BOARD OF COMMISSIONERS' WORK SESSION
MAY 7, 2002
Commissioners’ 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, County Counsel Teresa Wilson and Recording Secretary Melissa Zimmer were also present.
1. ADJUSTMENTS TO THE AGENDA
There will be an Executive Session at noon. There will be emergency business.
# 2. PUBLIC COMMENTS
Craig Shelby, 33389 Bloomberg Road, Eugene, stated he is the President of the Russell Creek Neighbors. He discussed the new public road at 30th and McVey. He asked the Board to delay any decision on the proposed road stub. He said the application for the reserve center and maintenance shop is subject to an appeal to the Oregon Court of Appeals. He stated the Russell Creek Neighbors oppose the Armed Forces Reserve Center as being incompatible with the land and incompatible with the adjacent uses because of the impact on the wetland areas. He thought it would be prudent to delay this decision until completion of the court cases.
Weeldreyer commented that in working with the Bloomberg neighbors in trying to improve their access to McVey Highway (knowing there have been serious accidents and that the solution is the full interchange development at 30th and I-5), the road the Board would be approving would have to be moved over and allowed for the expansion of the interchange that is substandard. She said moving the road also provides the opportunity for less congestion on Bloomberg Road.
Sorenson requested pulling this item until they have a public hearing on this matter.
Wilson noted that a public hearing is not required.
Weeldreyer said she had no problem with delaying this unless Public Works had a deadline.
Van Vactor noted there was a letter from the Oregon Military Department asking the County to proceed with this.
Sorenson thought having a public hearing made sense due to the significance of this matter.
Weeldreyer recalled they had this item this week because next week she would be gone and the following week was a down week. She noted that it was a scheduling issue that if they didn’t deal with the matter this week, it would then move to June.
Dwyer had no objection to having a public hearing and action scheduled the same day.
3. COMMISSIONERS' REMONSTRANCE
4. EXECUTIVE SESSION as per ORS 192.660
To take place at noon.
5. COUNTY ADMINISTRATION
Van Vactor announced they were kicking off the budget process.
b. Updated Communications Plan/ORDER 02-5-7-1.
Melinda Kletzok, Public Information Officer, reported that five years ago the Board approved the Communications Plan to help guide the public about what the County is doing. She noted since that time there have been changes in the environment that necessitated them looking at the plan again, reviewing it and moving forward. She said some of the factors include the adoption of the Strategic Plan in 2001 that specifically addressed the communications objective. She added there is an increased concern about crisis communications and domestic security, which have new funding sources.
Kletzok explained the plan focuses on two main areas: providing a stronger County link with the provisions of services and to forge relationships that are critical to public support and resource development. She said within the plan there are different strategies: encouraging the community to participate and have a way to give feedback to the County as well as receive information, engaging and educating employees who serve as the frontline for information about the County, maintaining the flow of information through earned media from annual reports, brochures and other tools. She noted they produce anywhere from 150 to 200 press releases a year. She said they also wanted to address the County’s identity through branding and providing a more consistent look for the County. She said they would update the County’s crisis communications ability. She noted one important aspect to the plan is cultivating relationships as a critical piece of funding for the County. She explained they were not asking for funding. She asked the Board to adopt the plan.
Dwyer stated they had to incorporate a paragraph that included new technologies.
MOTION: to approve the updated Communications Plan, ORDER 02-5-7-1.
Morrison MOVED, Weeldreyer SECONDED.
6. REVIEW ASSIGNMENTS
7. COMMISSIONERS' ANNOUNCEMENTS
Green announced that there is a CVALCO dinner tomorrow night.
8. CORRESPONDENCE TO THE BOARD
9. COMMISSIONERS' BUSINESS
a. Adopting the Proposed Work Plan for the Internal Auditor.
Kay Blackburn, Internal Auditor, passed out a list of suggested performance audits or reviews that she received from the departments. She noted her proposed work plan was set up in different areas. She said the first audit is the annual issues and processes and it was in response to issues that were raised in the management letter from the external auditor. She said she put these on her work plan because Lane County’s response to management comments was that they were engaged in hiring an internal auditor who could take care of all of those things.
Blackburn noted one of the primary items for the plan is drafting a template for financial statements because one of the issues was that Lane County should be preparing their own in-house financial statements. She stated that following up on the Gasby 34 implementation and certificate of accounting excellence is another project. She stated in addition to that, she followed up on the single audit program that is required for federal grants. She noted the external auditor had proposed that they establish written procedures for program requirements. She thought the issues on the annual audit was a good way for her to start and for her to become familiar as to how the financial system operates and how finance operations interact with other departments in Lane County. She noted it would be ongoing.
Blackburn noted that potential performance audits and follow-ups were on the prior auditor’s work plan. She asked the Board if there were still priorities and if they were to still be on the list. She stated permit processing in Land Management the first on the list.
Van Vactor stated that Ollie Snowden, Land Management, was working on a process like they did with solid waste. He added that Land Management would be coming forth with different issues.
