minhead.gif (11357 bytes)APPROVED 3/10/99

February 10, 1999
REGULAR MEETING BOARD OF COUNTY COMMISSIONERS
Following HACSA - Harris Hall Main Floor

Commissioner Bobby Green, Sr., presided with Commissioners Bill Dwyer, Anna Morrison, Peter Sorenson and Cindy Weeldreyer (via telephone) present. County Administrator Bill Van Vactor, County Counsel Teresa Wilson and Recording Secretary Melissa Zimmer were also present.

1. ADJUSTMENTS TO THE AGENDA

Green said there was a request to take 9. a. after the HACSA meeting.

2. PUBLIC HEARINGS

None.

3. PUBLIC COMMENTS

None.

4. COMMISSIONERS' ANNOUNCEMENTS

Dwyer noted that he had the NACo legislative affairs analysis of what is happening with the president's budget. He said they only go to elected officials and thinks it is important that it gets distributed to all departments.

Green said that he and Van Vactor will be going to Washington, D.C. and they could talk to the lobbyist while they are back there.

Van Vactor added in terms of staff capability, some departments are situated better than others, and other departments haven't been able to take advantage because of their staffing issues.

Sorenson reported that the Lane Transit District Bus Rapid Transit Steering Committee is meeting and of specific interest to the South Eugene, Springfield and East Lane commissioners, as they are taking up the Glenwood design of the bus rapid transit route. He said it affects three districts. He said he had written a note to the Lane Transit District about some of the issues connected with bus rapid transit and sent copies to all of the commissioners. He said he attended his first meeting with the Lane Region of Air Pollution Authority and they are planning a series of workshops and public involvement. He said on Tuesday, February 16, there will be the Human Service Commission that he will be attending. He added he had been working with a group of ministers who want to tour the Lane County Jail. Sorenson said he and Captain Clague have been working with the group and have set the tour for Tuesday, February 16.

Morrison reported that she and Van Vactor are going to Florence to meet with the City and Heceta on the water district intergovernmental agreement. She said she will be attending the Wastewater Metro Meeting in the morning.

Weeldreyer reported that she and Morrison are working with the regional partnership and are taking a proactive approach. She said they will be working with staff to bring forward a regular Board agenda item, to formalize the Board's position on a nested region concept by which seven counties (Lane, Linn, Lincoln, Benton, Polk, Yamhill and Marion) would do planning and develop guiding goals by which they would make investments at three nested region levels. She added Lane County would be one nested region, Linn, Lincoln and Benton another and then Yamhill, Polk and Marion, a third. She said they would get together once a year to report how they invested the funds that came to them according to that seven county vision. She added the state is pleased with the approach and has offered $20,000 by which to have the coordinating meetings necessary, to develop principles and put the legal framework in place.

Green stated he had a conversation with Bob Speaker on this issue and he understood that Bob Adams is the representative for Benton County, and there seems to be a different level of understanding with that commissioner and what the Board is doing. He said it would be helpful if they got together to do the reports.

Dwyer reported the Public Lands Committee appointed him to represent the County as a member of the Sake of Salmon.

Weeldreyer commended the PeopleSoft team for the monumental effort that took their extra time. She said AOC created a special commissioner priority around telecommunications and President McArthur asked that she chair the committee.

Green noted the Future Agenda and dates that were highlighted. He said the charge of the Board is to get the work done. He said the Board needs to stay flexible to attend the meetings. He added it is important for the commissioners who have calendars on their desks to keep them up-to-date.

Green said with regard to facilities, Sorenson mentioned having a citizen advisory group around facilities. He said he would rather it be composed of citizens as well and commissioners and recommended Bill Dwyer and Anna Morrison as representatives. He said he agreed with Dwyer with regard to high level policy discussions. He said something needs to be constructed so when there are issues around facilities, there will be a place for that issue to go, instead of falling on David Suchart's desk. He said there will be issues around space coming up.

Van Vactor expressed the appreciation for citizen involvement in terms of suggestions and ideas, but ultimately it is the Board's call. He said timing is another factor with LCOG moving out and private parties wanting to move in. He said there needs to be a comprehensive facilities plan so when the issues come up, there is a place to go.

Sorenson said he is in favor of an ongoing citizens advisory facilities committee because of the expertise from the public, and a perspective that would be different from just relying upon the commissioners or staff. He said there needs to be a process that involves the public.

Green said he was looking for a good process for managing these issues.

Van Vactor noted that there is a process where occasionally the County uses task forces as opposed to committees and they have a shorter life, but are not ongoing.

