HomeMy WebLinkAbout06/06/2016 Work Session City of Springfield
Work Session Meeting
MINUTES OF THE WORK SESSION MEETING OF
THE SPRINGFIELD CITY COUNCIL HELD
MONDAY JUNE 6,2016
The City of Springfield Council met in a work session in the Jesse Maine Meeting Room,225 Fifth
Street, Springfield, Oregon, on Monday June 6, 2016 at 6:00 p.m.,with Mayor Lundberg presiding.
ATTENDANCE
Present were Mayor Lundberg and Councilors VanGordon, Wylie, Moore,Ralston,and Pishioneri.
Also present were City Manager Gino Grimaldi,City Attorney Mary Bridget Smith, City Recorder
Amy Sowa and members of the staff.
Councilor Woodrow was absent(excused).
1. City Manager Compensation 2016.
Greta Utecht,Human Resources Director,presented the staff report on this item.
According to City Manager Gino Grimaldi's employment contract, each February the City's Human
Resources Department will average the percentages from four different index sources to determine
what, if any, amount of salary or cost of living adjustment to recommend to the City Council. In
addition,Human Resources staff completed a survey of comparable agencies. Results of the survey
and the average of the indices are attached and reflect the justification for a 3% salary adjustment for
Mr. Grimaldi.
The following table lists the indices used, and their overall average.
Portland-Salem CPI-W for 2015 1.1
Social Security Cost of Living Adjustment 2015 0
Public Administrators National Index 2015 3.1
Western&Oregon Officers/Executives 2015 3.2
Average: 2.02%
Currently,Mr. Grimaldi's total compensation package is 3.70%below the average of comparable
agencies with no geographic differential calculations applied. (Geographic differential factors help us
compare the cost of labor in another community or region and have been used in other recent market
surveys, specifically those prepared for non-Union, SEIU, IAFF and AFSCME employee groups.)
When the geographic differential factors are applied,Mr. Grimaldi's total compensation package is
approximately.94%below average. If a 3.0% adjustment were made to his salary, it would result in a
base salary of$157,959 and an overall increase of$5,260. Based on the attached compensation
survey,that adjustment would put his total compensation approximately.78%below average without
geographic factoring and 1.90%above average with the geographic factors applied. Assuming any
adjustment would be implemented June 1, retroactive costs to November 1, 2015 would be $2,718 for
a 3%adjustment.
The City Manager recently received a very favorable performance review from the City Council and
from those who report directly to him. In addition, he has re-structured the City Manager's Office to
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better reflect and respond to the Council's goals. As a result of the reorganization, Mr. Grimaldi will
have more direct reports, and more direct oversight of City-wide operations. Given the financial
analysis, combined with his excellent performance evaluation and greater work load expectations, staff
recommends a 3% salary increase.
Councilor Moore asked when the 2% increase took effect.
Ms. Utecht said it took effect November 2014. This increase is being proposed to be retroactive
November 2015.
Councilor Moore said she wasn't comfortable having this listed on the agenda as if the Council had
already approved the 3% increase. She would recommend the 3% increase be effective July 1,2016
when the new responsibilities begin.
Councilor Ralston said it has nothing to do with his performance, but he didn't like the data presented
and didn't care about what happens in other places. They need to look at Springfield's budget. He
acknowledged that Mr. Grimaldi went years without getting a raise, but he is not supportive of giving
another pay raise after one year.
Councilor VanGordon asked about the reorganization and the number of reports.
Ms.Utecht said Mr. Grimaldi currently has 8 reports and that would increase to 12 reports.
Councilor VanGordon said he was comfortable making the 3% increase retroactive to November
2015. He has similar concerns about the budget, but wants to make sure they can keep and retain good
talent. If we don't continue to make sure the salary is appropriate,there would be a time when they
would need to increase a lot in order to attract another person after Mr. Grimaldi retires.
Councilor Wylie asked how long he went without a raise.
Ms.Utecht said between 2006-2009. He received a 2% increase in 2009,and not another one until
2013.
