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Home My WebLink AboutItem 04 Council Minutes AGENDA ITEM SUMMARY Meeting Date: 2/4/2013 Meeting Type: Regular Meeting Staff Contact/Dept.: Amy Sowa/CMO Staff Phone No: 726-3700 Estimated Time: Consent Calendar S P R I N G F I E L D C I T Y C O U N C I L Council Goals: Mandate ITEM TITLE: COUNCIL MINUTES ACTION REQUESTED: By motion, approval of the attached minutes. ISSUE STATEMENT: The attached minutes are submitted for Council approval. ATTACHMENTS: Minutes: a) December 6, 2012 – Joint Elected Officials Meeting b) December 10, 2012 – Council Goal Setting Session c) January 7, 2013 – Council Work Session d) January 7, 2013 – Council Regular Meeting e) January 22, 2013 – Council Work Session f) January 22, 2013 – Council Regular Meeting DISCUSSION/ FINANCIAL IMPACT: None. MINUTES OF THE JOINT ELECTED OFFICIALS OF THE SPRINGFIELD CITY COUNCIL, EUGENE CITY COUNCIL, AND LANE COUNTY BOARD OF COMMISSIONERS THURSDAY, DECEMBER 6, 2012 A joint elected officials meeting with the City of Springfield, City of Eugene, and Lane County was held in the Springfield Library Meeting Room, 225 Fifth Street, Springfield, Oregon, on Thursday, December 6, 2012 at 12:00pm with Mayor Lundberg presiding. ATTENDANCE Mayor Lundberg welcomed everyone to Springfield City Hall and opened the meeting of the Springfield City Council. Mayor Piercy opened the meeting of the Eugene City Council. Commissioner Leiken opened the meeting of the Lane County Board of Commissioners. Present from Springfield were Mayor Christine Lundberg and Councilors Wylie, Moore, Ralston, Woodrow, and Pishioneri. Councilor VanGordon was absent (excused). Springfield City Manager Gino Grimaldi and other Springfield staff were also present. Present from Eugene were Mayor Kitty Piercy and Councilors Clark, Poling, Brown, Taylor, Farr, Zelenka, and Pryor. Eugene City Manager Jon Ruiz and other Eugene staff were also present. Present from Lane County were Board Chair Leiken and Commissioners Bozievich and Sorenson. Commissioners Handy and Stewart were absent (excused). Lane County Administrator Liane Richardson and other Lane County staff were also present. I. Adjustments to Agenda There were no adjustments to the agenda. II. Financial Stability PartnershipTM and BankOn Lane County Jeff Towery, Assistant City Manager, City of Springfield introduced Elena Fracchia, United Way Associate Director for Income. Several years ago United Way of Lane County made a transition to an Impact Lane County and adopted the three impact areas of education, income and health. The Financial Stability PartnershipTM (FSP) was the income initiative. Ms. Fracchia introduced others who were here to help her present. They included Claire Carpenter- Seguin, NEDCO Executive Director; Hank Hale, Co-Chair of the Financial Stability Partnership; Heather Billings, Oregon Community Credit Union; and Tracy Lipman, Co-Chair of the Financial Stability Partnership. She reviewed the outline of their presentation. The mission of the United Way of Lane County was “Improving lives through the caring power of community”. They do this by mobilizing community in two ways – with direct impact work which supports services of individuals and families; and by creating lasting change in the community conditions by finding long-term solutions that take some of the challenges off of our social and public December 6, 2012 Joint Elected Officials Meeting City of Springfield City of Eugene Lane County Page 2 of 10 services. They believe that those two things working together improved the lives of Lane County residents. In order to do that, they needed to align people to collectively work on similar projects. There were a number of ways to help our most vulnerable residents in the community such as by offering a helping hand out of a difficult situation, or creating opportunities for them to help themselves. Everyone in our community was interconnected, whether part of the vulnerable population or not. United Way of Lane County was working to join people together to create lasting change. The building blocks for quality of life were education, income and health. Around education, United Way of Lane County was working to get kids ready to learn through the Success by Six initiative and the Promise Neighborhoods. Around health, they had the 100% Access Coalition who were working to get vulnerable residents access to quality health care. In the third area, financial stability, they were helping new families towards financial stability. Those three goals were lofty and no one organization or entity could address them, fix them or create opportunities for enough people to make a difference if they weren’t working together. Hank Hale served as Co-Chair of the United Way Lane County’s Financial Stability Partnership, one of their three strategic initiatives. There was a myth of the good life in Lane County. Oregon and Lane County had beautiful landscapes, but also a disproportionate percentage of poverty or financial instability. Of the approximate 350,000 people who lived in Lane County, about 60,500 or 17% lived below the Federal poverty line, an increase of 12,000 people since 2007. Of the approximate 140,000 households in Lane County, almost 31,000 or 22% received food stamps in 2009, an increase of almost 10,000 families since 2007. These people lived in a community with a beautiful environment, but were not able to enjoy it as they were concerned about their next paycheck, or how to afford a home for their family. They were forced to make choices between food and medicine, food and rent. They were one emergency crisis away from financial disaster. Mr. Hale reviewed some of the other Lane County data: median family income – $40,584 (Oregon self-sufficiency index lists a required $43,000 to live comfortably in Oregon); bachelor’s degree or higher – 30%; percentage of students who did not finish high school in 2011 – 33%; paying too much for housing – 44%; hourly wage needed for 2-bedroom apartment - $14.73; and unemployment in Lane County (October 2012) – 8.4%. He discussed how each of these factors effected financial stability. It was our job to ask how the data translated into everyday experiences of people in Lane County. Over the last two years, United Way of Lane County had spent time in the community asking people what type of community they wanted to live in and what it meant to be financially stable. He referred to a slide showing the responses from the community. Some of the top three included safety, employment and jobs. Financial stability to these families meant getting to the end of the month with money left over. Mr. Hale said the Financial Stability Partnership asked what it would take to increase the number of people in Lane County who could get to the end of the month with money left over, to save, invest, pay down debt, or make needed wanted purchases. Financial stability included three major components: stable income; stable financial resources; and affordable household costs. A stable income meant a job and/or income supports. Having stable financial resources meant having both savings and assets, and manageable expenses. Affordable household costs included housing/utilities, transportation and food. Today’s discussion would focus on manageable expenses, and in particular access to the mainstream financial system. December 6, 2012 Joint Elected Officials Meeting City of Springfield City of Eugene Lane County Page 3 of 10 Ms. Fracchia said the target population for this initiative was low-income working families, however they did not want to overlook the fact that financial instability did not just pertain to those people. People making a good wage or who owned a home could also have financial instability if they had a lot of debt. The focus of their work was the more vulnerable, but their work extended to all areas of the community. People made approximately six to ten financial decisions each day. The Financial Stability Partnership looked at how people were making their decisions. Some people learned financial skills from family, some from classes, some from financial planners, but most through trial and error. Five percent of Lane County households were unbanked and sixteen percent of Lane County households were underbanked. For those that didn’t have a mainstream financial account, managing expenses became more challenging and expensive. They were more likely to use systems that depleted rather than protected or increased their finances. Many of those systems were considered financial predators. Ms. Claire Carpenter-Seguin said one solution was BankOn Lane County, a unique partnership which brought together three different groups to work on the problem together – financial institutions, the non-profit community, and the public sector leaders. The mission was to raise the awareness of the importance of having an account with a mainstream financial institution while simultaneously providing the individuals with the financial education and resources needed to successfully enter the mainstream. This would empower the residents of Lane County to become more stable. There were two different approaches to help people using this model; to increase the supply of basic checking or second-chance checking accounts; and provide access to safe and reliable financial education through the community partners. BankOn Lane County was for three types of people: the unbankable, unbanked and underbanked. The unbanked didn’t have any sort of experience with checking or savings accounts and didn’t understand how the system worked. The underbanked had an account, but continued to rely on other services that depleted their resources. BankOn Central Oregon organization had determined that families paid over $800 a year for alternative banking service fees. By educating people how to better manage their money and use the mainstream banking system, that money could be saved for other uses. The participants would also benefit by building their credit, learning to be more financially independent, and keeping their money in a more secure environment. The convenience of using mainstream banking would also be a benefit. Initially, all participants would be coming from referrals through social service and non-profit organizations. By June 2013, the program would reach beyond the direct referrals and go to the people who made less than 200% of the poverty level. She explained why this figure was chosen. Phase I of BankOn Lane County would be focused on one new pilot program that involved people from some credit unions and other financial partners. This program would be called the Savers Alliance. This program had been piloted for about a year with about 20 participants from NEDCO and Goodwill. The committee had been working with these people to move them through the Savers Alliance matrix, which was a series of steps towards the ability to enter mainstream banking through financial education milestones. This would help those that hadn’t been able to get a bank account, those that may have had an account, but through mistakes no longer had an account, and those that were in a new financial place. People could enter the matrix at any step along the way and work with the councilors to move through the matrix and graduate as a mainstream bank patron with good credit. December 6, 2012 Joint Elected Officials Meeting City of Springfield City of Eugene Lane County Page 4 of 10 Ms. Fracchia said Phase II was where they introduced the grander BankOn initiative. During the pilot program, they started with the most challenging of the three populations, the unbankable, with great success. They were now looking to expand that success with BankOn to include additional financial institutions and additional opportunities that might not need as much individualized work as those in the Savers Alliance. The committee hoped to do a soft launch of the BankOn program in June of 2013 with participants from the Eugene and Springfield area, eventually reaching out to all of Lane County by Fall of 2013. The plan was to start slow to see how it worked, then reach out to all of Lane County, including the rural areas. Ms. Fracchia said the Savers Alliance would be rolling into the BankOn program in June 2013, bringing all three groups – the unbankable, the unbanked and the underbanked – into the same program. By adding the unbanked and underbanked they could reach out to the wider public. There had been a lot of interest already. BankOn was designed to create excellent banking experience, connect participants who previously had limited access or exposure to financial institutions, and provide an introduction to safe and affordable well-designed banking products. At the heart of the program were the partnerships and the connections through our banks, credit unions, financial educators and coaches, local government leaders, and non-profit organizations. This was the first joint effort in Lane County that was bringing together big banks, small banks, commercial banks, and credit unions and asking them to put their differences aside to work towards the common goal of helping Lane County residents. Those organizations were now driving the work and were very excited about this project. The other group that was at the table were the financial educators and coaches. They had different ways and methods of financial education, but were setting differences aside to find common things they could teach. The program was about connecting the dots between the financial educators and the social service providers in the community with the financial mainstream. There would be some baseline measurements and requirements for the products being offered to the individuals to ensure they were affordable and safe. There would be requirements and measures for the financial education so the participants would be certified to get their first bank account. The Steering Committee was already asking those questions and figuring out what it would take to get to a BankOn product. Ms. Fracchia said there were a number of community benefits with this program. National BankOn models used the phrase “Financial inclusion” as a core component of this initiative. Financial inclusion was a missing link in our community and they were working to bring a wider range of people into the mainstream banking system. They hoped BankOn would build trust between financial institutions and the people they would be working with who may not have that trust in financial institutions. The products and partnerships were designed to promote success and create a more financially empowered community. This program also created opportunities for members of our community that didn’t normally have the opportunities to connect with the mainstream. Ms. Fracchia said other BankOn models had seen success when endorsed by local government as it made people feel they were safe. Today, they were asking for endorsement of this initiative and ongoing support as they continued the effort. The elected officials could