BOARD OF COMMISSIONERS' WORK SESSION

August 13, 2002

9:00 a.m.

Commissioners' Conference Room

APPROVED 2/5/03

 

Commissioner Bill Dwyer presided with Commissioners Bobby Green, Sr., Anna Morrison, Peter Sorenson 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 an Emergency Business item and a discussion on the Land Management Task Force.

 

# 2.  PUBLIC COMMENTS

 

George Morris, 400 Country Club Road, Eugene, spoke on the train station renovation project.  He said the project is controversial and he has serious concerns.  He wanted to introduce specific requests for the Board’s review and consideration.  He believed there were alternatives to the approach that the City of Eugene was pursuing.  He said there are County funds that are proposed to be used for the extension of Oak Street through the Electric Station parking lot.  He said using an alternative route, looping down Willamette Street and causing the loop to come up Charnelton instead of the extension of Oak could mitigate the severe negative impacts on their property.  He asked the Board to review that alternative.

 

Green reiterated that Lane County’s efforts were to fund the project with dollars allocated, not to get into the design of the project.

 

Morris said there is no way to avoid severe impacts on their property. It was his understanding that when the project first came to the Board for consideration, it was presented as a non-controversial project and there was no reason for Lane County to look at the impacts to the design the City was presenting.  He said the project had expanded since they first considered it.  He said they were denied the opportunity to have a conversation with the City.

 

Sorenson asked what the impact would be to the loss of parking.

 

Morris responded in the long-term lease agreement, the restaurant is entitled to 116 parking spaces.  He noted the impact would be 67 of 116 parking spaces eliminated just for the restaurant, with a total of 220 spaces being removed.

 

Sorenson suggested assigning David Suchart to work with the City of Eugene on the issue and then briefing the Board.

 

Morrison commented the project had taken a significant change from what they originally had seen.  She said they funded the project with certain amounts in mind and it could impact the jail.  She was in support of Suchart going forward with this.

 

Suchart said he could listen to what both sides are proposing.  He said he would sit through the meetings and make sure that whatever comes to the Board’s attention is a common understanding that both Genova and the City of Eugene agree with what the plan is.  He said it was not his place to render an opinion, but to give an objective view.

 

Green didn’t want the County to be dragged through a lawsuit.

 

Morris wanted the Board to have an understanding on what the impacts are as there was contrary information.

 

Dwyer supported the city achieving their goals.  He shared the concerns about the impacts on County property by changing the route from the east to the west.  He had no problem with Suchart studying it.  He hoped that engineering would work with Suchart to review any of the plans the city has so they are in agreement.  He said there was consensus among the Board on how there could be a win-win situation where the project goes forward and they minimize the impact on private landowners, assuring that the County’s money is used effectively in cooperation with the city.

 

Van Vactor reiterated if Suchart needed any assistance, Public Works would help him.

 

Chris Henry, City of Eugene Public Works, thanked the Board for considering the community development road improvement assistance for improvements to the Jenkins Point interchange and the improvements to Glenwood Boulevard. He understood that the Roads Advisory Committee recommended approval for funding and appreciated the Board’s consideration.

 

Tim Quade, 83246 Lorane, represented the Lane County Sheriff’s Posse. He noted they cleared the land to take care of the arena parking at Buford Park.  He said they have $11,000 and 300 hours of labor in the project.  He stated that a former city employee provided part of the labor.  He wanted the County to help get a well in, at a cost of about $10,000.  He asked the County for a donation of $9,800, going to Rich Fay, Parks, to administer.

 

Dwyer said if Rich Fay thinks this is necessary, then he has to come forward.  He thought that this money might be in a park bond.

 

3.  COMMISSIONERS' REMONSTRANCE

 

Sorenson thought it was good that the Eugene City Council adopted a living wage ordinance concept.  He wanted to see the Board take up the same ordinance to pursue living wages.

 

In watching the Eugene City Council meeting, Dwyer commented that the City of Eugene stated that their auditor [the city’s] did not work.  In comparison, he said Lane County’s auditor was doing a great job and the people are well served by her employment.

 

Weeldreyer commented she noticed a criticism on the Board that comes from individual members.  She said there is a negative approach to positive ideas for the Board’s support.

