August 12, 1998
REGULAR MEETING-BOARD OF COMMISSIONERS MEETING
9:00 a.m. Harris Hall Main Floor

Commissioner Ellie Dumdi presided with Commissioners Bobby Green, Sr., Peter Sorenson and Cindy Weeldreyer present. Commissioner Steve Cornacchia was absent. County Administrator Bill Van Vactor, County Counsel Teresa Wilson and Recording Secretary Melissa Zimmer were also present.

1. ADJUSTMENTS TO THE AGENDA

Order 98-8-12-5 is not an order, but a report back and has a 9:30 a.m. time certain.

2. PUBLIC COMMENTS

None.

3. COMMISSIONERS' ANNOUNCEMENTS

Green reported he has a meeting today with Dr. Lindsay who will work with different representatives of service provider agencies to further educate them on the Community Village Project. He added that at 3:00 p.m., there will be a meeting with Senator Ron Wyden in Mayor Torrey's office.

Sorenson stated the meeting with the Creswell City Council on Monday night was very successful with regard to their transportation issues. He said he attended the Health Advisory Committee and they discussed moving their meeting time to Noon. He said the Lane County Fair takes place next week.

Weeldreyer echoed Sorenson's announcement about the Lane County Fair and urged people to attend.

Dumdi said with regard to the Fair, on August 19 at 2:00 p.m., there will be the Senior Dessert in the area between the two exhibit halls. She said that afternoon at 3:00 p.m., Glenn Rear, who has been with Public Works for 30 years is retiring and Cornacchia will make the presentation of a clock to him. She also announced that Reed & Cross' Good Neighbor Day will take place on September 2 at 9:00 a.m., at Reed & Cross. She said the Scandinavian Festival starts tomorrow at 10:00 a.m. in Junction City at the Festival Grounds. She added she will be giving a welcoming remark. She said committing to dates that are set, needs to be discussed with regard to local government partners. She said there are scheduling problems with the Glenwood Public Hearing date. She said the date of September 16 will need to be set because 15 people can make it that day.

Green stated the Creswell City Council voted unanimously to adopt the resolution supporting the Community Justice Safety Levy, Measures 2005 and 2006.

Dumdi added that Florence also voted unanimously to support the levy, as did Eugene and Springfield.

4. HEALTH AND HUMAN SERVICES

a. ORDER 98-8-12-1/In the Matter of Appointing Three Members to the Health Advisory Committee.

Rob Rockstroh, Director, Health and Human Services, reported the order was a recommendation from the current Advisory Board members recommending Deborah Hope, Liz DeCou and Gabe Block for the Health Advisory Committee. He added they are trying to expand the board and discussed changing their meetings to noon on the first Thursday of the month. He said that noon was a better time to get other people to attend the meetings.

MOTION: to approve ORDER 98-8-12-1.

Sorenson MOVED, Weeldreyer SECONDED.

VOTE: 4-0.

b. ORDER 98-8-12-2/In the Matter of Amending Chapter 60 of Lane Manual to Revise Certain Health and Human Services Fees (LM 60.840) Effective September 1, 1998.

Rob Rockstroh reported it was the first revision of fees in two years. He said this has already been through a filtered process at the Finance and Audit Committee. He said there were adjustments for costs and for reimbursement billing rates from Medicare/Medicaid. He said they are the maximum amounts that the County can bill for.

MOTION: to approve ORDER 98-8-12-2.

Green MOVED, Weeldreyer SECONDED.

VOTE: 4-0.

c. RESOLUTION AND ORDER 98-8-12-3/In the Matter of Appointing a Member to Fill One Vacancy to the Mental Health Advisory Committee.

Rob Rockstroh stated that this order was for Sue Lewis. He said it was her second term and she was a good advocate for services.

MOTION: to approve ORDER 98-8-12-3.

Weeldreyer MOVED, Sorenson SECONDED.

VOTE: 4-0.

