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Approved 5/31/00

March 14, 2000
WORK SESSION - LANE COUNTY BOARD OF 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 Nelson and Recording Secretary Melissa Zimmer were also present.

1. ADJUSTMENTS TO THE AGENDA

Weeldreyer requested taking up the telecommunications opportunity program, and a letter on behalf of the Boy Scouts under Commissioners Business.

2. PUBLIC COMMENTS

Tom Veltman, 90376 Shadows Dr., noted that there was going to be a discussion about rezoning the Waymire property and asked when it would come before the Board.

Sorenson responded it is coming back March 29.

3. COMMISSIONERS' BUSINESS

a. PRESENTATION Eugene-Springfield Metro Partnership (ESMP) Work Plan.

Lee Beyer, Executive Director, Eugene-Springfield Metro Partnership, reported the structure of the board is represented by 43 members of the Board of Directors. He noted the Board included two commissioners by charter and each of the five partners appointing five of the members of the Board. He said they are doing more work with rural cities. He passed out a packet containing an annual report, a strategic plan (that was adopted in January) and the goals and objectives.

Beyer said the strategic plan focused on representing the communities in responding to businesses looking for help and expanding. He said they are trying to develop a better network to support business efforts. He said they are working cooperatively with the technology industries that are in Eugene. He added they are reaching out to companies outside the area to create high wage jobs. He noted that was a long-range strategy.

Beyer said that the metro area is running out of land. He said there is a disconnect between the businesses and planners. He noted land that is left is compromised by either wetlands or other limitations and most of the land in West Eugene would not be available. He said there is also environmental constraints, like the salmon issue.

Morrison supported all the endeavors that the Eugene Metro Partnership had done in stabilizing the economy by creating jobs that are not just service. She said that there are opportunities for government and private enterprise to work together.

Weeldreyer applauded the Metro Partnership for leadership in creating the Lane Venture Forum.

Sorenson noted that workforce issues are significant, as some people are having problems finding jobs. He added a concern is workforce issues accommodating all types of workers.

Beyer noted that the strategic plan is not a document but a process. He added it wouldn’t work unless it is outcome-oriented.

Green believes that when it comes to business recruitment, government has a role. He wanted to see a report on what the appropriate role of government to business.

Weeldreyer stated that with Ballot Measures 47 and 50 there was a lot of uncertainty around local governments. She said it is to the Metro Partnership’s credit that because the public sector’s funding is uncertain and there are higher needs, Lane County would prioritize a reduced funding mode and a membership for the sustainability of the organization. She added it is healthy to look to the private sector to provide financial stability for the organization.

Beyer noted that the group would be a partnership between the public and private interest. He said that two-thirds of the money comes from the private side.

b. UPDATE Effective Tobacco Prevention and Education in Lane County.

Stephanie Young-Peterson, Public Health, gave a presentation on tobacco prevention. She noted that tobacco use is the number one preventable cause of death in the country. She said that in 1996, one in every four deaths is caused by tobacco use. She reported that there are 800 deaths in Oregon annually from long-term second hand smoke. She added that second hand smoke causes more cancer related deaths than do pesticides, outside air pollution and chemicals in drinking water.

Young-Peterson noted the program is almost three years old. She reported that in 1996, $147.8 million was spent as a result of smoking. She added that cigarettes are the number one shoplifted item. She said having cigarettes by the front door is advantageous to the tobacco industry to create future customers. She reported that the Internet has become a problem along with direct mailing in actively recruiting college age kids. Young-Peterson announced that smoking in the State of Oregon has dropped 20% since 1996.

Young-Peterson reported that with regard to this program, Oregon is being held up as one of the top three leaders in the Country. She added it was written in the Center for Disease Control Guidelines on how to implement an effective program.

Green noted that the program was funded through a grant. He asked what year the grant awarded.

Young-Peterson responded that it was a two-year grant and in every legislation session they determine if they will re-fund it. She added they have until June 2001. She noted that there will be a lot of people working to get tobacco settlement dollars. She said that by reducing tobacco consumption, people are working themselves out of a job and less money is going to each year.

