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HomeMy WebLinkAbout01/13/2015 Work SessionCity of Springfield Work Session Meeting MINUTES OF THE WORK SESSION MEETING OF THE SPRINGFIELD CITY COUNCIL HELD TUESDAY JANUARY 13, 2015 The City of Springfield Council met in a work session in the Jesse Maine. Meeting Room, 225 Fifth Street, Springfield, Oregon, on Tuesday, January 13, 2015 at 6:15 p.m., with Mayor Lundberg presiding. ATTENDANCE Present were Mayor Lundberg and Councilors VanGordon, Wylie, Moore, Woodrow and Ralston. Also present were City Manager Gino Grimaldi, Assistant City Manager Jeff Towery, City Attorney Lauren King, City Recorder Amy Sowa and members of the staff. Councilor Pishioneri was absent (excused). 1. Arts Commission Applicant Interviews/Library Advisory Board Candidate Interviews. Rob Everett, Library Director presented the staff report on these two items. In response to a news release in October 2014, the Arts Commission received four applications for three vacancies. The Arts Commission reviewed and met with all applicants during its December 9, 2014 meeting. The Arts Commission recommends that the top three candidates be interviewed by the City Council. The Arts Commission recommends that Rick Dunaven be appointed to the Arts Commission to fill the one of the vacancies left by term expirations for a full term that expires December 31, 2018. The Arts Commission recommends that Niles Schartz be re -appointed for a full term that expires December 31, 2018. The Arts Commission recommends that Wanda Seamster be appointed to the Arts Commission to complete the three year vacancy left by a resignation for a partial teen that expires December 31, 2017. The Arts Commission believes the candidates are eligible and qualified to serve on the commission. The Council is requested to interview the top three candidates tonight and appoint 3 members to the Arts Commission during the Regular Meeting on January 20, 2015. In response to a November 2014 posting the Library Advisory Board received two applications to fill the seat of two departing Board members. The Board interviewed candidates Victoria Stephens and Peter Fehrs at its December 2, 2014 meeting and is forwarding its recommendation to Council to interview them as finalists for the two open positions. The Library Advisory Board believes these candidates are eligible and qualified to serve on the board. Council is requested to review the candidate's applications and interview them prior to considering them for appointment. The Mayor and Council selected which question each would ask of the applicants for the Arts Commission: 1. Why are you interested in serving on the Arts Commission? (Mayor Lundberg) City of Springfield Council Work Session Minutes January 13, 2015 Page 2 2. Describe your professional and personal experience as it relates to your desire to become an Arts Commissioner. (Councilor Ralston) 3. Describe your familiarity with the Springfield Arts Commission's past or current community arts initiatives. (Councilor Wylie) 4. Which initiatives are you interested in working on if you are appointed as a Commissioner? (Councilor Woodrow) 5. Have you attended an Arts Commission meeting? If so, what were your impressions? (Councilor VanGordon) 6. Do you have any questions? (Mayor Lundberg) The Mayor and Council selected which question each would ask of the applicants for the Library Advisory Board: 1. Please tell us why you are interested in serving on the Library Board? (Mayor Lundberg) 2. Describe your professional and personal experience as it relates to your desire to become a Library Board member. (Councilor VanGordon) 3. What do you see as the Library's role in the community? (Councilor Wylie) 4. Are there any services or enhancements that you would like to see the Library provide? (Councilor Ralston/Councilor Moore) 5. What initiatives are you interested in pursuing as a Library Board member? (Councilor Woodrow) 6. Have you attended a Library Board meeting? If so, what were your impressions? (Councilor Moore) 7. Do you have any questions that we might answer? (Mayor Lundberg) The following applicants for the Arts Commission were interviewed: • Rick Dunaven • Niles Shartz • Wanda Seamster Mr. Dunaven thanked the Council for the downtown lights that are being installed downtown. He noted the many improvements in downtown. Mr. Shartz said as the Arts Commission became more involved in the community and take over the 2" a Friday Art Walk, they will need additional funding. City Manager Gino Grimaldi will work with Mr. Everett regarding the budget. Ms. Seamster said she would likely a have some questions for the City Attorney at some point regarding grants for the Arts Commission. Council consensus was to appoint all applicants as recommended by the Arts Commission, during the January 20, 2015 Council meeting. The following applicants for the Library Advisory Board were interviewed: • Victoria Stephens • Peter Fehrs Council consensus was to appoint both applicants as recommended by the Library Commission, during the January 20, 2015 Council meeting. They directed appointing; Peter Fehrs to the full term for four -years and Victoria Stephens to fill the remainder of the term for one-year. City of Springfield Council Work Session Minutes January 13, 2015 Page 3 Councilor Ralston had to leave the meeting at 6:50pm. He returned at approximately 7:05pm. 2. 2014 Annual Financial Report. Nathan Bell, Accounting Manager, presented the staff report on this itern. Grove, Mueller & Swank, the City's independent auditors, have completed their audit of the City's Fiscal Year 2014 CAFR and have issued their opinion thereon. Chuck Swank and Ryan Pasquarella, of Grove, Mueller & Swank, reviewed the audit process, the Independent Auditor's Report, and the City's CAFR during the work session. As a preliminary summary for the Council's information, you may note that the auditor's found no material weaknesses in the City's internal financial controls and they issued an "unmodified opinion" on the City's financial statements. This means that the City is properly accounting for its resources and using adequate financial controls to help prevent the improper use of those resources. Mr. Bell commended the staff from Grove, Mueller & Swank. Mr. Swank said Mr. Pasquarella was a new partner with the firm. Working with the City is always a professional relationship, and staff is very responsive. He reviewed the Governance Letter, which is the firm's communication to the governing body, and includes any issues found by the auditor. He said accounting for Federal grant funding was the most challenging this year. Mr. Pasquarella said although there was difficulty in extracting the information for the Federal audit, once they were able to get the information, they didn't find any noncompliance. Mr. Swank further reviewed the audit report and the things the auditor is required to investigate by the State and Federal government. Councilor Moore said the City was embarking on a new budgeting process, Priority Based Budgeting (PBB). She asked if the auditors had experienced that with other government agencies. Mr. Swank said they had not. The auditors job came at the end of the budget year and required them to look to make sure funds had been spent as they had been Mr. Duey said only two other cities were using PBB. Councilor Moore said she appreciated that the letter was addressed to the citizens of Springfield. Mr. Bell said Community Development Manager John Tamulonis wrote that letter for the audit. Mr. Swank said if someone had a question at a later date, they were welcome to contact them. Mayor Lundberg said they appreciated the report from the auditors and the good work done by staff in Finance. Mr. Swank thanked them for the opportunity to work for the City. ADJOURNMENT City of Springfield Council Work Session Minutes January 13, 2015 Page 4 The meeting was adjourned at 7:19 p.m. Minutes Recorder — Amy Sowa Christine L. Lundberg Mayor Attest: awd4w&e Amy Sow City Recorder