BOARD OF COMMISSIONERS

LEADERSHIP TEAM MEETING

February 25, 2005

John Goodson Conference Room

8:30 a.m.

APPROVED 1/11/06

 

Present:  Warren Wong, Chuck Forster, Lisa Smith, Alicia Hays, Alex Gardner, Rob Rockstroh, Jim Gangle, Bill Van Vactor, Teresa Wilson, Ollie Snowden, Tony Black, Russ Burger, David Suchart, Doug Harcleroad, Anna Morrison, Faye Stewart, Peter Sorenson, Melissa Zimmer.  Bobby Green arrived at 11:00 a.m.  Bill Dwyer was excused.  Stan Biles was the Facilitator

 

1. Approval of Minutes of January 11, 2005. 8:30 a.m.

 

The minutes were passed unanimously.

 

2. Perspective of the Management Team

 

Van Vactor commented that the Management Team was not in favor of the annual reduction process.  He said it was taxing on relationships and the morale of the organization.  He recalled in the late 1990’s after several years of reductions, the Board of Commissioners asked a group of citizens to help advise as to what services Lane County government should be in.  He indicated that group met for six months and made a recommendation and formed a Future Focus Task Force.  He said they recommended that Lane County needed a Strategic Plan to help make judgments about what services they should be in.  He noted in 2000 Lane County went through a strategic planning process and they adopted the plan in Spring 2000.  He added that during that period of time they were nearing the possibility of Congress adopting the Secure Rural Schools Community Self Determination Act and thought there would be a modest increase of revenue.

 

Van Vactor noted that some of the discussion in the plan about budgets explained about adding services.  He said in 2003 they had significant reductions and attempted the reduction criteria in the plan and the allocation tree.  He said they recommended to the Board certain programs that should be eliminated.  He indicated that the Board of Commissioners and the Budget Committee adopted the recommendation of the Management Team at that point in time.  He stated the Commissioners were not involved in the prioritization process and it was the conclusion of the Management Team that this prioritization was vital and they wanted to make sure the commissioners are involved in the future.  He recalled that the allocation tree didn’t work well in a reduction format when they needed to develop reduction criteria.  He recalled in 2004, the Management Team (after hearing recommendations from the Budget Committee and the Board) suggested that in 2004 they should determine enough reductions so they would be stable for two years.  He noted they were not successful as they couldn’t reach agreement on the reduction criteria.  He recalled that the Board directed that they prepare a budget with a nine percent reduction across the board as a starting point.

 

Van Vactor reported that they were closer to being stable this year. He noted in the future for 06/07 there is a projected deficit of about $500,000, with a deficit the following year of $4.7 million.

 

Van Vactor recalled after the 2004 budget process, the Board appointed a Service Stabilization Task Force and they had two significant recommendations:  that the Board of Commissioners develop goals and the Board help set priorities.  He said in 2004 the Management Team worked on reduction criteria.  He noted that the Management Team recommended the Board of Commissioners use Option 6, strategic objectives to work on in the future.  He indicated the Board met a couple of weeks ago, reviewing these in detail, and they concurred with four of the strategic objectives.  He indicated that within the past three weeks the departments prepared their budgets.  He noted that the Board and Management Team were in agreement as to where Lane County should be going in terms of direction.

 

With regards to the budget, Van Vactor indicated that costs were up and departments were having difficulty in balancing their budget. 

 

3. Presentation of Recommended Public Service Group Priorities

 

Rob Rockstroh, Health and Human Services, discussed the list of services with immediate life and health safety issues. (Copy in file.)

 

Van Vactor reported that the Department of Revenue audited Assessment and Taxation. He said they were complimentary about what staff does but they found deficiencies.  He indicated they were in jeopardy of losing a $1.7 million grant.  He noted they didn’t it put it out as an add package but they could.

 

Morrison indicated that the state was willing to work with Lane County regarding Assessment and Taxation.

 

Wilson explained that not all information was provided in the information sheets.  She said the total expenses to run the programs reported were $41 million.  She said it wasn’t a clean analysis of the general fund

 

Rob Rockstroh and Alex Gardner discussed public safety information. (Copy in file.)

 

4. Revisions to Recommended Priority Lists

 

Van Vactor explained if the Board chooses to cut more in the budget this year, they could reduce future year deficits.  He indicated that the Management Team wants to see a blending to see what happens.  He added the Board could change direction and have a status quo budget.

