BOARD OF COMMISSIONERS'
Wednesday, October 18, 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
There will be a time certain Executive Session at 10:30 a.m.
2. PUBLIC COMMENTS
a. RESOLUTION 00-10-18-1 Proclaiming October 2000 as Breast Cancer Awareness Month.
Susie Ingalls, Health and Human Services, thanked the Board for recognizing breast cancer in the community. She said that early detection is urgent for women to receive information on a breast exam, mammography and clinical breast exams.
Pat Dames, Program Service Coordinator, said that early detection is the key for breast cancer detection. She stated they are seeing more people and fewer deaths.
MOTION: to approve RESOLUTION 00-10-18-1.
Dwyer MOVED, Weeldreyer SECONDED.
VOTE: 4-0 (Green was excused.)
4. EXECUTIVE SESSION as per ORS 192.660
Time certain at 10:30 a.m.
5. COMMISSIONERS' BUSINESS
a. ORAL REPORT Lane County Kids Activity Sheet.
Mike Moskovitz, Public Information Officer, passed out copies of the new publication for school children. (Copy in file.) He explained the items that were on the form.
b. REPORT Results of the Jail Space Survey.
Dean Stephens, Internal Auditor, reported the purpose of the report was a follow-up review of a jail population management plan that was done in May 1996 by David Bennett. He noted that Bennett had a number of recommendations and the review was follow up on the County's response to Bennett’s recommendations.
Stephens noted that Senate Bill 1145 requires that prisoners serving 12 months or less in jail would serve it at the local level and that had increased the number of prisoners in the County jail. He added there was funding provided for construction of additional jail beds, but the number of prisoners Lane County received exceeded the number of jail beds they constructed. He said at this point there is a larger strain on the system for jail beds. He noted that for 2000, the Bennett study forecasted that Lane County would need between 502 and 766 beds, adding 121 beds (because of Senate Bill 1145), bringing the total up between 623 beds to 887. He added Lane County would only have 786 and there was a significant shortfall of jail space in Lane County.
Stephens reported to increase arrangements, a system was implemented, monitoring up to 300 prisoners, but it is not up to Bennett’s recommendation. He added judges and court administrators are also involved and it is a recommendation on the entire criminal justice system of Lane County that there is limited control. He suggested taking the lead in working with the courts. He said it would be a vehicle to lessen the demands for jail space in the county if arraignments could be held seven days a week. He said that Bennett recommended a committee be established to study this issue and noted that the PSCC was working on this.
Sorenson said the state taxpayer pays for the custody referee and asked if Lane County could put money into the state court system for a judge's time on weekends and nights so people were not held in jail.
Stephens said they could go to a video arraignment and the County could increase the ability to process prisoners.
Paul Sachet, Captain, noted there is a measure on the ballot that would pay for video conferencing in the intake center.
Dwyer said there needed to be more coordination between the judges and the district attorneys.
Morrison reported that the Governance Committee of the PSCC was also looking into this and their presentation on September 8, covered this area. She asked when they would be able to determine the breakdown of the beds and the need. She didn’t see the correlation, as they weren’t using all the beds at the Forest Work Camp.
Sachet responded that in 1997 they booked in 18,752 offenders and in 1999, they booked in 15,618. He added they matrixed 8,000 from the Lane County Jail due to lack of space. He noted that Lane County didn’t have 618 beds, they have 450 beds plus 121 that are dedicated through state funding, plus 50 beds for the U.S. Marshal. He added that the Lane County arrest rate had increased 68% and law enforcement had become more effective. He said they didn’t have sufficient space for the population growth and the effectiveness of local police agencies.
Green said he was not clear as to what the Board was supposed to do with this report. He said a lot is state driven. He added that AOC has taken a strong position that this would be one of the priorities, no new judges without any further support for the Courts.
Dwyer asked what the PSCC was doing with this. He noted that Lane County had no control over a lot of things. He said the key was making people communicate with one another.
Morrison was hopeful that the Governance Committee of the PSCC would have an integration plan.
