Approved Approved 2/2/00
November 23, 1999
WORK SESSION - BOARD OF COUNTY COMMISSIONERS
Commissioners' Conference Room - 9:00 a.m.
Commissioner Bobby Green, Sr., presided with Commissioners Bill Dwyer, Anna Morrison, Peter Sorenson and Cindy Weeldreyer present. Acting County Administrator Dave Garnick, County Counsel Teresa Wilson and Recording Secretary Melissa Zimmer were also present.
1. ADJUSTMENTS TO THE AGENDA
Green noted 8 e. should be a Consent Calendar item. He announced that Bill Van Vactor will be back for the afternoon session.
2. PUBLIC COMMENTS
Cherie Goodwin, 40069 Log Creek Road, Marcola, spoke on the motocross track in Marcola. She said the track is causing her stress. She noted the track had been cited and Eric Rogers admitted to John Cole that he does not live there, he just wants to ride with his daughter. She said if the matter is not resolved, the neighbors will take him to court. She asked if any commissioners had checked out the track. She handed out information regarding the track. (Copies in file).
Green reiterated that the Board would allow the community to resolve the problem. He added if the Board needs to go back in to help them, they could do that. He said the Board wants to make sure that some effort was made to resolve the problem and they are waiting for a report from John Cole. Green noted there needs to be a follow-up to this by the end of the year.
Dwyer stated he saw the video and he knows that Rogers is not being a good neighbor. He said the motocross activity needs to be stopped.
Goodwin asked if this problem could be taken care of by Spring. She said she didnt want the County to incur money sending John Cole out.
3. COMMISSIONERS' ANNOUNCEMENTS
Green reported there was a meeting of the Strategic Plan and Executive Group at the McKenzie Convention Center. He thanked Bruce O Neil for his hospitality.
Morrison stated she was upset with the discrepancy of the diversity policy that dictated she couldnt have an angel painted on her window.
Dwyer stated he respects all religions but agreed with Morrison and he wanted to put an angel on his office too. He said he didnt think that an angel had specific religious connotations.
Weeldreyer reported that last week she attended the AOC Annual Conference in Seaside. She noted they put a communications officer position into the 2000 Budget for AOC but because of the current dues structure, it would have allocated an assessment to Multnomah, Clackamas and Washington counties at a higher rate because of population. She added in order to accommodate the inequity, they directed the board chairs to move ahead and look at the dues structure to make the assessment. She added there is a need to have a professional public relations coordinator. She announced that Morrison is the new Vice Chair for District 5.
Green reported that with regard to the AOC Conference, he thought some break-out sessions lacked substance and will write a letter to Bob Cantine to let him know.
Weeldreyer noted that she made the same suggestions but they were not taken. She said that Senator Wyden will be at an all day meeting at the Hilton on December 15. She reported that he asked her to sit on a telecommunications panel on Rural Oregon and Rural Development.
Green suggested setting up a presentation about the Oregon Progress Board for benchmarks as an assignment.
4. COMMISSIONERS' BUSINESS
a. UPDATE Y2K.
Jackie Mikalonis, reported that on the computer list most items have been completed. She noted that dog licensing applications, board of property tax appeal applications and the fleet replacement fund will not be ready. She said the systems are easy to work around and dont impact the County. She added they will be ready early in 2000. She noted the online application of AIRS Mainframe application is Y2K compliant and this was the biggest problem that they had encountered. She noted that all power suppliers to EWEB report that they are Y2K ready. She added LCOGs telephone systems are ready. She reported that Lane Countys main focus now is on the rollover weekend, focusing on the Sheriffs Office and the Emergency Operation Center. She added that Lane Countys 911 system is compliant, tested and has been ready for the last four months.
Green asked about programs that were behind schedule.
Gary Ingrim, Information Services, reported that these were the applications that had to wait until they got through some of the major critical systems and werent started as soon as they had hoped. He said the systems running behind were vendor systems, dog licensing and the systems at Public Works. He added they are scheduled to be completed either on December 31, or right after that.
b. DISCUSSION Internal Auditor's Summary of Work Performed During the Six-Month Period from May 3, 1999 Through October 31, 1999.
