Loading...
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 City of Springfield Council Work Session Minutes June 6,2016 Page 2 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 City of Springfield Council Work Session Minutes June 6,2016 Page 3 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. City of Springfield . Council Work Session Minutes June 6,2016 Page 4 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. City of Springfield , Council Work Session Minutes June 6,2016 Page 5 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. City of Springfield , Council Work Session Minutes June 6,2016 Page 6 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. City of Springfield Council Work Session Minutes , June 6,2016 Page 7 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