Green suggested to Dwyer and Morrison to map out what their tasks will be and then report back to the Board.

5. COMMISSIONERS' BUSINESS

a. UPDATE Facilities Capital Improvement Projects.

David Suchart, Management Services, reported that there was an open house last week for the Community Correction Center. He complimented Paul Sachet and John Clague and their crews for moving the project along from being far behind to being done on time. He said they have a temporary occupancy permit for the women's dormitory in the building and it had been occupied as of January 30. He added they are continuing with the main facility, looking at April 1 as the opening. He said the Juvenile Justice Center is moving along well and they are ahead of schedule and under budget.

Van Vactor said that Steve Carmichael noted that as they get close to completion, they will need to name the area. He said as a general proposition, they are inclined to call it the Lane County Youth Campus and the Juvenile Justice Center for Detention and Counseling Center. He said the plan at this time is to reconvene the task force in the beginning and bring specific naming proposals to the Board. He said in addition to getting closer to a completion date, it will be time to plan a grand opening and community celebration.

Suchart reported that they will finish the inventory with the departments on their facilities' needs for the future. He said he will be bringing to the Board a full capital improvement plan, with short, long and various options. He added they are looking at all the different downtown buildings that are available and he will present all the contingencies that will be available.

Van Vactor recommended when the inventory is completed that David Suchart appoint a Board subcommittee to take a look at it. He said that the Board of Commissioner's involvement is critical.

Sorenson commented that there should be a citizen advisory group on facilities. He said he sees it being tied into a public role. He said there are people willing to participate by bringing ideas from the community. He said he wanted to suggest it as an alternative to creating a Board committee.

Van Vactor asked Suchart to talk to the roofer to get a schedule from him. He said he wanted a documented letter.

Suchart responded that he will get the documented letter and present it to the Board, outlining the schedule for completion.

6. EXECUTIVE SESSION as per ORS 192.660

To take place in the afternoon.

7. COMMITTEE REPORTS

a. Legislative Standing Committee Report.

Bill Dwyer reported that they had their meeting last Thursday where they discussed policy issues and made recommendations in regards to bills that may benefit Lane County and the public in general.

Roy Burns, Legislative Representative, reported the Legislative Committee met and agreed to modify the forms to include some additional questions, to better allow the Board to assess the issues. He said they have taken a position and recommend that with Senate Bill 271 (that modifies for exemption to certain public contracts) they drop the bill as it is not important to track. He said with regard to Senate Bill 272 regarding public contracting, they recommended monitoring that bill.

Dwyer suggested to approving the recommendations of the subcommittee. He added everyone is encouraged to bring their ideas so they can be discussed. He said the bills are originating somewhere else, they are going through the departments and with regard to this issue, it needs to be approved and implemented like the consent calendar concept, to expedite them.

Burns stated that in the past the Board has accepted or rejected the committee recommendations.

Dwyer MOVED approval of the subjects in the Background Discussion, under 7. a., on how the committee suggested to deal with these particular five bills.

Sorenson SECONDED.

VOTE: 5-0.

8. COUNTY ADMINISTRATION

a. Announcements

Van Vactor reported that yesterday there was a meeting of the PERS Board and an Employer Rate Subcommittee was formed. He said the first agenda item of the PERS Board was setting preliminarily the interest earnings over the course of 1998 to the different accounts. He said staff at this point are not recommending any different practice from the past. He said they recommended to the PERS Board (and what they tentatively adopted) an allocation of 21.42% to the variable and 13.77% to the regular account. He said that will increase the unfunded liability of the public employers in the state of Oregon because the employees' accounts will grow at a faster rate than the employers. He said there is a high level of interest and the subcommittee brainstormed, presenting 23 ideas for the PERS Board to consider. He added they had a limited analysis of those 23 ideas, because most of the ideas had legal or administrative problems. He said they did recommend further work on nine of the items, and two of them were reporting suggestions they made. He said one idea would allow the public employer to participate in the variable to the same extent that the public employee would. He said continued work needs to be done. He said they were tentatively going to set the rate on March 29. He said a strategy is to work with AOC about some type of formal communication to the leadership in Salem, that Lane County doesn't agree with the proposed rate structure.

Weeldreyer reported that she attended an AOC Board dinner where this matter came up. She said while it wasn't one of their six priorities, it is a very serious priority for a number of counties. She said they are supporting creating a special lobby team around the PERS issue and there was support for AOC to continue to move this forward.

b. ORDER 99-2-10-1 Appointing Two Members to the Public Safety Coordinating Council.