Morrison concurred with Snowden. She thought it was broader than the permit processing and they needed to have a major overhaul of the whole operation. She commented that this was her top priority.
Dwyer suggested taking this off of Blackburn’s list for now.
Blackburn said she was asked to compare the cost effectiveness with the vehicle maintenance at Public Works’ fleet service as opposed to the Sheriff’s Fleet Management Plan. She had input from the Sheriff’s Office and they gave her an external audit that was done in 1998 on the same issue. She said the external audit showed the Sheriff’s Department’s cost was slightly less than Public Works’. She added the Sheriff’s Department didn’t think this was a high priority.
Blackburn wanted to be available to work with department managers and personnel on short-term process improvement project items that would improve operations. She also wanted to be available to assist the Strategic Plan Committee with developing performance measures and to make sure the audit and processes contain goals that are consistent with the Strategic Plan. She also wanted do a regular audit of each department to see how processing was working.
Sorenson agreed with Blackburn’s work plan. He recommended that she keep the Board apprised of the work she is doing every month. He wanted to see her timeline more detailed.
Blackburn explained she would give monthly updates to the Finance and Audit Committee and updates to the Board.
Sorenson requested a copy of whatever Blackburn provides to the Finance and Audit Committee.
MOTION: to approve the work plan.
Morrison MOVED, Green SECONDED.
Blackburn wanted the Board to tentatively approve a work plan and give her input.
Dwyer suggested they make a motion to accept the report and the work plan.
10. EMERGENCY BUSINESS
ORDER 02-5-7-2/In the Matter of Amending Chapter 60 of Lane Manual to Correct a Processing Error Pertaining to Certain Health and Human Services Fees (LM 60.840(8)).
Lynise Waggar, Health and Human Services, reported in July 2001 she revised fees for the department and did another revision in February 2002. She found when they were ready for their next revision, they decided to put the fees back in because the department had been charging these fees, and to make the corrections.
MOTION: to amend Chapter 60 of Lane Manual to correct a processing error pertaining to certain Health and Human Services fees for ORDER 02-5-7-2.
Morrison MOVED, Sorenson SECONDED.
11. OTHER BUSINESS
Public Hearing for National Guard Armory.
Sonny Chickering, Public Works, reported they received word that there were questions about 30th Avenue.
Dwyer stated the issue was the people wanted to have a public hearing, separate and apart from the armory on the road because the road goes though it. He noted they hadn’t been given the opportunity to talk on the issue of the road. He asked if they had a delay if it would cause any harm or unintended consequences that the Board might not be aware of.
Tom Stinchfield, Public Works, explained they had kept the two decisions separate. He stated the decision by the Board whether to create a public road that would create access to the armory as an access point on 30th Avenue is a decision the Board could make. He added it was a separate decision as to whether to proceed with the McVey Highway CIP project. He said they hadn’t had a public hearing on the McVey Highway realignment project. He noted there was a discussion on whether there were options and if it would be waived. He added they would plan to hold the standard public hearing process for the CIP project.
Chickering noted they received a letter from the military department requesting they proceed with getting authorization from the Board with its connection to 30th Avenue and they are processing that separately than from the McVey Highway project.
Green asked what it did to the timeline by holding a public hearing.
Stinchfield replied by delaying this item until June would not affect the project, but if they waited until the Court cases are resolved, that it would affect their project.
Vorhes noted if they provide an opportunity for a hearing, the issue the people could talk about at the hearing is the issue of access for the purposes of the Oregon Military Department’s facility and access to 30th. He said they need to make it clear if they want to hold a public hearing on that issue that it is not the road project issue that would be coming later in the process. He added the Board might want to hear from the military department on the issue.
Weeldreyer stated the hearing tomorrow is to discuss access to 30th because it is a limited access road. She was in favor of delaying this matter so there could be a public hearing in June. She wanted to narrow the testimony to what they were discussing.
Dwyer stated in June they would give the opportunity for people to comment specifically on this access, not as it relates to land use, but as it relates to the road.
Vorhes noted what was before the Board was whether they want to provide access to 30th for that project.
Morrison commented by delaying and pushing this out, it holds up the permit process. She asked if the Court ordered Lane County to move forward with this.
Vorhes responded the Circuit Court ordered Lane County to issue a permit. He added they did and the Circuit Court decision had been appealed to the Court of Appeals and that appeal is pending. He noted that Land Management had issued the permit to the Oregon Military Department for the development of the armory in using the conditions that were ordered by the Court and following the order of the Court. He added it is pursuant to the conditions of approval of that permit that the Oregon Military Department had come to the Board to ask for access to 30th Avenue.
Sorenson didn’t think Lane Community College was notified of the hearing and he wanted to provide an opportunity for them to testify. He wondered how much development would occur in that whole area and that is why this is a discretionary action by the Board as to whether to issue the permit or not. He suggested setting this up as a public hearing in June.
There being no further business, Commissioner Dwyer recessed the meeting into Executive Session at 11:45 a.m.