BOARD OF COMMISSIONERS WORK SESSION
August 1, 2000
Commissioners' Conference Room
Commissioner Peter Sorenson presided with Commissioners Bill Dwyer, Bobby Green, Sr., Anna Morrison 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
Sorenson noted there would be an emergency business item at 10:00 a.m.
2. PUBLIC COMMENT
Shelly Lund, 89144 Territorial Road, Elmira, stated she had been dealing with Land Management for six months and they had changed some policies regarding fees and regulations. She added it was hard for people on limited incomes.
Penny Warren, 23088 W. Sheffler, Elmira, reported that her garage burnt down. She stated her daughter is mentally retarded and needs to have her house back. She said she had been having problems with Land Management.
Janice Warren, 23088, W. Sheffler, Elmira, wanted to be back at her home on Sheffler Road.
Edith Haines, 89142 Territorial, Elmira, stated she was a friend of Penny Warren and didnt know why Warren was denied a permit.
Christine Gledhill, 23078 W. Sheffler, said she was the tenant of the property and helped with permits. She noted Land Management had approved a third dwelling and now they are allowing only two. She thought the property was singled out unfairly.
Bill Goodpasture, 45241 Goodpasture Road, stated he lives on the property adjacent to the Wildish bench application area. He was upset as the Wildish family had no historical history in the area. He requested a trash can be placed at the top of the stairs at the Goodpasture Bridge, but was told by Public Works there was no money for it. He said there should be an overall plan to accommodate the needs of the public.
Vernie Johnson, 45241 Goodpasture Road, stated that County staff had recommended the approval of the application but she found it flawed and incomplete. She asked how Wildish would care for the bench. She said by approving this permit, it would open the door for others to make such a request.
Randal Hledik, 2260 Murray Lane, Eugene, said this was a simple request being offered cost-free to the County. He asked the Board to support it.
Susan Pruitt, 81413 Clause Road, was surprised that this matter was being processed without public notification. She stated the Goodpasture clan was against the Wildish memorial bench next to the bridge. She urged the Board to deny the application.
Morrison requested an E-mail from John Cole regarding the Penny Warren issue.
3. EXECUTIVE SESSION as per ORS 192.660
To be held tomorrow.
4. COUNTY ADMINISTRATION
b. ORDER 00-8-1-1 Accepting the Internal Audit Report Public Works Department, Integrated Vegetation Management Program, May 2000.
Dean Stephens presented his Internal Audit Report of the Integrated Vegetation Management Program, May 2000.
Stephens explained if Lane County was to stop spraying the County could save $75,000 based on his calculations. He said if the same level of vegetation management was maintained, there would only need to be a 3.7% increase in the activities to offset the $75,000 savings. He recommended that, based on all of the information of his reviewed results, that the County not make substantial changes to the chemical spray activity in the IVM program. He added that chemical spraying should continue or possibly be increased. He said there were legitimate concerns about chemical spraying from citizens. He noted that the IVM program appears to be successfully balancing competing interests and should be allowed to continue the chemical-spraying program.
Stephens suggested that the IVM program could improve policy by defining integrated vegetation management in the introduction, clarifying IVM goal statements, discussing plan accomplishments and priorities, and defining vague terminology.
Morrison said her concern was determining the most cost-effective way to deal with this. She said they need to justify the costs for chemical spraying. She noted the two lawsuits brought against Lane County in the past five years for spraying. She commented that the County prevailed in both lawsuits. She added it showed that Lane County was doing the job adequately and not taking the risk that people think occurs. She said that Lane County needed to adopt polices and make recommendations to the Board.
Dwyer said chemicals should be a last choice.
Stephens noted if Lane County decided to do nothing to compensate for not spraying, it could save $50,000 to $75,000. He added to maintain the same level of vegetation management something would have to be done.
Dwyer stated the IVM committee is one of the hardest working committees, finding middle ground on the issues. He said the report showed that they tried to find a balance. He said they have to be more sensitive on the use of chemicals.
Sorenson asked why Stephens recommendation was different from the other auditors.
Stephens responded that a main difference between TKW and his report was converting the amount of spraying on a per-acre basis to roadside miles.
Ollie Snowden, Public Works, concurred with recommendation one. He noted that the Board in 1990 and 1999 made its direction clear, which was they did not want any substantial changes to the 1990 document. He recommended letting this sit for awhile.
Mike Perkins, Public Works, stated that policy documents needed to be more general.
Snowden stated that recommendation three stated they werent using the maintenance management system well and is accurate. He added that system was not Y2K compliant so it is not functioning. He suggested investigating a new maintenance management system with an activity-based cost accounting system and coming back to the Board in six months with the costs. On recommendation four, he said it recommended prioritizing IVM activities which Land Management saw as running counter with the IVM decision process. He said Land Management thought it was appropriate to prioritize outcomes with desired results. He added Land Management didnt see value in setting priorities on individual IVM activities.
MOTION: to approve ORDER 00-8-1-1.
Green MOVED, Morrison SECONDED.
