APPROVED Approved 8/4/99
May 5, 1999
REGULAR MEETING - BOARD OF COUNTY COMMISSIONERS
Harris Hall Main Floor - following Board of Health
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.
1. ADJUSTMENTS TO THE AGENDA
Green noted that 10 a., 10 b. and 12 a. were originally submitted as Consent Calendar items but were listed as regular items.
MOTION: to put items 10 a., 10 b. and 12 a. in the Consent Calendar.
Dwyer MOVED, Weeldreyer SECONDED.
2. PUBLIC COMMENTS
3. COMMISSIONERS' ANNOUNCEMENTS
4. COMMISSIONERS' BUSINESS
a. UPDATE Extension Service.
Janet Calvert, OSU Extension Service, stated the extension service had always emphasized family, and research showed that good nutrition, pre-natal care and involved parents are the key to having healthy children. She noted they had been in the primary prevention mode for 90 years, including involvement with emergency preparedness. She reported that their building will be 35 years old next Monday, they have improved the interior and invited the Board for a reception to see the facility.
Calvert introduced Wilma Kerr, Zetta McDaniel and Sheila Seitz, volunteers, with the Community Leadership Volunteers, who gave a presentation on conducting meetings.
Calvert noted that it was her last presentation at a board meeting, as she will be retiring at the end of June.
b. REPORT Directions Services.
David Suchart, Management Services, stated the Board asked him to respond to questions regarding the contract Lane County has with Directions Services for employee assistance. He said he responded to the nine questions.
Dwyer noted he had seen the feedback survey, but had never seen an analysis of what the people (who did the survey) thought about the services.
Morrison asked who had actually participated and filled out the questionnaire, and the overall summary of their thoughts around the program and the service it provides.
Suchart responded they go to the Joint Labor Management Committee. Suchart stated he wouldnt have information about any individual person.
Dwyer asked if the service was valuable or if it was a waste of time and if there was a more cost effective way to provide the service.
Suchart reported the County had an AEP (an employee that employees went to see) and several years ago when they were evaluating the process, it was decided that the County might be more effectively served by an agency. He noted the proposal was at no cost to the County, they would experiment to see if the County could reduce the cost of employees in terms of Blue Cross, using those kind of services. He added they proved they lowered the costs of the number of employees by having the number of referrals go out to the agency, reducing Blue Cross costs. He noted that last year they went out for bid to find out if someone else could provide the service to the County and no other agencies responded. He added a part of the program has reduced the Blue Cross costs and reduced the cost to the individual employees with regard to the co-payment.
Weeldreyer stated as a Board member and a customer of the agency, she had been underwhelmed both personally and professionally with how the subject of fear is dealt with in large groups and the damage that could be done within an agency. She said she is interested in looking at other options for the County in terms of providing service.
Sorenson asked if there was a method whereby the County gets feedback in the form of categories or anonymous responses by the people who have used the service.
Suchart responded they tabulated them quarterly.
Sorenson asked if the employees were appreciating the service.
Suchart responded that the service is liked, utilized and appreciated. He said he would be happy to get the tabulations back that had been provided at a joint benefit committee and give them to the Board.
Dwyer stated he wanted to see the quarterly reports.
Green stated he was satisfied with the report.
c. UPDATE Facilities Capital Improvement Projects (No Material).
Suchart reported that Serranos moved in on Tuesday and business has been good. He noted they will operate from approximately 7:00 a.m. to 4:00 p.m., serving coffee and other foods. He added the big problem downstairs is lack of heat. He noted that Lane Community College evaluated the kitchen and said the kitchen equipment looks useable if it is cleaned and someone does preventative maintenance. He said the cost will be about $2,500 to upgrade.
He reported for the juvenile justice center, the state is willing to put in the money that it would take to do the Courtroom.
Suchart reported with regard to the jail, it is moving along. He said they are planning on doing a test of the electrical system of the Public Safety facility, on May 14, at 4:15 p.m for Y2K and for preventive maintenance.
Van Vactor asked if the roof would be completed on May 15.
Suchart stated he had talked to Seider, and Seider had warned Umpqua Roofing that if the roof is not completed by May 15, Suchart would go after their bond.
d. DISCUSSION Land Use Compliance Program.
Weeldreyer stated the intent for the discussion was to revisit some of the policies around enforcement of compliance violations. She noted that the Board set a policy working on getting people to come into compliance, not to use it as a new revenue source to fund County government. She said there are a number of properties in Lane County where people have not been responsible property owners and had allowed their properties to get into such condition that it affects the value neighboring property. She said she and Morrison wanted to bring this up as a policy discussion for the Board, look at a new tool that could be available to the compliance officers, establishing a minimum standard for housing.
