BOARD OF COMMISSIONERS' WORK SESSION      

July 2, 2002

9:00 a.m.

Commissioners' Conference Room

APPROVED 7/24/02

 

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 after 11:00 a.m.  Item 9. b. is a discussion, not an order.

 

   2.      PUBLIC COMMENTS

            Bob Kokitan, 490 S. 79th St., Springfield, stated he was President of the 79th  Street Improvement District.  He said the district had been pursuing water in their neighborhood.  He noted since the last meeting with the Board, the problem has worsened.  He said his well went dry last month and other people in the neighborhood have had similar problems.

 

            Ed Hill, 8155 S. C Street, Springfield, reported there are 50 properties with 35 homes in the neighborhood and most have little or no water. He said they obtain water in different ways including, springs, buying water, having water delivered, and hauling water.  He added that four years ago the neighbors formed a corporation and they had been working on options available to get usable water to their neighborhood.  He said problems increased when the Springfield Utility Board built the water station on S. 19th Street.  He said SUB then revoked their permit for the fire hydrant and they began to have to haul water from S. 19th Street.  He noted their water tanks hold between 300 and 500 gallons of water weighing around 3,000 pounds.  He stated that SUB’s option was the only option that would work.  He asked for the Board’s support to help them apply for the funding on their behalf.

 

            Mike Davis, 7990 S. A Street, Springfield, said he is working on trying to get an intergovernmental agreement about water worked out among the City of Eugene, Springfield and Lane County.  He said they are going to be working on issues with their attorney.  He hoped Lane County could come up with a loan or grants as they have many low-income families.  He asked the Board to pursue a loan for them.

 

            Martin Kilmer, 1245 E. Adams, Cottage Grove, said he had been asked by the Citizens for Community Livability of Cottage Grove to read a letter on their behalf. (Copy in file).  He asked the Board to rescind permission to run the Cottage Grove Speedway past 10:00 p.m. and operate on a one day a week schedule.

 

           

            Darlene Goss, Beacon House, 909 River Road, wanted the Board to vote for the intermittent turn lane and continue with a degree of flexibility in the design of the bikeways, sidewalks, and River Road.  She noted by allowing the intermittent turn lane, they can save as many trees as possible, keeping the integrity of the area intact and still have a safe road improvement.  She initially thought a traffic signal was needed at River Road and Beacon to control the speed and safety of the area, but the solid marking lines for the intermittent turn lane and the turn pockets for Beacon might eliminate the speed problems.  She believed the speed issue should be addressed with testing being done upon completion of the project and the speed reduced to that of the southern part of River Road.  She requested that once finalized drawings have been made, but before construction begins, those property owners who have been directly involved in the process meet with Chickering so they could see what the final plans look like.  She offered the Beacon House as a location for that meeting.

 

            Denis Morgan, 36249 Peale Lane, Springfield, thanked Green and Sorenson for interviewing the applicants for the Fair Board vacancy.  

 

            Roger Blair, 4690 River Road, didn’t know the meeting today was taking place.  He requested that since the widening would create an impact with his property that he be kept informed.

 

            Dawn Leslie, 4495 River Road, thanked the Board for working with them.  She was hopeful that they would progress toward a final design.  She was in favor of a traffic signal.  She urged the Board to maintain the turn lane in the grove of trees, starting north of the trees to save as many trees as possible.  She requested that Public Works have a final meeting to present a final design before it goes into construction.

 

            Ronnie Carper, 4495 River Road, supported the traffic signal, and the intermittent turn lane.  He advocated for another opportunity to speak with Public Works.

 

   3.      COMMISSIONERS' REMONSTRANCE

            Weeldreyer declared that she was proud to be an American and a resident of Lane County.

 

   4.      EXECUTIVE SESSION as per ORS 192.660

            To take place after the meeting.

 

   5.      COMMISSIONERS' BUSINESS

 

a.         ORDER 02-7-2-1/In the Matter of Appointing a Member to the Lane County Fair Board.

 

            Green reported that he and Sorenson conducted interviews with seven applicants for the vacated Fair Board position of Jon Jacqua.  He stated that Angel Jones was appointed to that vacant position.

 

            MOTION: to approve ORDER 02-7-2-1.

            Morrison MOVED, Green SECONDED.

