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Approved 3/15/00

February 2, 2000

REGULAR MEETING - BOARD OF COUNTY COMMISSIONERS

Commissioners' Conference Room - 9:00 a.m.

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 Daniel Lindstrom were also present.

1. ADJUSTMENTS TO THE AGENDA

Chair Sorenson determined there were no requests to adjust the agenda. He noted there was a time certain agenda item scheduled for 11:00 a.m.

2. PUBLIC COMMENTS

Chair Sorenson described the purpose and process for public comments made at meetings of County Commissioners. He determined there was no one present wishing to address the Board.

Chair Sorenson welcomed a fourth grade class of students and teachers from Pleasant Hill Elementary School attending the meeting.

3. COMMISSIONERS' ANNOUNCEMENTS

Chair Sorenson postponed presentation of Commissioners’ announcements until later in the meeting.

4. COMMISSIONERS' BUSINESS

a.  INTRODUCTION New Hearings Official - Connie Farmer.

Hearings Official Gary Darnielle introduced Ms. Connie Farmer, who would be serving as Hearings Official in Lane County matters. He described her experience and stated that she would begin her work on February 10. Ms. Farmer stated that she was happy to be able to serve.

Chair Sorenson explained the role of a Hearings Official. He welcomed Ms. Farmer to her new position and asked her to describe her judicial philosophy.

Ms. Farmer reviewed her background in litigation, mediation, and other forms of alternative dispute resolution. She said she intended to provide a fair hearing to all and clear decisions based on statute and precedent.

b.  DISCUSSION Workforce Investment Act and Its Implications for Lane County.

County Counsel Teresa Wilson referred to her Agenda Cover Memo regarding the Workforce Investment Act (WIA) distributed with the agenda of the meeting. She reviewed the background of Board actions regarding the act and explained that the purpose of the agenda item was to provide information regarding the Lane Workforce Partnership Board (LWP).

Ms. Wilson said LWP had not replaced the Southern Willamette Private Industry Council (SWPIC) because it "needed to be fixed," but to better meet the requirements of the WIA. She explained that the Board of Commissioners would be asked to approve its expanded role and liability through Board Orders. She said participation in the LWP Executive Committee would be essential.

Commissioner Bobby Green requested additional information about responsibilities and risks involved in the Board serving as WIA grant recipient. Ms. Wilson explained that the County would assume ultimate liability for funds received, that sub-recipients would be required to provide bonded liability insurance for funds received under contracts, and that errors made by department employees in managing the balance would be the responsibility of the County.

Chair Sorenson asked how the WIA term "Chief Elected Official" was interpreted in the State of Oregon. Ms. Wilson replied that it usually was assumed to refer to the elected local government legislative body. She said discussions were being held with representatives of the cities of Eugene and Springfield to determine if there was interest in having the Board of Commissioners assume responsibility for their official WIA grants actions. In the eventuality that funding decisions were required for which the County was liable, Commissioners were required to act as a Board, not rely on LWP Executive Committee representatives.

LWP Attorney Bruce Anderson distributed copies of a letter dated February 1, 2000, presenting disagreement with the conclusion of County Counsel that the WIA had substantially changed and increased the role and liability of member governments in implementing federal workforce plans and programs. He said decisions made by the LWP Executive Committee would continue to be legally adequate, as they had under the responsible body in SWPIC. He said "Chief Elected Official" continued to be interpreted as a city mayor and action of the Board of County Commissioners. He said revisions to liability requirements would increase insurance requirements.

Commissioner Anna Morrison said she was concerned that representatives of elected bodies actively participate in the LWP Executive Committee, and that clear performance measures be established for grant recipients.

Commissioner Bill Dwyer asked who were Board of Commissioner representatives on the LWP Executive Committee. Commissioner Cindy Weeldreyer and Chair Sorenson replied that they were serving in that role.

Chair Sorenson observed that investment of public funds in local workforce improvements had brought positive effects in both urban and rural areas of the county. He said it was important to be aware of the need, the resources available, and to make the investments.

Commissioner Dwyer commented on the difficulty of raising the economic status of Lane County employees on the "lowest rung of the ladder." LWP representative Louise Banks responded that the Workforce Partnership Board was seeking to deal with such issues through strategic planning efforts.

MOTION: to approve changes to workforce training programs and implement the requirements of the Workforce Investment Act recommended by County Counsel, as follows:

1.  Request Board Orders to reflect recommendations in the areas of policy plans, one-stop operator selection, budget, performance measures, and youth council appointment.

