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January 6, 1999
REGULAR MEETING - BOARD OF COUNTY COMMISSIONERS
Commissioners' - Conference Room following HACSA

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 Nelson and Recording Secretary Melissa Zimmer were also present.

1. ADJUSTMENTS TO THE AGENDA

Commissioner Green wanted to add scheduling the commissioners’ retreat under Commissioners’ Business.

2. PUBLIC COMMENTS

None.

3. COMMISSIONERS' ANNOUNCEMENTS

Green stated a retreat for the Board had been scheduled for January 12, but an important PERS meeting was scheduled that Bill Van Vactor needed to attend and he could not attend the retreat. He suggested the date of January 21, 1999 from 9:00 a.m. to 12:00 p.m. at a place to be determined. The Board was in agreement to the date and time.

Weeldreyer gave an update on the Pacific Fiber Link-Fiber Optic Project. She said the resolution of cooperation that the County and cities approved said the County would work with federal and state partners to try and expedite the permits. She added part of the agreement in the counter-proposal the company made was if the County can get all of the permits and allow construction to take place by mid to late February, and if the timelines are met, the County will get up to six pairs of fiber. She said the longer it takes with the legal framework, the less fiber will be offered. She said Milo Mecham and Dan Mulholland of LCOG have been brought into the process. She added that the representative from the Oregon Economic Development Department said they would try to find some money to help fund a work plan with LCOG to get the legal framework for managing this fiber. She also said Klamath County was interested and said it is important that the County keeps on track because they would be creating a model that could be used by other counties. She said she is preparing a letter that will be co-signed by the Board Chairs for Klamath and Lane County that will be sent to the United States Forest Service administrator asking for a meeting and to continue the forward momentum of getting the fiber line up and running.

Green wanted to know Lane County’s commitment.

Weeldreyer responded Lane County is still in a facilitator and convener role. She said that Mike Kelly, Springfield, offered Springfield City Attorneys’ time to get a memorandum of understanding on how they will trade either franchise or right-of-way fees for fiber optics. She added it was not clear whether the fiber line will go from the City of Coburg to the City of Oakridge or from the North County Line to the East County line.

Dwyer commended Weeldreyer for her leadership in this area.

Weeldreyer stated that Peter Thruston and her time is being counted as an in-kind match that is required for the old growth money that economic development has in Salem.

Dwyer stated he is here to work with everyone and the burden of the County has become his burden.

Weeldreyer announced yesterday she attended the Oregon Technology Forum Council meeting. She said the governor chairs the meeting but he hasn’t been attending them regularly. She said the governor thanked them for the work.

Green welcomed Anna Morrison and Bill Dwyer to the Board officially. He said he looked forward to their energy and experience. He said everyone will benefit once everyone is focused. He advised the Board that his style as Chair is that he is there to keep the meeting going. He added he likes to start his meetings on time. He said his office is always open and he is also open for suggestions. He appreciated the vote for Chair and is looking forward to working with Sorenson in a closer relationship.

4. COMMISSIONERS' BUSINESS

a.  Election of Chair and Vice-Chair.

Sorenson nominated Commissioner Green as Board Chair for 1999. Morrison seconded.

Sorenson stated it is important to try at the outset to conduct business in public and out in the open and he appreciates the willingness of the Board to work together to bring about Green’s nomination and election.

Green added he appreciated the vote and support.

VOTE: 5-0.

Weeldreyer nominated Commissioner Sorenson as Vice-Chair. Dwyer seconded.

Weeldreyer stated with Green as Chair and Sorenson as Vice-Chair, there is a lot of leadership experience. She added she is pleased she is working with two former state senators and that Lane County citizens will be served well by this Board.

Morrison commented that she is comfortable with both commissioners leading and said it will be a productive and exciting year.

VOTE: 5-0.

b.  ORDER 99-1-6-1 Appointing a Member to the Lane County Fair Board.