be part of the Steering Committee if they chose, or just provide the seal of approval from the local government. This program was valuable and the increased financial stability was very important in creating a stronger economy, creating jobs and creating opportunities for people to move up in their jobs. They wanted it to be December 6, 2012 Joint Elected Officials Meeting City of Springfield City of Eugene Lane County Page 5 of 10 affordable to live in Lane County and a place people could stay and raise their families. This was one of many stepping stones that could move them in that direction Councilor Ralston asked for the figure of 200% above the poverty guideline. Ms. Fracchia said it was about $44,000 for a family of four. Councilor Ralston said that was not poverty. Ms. Fracchia agreed and said the national poverty level was about $23,000 for a family of four. Oregon’s self-sufficiency level provided information on what it took to live comfortably in Lane County. Mr. Hale said the objective was not to solve the problem of poverty, but to help Lane County families become more financially stable. Councilor Ralston understood that and said education was the key. He felt the payday lenders were criminal. The reason people didn’t have bank accounts was because they had overdrawn on their account many times, but that didn’t make us responsible to step in and help. Just having elected officials endorse the program didn’t help their cause. He wanted to know how much it would cost and who would pay for it. He felt they were asking for more than an endorsement. If it involved staff time or funds, there was a problem. He thought it was a great idea, but he needed to know what it would cost. Ms. Fracchia said there were many people serving on the Steering Committee by giving their time and effort. She referred to the packet which listed those individuals and institutions that had signed on to participate. They had submitted a grant application which they hoped would cover the costs so they did not need to ask for additional funding. If additional funding was needed, they were working on a funding model for sustainability. Councilor Ralston said he would like to volunteer to serve on the steering committee. They needed to have a banking association that they would be willing to work with the participants without charging a fee. They needed answers to good questions because there would be a cost to someone. Ms. Carpenter-Seguin said the Savers Alliance programs included financial institutions that had agreed to make a very special product just for Savers Alliance participants as part of this collaboration. She provided an example of the process with the financial institution involving the participant and financial counselor. The banks had to be on board with a special product. The pilot was exciting and was working, so they were confident the model was right. It would now take everyone working together to figure out how it could be continued with the BankOn program. Mr. Hale said consumers who found themselves outside the mainstream financial institution were coming to people like Ms. Carpenter-Seguin and were being educated by NEDCO or Goodwill staff so they didn’t fall back into bad habits. The participants in the program had to achieve a level of financial literacy before the banks would let them back in. The banks could waive one or two overdraft fees per year in this program. December 6, 2012 Joint Elected Officials Meeting City of Springfield City of Eugene Lane County Page 6 of 10 Councilor Ralston said education was huge. They needed to keep people out of predatory lending. Councilor Taylor said she would be happy to endorse, but would need to know what the support meant. She asked how people could find time to attend classes if they were already working more than one job. People went to payday lenders because banks wouldn’t give them a loan. She asked how they would keep people away from payday lenders when they needed the money. Once someone was poor, everything conspired against them to keep them poor with late fees and extra charges for not paying. She asked if the banks would be helping people to get a loan so they wouldn’t have to go to payday lenders. Ms. Fracchia said this program was designed to create stepping stones to get to the point where people could become borrowers. There was some risk associated with this for the financial institutions. In August 2011, the financial institutions were brought together to ask them what could be done about the issue. The financial institutions suggested the BankOn effort and creating financial education and financial literacy as a key component to taking on that risk. With a certification from one of the qualified partners, participants would be able to go to one of the partner financial institutions who would work with them. This was a program that started in 2006 in San Francisco and had huge success. Many other cities had also done this project. Financial institutions were asking for a lot of certification and requirements and the financial educators had a high bar of what was needed to become financially stable. Fundamentally, there were challenging pieces to financial stability. Through the education of this program, they hoped to increase success. Ms. Carpenter-Seguin said NEDCO formed a community development financial institution, in part in response to the OUR Credit Union closure, but also because they believed that prior to being ready for a mainstream banking relationship, there were needs around loans. By coupling credit builder loans with the financial education, they were able to get people ready to move into their first loan with a mainstream bank. The institution they started was called Community Lending Works, and was one piece of the puzzle that could help some people rebuild their credit. Commissioner Leiken also had a question regarding the difference between endorsement and support. The County was not able to support financially, but would endorse. He noted that Mr. Hale was a retired bank president so was connected locally and throughout the State. Having Mr. Hale involved with this gave it a lot of credibility. Students used to be taught how to write a check in high school, but that was no longer taught. Oregon was fourth from the bottom in percentage of high school graduates. They needed to look at the education side and also the median income in Lane County. Washington County’s median income was $60,00., Part of that was because of economic transformation. This was a good idea because there were a lot of people that didn’t know how to manage their finances and had never been taught. He appreciated the fact that those in the financial institution were on board. Mr. Hale spoke regarding endorsement from the public agencies. Eventually when BankOn was ready to be rolled out to the public, there would likely be ads about the program listing the participating mainstream financial institutions. The other side of the ad could state “supported by . . . “ listing the cities and County and that would be huge from their perspective. That would not indicate endorsement for any given financial institution, but rather the collective effort of those participating. Ms. Fracchia said cities and counties across the nation were experiencing budget cuts and faced a lot of challenges. Those involved in the program felt it was very important for the public officials to know December 6, 2012 Joint Elected Officials Meeting City of Springfield City of Eugene Lane County Page 7 of 10 about and endorse the program as important for the community. It was important for the committee to come and talk with the elected officials and provide them with the opportunity to participate in whatever way they felt most comfortable, either by participating on the steering committee or pronouncing support for the program. Councilor Syrette said this was a fantastic program and was an important piece to helping economic stability for our region, along with higher wages and affordable housing. If a large number of people were not participating in our financial institutions, that was a flow of money that was not coming into a system that could generate more wealth for the rest of the community. She hoped the Eugene Council would endorse this as it was a much needed program. NEDCO had a strong track record of working with people and getting them to more prosperous situations. This wasn’t necessarily people in poverty, but rather a range of people in different financial situations who could benefit from this program. She was ready to offer support. Councilor Pryor said the cities of Eugene and Springfield, and Lane County spent a lot of time talking about prosperity and economic development and there were two sides – the business side and the worker side. This program was an important resource for the worker side in order to create prosperity. There could be a concern that this program encouraged or endorsed bad behavior of those that didn’t act responsibly with their finances. He felt that it didn’t, but rather curbed and controlled that kind of activity by giving them the tools so they could build a better financial stability. He didn’t feel that a number should be used to measure success because it depended on a number of factors. Oregon had created a standard around what was needed to be sufficient for a family or an individual and that was a more effective way to approach this issue. In Lane County there was a gap between what a family needed to be self-sufficient and pay for housing, food, utilities, childcare, medical costs, etc. and what they were earning. This was a great conversation and was one step towards solving the problem. Their endorsement showed they not only supported economic development from the business side, but also from the worker side. Councilor Woodrow said part of the gap may be the working poor who may make enough per month, but couldn’t afford the bank charges. She asked if there was an element in this program to reach out to that segment. Ms. Fracchia said many of those people fell under the category of underbanked. For those people, the program looked at how they could get them financially self sufficient and not making choices that incurred account fees. Councilor Woodrow said trust was a key element with financial institutions that needed to be renegotiated. Another piece was pay level. Ms. Fracchia said they couldn’t change their incomes, but hoped as they got better jobs they would continue the practices they learned through the program. One of the checks and balances of this program was including both financial institutions and financial educators. A big piece was teaching people how to talk to the financial institutions. Councilor Woodrow said she understood they needed to lessen the gap. It was a large segment of our population. December 6, 2012 Joint Elected Officials Meeting City of Springfield City of Eugene Lane County Page 8 of 10 Mayor Piercy said this fit in with the work they had been doing on their Regional Prosperity Plan and she hoped they made the effort to determine how that was built into that plan. They had been very interested in financial literacy for many years and she saw a real need for this type of program. Financial stability was part of making a healthier and better community from both the business and the worker side. NEDCO had a long history of being successful in this type of work. While doing this program, they may need to think about how to do a financial literacy with younger people before they got to that instability. That would be a key piece to this program. She referred to the comment about trust and said trust went both ways. It was very hard for people to trust anything, but trust was required to move forward. She was willing to support this as much as possible. Mr. Hale said those that had been involved with the Financial Stability Partnership with United Way had identified four ways the elected officials could help Lane County residents become more financially stable: 1) increase the number of reasonable paying jobs in Lane County; 2) increase the amount of affordable housing; 3) encourage the schools to put financial literacy back in the curriculum of the school systems as part of the graduation requirement; and 4) bring in the counselors from NEDCO and Goodwill to talk with the elected officials about the program. Mayor Piercy said the Regional Prosperity Plan included those same things. Councilor Farr agreed with both Councilor Pryor and Mayor Piercy. He was very supportive. Financial instability was not discriminate. He saw people who seemed like they should be financially stable, but were not because of obligations. When resources were drained, they needed to find ways to get them out of that downward spiral. He was very enthusiastic and would like to hear more. Commissioner Sorenson asked if they had a sample resolution that each jurisdiction could use. He noted that they did have economic development funds that the State provided to the cities and County to be spent on specific things. He asked how much money they thought they would need to implement the program and if they wanted public funds. Ms. Fracchia said they would develop a resolution and send it to the jurisdictions. The cost was going to depend on the funding received. They were currently look into grants and had a national funder they hoped would be on board. Right now the financial institutions and agencies participating in the Savers Alliance were currently doing this without additional funding, which was not sustainable. They were looking at how they could create a sustainable model with those participants. Hopefully, they would have a national funder so they would not need to ask for local dollars. They would take any funds offered. Councilor Wylie suggested adding a piece on compulsive spending to their financial education. Many people got into problems because it felt good to spend money. She suggested they get in line for Human Services Commission (HSC) for funding as they determined their financial need. Councilor Clark said that on the national level issues like this were focused on blame, but on the local level they were focused on solutions. He was happy to support and endorse this effort. Commissioner Bozievich expressed his support and felt this was a critical need. He encouraged the committee to talk with Lane Community College (LCC) about the Women in Transition Program, Siuslaw Outreach Service, Womenspace, Lookingglass and all of the housing authority agencies to December 6, 2012 Joint Elected Officials Meeting City of Springfield City of Eugene Lane County Page 9 of 10 bring them in as stakeholders. He asked how this program dealt with the issue of people who couldn’t’ afford to get a checking account because of past debt. He provided an example of a woman he knew. Ms. Carpenter-Seguin said the counselors at NEDCO or Goodwill could help the woman with a plan, and it would be confidential and free. Commissioner Bozievich noted that an able bodied