2.  Request regular reports from the Workforce Partnership Board on youth program activities, local employment activities, and the one-stop delivery system to fulfill the oversight role.

3.  Participate on the Workforce Partnership Board Executive Committee.

4.  Express willingness to be the sole signatory "chief elected official" if desired by the cities of Eugene and Springfield.

Commissioner Dwyer MOVED, Commissioner Weeldreyer SECONDED.

VOTE: 5-0.

Commissioner Weeldreyer recommended that reports from the LWP be received quarterly.

Chair Sorenson invited suggestions of ways the Board of County Commissioners could support the work of the LWP and workforce improvements.

c.  DISCUSSION The Internal Auditor's Summary of Work Performed, Work in Progress, Ongoing Projects, and Potential Future Projects for the Period July 1, 1999, through December 31, 1999.

Chair Sorenson described the work of the Internal Auditor and the purpose of the Board’s discussion regarding his work. Commissioner Weeldreyer described the function of an Internal Auditor.

Internal Auditor Dean Stephens referred to a document entitled "Lane County Internal Auditor Summary of Work Performed, Work in Progress, Ongoing Projects, and Potential Future Projects – 7/1/99 to 12/31/99" and an attached memorandum distributed with the agenda of the meeting. He reviewed highlights of the information contained in the document and memorandum.

Commissioner Dwyer asked how many hours the Internal Auditor anticipated working in the current fiscal year. Mr. Stephens replied that his work plan included 2,096 hours of work in the current fiscal year. He referred to Attachment 2 of the distributed document and noted that it contained an hourly month-by-month and work project breakdown of the proposed work schedule.

Commissioner Morrison asked how unanticipated projects not included in the work plan would be accomplished. Mr. Stephens replied that such projects would be included on a prioritized basis by reducing the amount of time spent on other elements of the plan.

Commissioner Morrison said she hoped performance measures, not cash controls, would be the major focus of the work of the Internal Auditor. Mr. Stephens replied that doing so was his intent, as indicated in the work plan.

Commissioner Morrison observed that determining the long-term viability of the Road Fund, identified in work plan objective 2.c, appeared to be the responsibility of financial analysts. Commissioner Green said he agreed and suggested that analysts and the Finance and Audit Committee take the lead in making such a determination.

Commissioner Morrison asked what was meant by the work plan objective "Develop a strategic plan for implementing diversity." Mr. Stephens replied that he was the sole employee in his office, but he felt it could be significant to develop sensitivity to concerns related to diversity training. He said he would review the diversity implementation experience of each department and determine if plans had been implemented.

Commissioner Green suggested that the Internal Auditor seek to determine financial implications of diversity implementation.

Chair Sorenson asked if Mr. Stephens believed the Internal Auditor should be included in the Lane County Leadership Team. Mr. Stephens replied that he believed the work plan provided for continuation of the currently positive relationship between the Internal Auditor and county leadership.

Chair Sorenson referred to work plan objectives related to effective use of jail space to minimize early release of prisoners and completion of the work of External Auditors. He asked what could be done to ensure the accomplishment of the objectives. Mr. Stephens replied that quarterly reports submitted to the Board of County Commissioners and monthly reports submitted through the Finance and Audit Committee would highlight whether they were being accomplished.

Commissioner Dwyer asked if there are legal constraints regarding what could be included in Integrated Vegetation Management reports. Mr. Stephens replied that there were constraints. Commissioner Dwyer said he hoped commissioners would be fully informed of the restrictions. He said that he saw the main purpose of the Internal Auditor being to create a "leaner" Lane County.

Commissioner Green said he agreed with Commissioner Dwyer and that he believed the Internal Auditor should have a certain amount of autonomy to include additional projects in his work plan. He said he had little concern with departments using the expertise of the Internal Auditor, but that it was important that providing such assistance did not impinge on work assigned by the Board of County Commissioners.

Commissioner Weeldreyer said she also agreed that flexibility was important in the work of the Internal Auditor. She said she did not believe the Board should "micro-manage" his work plan.

Chair Sorenson invited members of the fourth grade class from Pleasant Hill to ask questions.

Marlene McFey asked why the Lane County Public Service Building (PSB) had so many floors. Mr. Stephens replied that the county had 1500 employees and that most were housed in the building. Chair Sorenson added that the building had been built with input from the public and architectural design professionals to accommodate the large number of persons it was required to house.

