 million. Responding to Cornacchia, Lanfear stated that all of the lots are purposely not platted in order to leave options open. Cornacchia stated that he would like to receive information as soon as possible with regard to the current appraised value of the property as that would have a bearing on his treatment of the project.

Steve Waddell, Superintendent of Schools, Siuslaw School District, 750 Quince, Florence, spoke in favor of the Florence project. He stressed that by extending Kingwood and 27th, it will give them greater flexibility in putting a middle school on their land.

Mike Keating, 06022 Collard Lake Road, Florence, read one line from the material stating that the "quality of services is a subjective measure and currently open to differences of opinion and debate and an issue which is therefore beyond the scope of Goal 2, Policy 11.a." He urged that more specific rules be adopted as to the siting on land that is in an area where services are hard to come by. Keating stated that the case by case review that is recommended is good, but there should be definite guidelines set up. He noted that Forest Service fire protection techniques are generally hampered by housing and that in all likelihood the Forest Service may hold the County or the residents of a dwelling accountable. Keating remarked that current staff is capable, but that hard and fast rules are needed.

Mike Farthing, 975 Oak, Eugene, indicated that he had received a memo yesterday from John Cole. He suggested that if the Board really wants to get into marginal lands, there are many in the private sector who have worked on it for up to 10 years and are willing to work with staff. Farthing noted that among the issues are management, cost of timber, growing cycles, criteria, etc. Responding to Rust's question regarding why the Aster case caught attention, Farthing observed that the same forester in Erickson was the forester in the Aster case, noting, however, that the issues were different.

3. COMMISSIONERS' ANNOUNCEMENTS

To be held at approximately 10:40 a.m.

4. EXECUTIVE SESSION as per ORS 192.660

To be held on Wednesday.

5. COMMISSIONERS' BUSINESS

a. DISCUSSION/Small Cities Meeting Schedule.

Bill Van Vactor, County Administrator, suggested that this discussion be postponed until later.

b. FINAL REPORT AND RECOMMENDATIONS/Diversity Implementation Task Force.

Green noted that he was a Board representative on the task force and that this is the culmination of the work done by this task force. He stressed that this is not the end, it is the beginning. Green focused on his expectation that after a full discussion of this, there will be majority support; followed by implementation. He suggested that this discussion be followed by a public review process.

Rust observed that Green was the recipient of the Willie Polite Award at the NAACP banquet. He also stated that this task force has been the hardest working, most enthusiastic task force he had ever worked with.

Jamina Terrazas, Co-Chair of the task force, introduced George Russell to present the report. Russell noted that this report has been presented in the form of a plan. He offered special recognition to Terrazas, Carey Drayton and Lynn Burditt. He provided an overview of the history to this point. Russell then reviewed the agenda document and outlined the recommendations (see material on file).

Lynn Burditt indicated that the task force is available for questions/clarification and that members of the task force were available to the Board for meetings out in the public.

Cornacchia remarked that this exercise has renewed his faith in committees as he is very impressed with the work of this group. He indicated that he was pleased with the sensitivity to Lane County's fiscal reality. Cornacchia asked that the relationship with third party providers be looked at closer. Responding to Cornacchia, Linda Wagner indicated that the $8,500-$15,000 figure for a consultant regarding the organizational climate assessment is feasible. With regard to the resource guide, Burditt indicated that the County Administrator's office would be responsible to see that this is done and may delegate it to the 1 FTE. Cornacchia stated that he would appreciate estimates of dollar figures regarding #1, #3 and #4 on page 5, #1 on page 6 and #2(c) on page 7. He suggested that the Board be educated with regard to the Disadvantaged Business Enterprises. With regard to accountability/employee participation, Cornacchia suggested that employees' time spent on advisory committees not be on work time.

Reviewing the "essential function framework," Cornacchia suggested that items 1, 3 and 4 on page 14 be moved to Category 1. Burditt indicated that she thinks the committee can be supportive of that move as things in Category 1 are those that absolutely need implementation. Van Vactor observed that in terms of analyzing costs, revamping the evaluation system could be significant. Cornacchia stressed that this needs to be an "action plan" and that he wants to feel secure in this County's evaluation system. Green remarked that if there is a strong commitment/priority from the Board, then it is transcended to the organization and holds the County Administrator accountable. He noted that if the plan is adopted without any energy or funding, then it goes through as just another plan. Burditt indicated that the task force sent a letter to Van Vactor which included comments regarding the evaluation system, as it had been outside the scope of the task force. Cornacchia remarked that sensitivity is just another component of the job. Dumdi suggested that a page be added to the evaluation form dealing with sensitivity. Cornacchia also indicated that by the time the plan is adopted, he would like an understanding from the management team as to what the 1.0 FTE job description will look like.