 

            Morrison stated that Angel Jones would do a good job, but she questioned true citizen involvement as Jones works for the City of Eugene.

 

            Green noted what set Jones apart from the rest of the candidates was her ability to do programming.  He said if they want to continue the goal of improving the lives of area youth, Jones could be a real asset.

 

            VOTE: 5-0.

           

   6.      COUNTY ADMINISTRATION

 

a.         Announcements

 

            Van Vactor reported that he would be going on vacation.

 

b.         ORAL REPORT/Timing of PSCC Review.

 

            Van Vactor reported that at the end of the budget process the Sheriff suggested that it would be appropriate for the County to review its contract with LCOG with regard to PSCC services.  He stated they were in the middle of a two year IGA with Springfield and Eugene and there is a large number of tasks underway.  He said that last year’s work plan was in the packet (copy in file).  He brought this year’s work plan.  He requested they review the performance of a vendor but timing was important.  He recommended that they do the review next spring as part of the budget process.

 

            Morrison concurred the plan should be reviewed.  She requested that, at the time they review the plan, they have explained what the cost would be for LCOG to review, and what Lane County’s cost would be in-house.  This would be a comparison to the same service provided for the PSCC.

 

c.         ORAL UPDATE/Bond Measures.

 

            Wilson asked the Board if they wanted five explanatory statement committees or one.  She said if the Board goes forward with the bond measures and into the state voters pamphlet, they would need a committee with between three to five people for each bond measure.  She noted the explanatory statement is 500 words.

 

            Dwyer suggested Parks and Public Safety could come up with their own as they were special interest groups.

 

            Wilson noted the bond measures are for Parks, the Intake Center, Communications Package, the Courthouse Plaza, and the Public Health Building. She asked the Board if they wanted a work session on the bond measures.

 

            The Board concurred they would have the meeting on July 17.

 

            Clements explained the radio microwave network communications package is complex.  He noted they hired a consultant with the advance money under a previous budget year.  The information would be forthcoming.

 

            Sorenson stated the level of the public interest in the measures has been low.  He suggested a briefing on what other measures Lane County’s voters would be asked to fund.

 

            Van Vactor noted that part of the agenda item that would come to the Board on July 24, is a public information presentation by Melinda Kletzok with a plan and a budget to review.

 

d.         ORDER 02-7-2-2/In the Matter of Authorizing an Application for a Loan/Grant From Oregon Economic and Community Development Department for South 79th Street Water System Improvements and Entering Into an Intergovernmental Agreement with Springfield Utility Board and South 79th Street Improvement District.

 

            Peter Thurston, Economic Development, stated the 79th Street Improvement District had come a long way in examining the alternatives for funding the best solution to lack of water in their neighborhood.  He noted they made tough decisions and commitments such as signing annexation agreements.  He noted the question is whether Lane County should assist in the next step of applying for funds.  He said the community is on the edge of Springfield and the only general purpose government is Lane County.

 

            Thurston noted that a lot of the people of the district could not afford the payments per month.  He noted that Lane County assisted the low-income families, reducing the cost it would incur to build onto their own properties for the necessary connections.  He said there is a grant in place for housing rehabilitation that would meet the need of the 12 property  owners to take out of their debt load

 

            Thurston said the leaders of the distinct would have a role ensuring that payments are made from all of their members.

 

            Morrison questioned whether there would be enough to cover the discrepancy or the inability of some homeowners to pay the full amount.

 

            Wilson noted it was still unknown. She said there was some hope that working with Oregon Economic Community Development Department with the loan would fund a reserve that could help offset delinquency that might occur.  She said the ultimate fallback is that the district has the power to lien and foreclose.

 

            Thurston stated they asked the state for a conceptual approval of the project and to allow them to apply.  The state responded they wanted their group to apply with the best structure--the authority of an entity in place.  He said Lane County was the only authority.

 

            Dwyer explained the development of that area was constrained, as there is no water.  He added there are substantial property owners who had indicated that they would develop as water becomes available.  He said it meant the number of people that would be paying for the water line is increased and there would be diminished returns.  He noted that it was a remarkable neighborhood effort.

 

            Weeldreyer thought this would be a good decision for the future.  She noted the Boundary Commission approved another new subdivision and it is a good first step that the County could take.  She suggested moving forward with this.