5. YOUTH SERVICES

a. MOTION AND ORDER 98-8-12-4/In the Matter of Establishing a Position, Classification, and Salary Range for 1.0 FTE Youth Intervention Network Manager in the Department of Youth Services.

Chuck Ryer, Youth Services, said in 1995 a grant was received from the Federal Center for Substance Abuse Treatment to develop a youth intervention network for substance abuse treatment of adolescents in Lane County. He said it has become necessary for the grant manager to take on supervision of staff that were originally in one of the programs. He said the change in the program made it necessary to shift those employees from private non-profit to the County. He said there wasn't a position in the County classification system that described what this person was being asked to do, so it was reviewed and a new job description was written. He said he is requesting authorization to establish that position with the County within the budget of Youth Services and to approve the classification and salary range recommended by personnel. He said this position would not create an increase in FTE within the department. He said the position of Senior Program Services Coordinator will be deleted at the same time this position is created. He said the entire salary and benefits for this position are covered by the grant and there is no draw from the general fund.

MOTION: to approve MOTION and ORDER 98-8-12-4.

Weeldreyer MOVED, Green SECONDED.

VOTE: 4-0.

Commissioner Dumdi recessed the meeting to return at 10:20 a.m.

6. COMMISSIONERS' BUSINESS

a. ORAL UPDATE/In the Matter of Presenting an Update to the Board of Commissioners on Activities by the Lane County Human Rights and Affirmative Action Advisory Committee.

Linda Wagner, Chair, Lane County Human Rights and Affirmative Action Advisory Committee, described the composition of the committee. She said it is a 14-member advisory committee. (Three are Lane County Employees, eleven are lay citizens and are all volunteers on the Advisory Committee.) She said there are currently two open positions. These include three subcommittee. One, a monitoring subcommittee, monitors the implementation of the Lane County Diversity Implementation Plan. She said the plan has 20 action items that looks at Lane County as an employer and service provider. She said 14 action items have been addressed (either completed or are in progress). She said six activities have not been started because the subcommittee wanted to revisit those activities with the County Administrator. She said the subcommittee has met with directors to discuss their diversity goals. She added the Diversity Implementation Plan clearly outlines policies and procedures countywide. She said she wanted to talk with directors to see what they are doing at the department level and incorporate that in their annual report. She said, in looking at Lane County as an employer, they considered archival data of the gender, race and ethnic composition of people who have applied for jobs, been hired and promoted. She said the goal was to look at the extent to which hiring practices and County employees are representative of the changing demographics in Lane County. She said they had data from the early 90s that showed an increase in the growing diversity of applicants and new-hires and wants to include more recent data to give a complete trend profile.

Wagner said the second subcommittee is the Outreach and Education Subcommittee and their work has been to update their brochure. She said they also organized a meeting in Veneta that was in conjunction with the Veneta City Council. She said it is their goal to be more visible throughout Lane County.

Wagner said the third subcommittee is the Harassment and Discrimination Subcommittee. She read their policy to the Board. She said the subcommittee receives complaints from people who have experienced discrimination and harassment in Lane County. She said that over the last six months, 24 complaints have been recorded and it has been an ongoing challenge to be effective in responding to complaints with limited volunteer time.

Dumdi suggested that Wagner talk with Arlene Marshall to bring a work session to the Board about discrimination problems.

Van Vactor stated the County was in the process of obtaining a Human Resources Manager and thought this could be a good assignment for that manager to undertake.

Hector Rios, Human Rights and Affirmative Action Advisory Committee, said over the past six months the County has received calls that require staff time. He said most of the phone calls he receives are forwarded to other agencies where the community members' concerns would be better addressed. He said the biggest concern is when he refers the calls to another agency, the case falls through the cracks and nothing gets done.

Green stated they need additional staff. He declared that, in comparison to the City of Eugene, Lane County is understaffed and short of money. He suggested the committee come to the Board with different strategies. He said it is not just human rights issues but organizational issues. He said getting a resolution is critical and the addition of the Human Resource Manager will be a big step.