 

Van Vactor noted that the City of Eugene was willing to put in some money to help fund a transition manager and the citizens feel the County should participate in that work group and establish an Urban Transition Manager for $10,000.

 

Van Vactor indicated the Save Committee group wanted to enhance the rewards and recognition.  He said they have asked for $4,500.  He said that Melinda Kletzok requested the help of an assistant, and Benton County has offered to pay half for this assistant.  He said Kletzok would stay 80% with Lane County and would have an assistant split equally between Benton and Lane County for a cost of $23,000.  He commented it was a way to leverage money and get out public information.

 

Gardner stated in order to prosecute methamphetamine cases, it would require staff.  He noted that their office gets about 50 drug cases a month and they need an additional $300,000 for prosecution.  He commented that there needs to be a treatment component along with a jail bed component

 

Harcleroad explained that they don’t have enough money to do the basic public services for the citizens.  He said on November 7, 2006 they need to ask the public to support the public safety district.  He said they have to give the public an opportunity to vote on something.  He said he wanted to take a random sampling of 400 people to see how the public feels about it.  He said they need a scientific poll to get the data.

 

5. Creation of One Priority List

 

Biles lead a discussion on the creation of a new priority list. (List Attached as Exhibit A.)

 

6. Final Comments

 

Garnick suggested to finance these through the overhead charge on departments through indirect.

 

There was consensus by the Board to do that.

 

Van Vactor suggested that the District Attorney take the lead to prepare an add package for consideration during the budget process where it is coordinated with Health and Human Services and the Sheriff’s Department for the meth problem.

 

Garnick explained that the next steps would be for the departments to review their service information sheets to determine if they have accurate data.  He added they would begin preparing the budget based on the direction they currently have.  He said the departments would receive this list of priorities.

 

Biles recommended the Board have a debrief  of the process and how it worked.

 

There being no further business, Commissioner Morrison adjourned the meeting at 2:15 p.m.

 

 

Melissa Zimmer

Recording Secretary

 

 

Attachment A

 