Green suggested a work session.
Morrison stated she had frustrations about the implementations of County ordinances and in the codes as to what people can or cannot do. She said most people comply with the law but there are flagrant ones that have no intention to comply. She said that if there are liens on properties, the County needs to go forward with them.
Sorenson said there should be a work session. He said the County has a fundamental duty as local government to protect the valid public interest in issues like public safety, sanitation and other things where extreme cases are threats to the public. He added it comes down to funding and money. He said most people want to follow the law and do whats right and there needs to be money and staffing to help people comply.
Dwyer stated he didnt want to penalize the people who obeyed the law for those who dont. He said with regard to minimum standards, there are law abiding people who live in buildings that are not up to code. He said he didnt want to impact the way people lived, if they were not impacting their neighbors or the County.
Jane Burgess, Land Management, stated the biggest challenge is that the process have a beginning and an end, to lien the property if corrections arent made to the violations. She added they cant act on the liens at this time, so the properties remain in the same condition that they were a year or two ago. She said they do not have the ability to do anything and that is what she wants the Board to give direction on. She added they had never foreclosed, and a lien had never gone through the forfeiture process. She also said there were many successes that dont get to the fine or penalty stage.
John Cole, Land Management, stated they are not interested in having a larger staff, but by the time a property is in the stage where they have put a lien on it, there are a lot of dysfunctional issues going on with the people who are involved. He added in this situation the County will not make money on the foreclosure.
5. EXECUTIVE SESSION as per ORS 192.660
6. COMMITTEE REPORTS
a. REPORT Legislative Standing Committee Recommendations.
Dwyer noted they had a report from Roy Burns that his mother was ill and he couldnt be present to give a report.
Jackie Mikalonis, Public Works, stated she was present for Roy Burns and would answer any questions.
MOTION: to accept the Legislative Committees Report.
Dwyer MOVED, Morrison SECONDED.
Mikalonis noted the schedule change for the Legislative Committee, they will meet tomorrow instead of next week and it will change the committee report back.
7. COUNTY ADMINISTRATION
Van Vactor reported he put a letter in the Commissioners boxes from PERS signed by Fred McDonald. He said they had done a demographic analysis of Lane County government and what sets Lane County apart from Clackamas County and Washington County is that Lane County has twice as many employees over age 50 and have more than 20 years in service. He said it means that for a long period of time, Lane County had been a good employer and employees have remained loyal and stayed, and the net effect that PERS had over a large number of years was to punish successful employers.
Dwyer stated it was the same conclusion that he came up with. He said they are working on remedies, to possibly extend the payments over a longer period of time so it minimizes the impact on each budget but extends the obligation further. He said the answer to the problem is to tap the contingency fund for some of the obligation and in the future to be able to match the investment of the employers portion with the investment of the employee.
Van Vactor noted he received a memo from Lauren Chainard who stated that Senate Bill 722 appears to be the vehicle on the PERS issue.
8. CONSENT CALENDAR
BEGINNING OF CONSENT CALENDAR
A. Approval of Minutes:
March 30, 1999, Work Session. 9:00 a.m.
March 31, 1999, Regular Meeting, 7:30 a.m.
April 14, 1999, Joint Elected Officials Meeting, 5:00 p.m.
B. Assessment and Taxation
1) ORDER 99-5-5-1 A Refund to Willamette Industries, Inc.
C. Health and Human Services
1) RESOLUTION AND ORDER 99-5-5-2 Appropriating an Additional $6,443 in Revenues and Expenses in Fund 286 in the Department of Health and Human Services (34) for Services to Individuals with Mental Illness (IGA 20-001, PAAF 55).
2) ORDER 99-5-5-3 Accepting Revenues of $191,003 from the State of Oregon for Low Income Weatherization Services; to Increase Appropriations in the Amount of $154,058 in Fund 85 for FY 98/99; and to Delegate Authority to the County Administrator to Sign an Amendment with the Housing Authority and Community Services Agency (HACSA) to Provide Weatherization Services.
3) ORDER 99-5-5-4 Amending Chapter 60 of Lane Manual to Revise Certain Health and Human Services Fees (LM 60.840) Effective May 5, 1999. (Rob Rockstroh)
4) RESOLUTION AND ORDER 99-5-5-5 Accepting Revenues from U.S. Housing and Urban Development in the Amount of $466,475; Increasing Appropriations of Revenues and Expenses in the Amount of $39,206 in Fund 785 for Fiscal Year 98/99; to Delegate Authority to the County Administrator to Sign the Revenue Contracts Totaling $466,475 and Subsequent Expense Contracts with Catholic Community Services in the Amount of $25,054, and Lane Sheltercare in the Amount of $8,743 for FY 98/99.