Wagner said she has not approached David Suchart, the Board, or Budget Committee with the request for additional staff. She said this was identified in the Harassment and Discrimination subcommittee as one option to help build the infrastructure. She said there are other subcommittees that discussed the need for staff support time for other types of work. She said it could be part of a work session.

Wagner acknowledged the ongoing commitment and efforts of Captain John Clague. She said he was a viable liaison to their committee and appreciated his expertise, human rights concerns, and meeting with them. She also acknowledged Hector Rios' contributions. She said the Advisory Committee, County Administration and Board of Commissioners wanted to take time to highlight the work he has done. She spoke about his contributions to the Lane County Diversity Plan. She thanked him by reading a letter (copy in file).

Dumdi (acting Chair of the Board of Commissioners), presented Hector Rios with a letter and a plaque in recognition of his ongoing efforts for human rights.

Weeldreyer said she has seen tremendous professional growth and wished him the best in the next step of his career. She said she agrees he leads by example and more people are following what he has started in terms of the cultural change within the workforce of Lane County.

b. UPDATE/OSU Extension Services.

Janet Calvert, Lane County Extension Service, presented a quarterly Extension Service update. She said there are four people staffed to answer phones and the service is an important resource for the residents of Lane County and the state. She said approval has been made to announce that Steve Bowers will be the person taking Mike Cloughesy's place. She reported they had a successful Youth Fair in July.

Jennifer Barwood, Program Coordinator for Expanded Food and Nutrition Education Program (EFNEP) gave an overall review on what EFNEP does. She stated there is an in-school program where the curriculum is offered to the schools and an after school program that is taught by paid staff. She also stated she recruits and trains volunteers who teach nutrition at the after school club. She said they have a summer program where students are hired to work. She said these are weekly programs, one in the morning and one in the afternoon. She said she cooks with the children. She added they have been working hard in focusing on the Hispanic community in Eugene/Springfield. She said a project they have been working on is a cookbook that is a verbatim translation of an English cookbook. She said they have "Sister City Days" which was developed two years ago and the focus is on the four sister cities of Eugene. She said they developed a cookbook that has recipes from each country.

c. DIALOGUE/Census 2000 Project.

Mike Steenhout, U.S. Department of Commerce, Census 2000, passed out a packet (copy in file) on the Census 2000 Project for the state of Oregon. He said he works for a program called the Partnership Program and it is to act as liaison between the bureau and government in the state of Oregon. He said his program works with local government in the census process. He said the program is finding ways to implement local knowledge into the census process.

Sorenson stated he attended the Census Workshop at the NACo Convention. He said the people from the Census Bureau had a list of all local governments within each county and whether or not the jurisdictions had signed an agreement with the Census Bureau. He said Eugene/Springfield is part of this program and it will assist local government in helping the census Bureau make the count accurate. He said in the 1980 and 1990 census, there were allegations of undercounting because local governments were not involved.

Weeldreyer noted urbanized area households are going to receive census forms in the mail but rural areas are going to have census takers who will actually drop off the forms. She questioned the rationale for not mailing to all households.

Steenhout stated the census is a household based survey and each house must be accounted for. He said people receiving their mail from a mail carrier will receive the questionnaire in the mail and in all other cases, no questionnaires will be mailed, but hand delivered.

Jim Carlson, LCOG, answering in response to Commissioner Weeldreyer's question of growth since 1990, responded that locally there is a site address file when a building permit is issued. This creates an address and it goes into LCOG's automated address file for Lane County. He added they have a complete address list of all addresses in Lane County. He said that file will be compared with the Census Bureau's file. He said the Census Bureau gets their addresses from the post office. He added an electronic match will be done to ensure all addresses are covered. He said another problem is the changing demographics, with people living in group quarters (not households,) including jails, college dorms, senior housing and between independent living and assisted living units. He said they are trying to decide how to define a living unit and what makes up a household.

Carlson stated data that is needed is not received until April 1, 2001. He said at that point there are eight to nine months to complete the information. He said January 2002 is the date the information needs to be completed, before the primary election in May. He said they will work with Lane County Elections to get the precinct boundaries to match up to the new districts.