Van Vactor asked if Lane County government is approaching different cities about enacting regulations on youth access and clean indoor air.

Young-Peterson said it is, and different communities are in different stages of readiness, but that will be the intention of the Community Action Forum.

Sorenson asked what Lane County could do to encourage the trends that are favorable.

Young-Peterson responded that Lane County should be willing to continue policy changes under the Board of Health and other policy makers in different cities. She said they want to be funded from settlement money and are willing to educate policy makers about effective control of tobacco

Rob Rockstroh, Director, Health and Human Services, said local ordinances are the big issue and an ordinance can’t be sold countywide. He said that as the Board of Health, they have the grant money that comes to the County. He said that the County should be supportive if the City of Eugene chooses to support the ordinance.

Young-Peterson remarked that every community is different. She said there are cities in Oregon that are passing progressive ordinances. She added it would be a fight against the tobacco companies. She said that partnering with other cities is best.

Morrison had concerns about society being regulated and freedoms taken away. She supports education and advocacy about smoking. She wanted to see a summary of previous surveys. She said she would have a hard time passing a countywide ordinance.

Young-Peterson responded that it is regulating a behavior, not discriminating against a person. She added most people want to quit.

Dwyer agreed with Morrison about freedom being at risk.

Rockstroh noted that no one is asking for a countywide ordinance, but the issue is making the appropriate choice. He added it is a timing issue and experimenting with the City of Eugene could be a possibility.

c. DISCUSSION Supporting a Letter to Steven Pfeiffer, Chair of the Oregon Land Conservation and Development Commission, Regarding Efforts to Locate a Caretaker's Residence on the Oregon Trail Council of the Boy Scouts of America's 52-Acre Fall Creek Site.

Weeldreyer reported that a discussion took place on this at the last Board meeting and this is a follow-up. She said it was a letter to the Chair of the Land Conservation and Development Commission supporting the Department of Land Conservation and Development staff recommendation that caretaking residents for youth camps have a 40 acre minimum west of the Cascades. She explained that by supporting this action by DLCD staff, they are making it possible for the Oregon Trail Boy Scouts to place a caretaker’s residence on property they have in the Fall Creek area. She said the purpose of the letter is to support the department and staff language to change the administrative rule they are proposing. She added it is an outcome of House Bill 2540, passed in the last session.

MOTION: to approve sending the letter to the LCDC.

Weeldreyer MOVED, Green SECONDED.

Dwyer said he doesn’t want to sign the letter or encourage development in F-1 lands. He added the Board has no way of controlling what is built there.

Green supported submitting the letter. He didn’t think it was an unreasonable request.

Morrison concurred with Green. She disagreed with Dwyer and said this should go through the planning department.

Weeldreyer said it is an opportunity to ensure that these youth camps could be located on F-2 forest impacted lands. She said it would be good for the overall future of Lane County’s forests. She noted if the Board approves this, Sorenson would be signing as Board Chair, not as a commissioner.

Sorenson shared Dwyer’s concerns. He said he would be voting no.

VOTE: 3-2 (Sorenson, Dwyer dissenting.)

4. EXECUTIVE SESSION as per ORS 192.660

To be held at the end of the meeting.

5. COUNTY ADMINISTRATION

a. Announcements

None.

b. DISCUSSION AIRS Conversion.

Dwyer stated it is a substantial amount of money and the public rejected this in the ballot measure.

Van Vactor agreed it has significant budget implications, but the City of Eugene and Gary Ingram, Information Services, have been working on converting the system in view of what the voters had done. He said they came up with a phased approach, including two modules that are not directly beneficial to Lane County. He noted the difficulty Lane County has is because there are several partners ready with their phasing but it can’t be done unless Lane County comes up with funding.

Jan Clements, Sheriff, reported the problem with the AIRS conversion is present whether or not there is funding. He wanted to process the issue so the Board appreciates the implications of moving forward or failing to do so. He stated the conversion needs to be funded, otherwise they would have to go back to 3" x 5" cards and pencils to keep records.

