July 22, 1997
LEADERSHIP TEAM MEETING
Lane County Fairgrounds
9:00 a.m. - 1:00 p.m.
Present: Commissioners Cindy Weeldreyer, Steve Cornacchia, Ellie Dumdi, Bobby Green, Sr., and Peter Sorenson; Bill Van Vactor, Chuck Ryer for Steve Carmichael, Jan Clements, Chuck Forster, Jim Gangle, Mike Gleason, John Goodson, Douglass Harcleroad, Gary Ingram, Linda Morrison for Rob Rockstroh, Pat Rogers, David Suchart and Teresa Wilson, David Garnick, Tanya Heaton, Arlene Marshall, Mike Moskovitz, and Frank Nearing. Jerry Pierce, Recording Secretary.
Commissioner Weeldreyer officially welcomed Mike Moskovitz to Lane County Government.
1. APPROVAL OF MINUTES from January 29, 1997 and March 7, 199, Leadership Team Meetings.
Moved: Harcleroad, Seconded Pat Rogers - Unanimous.
2. UPDATE GOALS
Commissioner Weeldreyer suggested taking some time to look over what was done last year, score the progress and review suggested goals for the coming year.
Commissioner Weeldreyer briefly reviewed the FY 96/97 County-Wide Goals (material in file).
Super Goal - was delayed due to Ballot Measure 47.
PSCC Master Plan and SB 1145 Requirements - Completed all statutory requirements.
Employee Safety- Unfinished due to pressure of other business, new date of October 1, 1997.
Diversity Implementation - Organizational assessment had been completed and other tasks are underway.
Public Information Program - Up and Running and PIO present today.
Law Enforcement District Being Developed - Contractor has been hired and the development is in process. Jan Clements talked about some work tasks coming up and some that are under way. He said they plan on using neighborhood watches and/or other community groups to get feed back about level of service and configuration of service and then use that feed back to go with a proposal to put before the board for a May 98 ballot.
Financial System Data Processing Conversion.
A&T Data Processing Conversion - Gary Ingram said they were in the process of working out the contract.
Develop and Implement Lane County Intranet/Internet Pages to Improve Internal and External Communication - Ingram said there are some things we have to do to get Deeds and Records up there and allow us to be able to charge title companies for that to get it on the internet.
Upgrade Lane County's Technology Infrastructure to Facilitate Implementing Client-Server Applications - Ingram said this is pretty much in place and they are doing some change over to a common network operating system. He said right now they are running two systems but cannot support both with current staff.
MAJOR CAPITAL PROJECTS
Commissioner Weeldreyer noted that the Board had just had an update on most of these items at last week's meeting.
Jail Construction - Clements said that there was a work session scheduled for tomorrow, with some Board action required regarding several matters. One of the actions being requested would be approval to enter into an agreement with the US Marshal Service for capital money to increase the size of the construction project and also a long-term agreement for a net gain of 30 beds to our system.
Juvenile Justice Center - Tanya Heaton said even though we were behind on the Juvenile Justice Center, we are quickly moving forward. Ground breaking is expected in September, and toward the end of August, the final plan, budget and the GMP report.
Long Term Facilities Plan Completed, Including New PSB and Annex Roof - Weeldreyer said this is moving along nicely.
Orientation and Training Core Curriculum - Completed.
Forest Work Camp - Moving forward, to open late summer or fall of this year.
Parole and Probation Transition - Completed.
Commission on Children & Families/Healthy Start - Completed.
Van Vactor said that when he had reviewed this list he was pleased and surprised at the number of things accomplished and thanked Board members and the management team. He said despite some real shocks during 96/97, we did keep on track and did accomplish a large number of goals and he appreciated everyone's hard work.
Commissioner Weeldreyer referred to the FY 97/98 DRAFT PROPOSED County-Wide Goals (in packet), (Goals and Benchmark Accomplishments for 6/30/98 or sooner). She noted stabilizing the revenue base remained the Super Goal.
There was a discussion regarding the item concerning the Public Information Program.
Mike Moskovitz said he had a meeting scheduled with Joe Mosely of The Register-Guard and he is also planning to put out a monthly tip sheet and will need the help from all departments. He also has a meeting set up with Don Robinson and Jack Wilson and said he thought we would see some changes.
There was a discussion on Public Access TV.
