BOARD OF COMMISSIONERS'
January 9, 2002
Commissionersí Conference Room
Commissioner Bill Dwyer presided with Commissioners Bobby Green, Sr., Anna Morrison and Peter Sorenson present.† Cindy Weeldreyer was present via telephone.† County Administrator Bill Van Vactor, Assistant County Counsel Stephen Vorhes and Recording Secretary Melissa Zimmer were also present.
1.† ADJUSTMENTS TO THE AGENDA
Morrison stated she would pass out a letter on the Confederated Tribes.
2.† PUBLIC COMMENTS
Mona Linstromberg, 87140 Territorial Road, Veneta, said the proposed draft ordinance had a provision that was absent according to the research by their technical expert.
Lorane Still, 83076 N. Bradford, Creswell, stated she was with HALA.†† She noted at their Board meeting, they made a motion to support the refinancing of the fairgrounds debt.† She asked that the plan (with the bond reserve of $890,000) be used to pay down the outstanding debt.† She said the approximate $6.2 million refinanced debt should be repaid in equal installments over 20 years and the interceptor project should be paid with state and federal grants and loans designed for capital improvement required by the Clean Water Act.† She noted the use of grants and low interest loans from the state at less than 2% are better sources of funds than bond financing.† She said the current Fair Board should not limit future Fair Boards to room tax revenues by shifting increased bond principle repayment into the future, as proposed under the five year interest-only option.† She said it was doubtful that rates would stay this low and refinancing this debt in five years is not sound fiscal management.
Anne Jenson, 1642 N. Danebo, Eugene, stated she was also with HALA.† She was against any plan to refinance the fairgrounds that pushes the rate ceiling into the future or that uses the reserve of $890,000 to do anything other than lower the debt.
Fred Hamlin, 29773 Gimple Hill Road, Eugene, HALA, said the refinance was a sound business move and one to endorse.† He said the proceeds of the bond reserve should be utilized to pay down the debt.† He added that federal and state funding is available for Clean Water Act remediation.† He thought those funds should be utilized for capital improvements at the fairgrounds. He said a 660-foot sewer line could be constructed that would reopen the fairgrounds for animal use on a year-round basis, could be done for less than $50,000.† He said that HALA had been asking about Fair Board appointees and had received the information that there were no openings.† He noted there was a new opening, but saw no advertisements with regard to a Fair Board member for the upcoming year.
Morrison asked Hamlin what grants he didnít think the Fair Board had applied for.
Hamlin responded there was a grant that had a deadline of October 30 and they brought it to the subcommittee.† He said they had asked on numerous occasions if the DEQ grant was applied for.† He added there had been no documentation that they were able to track indicating that it had been applied for.
Morrison asked Gleason to provide HALA copies to eliminate their concern.
Dwyer stated the Fair Board might not have applied for the grant.† He asked what the grant was, the purpose and the amount and if the Fair Board had applied for it.
Hamlin noted there are funds available.
George Schlisher, 5071 Royal Avenue, stated he was a past president of HALA.† He also said that grants and low interest loans would be a better use of taxpayer money and would result in more available for other capital improvements. He didnít want to delay payment of the loan.
Dennis Morgan, 36249 Pio Lane, Springfield, stated he was a member of HALA.† He noted in May of last year they presented the fair management with a list of eight possible sources of funding including the EPA, USDA and the DEQ for loan applications.†
Bob Still, 83076 N. Bradford, Creswell, stated he was a member of HALA.† He said they turned in 2,500 petition signatures to the Board of Commissioners.† The largest percentage of the people wanted livestock at the fairgrounds year-round.†
3.† EXECUTIVE SESSION as per ORS 192.660
To take place after the meeting.
Sorenson asked if there could be a discussion about publishing the topics of the future Executive Sessions.
Van Vactor recommended Terry Wilson discuss this next week.
4. †COMMISSIONERS' BUSINESS
a.† UPDATE/Park and Recreation Comprehensive Plan Update and Request for Citizen Advisory Committee Participation.
