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December 17, 1997
BOARD OF COMMISSIONERS' REGULAR MEETING
Harris Hall Main Floor - following HACSA

Chair Cindy Weeldreyer presided with Steve Cornacchia, Ellie Dumdi, Bobby Green, Sr., and Peter Sorenson present. Tarra Withers, Recording Secretary.

1. ADJUSTMENTS TO THE AGENDA

Item E. 1. was pulled.

Commissioners’ Business, Item 5. b. to discuss the McKenzie Valley Residence Association’s request for a Lane County Manual change.

Weeldreyer stated she would have to be excused at 10:30 to attend a funeral service.

Van Vactor stated there would be one emergency business item.

2. PUBLIC HEARINGS

a. PUBLIC HEARING AND ORDER 97-12-17-1/In the Matter of Adopting the FY 1997-98 Supplemental Budget #1, Making and Transferring Appropriations.

David Garnick, Sr. Management Analyst, provided a report on the supplemental budget that would appropriate unanticipated revenues and expenses (see material on file).

Weeldreyer opened the public hearing.

There being no public comment, Weeldreyer closed the public hearing.

MOTION: Approval of the Order.

Cornacchia MOVED, Dumdi SECONDED. VOTE: 5-0.

3. PUBLIC COMMENTS

None.

4. COMMISSIONERS' ANNOUNCEMENTS

None.

5. COMMISSIONERS' BUSINESS

a. DISCUSSION/County Counsel Evaluation.

Weeldreyer stated the evaluations of Teresa Wilson, County Counsel, indicate she exceeded expectations (see material on file).

Cornacchia said he had confidence with the County staff, and that the Board benefited from the staff.

Sorenson stated legal counsel has had a work load increase since the Lane County budget has nearly doubled in a ten-year period. Sorenson said this would lead him to believe the quality and responsiveness would go down; but that this was not the case. Sorenson gave approval of Wilson’s review and stated counsel was responsive.

Dumdi said the environment of County Counsel is one of cooperation and comradery, and that as the leader of the organization, Wilson sets a positive tone.

Green concurred with his colleagues, stating that he truly valued County Counsel.

Wilson thanked the Board for their comments, and stated the ability to deliver the kind of legal services the Board wants was a function of an effective staff. Wilson said she appreciated the Board’s sensitivity and responsiveness to Counsel’s legal analysis.

Weeldreyer stated Wilson’s overall score was a nine.

MOTION: Approval of the evaluation of Teresa Wilson, Legal Counsel.

Green MOVED, Dumdi SECONDED. VOTE: 5-0.

b. Modification in the Language for Chartered Community Organizations in the Lane Manual.

Weeldreyer stated the McKenzie Valley Residents Association requested a modification with the language in the Lane Manual about chartered community organizations (see material on file). Weeldreyer said according to how the language is currently presented, membership fees must not be required. Weeldreyer said to help improve communications with other organizations and groups, the McKenzie Valley Residents Association requests that the language be modified to allow some type of membership dues. Weeldreyer stated by adjusting the language to allow a "nominal membership fee," then charter organizations would have some additional revenue.

MOTION: To direct County Counsel to make the suggestive change in the Lane Manual regarding charter organizations.

Weeldreyer MOVED, Dumdi SECONDED. VOTE: 5-0.

6. EXECUTIVE SESSION as per ORS 192.660

To be held at 10:30 a.m. in the Commissioners’ Conference Room.

7. COUNTY ADMINISTRATION

a. Announcements

Bill Van Vactor, County Administrator, stated David Suchart would be acting County Administrator from December 17, 1997 through January 5, 1998.

8. CONSENT CALENDAR

Item E. 1. was pulled.

A. Approval of Minutes: None.

B. County Administration

1) ORDER 97-12-17-2/In the Matter of Extending Board Order Number 97-6-25-3 in Order to Extend Private Sector Appointments to the Lane Regional Workforce Committee.

C. Health and Human Services

1) RESOLUTION AND ORDER 97-12-17-3/In the Matter of Appropriating an Additional $7,955 of Revenues and Expenditures in Fund 86, and Awarding a Contract in the Amount of $21,635 to the Lane Education Service District (IGA #20-001, PAAF #021).

2) RESOLUTION AND ORDER 97-12-17-4/In the Matter of Appropriating an Additional $539,357 in Revenues and Expenditures in Fund 86 for Services to Individuals with Mental/Emotion Disturbances (ICA #20-001, PAAF 19 and 20).

D. Human Resources and Management Services

1) ORDER 97-12-17-5/In the Matter of Award of Extending the Contract with Regional Financial Advisors, Inc. Through the Fiscal Years Ending June 30, 1998, 1999 and 2000.

E. Public Works

1) ORDER 97-12-17-6/In the Matter of Awarding a Contract to _____________ for Grading, Basing & Paving Munsel Lake Road M.P. 0.54 to M.P. 0.99, Contract No. 97/98-07.

