BOARD OF COMMISSIONERS'

REGULAR MEETING

May 19, 2004

9:00 a.m.

Commissioners' Conference Room

APPROVED 8/25/04

 

Commissioner Bobby Green, Sr., presided with Commissioners Bill Dwyer, Don Hampton, Anna Morrison and Peter Sorenson present.  County Administrator Bill Van Vactor, County Counsel Teresa Wilson and Recording Secretary Melissa Zimmer were also present.

 

1. ADJUSTMENTS TO THE AGENDA

 

None.

 

2. PUBLIC COMMENTS

 

John Vogt, 2795 Castle Drive, Springfield, spoke in favor of a roundabout at Pioneer Parkway and Hayden Bridge.  He thought it would provide the best solution for the five-way intersection.  He added it would prove the best access for emergency vehicles.

 

Robert Milligan, 39830 McKenzie Highway, stated he is an organizer and coordinator of the herb cannabis hemp marijuana.   He said they gathered at the Wayne Morse  Free Speech area.  He asked what right Lane County had to arrest people for the possession of cannabis.  He commented that cannabis laws were unconstitutional.

 

Roxie Cuellar, 739 S. 70th, Springfield, stated most of her remarks were as a ratepayer.  She said the Board was going to consider a MWMC plan.   She had issues about the time that is being spent involving the public.  She was told there was a lot of public involvement, but she said that wasn’t the case.  She noted the MWMC is proposing $144 million worth of projects.  She commented there wasn’t enough public awareness.  She noted the Springfield City Council acted on this on Monday.  She stated it was a land use issue.  She indicated the Springfield City Attorney said it wasn’t.  She commented that this didn’t involve SDC’s,  as it is a land use issue.  She stated that state law defines land use as land, air and water or anything that significantly impacts land.  She said this had to go before the planning commissions first.  She said they are losing a third of their capacity.

 

3. EMERGENCY BUSINESS

 

None.

 

4. COMMISSIONERS' REMONSTRANCE

 

None.

 

5. COMMISSIONERS' BUSINESS

 

a. Recognition for Participants in the Mathews' Home Situation.

 

Dwyer and Hampton passed out awards for the participants in the Mathews’ Demolition.

 

b. DISCUSSION/Metropolitan Wastewater Management Commissioner Facilities Plan and 20-Year Project List.

 

Susie Smith, Environmental Services Manager of City of Springfield and General Manager for MWMC, recalled the MWMC was formed in 1977 under a partnership IGA between Lane County and the cities of Eugene and Springfield.  She noted in the mid 90’s they undertook a series of planning efforts and MWMC was charged with the responsibility to plan, construct, operate and maintain the facilities.  She said out of that came a series of capital improvements to follow up plans to address the Biosolids Management Plan and the Wet Weather Flow Plan.  She said these two plans were the foundation of the facilities plan they have today.  She said they have undergone community involvement.  She said out of those came the strategies, policies and projects that are incorporated into today’s plan.  She said they would be spending about $100 million over the next ten years.  She noted in 2002, MWMC received a new wastewater discharge permit from the DEQ and that permit has new environmental performance requirements in the area of temperature of their discharge and the ammonia levels they contribute to the river.  She said when they were in the process of bidding a design for projects that were already slated in the CIP for wet weather control, they determined they needed to overlay the new permit requirements that were proposed.  She added a year ago the commission decided to undertake the plan.  She noted the IGA states that when their facility reaches 85% of capacity, the commission is obligated to move ahead with the planning efforts.

 

Smith explained the commission began the project using the permit regulatory requirements and the existing policies for guidance.  She said they have been involved in open public sessions in guiding the plan.  She noted with the public process (both during the formulation and the hearings process), the commission began to review the recommendation made out of the plan and had public workshop open house settings.  She said it helped the commission provide guidance to finalize the projects and strategies.  She noted they held a Work Session in January and in March.  She said they mailed notice to interested parties.  She noted on May 6, the commission held two formal Public Hearings and adopted the plan that involves $144 million in projects over a 20-year period.  She indicated the GO bonds are not the financially strategic financing tool to use on longer revenue bonds.  She said the funding to support the financing would come from SDC’s and user rates from Eugene, Springfield and River Road/Santa Clara customers who are supportive.  She added it needs to go through the annual budget and CIP so the Board will see projects that are a continuation.