Bob Keefer, Willamalane Parks, explained this was a 20-year vision of how parks and recreation services will be delivered in Springfield.† He said they did a plan in 1995 and the Board of Directors of Willamalane adopted it.† He asked the Board to go back to the 1982 comprehensive plan model.† He hoped as they go through this public oriented procedure, this would become a land use plan that is a refinement to the Metro Plan.† He added they have to include the County involvement in their planning process.† He said they have a citizenís advisory committee from seven members of the community, plus four public officials. †They were requesting that a County Commissioner be involved in the planning.† He added there would be a Technical Advisory Committee from staff of the adjoining agencies.† He noted that Rich Fay, County Parks, had also agreed to serve on the technical advisory committee. He noted that Dwyer had indicated he would represent the Board of Commissioners.
MOTION: to nominate Bill Dwyer to represent the Board of Commissioners on the Citizens Advisory Committee for Willamalane.
Weeldreyer MOVED, Sorenson SECONDED.
Green supported the motion with the understanding that the Boardís position is reflected on the committee.
Dwyer stated he envisioned his role as the intermediary between the citizen Advisory Committee and the Board to advise the Board as to what is happening.† He added the Board of Commissions would have the ultimate authority.
Weeldreyer was interested in being Dwyerís alternate.
Sorenson amended the motion to reflect that fact.
b.† DISCUSSION/United Front.
Tony Bieda, Intergovernmental Relations, explained that over the last couple of months they had been working with County staff and staff of the United Front governmental partners to refine and identify the needs of getting federal support during the next budget cycle.† He added the list had been refined and refocused with feedback from the other United Front partners.† He noted they would be using the list to visit the congressional delegation and federal agencies to explain why these ideas were meritorious and deserving of some support.† He added the trip would be to Washington, D.C. the first week of March.
With regard to the project list, Bieda noted a correction on page 3 of the revised materials.† He said the sixth line should be $825,000.
Bieda stated they had been asked to get materials to the package creator by January 19, to be presented for the United Front.
Sorenson asked what the process would be for the United Front.
Bieda responded they had to keep the list focused and modest so it has a chance of success.† He said they wanted to create a forum for all of the elected officials across the jurisdictions in ratifying the list.† He said they (at staff level) decide how they are pared down with Smith Dawson. He added a lot is discussed behind the scenes about what is proposed informally.† He noted there wasnít a formal process. He said in the list of appointments, Smith Dawson pairs up the local officials and lobbyists on given appointments across jurisdictional basis.† He said a formalized process could take place and he could share the lists from other jurisdictions so they could see what Springfield or Eugene was adding.
Green stated his past United Front trips were informal.† He noted there was no problem with the current process and he didnít want to change it.
c.† ORDER 02-1-9-15/In the Matter of Appointing Representatives to Various Committees and Agencies. (NBA & PM 9/25/01)
Sorenson noted his term with AOC Finance and Administration Committee had expired.†
Morrison noted the whole AOC section needed to be changed.† She suggested that Bieda find out who at the district level was put into this position from the Board of Commissioners.
Morrison noted on the O & C Board of Directors, she was elected.
Sorenson requested moving the Willamalane Park and Recreation Citizen Advisory Committee with Dwyer as the representative and Weeldreyer as the alternate.
Dwyer noted there was no alternate assigned for the Siuslaw Watershed Council.† He suggested moving all the watershed councils from page 4 to page 3.† He said all watershed councils needed alternates.
Weeldreyer concurred with Dwyer.
Dwyer said he would be willing to be an alternate on the East Willamette with Weeldreyer.
With regard to the SAVE committee, Sorenson said an alternate had to be added.† He said Weeldreyer needed to be listed as the alternate.†
With Finance and Audit and Policies and Procedures, Morrison and Green were switching positions.
Dwyer said Finance and Audit would have Dwyer and Morrison and Policies and Procedures would have Green and Weeldreyer.
Weeldreyer asked if she could serve as chair for Policies and Procedures.
Morrison noted with Metro Wastewater that she was chair this year.
Sorenson stated he had been the Boardís representative on the Bus Rapid Transit Steering Committee and they requested an alternate.
Dwyer noted that Green would be the alternate.
Weeldreyer was the representative with the 2015 committee and Dwyer is the alternate.
Green noted for the state that he chaired the Juvenile Crime Prevention Advisory Committee and that is a statutory committee.
Morrison stated she was on the governorís Community Development Forum and the state ORMAP.