Commissioner Weeldreyer said she championed maintaining public access TV and that she looked at it as a tool for government to be able to have more interaction and saw this as the wave of the future on how we're going to get a sense of community.
Gleason said he felt that while it may be a very good thing, when it was put on the scale of who gets access to government money, that the rather small audience of people that are active in the public access channel gets a disproportionate allocation of money.
Cornacchia said he also agreed very much on the issue of priority of public resource and that there needs to be an expansion of the access to public access. He said this exercise could broaden the availability of that resource to more folks for public purpose.
Commissioner Dumdi said she thought that if these groups want to have access in this day and age of declining revenues, they have to pay for it and there should be a fee involved. She said she had been working with Robert Lewis on trying to get information on Lane County on Falcon Cable which gets out to the rural areas, both east and west.
Commissioner Weeldreyer asked Jim Gangle to give a quick overview of the requirements of BM 50.
Gangle said the mailing date for tax statements this year would normally be October 24 and that will be moved to mid-November with the actual mailing of tax statements on December 15. The reason for the delay is the need to do all the permanent rate calculations under Measure 50 so those state-wide calculations have to be done. He said that meant every taxing district needs to get its information to the assessors office as well as every assessor from all 36 counties needs to get their information to the state.
He also said current law allows that if the taxes are not computed and made known to the public by November 5, taxpayers can make an estimate of their anticipated tax. He said those would undoubtedly be over- or under-paid and then we'd be looking at billing and refund processes, which is going to be very problematic.
Commissioner Weeldreyer stated the next goal is that BCC participates in a process to improve animal regulation for the 97/98 budget. She said she and Commissioner Green are working with David Suchart, LCARA, the cities of Springfield, Eugene and the Greenhill Humane Society. She said she had asked David to work with them to come up with some options and then to have the policy makers meet to discuss those options and report back to our respective jurisdictions in the hopes of having something in place for next fiscal year.
There was a discussion around some concerns with spending time on specific issues and having diminished time to focus on financial stability as the super goal.
Commissioner Weeldreyer said Bill Van Vactor had pulled out some programs that the board focused attention on during the budget process and that today's exercise was to have a discussion on those issues, if we want to leave them on the list, modify the list, or add something.
Rogers said she would like to see a goal developed around prevention and early intervention for adolescents and a goal developed that focused on children at risk. She said there was a summit being planned in October and that she would like to see the County take a leadership role.
Commissioner Weeldreyer asked how the group felt about creating a new goal around prevention and early intervention for at-risk youth, for criminal activity involving the Commission on Children and Families, Youth Services, and the Sheriff's Office and Health and Human Services, and perhaps others.
Commissioner Cornacchia said there are two major comprehensive bodies working in that area already; Commission on Children and Families, PSCC, which envelops a much larger base than just Lane County. He said he hoped that instead of internalizing the issue within Lane County, it be broadened.
Bill Van Vactor said that Commissioner Green had convened a group of the Lane County folks that are on the PSCC and suggested that perhaps that group should discuss it and come back with something in terms of how it could come up with a goal that would fit with both what Lane County is doing as well as involve their commissions and councils.
Gleason suggested a process of discussion. He said he thought this was a very important communication document, both with the board and the staff. He said it might be valuable to take this time and focus on new policy initiatives or to go through and review the items, then pick 3 or 4 things to focus the resources on. He stated balancing the budget would be a fairly obvious policy debate, and the issue around children would be one.
Commissioner Green said he agreed with what Pat Rogers was saying but there is enough structure currently in place around prevention and what we do with kids and what happens with kids, without adding other layers. He said he believed within the next few years people will look at Lane County as the triggering force to make things happen around kids and urged that the county get its act together so when the public looks for leadership, it will look at Lane County.
After a discussion on having a stated goal of getting favorable articles and editorials in The Register-Guard, it was recommended that the goal under "Public Information Program" be amended to read "develop and implement a public information work plan approved by the Board and the County Administrator." Mike Moskovitz will be the champion.
Moskovitz said he would be meeting with all the department heads and all of the commissioners to find out what their goals are so he could incorporate some of their projects and ideas into the overall public information plan.
There was a short break taken.
3. LONG RANGE FINANCIAL PLANNING
Van Vactor said that the previous day there had been an employee meeting attended by 57 employees. The financial plan, the general fund and the road fund were all reviewed. Van Vactor said there were some real surprises with regard to the general fund.