FY 05-06 Service Priority Listing
Priority*	Service Description	Category	Department
1	BOARD OF COUNTY COMMISSIONERS	Public Services	CAO
2	JAIL 12 BEDS-SEG VIOLENT & MEDICAL	Public Safety	SO
3	THE SHERIFF	Public Safety	SO
4	COMMUNICABLE DISEASE/OUTBREAK INVESTIGATION	Public Services	HHS
5	JAIL 106 BED-40 SNGL 66 DORM (SO ANX)	Public Safety	SO
6	JUVENILE PROBATION SERVICES	Public Safety	YS
7	FELONY PERSON CRIMES PROSECUTION	Public Safety	DA
8	RURAL LAW ENFORC, RESPONSE & CIVIL PROCESS	Public Safety	SO
9	JUVENILE INTAKE & ASSESSMENT	Public Safety	YS
10	JUVENILE DETENTION	Public Safety	YS
11	SEARCH & RESCUE PROGRAM (SAR)	Public Safety	SO
12	ACUTE CARE PSYCHIATRIC SERVICES, CRISIS TEAM	Public Safety	HHS
13	MED - ADULT OUTPATIENT	Public Services	HHS
14	MATERNAL & CHILD HEALTH HIGH RISK INFANT SVC	Public Services	HHS
15	PRISONER TRANS./ COURT SECURITY	Public Safety	SO
16	JAIL 72 SINGLE BED CELLS (EAST ANX)	Public Safety	SO
17	EMERGENCY MGMT PLANNING	Public Safety	SO
18	FWC & FED FOREST CREWS	Public Safety	SO
19	DD - ABUSE INVESTIGATIONS VULNERABLE ADULTS	Public Services	HHS
20	P&P PERSON CRIME FELONY SUPERVISION	Public Safety	HHS
21	MISDEMEANOR PERSON CRIMES PROSECUTION	Public Safety	DA
22	TRAFFIC SAFETY TEAM	Public Safety	SO
23	FORESTLAND LAW ENFORC. & RESPONSE	Public Safety	SO
24	CONTRACTED POLICE SERVICES	Public Safety	SO
25	CONCEALED HANDGUN/OTHER LIC.	Public Safety	SO
26	NEW CONSTRUCTION & DIVISIONS	Public Services	A&T
27	COMPLIANCE APPRAISALS	Public Services	A&T
28	COLLECT DISTRIBUTE PROPERTY TAX	Public Services	A&T
29	PROPERTY VALUATION	Public Services	A&T
30	PROPERTY TAX PROGRAMS & RECORDS	Public Services	A&T
31	BOARD OF PROPERTY TAX APPEALS.	Public Services	MS
32	PUBLIC RECORDS AND RESEARCH	Public Services	MS
33	JAIL 80 DORM BEDS (NORTH ANNEX)	Public Safety	SO
34	JAIL 48 SINGLE BED CELLS 1ST HALF 3RD FLR	Public Safety	SO
35	JAIL 48 SINGLE BED CELLS (2nd HALF 3rd FLR)	Public Safety	SO
36	COMMUNITY CORR. CTR  - 116 BEDS	Public Safety	SO
37	ELECTIONS & VOTER REGISTRATION	Public Services	MS
38	MARRIAGE LICENSES	Public Services	MS
39	ALCOHOL AND DRUG RESIDENTIAL, DETOX	Public Safety	HHS
40	MLK, JR. ED. CENTER	Public Safety	YS
41	JUVENILE FOREST WORK CREW	Public Safety	YS
42	CHILD ADVOCACY CENTER - INVESTIGATIVE SVCS	Public Safety	DA
43	CENTRAL LANE JUSTICE COURT	Public Safety	JC
44	CHILD ADVOCACY CENTER - VICTIM SVCS	Public Safety	DA
45	DET. ASSIGNED TO VIOLENT CRIMES	Public Safety	SO
46	DD ADULT DIRECT SUPPORT	Public Services	HHS
47	DD - SERVICE COORDINATION FOR AT-RISK CHILDREN	Public Services	HHS
48	PATHWAYS DRUG & ALCOHOL TREATMENT PROGRAM	Public Safety	YS
49	METHADONE TREATMENT	Public Services	HHS
50	HIV PREVENTION AND TESTING HIGH RISK	Public Services	HHS
51	VICTIM SERVICES PROGRAM -- PROTECTIVE ORDER	Public Safety	DA
52	LCARA ENFORCEMENT & ABUSE INVESTIGATION.	Public Safety	MS
53	JUVENILE CRIMES & DEPENDANCIES	Public Safety	DA
54	METRO CIVIL PROCESS	Public Safety	SO
55	MANDATED ADULT SEX OFFENDER TREATMENT	Public Safety	HHS
56	FELONY NON-PERSON CRIMES PROSECUTION	Public Safety	DA
57	P&P DRUG & PROPERTY FELONY SUPERVISION, SANCTIONS & INVESTIGATIONS	Public Safety	HHS
58	COMMUNITY CREWS (FWC)	Public Safety	SO
59	ELECTRONIC BRACELET PROGRAM	Public Safety	SO
60	DET. ASSIGNED TO DOMESTIC VIOLENCE	Public Safety	SO
61	TREATMENT, CRISIS FUNDS, HOUSING (CCA)	Public Safety	HHS
62	P&P MISDEMEANANT DOMESTIC VIOLENCE OFFENDER	Public Safety	HHS
63	COMMTY SVC SENTENCING OPTION	Public Safety	SO
64	MEDICAL EXAMINER	Public Safety	DA
65	FAMILY LAW DIVISION	Public Safety	DA
66	EVALUATION, REFERRAL, MONITORING MANDATED OFFENDERS	Public Safety	HHS
67	VICTIM SERVICES PROGRAM - STATUTORY SERVICES	Public Safety	DA
68	MISEMEANOR NON-PERSON CRIMES PROSECUTION	Public Safety	DA
69	LCARA KENNEL/CATTERY	Public Safety	MS
70	OAKRIDGE JUSTICE COURT	Public Safety	JC
71	FLORENCE JUSTICE COURT	Public Safety	JC
72	METRO TELEVISION SERVICES CONTRACT WITH LCOG	Public Services	GE
73	LCARA ADOPT A KENNEL PROGRAM	Public Safety	MS
74	WIC HEALTH/NUTRITION FOR PREGNANT WOMEN, CHILDREN	Public Services	HHS
75	BASIC NEEDS: HOUSING, FOOD, HEALTH, CRISIS INTERVENTION	Public Services	HHS
76	TEEN PREGNANCY/FAMILY PLANNING	Public Services	HHS
77	LANE COUNTY EXTENSION SERVICES	Public Services	GE
78	THE LONG RANGE LAND USE PLANNING PROGRAM	Public Services	PW
79	JOB CREATION & FAMILY-WAGE JOBS	Public Services	CAO
* As set by Lane County Board of Commissioners on February 25, 2005