Weeldreyer stated she was assigned to the Oregon Telecommunication Coordinating Council.† She added she was on the Oregon Public Networking Committee.
MOTION: to move tentative approval of ORDER 02-1-9-15 †as amended.
Sorenson MOVED, Green SECONDED
d.† ORDER 02-01-09-1/In the Matter of Awarding a Professional Services Contract for a Financial Advisor to Regional Financial Advisors, Inc. for a Term Expiring June 30, 2002 in an Amount Not to Exceed $75,000.
Jeff Towery, Budget Analyst, explained this was a housekeeping item.† He noted it was to extend the contract through the balance of the fiscal year and to confirm and ratify payments that had been made to RFA over the last year, where there was no formal contract in place.
MOTION: to approve ORDER 01-2-1-9-1.
Sorenson MOVED, Morrison SECONDED.
e.† ORDER 02-01-09-2/In the Matter of Appointing a Member to the Lane County Fair Board.
Van Vactor noted a question was raised in public comment about notice of the Fair Board vacancy.† He said notice went out on November 16.† He said there was a lot of public distribution.† He didnít know if a copy had gone to HALA.
Gleason recommended adding another three years to Charles Warrenís commitment.† He stated the Fair Board unanimously recommended him.
MOTION: to approve ORDER 02-1-9-2.
Green MOVED, Sorenson SECONDED
f.† ORDER 02-01-09-3/In the Matter of Authorizing the Refinancing of the 1997 Municipal Loan Agreement for Capital Projects and the 1998 Municipal Loan Agreement for the Lane County Fairgrounds.
With regard to refinancing, Towery reported that they had gone to the Finance and Audit Committee and included the 1997 Bank Loan that refinanced the enlargement of the Orchard Point Marina, replacing the Assessment and Taxation computer system, roof work, structural problems at adult corrections and the Florence Public Safety Building.† He anticipated an annual savings for the life of the loan of about $48,000.† He noted the savings would be distributed among the various departments that are impacted by the issue.† He stated they put it into a separate Board Order and it would be a separate bond issue sold from the 1998 refinance.
Towery explained the first Board Order authorized the refinancing.† He said the question for the Board is to identify the structure they wanted used for the bond issue.† He noted the Board Order was drafted in a way that the structure was not specifically identified.
Rebecca Chao, President, Regional Financial Advisors, reported three key issues came up during the review of the process.† She explained the original issue had a reserve the size of one yearís payment of debt service and due to the type of structure that was used at that time, (a bank loan under a different law) the reserve was required.† She stated it is not necessary to have that reserve for the new issue and there was a question as to what they do with the money in the reserve.† She said they could contribute it to the new bond issue so it would be smaller, or they could use the money for various fair projects.† She noted there was a project identified and discussed as to where the money could go.† She said the first question was whether or not to use the reserve. She said they were looking at a 20 year issue and there is principle due each year of the 20 years.† She explained they discussed the possibility of deferring the principle which would make less payment for debt service.† She added if they have a revenue source that stays constant, they would have a smaller amount of debt service and money left over that could be used by the Fair Board for fair projects. She said another question was whether the Board wanted to pay the same amount for the principle and interest.† She added they could also do an ascending amount where it is structured less, but more into the future.† She noted they ascended the amount at 2%, but the more that is ascended, the less the market likes it.†
Chao explained there were three options. She thought the easiest would be for the reserve to be contributed to the new issues, and that they have equal payments with no deferral of principle. She added another option is the same as the first except that instead of making the new issue smaller, the reserve money is used for fair projects identified in the Board report.† She noted the last option was to do everything, where the reserve is used for fair projects, the principle is deferred six years and the debt service ascends at 2%.† She said overall the interest rate didnít make much difference, but they would go from an average rate of 5.21% to 5.31%. She said if they do nothing, things would be tight with the revenue source.† This was the worst-case scenario.†
Chao stated there is a rebate that is due.† She said the federal government allows getting low interest by letting the interest on the bonds be exempt from income taxes.† She added there are restrictions on the investment of the money that is borrowed.† She said if they invest at a rate higher than what they originally borrowed at, it has to be returned to the federal government as a rebate.† She noted the rebate had been calculated at $142,500.† The best way to handle it is to pay it directly from this yearís flow of hotel/motel taxes.† She said it is a County bond issue and would be considered in the same way as any other County bond issue, going through the process of a notice of sale and sending out an official statement (stock prospectus).† She explained they would be posting it on the internet. She noted they were doing the 97 and 98 bonds together to save on sales cost.