Clements stated they need to migrate from the mainframe to a client server environment. He added that it is not a new issue because in 1993, (in the AIRS Strategic Plan,) a statement was made to move the AIRS system off the mainframe onto a client server platform within the next five years. He added major enhancements to the existing system would be counterproductive. He noted that no development had ever been made to the mainframe environment. He read excerpts of a study by the Abbey Group (independent consultants) which found the system was outdated and failure prone.

Gary Ingram, Information Services, reported that a problem was moving most applications off mainframe and onto a client server environment for Y2K. He noted the AIRS system is the only existing system on the mainframe that Lane County is supporting. He noted the County’s share of AIRS is about $800,000 per year ($200,000 for staffing) and operating the mainframe is a big cost in the RIS budget. He added on top of the costs, there is a need to get the technology updated and get off the mainframe. He said they are losing capabilities to support the mainframe AIRS system due to the retirement of the AIRS operators. He said to keep AIRS and law enforcement in a database, they have to move it off the mainframe and it will cost more than being on a client server environment.

Dwyer replied the system is obsolete, but asked where the money would be coming from.

Clements responded there is no funding. He noted that Eugene and Springfield are preparing to move the AIRS workplan to address computer dispatch portions of the criminal justice system and field reporting capability. He said to compound the adverse financial impact, the County could be left with a disproportionate responsibility for mainframe costs. He said a major cost shift had occurred as LCOG and EWEB have moved off the mainframe and if the City of Eugene moved off, the County would be the last holder of major mainframe applications. He reported the target is to ensure that the County is a mutual beneficiary with its partners in an emerging system and operating environment. He suggested the County perform an analysis to determine the best-cost benefit solution for its criminal justice interest. He added that Lane County has a disproportionate responsibility for applications and functions that serve the criminal justice system countywide.

Clements said that the County needs to commit to funding the migration of its criminal justice applications regardless of the source. He said the County should insist that the portion of the computer dispatchment development (not paid for through other dedicated funds) is paid by the telephone tax monies that fund 911 operations before relying on the general funds of any of the partners. He recommended the County contract with an independent consultant with criminal justice application experience to examine the viability of the AIRS consortium as it exists. He added that person also needs to examine the present structure of AIRS to determine its ability to meet the changing technological landscape and the County’s needs to move forward in addressing the application needs with or without AIRS as it exists.

Clements suggested alternative options for funding. He said timber money could conceivably come to the County to be used for this. He requested placing a money measure on the ballot in November that would generate funds for this purpose or the forest work camp. He noted if these options were not viable, a third option could be selling certificates of participation backed by SCAAP funding ($400,000 for two years) and there is money in the subsequent budget for that.

Van Vactor said he wasn’t in agreement that the whole AIRS system needed to be replaced. He said by doing it collaboratively with partners, that they will be saving money. He favored structure but the funding for the modules is what he hoped the Board would focus on. He added SCAAP funds would be a reasonable place to look if everything else failed.

Sorenson asked about the recommendation of the PSCC.

Clements noted there had not been a change on the need to migrate. He said that the PSCC is backing off discussions about money measures and dealing more with broad-based visions and goals. He said it is absolutely necessary to provide good data for decision making in a system that is state of the art technology. He said that Lane County has an archaic system incapable of doing basic reporting needs.

Sorenson asked if the recommendation is to use State Criminal Alien Apprehension Program funds backed by a certificate of participation; what would be given up within the existing budget.

Clements responded they have about $400,000 of the $800,000 in SCAAP money unused at this time. He noted monies have been used (about $100,000) for the corrections administration remodel associated with the custody referee. He added the Sheriff’s Office had a responsibility to roll money forward from the previous budget year to this budget year to run the forest work camp on a 30-bed shoestring. He noted it is one-time money for the capital improvement and for the budgetary role. He added it had not been used for any ongoing responsibilities. He said that about $400,000 remain and can be applied immediately if the Board decides.

