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Board Approved On THESE MINUTES WERE BOARD APPROVED ON County Administration Meeting Thursday June 9 2011 900 am Anne Baker Auditorium Attending Commissioners Sandi Cassanelli Simon Hare and Dwight F Ellis Rob Brandes and Robert Keith Public Works Janine Wilson Juvenile Justice IDavid Wechner Planning Scott Chancey Transit Diane Hoover Public Health Arthur OHare Controller Linda McElmurry Recorder media and other interested persons Unless otherwise noted all action items were carried forward to June 15 2011 VVeekly Business Session Chair Cassanelli called the meeting to order at 902 am 1 DEPARTMENT REPORTS BUSINESS UPDATES includes future WBS items a Public Works aa Order 2011021 In the Matter of Declaring CountyOwned Personal Property not in use for County Purposes as Surplus Property Rob Brandes Public Works explained a list of 15 vehicles that they wanted to place on the online auction site property room which reduces staff time He said they would be meeting with the Sheriffs Office next week weeding out vehicles keeping the most reliable The Board discussed several of the vehicles one of which had low mileage Rob explained this was a confiscated vehicle and due to its condition they felt the odometer had been rolled back They will rnake a point of that suspicion when they post the vehicle Robert Keith said County Fleet felt these vehicles were at the end of their useful life and discussed Exhibit A with the Board Staff was directed to place this item under Administrative Actions on the WBS agenda b Juvenile Justice aa IGA between Josephine County and Oregon Youth Authority for Office Space Janine Wilson Juvenile Justice said this was an IGA for a lease amendment for three offices that will benefit their budget The Property Manager and Legal Counsel have both reviewed and approved the IGA She is asking that the Board authorize the Chair to sign the lease at the next WBS Staff was directed to place this item under the Consent Calendar on the WBS agenda c Planning Department aa Violation Surcharge Waiver Request for Ramon Gutierrez David Wechner Planning Director explained Mr Gutierrez bought a foreclosed property knowing it had violations He is ready to apply for his permits and the Planning Department recommends waiving the surcharge The Board requested the Planning Director add a 60 day time limit for completion Staff was directed to place this item under Administrative Actions on the WBS agenda Commissioner Ellis presented Exhibit B to the Board and asked David to clarify the matter for the Board David explained because Mr Hill has indicated he wants to sell off his dirt pile this letter gives him 90days to sell Commissioner Cassanelli clarified that he will still be allowed to use his truck to go buy something deliver it and then bring back an empty truck David said yes but he cannot sell the product from his home The Board discussed some revisions to the letter and asked him to send it over for signature d Transit aa Agreement 27764 between ODOT Public Transit Division and Josephine County for STF Discretionary Funding Scott Chancey Transit presented Exhibit C and explained this was an allocation from the State that requires no matching funds Commissioner Ellis asked if Legal had reviewed the agreements Staff was directed to take it to Legal for review prior to the next WBS and then place this item under the Consent Calendar on the WBS agenda bb Agreement 27405 between ODOT Public Transit Division and Josephine County for Federal Transit Administration Section 5311 Funds Scott Chancey Transit explained this was an allocation from the State of FTA funding to be used for general operations This agreement requires 45 in matching funds which will come from STF and transit contracts for non emergent medical transportation Staff was directed to take it to Legal for review prior to the next WBS and then place this item under the Consent Calendar on the WBS agenda e Public Health aa 20112013 IGA between Oregon Health Authority and Josephine County for Financing of Public Health Services Diane Hoover Public Health said this IGA describes the programs administered for the 201113 biennium and provides one year of funding at 972000 Diane explained she would not be available next week so she would like to have this County Administration Meeting June 9 2011 Page 2 of 3 approved before Monday Commissioner Hare made a motion to approve and have the Chair sign the 2011 2013 IGA between Oregon Health Authority and Josephine County for Financing of Public Health Services seconded by Commissioner Ellis roll call Upon vote motion carried 3 0 Commissioner Ellis yes Commissioner Hare yes and Commissioner Cassanelli yes Original IGA sent to Public Health for full execution 2 CFO REPORT BUSINESS UPDATE a Supplemental Budget Hearing Update OHare Arthur OHare Controller explained that these are the adjustments for the current fiscal year Issues that the Board has dealt with throughout the year have been gathered together and presented to bring the County budget into balance He answered questions from the Board explaining the final payment for the race track and establishing a new category Interfund Transfers He explained adjustments to the Fair budget such as the 350000 purse account for the races which it past years had not been incorporated into the reporting With the transition of management and the more active role of Finance they are making the Fair budget more transparent He reiterated all the changes are revenue neutral they just reflect actual happenings Rick KeIIy Cave Junction felt before the commissioners add more money to bail the Fairgrounds out they need a forensic audit Arthur explained that Isler audits the County and the audit is published annually on the county website He explained that the Racing Commission doesnt tell counties how to do their accounting but Josephine County does use a certified vendor for the purse payouts which are reviewed and certified He added that in his professional opinion this account needs to be part of the Countys books and be accurately reflected A double audit by the county auditor and the racing commission said there was nothing out of order on this account no malfeasance and no fraud Rick KeIIy Cave Junction felt this was smoke and mirrors there is a problem with accounting at the Fairgrounds and now they say nothing is wrong but the Board is giving them more funding Chris Carlson Budget Analyst explained there was no supplemental funding allocated for the Fairgrounds The 164000 approved last week was for Public Health and Parks only Rick said he knew six business men who were willing to fund a forensic accounting of the Fairgrounds Commissioner Hare said he reviewed the documents and while he was sure he would have questions nothing stood out He appreciated that Wes Brown Interim Fairgrounds Manager had requested the involvement of Finance and Treasury to ensure they were following correct process and procedures for cash handling and deposits He felt the improvement in accounting will allow the Board a better picture of where they are making money or not and appreciated Wess involvement Commissioner Cassanelli asked about the Jail Commissary change and was told that was because they changed phone vendors mid year She asked about the Economic Development Fund expenditures and Arthur explained these were projects that the Board approved throughout the year She asked what had been approved for next year and Arthur said nothing out of county economic development applications had been accepted or approved there is 0 allocated b Miscellaneous None heard c Budget Update None heard 3 BOARD BUSINESS a BCC Staff Request Commissioner Cassanelli thought this should be discussed in executive session and suggested the Board meet on Thursday Commissioner Ellis said he had been advised they could discuss it now without names Commissioner Cassanelli said the individual who wrote this was mistaken the comments she made were general and not directed at this individual Commissioner Ellis said one or more staff felt a hostile work environment had been created and apologized for his actions if he contributed to that He apologized for placing staff in that position He said there would be no retribution from him or the Board that everyone should have the ability to question an action by the Board or a Commissioner He thought staff was within their rights and felt it was part of staffs job to keep them honest and on the right track Commissioner Cassanelli corrected his statement saying she did not order that individual to do something she asked Then the individual said you will have to ask my supervisor Commissioner Cassanelli said she thought this was behind there and now it is coming up again It happens all the time like when two Board members cancel a meeting It was a Board decision she wasnt included in and it happens a lot with no authority County Administration Meeting June 9 2011 Page 3 of 3 Commissioner Hare said he has sat in meetings and heard Commissioner Cassanelli make a request that was not a request of the Board like with the Grants Pass City Council The Board never made a formal request of RVTV to change the time of their Budget meeting and she voiced a request when he didnt want it and Commissioner Ellis wasnt even there The question was if she had made a request of someone unilaterally without the input of the Board and he felt she had done that It is not staffs responsibility to act on that and they should check with their supervisor He said if he added to the hostile work environment or put anyone in an awkward
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