HomeMy WebLinkAbout10/24/2016 Work Session City of Springfield
Work Session Meeting
MINUTES OF THE WORK.SESSION MEETING OF
THE SPRINGFIELD CITY COUNCIL HELD
MONDAY OCTOBER 24, 2016
The City of Springfield Council met in a work session in the Jesse Maine Meeting Room, 225 Fifth
Street, Springfield, Oregon, on Monday October 24,2016 at 5:30 p.m.,with Mayor Lundberg
presiding.
ATTENDANCE
Present were Mayor Lundberg and Councilors VanGordon, Wylie,Moore,Ralston,Woodrow and
Pishioneri(6:00pm). Also present were City Manager Gino Grimaldi, City Attorney Mary Bridget
Smith,City Recorder Amy Sowa and members of the staff.
1. Joint Historic Commission Meeting.
Mark McCafferey,Planner,presented the staff report on this item.
City Council Operating Procedures Section N 6.4 states that Commission member liaisons are
responsible for making an annual report of the Commission's activities to the City Council. This
meeting fulfills that requirement.
In 2009,the City Council and Springfield Historic Commission established a new schedule for
communication to better align Commission activities with Council goals and other City initiatives,
resulting in biennial joint work sessions. During the last biennial joint work session in October 2014,
the Commission presented the findings of a community survey on Historic Preservation and initiated a
conversation regarding observed limitations of Springfield's Historic Overlay District in ensuring
efficient and effective implementation of the City's historic preservation policies. For this year's joint
work session,the Commission will share findings from a recent reconnaissance level survey focusing
on structures outside of the Washburne District that were constructed prior to 1915.
The Historic Commission applies for Certified Local Government grant funding from the State
Historic Preservation Office to support its activities and matches that financial support with in-kind
staff and volunteer time. The Historic Commission applied for and received $12,000 in grant funds to
support its activities from April 2016-August 2017. The Commission will share with the Council the
work items the grant will fund, including but not limited to continued research and documentation of
the lumber industry history and related resources of the City.
Mr.McCafferey said tonight they would be reviewing the Reconnaissance Survey, which was an
assessment of properties outside the Washburne Historic District.The other item in the agenda packet
which they may not discuss in detail is the Lumber Heritage Context Statement. This statement
analyzes the importance of the lumber industry since the 1850's and how the industry evolved over
time.As part of the new grant,the Historic Commission would continue the work done by a consultant
from 1900's-1970's.
The following Commission members introduced themselves: Tim Hilton is the current chair and has
been on the commission for 6 years;and Bruce Berg who has served on the commission for two years.
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Mr. Hilton presented a power point and discussed the Springfield Selective Reconnaissance Level
Survey(RLS). He said that he and former Historic Commission member Kerry Barbera conducted a
survey of historic structures built in 1915 or earlier that were located in the Springfield urban growth
boundary(UGB). This was done to familiarize themselves with the oldest historical resources in the
City.The objectives of this survey were:
• To establish complete&accurate list of all Springfield's extant historic resources dating 1915
&older.
• To identify known sites of demolished resources that were essential in Springfield's early
development.
• To document resources not identified on previous surveys,&update information for those
already on record
• To identify resources eligible for individual listing or multiple property submission on
National Register or on City's Historic Landmark Inventory.
Mr.Hilton referred to several maps and photos used during this survey. There are three parts to an
RLS: data; written report;and mapping.There were marry resource types as part of the survey
including final residential structures, graveyards, early bridges, and parks. The statistics for the report
included the condition of the sites or if they had been demolished.The most represented style category
was the Victorian Era style.
Mr. Hilton said properties from 1966 and prior are considered historic. There is a lot of emphasis now
to look at the 1965 end rather than the late 1800's end of the spectrum.They want to proceed, but
there are still some of the very oldest resources still standing. He referred to a photo of the Williams
Stevens House(1851)and church addition on 450 Game Farm Road. Williams Stevens was the first
settler in Springfield.The home has been lost, but the form is still there.Other early properties
included the Frederick L. Gray house(1861),the Thurston-Dorris-Briggs house(1872-1874),the
Campbell House(1873), and the Adkins House(1870's).They also foundrediscovered treasures such
as the Mountain States Power Co(1900) located at S 7t' Street and Millrace,a house at 130 F Street
(1872)which may be part of the John Kelly legacy,the Seever-Baugh House(1889), the Picket-Tillet
House(1890),the Bruno Vitus House(1890),the McPhereson/Johnson House(1905),a farmstead on
Anderson Lane(1910),and the Brabham Barn(1910). He referred to photos of places that were no
longer still standing such as the Brattain-Hadley House, Hayden/Marcola Bridge, Springfield Flour
Mills, Streetcar Bridge,and Old Deadmond Ferry. Some Domes were demolished after they were
surveyed.
Mr. Hilton reviewed the recommendations from the survey:
• Conduct additional RLS, ILS&archeological surveys.