Sorenson asked if they would be using the $400,000 for the debt servicing on a certificate of participation.

Clements responded that there are many unmet needs. He said the County needs the money. He noted that the Sheriff’s Office would be a major player in problem solving the funding issue. He said the County could not afford not to bring money to the table with the City of Eugene and Springfield as primary partners.

Weeldreyer stated she is aware of the importance of maintaining a regional database for public safety purposes. She acknowledged the value of maintaining a region wide database for public safety purposes and sharing costs among all the users. She added the current AIRS system is antiquated and updating costs should be shared. She was hesitant about the public paying for this system for public safety, as there may be other perceived needs. She added it could be a life or death situation to have the right information about a potential suspect.

Clements mentioned if the funding scenario is not right or effective to move forward, it should be examined for if it makes sense for the County. He said their job needs to be done for all Lane County citizens and if it is more prudent on a cost benefit analysis to develop its own systems, then he wanted to do that. He wanted to examine the best-cost benefit for Lane County.

Judy Monahan, Information Services, reported that economies of scale occur on a number of fronts. She said the loss of information sharing that exists is significant in providing service delivery and public safety. She noted that all agencies that use AIRS are staffed differently because of the integrated systems that Lane County has. She added that duplicate data entry has been removed in many agencies by the shared database. She said that breaking integration would revert to needing additional staff.

Ingram noted moving off the mainframe and onto the client server is not a cheaper alternative. He said the big advantage is putting power into the users and giving them more information to make decisions. He added it is still a benefit to have a consolidated group supporting AIRS.

Clements commented that integration is the preferred way. He noted the initiative brought forward by Eugene and Springfield spoke about sacrificing integration for functionality. He said the County needs to be a leveraged player in the discussions to ensure that it meets all of Lane County’s citizen’s needs.

Weeldreyer noted it has been important to the smaller communities to get crime information for the local newspapers.

Clements wanted the Board to be satisfied with a review about the best way to structure AIRS and then move forward with the applications.

Monahan explained that it would be ideal to go forward with the whole system at once, but due to funding, it has been a dilemma for all of the partners. She said it might be more feasible to pay for the system in phases since the revenue stream is spread out. She added there is no mandate on what order the systems are done in.

Clements said all of this is predicated on the aggressive approach. He said what is currently on the mainframe is corrections and CAD. He added with regard to funding, they have $400,000 and for October of 2000 through the end of the calendar year, he should get more money that would address the 2000-2001 need.

Van Vactor recommended not spending too much time on scheduling and allocation, as those would be a different set of assumptions.

Dwyer stated that number one would be great. He added that he was not opposed to number two because they have responsibilities and he is willing to meet those responsibilities. He was also not opposed to the COP’s. He suggested moving forward to bring something back to the Board He added the message needs to be sent to partners in the cities that the Board is for this.

Weeldreyer said she was supporting an integrated system to move forward. She said there will be a lot of cost savings. She said there are costs involved in getting the state of the art public safety system in place. She added if the costs could be shared, Lane County could get there faster and citizens could feel safer.

Clements stated he was not recommending breaking up AIRS. He recommended looking at it to see if they would receive due consideration for the needs of all Lane County citizens. He said that over the course of the entire project, it appears that the Lane County’s responsibility is from $2.7 to $3 million.

Clements requested returning in 45 days to look at priorities, and he will return with definitive figures on the scenarios. He said he is looking for conceptual approval from the Board.

6. PUBLIC WORKS

a. SEVENTH READING AND DELIBERATION Ordinance PA 1132 Amending the Eugene-Springfield Metropolitan Area General Plan to Adopt a Revised ATransportation Element@ and Related Changes to the Plan Text; Adopting Revisions to the Eugene-Springfield Transportation System Plan (TransPlan); and Adopting a Severability Clause.

Tom Stinchfield, Land Management, reported that he is recommending rolling this to an Eighth Reading and Deliberation on March 28, for another Tuesday work session.