Van Vactor questioned whether there were any specific actions that Lane County governments needs to take regarding the census since the County will have a contractual relationship with LCOG to perform the staff tasks.

Carlson said LCOG does the technical work of review. He said when the data is received, they will work with the data. He says it's important for the elected officials to make a public statement about the census and how important it is for people to respond to their forms. He said LCOG can't do that process but the elected officials are in a better position to ask communities to complete the information.

Green questioned how an accurate tally could be made with the homeless in Lane County.

Steenhout responded that in 1990 the census was not successful in counting the homeless. He said this time there is a specific program called Service Based Enumeration (those who have neutral residences). He said all service providers are identified within each jurisdiction ahead of time, then people implemented to numerate the homeless population will do so on a certain day. He said this will take place nationwide at the same time. He asked the Commissioners to consider passing a resolution or proclamation to formalize the relationship with the Census Bureau. He said he wants to get it framed so it can be placed in the Census Office.

He also mentioned job opportunities available and said Eugene is the spot for one of five statewide offices. He added job opportunities will be available toward the end of the year. He said the number to call is 1-888-806-5878. He also said that a liaison is needed to be a primary contact.

Sorenson said the census issue was very important because of funding, redistricting issues and basic knowledge that will impact the County for the next 10 to 15 years and he would accept the nomination for liaison for Steenhout.
d. RESOLUTION 98-8-12-6/In the Matter of Adopting a Resolution Concerning the Highway 126 East Interim Corridor Plan Strategy (Interstate 5 to Oregon Highway 22 at Santiam Junction).

Weeldreyer stated the Oregon Department of Transportation (ODOT) has taken a different approach to addressing transportation needs statewide. She said the governor is moving to a model that involves more local planning in the process. She said they came up with corridor planning and it is to facilitate statewide long range planning for Oregon. She said the interim corridor strategies are being developed by these groups statewide and contain goals and objectives that will be part of a 20 year corridor plan. She said the projects that will come out of the exercises will become candidates for funding in the State Transportation Improvement Program over the next 20 years. She added it is a mechanism for state and local jurisdictions to cooperatively and responsibly meet existing state and federal planning requirements. She said ODOT is either in the process of, or intends to conduct 25 corridor studies on 25 highways of state and interstate importance, plus I-5, to try and reach consensus on how Oregon's highways will be managed. She said the Highway 126 strategies began in 1996 when the two steering committees were started, one for the east side and one for the west side. She explained the East Side Exercise (copy in file.)

MOTION: to accept RESOLUTION 98-8-12-6.

Weeldreyer MOVED, Green SECONDED.

VOTE: 4-0.

Van Vactor stated the wording on the resolution is a little vague. He said he wondered if the documents had any significance with regard to planning and if it would be applicable in an individual quasi judicial land use application.

Kent Howe, Land Management, said he was involved in the development of the resolutions with that thought specifically in mind. He added they are guiding objectives that will be coordinated with, but not locked into at this time and not binding on land use applications.

e. RESOLUTION 98-8-12-7/In the Matter of Adopting a Resolution Concerning the Highway 126 West Interim Corridor Plan Strategy (Interstate 5 to U.S. Highway 101 in Florence).

Dumdi stated there were similar issues on both sides of the corridor and similar make-up of the committees. She said the Steering Committee for the Westside consisted of representatives from the cities of Veneta, Florence, Eugene, Lane County, Lane Transit District, Oregon Department of Transportation, Oregon Department of Land Conservation and Development, U.S. Bureau of Land Management and the U.S. Forest Service Army Corps of Engineers and the Oregon House of Representatives by mail only. She said Congressman De Faze was never able to join the committee but was kept informed. She said she represented the County and John Cole, Land Management Director, was also on the steering committee. She said Chris Henry from Lane County Public Works also participated on the staff team. She said the issues were solicited from members of local governments and organizations, transportation engineers and planners, stakeholders and the general public. She said the interim strategy proposes a blend of different approaches to addressing the issues. She said the Steering Committee recognized that no single approach could address all of the issues, goals and objectives and they proposed the following types of approaches; road improvements, alternative modes and intermodal links, improved visibility, education and enforcement, refinement planning, land use, access and transportation demand management strategies and analysis of level service standards. She explained the issues that were dealt with. (See copy in file.)