Dean Stephens, Internal Auditor, reported he had been with Lane County for six months and he had early interviews of all of the commissioners and the department heads to get concerns that they had. He said with that information, he developed a work plan and worked with the Finance and Audit Committee. He noted when he presented his work plan at the Finance and Audit Committee there were more immediate needs for his services in the finance division as there had been problems with People Soft. He said he had learned about the People Soft system running reports that will make the audits run smoother in the future. He stated he wasnt auditing and at this point he had not performed any audits.
Stephens discussed his work plan that included a time line for an entire year he will be presenting to the Board on an annual basis. He noted it was a summary of what he had done instead of a complete work plan for the year.
Dwyer stated that Stephens was hired to work for the Board, but he had been working for everyone else. He thought Stephens would be an internal auditor who would be directed by the Board of Commissioners, report to the Board and take orders from the Board. He asked whose budget his work was coming out of. He said he didnt want Stephens to be so consumed on what needs to be done by other divisions that they will take advantage of him.
Weeldreyer responded she and Green sit on the Finance and Audit Committee (that is a sub-committee of the Board) and part of the duties of the committee is to work closer with the internal auditor. She said because Stephens was new, they thought it was a good use of his time to know people within departments and to do some of this work to gain a better understanding of the overall organization.
Dwyer asked if County Administration was being reimbursed for Stephens time from financial services.
Dave Garnick, Budget Analyst, responded that he is budgeted entirely in the commissioners office and is charged out through the indirect to all the other departments.
Green noted there were matters that needed more attention than what the performance auditor would do, as this position had been vacant for years and things needed to be done right away.
Dwyer stated he wanted to know ahead of time if Stephens would be doing major projects that would be interfering with his work plan.
Morrison said she didnt have any problems with things that had been done to date as there is a learning curve and learning People Soft was an excellent way to get him involved with the finance piece. She said she sees it as a trust level and a time issue and that everything does not have to come back to the Board. She said she sees things that Stephens had done as changing the image of Lane County.
Sorenson noted that the auditor is not a staff person who doesnt have the same relationship with other people in the organization and who reports to the Board. He said it was not appropriate the auditor report to the County Administrator. He said he wanted to see Stephens time spent on performance auditing.
Stephens responded that things did not progress normally in the sense that he would present a proposed work plan for the Finance and Audit Committee and then they would contribute to developing the work plan. He said once it is in proper perspective of what they think he should be doing, it would be presented to the Board and approved prior to performing the work. He noted it was appropriate for the Finance and Audit Committee to be the place he reports to on a functionally daily basis, but he does work for the Board and they would get a chance to approve it in advance.
Green said he was not hearing any objection to the work that had been done, it was the matter in the way it was directed. He suggested to take this discussion back to the Finance and Audit Committee and get a simplification of the reporting process.
Stephens proposed to report to the Board on a quarterly basis on how he is progressing on the work plan.
Morrison recommended Stephens synchronize his work plan with the fiscal year from July to June.
5. EXECUTIVE SESSION as per ORS 192.660
To be held later in the day.
6. COUNTY ADMINISTRATION
David Suchart, Management Services, noted that Tanya Heaton had sent a note to the Board reminding them that there are four Budget Committee members whose terms will be expiring on December 31: Marie Bell, Verna Brown, Marianne Holzer and Carol Jones. Heaton asked to get the new names to her by November 30.
Weeldreyer stated it was her intent to reappoint Verna Brown to represent the East Lane District.
Dwyer said he intends to ask Marie Bell.
7. PUBLIC WORKS
a. ORDER 99-11-23-1 Approving Recommendations of the Roads Advisory Committee for Evaluating and Ranking Applications for Community Development Road Improvement Assistance.
Dwyer stated they did a good job with the final analysis.
Green stated he had concerns about the applications coming back to the chair.
Goodson reported that it could be done however the Board suggests.
Green suggested that the applications go directly to the Roads Advisory Committee. He said they should be copied to all Board members.
Weeldreyer suggested the first sentence, under "project consideration by the Board" be changed to say "that applications would be received by the Director of Public Works two times a year and forwarded to the Board of Commissioners and the Roads Advisory Committee".
Goodson noted on the application itself, they showed the date December 3, 1999 and that was too early.
MOTION: to approve Option 1 of ORDER 99-11-23-1 with the amendment by Weeldreyer including the due date in January, 2000.
Dwyer MOVED, Weeldreyer SECONDED.
