County Administration Meeting Thursday July 14 2011 900am Anne Baker Auditorium

Attending Commissioners Sandi Cassanelli Simon Hare and Dwight F Ellis Rosemary Padgett CFO David WechnerPlanning Janet Bell CCF Scott Chancey Transit Linda McElmurry Recorder media and other interested personsUnless otherwise noted all action items were carried forward to July 20 2011 Weekly Business SessionChair Cassanelli called the meeting to order at 900 am THESE MINUTES WERE1 DEPARTMENT REPORTS BUSINESS UPDATES includes future WBS items BOARD APPROVED ON

A Planning Update

David Wechner Planning gave a summary of business being done at his office using Exhibit A and thanked SteveRich for his assistance in the last Planning Commission workshop Commissioner Hare asked how many complaintshad been received regarding the BarterFaire David said no official complaints were filed Commissioner Cassanelliasked if Michael Snider was still on retainer David said the contract is open ended but Mr Snider hasnt beencalled lately She asked about a grant Rendatta got for solar panels and asked if paperwork had been filed Davidsaid they did a pre application but has not seen an application

B Public Worksa Placement of Road Name and Stop Signs Kurtz Lane 2706b Street Plug Crossing Permit at Latigo Ranch Roadc Temporary Speed Zone Holland Loop Road 5800No one was present from Public Works The Board had no questions and instructed staff to put the items onConsent Calendar

C Transita Grant Agreement 27602 between ODOT Public Transit Division and Josephine County for STF Formula

Program

Scott Chancey Transit explained this grant requires no local match and is for two years He noted they areable to use it as a match for federal funds

b PTD Agreement 27483 between ODOT Public Transit Division and Josephine County for Capital PurchaseThree Replacement VehiclesScott Chancey Transit explained this agreement will purchase three vehicles with a low floor to make them

more accessible He assured the Board he would make sure the funding has been appropriated before buyingthe vehicles through the state purchasing agreement

c PTD Grant 27639 between ODOT Public Transit Division and Josephine County for FTA New FreedomProgramScott Chancey Transit explained this was a program to go above and beyond ADA requirements Scott

discussed restrictions imposed for riders who cancel at the last minute or who are not there when the drivershows up He added he would not be available for next weeks meeting and asked that the Board to emailhim if there were further questions The Board had no questions and instructed staff to put the items onConsent Calendar

D Commission on Family and Childrena Amendment 2 to Provider Agreement between Josephine County and OHMS dba Choices Counseling Center

for SE 66a Intensive Treatment and Recovery Servicesb Amendment 2 to Provider Agreement between Josephine County and OnTrack for SE 66a Intensive

Treatment and Recovery Servicesc Provider Agreement between Josephine County and ADAPT for SE 60 Treatment Enhancementd Provider Agreement between Josephine County and ADAPT for SE 66 Outpatient Treatmente Provider Agreement between Josephine County and Boys and Girls of the Rogue Valley for SE 70 Prevention

Services

f Provider Agreernent between Josephine County and Grants Pass Family YMCACollege Dreams for SE 70Prevention Services

g Provider Agreement between Josephine County and OHMS dba Choices Counseling Center for SE 60Treatment Enhancement

h Provider Agreement between Josephine County and OHMS dba Choices Counseling Center for SE 66Outpatient Treatment

i Provider Agreement between Josephine County and OHMS dba Choices Counseling Center for SE 66aIntensive Treatment and Recovery Services

County Administration Meeting July 14 2011Page 2 of 3

j Provider Agreernent between Josephine County and OnTrack for SE 61 67 Residential Treatment 3 bedsk Provider Agreernent between Josephine County and OnTrack for SE 61 67 Residential Treatment 5 bedsI Provider Agreernent between Josephine County and OnTrack for SE 66 Outpatient Treatmentm Provider Agreernent between Josephine County and OnTrack for SE 66a Intensive Treatment and Recovery

Services

n Provider Agreernent between Josephine County and Options for Southern Oregon for SE 61 67Residential Treatment 3 beds

o Provider Agreement between Josephine County and Options for Southern Oregon for SE 66 OutpatientTreat ment

p Provider Agreement between Josephine County and Options for Southern Oregon for SE 81 ProblemGambling Treatment

q IGA JOS1113 between Oregon Commission on Children and Families and Josephine County to SupportProgram Services

r IGA JOS1113MAC between Oregon Commission on Children and Families and Josephine County for HealthyStart Healthy Families America Program

Janet Bell explained that the first two amendments were for the past biennium and were pass through moniesfrom the State The next set c p are for the current biennium The Local Alcohol Drug Planningcommittee put out a Request for Applications and these contracts are a result of that public process The finaltwo IGAs are between the State and Josephine County to provide services through the Commission onChildren and Families She added that SB 909 shows the State Commission ending on June 30 2012 but wasunclear about local commissions The Board had no questions and instructed staff to put the items onConsent Calendar