 

Smith noted the commission and the two cities adopted the Wet Weather Flow Management Plan in 2001.  She said both cities have consistently used it for the basis of their CIP project for rehabilitation of the sewer system. She added that both cities had met all of the target objectives and is ahead of what was anticipated that they would achieve in the performance of the work they did from a cost perspective.

 

Matt Noesen, CHM2Hill, reported in the year 2002, MWMC was issued a new permit, addressing flows by December 1, 2010.  He noted that DEQ has a requirement whereby up to a certain storm event, MWMC cannot have the overflows occurring in the collection system.  He said those improvements to attain the goal have to be online by January 1, 2010.  He said that requires MWMC to start moving forward immediately the design and construction of the improvements to meet the January 1, 2010 requirement from  DEQ.

 

Noesen reported that Alternative 5 was the preferred alternative.  He noted that it is a creative approach in terms of addressing  277 million gallons per day.  He said they have gone forth with a facilities plan and financial strategy that is centered on Alternative 5.  He added in the event the DEQ does not give them approval to implement Alternative 5, they have a contingency plan to fall back to Alternative 4.  He noted the improvements will be locally funded as there are no federal grants available for agencies like MWMC.  He said the funding comes from sewer rates and SDC’s.  He said when they apply the SDC’s to their facilities plan, the breakdown is 60/40 of the $144 million.

 

Dwyer asked what it meant for the taxpayers.

 

Noesen explained the current regional rate from MWMC is $9.10.  He said for next year it would increase $2.18 for a single-family dwelling unit in Eugene and Springfield.  He noted it would be $11.28 for the next fiscal year.  He said the current rate for the SDC is $529 and the increase would be $419 to implement the plan.  He commented this plan is not a top one, but they were trying to retrofit it to get more capacity instead of building new infrastructure.  He said it was a cost effective way to go in to get more capacity out of an existing facility.

 

Smith reiterated that the IGA requires that  the MWMC do this.  She said they bring to the governing bodies on an annual basis the budget and the CIP plan that finances the projects on a regular basis.  She said because this is a significant piece for moving forward for the future of the community, they asked that the governing bodies review the plan.  She said there is a board order in the packet for the Board’s consideration.

 

Sorenson thought the rate structure would concern policy makers.  He asked what the rationale was for doubling the SDC rate.

 

Smith indicated the methodology for the SDC has been reviewed through time.  She noted initially it was developed in 1991.  She said they had just completed another study in 2004.  She indicated because of the wet weather flow projects that came out of the Wet Weather Flow Management Plan, they needed to take a longer look at the projects that get charged for to collect revenue and to avoid the shock when new projects roll in.  She said the commission took steps to change the methodology to include ten years worth of projects.  She said they were following behind in terms of updating for inflation.  She added the Home Builders Association of Lane County filed an appeal at LUBA based on the Springfield action of implementing a fee and MWMC and the cities went into discussions with the Home Builders and entered into a settlement agreement whereby they split the difference and updated part way for inflation, not for the projects on the list.  She noted that fee would be locked in place and all the parties would work to get a new methodology that complies with the entire statutory requirement.  She added when they put the new fee in July,  it is the effect of the new project list and new methodology list.

 

Sorenson suggested another Work Session as this is a significant issue facing the entire community.

 

Dwyer asked what happens if the Board of Commissioners doesn’t approve this.