Van Bulley asked why such a large number of persons attended the meeting of the Board of County Commissioners. Chair Sorenson replied by describing the roles of the elected officials, staff, and others present at the meeting. He said that there were occasions when as many as 250 persons attended meetings and that they were then held in Harris Hall.

Commissioners took a five minute recess.

d. UPDATE Facilities Improvement Projects.

David Suchart, Director, Management Services, described the state of the Youth Detention Center under development on the John Serbu Youth Campus. He said construction of the facility was complete and furniture was present. He said most changes required by fire marshal and building official inspections had been made, but that certain fire and life safety hardware required had not been received from vendors. He said the official "move in" date was anticipated to be the weekend of March 10. He explained that a dedication ceremony was being planned and personnel being trained.

Mr. Suchart reported on the process of moving county employees into PSB space formerly occupied by the offices of Lane Council of Governments (LCOG). He said Health and Human Services Administration personnel, Human Services Commission staff, and medical education programs would begin to use it in March. He said other space vacated by LCOG employees would be temporarily occupied by Developmental Disabilities and Commission on Children and Families personnel.

Mr. Suchart reported that installation of fire suppression sprinklers had begun on the County Bus Barn.

Jackie Mikalonis, Public Works, distributed copies of a document entitled "PSB Cafeteria Action Plan." She reviewed information it contained regarding securing a vendor to operate a cafeteria in the PSB.

Commissioner Morrison asked if remodeling facilities required for the re-establishment of a PSB cafeteria would be the responsibility of the vendor assuming the contract. Mr. Suchart said the responsibility for needed alterations would be negotiated with vendors.

Chair Sorenson said he was impressed with progress being made to re-establish a PSB cafeteria. He said he was concerned that vendors include the wide variety of users of such a facility in plans for its development. Mr. Suchart replied that definition of the requirements for a cafeteria would be established in the Request for Proposals regarding it. He said "market place" pressures would heavily influence what was included.

Commissioner Green reported on an employee meeting held to discuss issues related to a PSB cafeteria. He said there was a wide variety of preferences for such a facility.

Chair Sorenson said he was aware of a significant desire and need for a PSB cafeteria and that it offered an attractive market to potential vendors.

5. EXECUTIVE SESSION as per ORS 192.660

Chair Sorenson determined that there was no need for an Executive Session in the meeting.

6. COUNTY ADMINISTRATION

Chair Sorenson announced that County Administration announcements would be held later in the meeting.

7. PUBLIC WORKS

a.  ORAL REPORT BACK Bloomberg Road and 30th Avenue.

County Engineer Ollie Snowden stated that his report was being made in response to a request by Commissioner Weeldreyer. He described concerns about the intersection of Bloomberg Road and 30th Avenue. He explained that the Oregon Department of Transportation (ODOT) planned to install a traffic signal at the intersection of the 30th Avenue southbound off-ramp of Interstate 5 and McVay Highway slightly to the north of Bloomberg Road in the summer of 2000.

Commissioner Weeldreyer asked if it would be possible to install an "on-demand" traffic signal at the intersection of Bloomberg Road and McVay Highway. Mr. Snowden replied that traffic studies did not indicate adequate volume to warrant such a signal.

Commissioner Weeldreyer said she had asked for the report because she had been informed that ODOT was scheduled to make plans regarding the 30th Avenue intersection with Interstate 5. She said Bloomberg Road residents had expressed concerns that it would be extended and be connected with the Eldon Shaffer Drive entrance to Lane Community College.

Mr. Snowden explained that current ODOT plans did not include any involvement of Bloomberg Road. He also explained that funding for study of Interstate 5 interchanges was also not currently available and that other possible transportation planning in the area was unlikely.

Commissioner Dwyer asked for information regarding re-alignment of McVay Highway included in the Lane County Capital Improvement Plan (CIP). Mr. Snowden said that a preliminary study had suggested that the highway be re-aligned to the west of the military reserve armory proposed to be located at the intersection of McVay Highway and 30th Avenue. He said the plans were complicated by the area having been designated to include wetlands and delayed funding of the armory relocation.

Commissioner Weeldreyer stated that she was concerned that a fully-developed diamond interchange at the intersection of Interstate 5 and 30th Avenue could impact the location of the proposed armory. She asked if the Board of County Commissioners could request that completion of an ODOT study of the area be given priority consideration. Mr. Snowden replied that he was not aware of whether such a request could be made. He said it might be possible for Lane County to conduct preliminary evaluations. County Administrator Bill Van Vactor suggested that the Oregon military authority be contacted to support a request for the study because of its importance in locating the armory. Chair Sorenson added that Lane Community College also had interest in pursuing such a study.