Morrison suggested having PSCC complete their study before they have any more of Stephens’ time devoted to this.
Stephens noted that the Bennett study was a valuable management tool, but everyday it was losing its relevance. He said it was important to update the report through the PSCC.
Sorenson requested this matter come back to the Board on February 1.
c. ORDER 00-10-18-2 Accepting the Internal Auditor's Work Plan Updated for the Period May 1, 2000 Through September 30, 2000, and the Internal Auditor's GANTT Chart Updated for the Period May 1, 2000 Through September 30, 2000.
Dean Stephens, Internal Auditor, discussed his work plan. (Copy in file). He noted that he reviewed Fleet Management. He noted that a previous audit was performed in 1998 by Coopers and Lybrand. He reviewed it and found it was not complete.
Weeldreyer noted that Public Works Fleet Department had been entrepreneurial in getting contracts. She hoped the audit would reinforce that the department was on the right track.
Sorenson asked what would have to be given up with cash handling controls.
Stephens noted he was in the process of completing one phase of review and now would be an excellent time for auditing cash handling. He deferred to county counsel on an audit of Land Management. He asked to review cash handling first.
Green requested that Stephens get into the performance areas, determining the goals of their department.
Morrison wanted a comprehensive look at Land Management instead of piecemeal. She said there were overlapping items with the different functions of Land Management.
Weeldreyer agreed with looking at the whole department. She asked why other counties had more efficiencies in their building and planning department than Lane County.
Dwyer asked that the surveyor’s office be included in the audit.
Van Vactor said this would be a large assignment. He recalled that Randy Green, Finance, and Stephens had committed to the Finance and Audit Committee regarding Gasby 34 and the federal grant process. He asked if Stephens could perform all of these audits within the next couple of months.
Stephens responded he wouldn’t be exclusively working on Land Management, that there were other projects. He noted that they had contracted Gasby 34 out to Jones and Roth. He said he did have a substantial piece of Gasby 34, but it was not all taking place this year.
Stephens wanted to do cash management and bring back a plan to the Board.
Weeldreyer said the Board was interested in the five areas of Land Management and helping them reach greater efficiencies. She supported changing the chart to reflect the Land Management project, including cash management starting in October.
Sorenson suggested narrowing down to planning in Land Management instead of cash management countywide.
Stephens said he would be rearranging the work that the Board was interested in, working on Gasby 34, and putting cash handling of Land Management ahead of everything and bringing the efficiencies out of Land Management, and deferring the rest of the building permit process and cash handling of the rest of the county .
MOTION: to approve ORDER 00-10-18-2.
Morrison MOVED, Dwyer SECONDED.
6. COUNTY ADMINISTRATION
Van Vactor reported that Lane County Information Services staff had been working on enhancing the application process over the Internet.
Gary Ingram, Information Services, reported that step one was getting the job application on the web and step two would allow them to fill the application out on the web and integrate it back with the application tracking system of People Soft.
Van Vactor reported that he and others would be attending a People Soft conference in Los Angeles and David Garnick would be in charge.
7. PUBLIC WORKS
a. FIRST READING AND SETTING SECOND READING AND PUBLIC HEARING Ordinance No. PA 1151 Adopting the Junction City Transportation System Plan, and Adopting Savings and Severability Clauses.
MOTION: to approve the First Reading and Setting a Second Reading and Public Hearing on Ordinance No. PA 1151.
Morrison MOVED, Weeldreyer SECONDED.
b. UPDATE Parks System Development Charges (SDC).
Bob Keefer, Former Parks Director, showed a video on the importance of parks.
Keefer noted that if Parks System Development Charges passed, it would be Lane County’s first SDC.
Keefer reported that in January 1999, the Parks 2005 Plan was adopted with capital development needs. He noted an item that was asked to be brought back was SDC’s for parks. He said in July 1999, they hired Don Gaynor and presented a report to the Board about what park SDC’s should look like. He said there were more city residents using parks in the county than the people who live in the county do. He said the city portion is in this because parks are used by everyone in the county.