 

Dave Jewitt, Attorney for MWMC, explained the IGA created required MWMC to construct, operate and maintain, and plan for expansion of regional sewage facilities.  He added the IGA also required MWMC to make recommendations to the governing bodies related to the facility plan.  He noted the IGA has no requirement in it that the governing bodies take any action with respect to recommendations.  He said the commission made a decision to bring the facility plan document to the various governing bodies for their review and approval.  He added the IGA doesn’t give MWMC any power related to annexation growth.   He noted the commission has adopted a system development charge.  He indicated SDC’s are governed by ORS 223.297 and 223.314.  He noted one of the statutes in the section requires that any local government that is planning on enacting a SDC, adopt a facility plan and a project list before they implement a SDC.  He noted the resolution the MWMC adopted specifies that MWMC is adopting the facilities plan and a 20-year project list in part to provide the facilities plan and the list of capital improvements that are required by ORS 223.309.  He added the operative language or MWMC’s resolution specifically says that the facilities plan and the 20-year project list shall be used for the purposes of calculating the annual SDC charge, to be recommended to the cities of Eugene and Springfield for implementation.  He noted that any SDC or project list adopted under ORS 223.309 is not a land use decision, pursuant to ORS chapters 195 and 197 and the statute states that taking those actions are not a land use decision.

 

Dwyer commented he sees a conglomerate structure that is not elected by anyone that has the ability to assess charges against people and businesses without the consent of the cities.

 

Jewitt responded that those fees and charges are not implemented by MWMC, they are only implemented in the city codes because it is only the cities who are imposing the charges.  He added those charges are not accepted until they go through the normal ordinance adoption process that both cities have.

 

Dwyer asked what happens if the County doesn’t approve the project.

 

Jewitt explained that the MWMC IGA agreement has a process in it for recourse by any governing body that is dissatisfied with an action taken by the commission.

 

Smith added it requires a jurisdiction to request reconsideration.

 

Jewitt indicated it could still go forward without all jurisdictions. He stated if the County was unhappy with the action, they could have a resolution.

 

Morrison wanted to have a Public Hearing before the Work Session.  She said the public is not aware and they did not as a commission direct staff that this was going to happen.  She thought the ratepayers should have been notified that this was happening other than the normal public hearing notice.  She noted she was the only one to vote against the facilities plan and the budget.  She also didn’t support the SDC’s.  She indicated she raised the questions last summer about the methodology that was used.  She thought that it was double dipping.

 

Sorenson wanted more information on the growth rate, the population rate structure, the land use issue, the impact of the ammonia and the difference between concentration and how much pollution is put into the Willamette River.

 

Jewitt indicated one of the discharge limits in the permit is a mass load limit.  He said while some of the discharge limits are concentration based, the mass load limits are not increased to accommodate growth.  He added if they don’t comply with the discharge permit, it could mean an enforcement action by DEQ and by EPA and citizen groups to force the community to create funds to meet the discharge when it is set forth in the permit.  He retiterated that all the governing bodies need to consider was whether to adopt a facilities plan or not.  He noted a failure to construct facilities that will meet the discharge limits in the permit would lead to an enforcement action by someone.

 

Green asked what type of federal and state support they would receive with financial assistance to make this happen.  He also asked if there was an option about bonding.

 

Smith responded that bonding is the tool and the debt service will be paid back through the SDC’s.

 

Green suggested re-scheduling this for a Work Session and Public Hearing.

 

c. REPORT BACK/Proposed Junction City Park and Recreation District.

 

Wilson reported a group met with citizens from the Junction City area to go over the processes and timelines to form a park and recreation district.  She said it appeared that they wanted to spend time where they are.  She noted to date she had not heard back from anyone.

 

Morrison believed they were going to move forward, but they were going to take the suggestions the Board made.  She said they will extend out the timeline to November of next year.  She added they had another meeting and they are moving forward.

 

Green spoke with Ellie Dumdi, former Lane County Commissioner and Dumdi indicated that they would be coming back.

 

6. COUNTY ADMINISTRATION

 

a. Announcements

 

None.

 

b. ORDER 04-5-19-1/In the Matter of Making Certain Elections to Receive O&C and National Forest Land Related Payments Pursuant to "Secure Rural Schools and Community Self-Determination Act of 2000" -  P.L. 106-393.

 

John Arnold, Budget Analyst, reported that this is the annual determination of how they are going to allocate Title II and Title III funds to the County.  He noted in the past they had allocated 49% to Title II and 51% to Title III projects.  He added this act also ensures they receive federal funding under Title 1 for roads and schools.  He asked for the Board’s approval for the continued split as previously directed.

 

MOTION: to approve ORDER 04-5-19-1.