Goodson noted it was their intent to send applications out to all cities, and school districts.
b. FIFTH READING AND DELIBERATION Ordinance PA 1133 Amending the West Eugene Wetlands Plan by Adopting New and Revised Plan Policies Related to the Criteria for Wetland Designations, and Adopting a Severability Clause.
MOTION: to approve Ordinance PA 1133.
Morrison MOVED, Sorenson SECONDED.
ROLL CALL VOTE: 5-0.
c. ORDER 99-11-23-2 Reappointing Two Members to the Resource Recovery Advisory Committee.
Ken Sandusky, Waste Management, reported that they are reappointing two existing members, John Hire and Jimmy Duke, with their terms expiring in 2003.
Morrison MOVED, Sorenson SECONDED.
Weeldreyer noted there are two opportunities to make the committee broader in its representation. She suggested to add a rural hauler position to the committee and to have a seat on the board for a solid waste employee. She said by adding these positions, they would get more recommendations out of the committee.
Sorenson stated the people who attend and work on the committee are committed to a wide range of resource recovery issues and broadening the membership is a good idea. He recommended asking Sandusky to have this brought up to the committee.
Morrison said with regards to rural representation, when the application process went out, a rural hauler could have applied.
Dwyer noted that no one applied after advertising the opening for two months.
8. CONSENT CALENDAR
A. Approval of Minutes:
September 8, 1999, Regular Meeting, 1:30 p.m.
September 22, 1999, Regular Meeting, following HACSA
September 22, 1999, Regular Meeting, 1:30 p.m.
September 28, 1999, Work Session, 1:30 p.m.
October 13, 1999, Regular Meeting, 1:30 p.m.
B. Health and Human Services
1) ORDER 99-11-23-3 Authorizing the County Administrator to Sign for Acceptance of the Supplemental I to the "Drug-Free Lane County" Grant in the Amount of $99,551.
2) ORDER 99-11-23-4 Delegating Authority to the County Administrator to Sign a Contract Amendment for Provider Panel Services with PeaceHealth Counseling Services with Funds to be Paid Through Lane County's Managed Care Agreement with PeaceHealth Oregon Region.
C. Management Services
1) ORDER 99-11-23-5 Authorizing the Sale of Surplus County Owned Real Property to Kenneth R. Williams, Former Owner of Record (Map #18-02-21-00-00704, Adjacent to 85346 Edenvale Road, Pleasant Hill).
D. Public Works
1) ORDER 99-11-23-6 Releasing, Dedicating, and Accepting Parcel "A", in the First Addition to Sylvan Oaks, Book 53, Page 3, a Parcel of County Owned Real Estate, as a County Road (Fawver Drive) (County Rd. No. 1876) (17-02-20).
2) ORDER 99-11-23-7 Delegating Temporary Authority to the County Administrator or his Designee to Acquire and Record Interest or Title in Property for the County.
The following item was added to the Consent Calendar.
8. CHILDREN AND FAMILY SERVICES
e. ORDER 99-11-23-8 Accepting an Intergovernmental State Grant and Grant Amendment in the Amount of $3,979,136 and an Intergovernmental Federal Subgrant and Subgrant Amendment in the Amount of $1,288,671 from the Oregon Commission on Children and Families for the 1999-01 Biennium; Increasing Revenue and Expenditure Appropriations by $146,907 for FY 99-00 in the Department of Children and Families in Fund 124; and Delegating Authority to the County Administrator to Execute Grant Documents.
Morrison noted for September 8, she did not receive the last page of the minutes. She noted with item T. 8 b.1), there is a discrepancy in the actual grant managers memorandum. She said in the background analysis it says it is for ages 14 to 19 and in the actual grant managers summary report from the federal government, it says it is for ages 9-13.
MOTION: to approve the Consent Calendar with the inclusion of 8. e. and correction to the minutes of September 8.
Sorenson MOVED, Weeldreyer SECONDED.
10. HEALTH AND HUMAN SERVICES
a. ORDER 99-11-23-9 Converting a Temporary/Seasonal Position into a Permanent 0.6 FTE Office Assistant 2 Position in the Family Mediation Program of the Department of Health and Human Services.
MOTION: to approve ORDER 99-11-23-9.
Sorenson MOVED, Weeldreyer SECONDED.
Morrison noted it did not give any actual dollar amounts. She asked if there was a decline in the fees as it didnt cover the costs.
Dave Garnick, Budget Analyst, responded that the program is entirely supported by fees and they would have to have it within the budget.