Sorenson reported the Fair Board directs the operations of the Fairgrounds and the Fair Board’s activities. He added one of the member’s term was up at the end of last year: Bob Matson. He said that Charles Warren was the only applicant that applied. He added he and Green interviewed him yesterday. He said he resides in the West Lane District and fulfills the geographic need on the Board for a rural member. Sorenson stated they are coming to the Board with recommendation to approve Charles Warren for a seat on the Fair Board. He added it is an unpaid volunteer position.

Green added Warren was instrumental in the City of Eugene park measures and said he will be a good fit to the current Fair Board.

MOTION: to approve ORDER 99-1-6-1.

Sorenson MOVED, Green SECONDED.

VOTE: 5-0.

c. ORDER 99-1-6-2 Appointing One Member to the Lane County Budget Committee.

Morrison said she contacted David Crowell (he was appointed to fulfill the term last year for Del Phelps) and he is interested in continuing on the Board. She added with his knowledge, he will bring a balance to the Budget Committee.

Sorenson noted Crowell had participated in a number of Lane County advisory committees and knows the expectations.

MOTION: to approve ORDER 99-1-6-2.

Morrison MOVED, Weeldreyer SECONDED.

VOTE: 5-0.

5. EXECUTIVE SESSION as per ORS 192.660

None.

6. COMMITTEE REPORTS

a.  Legislative Standing Committee Report.

Roy Burns, Legislative Standing Committee, reported the only issue is a request to have a meeting in Salem with Lane County’s delegation as a follow-up. He said he will coordinate with Arlene Marshall, Management Services Supervisor, to have the meeting take place the last week in January or the first week in February for breakfast in Salem. He said he will start to receive information from the legislature and the documents will be available in the Board office.

Weeldreyer noted that February 8 is the next AOC Board Legislative committee meeting and it may be a good day to schedule the meeting because some people will be in Salem that day.

Dwyer stated that members of the County delegation can give away certain information, (schedules) that are free. He suggested the Board contact the representatives to ask to be put on the mailing list.

Green reported that he Morrison, Roy Burns and Bill Van Vactor had breakfast with Representative Jim Welsh. He added Welsh was positive about working together with Lane County. He said Welsh’s staff will be available if the Board ever had the need to call him. He added Roy Burns has done a tremendous job in bridging gaps in connecting the Board with the legislature.

7. COUNTY ADMINISTRATION

a.  Announcements

Van Vactor reported that David Suchart E-mailed the commissioners about the location of the Federal Courthouse and the need to communicate today with regard to Lane County’s issues within a specific geographical location. He said Suchart will mail a letter out today regarding the issue.

8. YOUTH SERVICES

a.  ORDER 99-1-6-3 Establishing Within the Department of Youth Services One 1.0 FTE Community Service Worker 1 Position.

Charles Ryer, Assistant Director, Department of Youth Services, explained the Community Service Program is the cornerstone of youth accountability in juvenile justice. He stated it was a program that was originally through a block grant from the Commission on Children and Families which sustains the salary of their project manager. He added they have also set up contracts with other public entities that provide for the majority of the budget. He said currently in the budget there are positions for two community service workers and the project manager. He said today they are asking for the establishment of a third community service worker position. He said the attached budget that has been submitted includes the third position, it is not an addition to the budget. He said the position will allow them to run the optimum number of crews available to meet the community service obligations. He requested the Board to approve the order.

MOTION: to approve ORDER 99-1-6-3.

Sorenson MOVED, Weeldreyer SECONDED.

Green added it was a combination of general fund, grant dollars and dollars from the Commission on Children and Families to support the position.

Sorenson stated it was important to approve this.

Morrison stated she was in support of restitution by the juveniles for accountability to take place. She questioned the increases with regard to the budget.

Ryer responded that all revenues are speculative. He said the items that were not carried over were one-year contracts and they were not budgeted because they may not be renewed. He added the increases in the line items were adjustments for merit increases.

VOTE: 5-0.

