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Approved 3/15/00

January 25, 2000

RETREAT - BOARD OF COUNTY COMMISSIONERS

Hilyard Community Center, Eugene, Oregon, USA - 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 and Recording Secretary Melissa Zimmer, Mike Moskovitz and Arlene Marshall were also present.

1.  Overview BCC Policy Book

Van Vactor gave an overview on the Board of Commissioners Policy Book.

Green recommended giving their suggestions to the Policy and Procedures Committee for a recommendation that could be brought back to the Board.

Dwyer stated he had no problems reviewing the policies, he was concerned with Land Management changing scheduled dates without conferring with the Board. He added action by an employee contrary to the Board of Commissioners Policy Book cannot become a past practice.

Morrison noted if policies need to be adjusted, to flag them and give them to Policy and Procedures.

Green said his issue is around communication as there is no policy for staff making a unilateral action and they proceeded on past practices. He thought the matter could have been handled with better discretion.

Weeldreyer suggested to delegate to staff the terms of scheduling public hearings and future readings of public hearings or any other matter.

Dwyer stated the Board sets the hearings under the Charter and Code and only the Board could change that.

Sorenson recommended a proposed change for staff requesting changes of dates of hearings. He noted that staff should bring it to the Board for action, prior to making any changes.

Dwyer suggested putting the Lane Manual, Lane Code and the APM on CD-ROM, the Internet and Intranet. He noted they would be available to the public, but the County would still receive revenue from it. He recommended sending the idea to Policy and Procedures.

Sorenson requested amending obsolete provisions of the Charter (with no substantive changes) for the November 2000 election.

Weeldreyer suggested updating the function list of the Policy Manual.

Van Vactor responded that he and Arlene Marshall would undertake that function as well as updating the pay and benefits.

Sorenson discussed clarifying the issue of sequence about who is sworn in as Commissioner.

Dwyer stated there needs to be something in the manual stating the procedure.

Weeldreyer thought it would cause more rules and authority, and thinks too much authority is already taking place.

Sorenson requested a sequence of who is sworn in first by either district numbers, alphabetically, who gets the most votes, seniority, direction of County Administrator, women first or by luck of the draw.

2.  BCC Internal Communication

a.  Invitations

Van Vactor stated there was a need to be careful with invitations that the Board receives because if three or more attended, it could constitute a meeting.

Green said there needs to be communication with each other as to who will be attending different functions.

Sorenson stated that as the Board Chair, he would announce invitations to the Board at Board Meetings when time permits. He added when a Commissioner is not a representative on a Committee, the third Commissioner making a quorum at a meeting will notify staff and collegues so proper notice can be give and minutes can be taken.

b.  E-mail

Weeldreyer noted that there is a legitimate need for E-Mail, as more topics are discussed on E-Mail vs. a phone call or a meeting one-on-one.

Mike Moskovitz noted that he will give Lane County’s E-Mail policy to Sorenson.

c.  Correspondence

Morrison asked how she could get a response back on an important letter so she knows when it is done.

Sorenson noted that was something the Board Chair would be responsible for.

Marshall stated she would update and combine the BCC Policy Book and Orientation Procedures Manual and then take it to Policy and Procedures. She suggested holding another work session completing the review of the BCC Policy Book and Orientation Manual.

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

Melissa Zimmer
Recording Secretary

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