Dumdi stated that the west side of the corridor between Eugene and Florence is the major direct route to the coast and is heavily traveled. She said there are three new passing lanes and three or four more are needed. She added there is a safety problem on Badger Mountain, with a passing lane on a mountainside and a deep curve.

Green stated the need for an alternative mode of transportation back and forth to the coast. He said it was an issue that has been talked about at the convention and hospitality industry level. He said if shuttle services were provided it would be easier to go back and forth.

Dumdi added that Florence is a retirement committee. She said the population is aging and people need to get into Eugene for medical reasons or amenities for everyday living and there is no mass transit opportunity.

Weeldreyer said the issue of rural transportation is important in both rural communities and metro areas and they could be enhanced for economic development purposes as well as quality of life. She said since 1995 there has only been one joint meeting with the Lane Transit Board. She said another work session with the LTD Board and Board of Commissioners needs to take place, asking how to explore other models and deliver rural service.

Green said another concern was the lack of lighting on the highway. He said it is a safety issue because of poor visibility. He said he didn't see a solution for it and thought lighting should be installed in both of the corridors and wanted to know the State's response to this.

John DeTar, Senior Region Planner, Oregon Department of Transportation (ODOT), responded that typically the general corridor (highway facility) is not illuminated. He said illumination is provided at significant intersections where there might be traffic problems. He said that ODOT is improving the line condition that is on the roadway. He said it doesn't provide illumination for the entire area but it does improve the driver's ability to know where the roadway is. He said they are brighter and will last longer and will provide for better tracking for vehicles throughout the entire route. He said the reason the whole corridor could not be illuminated is the long-term maintenance cost and responsibility that is extensive and costly in Lane County.

MOTION: to approve RESOLUTION 98-8-12-7.

Dumdi MOVED, Weeldreyer SECONDED.

VOTE: 4-0.
Weeldreyer commended the Lane Council of Governments in the way they have staffed the project. She said the visual materials, notification and outreach were excellent. She also thanked the members of the Steering Committee and the larger advisory group that participated in the process.
f. PROCLAMATION AND RESOLUTION 98-8-12-8/In the Matter of Designating August 19-20 as Vision and Hearing Days.

Commissioner Dumdi read into the record the Proclamation and Resolution, August 19-20 as Vision and Hearing Days.

MOTION: to approve PROCLAMATION AND RESOLUTION 98-8-12-8.

Weeldreyer MOVED, Green SECONDED.

VOTE: 4-0.

7. EXECUTIVE SESSION as per ORS 192.660

Will take place at the conclusion of the meeting.

8. COUNTY ADMINISTRATION

a. Announcements

Van Vactor announced he has been working with representatives of Eugene and Springfield, School District 19 and the University of Oregon on school violence. He added he and Commissioner Green are scheduled to join a delegation going to Washington, D.C. on September 1 to meet with representatives of the Clinton Administration about school violence. He said it is being put together through Springfield and the Springfield School District. He said he will be going in lieu of Steve Carmichael of Youth Services. He added that Mayor Torrey, Mike Redding, Mayor Morrisette, Jamon Kent and a representative of the University of Oregon from their Center of Violence and Destructive Behavior will also be attending the meeting in Washington, D.C. He also reported he received the official notice from the State of Oregon Public Employees Retirement System that they are increasing employer contribution rates by 1.24% to cover the cost the State is incurring because of its promise not to tax retirees. He said the State is keeping the revenue and imposing the additional cost to the employers on counties, cities and special districts. He said he drafted a letter to Bob Cantine saying this should be added to the legislative priority list as a coordination issue with the League of Oregon Cities and Special Districts. (See copy in file.)