Morrison noted the project cost for the interceptor was $675,000, with $500,000 coming from alternative revenue sources.† She asked if the $500,000 was from the grants they discussed.
Tom Hutton, Fair Board, explained that the TRT had funded a portion of the capital improvement projects at the fairgrounds.† He noted $500,000 was an upper limit identified by staff that might have the potential to qualify for this project.† He added they were in the design process so they donít know the exact amount on what the whole project would cost.† He said there is no assurance they could get the grants, but they need to have the project in place by the fair and the commitment for the bond reserves so this project could move forward.† He added they had other projects that were needed, including a leaky roof.
Van Vactor stated the order was written that the $890,000 in proceeds from finance would go exclusively to the Lane County Fairground dry weather flow to the City sanitary sewer interceptor project that was described.† He noted money going to the roof was a different use.† He said if they wanted to add the roof they would have to amend the order.
Towery said when they met with Finance and Audit, they discussed the rebate being paid from the reserve.† He said they could have done that, but after review by bond counsel and county counsel, the determination was made to utilize room tax revenues to pay that rebate.† He noted the net effect was the same but it was to ease issuing the bonds.† He said the Fair Board made a persuasive argument that the specific need for this project is what drove their need to utilize the capital improvements now.† He said whatever structure they use, they gather the amount for the reserve. He explained the use of the money specifically for this project is what justifies increasing the amount of the debt issue by the amount of the reserve.† He was reluctant about recommending the third option, which the Fair Board wanted.† He said the ascending debt schedule and deferral of principle are factors that make him uncomfortable, given economic uncertainty.
Green asked what Toweryís recommendation would be.
Towery wanted to be conservative.† He noted there is a historical low point in the interest market, not being this low for 30 or 40 years.† He said when they would need to refinance in the future the market would be less favorable.† He said because it is favorable now, he recommended a more traditional debt structure, paying the principle now and getting the best interest rate.
Green asked what they would save in interest, given what they are currently paying.
Towery noted with the total cost of the debt, they would save $2.4 million.† He noted in present value it would be about $1.1 million over the life of the issue.
Sorenson suggested doing this if Lane County is able to get a lower interest rate, using the reserve for present needs.† He asked if they could pay the loan off early.
Chao responded they could pay it off but with a conventional bond issue, they could not pay off anything early until the call date and they will have a 10-year call date.
In response to Greenís question about making a recommendation that is consistent with the Fair Board in terms of the structure, Towery said it relates to focusing the money in the out years on something besides fairgrounds projects.† He stated the second Board Order sets out the five-year time frame they collectively agreed to.† He said even at the more aggressive debt schedule, that would provide the fairgrounds with half of what they projected to need over the course of their capital improvements plan.† He said it provides more than what the Board had been able to give to the fairgrounds through the sweep over the last several years.
Green asked if this actually fixed the problem.† He asked if the board could dedicate the funds to fix what currently needed to be done.
Hutton stated it was just for the interceptor project.† He said it just solves a three-month problem so they could have the 4H, Youth and County Fair.† He added it wonít allow them to expand to large animal events during the wet season and it doesnít solve HALAís problem.† He noted this was the minimum to allow them to hold the events. He said it was risky to think they would get the grants for this project.
Francisca Johnson, President, Fair Board, said it was unanimous by their Board for Option 3 to address their needs to get to the fair.
MOTION : to move approval of† ORDER 02-01-09-3.
Sorenson MOVED, Green SECONDED.
- and -
ORDER 02-01-09-4/In the Matter of Dedicating Proceeds from the Refinancing of the 1998 Fairgrounds Municipal Loan Agreement to the Lane County Fairgrounds Water Quality and North Edge Enhancement Project and Approving the Use of Undedicated Transient Room Tax Funds for Capital Improvements at the Lane County Fairgrounds.