Green suggested taking staff recommendations and incorporate them into the entire audit by Stephens, then accept that as the document and direct staff to come back.
Teresa Wilson, County Counsel, stated that the Board had received the audit, but had not directed Stephens to redo it. She added the direction that Green suggested provides direction to staff as to what to do with the audit.
Green noted there was an opportunity for the employees to respond and provide input, but they chose not to respond.
The following item was taken out of order.
10. EMERGENCY BUSINESS
ORDER 00-8-1-2 Awarding a Contract to Hessel Tractor and Equipment Company in the Amount of $64,783.00 for the Purchase of One New Crawler Tractor Contract FY00/01.
Sorenson reported that one of Waste Management's tractors was destroyed by fire on July 26, 2000. He noted this item was not budgeted but there are reserves in the Waste Management equipment holding account.
MOTION: to approve ORDER 00-8-1-2.
Dwyer MOVED, Morrison SECONDED.
5. PUBLIC WORKS
a. DISCUSSION Authorizing a Facility Permit on the Southern Approach to Goodpasture Bridge.
John Goodson, Public Works, reported that for a facility permit (for any activity in the County road system) there is no charge. He said the purpose is to protect the public road system and safety of the traveling public. He noted it was rare to bring it before the Board because the Board had provided Public Works with the authority to do that. He added they had never received an application like this one.
Dennis Eickhoff, Public Works, Right of Way Division, stated they received an application from Tom Wildish on May 18, wanting to place a bench opposite the Goodpasture Bridge as a memorial for his deceased wife. He checked with the Vegetation Department of Lane County and they didnt think there would be a problem with maintenance. He said he also checked with the Bridge Department and they didnt see any problem with the location.
Dwyer stated there needs to be a discussion on public policy for memorials on the wayside.
Morrison stated that whether the bench is there or not, traffic will still be there with people accessing the river. She didnt think the impact of one bench would have an affect on the river when there is already use and activity.
Green said the application was for a facility permit. He noted it was straightforward. He said the applicant wanted to build a bench for use by the public, and it would be constructed in his wifes memory. He added the criteria indicated it did not jeopardize public safety or cause unnecessary damage to the road system. He believed the applicant had met the test for that. He said he would support the application as it was.
Weeldreyer agreed that there is a facility permit process that works well. She added there are no funds to provide for this. She wanted a win-win situation.
Morrison said she was comfortable with the application. She submitted a petition into the record that was submitted by Public Works.
Weeldreyer wanted a trash receptacle. She said to move forward that issue would need to be addressed. She suggested staff coming back to the Board with that issue resolved.
Sorenson was concerned about trash and the impact on the adjacent property owners. He added the design and maintenance of the memorials needed to be more proactive with the historic preservation society.
Goodson stated he would check with Parks regarding installing a trash can and providing regular pick up. He said the permit needed to meet maintenance requirements involving the bench. He said he would have a meeting with property owners and the results would be brought back to the Board.
Green recommended sending this to the Policies and Procedures Committee as a model.
Sorenson suggested looking at the roadside memorial park and the impact on the historic part, then coming back to the Board with one or two policies that are applied to the application.
Weeldreyer suggested Policies and Procedures as the place to work out Dwyers concerns.
b. DISCUSSION Review of Draft Countywide Priority Listings for the Oregon Department of Transportation (ODOT) Statewide Transportation Improvement Program (STIP) and the ODOT Local Street Networks Fund (LSNF).
Tom Stinchfield, Public Works, reported that the Metropolitan Policy Committee had approved the metro area priorities for both the STIP list and the local street network fund applications. He said they had been blended into a countywide draft list. He noted at the last MPC meeting on July 13, Mayor Weathers asked for a work session today to get preliminary comments from the Board before the MPC meeting on Thursday.
Regarding funding sources issues, Stinchfield said there were several projects submitted that requested funding and he would be back September 5 on how funding might be used to benefit the most projects.
Dwyer suggested a public process for the September 5 meeting for the adoption of the STIP.
Morrison was concerned about the timeline for getting all the notifications out and setting the public hearing.
Stinchfield responded he could get a notice out. He said the issue will either take place on September 5 or September 6 and action will have to take place that day or no later than the following week because Lane Countys list has to be in Salem by September 14.
Stinchfield reported there would be a letter discussed on transit issues at MPC, and they made the choice not to try to combine transit and road priorities into one list.
MOTION: to approve that Commissioner Green be the Boards representative in Salem on September 28, 2000.
Weeldreyer MOVED, Dwyer SECONDED.
VOTE: 4-0 (Sorenson left).
6. INFORMATION SYSTEMS
a. DISCUSSION and DEMONSTRATION Regional Land Information Database (RLID).
To be held tomorrow.
7. REVIEW ASSIGNMENTS
8. COMMISSIONERS' ANNOUNCEMENTS
9. COMMISSIONERS' BUSINESS
There being no further business, Commissioner Morrison adjourned the meeting at 12:10 p.m.
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