Councilor Wylie said the Council needs to be responsible as the group that overseers this part of the
organization. They need to make sure their employee is properly compensated. One of the worst things
she has seen is when a good loyal person retires and the new person that is hired is paid substantially
more. It is because the organization was not taking proper care of the other employee. She is
supportive of the 3% increase and feels it should be retroactive. With the reorganization,he will be
even busier.
Councilor Pishioneri said with the exception of Oregon City, cities that have slightly higher
populations than Springfield's like Albany, Corvallis,Grants Pass, Lake Oswego, and Medford,have
wages below what they are considering for Mr. Grimaldi. This recommended wage shows that our
City Manager is worth more to us than in those other towns. Springfield produces more with less,and
is doing well under Gino's guidance. At this figure,they could hire someone else at a lower rate and
still attract a quality candidate. He is supportive of the 3% increase, and is fine with it being effective
either back to November 1,2016 or July 1, 2016.
Ms. Utecht said Medford has an interim City Manager so the data is from last year. It is unclear
whether or not they will be able to hire someone in at that level. To replace Mr. Grimaldi's position at
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or below what he is receiving now will be dependent on what the Council wants at that point.
Someone new to the business could come in at a lower rate. If they want to find someone with years of
experience,knowledge, and community impact they will likely have to at least as much.
Councilor Ralston said Portland area cities have large companies that pay well and provide high tax
bases. He is tired of being compared to those cities. It comes down to what we can afford or not
afford.
Ms. Utecht said they do take the difference in the cost of living and economics in the Portland area
into account and make the modification.
Mayor Lundberg said she knew Mr. Grimaldi was going to have more responsibility with the
elimination of the Assistant City Manager position. The City Manager personally makes phone calls
and researches topics of concern.Rearranging how the City Manager's Office is set up and that will
mean more work for Mr. Grimaldi. In looking at his peers in this area,he is not overpaid. If she were
voting, she would vote for the 3% increase and make it retroactive. She would like to have his future
evaluations tied to the goals set this year, with a report from him on how those were accomplished.
The salary is then based on him reaching those goals. She feels comfortable with the raise as the
responsibility level is increasing.
Councilor Moore said the salary for the City Manager in Eugene is higher, but he is also involved in
things our City Manager is not. She will support the recommendation,but would like to have it
removed from the Consent Calendar and voted on separately. It is no reflection on Gino's
performance. She is very happy with his work.
2. Initiate Amendments to the Eugene-Springfield Metropolitan Area Public Facilities and Services
Plan (PFSP),Concurrent Amendment of the Eugene-Springfield Metropolitan Area General Plan
(Metro Plan), and Amendments to the Glenwood Refinement Plan and Springfield Development
Code(SDC),for EWEB Water Intake and Treatment Facilities in Glenwood.
Phil Farrington, Senior Planner,presented the staff report on this item. He introduced Wally
McCullough(Water Engineering Supervisor), Laura Farthing(Senior Water Engineer)and Jeannine
Parisi(Community and Local Government Outreach Coordinator)from EWEB who were present to
answer technical questions.
Eugene Water&Electric Board(EWEB)plans to construct a water intake,treatment facility and
associated improvements in Glenwood that requires amendments to the PFSP Project list and Map, as
adopted into the Metro Plan, and corresponding changes to the Glenwood Refinement Plan and
Springfield Development Code to allow the proposed water facilities at the locations selected by
EWEB.
EWEB's planned water intake and treatment facility requires several land use applications including
annexation, Site Plan Review, and zoning overlay development approvals, in addition to all of the
various amendments described above under Item Title and Issue Statement. The PFSP amendments
will add the new facilities to the project list and map as required by state law. Statewide Planning Goal
11 requires that local governments have a"public facilities plan"for areas within the UGB describing
the water,wastewater,and stormwater facilities necessary to support the land uses designated in their
comprehensive plan. Public Facilities and Services Plan amendments must meet participation
provisions of PFSP Chapter VI, as well as the approval criteria for Metro Plan and refinement plan
amendments in SDC 5.14-100 and 5.6-100,respectively.