 

4.  EXECUTIVE SESSION as per ORS 192.660

 

None.

 

5.  COMMISSIONERS' BUSINESS

 

a.  UPDATE/Facilities Capital Improvement Projects.

 

Suchart reported the Public Service Building was now in compliance with fire regulations for the first time in 25 years.  He noted there were funds left and they are going to finish the restrooms on both floors.  He said they would be up to six ADA compliant restrooms in the building with one on each floor.

 

Suchart reported they are doing work on Harris Hall.  He said they are going to redo the ceiling, the walls (that are fabric coated) and the carpeting.  He said he would go into the contingency fund to do some of the work.  He said he would get an estimate and bring back different alternatives to the Board.

 

With regard to the LCARA building, Suchart said they were starting the roof and dealing with the safety issues of the cattery and the counter.

 

6.  COUNTY ADMINISTRATION

 

a.  Announcements

 

None.

 

b.  REPORT BACK/Charitable Contributions Campaign.

 

Jeff Towery, Management Analyst, noted the last time this issue was before the Board, they asked for employees to give feedback on change to the charitable contribution campaign.  He said the report back summarizes the response from employees.

 

Sorenson commented that one of the things the Earth Share people said was they had research that showed that charitable contributions to all groups improved as a result of the promotion of the option to contribute to their group.  He thought it would benefit the United Way campaign.

 

Towery said the history of Lane County’s United Way campaigns in the recent past as well as the campaigns they manage for Lane County, has been a history of double-digit increases across the board.  He said there are different campaigns taking place.  He didn’t think the City of Eugene’s campaign went up when Earth Share was added when all of the other campaigns were going up at the same rate.

 

Green agreed with the text that the system isn’t broken.  He thought that Policies and Procedures examined whether or not the request was consistent with what Lane County’s current system of methodology of giving was He thought if someone wanted to give to Earth Share that they could do it on their own.  He wanted to decline any changes.

 

MOTION: to move to decline to make any changes to the eligibility criteria that is Option 1.

 

Green MOVED, Dwyer SECONDED.

 

Sorenson favored a choice for Earth Share.

 

Weeldreyer asked what the actual vote was of the employees.

 

Dwyer responded there were 139 yes, 178 no or 56.2% of those who responded were no, 43.8% were yes.  He said the response rate averaged 11% of the employees.

 

Towery noted the actual response was 21.7% of employees responding.

 

VOTE: 4-1 (Sorenson dissenting).

 

Weeldreyer supported the motion because the majority of the employees didn’t want to change charitable contributions options.  She wanted the Board to leave this opportunity open for the future.

 

7.  PUBLIC WORKS

 

a.  ORDER 02-8-13-1/In the Matter of Approving a Change to the Metropolitan Policy Committee (MPC) Bylaws Allowing a Vote on Transportation Matters for the Oregon Department of Transportation (ODOT).

 

Tom Stinchfield, Public Works, noted the order supports the change to the MPC Bylaws that would allow ODOT to have a voting representative on the committee when transportation matters are considered.  He stated that ODOT was in support of the change.  He said they thought the federal guidelines for MPO areas required that ODOT be a voting member.  He said it hadn’t been part of the structure in the past although ODOT had been an ex-officio member at the table.  He noted there were other requirements of TMA status and they will be formally reviewed at the three-year update of the plan.  He thought this was the right time to make this change regarding MPC procedures and to indicate that ODOT is a contributing partner.  He explained this item would be on the agenda this Thursday at MPC for approval.  He noted the language attached was discussed at the July meeting.  He said there was a consensus at MPC to approve this.

 

Green thought it was good to have ODOT on as many committees as possible, especially when it is a project involving Lane County.  He thought this was going a long way in demonstrating to the OTC that Lane County is included as a voting member on the local MPC (who is an advisory body to all of the local government) in lieu of having a full ACT.  He said the intent is that it relates to the state system and they should have a vote.

 

MOTION:  to approve ORDER 02-8-13-1.

 

Green MOVED, Morrison SECONDED.

 

Dwyer stated that Lane County in good faith wants to be involved and on those matters that affect the state system and other systems, they were willing to have ODOT participate as a full-fledged voting member.