 

            Green asked about the degree of risk with the project.

 

            Wilson responded the risk was wide open because they don’t know what the Oregon Economic Development would do.  She added they don’t know if they could reach a workable agreement between the Springfield Utility Board, the district and the County.  She noted the draft IGA does not commit the County.  She said if a loan or grant is approved it would come back to the Board and they would need to know what would happen.  She added there would still be a financial risk the County would be assuming.

 

            MOTION: to approve ORDER 02-7-2-2.

 

            Weeldreyer MOVED, Green SECONDED.

 

            VOTE: 5-0.

 

   7.      PUBLIC WORKS

 

a.         REPORT BACK AND ORDER 02-7-2-3/In the Matter of Approving a Project Design Concept and Acquiring Fee or Other Interests in Portions of Certain Real Properties for Improvement of River Road, MP 7.747 to MP 7.366, Based on the Design Concept in Exhibit 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 (NBA & PM 4/16/02, 4/17/02 & 5/28/02).

 

            Chickering recalled they came to the Board on April 16 with recommendation from the Roads Advisory Committee.  He said there was discussion and disagreement about how to proceed with the design concept.  He said to aid the Board, they came back in May with a list of choices of various design options.  The Board elected to indicate their preference.  He said they calculated the results and put them into the Board’s packet. He asked the Board to adopt the order, giving them direction for the design concept for the project.

 

            Green asked about the negative aspect of not having the turn lanes.

 

            Chickering said they proposed (in the new design) the concept continuing the center turn lane to Beacon.  He said due to the traffic volumes, they proposed the center turn lane provide a separation between the opposing traffic volumes.  He noted there were large undeveloped parcels on the west side of River Road could one day become subdivisions.  He said if there were roads associated with River Road, they would like to have a left turn available for that.

 

            Chickering noted that ten out of 120 significant trees would be impacted.  He said there was discussion with the property owners about being able to move the sidewalks out to the curb.  He said the original proposal would have impacted seven trees in addition to another ten.

 

            Weeldreyer stated she walked River Road with Chickering.  She suggested the Board make a site visit to the grove of trees to get the full impact of what they are talking about to accommodate traffic safety.  She didn’t want to delay the decision.  She wanted a Board work session at the site.  They could use the Beacon House to hold the meeting.

 

            Dwyer was convinced they need a signal at the location.

 

            Chickering said this wasn’t intended to be a local street; its primary purpose is to move traffic through.  He said the Board should keep that in mind in making their decision that he didn’t know if limiting the road to two lanes would control speeds or reduce them.  With regard to installation of the traffic signal, they proposed putting in the underground conduit so they could install the signal in the future.  He was concerned about putting a signal in too early because there could be situations where accidents could be created.

 

            Green was not interested in having a site visit.  He wanted to move forward.

 

            MOTION: to approve ORDER 02-7-2-3 with the deletion of the traffic signal.

            Morrison MOVED, Green SECONDED.

 

            Dwyer was against the motion.  He thought a site visit was a good idea.  He suggested meeting the last week in July or the first week in August at 9:00 a.m., with the meeting at the Beacon House.

 

            Weeldreyer was also against the motion.  She said after visiting the site, she wanted to save as many trees as possible.

 

            VOTE: 2-3 Motion Fails.

 

   8.      CONSENT CALENDAR

 

A.        Approval of Minutes.

 

            None.

 

B.         Assessment and Taxation

 

1)         ORDER 02-7-2-4/In the Matter of A Refund to HMT Technology Corporation, in the Amount of $62,087.58.

 

C.        County Counsel

 

1)         ORDER 02-7-2-5/In the Matter of Setting a Date for the Final Hearing on the Formation of the Hazeldell Rural Fire District. (Public Hearing: July 31, 2002, 1:30 p.m.)

 

D.        Health and Human Services

 

1)         ORDER 02-7-2-6/In the Matter of Awarding the Contract for Third Party Administrative Services for LaneCare to Performance Health Technology, Ltd. in the Amount of $600,000 for the Period October 1, 2002 - September 30, 2003.

 

E.         Management Services

 

1)         ORDER 02-7-2-7/In the Matter of Authorizing the Sale of Surplus County Owned Real Property to Lloyd W. and Sheila Goff (Map #17-01-32-10-02600, Adjacent to 38731 Natures Garden Street, Springfield).