9. PUBLIC WORKS

a. FIRST READING AND SETTING SECOND READING AND PUBLIC HEARING Ordinance No. PA 1126 Renaming Fourth Avenue, East Fourth Street, and a Portion of Lake Street, in the Plat of Erhardt Acres to Seaview Lane. (19-12-25) (Public Hearing: February 24, 1999)

Bob Ezell, Public Works, informed the Board that the action today was setting the Public Hearing for February 24, 1999. He said it was a petition that came to the surveyor’s office and a majority of the land owners along the street want to rename the road so that it better reflects the area of their community. He added it complies with Lane Manual 15.020 and they recommended that the Board authorize a Public Hearing.

MOTION: to approve First Reading and Setting Second Reading and Public Hearing/Ordinance No. PA 1126.

Sorenson MOVED, Morrison SECONDED.

VOTE: 5-0.

b.  ORDER 99-1-6-4 Reappointing Two Members to the Roads Advisory Committee.

Weeldreyer nominated Ken Englemen to represent the East Lane Commissioner District on the Road Advisory Committee. She added it will be his second term on the commission and he brings a lot of experience and commitment to the position.

Morrison noted, in regard to the appointment of Leo Stapleton, that he has been on the committee for many years and has vast knowledge of roads. She added he has agreed to continue to serve.

MOTION: to approve ORDER 99-1-6-4.

Weeldreyer MOVED, Morrison SECONDED.

VOTE: 5-0.

Green added both of their terms expire in December of 2002.

10. CONSENT CALENDAR

A.  Approval of Minutes:
November 24, 1998, Regular Meeting 9:00 a.m.
November 24, 1998 Joint BCC/CVALCO, 12:00 noon
November 24, 1998, Regular Meeting 1:30 p.m.
December 2, 1998, Regular Meeting following HACSA
December 9, 1998, Regular Meeting 9:00 a.m.

B.  Assessment and Taxation

1)  ORDER 99-1-6-5 Refund to Willamette Industries, Inc.

C.  County Counsel

1)  ORDER 99-1-6-6/In the Matter of Selecting Newspapers to Publish Ballots, Annual Statement of Contracts, Personal Property Tax Warrants, and Notices of Real Property Tax Foreclosure.

D.  Health and Human Services

1)  ORDER 99-1-6 -7/In the Matter of Appropriating $40,924 in Revenues and Expenses in the Department of Health and Human Services (34) for Fiscal Year 1998-99 for Chemical Dependency Detox Services.

2)  ORDER 99-1-6-8/In the Matter of Increasing Revenues and Expenditures in Health and Human Services as Part of a Grant Resolution for Lane County’s Contract with the State of Oregon for Managed Mental Health Services.

3)  ORDER 99-1-6-9/In the Matter of Appropriating an Additional $82,335 in Revenue and Expenditures in Fund 286 for Individuals with Developmental Disabilities; and Granting Authority to the County Administrator to Sign PAAF #43 to the 1997-99 Intergovernmental Agreement 20-001.

4)  ORDER 99-1-6-10/In the Matter of Increasing Appropriations in Revenues and Expenditures in Health and Human Services in the Amount of $20,000 for Oregon State Library Services.

5)  ORDER 99-1-6-11/In the Matter of Awarding Two Contracts for $28,080 Each to Doctor Jerome Vergamini and Doctor Bazil Freedman and Authorizing the County Administrator to Sign the Contracts (CABHU).

6)  ORDER 99-1-6-12/In the Matter of Appropriating an Additional $315,039 in Revenue and Expenditures in Fund 286 for Individuals with Development Disabilities; and Granting Authority to the County Administrator to Sign PAAF #45 to the 1997-99 Intergovernmental Agreement 20-001 and Subcontract Amendments with Albertina Kerr Centers and Midcoast Enterprises.

E.  Public Works

1)  ORDER 99-1-6-13/In the Matter of Accepting a Deed of Land to be Used as a Public Road Easement for County Road No. 540 (Irvington Drive) (17-04-03).

2)  ORDER 99-1-6-14/In the Matter of Awarding Material & Services Contract No. 98/99 PKS-04, Armitage Park Manufactured Home, to Great Western Homes, Inc. for $54,186.00 and Delegating Authority to the County Administrator to Sign the Contract.