5) RESOLUTION AND ORDER 99-5-5-6 Accepting Revenues from the State of Oregon in the Amount of $135,168; and to Delegate Authority to the County Administrator to Sign a Revenue Contract with the Department of Human Resources and an Expense Contract with Catholic Community Services in the Amount of $62,500.
D. Public Works
1) ORDER 99-5-5-7 Awarding Requirement Contracts to Various Contractors for Establishing Unit Prices for Rock Material Needs During the 1999/2000 Fiscal Year, Contract No. 99/00-M&S-50.
2) ORDER 99-5-5-8 Awarding Requirement Contracts to Various Contractors for Establishing Unit Prices for Liquid Emulsified Asphalt Materials, Delivery, CRC Distributor and Operator Needs During the 1999/2000 Fiscal Year, Contract No. 99/00-M&S-51.
3) ORDER 99-5-5-9 Awarding Requirement Contracts to Various Contractors or Establishing Unit Prices for Asphaltic Mix Patching Material Needs During Fiscal Year 1999/2000, Contract No. 99/00-M&S-52.
4) ORDER 99-5-5-10 Awarding (4) Requirements Contracts for Professional Services in Environmental Consultation in the Not-to-Exceed Amount of $50,000 for Each Contract.
5) ORDER 99-5-5-11 Rescinding the Vacation and Conveyance of Lane County's Interest in the McFarland Cemetery Property in Cottage Grove as Described in Book 106, Page 133, Lane County, Oregon Deed Records, to the Cottage Grove Historical Society (20-03-28-20-1400). (NBA & PM 12/16/98 & 02/10/99)
6) ORDER 99-5-5-12 Accepting a Deed of Land to be Used as a Public Road Easement for County Road No. 1314 (Black Butte Road) (22-03-32).
7) ORDER 99-5-5-13 Vacating a Portion of the Exterior Boundary Line of Lot 2 of Timber Ridge Estates, as Platted and Recorded in File 75, Slides 323-325, Lane County, Oregon Plat Records, Without a Public Hearing, and Adopting Findings of Fact (18-04-07-11).
E. Management Services
a. ORDER 99-5-5-15 Authorizing the Sale of Surplus County Owned Real Property to Arlie & Company (Map #17-03-19-43-00300, Adjacent to 1300 Butte Lane, Eugene).
b. ORDER 99-5-5-16 Authorizing the Sale of Surplus County Owned Real Property to Bogan Construction (Adjacent to 36760 Shoreview Drive, Dorena, Map #21-02-14-00-00200).
F. Youth Services
a. ORDER 99-5-5-18 Delegating to the County Administrator Authority to Execute an Intergovernmental Agreement with the Oregon Youth Authority in the Amount of $396,866 for Services to Youth Offenders.
Morrison pulled items 8 c. 4 and 5. She said she spoke with Rockstroh about it and wanted to comment about them for future discussion.
MOTION: to approve the balance of the Consent Calendar with exceptions of items 8 c. 4 and 8 c. 5.
Dwyer MOVED, Sorenson SECONDED.
Morrison asked that if there was a dollar amount that is dispersed as it was only showing the $8,000 for Lane Sheltercare.
Rockstroh stated there will be another packet that gives the explanation.
Morrison asked for clarification regarding the balance of the money going to the things listed, or to other things. She said if the breakdown is how things are taking place, then it is okay. She added with 8 c. 5, it is dollars coming in for the homeless and teen parent program. She said she had experience in people being able to access these funds for housing needs. She wanted a monitoring system for the people receiving funds, so they truly qualify for what the funds are for.
Rockstroh suggested a work session to explain how public policy works with regard to housing and service.
Green requested a written version first on how the system works and then having a possible work session.
Morrison was concerned about the dollars going where they should and not abuses of the programs.
MOTION: to approve 8 c. 4 and 8 c. 5.
Dwyer MOVED, Morrison SECONDED.
9. INFORMATION SYSTEMS
a. ORDER 99-5-5-14 Awarding a Requirements Contract for Use by Lane County for Computer Networking Equipment, Software and Support Services, to Foundry Networks, Inc., in an Amount Estimated to be Approximately $300,000.00 over the Life of the Agreement, and Authorizing the County Administrator to Execute the Contract.
Jeff Seldon, Information Services, stated this contract is a requirements contract and most of the $300,000 had not been budgeted, but are estimations over the next three years for the items that they will need. He said in order to fund them, the departments will have to come up with that money. He said $107,000 had already been funded for the Juvenile Justice Center (for the new hardware) and expansion in the Public Service Building, as they are running out of ports for the network and maintenance. He said they need the contract in order to maintain the existing equipment and to expand the network.