MOTION: to approve the Seventh Reading and Deliberation

Morrison MOVED, Dwyer SECONDED.

VOTE: 5-0.

Stinchfield reported that the Board received an e-mail form Rob Zacko requesting that the record be opened again beyond the March 31 deadline. He said they wanted to get an indication from each elected official to see if they were in agreement. He characterized it as a request to keep the record open until the individual work sessions are completed, in case people want to comment on issues. He said the City of Eugene suggested that the record could be left open through June 30.

Stefano Viggiano, LTD, reported that his Board was concerned that it doesn’t create a longer of period of time for adoption.

Greg Mott, Springfield Planning Director, explained that the request was to extend the record once a date had been established in a joint work session. He noted that his council deferred any decision on that until they saw the agenda for the joint work session. He said it is their believe that unless there is something new to discuss, it doesn’t serve any purpose to leave the record open for additional comment. He said until they see the agenda, they will not take any action to reopen the record or extend the record beyond March 31.

Stinchfield reported he received a request for consideration for a bike path following I-5 from the University of Oregon to LCC, instead of over 30th Avenue. He added they had not received a lot of letters on the Valley River Bridge that were repetitions of other testimony.

Sorenson asked about the legal implications of this on any requirement by staff of response to the public comment past the current deadline of March 30.

Steve Vorhes, Assistant County Counsel, said the policy makers direct staff on what they want them to do.

Weeldreyer favored keeping the record open. She said more people have an opportunity to be heard and ownership goes with that.

Stinchfield said the Board could take the action. His recommendation was to get a general sense today and do it on March 28th. He said that would give them time to talk to the other agencies.

Jan Childs, City of Eugene, noted that Eugene would have a work session on Wednesday. She noted that Springfield opted to delay a decision to reopen. She said unless all four groups agree before March 31 to extend the record, it would be closed at the end of March and reopened in the future.

Morrison favored leaving it on March 28. She was not in favor of opening it again and wants it resolved by the end of the year.

Stinchfield reported that in the land use area, the new policy that was suggested dealt with the nodal development designation within a year after plan adoption. He said the Eugene City Council might like that.

Mott noted that the City of Springfield was concerned.

Stinchfield explained that on page 5, CVALCO submitted testimony recommending a new transportation goal concerning travel through the area. He said the three options are: don’t change the goal, add a new goal, or modify the language in the existing Goal 2 of Transportation. He said that on the bottom of page 5, the suggestion is to add another bulleted item, No. J, under the more broad Goal 2 and add a phrase about being supportive of travel by non-residents to and through the area. He noted that the Goal would include consideration for people travelling through the area, not just the residents. He recommended the modification of the policy, number 3. He added that the LTD and Springfield City Council support that option.

Dwyer stated if people are not going to be using their cars, bus service needs to be provided after 9:00 p.m. or 10:00 p.m. He added if it is after midnight, people cannot get home. He said there needs to be a service that runs continuously like a jitney or shuttles. He said that there are serious financing problems with LTD and business taxes.

Schwetz noted that the suggestions do not apply to any one mode but to the goal as they look at major facilities that cut through the region. He said that CVALCO recognizes Eugene as being a regional center.

Weeldreyer supported the proposed language and CVACLO’s intent. She said the visitor’s industry will be growing in Lane County.

Morrison supported Option 3 (indicated as J) and the underlined item on page 6.

Dwyer concurred with Morrison.

Schwetz explained Attachment 2 in the packet. He said with regard to Transportation Demand Management (TDM) there are three policies and a fourth section describing financing and implementation. He said that TDM applies to several types of mandatory and voluntary measures that could be applied to affect the demand for a certain mode of travel for a certain time of day. He gave LTD’s bus pass program incentive as an example. He said a disincentive would be a toll road or paying for parking.

Sorenson asked whether they would be adopting voluntary policy decisions as opposed to mandatory.

Schwetz answered that, in response to public testimony and questions from adopting officials, they have options that discuss the trade off between mandatory and voluntary.