• Multiple Property Submission NRHP(i.e.farmhouses, mill cottages).
• Develop additional context statements.
• Seek grant assistance through SHPO&other sources to help fund above activities&to help
fund costs of application fees for listing historic structures on City Historic Landmark
Inventory.
• Continue partnership with the University of Oregon's HP Program.
• Seek professional-level assistance from Historic Preservation Consultants.
• Continue GIS mapping of Historic Sites,Features and Elements in the Urban Landscape, and
further integration of SHPO database into the City's property database.
Mr. Hilton discussed the Intensive Level Survey for either the N`HR(National Historic Registry)
listing or Local Conservation.listing. In years past,old homestead houses were not slated to be saved,
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October 24,2016
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but that has changed in recent years.He displayed photos of other homes in Springfield that could be
surveyed and saved.He noted three buildings designed by Architect John Hunzicker: the Oddfellows
Building,The WOW Hall,and the Seavey Building/Bell Theater.
Mr.Hilton spoke regarding cemeteries and noted that Springfield has two good Victorian cemeteries:
Laurel Grove and Mt. Vernon.He displayed photos on the Springfield Fannhouse Multiple Listing
including: Thurston-Dorris-Briggs House; Frederick L. Gray House,the house at 130 F Street,
Anderson Lane Farmstead;Koppe House; Cockerline Drive;Rice House; Brabharn Farm House; Scott
House; Bruno Vitus House;Tucker-Barnet House; Simmons House;Picket-Tillet House;
McPhereson-Johnson House; and Seever-Baugh House.
Mr. Hilton discussed the recommendations for further RLS include:
1. Resurvey Washburne Historic District Including Accessory Structures
2. Survey Mill Sites and Related Industrial and Commercial Resources Identified in the `Lumber
Heritage Context Statement'
3. Further Study of"Decommissioned"Resources for Remnants and Archeology
• Historic Wagon Bridge between S.D Street and East 19`h Ave.
• Streetcar Bridge at S.A Street and S. Mill Street
• Spring Site at 195 B Street
+ Pioneer Cemetery at S.C Street
• Deadmond Ferry Crossing
« Historic Springfield Millpond,Between S Mill Street and S. 2'd Street
• Historic Springfield Lumber Mill and Grist Mill
« Historic Springfield Hospital, 100 Block of Main Street
• Scott's Lumber Mill
• Scott's Millrace
Councilor Ralston said his home was originally built in 1910 on the old Police building site,and was
moved to the current location in the 1940's. It is an interesting story with unique building materials.
Mr. Hilton said that house was part of their survey.
Mayor Lundberg said their list of recommendation is long. The City is currently doing a lot regarding
the City's background in the timber history and looking at Advanced Wood Products. She read
through the lumber heritage which goes back very far. Having some of that identified would be
helpful. While in Washington DC, she saw the parking structure proposed for Glenwood and made of
cross laminated timber(CLT)was on display on a piece of CLT at the National Building Museum. We
have national recognition for our lumber heritage. She would like to have that lumber heritage added
to the survey and something that celebrates our lumber history.
Mr. Hilton said the context statement was written during the same time the survey was done.They
realized there were a lot of overlaps and are ready to do further work on the lumber heritage context
statement. There are two clear periods in lumber heritage that will come up in the continuation of the
context statement.
Councilor Woodrow said she is fascinated by this presentation. She asked how they can use this
information and get it out to the community.
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Mr. Hilton agreed and said they don't want to lose the past.He noted that 95% of settlement era
resources in the State of Oregon are gone and if things continue on the same path, a similar loss of
resources will occur.The loss of those buildings is a loss of our heritage and it's important we try to
save those resources now.
Mr. Berg said they could provide a link to this presentation as a way to make it accessible to the
community.
Mr. Hilton said they did an exhibit at the Museum a couple of years ago.The Museum and Springfield
Chamber of Commerce have the visual displays that were used.
Councilor VanGordon said the information is great. Accessibility is the issue to get the information
out to the community, and to figure out how to make the historic statements come alive to the public.
Perhaps a short video could work. He noted a brief artifacts video presented by British Broadcasting
Company(BBC). We need to preserve our resources,but also tell our story.
Mr. Berg said they aren't able to put anything on the webpage due to some issues with the website.
Mr. Hilton saidthe only way to find things on the website is to know the exact name of a property.
The information is there,but difficult to find.
Mr. Berg said he would like to take on the project of a web friendly site,but needs the City's help. It
would be great to tie some of this together and make it more concise with links to videos or
summaries.
Mr. Hilton said they could partner with local agencies that they work with such as Willamalane,
Springfield Utility Board(SUB),and Lane Transit District(LTD). It is currently beyond their
capabilities.There are so many other pressing issues that everything has had to take a back seat.