Green stated this order is to appoint two City of Eugene representatives, Mayor Jim Torrey and City Council Bobby Lee, replacing Laurie Swanson-Gribskov and Ken Tollenaar.

MOTION: to approve ORDER 99-2-10-1.

Sorenson MOVED, Morrison SECONDED.

VOTE: 5-0.

9. PUBLIC WORKS

a. ORDER 99-2-10-2 Approving the Parks 2005 Plan.

Bob Keefer, Parks Department, noted since the last meeting with the Board of Commissioners, there have been additions to the plan recognizing the concerns from the meeting, including low income residents, and looking for additional funding sources. He said after today they will look at how they will be implementing these items. He added every item that will be a policy change will come back to the Board for approval. He said the order today gives blanket approval from the Board stating they approve of the direction. He added they started looking at other funding options, including tax foreclosed properties. He said they also began their budget development for the next fiscal year, utilizing the 2005 Plan as their basis for the budget.

MOTION: to approve ORDER 99-2-10-2.

Dwyer MOVED, Morrison SECONDED.

VOTE: 5-0.

b. RESOLUTION AND ORDER 99-2-10-3 Approving a Project Design Concept and Acquiring Fee or Other Interests in Portions of Certain Real Properties for Improvement of South River Road, M.P. 0 to 0.29, Based on the Findings in Exhibit A; and Authorizing Staff to Prepare a Right-of-way Plan Necessary to Construct the Road, Pursue all Necessary Planning Actions, Acquire Right-of-Way and Prepare Plans and Specifications for Improvement of Said Road.

Ollie Snowden, Public Works, reported they will come back to the Board for design concept approval on the major road projects. He said this had gone through public participation, they had at least one public meeting and a public hearing where they had an opportunity to submit their comments. He said this project is 3/10 mile long and runs from South Cottage Grove city limits to Highway 99, and has been a project that the City of Cottage Grove has supported for a number of years. He said he is asking the Board approval of the project that is $660,000, they have identified in the capital improvement plan. He said they would be converting a 20 foot wide rural section to an urban section which means curbs, gutters and sidewalks and it will have 11 foot lanes and a six foot bike lane.

Dwyer questioned if there were any assessments to abutting property owners.

Snowden replied there would be assessments to the abutting property owners. He said if the Board approves this today, the next step would be for Don Maddox to come back and give a director's report on what the proposed assessments are estimated to be for the abutting properties. He added it would be an issue for the school district because the school district has 1500 feet of frontage and the last assessment project was about $28 a foot.

Sorenson stated it was valuable to him to have these projects (when they are coming up through the department) put on the road tour. He added it is valuable for the commissioners who are not from the specific district to have the opportunity to visit.

Morrison questioned whether there were any problems with the right-of-way acquisition list.

Snowden replied not to his knowledge yet. He said the standard process is to include with the order, a list of properties from which they need right-of-way. He said it will authorize them to proceed to condemnation if they need to go to condemnation. He said he doesn't anticipate they will have to and in most cases they don't.

Weeldreyer noted that section of River Road had one house on the east side of the road and an old mill site that had the last covered railroad bridge. She added River Road had already been improved all the way up to the city limits and this is the last piece that needs to have urban treatment. She said this is another example of an arterial for Cottage Grove and it is for the traveling public who will receive the greatest benefit. She added there needs to be a fair and equitable way for those system improvements to be done with less impact to the individual property owner.

MOTION: to approve ORDER 99-2-10-3.

Weeldreyer MOVED, Morrison SECONDED.

VOTE: 5-0.

c. RESOLUTION AND ORDER 99-2-10-4 Approving a Project Design Concept and Acquiring Fee or Other Interests in Portions of Certain Real Properties for Improvement of Coburg Road, M.P. 4.02 to 4.84, Based on the Findings in Exhibit A; and Authorizing Staff to Prepare a Right-of-Way Plan Necessary to Construct the Road, Pursue all Necessary Planning Actions, Acquire Right-of-Way and Prepare Plans and Specifications for Improvement of Said Road.

Ollie Snowden, Public Works, reported the process for this was the same as the previous order. He said the project runs from the Game Farm Road intersection to Armitage Bridge. He said there are three different types of cross-sections in the project, from the Game Farm intersection to the urban growth boundary, it would be an urban section with curbs, gutters, sidewalks, bike lanes and a center turn lane. He said from the urban growth boundary to the entrance of Armitage Park, it would be a sidewalk, curb and gutters on the northwest side and a shoulder on the southeast side, and from Armitage Park entrance to Armitage Bridge it is an overlay project. He added it would be an assessment project for those portions that have the curbs, gutters and sidewalks.