 

Sorenson said they should come to some conclusion that the other groups that had been excluded will continue to be excluded by this policy.  He thought it should stay the way it is.

 

VOTE: 4-1 (Sorenson dissenting).

 

b.  ORDER 02-8-13-2/In the Matter of Directing Staff to Make Code Changes Regarding the Regulation of Lane Code-defined Public Roads.

 

Don Maddox, Public Works, explained this was about local access roads as defined in Lane Code.  He estimated there are approximately 119 miles of this category of road in Lane County.  He noted these were roads that were dedicated to the public for use for access and accepted by the County.  He said there was an additional equal amount of road miles (119 miles) within Lane County that do not meet the County definition and they weren’t dealing with those other public roads.

 

Dwyer recalled the Board was interested in fire, life, safety, and who would determine adequacy.  He said the Board asked for them to work with the fire districts so the issues are at the planning level and the fire districts are responsible for the conditions that are met.

 

MOTION: to approve ORDER 02-8-13-2.

 

Green MOVED Morrison SECONDED.

 

Celia Barry, Public Works, noted there was a secondary issue, to incorporate the facility permit process into the building permit for County maintained roads.  She asked that the motion be made to also direct code amendments to take place.

 

VOTE: 4-1 (Morrison dissenting).

 

Morrison explained she voted against this because of the nature of some of the access roads in her area.  She wanted to put them into the system.

 

c.  ORDER 02-8-13-3/In the Matter of Awarding Community Development Grants Under the Community Development Road Improvement Assistance Program Not to Exceed $1,331,140; and Authorizing the County Administrator to Execute Intergovernmental Agreements With the Successful Applicants to Ensure Construction of Specified Improvements and Transfer Funds.

 

Mike Russell, Public Works, explained they received 12 applications from 10 applicants.  He noted the subcommittee met twice and reviewed one applicant and the Roads Advisory Subcommittee subsequently adopted their recommendations.

 

Russell stated the Bethel School District was recommended for funding as a path street improvement to a newly created street that will be called Blue Heron Drive to access the school facility off of Royal Avenue.  He added it includes money to help the district pay for assessments associated with improvements on Royal.

 

Russell noted there were several overlay projects that were submitted and the subcommittee and Roads Advisory Committee thought that using this fund or simple overlays would deplete it and it didn’t rise to the standard it should be used for.  He added on subsequent applications he would state that overlays were not looked upon as favorable projects for the funds.

 

Russell said that with 4J School District, the extension of 14th Avenue in relation to a new school facility plan next to Patterson Elementary is to extend 14th Avenue from Taylor to Chambers.

 

Russell noted the City of Oakridge Second Street improvement is similar to the Rainbow Street improvement that the Board approved under this fund and the committee had supported.

 

With regard to the Laura Street improvements, Russell noted originally the proposal was for help in improving a city portion as well as a County portion of Laura Street.  He said the subcommittee was not in favor and subsequently the City of Springfield came to the Roads Advisory Committee and they revised their request from $805,000 to $200,000 that the committee recommended for approval.

 

Russell explained the total amount the committee is recommending is $1,331,140.  That will leave a balance of $814,460 for a supplemental round.

 

MOTION: to approve ORDER 02-8-13-3.

 

Green MOVED, Morrison SECONDED.

 

Dwyer said that next time they would have a one-sheet explanation on what the money should not be used for.

 

With regard to the 4J project, Russell had corresponded with the superintendent and it appeared they weren’t sure if the City required a full extension of 14th.  He said based on the recommendation of Snowden, if they had the order having language about approving the use of funds for the full development of 14th Avenue the City required it.  He said if they don’t, only a portion of the grant would be used.

 

Russell said if the Board wanted to adopt the order with that stipulation, then they could address that in the intergovernmental agreement.

 

Weeldreyer requested this be a topic when they are visiting the small cities.

 

VOTE: 5-0.