Garnick provided a draft copy of the Lane County, Oregon FY 97-98 Adopted Budget Update (in file). He discussed a memo he provided (in file) and reviewed that document and said it was the same financial plan as before with updated FY 97/98 numbers. The first assumption is that Measure 50 combines the General Fund and the two-year Public Safety Services Levy and the extension levy into a single tax revenue source to be used to determine the County's permanent tax rate, which is why the numbers are so much larger. He noted that while we are showing the numbers combined for 97/98, those services are still budgeted in separate funds and we're maintaining them that way for an additional year. He said the second assumption that was built in for the first time was the use of new construction, estimated at $452.9 million, that will actually generate additional revenue. We've gone from the levy system to a tax rate system for the first time. He said he had to change the previous model's assumption of a 6% growth to a 3% under Measure 50 and explained how the figures are arrived at.
He said there was a discussion scheduled with the Extension Service regarding what will be done when their levy ends.
He said up through last year, we've cut 119.5 positions, 7.3 million.
There was a discussion regarding the fact that the model did not include the expanded juvenile justice facility opening with even 64 beds, the residential treatment center, adult correction capacity, financial system, the A&T conversion and the WEE group study and other initiatives that Lane County should be doing.
Gleason said it appeared as though the reality was there is a $7 million hole in this budget.
Van Vactor said some implications of the financial plan are somewhat great in the sense that we had been living on a two year levy which would have had to have been renewed. In addition, if the budget committee and the board choose to reuse the reserves identified under the unending cash and so forth, and we are successful with labor negotiations, we have the ability to have a stable organization for 2 years in a row which in the history of Lane County government, is relatively rare. It also gives the budget committee and the board the opportunity to seek new revenue via property tax in November, 1998 when there is not a double majority requirement. He said he thought there was a lot of good news in this financial plan in terms of where we've been and the journey we are on. He said obviously we will continue to grow even though we're shrinking. Last year we had 1261 employees and now have 1308 primarily because of the addition of the WIC and the P and P. He said we are in a dynamic with shrinking or at least stable and inadequate property taxes, but growing assignments from the state.
Commissioner Green submitted a report to the Board, (in file) Lane County Super Goal FY 96/97 and reviewed it . He said the super goal for Lane County obviously is to come up with a stabilizing revenue direction and the material he had submitted basically talks about issues that need attention and recommendation for action. He said he thought it would be very critical for this group to talk about what Lane County needs to look like. We need to tell our story and determine what the level of service is that we believe that we can actually provide, given our current funding and anticipated growth. He said if we do nothing else, that the County should see through the completion of the Juvenile Justice Center.
In the Public Safety arena, there are several factors: jail capacity, prosecution, sheriff's patrol and the prevention and early intervention.
Under General Government Operation, it's clear with the O&C timber receipts decline every year, we still look at whatever revenue base will continue to grow outside the property tax.
He said the area of early childhood prevention is where he is focused in his role as Chair of the Commission of Children and Families and he believed if there was an effort and initiative developed by this board and the budget committee, the community would rally around this issue. He talked about the issues around selecting members of the citizen panel and suggested an option for each board member to select one and have a collective decision on the other.
Sorensen said the concept of tax fairness will be part of the next round of citizen initiatives. He said another trend is relative lack of interest in county problems by the state. He said we have to have an initiative that captures public interest.
There was a discussion on criteria to be used for appointing members of the committee, such as political acumen, familiarity with the organization, demonstrated fiscal skills and other criteria. There were also questions regarding the size of the group and how compelling the recommendations of this group would be; if they're going to be vested with the authority to make effective recommendations that are fairly compelling.
Commissioner Weeldreyer suggested a subcommittee with the charge to define specifics for selection criteria and a tighter focus of the charge the citizen's group is going to have in defining services. The group will consist of Commissioner Green, Chair; Commissioner Cornacchia, Pat Rogers, John Goodson, Mike Gleason, Jan Clements and Mike Moskovitz. Moskovitz will coordinate the schedules.
There was agreement to meet as the Leadership Team again at the end of a Wednesday Board meeting sometime in August.
There was a lunch recess taken.