11. MANAGEMENT SERVICES
a. DISCUSSION Providing Information to the Board in Connection with the Jobs Plus Program.
Charlie Van Deusen, Human Resource Director, reported Lane County is using Jobs Plus for Animal Regulation and a couple of participants on the Board. He said the issue is regarding how the Jobs Plus Program can best fit in with Lane Countys personnel, rules and regulations. He explained the Jobs Plus program provides for reimbursement to an employer who places an eligible participant for on-the-job training for work experience. He noted they get their referrals from Adult and Family Services or from an employment service and will reimburse $6.50 per hour plus payroll costs for up to a six month period. He added after the first month, there is an education assistant fund that requires a contribution of $1.00 per hour, so Jobs Plus reimburses $5.50 per hour after the first 30 days. He noted if the participant stays after four months, there is a requirement that the employer allow the participant one day per week to do job searching.
Dwyer stated the extra help hours time limitation concerns him. He suggested having a category to maximize the benefit so the County could utilize the people and give them training and experience.
Suchart noted the program is beneficial. He said his concern is beyond the 520 hours, which is the charter piece that comes into effect. He added the 520 hours puts constraints on the County about hiring. He said beyond the 520 hours, benefits would have to be paid to the employee, there are personnel rules and budget ramifications. He noted the Board cannot amend the 520 hour rule as it is in the charter.
Green noted with the Jobs Plus program the person could actually work for the six month duration with some hope or expectation to be hired. He added the person could be referred to an extra help position, but asked if it would be after the six month period or if there was a problem because of the 520 hours.
Suchart said it needs to be either a 520 hours or some type of six month program. He added it is 520 hours per fiscal year. He said if a new classification is created, there are constraints in doing that and being involved with the union.
Green asked how many people Lane County currently had in the program.
Suchart responded two, one for Bill Dwyer and one for Peter Sorenson.
Green said he had concerns about exemptions and creating positions. He said he was convinced that nothing more needed to be done. He said if it is the intention to work in the commissioners office or Lane County under this program and it is meeting the needs, he doesnt think changing the rules would do more. He was not in favor of changing rules.
Sorenson said the problem is in choosing the six month period, the people that administer the money believe that it is a better period of time than any other time. He noted as an employer, Lane County is not modeling good employer behavior to get the benefit of the program in Lane Countys workforce.
Green disagreed with Sorenson about Lane County not modeling good employer behavior, as Lane County only had two current employees from Jobs Plus, and Lane County offers seasonal part-time and extra help.
Suchart stated if Lane County wants to do this program, a less than six month program would be set up (like seasonal employment), it would be budgeted and not placed in current classifications.
Morrison said if the Board would be receiving extra help employees, it should be in the other departments first.
Dwyer favored whatever could be done as a Board to expand the opportunity for people who need workplace training to work at the County at whatever level that they could be placed in. He said he was in favor of having Suchart explore and work with Jobs Plus for opportunities of training and expertise and job potential to disadvantaged or unemployed citizens that benefits the public instead of a public subsidy that benefits the private sector, if employment and experience is the goal.
Weeldreyer echoed Dwyers comments. She moved to direct the Human Resources Department to develop a way to accommodate this program for all departments and bring it back to the Board.
MOTION: to direct Human Resources Department to come up with a way of being able to accommodate this program for all departments and then bringing it back to the Board.
Weeldreyer MOVED, Dwyer SECONDED.
Green said he will not support this because Lane County is already meeting the needs of the program. He added he was not convinced that the rules need to be changed.
VOTE: 3-2 (Morrison and Green dissenting).
Wilson noted there are two assignments. She said one has to be done immediately for the interest of the two current Jobs Plus employees.
Weeldreyer noted that her motion was a more general one, to explore a way to find a fit between the current requirement.
Dwyer noted his helper was not planning to stay beyond the end of the position.
b. ORDER 99-11-23-10 Appointing New Members to the Human Rights Advisory Committee.
Green noted the recommendation is to appoint Serafina Clark, G. Dennis Shine and James Mattiace to first terms, replacing Jessie Lydis, John McFadden and Jan Herada.
MOTION: to approve ORDER 99-11-23-10.
Sorenson MOVED, Morrison SECONDED.
12. EMERGENCY BUSINESS
There being no further business, Commissioner Green recessed the meeting at 12:00 p.m.
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