Mr. Snowden stated that he would seek to arrange the suggested joint request for an ODOT study.

8. COMMISSIONERS' BUSINESS (Continued)

a.  PRESENTATION David Robertson, U of O Museum of Art.

David Robertson, Director, distributed a collection of material describing the University of Oregon Museum of Art. He said the museum was the largest art museum in Oregon outside metropolitan Portland, and only one of two in the state, one of 850 in the United States, accredited by the American Association of Museums. He highlighted ways the museum addressed concerns of children, youth and families, public works, and economic development.

Mr. Robertson described a $12 million renovation and expansion of the museum, funding for the project, and opportunities to bring traveling exhibitions to Lane County it would make possible. He discussed how the museum served the community. He encouraged commissioners’ interest and support.

Chair Sorenson said he was struck by the ways the functions of Lane County and the museum coincided, especially in relationship to children and families, improving the livability of the community, and expansion of visitor economy.

Commissioner Dwyer expressed appreciation for the presentation and said he believed the goal of the museum was admirable. He asked how it would be possible to increase access to its services by under-served youth of the community. Mr. Robertson replied that funding from partner organizations often provided scholarship funds and the museum provided traveling exhibition kits for area schools.

Chair Sorenson asked if the use of County Road Fund resources had been explored in the expansion project of the museum. Mr. Robertson replied that the University of Oregon was exploring the possibility of creating an Intergovernmental Agreement to enable such use. Mr. Snowden added that recommendations for changes to the Lane Manual were being developed to enable such an agreement.

Commissioner Green said application for use of the Road Fund for the museum project would compete with all others submitted to the Board of County Commissioners.

Commissioner Dwyer said he believed the Road Fund loan program might be a resource to be explored for the project.

Ms. Wilson reported that work was underway to explore the legal ramifications of the project. She said a potential hurdle was that projects located on the campus of the University of Oregon were not currently eligible for Road Fund use. Commissioner Dwyer said the fact that the campus was owned by the State of Oregon raised significant legal issues.

Chair Sorenson expressed appreciation for the presentation and the leadership of Mr. Robertson at the University of Oregon Art Museum.

9. CONSENT CALENDAR

A.  Approval of Minutes:

November 23, 1999, Work Session, 9:00 a.m.

November 23, 1999, Work Session, 1:30 p.m.

January 19, 2000, Regular Meeting, 1:30 p.m.

B.  County Administration

1)  ORDER 00-2-2-1 Renewing the Employment Contract with the County Administrator.

C.  Health and Human Services

1)  RESOLUTION AND ORDER 00-2-2-2 Accepting Revised Grant Award #20 to the 1999-2001 County Financial Assistance Grant Award #20-001 with the Oregon Mental Health and Development Disability Services Division in the Amount of $105,761; Authorizing the County Administrator to Sign the Document; and Appropriating an Additional $37,210 in Revenues and Expenditures in Fund 286 in the Department of Health and Human Services (34) for Prevention of Alcohol and Drug Abuse Problems.

2)  RESOLUTION AND ORDER 00-2-2-3 Appropriating an Additional $189,770 in Revenue and Expenditures in Fund 286 for Individuals with Developmental Disabilities (RGA #016 to the 1999-2001 Intergovernmental Agreement 20-001).

3)  RESOLUTION AND ORDER 00-2-2-4 Awarding Hospital Diversion Contracts for the Period 2/15/2000 Through 9/30/2000 to Lane Sheltercare in the Amount of $178,000, PeaceHealth Oregon Region in the Amount of $25,000, and SCAR/Jasper Mountain in the Amount of $17,000; and Delegating Authority to the County Administrator to Sign Agreements.

D.  Public Works

1) RESOLUTION AND ORDER 00-2-2-5 Acquiring an Easement Interest in Certain Real Property for the Replacement of a Bridge at M.P. 2.29, Rhododendron Drive.

Commissioner Morrison requested that sentence 4 of paragraph 4 beginning on page 2 of the minutes of the afternoon November 23, 1999, Board of Commissioners’ Work Session be changed, as follows:

"She noted that if at some point in the future the parks Department would have need to have a close fiber optic connection, US West is designing that opportunity."

Chair Sorenson determined there was no objection to the request of Commissioner Morrison and stated that the minutes were amended.