 

Dwyer MOVED, Sorenson SECONDED.

 

VOTE: 5-0.

 

c. ORDER 04-5-19-2/In the Matter of Making Certain Elections to Receive National Forest Related Payments Pursuant to the Secure Rural Schools and Community Self-Determination Act of 2000.  P.L. 106-393.

 

MOTION: to approve ORDER 04-5-19-2.

 

Dwyer MOVED, Morrison SECONDED.

 

VOTE: 5-0.

 

d. ORDER 04-5-19-3/In the Matter of Approving Projects under Title III of the Secure Rural Schools and Community Self-Determination Act of 2000, P.L. 106-393  for FY 04-05.

 

MOTION: to approve ORDER 04-5-19-3.

 

Dwyer MOVED, Morrison SECONDED.

 

Dwyer asked what would be available for Lane County regarding projects.

 

Arnold responded that these are the projects that have come forth internally and from people outside of the county.  He forwarded a recommendation for discussion purposes.

 

Van Vactor noted that Oregon Forestry Education at the Oregon Gardens and the Department of Forestry funding was not recommended at this time.

 

Arnold said they could continue to fund but recommended not funding this year because they have a substantial amount of money in reserves to continue to fund the education program.  He noted they were funded for three years and the number of students wasn’t what they had anticipated so they are holding the past contributions in reserve for them to use.    He was also concerned because the Oregon Garden had been having financial difficulties and some of their programs have gone away and there is uncertainty of the viability of some programs in the future.

 

Dwyer  asked whey they didn’t recommend a one-time donation for the Forestry Center.

 

Arnold responded that Tillamook County is not located close to Lane County and he wasn’t sure how granting $50,000 to Tillamook County would necessarily benefit Lane County.

 

Dwyer commented that the Tillamook Forest is a state forest and belongs to all of the people.

 

Dwyer amended his motion to include the donation of $50,000 for the construction of the Tillamook Forest Center, as a one-time contribution.

 

Morrison agreed to second the amended motion.

 

VOTE: 5-0.

 

7. PUBLIC WORKS

 

a. ORDER 04-5-19-4/In the Matter of Authorizing the County Administrator to Execute Agreements for the County/City Road Partnership Program for Up to Three Years with Each City in Lane County.

 

MOTION: to approve ORDER 04-5-19-4.

 

Dwyer MOVED, Hampton SECONDED.

 

Ollie Snowden, Public Works,  reported this offers the cities up to three years or until the County payments reauthorization is resolved for the County/City Road Partnership Program.  He added the other provision is that they participate in a road maintenance audit.

 

VOTE: 5-0.

 

b. ORDER 04-5-19-5/In the Matter of Transferring Lane County’s Road Maintenance and Preservation Allocation from 2003 Oregon Transportation Investment Act III (OTIA III) to the County’s Cities for Up to Three Years and Authorizing the County Administrator to Execute the Agreements.

 

MOTION: to approve ORDER 04-5-19-5.

 

Dwyer MOVED, Morrison SECONDED.

 

Dwyer said this was the second part where Lane County would give the pass through of OTIA III monies for the cities pending reauthorization and for strengthening the road system.  He stated it wasn’t an entitlement and it could be revoked at any time.  He added this would allow the County Administrator to execute an agreement for up to three years.

 

VOTE: 5-0.

 

c. ORDER 04-5-19-11/In the Matter of Adopting the Five-Year Parks and Recreation SDC Capital Improvement Plan (CIP) Priorities List for Fiscal Years 04/05 Through 08/09.

 

MOTION: to approve ORDER 04-5-19-11.

 

Dwyer MOVED, Morrison SECONDED.

 

VOTE: 5-0.

 

d. ORDER 04-5-19-7/In the Matter of Accepting a Facilities Grant from the Oregon State Marine Board for Boating Improvements at Richardson Park, Appropriating $91,900 in Fund 216, and Delegating Authority to the County Administrator to Sign the Cooperative Agreement.

 

MOTION: to approve ORDER 04-5-19-7.

 

Dwyer MOVED, Sorenson SECONDED.