2 CFO REPORT BUSINESS UPDATE

A Approval of Title III SRS 2008 Projects

Rosemary Padgett CFO requested the Board approve projects they were comfortable with on the initial proposed list

The meeting was recessed from 958am to 1002am

Commissioner Cassanelli said she had real concerns about overspending the budget saying if they have major fires thissummer and next they would be overspent Rosemary noted that if it was a major fire they could go to FEMA it wasimportant to budget all the money if they dont spend it they have to send it back

Commissioner Ellis asked if the money for the Lomakatsi project went to Ashland or stayed in Josephine County ShaneJirnerfield Siskiyou Project said the money from Josephine County pays for wages and projects in Josephine County butit does go through the Lomakatsi bank account in Ashland He explained that these funds leverage over a million infederal dollars Commissioner Hare said he wanted to see more utilization of biomass in applications submitted inSeptember Shane said it was pure economics it cost more to haul them down the mountain than they were worthCommissioner Hare shared his concern about a potential investigation of a current contract Lomakatsi has that wasunsettling to him and suggested they table the application until September Shane explained that the Forest Service islooking at Page Mountain because one of their sub contractors cut trees he shouldnt have Shane said they cannotchange the past but they can change the future and are trying to rneet people half way and felt these were goodprojects Commissioner Cassanelli said she would not vote for any money for Lomakatsi or the Siskiyou Project Shefelt the direction was wrong the environmentalists keep us out of the forests and then compromise with smalldiameter wood She cannot fund organizations that are fundamentally against our County Commissioner Ellis felt thiswas pitting ideology against the economy and 60000 was not a lot of money to bring in 1 million CommissionerHare said over the next two months he would facilitate some meetings between Lomakatsi the Siskiyou Project andpeople who have raised concerns

Commissioner Ellis asked aboul Josephine County Soil Waters application Commissioner Hare proposed 200000annually

Commissioner Cassanelli felt the Firewise application replicated SB 360 Jenny Hall Emergency Management explainedthat it was not Commissioner Cassanelli felt 195000 to create a plan was exorbitant Wayne Johnson Deputy FireChief explained this was for a two year project to hire a coordinator to work with the community

Commissioner Ellis made a motion to approve the list of projects except LomakatsiSiskiyou Project which is tabled untilSeptember IV Landscape Assessment 74960 table the ODF outreach for 62500 reduce the Josephine County Soilapplication to 200000 for 201112 and 200000 for 201213 Josephine County Forestry Fuels Reduction ODFContracting 283600 tabled Animal Evacuation Shelter planning 44000 seconded by Commissioner Hare The

County Administration Meeting July 14 2011Page 3 of 3

motion was amended by Commissioner Hare to include the Stewardship Contracting for 50000 Commissioner Ellisagreed Upon roll call vote motion carried 3 0 Commissioner Ellis yes Commissioner Hare yes and CommissionerCassanelli yes The Board directed the CFO to table the named applications Commissioner Hare made a motion toapprove the CFO to reopen and receive applications for Title 111 SRS 2008 seconded by Commissioner Ellis Upon roll callvote motion carried 3 O Commissioner Ellis yes Commissioner Hare yes and Commissioner Cassanelli yes

The meeting was recessed from 1100am to 1103am

B Miscellaneous

Rosemary Padgett CFO said there had been a question about the fire subscription She found that it was a renewablecontract created after an RFQ went out in 2009 The contract has a 90day clause and they have passed the 90dayrequirement

C Budget Update

Rosemary Padgett CFO said she would be changing this agenda item to Financial Update and would begin bringingPublic Safety projections

3 BOARD BUSINESS

A Resolution 2011043 In the Matter of Appointments to the Josephine County Rural Planning CommissionThe Board directed staff to place this item on the Consent Calendar for next week

B Matters from Commissioners

Commissioner Ellis said as far as he could tell the Board was at a stalemate in filling his vacancy The Elected Officialshave asked him to participate so he would be attending the meetings from now and submitted Exhibit A which on thelast page suggested a selection procedure Commissioner Cassanelli said she hadnt even read the exhibit yet but shedisagreed they are at a stalemate because the vacancy had not occurred yet She felt Commissioner Hares requestwas premature and not appropriate and adamantly opposed to Ellis and Hare coming to this conclusion at this timeCommissioner Ellis said he would attend the meetings Commissioner Hare said he appreciated Commissioner Ellisparticipation

Commissioner Hare said the Fair Board meeting for that day had been canceled He would take brochures for the FredKelly Grant Seminars to the NACo meeting later this week

C Liaison UpdateNone heard

D Miscellaneous ItemsNone heard

4 PUBLIC COMMENT

Barbara Gonzales Grants Pass said she was in shock that people get paid 100000 to think She felt that was a

phenomenal amount of money for an ability that we all have

Sara Rubrecht Grants Pass said the Search and Rescue fundraiser letters went out from Friends of SAR These donationssupport the operational costs of SAR and encouraged everyone to contribute

Meeting adjourned at 1118 am

Exhibit A Ellis Selection Procedure

14

For Planning Meeting w BOCC71411

Development Review

Planning finished out 2010 Tess than we hoped for in revenue 373500 actual vs393500