high school dropout could earn good wages as a choker setter on timber land. Councilor Pishioneri said about 15,000 bookings occurred at the Lane County Jail last year. Of those 15,000, nearly half didn’t possess identification. Steps 7 and 8 of the BankOn program had a marketing outreach component and this population of offenders was one of the largest financial drains on our community. Even with a booking sheet and mug shot, financial institutions and the Department of Motor Vehicles (DMV) would not accept that as a form of identification. The banking industry needed to understand that there were special needs groups. There was a crippled system of people who had been barred from becoming successful based on past offenses. Most correctional institutions in the state had educational programs for inmates, but there was no outreach to those people regarding how they could succeed in the financial world. He was very supportive of this program and asked that they provide outreach to the correctional agencies as a partner. Information could also be put out in the lobbies where families came to visit inmates. Councilor Moore said they had renters who used cash, most likely because they did not have a bank account. There was concern that these people were at risk of being robbed of their cash. Money orders also cost money, which added up over time. She referred to one of the purposes of the program to get people able to borrow, but she felt they didn’t need people to borrow, but rather to save. Mr. Hale said banks actually needed loans at this time. Councilor Moore said she was very excited about this and wished she had more counseling when she was younger. She would be interested in getting involved in the educational component or as a mentor. Mayor Lundberg said it could be intimidating to go to bank, especially to get a loan. Having mentors or someone to accompany people to the bank was very important to provide that sense of security. She agreed that young people needed a sense of how to deal with an account. People used credit or debit cards and didn’t write down how much they had spent so education was very important. It was important economically to try to make workers stable, help them get good jobs and teach them how to be successful. Commissioner Leiken asked if Junior Achievement was still around. Ms. Fracchia said it was and it included a financial component. Her understanding was that the entire school district had to sign on to it in order to work and if they couldn’t afford to do the full program, it couldn’t happen. There were people asking about that so it had been discussed. The committee was working with the Workforce Development Partnership and asking how they could participate and endorse the work they were doing to assess skills. There were many pieces of financial stability, and the Financial Stability Partnership was one small thing that could help and provide people with the skills they needed to make better choices. December 6, 2012 Joint Elected Officials Meeting City of Springfield City of Eugene Lane County Page 10 of 10 Commissioner Leiken said he used to go into schools and talk about Junior Achievement and also taught students how to write a resume and to interview. There were people in the business community who would be willing to take the time to assist. He didn’t want to see our youth leaving the area to go elsewhere for opportunities. We needed the opportunities to be here. Mayor Piercy said it was important to recognize that many people didn’t know the first question to ask when going into a bank. That was part of the literacy of this program. Ms. Fracchia said they hoped this would provide a discussion and outreach throughout the community regarding the resources available at our local financial institutions. Mayor Lundberg thanked them for the presentation and said they would look forward to the resolution. ADJOURNMENT Mayor Lundberg adjourned the Springfield City Council at 1:26 pm. Mayor Piercy adjourned the Eugene City Council at 1:26 pm. Commissioner Leiken adjourned the Lane County Commissioners at 1:26 pm. Minutes Recorder Amy Sowa City Recorder ______________________ Christine L. Lundberg Mayor Attest: ____________________ City Recorder City of Springfield Work Session Meeting MINUTES OF THE COUNCIL GOAL SETTING SESSION SPRINGFIELD CITY COUNCIL HELD MONDAY, DECEMBER 10, 2012 The City of Springfield Council met in their Council Goal Setting Session in the Jesse Maine Meeting Room, 225 Fifth Street, Springfield, Oregon, on Monday, December 10, 2012 at 5:30 p.m., with Mayor Lundberg presiding. ATTENDANCE Present were Mayor Lundberg and Councilors Pishioneri, VanGordon, Wylie, Moore, Ralston, Woodrow and Council-Elect Brew. Also present were City Manager Gino Grimaldi, Assistant City Manager Jeff Towery and City Recorder Amy Sowa. Dinner was served from 5:30-6:00 p.m. 1. Council Goal Setting Session. Mayor Lundberg welcomed everyone to Goal Setting and introduced Stan Biles who would be facilitating the meeting. Stan Biles met with each of the councilors individually to hear their ideas for short-term goals. From those meetings, he drafted a list of nominees and separated them into one-year, two-year and three-year goals. Mayor Lundberg said the process would be different this year. Instead of looking at the broader City Council goals, they were taking a different look at it and what they could accomplish in one, two or three years. As they went through the nominees listed in the agenda packet under each of those years categories, Mr. Biles would guide them through the process. There would be a point in time where the Council would vote on the nominees and narrow them down. Mayor Lundberg noted that Councilor Pishioneri as the sitting Councilor would vote on the nominees, while Council-elect Brew could join in the discussion but would not be voting. The final vote would occur after the first of the year at which time Council-elect Brew would have the opportunity to vote. At the next work session, staff would provide costs and other factors for each nominee. Council could then prioritize from there. Mayor Lundberg also noted there would be a TEAM Springfield meeting in late January. Each TEAM Springfield agency had been asked to set TEAM Springfield goals. The School District and Springfield Utility Board (SUB) had already outlined their TEAM Springfield goals. The goals for TEAM Springfield would be different than those of the Council as they would focus on what each agency could contribute to a project that was done jointly. The City needed to look at what they would like to include for those goals. Mr. Biles said he had enjoyed meeting individually with the Mayor and Council. This year was a different process and was more the nuts and bolts of what they wanted to accomplish. He was pleased to be able to lend assistance in this effort. Mr. Biles reviewed the agenda. The first agenda was the overall process for setting their goals. 1. Nominations 2. Set Preliminary Priorities 3. Staff Analysis/Feedback City of Springfield Council Goal Setting Minutes December 10, 2012 Page 2 4. Public Comment 5. Final Council Decisions 6. Implementation Mr. Biles said he hoped they could finish Steps 1 and 2 this evening. This was a very aggressive schedule for the number of items that had been nominated. Tonight, they would review the nominations and select those they felt the strongest about to move forward for staff review. They had fourteen one-year goals, eleven two-year goals and twelve three- year+ goals. Tonight they would have an opportunity as the proponent of the nominees to briefly explain what the nomination was and the benefits to the community. There would be time for questions and answers for each item as needed. He encouraged brevity in order to get through the items if possible. They would start with one-year goals and determine how the process was working. After they had finished looking at all three sets of nominees, they would look at their list to make sure they were comfortable with those chosen. He encouraged them to limit the number of items that went forward because staff would be providing some analysis of time and cost of each before chosen, and then working on implementation of those chosen. The next steps from tonight would depend on the results of tonight’s discussion. The key components were: • Staff work, • Public comment • Final Council meeting Councilor Moore asked if it was possible to add one more nominee. Mr. Biles said that would be up to the other councilors. Councilor Wylie said it was ambitious to take all three lists and narrow them down tonight. She wanted to do a good job and that felt too overwhelming. One list may be enough to work on in one night. Mayor Lundberg said many of these items listed were things the Council was already familiar with and wouldn’t need much discussion. It was important to get to a vote so there was a short list at the end of the evening. Council felt they could get through the list tonight. Mr. Biles said once they completed the one-year list they would have a good idea of how fast the process was moving. He distributed the list of one-year nominees and suggested they go through the list in order. Discussion was held regarding whether to vote for their top ten choices before or after people had a chance to advocate for their nominee. Mr. Biles asked if they felt comfortable with them as written to make their decision, or if they wanted to hear more before voting. If they felt they had enough information, they could vote now. The Council went through the list of one-year nominees. City of Springfield Council Goal Setting Minutes December 10, 2012 Page 3 • Create a Youth Advisory Committee to advise the Council on matters of interest to Springfield youth. There were no questions or comments. Final wording: Create a youth Advisory Committee to advise the Council on matters of interest to Springfield youth. • Expand Downtown Holiday Decorations Councilor Moore asked if these were for all holidays or for seasons. Councilor Woodrow said she would like to withdraw that nomination as it didn’t fall under the category of a goal. - WITHDRAW • Locate and place an interpretive sign at the location of the original Springfield spring. Mayor Lundberg asked if we knew where it was actually located. Mr. Laudati noted the location and said there was a sign there that was covered with ivy. Final wording: Locate and place an interpretive sign at the location of the original Springfield spring. • Annex two large (50 acres minimum) properties for near-term job development Councilor Ralston said that was one of the larger goals for expanding the urban growth boundary (UGB). Councilor Moore said she had a question about the word ‘annex’ and if the intent was to bring those properties into City limits or the UGB. Councilor Ralston said ‘annex’ was probably not the right word, but rather ‘to identify and set aside’. Councilor Moore asked if we were already doing that through the UGB expansion. Councilor Ralston said we were, but it had not yet been done. Councilor Wylie asked if such land existed. Mr. Biles said the important thing was to replace ‘Annex’ with ‘Identify’. Final wording: Identify two large (50 acres minimum) properties for near-term job development. • Council to meet in various parts of the city in a more informal setting with local residents. Councilor Moore said she thought they could meet a couple of times a year or quarterly in different areas around town, such as in Thurston or Gateway, and invite people to attend. People may feel more City of Springfield Council Goal Setting Minutes December 10, 2012 Page 4 comfortable to address the Council in a more informal setting, which helped promote and enhance the hometown feel. Council-elect Brew said if it was held in the Gateway Mall, it would get a lot of publicity. Many cities did that type of thing bringing the representatives to the people. Councilor Pishioneri said there was a difference in having a recorded session and informal gatherings with citizens. Councilor Moore said the idea was to involve the citizens. Councilor Ralston said they could do that without making it a specific goal. Final wording: Expand system of outreach and citizen engagement i.e. Council meetings in various parts of the city, “telephone town halls”, increase use of social media. • Complete an inter-jurisdictional agreement to reduce system development charges to stimulate economic development. Councilor Woodrow asked about the term inter-jurisdictional and if it meant within Springfield or including jurisdictions outside the city. Mayor Lundberg said it could include Willamalane and Metropolitan Wastewater Management Commission (MWMC) since they collected SDCs from our citizens. Council suggested changing the work inter-jurisdictional to intra-jurisdictional. Final wording: Complete an intra-jurisdictional agreement to reduce system development charges to stimulate economic development. • Increase public involvement on major issues through the use of “telephone town halls” Councilor VanGordon said he proposed this item. This item could be combined with meeting in informal settings. Councilor Ralston asked how it worked. Councilor Pishioneri explained the process using information technology systems to allow large numbers of people to call in with questions. Everyone could hear, but they couldn’t all talk. The cost was $1200 for 1 ½ hours. Voting buttons were used so it could be used for polling. Councilor VanGordon said it was a great public outreach tool. He felt it should be combined with meetings in an informal setting. Councilor Wylie said there could be legal issues and policy issues to be considered. Councilor VanGordon said they needed to be cautious, but it was something to look at further. City of Springfield Council Goal Setting Minutes December 10, 2012 Page 5 Mayor Lundberg said there was a theme of better outreach by the Council in one form or another that could be put into one goal. She had approached staff about having a Mayor/Council newsletter and staff thought it could be put on FaceBook. They could take turns writing an article or use it to get information out to the citizens. The goal could be to formally or informally reach out better to the constituents. Combine with previous nominee. • Increase use of social media to promote a sense of community Mr. Biles said there were three different strategies for outreach and each could be used in different ways at a different cost. Staff could research those things to address questions from Council. He asked if Council was comfortable combining the three together. Councilor Wylie noted that Mr. Laudati already had social media set up. Councilor Ralston felt there should be other ways to poll the community. Councilor Pishioneri said polls were one goal, but finding out what was important to people wasn’t a poll, but more of a survey. There were other social media outlets besides what the City already had, such as telephone town halls. He named other social media