Sorenson asked about the DEQ air quality standard relating to employers having 50% of their work force using alternative modes.

Schwetz responded that had to do with the employee commute option program that is being administered by the DEQ in the Portland metro area to address air quality in that area. He noted that program requires all employers with 50 employees or more to develop a program to reduce single occupant vehicle trips by their employees.

Schwetz noted they have not assumed the implementation of any TDM measures in the plan. He added they assume the continuation of the existing program at a higher funding level.

Morrison asked who would monitor those companies with more than 50 employees.

Schwetz noted that there are different steps taken besides hiring or creating a position of transportation coordinator that does that monitoring.

Green asked as it relates to the current policy of TDM, if something in the policy needed to be enhanced or revamped because the recommendation is to keep it at status quo.

Stinchfield responded the recommendation is to keep the policy as is. He said it is not a directive on the mandatory v. voluntary. He noted there is concern on the Eugene City Council that this policy isn’t strong enough.

Mott reported that the City of Springfield supported no change to the policy as they believe it allows for both approaches. He added they believed that their application would be not ad hoc as site specific. He noted that the Springfield City Council said that TDM could be an effective strategy in dealing with transportation issues.

Weeldreyer said she is for the individual jurisdictions determining whether they will have mandatory or voluntary provisions and leaving local control intact.

Schwetz noted the staff is recommending no changes to these policies.

Morrison stated she was in agreement to staff recommendations for all three policies.

Stinchfield explained with attachment 3 (road system memo) the systemwide Policy 5 TransPlan Project list says that as part of the Metro Plan, the 20 year capital investment action projects list will be adopted. He noted there was public testimony that raised concerns about it, including the project not being adopted en masse. He noted the testimony showed that it should be done on a project by project basis. He said staff response is putting the project list in as an amendment to the Metro Plan. He said they recommend retaining the policy and adopting the project list. He said there is a section of the Transportation Planning Rule on implementing project development. He said that section of the rule is detailed and requires notice to affected property owners and a public process. He added any issues that come up with a project that are not addressed during plan adoption have to be addressed in the hearings for implementing the project. He said there are three options: no change to the policy, modify the explanation of the policy to describe what the project development process is, and to grant the request to delete the policy. His recommendation would be to take number 2, to add information in the plan about how the project development process works and what the requirements are.

Stinchfield noted this is a 20-year plan compared to cycles of elected officials making the choices. He said a basic requirement is to look ahead 20 years and decide what type of a transportation system is needed to support the Metro Plan land use diagram and the arrangement of land uses in the Eugene /Springfield area and what is needed. He added before a project is implemented, it has to be put into an agency’s improvement program. He noted that staff does not do more than minor scoping work on projects until they are in the CIP and there is board direction to develop alternatives for public review and construction plans. He said each transportation agency has budget control and the elected officials decide whether projects move or not, their priorities and what agencies can afford at the implementation stage.

Weeldreyer said there is value in having projects on a long term list for zoning and land use development patterns, giving people in the impacted an area an opportunity to adjust. She added it allows for better planning.

Stinchfield explained that the way the state wide planning rules work, before a major project can proceed or be developed, it needs the TSP.

Weeldreyer supported recommendation number 2. She suggested circling the options the Board favors and giving them to staff for the next discussion.

Stinchfield said that would help and at the next meeting he could present the results to the Board and to other agencies.

7. REVIEW ASSIGNMENTS

None.

8. COMMISSIONERS' ANNOUNCEMENTS

None.

10. EMERGENCY BUSINESS

None.

11. OTHER BUSINESS

Sorenson read a letter into the record on the participation of the Klamath Rural Entreupaneural project from the Lane County Board of Commissioners to the Lane Council of Governments.

MOTION: to send the letter to LCOG who will be coordinating the grant application.

Weeldreyer MOVED, Dwyer SECONDED.

VOTE: 5-0.

There being no further business, Commissioner Sorenson recessed the meeting into Executive Session at 2:45 p.m.

Melissa Zimmer
Recording Secretary

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