Van Vactor noted they were anticipated expenditures, but they will go over several years, and by doing one contract the department hopes to be efficient and not put out new requests for proposals each time. He said each department will have to come up with the money to fund it.
Dwyer stated it was prudent as long as the departments understand that the services are not going to be provided for free.
MOTION: to approve ORDER 99-5-5-14.
Dwyer MOVED, Morrison SECONDED.
10. MANAGEMENT SERVICES
a. ORDER 99-5-5-15 Authorizing the Sale of Surplus County Owned Real Property to Arlie & Company (Map #17-03-19-43-00300, Adjacent to 1300 Butte Lane, Eugene). (Please see Consent Calendar)
b. ORDER 99-5-5-16 Authorizing the Sale of Surplus County Owned Real Property to Bogan Construction (Adjacent to 36760 Shoreview Drive, Dorena, Map #21-02-14-00-00200). (Please see Consent Calendar)
11. PUBLIC WORKS
a. ORDER 99-5-5-17 Amending Chapter 18 of Lane Manual to Add Provisions for Hours of Operation, Admission and Fees at Perkins Peninsula Park and to Remove Provisions Relating to Winberry Park (LM 18.100-18.115).
Bob Keefer, Parks Division, reported they are in the final stages of the parks consolidation plan of transferring sites and implementing the rules and regulations, and admission fees for Perkins Peninsula. He noted the Winberry Park lease was terminated on December 31, and the State Parks are operating the facility for the first year. He stated all provisions in Lane Manual dealing with Winberry are no longer the Countys responsibility and are to be removed. He stated the main issue today is dealing with Perkins Peninsula and admission fees at the facility. He said they anticipated they would charge admission fees at Perkins from Memorial Day Weekend to Labor Day Weekend. He noted when they were putting together the consolidation plan and the Parks 2005 Plan, there was an interest among the board and the Parks Advisory Committee to look at waived or reduced fees for people on restricted incomes. He said they are recommending at Perkins Peninsula that they only charge on the weekends and on holidays, similar to what was done at Jasper Park. He said they are recommending staying with the County system of $3 per vehicle parking admission fee, collected only on the weekends. He said for those people who do not want to park their vehicle inside the gate of Perkins, there is a gravel lot outside and people could walk into the park at no charge. He added this recommendation is supported by the Parks Advisory Committee and they understand they need to do further evaluations and studies on the issue of subsidies for low income, coming back to the Board when they can, for a better process for the entire system.
MOTION: to approve ORDER 99-5-5-17.
Weeldreyer MOVED, Sorenson SECONDED.
b. FIRST READING AND SETTING SECOND READING AND PUBLIC HEARING Ordinance No. 1-99 Amending Chapter 9 of Lane Code to Add Provisions for a Solid Waste System Benefit Fee, Remove Criminal Penalties, and Adopting a Severability Clause (L.C. 9.005-9.070, 9.995). (Second Reading & Public Hearing: May 26, 1999, 1:30 p.m., Harris Hall Main Floor)
Ken Sandusky, Waste Management, reported when they came before the Board on March 31, they indicated their consultants wanted them to look at the way they calculated the system benefit charge, and they have met with legal counsel to do that.
Van Vactor noted that he and Sandusky discussed this yesterday, and the fee recommended will be $17.76, and it no longer includes closure and post-closure for Short Mountain, but does include the recycling costs at Glenwood.
Sandusky stated that closure and post-closure will be funded from the disposal part of the fee, rather than the system benefit charge.
Dwyer noted that by removing criminal penalties, it relates to the haulers, and not about the penalties for throwing trash on the side of the road.
MOTION: to approve Second Reading and Public Hearing.
Dwyer MOVED, Morrison SECONDED.
Weeldreyer stated she was receiving calls from people of the McKenzie Valley who are concerned about consolidating into more regional transfer sites. She said they had conversations about leaving the transfer sites in a more cost effective way, or to lower costs by including that as part of the franchise terms. She asked if the division was still looking at that.
Sandusky responded it was his understanding that based on the direction of the Board on March 31, it is an option they want to explore. He added they had talked about coming back to the Board with a more in depth discussion about site closures.
12. YOUTH SERVICES
a. ORDER 99-5-5-18 Delegating to the County Administrator Authority to Execute an Intergovernmental Agreement with the Oregon Youth Authority in the Amount of $396,866 for Services to Youth Offenders. (Please see Consent Calendar)
13. EMERGENCY BUSINESS
There being no further business, Commissioner Green adjourned the meeting at 11:50 a.m.
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