 

Morrison recalled that last year they had a discussion about contract language with the State Marine Board.  She didn’t think they ever resolved that.  She supported this motion.

 

VOTE: 5-0.

 

e. ORDER 04-5-19-8/In the Matter of Amending Chapter 60 of the Lane Manual to Add Electronic Equipment Recycling Fee Provisions (LM 60.875), Effective July 1, 2004.

 

Pete Chism, Waste Management, reported that on March 31, 2004 he came to the Board on preparing fees for recycling that would be used with a computer re-use program.  He said after they received board approval, they did an RFP process. He noted they sent out 22 RFP’s and received five back.  He said they are recommending Earth Protection Services.  He said they also listed Lane County personnel who would be involved in the program, totaling $26,000.  He said they wanted to lead the State of Oregon in offering the citizens of Lane County an option for recycling the materials that contain hazardous components and keeping the materials from going to countries with lesser environmental restrictions.

 

Morrison asked what repercussions there would be if Earth Protection Services couldn’t continue to do this economically.

 

Chism indicated this would be a one-year contract with the option of two one-year renewals.  He said if there are any changes, they would evaluate that and present it to the Board.

 

Morrison supported this. She wanted to make sure they were able to cover themselves if something should happen.

 

MOTION: to approve ORDER 04-5-19-8.

 

Morrison MOVED, Hampton SECONDED.

 

VOTE: 4-1 (Dwyer dissenting).

 

f. ORDER 04-5-19-9/In the Matter of Awarding a Contract to Earth Protection Services Inc. in the Amount of $217,880.70 for Electronic Recycling Services at the Glenwood Central Receiving Station, WM 04/05-01.

 

MOTION: to approve ORDER 04-5-19-9.

 

Morrison MOVED, Hampton SECONDED.

 

VOTE: 4-1 (Dwyer dissenting).

 

g. ORDER 04-5-19-10/In the Matter of Approving a Design Concept for Cedar Flat Road MP 0 to MP 0.5 Based on the Design Concept in Exhibit B and the Addendum in Exhibit C; and Authorizing Staff to Prepare a Right-of-Way Plan Necessary to Construct the Road, Pursue All Necessary Planning Actions and Prepare Plans and Specifications for Improvement of Said Road.

 

Sonny Chickering, Public Works, explained this was for Cedar Flat Road and the proposed project to address problems related to deficient road base for pavement condition and a lack of roadside drainage.  He said they had the standard public input process for the project.  He noted they had an open house on January 14 and the Roads Advisory Committee held a hearing on January 28.  He added then  the Roads Advisory Committee deliberated and made a recommendation to the Board on February 25.  He said they had a 30-day comment period through April 5.  Chickering showed a slide presentation.

 

Chickering noted there was one unresolved issue in their initial recommendation to the Roads Advisory Committee.  He had recommended removal of a large tree with a 48-inch diameter as it fell within their clear zone alongside the road.  He said following the Roads Advisory Committee’s decision, he was requested to speak to the property owners about the tree.  They came up with a solution that would allow the tree to remain, with a guardrail between the road and the tree to protect motorists from the tree should they lose control of their vehicle.  He added it would also require relocating the abutting property owner’s driveway about 30 to 50 feet further to the north.  He noted that the property owner is in agreement with that move.  He added the move to save the tree would cost the project an additional $5,000.

 

Chickering noted there was an unresolved issue dealing with a desire of the residents of Cedar Flat Road to have a left turn lane on Highway 126.  He said that was their greatest concern  He noted there was no plan by ODOT to add a left turn lane and he was not recommending that they add it to their project list.

 

MOTION: to approve ORDER 04-5-19-10.

 

Hampton MOVED, Dwyer SECONDED.

 

VOTE 5-0.

 

h. WORK SESSION/ORDER 04-4-14-14/In the Matter of Approving the Alignment, Right-Of-Way Widths and Other Design Features for the Martin Luther King Jr. Parkway, Previously Known as the Pioneer Parkway Extension, as Adopted and Recommended by the City of Springfield. (NBA & PM 4/13/04 & 4/14/04). PULLED.