Teresa Wilson, County Counsel, stated that she put into the commissioners' boxes two documents, one a copy of what was distributed at the Management Team Meeting as a report of two recent sexual harassment decisions by the U.S. Supreme Court. She said she will be reviewing the County's Sexual Harassment Policy to make sure it informs employees what expectations are. She also stated there was another report, from the Oregon Government Standards and Practices Commission, on their recently issued opinion on the personal use of government equipment, computers, land line phones and cellular phones. She said the commission has essentially said don't use government equipment for personal use. She said they are rigid on the use of cellular phones for personal use and reimbursement is not considered an option. She said the opinion is the law and needs to be followed. She said it might cause some practical problems for field staff. She said the Management Team will look into finding some ways to resolve the practical issues and problems. She said employee needs have to be addressed in a way that keeps them focused during their time on the job.

9. CONSENT CALENDAR

A. Approval of Minutes

B. County Administration

1) ORDER 98-8-12-9/In the Matter of Accepting Phase Two Funding from FEMA for Elevating Residences Above the Floodplain in the Mapleton Area; Appropriating $375,000 in Fund 24, Dept. 17; $10,000 in Fund 24, Dept. 03; and Authorizing the County Administrator to Sign Contracts Implementing this Grant.

C. Health and Human Services

1) ORDER 98-8-12-10/In the Matter of Awarding Contracts and Contract Amendments per Exhibit A and Authorizing the County Administrator to Sign Those and an Intergovernmental Agreement with the City of Eugene per Exhibit A.

D. Public Works

1) ORDER 98-8-12-11/In the Matter of Awarding a Contract for $2,556,530 to Furnish and Install and for $0.0173 Per Gallon to Operate and Maintain the Short Mountain Landfill Leachate Treatment System to Pall Rochem and Authorizing the County Administrator to Execute the Contract.

2) ORDER 98-8-12-12/In the Matter of Awarding a Contract to Pacific Utility Equipment Co., in the Amount of $108,145.00, with Trade-In, for the Purchase of One (1), New Four-Wheel, High-Dump Street Sweeper, Contract FY98/99 FS-02.

3) ORDER 98-8-12-13/In the Matter of Awarding a Contract to Third Generation Painting Co., in the Amount of $72,460.00, for Painting and Dampproofing Various Delta Complex Buildings, Including Alternate #1, Contract 98/99-04.

4) ORDER 98-8-12-14/In the Matter of Awarding a Contract to Pape' Bros. Inc., in the Amount of $95,870.00, with Trade-In, for the Purchase of One (1), New Crawler Tractor, Contract FY98/99 FS-01.

MOTION: to approve Consent Calendar.

Weeldreyer MOVED, Sorenson SECONDED.

VOTE: 4-0.

10. EMERGENCY BUSINESS

None.

Commissioner Dumdi recessed the meeting into Executive Session at 12:10 p.m.

Commissioner Dumdi reconvened the meeting at 3:00 p.m. at the Office of Mayor Torrey.

Lindsey Rosenberg, Ron Wyden's Washington, D.C. Office, discussed different issues that Senator Wyden was working on.

Dumdi stated that she spoke with General Reeves of the National Guard and he indicated that he wants to put Eugene in front of Salem with regard to purchasing a new facility.

Rosenberg stated that Jim Sheer handles the project in Washington, D.C. and she will forward an E-Mail to him regarding the issue.

Rosenberg led a discussion regarding what would be presented to the Clinton administration when the representatives from Eugene and Springfield meet with them in Washington, D.C. on September 1. She said about the Thurston shooting that discussions will take place to include how to prevent the tragedy from ever happening again and possible reimbursement funds from FEMA for the shooting, the need to prevent violence, more counselors in the schools, mental health issues, mandatory holds and assessment centers .

There being no further business, Commissioner Dumdi adjourned the meeting at 4:20 p.m.

Melissa Zimmer
Recording Secretary

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