4. ORAL REPORT/FINANCIAL SYSTEM
Van Vactor said the financial system is on schedule and the contract with People Soft and BIT had been brought to the Board for approval. He said at that point the Board directed that we try to do the entire project for $2 million rather than $2.5 and they are now in the process of trying to bring in a consultant from Coopers and Lybrand to describe some of our options. He said at the same time they thought they would get advice from the consultant on some outstanding issues within the IS department.
Gary Ingram said we have two contracts that the County is signing for financial systems: one for the software from People Soft and the other part is with BIT. Ingram discussed the difficulty the County was having in attracting qualified applicants for the database administrator position. He also discussed the issue of staffing levels for the project team and how to free people up for the project team while still keeping the remaining financial systems going.
Suchart said that they will meet with people from Coopers and Lybrand to discuss those issues that will be addressed with department managers in a meeting on August 15 and after that meeting they should be able to have some recommendations to bring back to the board.
5. ORAL REPORT/COMMUNICATION
Weeldreyer said this item was a follow up to an item at the previous months retreat regarding how communication flows within departments.
Chuck Forster said there are mandatory monthly staff meetings and weekly unit meetings as well as a voluntary first Tuesday meeting designed for anyone who wants to come and ask questions of the Director. He said their management team meets weekly and publishes minutes and at least twice a month, an all staff memo goes out. He said each unit is assigned the responsibility for running the all-staff meeting and issuing a request for agenda items.
Jim Gangle said they have quarterly meetings with the whole department where each section provides a report and they have an opportunity for recognition of employees. He also has some message about budget, policy or whatever is of importance. Occasionally they have someone come in for specific trainings. He meets with managers weekly and the following day, the managers meet with their individual sections where the same information is conveyed. He said on several occasions he's had the whole department together for a specific issue. He said he uses groups as best he can for processing information, making decisions, and problem solving.
Chuck Ryer said because many of the staff are shift workers, they use two different lines of communication. They have a monthly meeting the first Thursday of each month, with agenda items being requested from the units as well as a monthly meeting with detention staff. He said they use E-Mail to a large extent. The management team meets on a weekly basis. He said he meets with the counseling supervisors and detention supervisors on Tuesday, and on Wednesday and Thursday each of the units meets with their supervisors. He said there are weekly shift units meetings and monthly shift supervisors meetings in detention. They also communicate by memorandum in the log book.
John Goodson said their management teams meets roughly on a 2 week basis and they provide copies of the minutes to all employees. He said because of previous communication problems they used Glacier and Associates for about 2 years to explore ways to improve communications. One of the things that resulted from that was new employee orientation. Each of the division managers and other key people do presentations on what is done in their division, give people more of a sense of how they fit into the entire PW department and why their job is important. He said they also publish a monthly newsletter. He tries to get out in the field and talk to employees and all of the managers have an open door policy.
Linda Morrison said because of the shift work and the size of the department, they are unable to have all employee staff meetings. She said Rob had an open door policy. She said there is a monthly management team meeting which included managers, supervisors and other people who work out in the programs. Every program is expected to have work teams who hold regular meetings. Those can be once a week, once a day, or in some cases, daily. She said they use E-Mail a lot and sometimes attach something to paychecks. Any work unit at any time can request Directions to come in and help with respectful communications. The management team meetings include all levels of staff.
Pat Rogers said they have a general staff meeting with all the program people twice a month and a weekly program supervisors meeting as well as weekly program meetings. She said at those weekly meetings, each staff person takes a turn at chairing the meeting, setting the agenda and making sure that the minutes get done and circulated. She said another week they invite all the program Healthy Start providers. She said she has an open door that is scheduled at a date and time that the staff can come and bring any particular issues that they might have, as well as a drop-in policy. She said they have a post-it board for announcements, E-Mail, training etc. She said they also have a circulation folder and she does a lot of walking around and dropping in. She said they have had some issues come recently and they are using Directions in that regard.
Gary Ingram said they hold a monthly department meeting and a management team meeting every week. He said each week they also have 2 groups that are meeting; user support and the infrastructure. The application group meets once a month. The rest of the communication goes through E-Mail and they post all of the minutes on the internet. They also have a group set up with the user support group and the information services input group and that is external, and with major users within the departments, and that meets weekly.