 

i. FIRST READING AND SETTING SECOND READING AND PUBLIC HEARING/Ordinance No. PA 1205/In the Matter of Amending the Rural Comprehensive Plan to Redesignate Land From "Rural Commercial" to "Rural, Community" and Rezoning That Land From "RC/C-RCP, Rural Commercial" To "RR-2/C-RCP, Rural Residential", and Adopting Savings and Severability Clauses (file PA 03-5200; Finney) (Second Reading & Public Hearing: June 2, 2004, 1:30 pm).

 

MOTION: to approve a First Reading and Setting a Second Reading and Public Hearing for Ordinance No. PA 1205 for June 2, 2004 at 1:30 p.m.

 

Dwyer MOVED, Morrison SECONDED.

 

Sorenson requested that people be notified when public hearings are set.

 

Van Vactor suggested if a matter was uncontested that it could be put on the schedule early.

 

Green stated they have their public hearings stated to take place at 1:30 p.m.  He noted that it was hard to regulate when each hearing would take place.

 

Dwyer hoped Green would use his discretion to move things along.

 

Van Vactor recommended the agenda team work on this.

 

VOTE: 5-0.

 

j. FIRST READING AND SETTING SECOND READING AND PUBLIC HEARING/Ordinance No. PA 1206/In the Matter of Adopting the Springfield Drinking Water Protection Plan as a Functional Plan of the Eugene-Springfield Metropolitan Area General Plan for Application Within the Springfield Urban Growth Area and Adopting a Severability Clause (Metro Plan Periodic Review Work Task 5) (Second Reading & Public Hearing: June 2, 2004, 1:30 pm).

 

MOTION: to approve the First Reading and Setting a Second Reading and Public Hearing on Ordinance No PA 1206 on June 2, 2004 at 1:30 p.m.

 

Dwyer MOVED, Morrison SECONDED.

 

VOTE: 5-0.

 

k. FIRST READING AND SETTING SECOND READING AND PUBLIC HEARING/Ordinance No. 13-04/In the Matter of Amending Chapter 10 of Lane Code to Adopt Amendments to the Springfield Development Regulations for Application to Urbanizable Lands Within the Springfield Urban Growth Area (LC 10.600-15) and Adopting Savings and Severability Clauses (Second Reading & Public Hearing: June 2, 2004, 1:30 pm).

 

MOTION: to approve the First Reading and Setting a Second Reading and Public Hearing on Ordinance No. 13-04 on June 2, 2004 at 1:30 p.m.

 

Dwyer MOVED, Morrison SECONDED.

 

VOTE: 5-0.

 

8. CONSENT CALENDAR

 

Sorenson requesting pulling item 8 B. 1) from the Consent Calendar.

 

A. Approval of Minutes

 

B. Public Safety

 

1) ORDER 04-5-19-12/In the Matter of Approving Intergovernmental Agreement with City of Eugene for the Purchase of Seventeen (17) Jail Beds for the Confinement of City of Eugene Prisoners in the Lane County Adult Corrections Facility.

 

C. Public Works

 

1) ORDER 04-5-19-13/In the Matter of Denying the Petition to Vacate a Portion of Willow Street, in the Plat of Gallagher's Part of the City of Florence, as Platted and Recorded in Volume 30, Pages 12 and 13 of the Lane County, Oregon Deed Records (18-12-26).

 

2) ORDER 04-5-19-6/In the Matter of Awarding a Professional Services Contract to Thiel Engineering for Solid Waste Engineering and Technical Services and Authorizing the County Administrator to Execute the Contract, WM 03/04-01.

 

MOTION: to approve the Consent Calendar with the exception of item 8 B. 1).

 

Morrison MOVED, Dwyer SECONDED.

 

VOTE: 5-0.

 

8. B. 1)

 

Sorenson thought the word “purchase” didn’t belong.

 

Wilson responded they are purchasing services.

 

Sorenson asked if this applied to the Adult Corrections, the Community Correction Center and the Forest Work Camp.

 

Jan Clements, Sheriff, responded that it did.

 

Sorenson asked how they got to $90 per day.