Weeldreyer stated that this needs to be done and she has concerns about coinciding with the work that the County is doing on Pearl Street from downtown Coburg, in the second phase of the County project. She said she had heard from business owners, (Coburg Chamber of Commerce and in a joint meeting with the Coburg City Council last month), about having both of those projects simultaneously. She said it will have an economic hardship on several of the business in the city area of Coburg. She added she is fully supportive, but wanted Public Works to time it so these projects are not happening simultaneously.

Sorenson questioned the down side of not approving this order.

Snowden said it tends to create a domino effect when they start to rejuggle their work. He said to move this to next year, they would have to look at the project for next year. He said that would mean that Bob Keefer would have to go another year without a left turn lane. He said this is not a guarantee that it will go this year. He said they are not as far along in the design and planning process as they are with South River Road. He said there are permit and right-of-way issues and there is a good chance they may not make the schedule. He said the City of Eugene had been talking to him about relocating Greenhill Road near the airport. He added it is an FAA funded project and it is a County road and they would like to design that. He said if that were the case, the project would need to be in the year 2000 construction. He said this project then would be bumped for one more year.

Green said he would be reluctant to do it at this time without knowing all of the ramifications.

Dwyer said he agreed that the Board needs to be sensitive to the impact to the businesses because they are already impacted. He added that the County always needs to move forward, so he said he will rely on Snowden's judgment to the timing but wants the process to continue.

MOTION: to approve RESOLUTION and ORDER 99-2-10-4.

Weeldreyer MOVED, Dwyer SECONDED.

VOTE: 5-0.

10. CONSENT CALENDAR

A. Approval of Minutes: January 13, 1999, Regular Meeting 9:00 a.m.
January 13, 1999, Regular Meeting following HACSA

B. Health and Human Services

1) ORDER 99-2-10-5 Appropriating an Additional $197,309 in Revenue and Expenditures in Fund 286 for Individuals with Developmental Disabilities (PAAF #48 to the 1997-99 Intergovernmental Agreement 20-001); Granting Authority to the County Administrator to Sign a Contract Amendment with Albertina Kerr Centers in the Amount of $186,946.

C. Management Services

1) ORDER 99-2-10-6 Authorizing the Sale of Surplus County Owned Real Property to Anna B. Gilbert and Jack L. Gilbert (Adjacent to 3970 Marshall, Eugene, Map #17-04-22-31-07500).

D. Public Works

1) ORDER 99-2-10-7 Awarding a Contract to Morton Traffic Markings, in the Amount of $82,046.00, for the Purchase of One (1), New, Stencil Truck, Contract FY98/99 FS-09.

2) ORDER 99-2-10-8 Vacating the East Boundary Line of Lot 5 of Mercer Lake Heights Second Addition, as Platted and Recorded in File 73, Slide 291, Lane County, Oregon Plat Records, Without a Public Hearing, and Adopting Findings of Fact (18-12-01-10).

MOTION: to approve the Consent Calendar.

Weeldreyer MOVED, Dwyer SECONDED.

VOTE: 5-0.

11. HEALTH AND HUMAN SERVICES

a. RESOLUTION AND ORDER 99-2-10-9 Using $10,229 of Lapse Funds in Health and Human Services Administration to Create a 1.0 FTE Temporary Accounting Clerk 2 Position for the Period 2/4/99 Through 6/30/99.

Linda Morrison, Health and Human Services, reported that since last Spring she lost 2 budgeting people to PeopleSoft. She said while that is now over, they started BRASS, the budgeting system, and are involved with that. She added the person who normally does the technical pieces of the budget is in the hospital, so she needs to use other staff for that. She said the staff that is left to do this is not as familiar with the budget process so things take longer. She added they have to do two budgets this year in the same amount of time. She said she is asking the Board to establish a temporary position through June 30, 1999.

Van Vactor concurred with Morrison that the Department of Health and Human Services contributed significant resources to the PeopleSoft project that were not identified in their budget. He added without the assistance of Public Works and Health and Human Services, the County would not have been able to complete the project. He said her description was extremely accurate.

MOTION: to approve RESOLUTION and ORDER 99-2-10-9.

Dwyer MOVED, Morrison SECONDED.

VOTE: 5-0.

12. EMERGENCY BUSINESS

None.

Commissioner Green recessed the meeting at 11:20 a.m., to return at 1:30 p.m.

Melissa Zimmer
Recording Secretary

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