Teresa Wilson said their department was so small their main mode of communication was E-Mail and around the coffee pot. She said particularly during budget season she uses E-Mail a lot to let people know what is going on. She said a monthly staff meeting is scheduled but it's usually canceled in favor of quarterly staff meetings. She said she didn't believe there was anyone in their department that wasn't willing to bring up an issue for discussion.
Jan Clements said Dan Hueval had formerly established a bi-weekly meeting with the president of the union. He said a few groups have the opportunity to call for as-needed meetings with administrators. He felt there is a good working relationship with union members and their elected representatives. He said they have centralized meetings and he meets with captains on as needed basis. He said he, the captains and lieutenants meet once a month and they have an expanded management team with various program managers and support services so they can discuss broader issues and they direct their agenda toward whichever meeting theyre having. He said they alternate locations between jail and the main office. He said division commanders will have meetings with their management teams as they see fit and middle managers will meet in their various programs with their staff and first line supervisors will meet with their line staff as they have briefings or there is a cause to do that. He said they lost roll call briefings to an arbitrator's award several years ago in corrections and that was very damaging to their organization. He said they are making a move to train everybody on E-Mail. He said there was an annual awards meeting in February attended by over 400 people. He said during the first 6 months there was a transition team to try to move the new administration and the rest of the organization towards accomplishing specific things. He said now they are going to reform a group to deal with strategic planning for the agency to look out 3 to 5 years. He said those two groups were representative from all levels of the organization. He said their biggest struggle was to establish a uniform protocol to distribute written memorandum because the organization is so large.
Bill Van Vactor said they were a small department and there was a huge amount of informal communication at the water cooler, the photo copy machine and the kitchen. He said in addition, there is a quarterly meeting and get-together 3 or 4 times a year on general County Administration issues. He said the last one of those was while we were in the midst of the budget process. He said he had an open door. He said he meets with the management analysts on Thursday afternoons for about an hour and then David Suchart and Gary Ingram join them to discuss issues in HRMS or IS. He said he meets with Arlene Marshall on Thursdays after board meetings to make sure all assignments are covered.
David Suchart said their system is very informal. He said he meets with the managers on an as-needed basis and tends to meet with each of the managers individually. He said he also manages by walking around and his office is open for people during the day. He said the animal officers often stop by and he goes out there once a quarter during their staff meetings. He said they rely a lot on E-Mail and after Management Team meetings, he sends out E-Mails to division managers saying if you want more detail, please come see me. Each division has routine staff meetings. He said they hold division managers meetings as a group when we have something that needs to get related to everyone at the same time. He said during the budget process, he set a time when he would meet with any employee, in groups or individually.
Commissioner Weeldreyer said that the commissioners had wanted to get a sense of how communication flows within departments and the overall goal of the chair this year is on communication and the purpose today was to share and see how other people in other departments are handling that.
Commissioner Dumdi said it sounded like there were ample opportunities for employees to express their views.
6. 15 MINUTE RULE
Commissioner Cornacchia said the board had agreed as a policy on how to deal with this issue and that if there is a situation where staff believes that an individual commissioner's agenda will exceed more than 15 minutes of their time or their staff's time, they need to tell that commissioner to go to the board and get more support.
Schuart suggested that talking to the department manager about what is going on before making a promise to a group of constituents about what is going to happen would be helpful.
Commissioner Weeldreyer requested commissioners make requests by E-Mail and copy the other commissioners and the department head.
Commissioner Green said if a commissioner is going to make a request that will take more than 15 minutes, it should be brought to the board.
There was a discussion regarding constituent issues being exceptions when those issues apply to specific constituents and do not have county-wide significance.
7. EVALUATION OF BUDGET PROCESS
Garnick said this issue had come up as a result of a discussion of the budget committee and they had agreed that we would try to do some sort of an evaluation.
Heaton said they had put out two similar, but not exact, surveys. One went to the budget and the commissioners and another one, with slightly different questions, went to staff. She said 19 staff and management members returned a survey, and 3 of the budget committee/commissioners group and there was a lot of good information. She said they would like to have a week or two to review this and come back at the next meeting or early in September with some proposals for the next budget session.
9. NEXT MEETING DATE
It was agreed the next meeting would be at the end of a Board of Commissioners' meeting in a couple of weeks and the scheduling would be discussed at agenda setting.
The meeting adjourned at 1:15 p.m.
Jerry Pierce, Recording Secretary
Back to Board Notices