 

F.         Public Safety

 

1)         ORDER 02-7-2-8/In the Matter of Delegating Authority in Perpetuity the County Administrator's Application for Local Law Enforcement Block Grants from the Bureau of Justice Assistance.

 

2)         ORDER 02-7-2-9/In the Matter of Approving An Intergovernmental Agreement with Central Lane County Interagency Narcotics Team (INET) to Continue Counter-Drug Enforcement Task Force.

 

G.        Public Works

 

1)         ORDER 02-7-2-10/In the Matter of Awarding a Contract to ICM One, a Division of Master Consulting, Inc.  in the Amount of $559,442 for Delta Shop Improvements, Contract 02/03-01.

 

2)         ORDER 02-7-2-11/In the Matter of Entering Into an Intergovernmental Agreement for FY 02/03 with Lane Council of Governments for Personnel Services for the Public Works Mapping Project in an Amount Not to Exceed $105,300, and Authorizing the County Administrator to Execute the Agreement.

 

3)         ORDER 02-7-2-12/In the Matter of Entering into an Agreement with the State of Oregon and the City of Eugene for Maintenance of the Q-Street Diversion Channel, Conveying County-Owned Interests in the Channel to the City of Eugene, and Granting the County Administrator Authority to Sign the Agreement.

 

4)         RESOLUTION, NOTICE OF HEARING AND ORDER 02-7-2-13/In the Matter of Setting a Public Hearing for the Vacation of a Portion of W.W. Hawley Road, Commonly Known as Fire Road (County Road Number 834) Located South of Siuslaw River Road in Sections 21 and 22, Township 20 South, Range 5 West of the Willamette Meridian (20-05-21 & 22)

 

MOTION: to approve the Consent Calendar.

 

Morrison MOVED, Green SECONDED.

 

VOTE: 5-0.

 

   9.      PUBLIC SAFETY

 

a.         ORDER 02-7-2-14/In the Matter of Applying for a Residential Substance Abuse Treatment for State Prisoners Grant for an Amount Not to Exceed $332,046 and Delegating Authority to the County Administrator to Execute Grant Document.

 

            Richard Sherman, Sheriff’s Office, explained the intensive treatment program had been in operation since May 1999.  He noted the program had always operated on grant funds from the residential substance abuse treatment for state prisoner’s grant.  He added it is money that comes from the Department of Justice to the state police, who administer the grant funds.  He said the grant funds are specifically designated for persons who are incarcerated with alcohol and drug problems and to provide treatment at both the state and local government level.  He noted that Lane County had applied for and received the funds since May 1999 and has twice been granted those grant funds.  He asked the Board for approval to apply for the funds.  He said there is $662,000 available and the state is planning on funding two grants, one in the state prison system and one for a local government entity.

 

            MOTION: to approve ORDER 02-7-2-14.

 

            Morrison MOVED, Green SECONDED.

 

            VOTE: 5-0.

 

b.         ORDER 02-7-2-15/In the Matter of Discussing the National Institute of Corrections Lane County Jail Staffing Study.

 

            Jan Clements, Sheriff, reported their budgetary and fiscal practices are open and subject to review by the Board.  He noted an operational review was an additional step by the Board and by a third party.  He said under a technical assistant grant, people were trained and the training analysis occurred between October 2001 and February 2002.  He said after the initial training, two subcommittees were formed.  One committee’s task was to fine-tune the shift relief factor data and develop the jail’s actual staffing pattern, review the activity schedule of the facilities, and making sure there are no inefficiencies.  He said staffing levels, maintenance and medical sections were evaluated as to whether or not those positions were staffed with the proper employee classification. He explained the other committee focused on recruitment, retention and other vacancy management issues.

 

            Clements noted there was an overall report and recommendation and that report was attached.  (Copy in file).  He noted the Corrections Leadership Team met on May 8 to review the statutory recommendations and to strategize how each would be addressed.

 

            John Clegg, Captain, said this provides benefit to the police services.  He said it diminishes their training time and if they bifurcate the classification and they bring in more people from the outside that are not trained, it extends the training period through police services.  He didn’t think changing the name Deputy Sheriff, Corrections Officer would correct the out migration of employees because it is a gateway profession to law enforcement.  He said they work with offenders in a controlled environment.