outlets that could be out on the City’s website. The goal could be “To have a system of outreach in place”. Discussion was held regarding the different social media outlets. Mr. Biles said there were three specific proposals and ideas. He asked if Council would want staff to look at all three of the recommended strategies if the goal of a “system” was chosen. Yes and more. Council-elect Brew said they needed to be sure they didn’t cross over into public meetings online. Mayor Lundberg said Council needed staff feedback on taking meetings outside City Hall. If there were just two councilors at one event, it would just be an open forum, not a public meeting. Councilor Pishioneri said those types of forums had a moderator which insured they didn’t violate public meetings law. Combine with previous nominee. • Construct a multi-use path North of Highway 126 from the Thurston area to connect with the city’s existing bike network Council-elect Brew said he had added this, but now suggested they pull it off the list as it was already part of the Transportation Plan and Willamalane’s Master Plan. - WITHDRAW • Change the policy requiring residents to pay the cost to upgrade unimproved streets within the city to city standards before the city assumes maintenance responsibility City of Springfield Council Goal Setting Minutes December 10, 2012 Page 6 Several councilors expressed concern about the cost. Council-elect Brew said he felt it cost more to fill potholes over ten years than to pay half of the cost to get the street brought up to standards. He would like to see the long-term cost benefit. Mr. Biles said that nominee could be revised to “Conduct a study to determine the costs to the City . .” Council-elect Brew said he would like them to look at a 10-year window of what it would cost to maintain the street versus patching the potholes each year. Mr. Biles said it would be a comparative cost analysis of two policy approaches. Final wording: Evaluate cost of ongoing maintenance of substandard streets over period of time vs. cost of building to city standards. • Charge improved area developments just beyond the city boundary the actual cost of city services currently delivered to them Council-elect Brew said the people living north of Hayden Bridge Road received city services, such as fire and police services, but lived outside the City. It was noted that those people were served by Willakenzie Fire and paid separately for those services, and the Lane County Sheriff’s office. Council-elect Brew said in a recent meeting, the City was planning roads that supported areas outside of City limits. Discussion was held about ways to encourage people to annex to the City. Mayor Lundberg said there were those in Hayden Bridge that did not want to annex, and others that wanted to annex, but found it cost prohibitive. Perhaps the discussion needed to be about how to make it more affordable. It would be a policy change. She suggested changing the wording of the goal to encourage people to annex if they chose. Mr. Biles stated the new goal as “Develop incentives for those developed areas just beyond the City limits to annex to the City”. Mr. Towery referred to Council-elect Brew’s comment about roads that supported areas outside the City. It was more the design and plan of City services that had to accommodate those populations. When doing a facilities plan or street improvement plan along Hayden Bridget Road, they had to take into consideration the number of trips from all who used the system, including those outside the City limits, and that did add cost to the facility. It was more an anticipation of future costs. Discussion was held regarding the inability to collect from those not in the City. Mr. Biles said he wanted to make sure the language for this nominee was acceptable to Council-elect Brew, as the one who suggested it as a goal. Council-elect Brew said the incentivize language was acceptable. City of Springfield Council Goal Setting Minutes December 10, 2012 Page 7 Final wording: Explore incentives to encourage annexation of improved area developments just beyond the city boundary. • Initiate the listening circle concept to involve other people and cultures with the City Council Councilor Moore asked if a listening circle hadn’t already occurred. Mr. Grimaldi said this was different than the listening session that was recently held. A listening circle was a training event where the attendees learned about other cultures, and was at a personal level. Councilor Wylie said she proposed this nominee. TEAM Springfield held the listening group with the Hispanic Community with give and take, which was a good way to get good public interaction. This concept could be successful with other groups in the community. Councilor Woodrow said there were a number of cultures in our community. Councilor Wylie said this was another way to interact with others in the community and “listen”. Mayor Lundberg asked if it could be under a broader goal of PUBLIC OUTREACH. Councilor Wylie said they needed the group to let the Council know of their needs. Councilor Woodrow said she felt this was different than outreach. This was asking them to come to the Council. Mayor Lundberg said the town hall was also asking people to bring their needs to the Council. Council-elect Brew said this fit more into the first category with the youth advisory committee, asking a group to come together with their interests. Councilor Woodrow said she felt there was a difference between age and culture. Councilor Woodrow referenced the listening group with the Latino community members. The Latinos gave the government officials their comfort zone within the community and ways that could be shared between the two cultures. She would like that to be expanded to all cultures. Mr. Biles asked if the listening circle concept they were envisioning was ongoing with staff support and multiple meetings or a short-term duration. Councilor Woodrow said it was more short-term with ideas and contacts coming from the meeting. Mr. Towery said the listening circle was a technique to get input about a particular issue, but recently it had been used around issues of race and ethnicity. Listening circles generally included the same group of people meeting once a week for 8-9 weeks to get to a certain point. Staff used listening circles when going through the process of the reorganization of the Development Services and Public Works departments. He was not sure if this was about listening circles or cultural awareness. City of Springfield Council Goal Setting Minutes December 10, 2012 Page 8 Councilor Woodrow said the nominee was for listening sessions, which were different from what Mr. Towery described. Final wording: Initiate the listening circle concept to involve other people and cultures with the City Council. • Create a Springfield consortium of public and private interests to market our community There were no questions or comments. Final wording: Create a Springfield consortium of public and private interests to market our community. • Select a pilot “promise neighborhood” to direct services and programs over a multi-year timeframe including cleanup, beautification, school attendance, parenting assistance, etc. Councilor Ralston felt they couldn’t show favoritism for one neighborhood. Parenting assistance and school attendance wasn’t the City’s job. Mayor Lundberg said the City had chosen a neighborhood in the past as the first joint TEAM Springfield project; the Meadow Park neighborhood. Promise neighborhoods already existed in the area of Maple and Dos Rios Elementary. United way was working on it and projects in the Sustainable City Year were done in that neighborhood. She proposed it as a way to find how the City could help with that concept. One way to help would be to get volunteers to assist with yard cleanup in the neighborhoods during the City’s Spring Cleanup Day. The schools were working on the school pieces and United Way was working on other pieces. The City hadn’t yet participated in the Promise Neighborhood, but could assist in cleaning it up. During the original project, the City worked on crime prevention. Mr. Towery said the bike patrol started in the first neighborhood project. Councilor Ralston said he couldn’t see this as continuing for more than one year. Other neighborhoods would want the same assistance. Final wording: Select a pilot “promise neighborhood” to direct services and programs over a multi-year timeframe including cleanup, beautification, school attendance, parenting assistance, etc. Mr. Biles said this was the end of the one-year list. Councilor Moore said she would like to add one more. She suggested a monthly or quarterly business acknowledgement during Springfield Upbeat with specific criteria. They could get the word out that Springfield appreciated what businesses were doing. Councilor Wylie said they could work with the Springfield Chamber on the acknowledgement. Final wording of new goal: Establish a Business of the Month (or Quarter). City of Springfield Council Goal Setting Minutes December 10, 2012 Page 9 Mr. Biles said of the original 14, ten had changed, two had been deleted, three merged into one and one added. He asked if they would like a new sheet with the amended goals which they could vote on, or if they would like him to read them to the Council and have them vote. After discussion, it was determined an amended list would be created while they went through the two-year nominees. They would then vote on the updated one-year goals. Two Year Nominees • Hold a city-wide cleanup event in conjunction with our annual recycle day Councilor Ralston said he has been asked to hold the City Spring Cleanup event twice a year. Councilor Moore said this was her nominee. She had seen photos of a cleanup years ago where houses were painted and yards cleaned. Students were involved and it was more than just the usual Spring Cleanup. Councilor Woodrow said the Youth Day of Caring included projects like that and involved high school students. This would be changed to read, “Hold a city-wide cleanup event twice a year in conjunction with our annual recycle day”. Council-elect Brew said the City offered assistance to senior citizens and hauled away their debris and recycling. Final wording: Hold a city-wide cleanup event twice a year. • Create an independent fire district to administer fire operations in Eugene and Springfield There were no questions or comments. Final wording: Create an independent fire district to administer fire operations in Eugene and Springfield. • Move jail and police service off the city’s general fund Councilor Ralston said he intended this to say “move the jail and police service off the levies”. This was changed to reflect Councilor Ralston’s intent. Final wording: Move jail and police services off the levies. • Enhance library services to the Thurston area through the use of drop boxes, school libraries, download of services to coffee shops, etc. There were no questions or comments. City of Springfield Council Goal Setting Minutes December 10, 2012 Page 10 Final wording: Enhance library services to the Thurston area through the use of drop boxes, school libraries, download of services to coffee shops, etc. • Develop a local voter’s guide for Springfield Mayor Lundberg asked if this would be on the internet. Councilor VanGordon said he meant it in a couple of ways. The City’s local elections weren’t carried in the State Voter’s Pamphlet because it cost the candidate a large amount of money. This was an opportunity to explore a variety of ways to provide some options for information. If someone was going to run for office, they would need to find some way to get the information out to the public. Councilor Ralston asked who would pay. Councilor Woodrow said at this point they just needed to determine if they wanted this nominee, then figure out who and how it would be paid later. Councilor VanGordon said Springfield Utility Board (SUB), Willamalane and School District candidates found it difficult to pay the money to get into the State voter’s pamphlet. We wanted people to have choices in our community because it was difficult to find out any information about the candidates. It needed to cost less than the $600 it cost for the State Voter’s Pamphlet. Mayor Lundberg said a financial analysis would be done if this was chosen as a goal. Councilor Pishioneri suggested changing it to read, “Explore the viability of a voter’s guide for Springfield”. Councilor Wylie said the information could be included in a SUB bill. Final wording: Explore the viability of a voter’s guide for Springfield. • Identify an amount of money in city operations to be achieved through innovations without terminating positions Mr. Biles said he believed the word ‘savings’ had been omitted. Councilor VanGordon said every time the Council saw innovations that saved money, they were excited about it. He wanted to look at giving it some policy context as a goal and asking staff to look at ways to save a set amount of money. This was done somewhat already, but he wanted to expand it to include expenditures. If those savings could be achieved, funding didn’t need to be found somewhere else. Having a number identified could help direct staff and encourage innovation. Councilor Ralston said our budget shortfalls were huge, and they were eliminating positions through attrition out of necessity. Councilor VanGordon said they could strike out “without terminating positions” to the nominee. There were two ways of looking at saving funds. The policy would direct looking at other options with the focus on innovation. City of Springfield Council Goal Setting Minutes December 10, 2012 Page 11 Councilor Pishioneri said Information Technology’s (IT) last innovation had saved the amount of the IT Director’s salary since he had started working for the City. Savings didn’t cost the City. Councilor Moore asked how this was a goal if they were already doing it. Councilor VanGordon said it was how it was described. Council would be asking Mr. Grimaldi what was realistic, then identifying a dollar amount of improvements done in one year. Councilor Pishioneri said the County did the same thing and received numerous ideas. Council-elect Brew said when funds got tight and there was a choice of staff, the public safety staff would be retained regardless of which department came up with money savings ideas. Councilor VanGordon said he understood the City was already doing this, but felt they needed to promote getting more ideas. Sometimes they needed to spend a little money to save money. If Council came up with a number, he felt it could help encourage staff. Final wording: Identify an amount of money in city operations to be achieved through innovations. • Expand EMX to the Thurston area There were no questions or comments. Final wording: Expand EmX to the Thurston area. • Complete downtown physical improvements including, bulb-outs, curbs, traffic mediation measures, parking enforcement program, increased