MOTION: to approve ORDER 02-01-09-4 with Option 3, $890,500 for the sewer project and assumption of the debt schedule repayment.
Sorenson MOVED, Green SECONDED.
Morrison explained at the first ďIt is now hereby orderedĒ that stated the $890,000 is to be exclusively used for the wet weather flow.† She added if any of the grants come in, they understand that is what will happen.† She noted whatever is not used, goes back.
Van Vactor noted this was to refinance the existing debt and refinance the reserves.† He said they were asking to refinance the existing debt and getting the $890,000 to spend on capital projects.† He said it was up to the Board to decide what they wanted to do with the roof.
Johnson stated it was the Fair Boardís priority to get the sewer project completed.
Van Vactor stated the Board had to determine whether they wanted to dedicate the reserve exclusively to the sewer project or have them use it on the rest of their capital plan.
Sorenson asked to find out if the $890,000 could be used on the sewer project and if they get other grants or monies, to use that money for improvements to the fairgrounds.
Johnson responded this was not the only need at the fairgrounds.† She said they need to have the dedication of the funds so that they can meet the mission of the fairgrounds.
Charles Warren, Fair Board, said if there was anything left over from the sewer project, they could put those funds toward other things.
Hutton suggested putting in the Board Order the sewer project and the current fair board capital improvement plan.† He stated the roof did need to be repaired.
Green said if the maker of the motion would agree to capture that, he would second the motion.
Chao explained the Board authorized a series of bonds sold to refinance the 1998 bond and the authorization of additional proceeds.† She said the use of the proceeds for this series will have to be capital improvements or it could be applied to the payment of debt service, but it could not be used for any other purpose and that carries for the term of the bond.† She said they are trying to involve the County with the least amount of federal rules and the reserve is being contributed to the new bond issue and new proceeds are being generated, not subject to the rebate being used for the projects.† She explained it is the characterization of what the new bonds are being issued for that will govern those new proceeds.†
Sorenson asked if the Board of Commissioners wanted to designate the reserve for the refinancing of the 1998 Municipal Loan Agreement exclusively to the Lane County Fairgrounds sewer project and other capital projects at the fairgrounds, if it would be acceptable for the bond sale.
Chao responded the resolution the Board passed governs the use of proceeds.† She said they would need to use identical wording or defer back to other uses as specified in the board order.† She wanted to make sure there were not two different wordings in the order.
Vorhes noted the language they would be using in the board order that was just adopted, (provided that they allow the amount of proceeds that does not exceed the amount that was credited for the reserve account for the 1998 Municipal Loan Agreement) would be used for capital improvement at the Lane County Fairgrounds.† He added as long as the language is identical or similar to capital improvements at the Lane County Fairgrounds, the language in the order should be consistent with what the allowable proceeds of the bond issue.
h)† DISCUSSION/Casino Letter
Morrison said there was a recent decision about the Hatch Act and the Confederated Tribes of the Coos and Lower Umpqua.† She read the decision had concerns that the state would be effective in an appeal process.† She said the governorís office is in the process of reviewing the decision and would be making up their minds within three weeks.† She noted the language states that the Bureau of Indian Affairs was too restrictive in their original interpretation of the federal statute and when working with the tribes they are supposed to be as lenient as they can in getting back tribal lands.† She encouraged sending a letter to the governor.
Sorenson suggested having a briefing with the representatives who are opposed to the casino gambling and someone representing the tribes who could give their perspective on whether the Board should be asking the Interior Department to appeal an adverse decision.† He said they need to proceed cautiously because of the rights of the parties.
Dwyer said this has to do with post 1988 lands being added as tribal status for the purposes of gaming.† He stated the tribes told him they didnít acquire the land for the purpose of gaming.† He said it was serious enough that other tribes trying to achieve the same goals could use this.† He stated Article 15, Section 22 of the Oregon Constitution is explicit and gives direction to oppose casino-style gaming in Oregon.† He said the legislature should take an affirmative step to stop it.
Green supported the letter.
MOTION: to approve the content of the letter and send it forward to the governor.
Morrison MOVED, Green SECONDED.
VOTE: 4-1 (Sorenson dissenting)
Sorenson voted against it because he didnít have a copy of the briefing.