 

            Verna Brown, Lane County Budget Committee, stated she was interested in the overtime study.  She noted staffing was difficult as they need to staff 24 hours a day, seven days a week.  She said the report focused on the individual facilities so the study is designed particularly for Lane County.  She added they also looked at the activities and if either change then staffing needs would change.  She noted what made the staffing so complex was that two-thirds of the staff are manning positions that are required to be covered in order for the jail to function.  When someone is out on training or vacation, then the position has to be covered by someone else or by overtime.

 

            Brown said there are unexpected circumstances.  She said some inmates are on suicide watch and there are medical emergencies.  She said there were many people in the jail with mental problems and it cost staffing and overtime.

 

            Brown explained the recommendations that came out of the study were good and she understands why there is overtime.  She said at the current time they do not have any positions that are used for training.  She added the person that is in training is not allowed to guard a position by themselves until they have completed the training.

 

            Morrison thought the report was easy to follow and well done.  She was concerned about the 12 hour and ghost shift schedule that is proposed to be implemented.  She noted that was not what the recommendation had indicated.  She asked why they were trying to pilot something instead of doing what the report suggested.

 

            Clegg wasn’t convinced that it would save the money.  He said they had split the workday in half.  He didn’t know what would happen if an experienced person leaves or there are vacancies for other reasons.  He stated it had created discussion among staff and is a bargaining issue.  He wanted staff who would be affected to be involved in the analysis and recommendation on whether to implement it or not.

 

            Jeff Towery, Budget Analyst, thought that Clegg’s approach was appropriate.  He noted other agencies that were surveyed had 12-hour shifts and used less overtime than the Sheriff’s Office.  He said the issue of training time and running special management was different.  He noted some of the recommendations that were made with the other issues might have a more dramatic and immediate impact on overtime than the 12-hour shift.

 

            Green asked what was clear, convincing and compelling about the ghost shift.

 

            Clegg said if the ghost schedule shows that it costs less overtime to cover vacancies or provide for staff need than what they are currently paying, then that was convincing to him that that was a better schedule methodology than the current three-eighths to cover a day.

 

            Clegg envisioned positions funded on a full-time basis, but they would only draw from the funds when they have  a known vacancy that would occur within the training length required to get a deputy ready.

 

            Clegg asked if there were any concerns about his recommendations.  He said the chart and timelines for each recommendation needed to be provided.  He noted Sorenson was asking for pay differences between OSP and DOC.  He noted some orders would be coming back to the Board. He added they still have the unresolved issue of the positions that would be used while they were training an individual.

 

            Green suggested talking about retentions and incentives.  He said Lane County needed  a systematic approach to operate efficiently.

 

            Clegg thanked Verna Brown for her continuous work to Lane County.

 

            Green suggested that, when Lane County meets with the legislative committee,  Verna Brown be invited to attend.

 

  10.     COMMISSIONERS' ANNOUNCEMENTS

            None.

 

  11.     CORRESPONDENCE TO THE BOARD

            None.

 

  12.     EMERGENCY BUSINESS

 

a.         ORDER 02-7-2-16/In the Matter of Proclaiming July 14-20, 2002 to Be Probation and Parole Officers' and Probation and Parole Juvenile Counselors' Week.

 

            Grant Nelson, Parole and Probation, explained that the week of July 14 to 20, is not just a Lane County issue--it is nationwide to recognize the 80,000 officers who work in communities throughout the United States supervising offenders who are trying to make positive changes.

 

            Dwyer read the resolution into the record.

 

            MOTION: to approve ORDER 02-7-2-16.

 

            Green MOVED, Morrison SECONDED.

 

            VOTE: 5-0.

 

            ORDER 02-7-2-17/In the Matter of Authorizing The County Administrator to Exercise an Option Agreement with Keith A. Crocker and Nancy G. Crocker Concerning the Purchase of Tax Lots 19-03-01-00-00100 and 19-03-01-00-00200.

 

            MOTION: to approve ORDER 02-7-2-17.

           

            Weeldreyer MOVED, Green SECONDED.

 

            VOTE: 5-0.

 

There being no further business, Commissioner Dwyer adjourned the meeting at 12:35 p.m.

 

 

Melissa Zimmer

Recording Secretary