Commissioner Morrison requested that sentence 6 of paragraph 4 on page 2 of the minutes of the afternoon November 19, 1999, Board of Commissioners’ Regular Meeting be changed, as follows:

"He said they hired a professional forester and they found that there was only four acres of the property that would be suitable and that coincided with the soil conservation service mapping."

Chair Sorenson determined there was no objection to the request of Commissioner Morrison and stated that the minutes were amended.

Commissioner Morrison requested that paragraph 2 on page 3 of the minutes of the afternoon November 19, 1999, Board of Commissioners’ Regular Meeting be changed, as follows:

"There being no on further signed up to speak, Commissioner Sorenson closed the Public Hearing."

Chair Sorenson determined there was no objection to the request of Commissioner Morrison and stated that the minutes were amended.

Commissioner Morrison requested that paragraph 3 on page 2 of the minutes of the morning November 23, 1999, Board of Commissioners’ Work Session be changed, as follows:

"Morrison stated she was upset that she couldn’t have an angel painted on her office window and that she was concerned about diversity policy which prevented it."

Chair Sorenson determined there was no objection to the request of Commissioner Morrison and stated that the minutes were amended.

Commissioner Dwyer requested that sentence 2 of paragraph 3 on page 2 of the minutes of the November 23, 1999, Board of Commissioners’ Work Session be changed, as follows:

"Dwyer stated he respects all religions but agreed with Morrison and he wanted to put an angel on his office too. He said he didn’t think than an angel had specific religious connotations."

Chair Sorenson determined there was no objection to the request of Commissioner Dwyer and stated that the minutes were amended.

Chair Sorenson requested that sentence 2 of paragraph 5 on page 4 of the minutes of the morning November 23, 1999, Board of Commissioners’ Work Session be changed, as follows:

"He said it was not appropriate the auditor report to the County Administrator."

Chair Sorenson determined there was no objection to his request and stated that the minutes were amended.

MOTION: to approve the amended minutes of the November 23, 1999, Work Session, 9:00 a.m.; November 23, 1999, Work Session, 1:30 p.m.; and January 19, 2000, Regular Meeting, 1:30 p.m.; and the items on the Consent Calendar.

Commissioner Dwyer MOVED, Commissioner Weeldreyer SECONDED.

VOTE: 5-0.

10. HEALTH AND HUMAN SERVICES

a. ORDER 00-2-2-6 Appointing Two Members to Fill Vacancies to the Mental Health Advisory Committee.

MOTION: to approve Board Order 00-2-2-6 in the Matter of Appointing Two Members to Fill Vacancies to the Mental Health Advisory Committee and appoint Ruthie Manley and Jan Mackey.

Commissioner Dwyer MOVED, Commissioner Weeldreyer SECONDED.

Commissioner Morrison said she had not received resums of the applicants for appointment. She asked why there had been a change in the recommended appointments. Mental Health Advisory Committee Chair Don Leslie replied that an applicant which had originally been recommended had withdrawn because of personal reasons and that the committee had recommended the replacement appointment from existing applicants.

Chair Sorenson recommended that the Mental Health Advisory Committee involve all applicants for appointment the work of its subcommittee

VOTE: 5-0.

11. MANAGEMENT SERVICES

a. ORDER 00-2-2-7 Establishing the Classification and Salary Range for the Central Lane Justice Court Supervisor Classification.

Hector Rios, Management Services, introduced Central Lane Justice Court Judge Joan Sinclair. He reviewed the background, analysis, and conclusion regarding creation of a classification and salary range for a Justice Court supervisor.

Commissioner Dwyer asked where funding for the increased salary of the position would be found. Ms. Sinclair replied that surplus funds available in the salary section of the budget of the Justice Court would be used. Chair Sorenson determined that budget resources for the court were not provided by the County General Fund.

Chair Sorenson requested information regarding the process used to determine the appropriate classification for the position in question. Mr. Rios replied that a "point factor analysis" of the responsibilities of the position was conducted and that the classification was reviewed by Human Resources staff.

MOTION: to approve Board Order 00-2-7 in the matter of establishing the classification and salary range for the Central Lane Justice Court Supervisor Classification.

Commissioner Weeldreyer MOVED, Commissioner Morrison SECONDED.

VOTE: 4-1, with Commissioner Dwyer voting no.

12. EMERGENCY BUSINESS

Chair Sorenson determined there were no items to be considered under Emergency Business.

13. COUNTY ADMINISTRATION

Chair Sorenson determined there were no County Administration announcements to be made.

There being no further business, Chair Sorenson recessed meeting at 11:45 a.m.

C. Daniel Lindstrom
Recording Secretary

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