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Initiation of a PFSP and Metro Plan amendment is solely by formal action of one of the governing
bodies subject to the Metro Plan. As the property is located within Springfield's urban growth
boundary and the other associated land use applications, including annexation,will be processed by
the City of Springfield, it is appropriate for the Springfield City Council to initiate these amendments.
Initiation is undertaken without bias or commitment to a specific outcome, including any subsequent
appeals. EWEB will produce the required land use applications and supporting materials and has
already conferred with the City of Eugene and Lane County about the proposed water intake and
treatment facility. After initiating and once the applications for Plan and Code amendments are
submitted,review packages will be forwarded to the planning commissions of the respective agencies
for recommendations to Springfield,Eugene and Lane County elected officials for a final decision on
the PFSP and Metro Plan amendments. Springfield and Lane County elected officials are responsible
for final decision on proposed Glenwood Refinement Plan and SDC amendments.
Mr.Farrington presented a power point and distributed maps to the Council which noted the location
of the proposed water intake. This project is being contemplated because EWEB relies solely on the
McKenzie River as their only water source.As a single source,there is a great deal of risks. Some of
those risks include natural disasters,equipment failure, spills in the river, and the ability to take the
facility offline for maintenance. There are currently interties between SUB and EWEB and this would
provide another intertie.EWEB has looked at other sites for this facility in Eugene,but there were
limitations with capacity. The new river intake site being proposed was purchased by EWEB from
Wildish. The intake facility is being proposed to be submerged. He displayed a photo showing another
location of an intake that was submerged and not visible. He noted the site of the new intake and
treatment plant. EWEB is in the process of acquiring property up the hillside from a private property
owner.All properties are all outside Springfield city limits,but adjacent. The proposed treatment plan
site was selected for the following reasons: proximity to intake site; proximity to existing 24"water
transmission mains; location above floodway; and the site meets the size needs. Predesign work is
started,but EWEB will wait until they get authorization to initiate amendments is received before
moving forward. The site will potentially include the following: administration and water quality lab
building;treatment facilities; chemical storage and feed building; settling ponds and drying beds;
reservoir; and finished water pump station.The preliminary design should be ready by 2016, final
design and permitting in 2017-2019, construction 2019-2021, and plant in operation in 2022.
This facility is considered a high impact public utility facility which requires being put on maps and
tables that are in the PFSP.An amendments to the PFSP is also a Metro Plan amendment,which
requires initiation by one of the three participating jurisdictions under the Metro Plan.There are some
locational specifics that would require amendments to certain text of the Glenwood Refinement Plan
that would allow a high impact public utility facility to be located within the Phase 1 area, as well as
amendments to the text of the plan district element of the Springfield Development Code.
Amendments to the two latter documents only need approval from the Springfield Council and Lane
County Board of Commissioners,while the Metro Plan would require approval by all three
jurisdictions. Staff would schedule joint meetings with all three jurisdictions; first with the Planning
Commissions and then with the councils and board. Initiation by the City does not imply support.
Other site plan use approvals would be decided solely by the Springfield City Council.
Councilor Wylie said the treatment site looked like it was on the hillside.
Mr. Farrington said they would build on top of the hill.
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Councilor Ralston asked how much water they would take out.
Mr.McCullough said about 20M gallons per day.
Councilor Ralston said it sounds like this project is already moving forward. He is concerned about the
federal guidelines Springfield must follow regarding water quality and temperature. The more water
removed from the river,the higher the temperature will be and the more Springfield has to do to cool
the water. He owns property on the McKenzie River so understands the value of water rights.
Mayor Lundberg asked if EWEB had the water rights for the Willamette River.
Mr. Farrington said EWEB has acquired water rights transferred from further down the Willamette
River to its current location.
Ms. Parisi said this water right would be a minority of the water that is taken into the Eugene system
as the McKenzie River will always be the primary water source. The average McKenzie River use is
about 60M gallons per day. Water source protection is a big piece of the work EWEB does on the
McKenzie River and are currently in discussions with the Metropolitan Wastewater Management
Commission(MWMC)about doing a shade project to help get shade credits on the Willamette River
to deal with the temperature issue. EWEB will be a good partner to protect the Willamette River in
regards to water quality and temperature control.