5.† COUNTY ADMINISTRATION
Van Vactor announced that the next Leadership Team meeting in the Board Conference Room† would be January 22, 2002 at 10:00 a.m.††
b.† DISCUSSION/In the Matter of an Addendum to Potential Revenue Shortfall and Unanticipated Expenditure Projections for Remainder of FY 2001- FY 2002.
Margaret Wilkenfeld, Budget Analyst, reported this was in response to questions that were raised on the meeting of December 11, regarding potential shortfalls during this yearís current budget and unexpected expenditures.† She said a major question involved the Department of Youth Services.† She noted there should be a $250,000 shortfall in the Breaking the Cycle project.† She noted it was the third year of the project and they had originally planned to seek $1 million in revenue, but it turned up a $250,000 deficit.† She explained at this time, a senior counselor position and a mental health specialist position would be funded through the Serbu Endowment Fund, for a total of $150,000.† She noted the Department of Youth Services applied for the juvenile drug court grant.† She noted the $75,000 from the Serbu Endowment would cover one position. She added two community service worker positions would be eliminated.
With regard to the Children and Families $19,500 shortfall, it was proposed that a group worker would be moved to Title 3 Juvenile Force work crew and would perform the duties with that position.
Green asked for an information sheet of all the positions that were under the grants that might be subject to elimination or cuts.
Sorenson asked if other Oregon counties had foundations where a separate Board† uses the money to help the parent organization administer them.† He noted that Lane Community College and the University of Oregon have foundations.
Van Vactor noted that County Administrators get together once a month and he would put that on their agenda.
Sorenson suggested having this as a report back in about six weeks.
Weeldreyer suggested that she and Sorenson would work with staff on how Lane County might start a similar foundation.† She said it also works with economic development.
c.† ORDER 02-01-09-6/In the Matter of Receiving a Grant from the State of Oregon for Targeted Housing Rehabilitation, Designated Communities of South 79th Street East of Springfield, and Marcola, Related to Solving Water Quality Issues.
Peter Thurston, Economic Development, explained in 2000, Lane County established the regional housing rehabilitation program.† He noted in mid-2001 they applied again for $150,000 dedicated to the 79th Street project and the Marcola housing rehabilitation needs.† He said they received notice on that along with the City of Oakridge and Cottage Grove, who received $500,000.† He noted they have a pool of about $1 million as they make improvements to low-income families.† He said todayís action is proceeding with the second $150,000 application from the State of Oregon.
MOTION: to approve ORDER 02-01-09-6.
Morrison MOVED, Green SECONDED.
6.† PUBLIC WORKS
a.† ORDER 02-01-09-7/In the Matter of Awarding a Trashbuster Award to Guaranty Chevrolet.
MOTION: to approve 02-1-9-7.
Morrison MOVED, Sorenson SECONDED.
b.† ORDER 02-01-09-8/In the Matter of Approving a South Meadow Management Plan for Howard Buford Recreation Area and Authorizing the Parks Division and Friends of Buford Park and Mt. Pisgah to Apply for Four Grants for the Purpose of South Meadow Habitat Enhancements.
Rich Fay, Parks, asked the Board to approve a South Meadow Management Plan and authorize the Parks Division to partner with the Friends of Buford Park to apply for four grants to help finance the enhancements that are identified in the South Meadow Management Plan.† He noted the Friends of Buford Park and Lane County Parks signed a landowner agreement in 2000 and the agreement identified the south pasture project area and habitat enhancements to take place in that area and it stated that Lane County Parks and Friends of Buford Park shall jointly develop a South Meadow Management Plan.† He said they worked with Friends of Buford Park to complete the plan.
Chris Orsinger, Friends of Buford Park, gave a slide presentation.† He urged the Board to adopt the plan and approval of their request to seek grants to further support the project.
Morrison asked if money match in-kind meant staff time.
Fay responded it did.† He said they are already doing this with Friends of Buford Park to coordinate planning for the site.
MOTION: to approve ORDER 02-01-09-8.
Sorenson MOVED, Green SECONDED.
ORDER 02-01-09-9/In the Matter of Appointing Two Members to the Parks Advisory Committee.