low-level lighting, themed post lighting, new design standards to strengthen historical themes There were no questions or comments. Final wording: Complete downtown physical improvements including, bulb-outs, curbs, traffic mediation measures, parking enforcement program, increased low-level lighting, themed post lighting, new design standards to strengthen historical themes. • Extend trunk sewer to the Jasper area Mr. Grimaldi said the City was currently in Phase II of this project which would be completed in the next construction season. Phase III was not yet scheduled. Councilor Ralston said they been working on this for a long time and he wanted to make sure it was moving forward. Mr. Grimaldi said the funding was in place. Because this was already in the plan and moving forward, it would be removed from the nominee list. - WITHDRAW City of Springfield Council Goal Setting Minutes December 10, 2012 Page 12 • Form a partnership to host a downtown multicultural festival Councilor Woodrow said Fiesta Latina wanted their event downtown, but she would like to see it expanded to an event that included other cultures. They could block off the streets in downtown for such an event. Mayor Lundberg said this was more of a TEAM Springfield goal. There was $20,000 that was set aside every year for TEAM Springfield events. “With TEAM Springfield” would be added to this nominee. Final wording: Form a partnership with TEAM Springfield to host a downtown multicultural festival. • Increase consumption of locally grown/processed foods through promotion, events, education, etc. It was asked if NEDCO was already doing that with SPROUT, the year round farmer’s market. Councilor Woodrow said she would like to continue the support and promotion through SPROUT. She wanted to make sure the City remained involved. Final wording: Continue support of consumption of locally grown/processed foods through promotion, events, education, etc. Mr. Biles said fewer changes were made in this list so they could use this list for their vote. He asked them to rank the list and include their name so it could be recorded. Council voted on the two-year nominees. The one-year nominees as amended were provided to the Council for their votes. They voted on the one-year nominees and then took a short break. 7:32 – 7:38 p.m. - Break The Council meeting resumed at 7:38 p.m. Mr. Biles reviewed the three-year nominees. Three year Nominees • Springfield residents will be offered disaster planning and education Councilor Moore said she nominated this item. She knew Ken Vogeney was the new lead on disaster planning for the City. She felt we needed to get the information out there and have people be prepared. She suggested they do a run through of an emergency. Councilor Pishioneri said tabletops and training were being prepared and set up. City of Springfield Council Goal Setting Minutes December 10, 2012 Page 13 Council-elect Brew said it was good training for responders, but he asked about residents. Councilor Pishioneri said they planned on involving the community after staff was trained. Councilor Moore said she wanted to keep it on the list even though it was already being done. Final wording: Springfield residents will be offered disaster planning and education • Review the assessment of the health of Springfield residents and set appropriate wellness goals Councilor Moore said she had attended a presentation on healthy eating and active living and being a City with healthy food options and activity. She read from some information on this initiative from the League of Oregon Cities (LOC). There were steps and people that would help them. Councilor Ralston said he didn’t feel it was the City’s job. Councilor Moore said a health assessment for Springfield showed our highest health issues. Final wording: Review the assessment of the health of Springfield residents and set appropriate wellness goals • A high percentage of high school students would take the workforce test and prove Springfield has an educated workforce, 1) administer the test, 2) market the results and 3) improve scores over time Councilor Moore said this was a Lane Workforce Partnership process with the test available and online. It was a process of showing the number of people in our community who were highly trained and was used for marketing. Lane Workforce administered the test. Councilor Woodrow said she was concerned about negative results. Final wording: A high percentage of high school students would take the workforce test and prove Springfield has an educated workforce, 1) administer the test, 2) market the results and 3) improve scores over time • Increase Springfield’s Veteran’s Day Celebration: more events, more participants, larger partnership, etc. There were no questions or comments. Final wording: Increase Springfield’s Veteran’s Day Celebration: more events, more participants, larger partnership, etc. • Re-align Franklin Boulevard as a first step in the re-development of Glenwood There were no questions or comments. Final wording: Re-align Franklin Boulevard as a first step in the re-development of Glenwood City of Springfield Council Goal Setting Minutes December 10, 2012 Page 14 • Create a new service district for police and fire operations There were no questions or comments. Final wording: Create a new service district for police and fire operations • Move the library off the city’s general fund There were no questions or comments. Final wording: Move the library off the city’s general fund • Expand the Urban Growth Boundary to include more commercial and industrial land for future development Councilor Wylie asked if it was the same as the 50 acres for industrial development. Councilor Moore said this was already in process. Final wording: Expand the Urban Growth Boundary to include more commercial and industrial land for future development • Increase jobs and property tax revenue from new development on currently undeveloped land near Peace Health River Bend Councilor Ralston asked if the land near PeaceHealth was owned by PeaceHealth. Some things they might put on that property wouldn’t increase tax revenue. It was noted that some uses would increase property taxes. Council-elect Brew asked if they were asking that the City create some incentives. Yes. Final wording: Increase jobs and property tax revenue from new development on currently undeveloped land near Peace Health River Bend • Expand EMX to Lane Community College from Springfield There were no questions or comments. Final wording: Expand EmX to Lane Community College from Springfield • Increase redevelopment of Glenwood, Downtown, and Mohawk by “X” square feet There were no questions or comments. Final wording: Increase redevelopment of Glenwood, Downtown, and Mohawk by “X” square feet City of Springfield Council Goal Setting Minutes December 10, 2012 Page 15 • Develop long-term plan to phase out mobile home parks in Glenwood by offering replacement housing, counseling, and other options Councilor Woodrow asked if they were already doing that. Yes. Final wording: Develop long-term plan to phase out mobile home parks in Glenwood by offering replacement housing, counseling, and other options • Complete a signature milestone in Glenwood such as NEPA process completion, engineering of Franklin Boulevard, or acquisition of right of way for Franklin realignment, etc. Mr. Biles said it would be helpful to get staff input for milestone that could be attainable. Councilor Wylie said the City was working on getting grand funding for the Franklin Boulevard and going through the NEPA process. The City was further along than this suggested. Final wording: Complete a signature milestone in Glenwood such as NEPA process completion, engineering of Franklin Boulevard, or acquisition of right of way for Franklin realignment, etc. Council voted on the three-year nominees. The results for the one and two year nominees were distributed to the Mayor and Council. One year results: Mr. Biles said the total was most important, but looking at all of the scores was also important. The following were selected for the one-year goals: 1. Complete an intra-jurisdictional agreement to reduce system development charges to stimulate economic development. 2. Explore incentives to encourage annexation of improved area developments just beyond the city boundary. 3. Identify two large (50 acres minimum) properties for near-term job development. 4. Create a Springfield consortium of public and private interests to market our community. Mr. Biles said if someone felt strongly about an item that didn’t get chosen, this was the time to speak up with concerns and questions. Councilor Woodrow said the top three were all in the same ballpark, but didn’t include contact with the community. Discussion was held regarding the different ways to include public outreach. The fourth ranked nominee was included with the list in order to include some outreach. Two year results: 1. Hold a city-wide cleanup event twice a year. City of Springfield Council Goal Setting Minutes December 10, 2012 Page 16 2. Explore the viability of a local voter’s guide for Springfield 3. Move jail and police service off the levy 4. Form a partnership with TEAM Springfield to host a downtown multicultural festival Councilor Woodrow said she would like to add the Multi-Cultural Festival. Mayor Lundberg said these could be brought to the TEAM Springfield meeting as a goal. Council chose to go with the top four of the two-year nominees. Three year results: 1. Complete a signature milestone in Glenwood such as NEPA process completion, engineering of Franklin Boulevard, or acquisition of right of way for Franklin realignment, etc. 2. Develop long-term plan to phase out mobile home parks in Glenwood by offering replacement housing, counseling, and other options Discussion was held regarding expansion of the urban growth boundary (UGB) and disaster planning. Both were currently in the works so were not added to the list. Mayor Lundberg suggested selecting the top two. A majority of the Council concurred. Mr. Biles reviewed the goals selected. These goals would now go to staff to analyze costs, hurdles, and other ways to approach each goal. He asked the Council if they wanted public comments and if so how they wanted that to occur. Once Council got the staff response, a follow-up meeting could be scheduled in January or February. Councilor Woodrow said she felt good about how this process occurred and how it worked out. Council asked Mr. Grimaldi if he was comfortable with the goals selected. Mr. Grimaldi said there were a couple of things that could be considered for the TEAM Springfield meeting such as marketing the community, the voters’ guide and the multi-cultural event. There was a nice mix of issues with some taking minimal staff work, some taking significant staff work, and others that would need to be taken on by the Council. Councilor Woodrow said that even without focusing on it, they were able to come up with three things for TEAM Springfield. Councilor Pishioneri felt that none of the items were unattainable. Councilor Woodrow felt it said a lot about the Council that they could put their heads together and come up with this list of goals. Councilor Wylie said the most difficult one would be getting public safety off of the levies. Councilor Pishioneri said when the jail was built, they knew it would be a large cost to run and maintain for many years. City of Springfield Council Goal Setting Minutes December 10, 2012 Page 17 Councilor Woodrow said if they could find a way to alleviate total reliance on the levy, it would help. Mayor Lundberg said swimming pools and jails were specific entities and had to be supported as they did not support themselves. Mr. Biles applauded the Council for keeping some things in their goals that were currently underway at some level. Doing that sent a message to the community that those items were special and important, and would increase the probability of success. In looking at the list, not everyone got their number one choices, but there was something for everyone. As a collective group, that increased their success. It gave them, and staff, an opportunity to hold themselves accountable and provided a great opportunity for them to get updates. Those goals that required one or more partners provided an opportunity to get those other agencies onboard to make them accountable for their performance. He suggested that the Council keep their minds open over the next month. Staff would be coming back with important information that could change some things around. Also, after hearing from the public, Council might change some things on the list. Councilor Ralston said the fire district item was on the two-year goal list and he felt it should be under the three-year goals. He and Councilor Wylie served on the first task force and both of them had voted that nominee as their #1, while everyone else voted it as a #9 or #10. He felt maybe the others were not educated about that issue to the same degree as they were after serving on the task force. Ambulance and fire were losing funds and a solution needed to be found. Discussion was held regarding a fire district and funding for the fire department. ADJOURNMENT The meeting was adjourned at 8:21 p.m. Minutes Recorder – Amy Sowa ______________________ Christine L. Lundberg Mayor Attest: ____________________ Amy Sowa City Recorder City of Springfield Work Session Meeting MINUTES OF THE WORK SESSION MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY, JANUARY 7, 2013 The City of Springfield Council met in a work session in the Jesse Maine Meeting Room, 225 Fifth Street, Springfield, Oregon, on Monday, January 7, 2013 at 6:00 p.m., with Mayor Lundberg presiding. ATTENDANCE Present were Mayor Lundberg and Councilors VanGordon, Wylie, Moore, Ralston, Woodrow and Council-elect Brew. Also present were City Manager Gino Grimaldi, Assistant City Manager Jeff Towery, City Attorney Joe Leahy, City Recorder Amy Sowa and members of the staff. 