 

d.  DISCUSSION/Land Management Task Force

 

Ollie Snowden, Public Works, explained since the last meeting three weeks ago, he met with Kay Blackburn, Internal Auditor, and she developed a work program to gather data from other counties on how they are dealing with building and land management programs for benchmarks and performance measures.  He said they would provide that data to the task force.  He said it would affect any other project that Blackburn might be working on.  He added that she would look internally at the budget revenue streams for any statutory limits on how they could use their permits fees.

 

Snowden stated the Board requested an announcement for people to apply for the task force.  He said they were looking for two at-large people and they asked 1000 Friends of Eugene, Land Watch, the Homebuilders and the Realtor organizations to submit a list of candidate names.  He said to date they have a list from Land Watch who had submitted three names; a letter from the Cottage Grove Board of Realtors who had submitted three names and six other applications.  He asked the Board if they were interested in working with the six applications or to extend the timeline another week and half to generate interest for more applicants for the two at large positions.

 

Morrison supported extending the time for another week and a half and to re-advertise.

 

Snowden noted there was an opportunity to go a different direction.  He said an option would be to turn the program over to the state.  He said if the Board was in agreement to begin a recruitment process for the building official, then it gives them more time to get the task force started.

 

Sorenson commented that by extending the process they would have a broader pool of people to consider for the task force.

 

Snowden stated they would extend this for a week and a half.

 

8.  YOUTH SERVICES

 

a.  ORDER 02-8-13-4/In the Matter of Authorizing Youth Services to Accept a Grant From the Drug Courts Program Office (DCPO) for $499,299 for Three Years for the Juvenile Drug Court Project and Authorize the County Administrator to Designate Youth Services' Staff, Linda Wagner, as the Authorizing Representative for the Purpose of this Grant.

 

Lisa Smith, Youth Services, reported that Lane County’s Juvenile Department was the only one awarded this grant in Oregon.  She said with this grant they could only serve non-violent offenders. She said they would put in strict accounting and this is not mixed with the Breaking the Cycle accounts.  She said this money allows serving about 155 kids per year as opposed to 75 currently served.  She said it allows them to gather information to see if they could move to best practices.  She noted there is a match that utilizes existing staff members.  She said the money for the grant is for incentives, sanctions, treatments and urinalysis.  She added there is no staff involved except for the match portion.  She stated there was a cash grant required and they used the Serbu Endowment to provide the cash match.  She added the Serbu family approved of this and would approve this again in the future.

 

MOTION: to approve ORDER 02-8-13-4.

 

Morrison MOVED, Green SECONDED.

 

VOTE: 5-0.

 

9.  REVIEW ASSIGNMENTS

 

None.

 

10.  COMMISSIONERS' ANNOUNCEMENTS

 

Morrison complimented the new Lorane Fire Station.  She congratulated Junction City on a successful Scandinavian Festival.

 

Weeldreyer stated she attended the Cottage Grove Council meeting where the major topic was the Cottage Grove Speedway.  She explained that the County had denied the legality of the Speedway as being no longer a conforming use.  She said the concern is that Lane County is going to enforce its compliance against the Speedway and won’t let them operate it.  She couldn’t represent what staff’s recommendation was, due to John Cole’s leaving.  She said there needed to be more conversation at a staff level.

 

Green thanked Jamon Kent for all the work he did representing the Springfield School District.

 

11.  CORRESPONDENCE TO THE BOARD

 

None.

 

12.  EMERGENCY BUSINESS

 

Wilson explained one of the people they appointed for the Courthouse Plaza Access Committee was unavailable to serve on the committee.  She noted another problem that had developed was that a person on the Public Safety Emergency Communication Committee had not responded to any of the phone calls inviting them to a meeting.  She said the Sheriff’s Office requested they appoint an additional member so there are three active participants to write the statement.  She said that Catherine Egan was willing to serve on both committees and has the time available.  She said her recommendation is to make the appointment as a substitute on the Courthouse Plaza Access Committee and as an additional appointment on the Public Safety Communications Committee.

 

ORDER 02-8-13-7Amending Board Order 02-7-24-7 Regarding Appointing Committees to Draft an Explanatory Statement.

 

Green MOVED, Morrison SECONDED.

 

VOTE: 5-0.

 

There being no further business, Commissioner Dwyer recessed the meeting at 11:05 a.m.

 

 

Melissa Zimmer

Recording Secretary