Fay reported there were two vacancies due to Rich Aaring and Suzanne Dwight Alexander finishing their terms.† He said they advertised for 30 days to attract applicants. He said three people applied and they were recommending Johnny Medlin and Janet Alexander. He noted the Parks Advisory Committee members and staff interviewed them.
MOTION: to approve ORDER 02-01-9-9.
Sorenson MOVED, Green SECONDED.
7.† CONSENT CALENDAR
A.† Approval of Minutes:† None.
B.† Children and Family Services
1)† RESOLUTION AND ORDER 02-01-09-10/In the Matter of Awarding a Contract Amendment for the Period of September 1, 2001 Through June 30, 2002; Increasing the Previous Contract Amount of $46,079 by $26,000, Bringing the Contract Total to $72,079; and Delegating Authority to the County Administrative Officer to Execute the Contract.
ORDER 02-01-09-11/In the Matter of Accepting an Award of $55,000 for Support Services for Children Witnessing Domestic Violence from the Edward Byrne Memorial Formula Grant Program; Increasing Revenue and Expenditure Appropriations by $55,000; and Delegating Authority to the County Administrator to Accept the Funds and Execute Grant Documents, Intergovernmental Agreements, and Contracts Related to the Grant.
C.† Health and Human Services
1)† ORDER 02-01-09-12/In the Matter of Delegating Authority to the County Administrator to Sign a Contract Amendment with ShelterCare in the Amount of $910,622.
ORDER 02-01-09-13/In the Matter of Awarding a Contract to Sacred Heart Medical Center in the Amount of $57,750 for Morgue Services. (34)
MOTION: to approve the balance of the Consent Calendar with item 7. D. 1) pulled.
Green MOVED, Morrison SECONDED.
D.† Public Works
1)† ORDER 02-01-09-14/In the Matter of Constructing Improvements to Pearl Street Between MP 0.25 and MP 0.58, Including Assessments and Notice of Pending Lien Against Adjacent Properties.
MOTION: to allow for public comment.
Green MOVED, Sorenson SECONDED.
Green explained that representatives of Truck and Travel had several meetings with staff of Public Works.† He noted there was a misunderstanding.
Jim Anderson, Truck and Travel, stated when they came to the Board, they came to an agreement that in the construction of Pearl Street, the County would omit the center median in front of their facility, allowing† current access to remain.† He said they developed a different concept to change their access so it might solve the issue.† He said they met with staff this week and presented it to them.† He said they proposed moving east with access and in line with Industrial Way, coming into their gas stationís driveway, splitting cars and trucks, and bringing trucks into the fueling islands.† He said to accommodate that, they would have to add 145 feet of culvert to Muddy Creek.† He noted they would lose some parking in the restaurant parking lot for autos.† He stated that Muddy Creek would turn on their water within 60 days and it is on for the summer.† He said the County would receive the permit from DLCD to fill that portion of Muddy Creek.† He stated they wouldnít be able to obtain a permit by themselves in that short period of time.† He asked to have the County amend their request for the permit application to include the additional 145 feet so they could get it done prior to construction, or postpone the project for a year to give them an opportunity to get the permit to get their access changed prior to construction of the road.†
Sorenson asked about the permit to extend the culvert on Muddy Creek as part of the Countyís permit.† He asked if they would recommend going† ahead if the project was held up.
Anderson said they talked with their engineers to find out where in the process Lane Countyís permit was.† He said it was okay to wait until next year to do the project.
Dwyer stated what Anderson didnít want was one entrance in and one out.
Anderson said if the County gets their permit and he tries to get one as an individual he might not be able to get it.† He said the delay would be a down side to the motor home manufacturer on Industrial Way as they would have to pay for a traffic cop for an additional year.
Green asked what was problematic about this.
Sonny Chickering, County Engineer, stated he met with Anderson on Monday and was given a copy of the proposal.† He said they had their design engineers look at it.† He noted there were discussions with ODOT about the interchange realignment of Roberts Road.† He said they believed the trucks would be able to make a turn, but they were concerned about the trucks in the northbound lanes as they had to stop at a stop bar.† They didnít want a truck to sideswipe the front of their vehicles.† He stated they had proposed putting up a traffic signal that would serve vehicles out of the service station.† He said in the short term, it might be difficult for the vehicles using the gas station to exit out of the same driveway because of† trucks coming through.