2) ORDER 97-12-17-7/In the Matter of Amending the Assessment Certification on the North 19th Street and Yolanda Avenue Improvement Project Making Parcel 1149-52 Eligible for Deferment.

3) RESOLUTION AND ORDER 97-12-17-8/In the Matter of Acquiring Fee or Other Interests in Certain Real Properties or Portions Thereof for the Bluebelle Way (41st Street South) Affordable Housing Project.

MOTION: Approval of Consent Calendar with Item E.1. pulled.

Green MOVED, Dumdi SECONDED. VOTE: 5-0.

9. CHILDREN AND FAMILIES

a. ORDER 97-12-17-9/In the Matter of Approving a Six-Month Interim Budget for the Period January 1, 1998 Through June 30, 1998 for the Lane County Commission on Children and Families and Giving the County Administrator Authority to Execute Six-Month Amendments to Contracts.

Pat Rogers, Director of Children and Families, stated the Commission had held four public forums in October and November to solicit public views and thoughts on the priority and needs of children and families. Rogers said following the forums, a priority review task force was organized to review and budget the programs for 1997 and 1998. Rogers stated the task force needed additional information and time to adequately integrate the information into the five-year plan. Rogers said some of the reasons that the commission had outlined to extend the contracts for an additional six months included: the need to make informative decisions, sufficient time to notify providers if changes were to occur, time for staff to prepare and submit information to providers, time to understand the implications of any decisions, and the opportunity to collaborate information from all the public forums (see material on file).

Rogers stated the implications for the extended extensions would do several things: provide stability for the current providers, continue to address the strategic areas within the five-year plan, and allow the commission until March 10th to determine how well funded strategies are meeting the five- year plan.

MOTION: Approval of the Order.

Green MOVED, Sorenson SECONDED.

Green stated as the Chair for Children and Families, the commission has done a lot of work in a short time period to meet the next bi-annum deadline. Green said one way to characterize the work of the commission was that it was slowing down to go fast, favoring programs over the system.

Weeldreyer concurred with Green’s comments. Weeldreyer stated as part of the commission’s ad-hoc group, they would develop criterions to help fund emergency issues.

Bill Van Vactor, County Administrator, suggested that the commission meet with the Board in May to make their presentation of the next fiscal year allocations.

VOTE: 5-0.

10. PUBLIC SAFETY

a. ORDER 97-12-17-10/In the Matter of Authorizing the County Administrator to Sign Amendment No. 1 for the Guaranteed Maximum Price for an Amount Not-to-Exceed $9,045,821.00 for the Construction of the Lane County Adult Corrections Additions, Contingent Upon Lane County Executing an Agreement with the Federal Marshal Services.

Weeldreyer stated there was a file note from Tanya Heaton, Management Analyst (see material on file).

Captain John Clague, Lane County Adult Corrections Project Team, provided an overview of the Order (see material on file).

Making reference to the file note, Green expressed concern that if the budget exceeds the GMP (guaranteed maximum fund), the County would become responsible for the liability.

Captain Clague said if there was an issue where the contractor has some latitude to move in regards to his GMP, then the project would be adjusted to remain within budget. Captain Clague stated with the satellite visiting operation there would be a $200,000 buffer. He said when the bids are completed and they are far enough into the project to release the contingency funds, there would be sufficient funds to build the satellite visiting.

Responding to Sorenson’s question concerning beds allocated for Federal Marshal services, Clague said in the secure facility there would be 32 and 48 beds which would be constructed with the funding from Federal Marshal services; however, the Federal Marshal services would only need 30 beds.

Responding to Sorenson’s question, Capt. Clague indicated Public Safety would likely be responsible if the project exceeds its budget.

Referring to a file note, Cornacchia asked if there were any out-of-pocket expenses not covered by the 11-45 monies.

Clague stated the out-of-pocket expenses that are incurred which are not in 11-45 are tracked, and should the bids come in under the GMP and there are residual funds, then the state would be billed for those costs.

Responding to Cornacchia’s assessment and opinion that the reconciliation of building H was a rent issue rather than a capital expenditure, Clague stated he wasn’t sure what type of work has been done; however, outside counselors and the auditor are reviewing this issue in developing a formula that would resolve the issue.

MOTION: Approval of the Order.

Green MOVED, Dumdi SECONDED. VOTE: 5-0.

The Board gave direction that in their annual report, Public Safety would submit an out-of-pocket expense report for the jail expansion.

11. REVIEW ASSIGNMENTS

County Counsel to revise the language in the Lane Manual in regards to charter organizations.

In their annual report, Public Safety to submit a report on the out-of-pocket expenses for the jail expansion.

12. EMERGENCY BUSINESS

None.

There being no further business, this meeting adjourned at 10:00.

 

Tarra Withers, Recording Secretary

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