1. Arts Commission Applicant Review. Librarian and Arts Commission Liaison Kristin Cure presented the staff report on this item. The Arts Commission had three vacancies on its board and three position openings were advertised. One vacancy was due to a resignation, and two openings were for the term expirations of commissioners Gary LeClair and Paul Roth, who were eligible to reapply. The Arts Commission received four applications. All applicants attended the December Arts Commission meeting for an interview. The Arts Commission recommended that Gary LeClair and Paul Roth be re-appointed and that Janet Smith be appointed to the commission. All positions were for complete terms that would expire December 31, 2016. Gary LeClair was a gynecologist at Women’s Care. He was also an amateur photography and art collector, and served on the board of the Eugene Ballet. Paul Roth was born and raised in Springfield and was co-owner of Roaring Rapids Pizza Company in Springfield. He was a lifelong musician and currently played trombone for the jazz band Swing Shift, which was a resident company of the Wildish Community Theater. Janet Smith owned a local business, Sterling Graphics. She had been making prints for artists in our community for eight years. She served on the Emerald Art Center Board from 2005-2010. She was interested in the use of local art in public projects and supporting community art opportunities. Charmaine Rehg was a licensed practical nurse and a volunteer at the Jazz Station. She also belonged to the Washburne Homeowners’ Association and attended the quarterly Main Street meetings. She would like to help enliven Springfield through music. The Arts Commission believed the candidates were eligible and qualified to serve on the commission. The Council was requested to review the Arts Commissions’ recommendations at the Work Session and appoint 3 members to the Arts Commission during the Regular Meeting. Councilor Moore asked if music was a part of the Arts Commission role. Ms. Cure said the Arts Commission worked with all forms of art. City of Springfield Council Work Session Minutes January 7, 2013 Page 2 2. TEAM Springfield Goals. City Manager Gino Grimaldi presented the staff report on this item. In preparation for the January 26, 2013 TEAM Springfield meeting each TEAM Springfield agency was preparing potential TEAM Springfield goals. The agenda packet included proposed goals from School District 19 (Attachment 1) and the Willamalane Park and Recreation District (Attachment 2). The Springfield Utility Board had indicated that they would not be proposing TEAM Springfield Goals. Attachment 3 of the agenda packet was the list of City of Springfield short term goals selected at the City Council meeting on December 10, 2012. The City Council may want to consider some of these goals as potential TEAM Springfield Goals and/or develop additional TEAM Springfield Goals. Councilor Moore asked if there was going to be a set amount of time for the goals to be accomplished. Mr. Grimaldi said it was intentionally vague, but three to five years would be close. Some of the TEAM Springfield goals could be larger and take more time. Council-elect Brew recalled the Springfield Tomorrow effort that had been done in years past for joint goals. That seemed to have been more of a grass roots effort and he asked if that was something that could be reinvigorated down the road. Mr. Grimaldi said periodically the TEAM Springfield/community goals were updated. It was open for discussion of whether or not they went back and started over with a grass roots effort. That could be part of the TEAM Springfield discussion. Councilor Woodrow said some of the three-year goals Council came up with during their goal setting session were City only. It was difficult to prioritize the others without knowing what the other agencies were looking for regarding goals. Mr. Grimaldi said the School District and Willamalane had both come up with community goals. Once the Council completed their work tonight, staff would meet to see if there were some commonalities between the goals and try to blend things where possible. During the TEAM Springfield meeting, the elected officials would try to make the list as small as possible without losing the intent of any of the agencies. Mayor Lundberg said Willamalane staff created the list and brought it to their Board, who accepted the list. The City needed to have our list ready prior to the TEAM Springfield meeting. The other agency’s goals were in the packet for reference only. Councilor VanGordon asked if goals adopted by TEAM Springfield would result in an action similar to the relationship with NEDCO, or separate actions among the agencies. Mr. Grimaldi said they hoped they would come up with a work plan involving multiple partners. Most would be something all could contribute to. Councilor VanGordon referred to Willamalane’s list and a goal of work skills and job training. He would like to see something similar to the work done with NEDCO and providing business skills. He would like to give NEDCO more time and support to complete that goal. That could be combined with Willamalane’s goal. City of Springfield Council Work Session Minutes January 7, 2013 Page 3 Mayor Lundberg asked about the process. Mr. Grimaldi said it would be helpful if there was agreement among the Council regarding the goals they brought forward to TEAM Springfield. Mayor Lundberg said it would be helpful to have them written down as they are presented. A flip chart was brought in to note the goals as council members chose them. Councilor Wylie said #4 from year one and #5, #6 and #8 from year two were all potential TEAM Springfield goals. Councilor Moore discussed involving youth in the skills development and the city-wide cleanup day. That could also tie in with the park district goal. She wanted to involve the youth and make it a community wide event. Councilor Woodrow said she would like to see that broadened to be a multi-cultural event. She appreciated the schools focus on youth and Willamalane including youth in their goals, but she felt the adults and families needed to be included in the TEAM Springfield goals. Mr. Grimaldi recapped the items brought forward so far: • Include #4, #5, #6 and #8 from the Council goals • Involve youth in the cleanup efforts • Support NEDCO’s Economic Development efforts and include work skill development Discussion was held about the multi-cultural celebration, which was also in Council goal #8. Council-elect Brew said all three organizations had interest in the Mill Race. That should be capitalized upon as a partnership project. Mr. Grimaldi said they were currently ending one phase of the Mill Race project, but the other build- out and use by the public was still to be done. He suggested the following as a goal: • Continue Mill Race use and development Councilor Wylie said when the later phases were in progress, they could have a Mill Race Festival that could include cleanup, fishing, and making paths. It would be a nice way to bring the community together to celebrate the Mill Race together. The Mill Race needed to be valued and appreciated. Councilor Woodrow said she liked that idea and felt it could alleviate some of issues with negative uses of the Mill Race. Councilor Moore said Promise Neighborhoods were in Willamalane and the School District goals, and were discussed during goal setting. She was not sure how TEAM Springfield would be involved in that project. Mayor Lundberg said when TEAM Springfield first formed, they wanted to do a signature project. They chose the Mill Street neighborhood which had a large transient population, a lot of drug use and other issues. The City looked at crime and how they could assist. The bike patrols came out of that effort. The success or failure of the program was determined by level of livability in the neighborhood. City of Springfield Council Work Session Minutes January 7, 2013 Page 4 The City could be involved by having extra pickups on Cleanup day in specific neighborhoods using college or high school students. She would like to look at how they could make this another signature project. Information from the original neighborhood project was available. • Expand Clean-up to Promise Neighborhoods Mr. Grimaldi said each neighborhood would have its own needs and a lot could be done to improve the physical appearance such as sidewalk repair and tree trimming. Councilor Moore said it would be nice to have signage stating “TEAM Springfield Signature Project” at the location. Council agreed. • Add TEAM Springfield signage to projects. Mr. Grimaldi said many of those listed didn’t cost much, if anything. Mayor Lundberg said signature projects were often multi-year projects. She asked if they needed to prioritize the list. Mr. Grimaldi said they would wait to prioritize until all lists were brought forward and discussed during the TEAM Springfield meeting. They were looking at bringing Stan Biles in to facilitate that meeting. Mayor Lundberg said Springfield Utility Board didn’t make their own list, but were prepared to discuss the lists from the other agencies and join the effort of the goal(s) chosen. ADJOURNMENT The meeting was adjourned at 6:30 p.m. Minutes Recorder – Amy Sowa ______________________ Christine L. Lundberg Mayor Attest: ____________________ Amy Sowa City Recorder City of Springfield Regular Meeting MINUTES OF THE REGULAR MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY, JANUARY 7, 2013 The City of Springfield Council met in regular session in the Council Chambers, 225 Fifth Street, Springfield, Oregon, on Monday, January 7, 2013 at 7:00 p.m., with Mayor Lundberg presiding. ATTENDANCE Present were Mayor Lundberg and Councilors VanGordon, Wylie, Moore, Ralston, Woodrow and Council-elect Brew. Also present were City Manager Gino Grimaldi, Assistant City Manager Jeff Towery, City Attorney Joe Leahy, City Recorder Amy Sowa and members of the staff. PLEDGE OF ALLEGIANCE The Pledge of Allegiance was led by Mayor Lundberg. BUSINESS FROM THE CITY MANAGER 1. Springfield Mayor and Council Members – Oath of Office. City Manager Gino Grimaldi presented this item. During the May 15, 2012 Primary Election, Christine Lundberg received the majority of votes for the position of Mayor, Sean VanGordon received the majority of votes for the position of City Councilor Ward 1; Sheri Moore received the majority of votes for the position of City Councilor Ward 3; Dave Ralston received the majority of votes for the position of City Councilor Ward 4; and Bob Brew received the majority of votes for the position of City Councilor Ward 6. Section 27 in the Springfield Charter stated, “Before assuming his or her office, each City officer shall take an oath or shall affirm that he or she will faithfully perform the duties of the office and support the constitution and laws of the United States, the State of Oregon and the City of Springfield.” City Attorney Matt Cox administered the Oath of Office to Mayor Lundberg and Councilors VanGordon, Moore, Ralston and Brew. Councilor Brew joined the rest of the councilors as the newest member of the Council. SPRINGFIELD UPBEAT 1. Recognition of Philip Farrington and Dave Jacobson for their Service on the Metropolitan Planning Organization (MPO), Citizen Advisory Committee. Senior Planner David Reesor provided a certificate of appreciation to Mr. Jacobson and Mr. Farrington. Both had put in a lot of hours over the last six years on the Metropolitan Policy Organization/Citizen Advisory Committee (MPO CAC), and their terms were nearly finished. Along with the MPO-CAC, Mr. Farrington also served on the Development Advisory Committee and in 2009 served on the Commercial Industrial Buildable Land (CIBL) study committee. Currently, he City of Springfield Council Regular Meeting Minutes January 7, 2013 Page 2 volunteered at the Springfield Area Chamber of Commerce, the Eugene Area Chamber of Commerce and the Metropolitan Affordable Housing Corporation. Along with the MPO-CAC, Mr. Jacobsen also served on the Lane County ACT, Springfield’s Police Planning Task Force (PPTF), Springfield Transportation System Plan (TSP) stakeholder committee and had been a member of the Springfield Community Concert band since 1999. Mayor Lundberg said Mr. Farrington and Mr. Jacobson exemplified what was best in our volunteers. She thanked them for their service. CONSENT CALENDAR 1. Claims 2. Minutes a. November 26, 2012 – Work Session b. December 3, 2012 – Work Session c. December 3, 2012 – Regular Meeting 3. Resolutions 4. Ordinances 5. Other Routine Matters a. Approval of Liquor License Endorsement for Maynila, a Family Style Restaurant, Located at 130 South 32nd Street, Suite F, Springfield, Oregon 97478. b. Approve the Purchase of Police Vehicles for Fiscal Year 2013. IT WAS MOVED BY COUNCILOR WYLIE WITH A SECOND BY COUNCILOR RALSTON TO APPROVE THE CONSENT CALENDAR. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. ITEMS REMOVED PUBLIC HEARINGS - Please limit comments to 3 minutes. Request to speak cards are available at both entrances. Please present cards to City Recorder. Speakers may not yield their time to others. BUSINESS FROM THE AUDIENCE No one appeared to speak. COUNCIL RESPONSE CORRESPONDENCE AND PETITIONS City of Springfield Council Regular Meeting Minutes January 7, 2013 Page 3 1. Correspondence from Margarita Espinosa, Springfield, Oregon Regarding Stray and Abandoned Cats. 2. Correspondence from Sally Mann, Community Transition Program Teacher and Students Regarding the Springfield Museum. IT WAS MOVED BY COUNCILOR WYLIE WITH A SECOND BY COUNCILOR RALSTON TO ACCEPT THE CORRESPONDENCE FOR FILING. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. BIDS ORDINANCES BUSINESS FROM THE CITY COUNCIL 1. Committee Appointments a. Mayor/Council Committee Assignments. The Springfield Charter and Council operating policies required that the Mayor make and formally confirm Mayor/Council committee assignments. Mayor Lundberg said she tried to distribute the Council assignments fairly between Council, City, intergovernmental and short-term committees. Councilor Ralston asked if they would be brought up to speed on the new committees they had been assigned. Yes, they would be contacted as soon as possible. b. City Council President Appointment. City Manager Gino Grimaldi presented this item. The Springfield Charter and the City Council Operating Policies and Procedures provided that at the first regular meeting in January after each general election, the Council shall elect by ballot one of its members as President of the Common Council. The Council President shall function as Mayor when the Mayor is absent from a Council meeting, or the Mayor is unable to function as Mayor. IT WAS MOVED BY COUNCILOR RALSTON WITH A SECOND BY COUNCILOR WOODROW TO APPOINT COUNCILOR WYLIE AS THE NEW CITY COUNCIL PRESIDENT. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. c. Arts Commission Appointments. Library Director Rob Everett presented the staff report on this item. The Arts Commission had three vacancies on its board and three position openings were advertised. One vacancy was due to a resignation, and two openings were for the term expirations of commissioners Gary LeClair and Paul Roth, who were eligible to reapply. The Arts Commission received four applications. All applicants attended the December Arts Commission meeting for an interview. City of Springfield Council Regular Meeting Minutes January 7, 2013 Page 4 The Arts Commission recommended that Gary LeClair and Paul Roth be re-appointed and that Janet Smith be appointed to the commission. All positions were for complete terms that would expire December 31, 2016. Gary LeClair was a gynecologist at Women’s Care. He was also an amateur photography and art collector. He also served on the board of the Eugene Ballet. Paul Roth was born and raised in Springfield and was co-owner of Roaring Rapids Pizza Company in Springfield. He was a lifelong musician and currently played trombone for the jazz band Swing Shift, which was a resident company of the Wildish Community Theater. Janet Smith owned a local business, Sterling Graphics. She had been making prints for artists in our community for eight years. She served on the Emerald Art Center Board from 2005-2010. She was interested in the use of local art in public projects and supporting community art opportunities. Charmaine Rehg was a licensed practical nurse and a volunteer at the Jazz Station. She also belonged to the Washburne Homeowners’ Association and attended the quarterly Main Street meetings. She would like to help enliven Springfield through music. The Arts Commission believed the candidates were eligible and qualified to serve on the commission. IT WAS MOVED BY COUNCILOR WYLIE WITH A SECOND BY COUNCILOR RALSTON TO RE-APPOINT GARY LECLAIR AND PAUL ROTH TO THE ARTS COMMISSION WITH TERMS EXPIRING DECEMBER 31, 2016. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. IT WAS MOVED BY COUNCILOR WYLIE WITH A SECOND BY COUNCILOR RALSTON TO APPOINT JANET SMITH TO THE ARTS COMMISSION WITH A TERM EXPIRING DECEMBER 31, 2016. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. 2. Business from Council a. Committee Reports 1. Councilor Wylie noted that she was part of the Governor’s High Speed Rail committee, along with Eugene Mayor Piercy. An open house would be held from 5:00-7:30pm on Tuesday, January 8 at the Oregon Department of Transportation (ODOT) office in Springfield. They would have maps with proposed routes for the rail line between Eugene and Portland, and staff available to answer questions. She recommended councilors attend the Open House if they were interested in this subject. b. Other Business. City of Springfield Council Regular Meeting Minutes January 7, 2013 Page 5 BUSINESS FROM THE CITY MANAGER 2. Contract Renewal for Springfield Municipal Jail Inmate Medical and Dental Services. Police Chief Jerry Smith presented the staff report on this item. The City must provide inmate basic medical and dental services for persons incarcerated at the Springfield Municipal Jail. Cascade Health Solutions (“Contractor”) had provided services in the past, and staff believed it was not to the City’s financial advantage to re-issue an RFP for similar service levels. The Contractor would provide a Licensed Nurse Practitioner at least 30 hours per week, a Certified Medical Assistant at least 24 hours per week and licensed Emergency Medical Technicians not less than 14 hours per week, onsite at the Springfield Municipal Jail. Any hours worked beyond the above would not be billed. In addition, Contractor would be responsible for supervising and reviewing the maintenance of patient medical records, provide inmate health care services in case of emergency or disaster, perform sick call, and transport non-violent offenders to outside service providers. Contractor would advise and assist in procuring medications and prescription medications as required for basic medical care of Springfield Municipal Jail inmates. Contractually, City would pay a base annual fee of $184,500.00 to include most onsite services. Additional services may be delivered as requested by Jail Administration and priced according to fixed hourly rates proposed in Cascade’s proposal. Examples of such services may include but were not limited to training jail personnel (i.e. CPR), vaccinations, diabetes consultation or non-emergency transport. The annual budget for prisoner medical expenses would increase to $233,000. The fixed contract cost of $184,500 was for medical staffing, and the remaining amount was for inmate medicine, expected to average approximately $3,000 per month. If necessary, additional funding would be reallocated from Jail or Police operating budgets. Councilor Ralston asked for clarification on why a waiver of the Municipal Code was needed and how this was different from our Code requirements. Mr. Grimaldi said normally the City would be required to put this out to bid because of the amount of the contract. IT WAS MOVED BY COUNCILOR WYLIE WITH A SECOND BY COUNCILOR RALSTON TO WAIVE MUNICIPAL CODE AND APPROVE AGREEMENT WITH WILLAMETTE COMMUNITY HEALTH SOLUTIONS DBA CASCADE HEALTH SOLUTIONS TO PROVIDE INMATE MEDICAL AND DENTAL SERVICES TO THE SPRINGFIELD MUNICIPAL JAIL FOR AT LEAST ONE YEAR. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. BUSINESS FROM THE CITY ATTORNEY ADJOURNMENT The meeting was adjourned at 7:21 p.m. City of Springfield Council Regular Meeting Minutes January 7, 2013 Page 6 Minutes Recorder Amy Sowa ______________________ Christine L. Lundberg Mayor Attest: ____________________ City Recorder City of Springfield Work Session Meeting MINUTES OF THE WORK SESSION MEETING OF THE SPRINGFIELD CITY COUNCIL HELD TUESDAY, JANUARY 22, 2013 The City of Springfield Council met in a work session in the Jesse Maine Meeting Room, 225 Fifth Street, Springfield, Oregon, on Tuesday, January 22, 2013 at 5:30 p.m., with Mayor Lundberg presiding. ATTENDANCE Present were Mayor Lundberg and Councilors VanGordon, Wylie, Moore, Ralston, Woodrow and Brew. Also present were City Manager Gino Grimaldi, Assistant City Manager Jeff Towery, City Attorney Matt Cox, City Recorder Amy Sowa and members of the staff. 1. Springfield Representative to the Metropolitan Wastewater Management Commission (MWMC). Environmental Services Manager and MWMC General Director Ron Bittler presented the staff report on this item. The term of Springfield’s current lay representative, Doug Keeler, to the MWMC would expire February 1, 2013. The City Council needed to appoint a representative to serve the next term, which extended through February 1, 2016. Two applications for the position were submitted and were forwarded to the City Council for consideration. The MWMC was composed of seven members. Springfield was represented by one City Councilor, Marilee Woodrow, and one citizen, Doug Keeler, who has represented Springfield on the Commission since 1997. A media advisory was sent out announcing the vacancy and applications were accepted from November 7, 2012, through December 28, 2012. Two applications were submitted by Springfield residents. The two completed applications provide background information and the stated interest of the applicants. The Council determined which questions each would ask and then interviewed the two candidates. The council members introduced themselves to the candidates. 1. Why are you interested in serving on the MWMC and describe any previous experience you have serving on similar governing boards? (Mayor Lundberg) 2. Please describe your professional and personal experience as it relates to your desire to serve as a MWMC Commissioner. (Councilor Wylie) 3. Describe your understanding of the MWMC's role and responsibility in managing wastewater services for the metropolitan area and please include your level of familiarity with the governmental budgeting process. (Councilor Woodrow) 4. Have you attended a MWMC meeting? If so, what were your impressions? (Councilor VanGordon) City of Springfield Council Work Session Minutes January 22, 2013 Page 2 5. The Commission meets the second Friday of each month at 7:30AM and sometimes more often when necessary. There are also materials to be reviewed in advance of these meetings that may take a couple of hours to read. Given your work and/or your personal life demands, can you fully participate as a Commission member? (Councilor Brew) 6. In terms of water quality, what do you see as the current challenges facing today's wastewater utilities? (Councilor Ralston) 7. What specific initiatives are you interested in working on if you are appointed as a Commissioner? (Councilor Moore) Doug Keeler: Mr. Keeler asked the Council if there was something they wanted of him as the Springfield representative. He wanted to support the Council and their needs. Councilor Wylie asked a question about something she had heard about capturing unused water. Mr. Keeler responded to her question and explained some of the things MWMC was doing in that effort. Mayor Lundberg spoke regarding an effective way to connect a resident to the public system and that the City was looking at that issue. She also spoke regarding rates and the need to keep those in check. Mr. Keeler discussed the connections between residents and the public system and felt it was an important topic to look at closer. There were cities that had found ways to address that successfully. Councilor Brew asked for a Communication Packet memo explaining how the City was paying for bonds since development had slowed down substantially since the bonds were sold. Mr. Keeler said it had been a privilege to serve. Mr. Golik: Mr. Golik asked if they were looking for something in particular in an applicant. Councilor Moore said she was interested to hear if Mr. Golik knew of any new things coming that he had heard of through Oregon State University. Mr. Golik said most of the things they worked on were regarding stormwater. He explained some of the things they were working on through the university. Mayor Lundberg told both candidates that they would be making a decision tonight. Council discussed the qualifications of each applicant. Council consensus was to re-appoint Mr. Keeler to the MWMC. They asked staff to encourage Mr. Golik to look at other boards and committees to apply for, either a citizen advisory committee or some other way he could serve. Mr. Bittler said they had the Master Plan effort coming up and there would be citizen advisory committee (CAC) for those processes. That would be a great place for Mr. Golik to serve. City of Springfield Council Work Session Minutes January 22, 2013 Page 3 Council said they would support Mr. Golik being appointed to the CAC for the Master Plan. Mayor Lundberg asked that the letter sent to Mr. Golik about the appointment could ask him to apply for the CAC for the Master Plan. Councilor Woodrow said the MWMC was having an award ceremony for recognition tomorrow. 2. Springfield 2030 Refinement Plan: Economic Element Policies to Address Commercial and Industrial Land Needs (Metro Plan Amendment File No. LRP 2009-00014). Planning Supervisor Linda Pauly presented the staff report on this item. At the November 26, 2012 work session, the Council requested additional consideration, additions and revisions to some items in the Springfield Refinement Plan Economic Element. Staff’s suggested edits to address these items had been incorporated into the document in Attachment 2 of the agenda packet and were highlighted in yellow. The draft SRP Economic Element policies addressed the City’s economic opportunities, land needs and strategies for the SRP 2030 plan horizon. Adoption of the SRP Economic Element would establish a clear economic development policy direction that identified the City’s strengths and opportunities, and its position in the broader Southern Willamette Valley region. The adopted policies would provide support for job creation in Springfield by: 1) identifying industrial/employment land needs; 2) designating and zoning a 20-year land supply to provide opportunities for commercial and industrial development and use; and 3) confirming the City’s commitment to growth of the local, regional and State economy through excellent community development aligned with Springfield’s interests, values and assets. The draft Economic Element policies were developed through an extensive multi-year public process, with input from City Council and Planning Commission work sessions, public hearings, the Commercial and Industrial Lands Stakeholder and Technical Advisory Committees, an on-line community development survey, two visioning workshops, a series of public open houses to review options and concepts for potential Land Use Efficiency Measures and potential expansion of the Urban Growth Boundary, and additional analysis by staff of potential commercial and industrial sites inside and outside the Urban Growth Boundary. Economic development goals and strategies from the draft 2006 Springfield Economic Development Plan, the Metro Plan and the Regional Prosperity Economic Development Plan (adopted by the Joint Elected Officials in 2010) were considered and incorporated into the draft Economic Element. Ms. Pauly said the Plan would help identify what would be the most effective strategies to maintain and build on the momentum that had been started in Springfield with the adoption of the Glenwood Refinement Plan, with continued job growth in the Gateway industrial employment center, redevelopment planning for the Mohawk Center, and the revitalization of downtown. They would look at how updates to land use plans and zoning did a better job supporting commerce and redevelopment along our Main Street corridor in Springfield. The Plan would also look at how existing commercial and industrial areas could be improved and/or expanded to provide more employment and shopping opportunities, and how we could get more value from our existing infrastructure. As the City continued to look at expansion of the urban growth boundary (UGB), they would need to look at the role of large sites in Springfield’s economic future and how the City could grow to add such sites in the most economical way. City of Springfield Council Work Session Minutes January 22, 2013 Page 4 Ms. Pauly said they appreciated the Council input from the last meeting and noted that the revisions made based on those Council comments were highlighted in yellow in the agenda packet. During tonight’s session, staff would like Council to let them know if their concerns were addressed and the proposed implementation strategies made sense. Springfield had a lot of potential and there was a lot to be done. Staff was prepared to come back on February 11 if needed to continue the discussion. This was an iterative process that would be seen again as they brought it toward adoption. Ms. Pauly said the Springfield 2030 Plan was a twenty-year plan which charted a course beyond what we saw today and looked out twenty years to see how we could best match our projected need for land with our potential to grow and improve what was already here. The twenty year time horizon for the Plan and the other statutory requirements for comprehensive planning were two things that set this Plan apart from other economic development plans. By adopting this Plan, Council was establishing guiding direction for future action. While this plan provided an outline, it was not a strategic plan and didn’t prioritize the items. It was more of a menu of choices, organized by goals. This could be used in the future by prioritizing items in the Strategic Plan or Goal Setting process, or to respond to opportunities as they arose. She noted that the Metro Plan was a General Plan and the 2030 Plan was a refinement plan for Springfield. The 2030 Plan lived under the umbrella of the Metro Plan and must be coordinated with our transportation and facilities plans. It also had to be comprehensive and address all of the applicable State wide planning goals. Future decisions about Plan amendments, zoning and