 

Clements indicated they started a contract with the cities of Springfield and Eugene about five years ago and they based it on the state contract for 1,145 offenders.  He said they inflated their per diem at what they thought was a reasonable rate based upon increases in costs.  He noted that last year the City of Eugene could not use all 17 beds for the entire year.  He said these are state offenses.  He said the City of Eugene is buying an insurance policy against the matrix.  He noted when they initially bid the contract, they added 22 beds in the system and he said they had maintained those beds.  He added the resulting reduction in beds are due to a lack of revenue, and the City of Eugene and City of Springfield contracts help subsidize their overall economy of scale.

 

MOTION: to approve ORDER 04-5-19-12.

 

Sorenson MOVED, Hampton SECONDED.

 

VOTE: 5-0.

 

9. HEALTH AND HUMAN SERVICES

 

a. ORDER 04-5-19-14/In the Matter of Appointing Six Members to Fill Vacancies on the Community Health Centers Advisory Council.

 

Green indicated the Board received a question from a citizen on the definition of a consumer.

 

Steve Manela, Human Services Commission, reported this board order is for six consumer members of the Community Health Center Advisory Board.  He indicated the committee was formed and approved by the Board last November, on the basis of implementation of the federal grant for the Community Health Center.  He noted in February 2004, they brought before the Board appointments for the non-consumer members of the Board.  He said the Board appointed two consumer members.  He noted the positions were advertised and the selection process that was used for the consumer appointees are included in the packet material.  He said there are 15 committee members, 7 of whom are non-consumers, 3 are representatives of the health care industry, 4 are community representatives, and the balance of the committee (51% required by the federal government) are to be consumers of the health center, meaning they are going to be using the services of the health center.

 

Manela stated that based upon the federal requirements and in an interest to have diversity in the representation on the committee, on April 15 there are minutes of the advisory committee meeting where the applications they have in the packet were reviewed by the existing appointed members to the committee.  He stated that Nancy Golden, the current chair of the committee, suggested they establish some criteria for the selection process.   He said there was an interest in having some diversity, both ethnical and cultural gender balance.  He said they wanted to make sure they had people on the committee who used the clinic service in the schools and in the homeless access center that they were representing.  He added that there is a diversity and background of education levels and geography with representatives of the Springfield community, but also with rural representatives and an age range, from retired members on the committee to youth.  He said having reviewed the applications and based upon the federal requirements, on page 3 of the minutes, the committee made their recommendations.  He said the committee was interested in seeing if they could appoint a homeless youth from the New Roads Center and a student from Springfield High School that uses the health care center.  He noted there wasn’t time for them to do that because the federal government required that they have a full committee.

 

Manela discussed the different applicants.  He noted the application itself doesn’t ask if people are applying as a community member and the first time they solicited applications, there was some confusion and they only made two consumer appointments because there were only two people who indicated that they were consumers.  He said they sent letters to the people who were not appointed to the committee and asked them to re-apply for vacancies that were available.  He indicated that during the course of the selection process, Mary Ann Holser came before the committee and contacted him about the selection process and her concerns.

 

Manela explained the federal requirement they are trying to meet is the geographical areas that are served by the clinic.  He noted that currently they are chartered to serve Springfield and the homeless youth site in Eugene.  He said by having rural people being recommended on the committee, it broadens their ability.

 

Sorenson suggested having a matrix so when there is a vacancy on the committee  they would be able to acquire a proper balance.  He wanted to know how they would know everyone was balanced if they didn’t have the addresses of the people.

 

Wilson said a matrix could be put together that describes individuals, not by name but by different slots.  She said that any issues that arise as a conflict are manageable.

 

MOTION: to approve  ORDER 04-5-19-14.

 

Sorenson MOVED, Hampton SECONDED.

 

VOTE: 5-0.

 

10. CORRESPONDENCE TO THE BOARD

 

None.

 

11. COMMISSIONERS' ANNOUNCEMENTS

 

None.

 

12. EXECUTIVE SESSION as per ORS 192.660

 

None.

 

13. OTHER BUSINESS

 

None.

 

There being no further business, Commissioner Green recessed the meeting at 11:55 a.m.

 

 

Melissa Zimmer

Recording Secretary