Green observed that the document is timely and also that the commitment needs to come from the top; thus the Board should be on record as supporting implementation. He indicated that his main concern is that ways will be found not to implement this plan due to fiscal constraints. Green expressed support for public review. Responding to Green, Burditt indicated support for scheduling a public meeting within the next few weeks to a month. She suggested perhaps public notice to folks regarding the availability of the plan, followed by a public meeting, then absorbing the input and adopting the plan prior to the end of the year. Rust remarked that he would like to follow that timeline. Weeldreyer expressed support of the document, indicating that she is looking forward to broader input. Dumdi stated that she was impressed with the work that has been done.

MOTION: Accept document as submitted, coming back later after public review. Green MOVED, Rust SECONDED. Green thanked the task force for their work. Responding to Dumdi, Burditt stated that it is critical to have employee involvement. Burditt offered encouragement that people with disabilities be invited or that a separate focus group be set up for them. VOTE: 5-0.

This meeting recessed at 10:45 a.m. to reconvene at 10:52 a.m.

 6. COUNTY ADMINISTRATION

a. Announcements

Van Vactor remarked that the Fairgrounds financing issue will be discussed later today.

7. PUBLIC WORKS

a. REPORT BACK/Conveying County-Owned Property in the Vicinity of Delta Ponds to the City of Eugene.

Bob Keefer, Parks Manager, briefly reviewed this item for the Board (see material on file). He recommended that the 4-acre piece of tax-foreclosed property be transferred to the City of Eugene and that the 7-acre piece be analyzed with regard to road right-of-way. Keefer noted that there is a question of compensation which needs clarification from legal counsel if the property is going to be used for a park. MOTION: Approval of the recommendation and authority to work with Legal Counsel on outstanding issues. Rust MOVED, Weeldreyer SECONDED. VOTE: 5-0.

b. DISCUSSION/Road Fund Financial Plan.

Ollie Snowden, County Engineer, reviewed his agenda memorandum (see material on file). He distributed a revised Table 6. Snowden noted that this is a planning tool, not a budget document. He indicated that he wanted to make it clear that the County Road Fund doesn't have a crisis; but, with projection of current trends, it appears that the reserve will be exhausted by the turn of the century. Snowden directed the Board to Figure 8 on page F-1 which highlights the road fund cash flow projection. He remarked that the fundamental question is how low to go with reserves and how soon is the reserve exhausted. Cornacchia indicated that another way to look at the year 2,000 is that on that day all dollars in the bank will be expended, but, the following year gas tax and timber receipts will be received; thus spending would be limited to that amount and would require reprogramming of capital projects, etc. to meet resources. Snowden recommended taking this entire issue to a committee, either Finance and Audit or a subcommittee of the Board, Roads Advisory, etc.

Snowden reviewed the forecast on page F-2 and the assumptions on page F-3. With regard to Line 20 on page F-2, Rust indicated that a breakdown would be helpful. Snowden indicated that the Ferry Street Bridge has not been included in Capital Expenditures. Snowden observed that he stopped projections at the year 2,000.

Rust stated that this is a great planning tool and that the Board needs to take time and refer this to the Finance and Audit Committee. He observed the need for expenditure control and that EDAP ought to be transitioned or converted to more of a revolving loan fund. Rust added that perhaps the aid to cities payments should be held up and that cities should be served notice in January that there may be a change in the agreement. He noted that $2 million in interest was earned this year, indicating that he would like to see about taking a portion of this fund and putting it into an endowment for ten years and then dedicating the interest to the road system in perpetuity.

Cornacchia stated that he would like to see an analysis/comparison of systems with regard to adequacy of the system, noting that how the money is spent on roads has become more political than technical. He stressed that the Committee will need to talk about effective use of road funds and cost per mile. Cornacchia remarked that this analysis will get out of the city versus rural considerations.

Weeldreyer suggested the possibility of creating a pot of money for those who live on public access roads so they could do a lottery or use some type of criteria to apply for the money for improvements to local access roads. Cornacchia noted the need to have discussion on the policy regarding access roads.

Dumdi expressed support for referring this issue to Finance and Audit for review and a report back. Cornacchia stated that the issue of the city road partnership program is for the Board and that the other issues can go to Finance and Audit. Rust said that he would appreciate, however, any comments Finance and Audit may want to make on the partnership program. Rust indicated that he would support adding a member of the Roads Advisory and a lay member of Budget Committee to the Finance and Audit discussions of this matter. Van Vactor agreed with Cornacchia with regard to line 29 and suggested looking at the definition and perhaps work on some language. Green asked for the rationale for taking the Ferry Street Bridge out of the document. Cornacchia noted that it will take an action from the Board to remove the Ferry Street Bridge from budgeting. The possibility of interim reports was suggested. A report back from Finance and Audit was requested within 60 to 90 days (mid-January.)

There being no further business, this meeting adjourned at 11:53 p.m.

 

Sharon Giles, Board Secretary