3)  ORDER 99-1-6-15 Vacating a Portion of the Exterior Boundary Line of Block 5, Lot 3 in First Addition to Kensington Park, as Platted and Recorded in Book 37, Page 30, Lane County Oregon Plat Records, Without a Public Hearing, and Adopting Findings of Fact (18-02-29).

Sorenson requested that all the minutes be pulled to ask a question.

MOTION: to approve the Consent Calendar without section 10 A.

Weeldreyer MOVED, Sorenson SECONDED.

VOTE: 5-0.

Sorenson stated his question had to do with the explanation of "absent" or "excused" from meetings. He stated that attending meetings was not part of the oath of office. He said he wanted to bring attention to the November 24 meeting, the regular meeting and the CVALCO meeting at 12:00 p.m., where one is listed as absent and the other is listed as excused. He said if he wasn’t at a meeting, he wanted to be listed as absent.

Van Vactor stated there is a set of rules in the Lane Manual, Section 3.05 that discusses Board Rules. He said he would obtain a copy and discuss it at the retreat on January 21.

Weeldreyer said she was absent at the November 24th meeting because she was sick and was also absent at the lunch meeting.

MOTION: to approve the minutes, changing the members deemed absent to be deemed excused.

Sorenson MOVED, Dwyer SECONDED.

Wilson noted that since Morrison and Dwyer were not participants in the meeting, if they did not wish to approve the minutes, it would be appropriate for them not to exercise a vote on it.

VOTE: 5-0.

11. DISTRICT ATTORNEY'S OFFICE

a.  ORDER 99-1-6-16/In the Matter of Extending a Lease Agreement with Centennial Bank from April 1, 1999 Through March 31, 2004 and Delegating Signature Authority to the County Administrator to Sign the Contract Extension.

Doug Harcleroad, District Attorney, reported that Centennial Bank has worked well for them for the last four years and they need to renew the lease or something else needs to be done. He added that Centennial Bank would like to have the space back. He said they have this option and they are exercising it.

Van Vactor added he is supporting recommending to renew the lease because it preserves the County’s rights to that site. He added that LCOG has given notice that they are moving out June 30, so their space would be available then. He said if they can work something out with Centennial Bank, that will be done, if it can’t be worked out then the County has exercised its right under the lease and they have the space for five years.

Harcleroad said his department is crowded and they have good space now for the family law section. He said they are highly automated, in a new building and they designed it themselves because they were the first tenants. He said four lawyers have over 6,500 cases to handle, so he is reluctant to move them into space that is not as good or not designed as well to be as efficient as they can possibly be.

Morrison was concerned about the square footage price if the County needed to find a new location. She wanted to know the indirect square footage price for the Public Service Building as opposed to the Centennial Bank Building.

Van Vactor indicated he didn’t have the information with him, but would provide it for her. He said the financial problem the County has is that Harcleroad needs space in the Criminal Law Division and it is a general fund activity. He said if they take space in the Public Service Building, it adversely impacts the general fund, whereas Family Law is subsidized two-thirds by the federal government.

MOTION: to approve ORDER 99-1-6-16.

Dwyer MOVED, Morrison SECONDED.

VOTE: 5-0.

12. EMERGENCY BUSINESS

None.

13. OTHER BUSINESS

Green commented that items under the Consent Calendar that a commissioner may have a question on can be pulled and the remainder of the Calendar can be voted on. He added Dwyer had a questions under the HACSA Consent Calendar, ORDER 99-1-6-1H, the agency procurement policy.

Dwyer stated it was too important a policy to be put onto a Consent Calendar without a discussion.

Green questioned Dwyer about having the Housing Director come to the next meeting to discuss the issue.

Dwyer responded affirmatively.

Teresa Wilson, County Counsel, recommended to put it back on the agenda for next week and request that the Housing Authority Director be present.

Green stated that the item will come back next week per Dwyer’s request.

There being no further business, Commissioner Green adjourned the meeting at 10:20 a.m.

Melissa Zimmer
Recording Secretary

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