Hot projectso Chancellor Quarry project for ODOT passing lane projecto Recent Comp Plan Zone Change heard by PC traffic issue this is the second

project that has failed to address TPR and traffic warrant issues Applicants are

choosing to not address issues raised by staff and ODOTo City of Grants Pass applied for preapp on River Road parks projecto Moving ahead with fixing a zoning issue in Kerby as ordered by the Board in

October 2010

Long Range Plann

Airport Overlay for Grants Pass was approved last week PC has had workshop onWireless anticipated hearing now in October

HB3615 Failed

Strategic Planning

Director participated in interview of DLCD Regional representative and a workshop onfunding Brownfield redevelopment industrial site certification and publicinfrastructure

Staff working with Legal and Public Health on Mass Gathering Special District formationpetition packets tree house resort developments evaluating the Mining Ordinance

Evaluation of development fees began by Director reviewing for proportionate shareopportunities to capture costs or provide incentives for business eg homeoccupations

Planning Commission is doing workshops on procedures ethics statutory obligationsconduct of hearings and other issues focused on process

VPII

INTEROFFICE MEMORANDUM

TO DWIGHT F ELLIS COMMISSIONER

FROM SIMON G HARE COMMISSIONER

SUBJECT FILLING OF VACANCY ON THE BOARD OF COMMISSIONERS

DATE 7 13 2011

CC SANDI CASSANELLI COMMISSIONER

The purpose of this letter is to request your participation in the selection andappointment process to fill the future vacancy on the Board of Commissioners I am notadvocating for a particular candidate just that you participate in the process

At this point I have made several attempts to negotiate with our fellow CommissionerCassanelli to no avail We have agreed to four good candidates however I believe thereare several candidates that are qualified to perform the duties of Commissioner at nearly100 on day 1 and those candidates should have the opportunity to at least interviewfor the position

Commissioner Cassanelli would not agree to my proposal for us both to pick threecandidates to interview with ten questions five provided by both Ms Cassanelli andmyself She also failed to provide sufficient evidence in my mind why one of my topcandidates Harold Haugen could not even be offered an interview She referenced hiselection numbers in 2005 at just over 16 being too low however two of her top fivecandidates Jonathan Lesh and Mark Seligman received roughly one percent in the May2010 Primary Election

Commissioner Ellis I hope you agree that this Board owes it to the citizens of JosephineCounty to interview and appoint the most qualified candidate to fill this vacancy I alsowould like to stress that this is not an election nor should it be used as an opportunity tofurther a particular Board membersagenda

Thank you for your consideration and I look forward to your help and participation inthis very important process

July 14 2011

Commissioner Dwight EllisJosephine County Courthouse500 NW 6 StreetGrants Pass OR 97526

Dear Commissioner Ellis

Upon the occasion of your upcoming resignation and retirement we offer to you ourcongratulations and appreciation for your service We know your time on the Board hasseen sweeping changes for Josephine County To attempt to identify those changeswould be too big a chore to undertake in this letter

The purpose of this letter is to provide us your fellow elected officials an opportunity tosay Thank You and request of you one more act in service to Josephine County

We all know it was your desire that the Board of County Commissioners without yourparticipation would be able to select an individual to replace you It now appears that anagreement between Commissioners Hare and Cassanelli is not possible in that regardWhile we all have our individual opinions we assess no blame nor imply fault to eitherof your colleagues

We do however now implore you to participate in the selection of your replacement tothe Board of County Commissioners We see this action on your part as not only allowedunder Oregon law ORS 236325 but required by your duty to Josephine County Wedo not advocate for any specific applicant for the position we only advocate for a Boardof County Commissioners composed of three members as required by the Charter Weurge you to cast a vote in this process and secure the appointment of a commissioner thatyou feel would best serve the needs of the citizens of Josephine County

Godspeed to you and yours

Respectfully Submitted

s z iit Gi ertson i ohn Harelson Steven E Rich

Sheriff Treasurer County Legal Counsel

iConnie Roach Art Harve Peter A

Assessor County ler County Surveyor

Suggested procedure for selecting the Interim Commissioner

1 Due to a stalemate all three Commissioners participate in the selection process

2 Keep the four applicants already discussed on the list

3 Each Commissioner reviews the remaining 54 applications and picks two additional applicants

to add to the list of four already selected for a maximum total of 10 If names are duplicated

on two or more BCC lists the total would be less than 10

4 Each Commissioner submits their two names to staff and staff types up the list of applicants in

alphabetical order by last name and gives a copy of the list to each Commissioner

5 Each Commissioner prioritizes or ranks the applicants from 1 to 10 assuming no duplicates

with 1 being the top choice Staff will add the scores for each applicant and type a list with each

applicantsname and their scores from lowest score best choice to highest score least

choice

6 If necessary the Board will interview the top 3 If the Board decides interviews are unnecessary

select the top choice the one with the lowest score to be sworn in the first week in

September