Keefer said there was an issue about housing affordability. He said the cities had their own SDC’s and were concerned about housing. He recommended that the rate be less than what would be full cost recovery and that rate would be $450 per dwelling unit.
Keefer explained for administrative cost reimbursement, they wanted to make sure they cover imposing and collecting the charge. He proposed 6% per year the first year and negotiating a three-year contract after that as an intergovernmental agreement
Keefer said with regard to revenue sharing, monies shared with the cities would be for parks that are over and above neighborhood parks. He noted they recommended 25% of SDC funds after collection costs were removed to be available for that type of program and that they would need to be used for capital expansion. He noted that he brought the revenue sharing back to the Parks Advisory Committee and they were supportive of the concept.
Keefer requested proceeding with the ordinance development and a public hearing on December 6.
MOTION: to proceed with the Lane County Parks SDC timeline.
Dwyer MOVED, Green SECONDED.
Sorenson presented to Bob Keefer an award for ten years of outstanding public service to Lane County government.
8. CONSENT CALENDAR
A. Approval of Minutes:
August 16, 2000, Regular Meeting, Following HACSA
August 30, 2000, Regular Meeting, 1:30 p.m.
October 2, 2000, Special Meeting, 11:30 a.m.
B. County Counsel
1) ORDER 00-10-18-3 Amending Order 00-9-13-4 Regarding Appointing and Reappointing Justices Pro Tempore for the Central Lane Justice Court for One Year.
C. Health and Human Services
1) RESOLUTION AND ORDER 00-10-18-4 Accepting Amendment #1 to the State Incentive Cooperative Agreement Grant of Oregon’s High-Risk Juvenile Crime Prevention Partnership in the Amount of $57,500; Authorizing the County Administrator to Sign the Amendment; and Appropriating an Additional $7,500 in Revenues and Expenditures in Fund 286 in the Department of Health and Human Services.
D. Public Works
1) RESOLUTION AND ORDER 00-10-18-5 Approving a Project Design Concept and Acquiring Fee or Other Interests in Portions of Certain Real Properties for Improvement of Pearl Street, MP 0.25 to MP 0.49, Based on the Findings in Attachment A; and Authorizing Staff to Prepare a Right-of-Way Plan Necessary to Construct the Road, Pursue All Necessary Planning Actions, Acquire Right-of-Way and Prepare Plans and Specifications for Improvement of Said Road.
MOTION: to approve the Consent Calendar.
Dwyer MOVED, Morrison SECONDED.
VOTE: 4-0. (Weeldreyer excused.)
9. HEALTH AND HUMAN SERVICES
a. ORDER 00-10-18-6 Appointing One Member to Fill a Vacancy to the Health Advisory Committee.
MOTION: to approve ORDER 00-10-18-6 appointing Patty Fahlstrom –Nopp.
10. MANAGEMENT SERVICES
a. REPORT Scoping Study of Classification and Compensation System.
Van Vactor recalled that the Board wanted to look at a class comp study.
Charlie Van Deusen, Management Services, reported that they wanted a consultant to look at the current class system to make recommendations. He noted they should be looking at the job evaluation system at internal equity and market based components.
Dwyer stated that a scoping needed to be performed if they plan to bargain in good faith.
Van Vactor noted they asked the consultant what the best practices were regarding controlling expectations. He added they discussed costs of $50,000 to $60,000.
11. COMMISSIONERS' ANNOUNCEMENTS
Dwyer announced that he would be gone through next Thursday.
Green reported he would be going to Green Bay, Wisconsin.
Weeldreyer said she would be out of the office next week for the Challenge of Change conference in Portland.
Sorenson said he would be participating in a domestic violence program with Attorney General Hardy Myers. He noted that on Friday they would be celebrating the birthday of Wayne Morse.
12. EMERGENCY BUSINESS
There being no further business, Sorenson recessed the meeting at 12:10 p.m.
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