annexing land for development needed to address consistency with the 2030 Plan. Ms Pauly said there needed to be enough specificity in the 2030 Plan to demonstrate and ensure we balanced all of our land needs as the community grew and opportunities for change arose. The goal was to have a good balance of land for jobs and housing, schools, parks and recreation, open space and public facilities. Given the highly constrained supply of land suitable for growth, this task was very difficult. The City also needed sufficient specificity in the Plan to plan for and protect public and private investment in the community, while establishing a fair and logical playing field for change and transition over time. The policy and implementation strategy statement had purposefully been written to provide maximum flexibility that left specific details and outcomes for future actions to be determined through future public process. This was a long-term action plan to work towards the Council’s goals. The document before Council was a draft including input from a number of groups throughout the public process, including this Council and past Council’s. Councilor Moore said she appreciated the changes from the last meeting. She referred to Attachment 2-21 of the agenda packet, where it discussed redevelopment. That section mentioned downtown and Glenwood, but Mohawk and Thurston also had needs for redevelopment. She would like the Plan to be inclusive of all areas. If there were other areas in the Plan that only listed Glenwood and Downtown, she would like those to also be inclusive of all areas. Councilor Woodrow said she liked Councilor Moore’s point of being inclusive. Councilor VanGordon referred to Attachment 2-17, Policy E42 regarding workforce readiness. He liked the implementation strategies and thought more specificity could be added to include Lane Community College (LCC) or the Springfield School District and science and math skills. Councilor Moore said she would get the information about the test from Lane Workforce Partnership regarding workforce readiness. City of Springfield Council Work Session Minutes January 22, 2013 Page 5 Development and Public Works Director Len Goodwin said they were exploring the possibility of the City being a sponsor for that testing. Staff was getting information. Mayor Lundberg referred to Attachment 2-18 regarding industry clusters. Research and development would be a category of industry clusters. She would like to encourage the City to continue discussions with the University of Oregon (UO). Council said staff was on the right track. Councilor Ralston said he looked through the full packet and saw all the updates Council had asked to have included. He was ready to move forward with Option 1 and didn’t feel they needed the extra work session time on February 11. The rest of the Council agreed. Mayor Lundberg said it would be appropriate to hear from the public. Changes may need to be made after getting public input. Ms. Pauly said during the February 25 work session, they would begin discussions about the expansion areas. At that time, she would like input from the Council about a process to get information out to the public. ADJOURNMENT The meeting was adjourned at 6:23 p.m. Minutes Recorder – Amy Sowa ______________________ Christine L. Lundberg Mayor Attest: ____________________ Amy Sowa City Recorder City of Springfield Regular Meeting MINUTES OF THE REGULAR MEETING OF THE SPRINGFIELD CITY COUNCIL HELD TUESDAY, JANUARY 22, 2013 The City of Springfield Council met in regular session in the Council Chambers, 225 Fifth Street, Springfield, Oregon, on Tuesday, January 22, 2013 at 7:00 p.m., with Mayor Lundberg presiding. ATTENDANCE Present were Mayor Lundberg and Councilors VanGordon, Wylie, Moore, Ralston, Woodrow and Brew. Also present were City Manager Gino Grimaldi, Assistant City Manager Jeff Towery, City Attorney Matt Cox, City Recorder Amy Sowa and members of the staff. PLEDGE OF ALLEGIANCE The Pledge of Allegiance was led by Mayor Lundberg. SPRINGFIELD UPBEAT 1. Citizen Recognition by Springfield Police. Police Chief Jerry Smith acknowledged the following community members for their special assistance to the Springfield Police Department: • Daniel Shane Meredith – assisting a Police officer with an arrest of someone resisting arrest. • Harry Mitchell Cooney – assisting with the capture and arrest of a suspected hit and run driver and his passenger. • Daniel Ray Gehrig – unarming, restraining, and holding until Police arrived, a robber at Ashley’s Deli. • Jaime Enrique Balderas-Fernandez – assistance, along with Mr. Gehrig, with the restraining and holding of an armed robber at Ashley’s Deli. Mr. Meredith and Mr. Gehrig were in attendance to receive the recognition. Police Chief Smith said it was amazing out involved our community members were in assisting the Police. It showed the character of people we had in this community. Mayor Lundberg said it was impressive. She was very happy to live in this community and know there were people willing to step up and help. She thanked the citizens for their service and said it made them all proud to be from Springfield. CONSENT CALENDAR 1. Claims City of Springfield Council Regular Meeting Minutes January 22, 2013 Page 2 a. November 2012, Disbursements for Approval b. December 2012, Disbursements for Approval 2. Minutes 3. Resolutions a. RESOLUTION NO. 2013-01 – A RESOLUTION ENDORSING THE IMPLEMENTATION OF A BANKON FINANCIAL SERVICES INITIATIVE IN THE CITY OF SPRINGFIELD TO SUPPORT UNBANKED AND UNDERBANKED WORKERS 4. Ordinances 5. Other Routine Matters IT WAS MOVED BY COUNCILOR WYLIE WITH A SECOND BY COUNCILOR N TO APPROVE THE CONSENT CALENDAR WITH CHECK #118950 FROM THE DECEMBER 2012 DISBURSEMENTS REMOVED. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. ITEMS REMOVED 1.b. Check #118950 from the December 2012 Disbursements. Councilor VanGordon recused himself from this item. He had a conflict of interest as this check was to his employer, United Parcel Service. IT WAS MOVED BY COUNCILOR WYLIE WITH A SECOND BY COUNCILOR RALSTON TO APPROVE CHECK #118950 FROM THE DECEMBER 2012 DISBURSEMENTS. THE MOTION PASSED WITH A VOTE OF 5 FOR 0 AGAINST (1 ABSTENTION – VANGORDON). PUBLIC HEARINGS - Please limit comments to 3 minutes. Request to speak cards are available at both entrances. Please present cards to City Recorder. Speakers may not yield their time to others. BUSINESS FROM THE AUDIENCE 1. Shawn Boles, Eugene, Oregon. Mr. Boles said he was speaking as a private citizen and an official member of the older generation. He was also representing Kelsey Juliana, a teen who was involved in climate change. Both he and Kelsey wanted to urge the Council to work with other jurisdictions to craft an immediate, effective, regional response to climate change. In that end, they had materials for the elected officials. The first was a book that provided a compelling summary about how decisions made in the next few years would change our children’s lives forever. It also pointed out that local officials and staff were key to addressing climate change. The second was a DVD starring Kelsey and others introducing the viewer to those who were depending on local governments to act quickly and effectively. Meg Ward distributed the books and DVD to the Mayor and Council (valued at less than $50). He hoped they would review the material. He would check back with them soon to see how the City City of Springfield Council Regular Meeting Minutes January 22, 2013 Page 3 along with other local jurisdictions were working together to address this emergency. He provided a copy of his testimony to the City Recorder. 2. Kishia Austin, Eugene Oregon. Ms. Austin said she had done time in the Lane County Adult Corrections facility and there were things that were happening in the jail that were not o.k. She had told some girls that were there with her that she would do what she could to help them out. She read from one of the letters from the girls that were in the jail. She noted several instances of tasing, segregation based on race, and physical abuse. COUNCIL RESPONSE Mayor Lundberg asked what Ms. Austin would like the Council to do. Ms. Austin said she wanted them to pass on this information to someone who could do something about this situation. Mr. Grimaldi said they could forward the written testimony on to Lane County Administration if Ms. Austin was willing to provide it to the City. Ms. Austin said that would be the best thing, although she felt she needed to protect the girls’ privacy. Mayor Lundberg thanked Ms. Austin for speaking. CORRESPONDENCE AND PETITIONS BIDS ORDINANCES BUSINESS FROM THE CITY COUNCIL 1. Committee Appointments a. Springfield Representative to the Metropolitan Wastewater Management Commission (MWMC) Environmental Services Manager and MWMC Executive Director Ron Bittler presented the staff report on this item. The MWMC was composed of seven members. Springfield was represented by one City Councilor, Marilee Woodrow, and one citizen, Doug Keeler, who had represented Springfield on the Commission since 1997. Mr. Keeler’s term expired February 1, 2013 and the City Council needed to appoint a representative to serve the next term, which extended through February 1, 2016. A media advisory was sent out announcing the vacancy and applications were accepted from November 7, 2012, through December 28, 2012. Two applications were submitted by Springfield residents. The two completed applications provide background information and the stated interest of the applicants. City of Springfield Council Regular Meeting Minutes January 22, 2013 Page 4 Council interviewed two candidates earlier this evening. IT WAS MOVED BY COUNCILOR WYLIE WITH A SECOND BY COUNCILOR WOODROW TO APPOINT DOUG KEELER TO THE METROPOLITAN WASTEWATER MANAGEMENT COMMISSION (MWMC) WITH A TERM EXPIRING DECEMBER 28, 2012. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. b. Appointment of the Springfield Chamber of Commerce Nominee to the Lane Workforce Partnership Board. Assistant City Manager Jeff Towery presented the staff report on this item on behalf of Community Development Manager John Tamulonis. The Lane Workforce Partnership requested that Mr. Wynkoop, nominee from the Springfield Chamber of Commerce, be appointed to this position as required under federal regulations of the Workforce Investment Act of 1998. Federal regulations guiding the Partnership required the City of Springfield to appoint from business nominations from a general-purpose business organization (Springfield Chamber of Commerce). The appointees must be business owners or managers in Springfield, but need not be City residents. The business-led Lane Workforce Partnership was charged with directing the operation of local employment and training programs funded under the Workforce Investment Act (supplanting the Job Training Partnership Act). Lane Workforce Partnership assisted employers in recruiting and retaining employees, and helped individuals find employment and progress in their careers. They worked with approximately 750 Lane County businesses and served over 23,000 residents annually. IT WAS MOVED BY COUNCILOR WYLIE WITH A SECOND BY COUNCILOR WOODROW TO APPOINT PAUL WYNKOOP TO THE LANE WORKFORCE PARTNERSHIP BOARD FOR A THREE-YEAR TERM BEGINNING JANUARY 1, 2013 THROUGH DECEMBER 31, 2015. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. 2. Business from Council a. Committee Reports 1. Councilor Woodrow said she was honored to serve as District Judge for the American Legion Oratorical Competition for local scholarships a couple of weeks ago. They started at the local level, moved up to the district level, and finally the National level, First place at the National level was a $18,000 scholarship. They would love to have more people interested in competing for these scholarships through the American Legion. It was a wonderful opportunity for a high school student. It was a fun Saturday morning to listen to the speeches prepared. She was very impressed with the contestants. b. Other Business. BUSINESS FROM THE CITY MANAGER City of Springfield Council Regular Meeting Minutes January 22, 2013 Page 5 1. City Council Adoption of a Resolution Initiating Annexation of Franklin Boulevard and a City Owned Property Addressed as 4095 Franklin Boulevard. RESOLUTION NO. 2013-02 – A RESOLUTION INITIATING ANNEXATION OF CERTAIN TERRITORY TO THE CITY OF SPRINGFIELD PURSUANT TO SECTION 5.7 OF THE SPRINGFIELD DEVELOPMENT CODE Planner Andy Limbird presented the staff report on this item. Annexation of Franklin Boulevard would transfer legal jurisdiction within the rights of way to the City of Springfield, but for the time being the street would remain an Oregon Department of Transportation (ODOT) highway. Upon annexation of the linear segments of public rights of way much of unincorporated Glenwood became contiguous with the City limits, which was a pre-requisite condition for processing requests for annexation to Springfield. Additionally, annexation of the Franklin Boulevard public rights of way was an integral step in reinforcing the City’s commitment to the planning and development of Glenwood after the recent adoption of the Glenwood Refinement Plan. Concurrently with annexing segments of Franklin Boulevard, staff was recommending annexing a City-owned commercial property addressed as 4095 Franklin Boulevard – formerly operating as Tom’s Tapper Tavern. Annexation of this property was a necessary and desirable step for future development or redevelopment of the site. Upon adopting the resolution, staff would prepare and distribute a formal annexation application for review and comment by City departments, external referral agencies, and adjacent property owners. Staff anticipated that the enacting Ordinance for the Franklin Boulevard annexation would be presented to the City Council at a public hearing later this spring. Councilor Moore asked if Franklin Boulevard was a State highway. Mr. Limbird said it was and staff had been in contact with the Oregon Department of Transportation (ODOT). ODOT would prefer to wait for a referral of the annexation application. It did not equate to a jurisdictional transfer at this time, although that could be a second step the City may choose to take in conjunction or closely following the actual annexation. Similar to Main Street, the annexation could occur and ODOT would still remain owner. Councilor Brew confirmed that ODOT still maintained Franklin Boulevard. Yes. IT WAS MOVED BY COUNCILOR WYLIE WITH A SECOND BY COUNCILOR WOODROW TO ADOPT RESOLUTION NO. 2013-02. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. BUSINESS FROM THE CITY ATTORNEY Mr. Cox invited everyone to a party at their firm on Friday, February 1 at 3:30pm to celebrate Bill VanVactor’s retirement. ADJOURNMENT The meeting was adjourned 7:23 p.m. City of Springfield Council Regular Meeting Minutes January 22, 2013 Page 6 Minutes Recorder Amy Sowa ______________________ Christine L. Lundberg Mayor Attest: ____________________ City Recorder