Sorenson asked Chickering if he agreed with Andersonís proposal.
Chickering agreed to what they had been able to analyze.† He said from their perspective, having the trucks making the turn at a traffic-signalized intersection is a safer condition than making a free left turn from a center turn lane.† He liked the idea of the trucks exiting onto Pearl Street at Stuart.† He said they would have to work out details about signal timing because the truck movements would be slower than a standard passenger vehicle.† He said the project scope for their permit only includes widening of a roadway.† He noted they made justifications for avoiding and minimizing impacts to wetlands based on only widening that road.† He said if they were to try to amend their permit, they had expanded the scope of the project.† He said they have a larger issue to address on whether they need to impact the wetlands or not.
Snowden noted that the Coburg TSP includes realignment of Roberts Road to this alignment.† He recalled they came before the Board with a proposal to go to the state to try to access management money through realigning Roberts Road.† They were successful in getting $1.2 million to realign the road, but ODOT thought it would cost more than that to buy out the gas station, so ODOT pulled out.† He added Lane County could buy right of way south of there but it didnít accomplish what the Andersons wanted because the road alignment wouldnít enclose the irrigation channel and they need to get across the channel.
Anderson said the problem they see is doing their realignment inside† prior to the road construction outside.† He said they need a fill permit prior to Muddy Creek turning on their water.† He added if they could get their permit, they could get their work done.
Green asked if there was a way to minimize an impact where they could be allowed to get their permit without getting too far behind.† He asked if the timing was more meaningful.
Anderson said even if they applied for a permit, that they would not get it in time.
Dwyer recommended expediting the permit process by using Lane County as the cover.
Snowden said it could be done, but he didnít think it could expedite the permit.† He said the risk is that the project doesnít go to contract this year.† He said they would probably see an increased cost because of inflation.
Weeldreyer stated if the Board had an opportunity to get a win-win situation that† improves safety and continues to be an economic benefit at Truck and Travel they should go for it.
Green concurred with Weeldreyer.
Weeldreyer noted there was a community solutions team that is supposed to work things out if they have problems with DSL.
Dwyer agreed they needed to work with Truck and Travel as long as it didnít cost taxpayers any more money and the process for getting the permit could be expedited in extending the ditch with the DSL.
Chickering cautioned that it would be difficult to convince the regulatory agencies to allow them to extend the culverts for Truck and Travelís circulation.† He said it was more difficult than trying to win with public safety.
Snowden said they might want to change the project design concept to include the median that was eliminated, so it makes their circulation problem more profound.
Green asked if Snowden and Chickering could work on the language.
Chickering asked if it was an agreement whereby they include the extension of the pipes in their contract and are reimbursed.
Green wanted a win-win situation.
Van Vactor suggested talking with the City of Coburg and the businesses.
Dwyer suggested going forward to see what could be done.†
Sorenson suggested having Chickering meet with Truck and Travel and the City of Coburg and the other affected property owners.† He said the idea of extending the Countyís permit to encompass what is necessary to do the diagram that the Andersonís had brought is a good idea.† He was for the median.† He asked who would be harmed by the delay while they await the permit.
Weeldreyer said she could go to the City of Coburg meeting with County staff and the Andersons and let them know about the idea and let them take formal action.
Dwyer concurred with Weeldreyer.
8.† COMMISSIONERS' ANNOUNCEMENTS
9.† EMERGENCY BUSINESS
ORDER 02-1-9-16/In the Matter of Delegating Authority to the County Administrator to sign a Grant Application for Submission to the Federal Office of Juvenile Justice and Delinquency Prevention in the amount of $74,663 and any Subsequent Continuation Application.
Rob Rockstroh, Health and Human Services, explained it was a continuation of a fifth year for a grant.† He said it exceeded the County Administratorís authority so they were asking to go back for a grant application.†
Morrison asked what would happen if the grant didnít come in.
Rockstroh said if the grant doesnít come in, they wonít get the service and a position would be cut and it wouldnít be coordinated with the community.
MOTION: to approve ORDER 02-1-9-16.
Green MOVED, Sorenson SECONDED.
There being no further business, Commissioner Dwyer recessed the meeting at 12:10 p.m.