APPROVED Approved 1/5/00
August 24, 1999
WORK SESSION - BOARD OF COUNTY COMMISSIONERS
Commissioners' Conference Room - 1:30 p.m.
Commissioner Bobby Green, Sr., presided with Commissioners Bill Dwyer, Anna Morrison, Peter Sorenson and Cindy Weeldreyer present. County Administrator Bill Van Vactor, County Counsel Teresa Wilson and Recording Secretary Melissa Zimmer were also present.
11. PUBLIC SAFETY
a. INFORMATION AND DISCUSSION Detailing Several Short-Term and Long-Term Capital Improvement Projects, in Addition to Major Facility Maintenance Projects Required at the Lane County Sheriff's Office Correctional Facilities.
Jan Clements, Sheriff, requested placing d) in front of c) as they are all interrelated. He said there is the State Criminal Alien Assistance Program (SCAAP) that is a federal reimbursement program for people who are illegally in the country and have co-occurring criminal charges. He said the present condition in the correctional facilities is monies budgeted for the indirect goes to the maintenance of those facilities. He added money was not coming from the correctional division and those programs to support the maintenance of those facilities. He said there is no money budgeted within the County general fund or Sheriffs Office to address mid- to large maintenance issues. He said if the items are of a critical nature that are identified in the Board packet were funded, it could total $1.2 million, but a more conservative figure is $900,000. He added it is 50% more than presently is available in both years for which they sought and gained reimbursement. He noted they had not sought reimbursement earlier as they did not have the capability of getting the data. He said if the appropriation of revenue is accomplished, then his recommendation is that the remaining SCAAP monies be retained for capital improvement and unbudgeted maintenance needs.
Sorenson asked what would happen if all the money is given to the Sheriffs Office.
Clements noted there is an excess of $800,000 but still short of liberal estimates of what the costs of the projects would be. He stated he was reluctant to say any needs would go off the list as everything is needed.
Mark Graham, Sheriffs Office, stated they should look at staff safety issues (like bullet proof vests) as they need to be a priority. He added facilities need to be looked at where inmates are handled, to provide heat and dry conditions. He said if he had to remove a project, it would be the CCC Porch as it is an option, but there are other issues with roofs that are a priority.
Sorenson asked why money is going toward capital instead of operational funds.
Clements noted that the capital side had been under-resourced and the responsibility is to maintain and improve the facilities to keep current with the services they are delivering. He added this money is not guaranteed to be renewable.
Graham stated they had not put capital projects in their budget because for the last two or three years there had been no increases in the budget. He added they didnt know they would need a new HVAC control system, until it collapsed.
Clements added that they had not planned for the maintenance of existing services.
Weeldreyer asked about the need for bullet proof vests and the need to buy new ones.
Clements noted there had never been an appropriation of money expressly for bulletproof vests. He said they had gone out to purchase the vests and the manufacturer will not warranty them past five years. He said because the grant allowed them to purchase the vests at 50 cents on the dollar, they asked what reasonable needs are now and in the immediate future.
Morrison asked how many officers used the vests.
Graham responded 218 officers.
Morrison asked if all vests needed to be replaced at one time.
Tom Brett, Sheriffs Department, responded they have a three year window that began July, 1998 in the program and the end of the first year is August 31 to make the first request. He noted the position they are taking is that, given the nature of federal programs, they need to go in right away for what they need to resource the entire organization now. He said he doesnt think that there will be 218 vests granted, it will be less initially.
Clements reported that many corrections deputies who are weapons qualified have not been issued vests because there had not been an expectation they would go on the road.
Dwyer stated he wanted to see an inventory of the vests and where the money goes.
Brett explained that County matched monies need to be identified and isolated in whatever appropriate budgetary fashion is necessary. He said the reimbursement of those funds is directly from the U.S. Treasury. He added the entire program is Internet based. He said the vests have to paid for up front and once the product is received, accepted and invoiced, then they present an invoice to the federal government. He noted there is a 45 day turn around for the reimbursement. He said the department is out the funding for a short period of time.
b. ORDER 99-8-24-15 Authorizing $160,000 in the Purchase of Bulletproof Vests for Sheriff Deputies and Accepting an $80,000 Bureau of Justice Assistance Bulletproof Vest Partnership Grant.
MOTION: to approve ORDER 99-8-24-15.
Weeldreyer MOVED, Morrison SECONDED.
c. ORDER 99-8-24-16 Accepting a Bureau of Justice Assistance Grant for $404,818 and Delegating Authority to the County Administrator to Execute Grant Documents.
Van Vactor noted that David Garnick, Senior Budget Analyst, recommended appropriating the funds into an operational contingency that had not been allocated today.
MOTION: to approve ORDER 99-8-24-16 with appropriating funds into an operational contingency for the balance that had not been allocated today.
Dwyer MOVED, Sorenson SECONDED.
Clements stated he didnt want this to be just a Sheriffs Office, but an entire County discussion that articulates what the needs are and then decides the best fund and how it would be located. He said he preferred not to have it move that direction out of this meeting.
Garnick stated that the recommendation was to get the funds appropriated because they approved the expenditure of the grant funds, but the dollars are still not incorporated into the budget. He said he didnt want to lose the first year of grant funds and wanted to make sure they got all the money and if the monies are appropriated in a contingency account, they will have to come to the Board to get approval to spend it.
Sorenson stated his support is that they get the funds appropriated into a particular fund, but even though it might be lawful for the Board to spend the funds on other things, that is not the intent of putting them there. He said his intent is that it provides a place for the funds to go, but that they wont be allocated anywhere else until after they have had the discussion the Sheriff requested.
d. ORDER 99-8-24-17 Contracting With Balzhiser & Hubbard Engineers to Complete Specifications and Drawings for the Heating, Ventilation and Air Conditioning Controls for the Lane County Adult Corrections Facility, Expenditure of Approximately $21,000 in SCAAP Funds and Delegating Authority to the County Administrator to Execute the Contract Documents.
Clements reported this would authorize expenditure of $21,000 of SCAAP funds for the completion of specifications and drawings for the HVAC controls in the Lane County Adult Correctional Facility.
Van Vactor asked if there would be a subsequent draw for the construction.
Graham noted that he doesnt know how he will be able to control the heat after January 1 because he doesnt have any computer to do that. He said he hopes that the specifications and drawings can be completed so they could determine how many people could qualify for this, and it will tie into the existing computer for the new construction project. He said they have a new computer and control system for the new addition to the jail and that immediately saved $25,000. He said it is his expectation when they get the drawings and specs, they will know what kind of costs, so he is not asking for the difference.
Morrison suggested to wait on the $21,000 until they received all the bids.
Graham responded they are talking about the HVAC system for the Custody Referee space that is part of the bid and the controls for the rest of the facility, that is an 88 bed addition that was put on in 1988.
MOTION: to approve ORDER 99-8-24-17.
Weeldreyer MOVED, Dwyer SECONDED.
VOTE: 4-1 (Morrison dissenting.)
12. EMERGENCY BUSINESS
Melissa Zimmer, Recording Secretary
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