Mr.McCullough said the new plan would include pulling water from the Willamette River so less
would be pulled from the McKenzie River,making the downstream quantity no different.
Councilor Moore asked if they had looked into the mobile home park septic system that is located
across the river from this proposed site. She would be concerned with having an intake in that area as
there could be contaminants going into the ground in that area. As public use,there would no benefit
to the City. She asked if they could consider having a park or something there along the river at that
location that could be a benefit. There should be some benefit to Springfield.
Mr. Farrington said there are proposals for a path that would go along the river allowing access. The
pumping facility would be inboard, and not along the river.
Councilor VanGordon said they are only being asked to approve starting the process.
Mr. Farrington said this could be initiated by any of the three jurisdictions. Since Springfield would be
the review body for all of the site specific plans and amendments, and the property is within
Springfield's planning jurisdiction, it made sense for Springfield to initiate.
Councilor VanGordon said there would be plenty of opportunity to provide input and direction on the
project as it moved through the process. He was fine initiating the amendments.
Councilor Pishioneri said the City doesn't own the property and EWEB owns the water rights so there
are not any decisions at this time. He doesn't see any big issues. He is a huge supporter and advocate
for citizen access to public lands, but is also acutely aware of protecting our infrastructure. There is a
balance.
Mr.McCullough said EWEB didn't own the property yet. They are just starting the process.
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Councilor Pishioneri said there is a flat piece of vacant property on the north side of the river and west
of I-5.He asked if it was public land.
Mr. Farrington said it is the site of the old dump and the boundaries of that property are quite
extensive. There are some serious water quality problems in that area. The proposed site has better
water quality.
Councilor Pishioneri said taking water out of the river will affect the height of the river and the
temperature. He assumed an extensive study would be done of the thermal impact.
Mr.McCullough said water rights have very strict regulations with minimum instream flows. The
amount they would take out is about 1 '/z% of those instream flows.He explained the cubic feet per
second.
Mayor Lundberg said this would only be initiation of the process,but there are a lot of questions. She
doesn't want to be seen as the initiating agency if things are not clear. She asked what would have to
be changed in the Glenwood Refinement Plan. She is not clearly seeing a benefit for Springfield to
initiate the process. It would be an important change to the landscape of the river. She would like to be
able to explain why Springfield is the initiating agency and the basics of the facility. She was glad to
see the facility would be submerged instead of sticking up out of the river. She would suggest that
Springfield not initiate, or wait until they get more detailed information about what they are initiating
before moving forward.
Councilor Wylie said she would like a lot more information on the impact of pulling that amount of
water out of the river per day.
Mayor Lundberg said EWEB relied on the McKenzie River as their only source of water and this
would provide another option.
Mr. McCullough said it would be a redundant source in case something happens with their
transmission lines, etc. Both EWEB and SUB are back-up for each other.
Councilor Pishioneri said this is at the entryway into Glenwood and he is concerned about how it will
look when entering Springfield.
Mr. McCullough said most of the facility would likely be on the slope at the top so the water would
flow downhill.
Councilor Ralston said he thinks they will use this facility for more than just backup. He will ask the
McKenzie Watershed Council their thoughts. He would like to know if this would affect the FEMA
maps.
Mayor Lundberg asked about what other sites were considered.
Council said they would like this to come back with more information for their consideration to
initiate.
Mr. Farrington said EWEB may not have gone to the expense to get some of the information until they
had more certainty it could move forward.
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Mayor Lundberg said it can be general information with high level drawings.
Mr. Grimaldi said they would pull this from tonight's regular meeting and get more information to
answer Council's questions.
ADJOURNMENT
The meeting was adjourned at 6:55 p.m.
Minutes Recorder—Amy Sowa
c:Z72;77
Christine L.Lundberg
Mayor
Attest:
Amy Sowd
City Recorder