Councilor Wylie said we need people to buy the buildings and restore there. She asked if there were
grants for restoration.There needs to be information for the public to know what they need to do with
historic homes.
Mr. Hilton said they do have workshops for window restoration and give advice for many other topics
regarding historic home repair/remodel. The Historic Commission can fund improvement projects and
help with expenses for listing of eligible properties. They would need to come up with a system for
applications.Once homeowners identify the need,the Commission could meet the need.
Councilor Woodrow said there is a lot of information in the packet. She referred to the pamphlet used
for the walking tour of the Washburne District. If they got to the point of having the expertise and
resources, she would like to see them create a downloadable tour that could be used with a
SmartPhone or iPad with information and locations of the historic sites.
Mr. Hilton said for the realization of a project like that, it would take partnerships.He noted that some
communities have a commitment to historic preservation. As an example,when he does a project in
Astoria,he is always asked if it is a historic building. He doesn't see that culture in Springfield yet.
Councilor VanGordon asked if they could have staff look at the website and figure out the issues.
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Mayor Lundberg said there are two things—the website and funding. She suggested the Commission
put together something in terms of priorities and the funding needed,they could present it to the
Budget Committee. She would like to look more at the timber heritage. Identifying all of the historic
places and getting them on an app would be great.
Mr.Grimaldi said right now departments are in the process of looking at what to invest in during the
next budget. Staff could include this request in an issue paper to the Budget Committee.
Mr.Berg asked if planning staff had a protocol when people come to do work on their place. It seems
that many people aren't aware that their home is a historic home.
Mr.Hilton said the Washburne District is well mapped,but not all areas.
Councilor Pishioneri noted the site on the City's webpage for the Historic Commission.
Ms. Spickard said the Information Technology(IT)Department has been updating the infrastructure
and working with a consultant to launch a new website platform as the current one is very outdated.
They can't launch the new website until the internal infrastructure piece is finished.
Mayor Lundberg said to wait on the Historic Commission website until that is complete.
2. Fiscal Health Financial Policy Updates.
Bob Duey, Finance Director,presented the staff report on this item.
Beginning in 2015,the Finance Department asked Council to review and update the City's major
financial policies as a step in the process to more accurately assess and respond to the City's overall
fiscal health. Three of these policies have been updated and adopted to date. Three additional policies
will be presented at this time for Council review with a subsequent recommendation for final adoption.
For just the last few years,a recovery has been underway for Springfield in many areas and it is now
the right time to develop a long-range financial plan. The Building Fund and the Ambulance Fund
have both been able to build their ending cash reserves back up to the level that would meet at least the
minimum standards in our recently adopted Reserve Policy. The Street Fund is on the ballot in
November to provide additional resources for our maintenance program,the Fire Levy is in its first
year of a new 5-year levy, and the Police Levy is in the fourth year of its 5-year levy. The decision to
renew the Police Levy and at what rate will need to be reviewed no later than next spring.
The three policies already adopted are the Reserve Policy, Revenue Policy,and Accounting,Audit and
Financial Reporting Policy. The three policies being presented this evening are Long Range Financial
Planning Policy,Expenditure Policy,and Investment Policy. Mr. Duey referred to a chart showing
taxable value from FYI projected through FY20 and described the figures on the chart. Staff wants
to make sure the right things are in place to make the budget healthy and help it stay healthy through
hard times. He discussed some of the factors that have affected property taxes over the years.An
analysis will be done with the County Assessor's off ice.in the near fixture.
Councilor Moore said the assessor is out looking at properties and some values may change.
Mr. Duey said that is correct,they are reassessing.He is pleased to see this going forward.
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Councilor Pishioneri asked about cell towers adding significant value to commercial properties and if
that was captured in the assessments.
Ms. Spickard said the property owners have to report to the assessor's office when a cell tower is
added. The value of the land and the value of the cell tower would be taxed.
Mr.Duey referred to a chart regarding the General Fund and noted that the City had done a good job
over the last several years. He reviewed in more details.With the new market based salaries,personnel
costs will be less constant. He reviewed the Long-Range Financial Policy,Expenditure Policy and
Investment Policy and gave a brief description of each. They are holding off on the Capital
Improvement Program since new policies have been put into place regarding that process and they
want to give engineering staff time to adjust to those changes.
Councilor VanGordon said often the graphs presented show 7-10 years,but the plan indicates 3-5
years.He asked if future presentations would only show 3-5 years.
Mr. Duey said there could be longer term views on some presentations,but most would be 3-5 years.
Councilor VanGordon asked what"seek to obtain and maintain"meant under the section on long-term
structural balance.
Mr. Duey said it was making sure they were balancing short-term and long-term goals. It's important
to look at both.
Mr.Grimaldi said an example would be using reserves to balance the budget for the short-term,which
could be detrimental in the long-term.
Mr.Duey spoke regarding the Expenditure Policy.This one is intended to recognize that expenditures
need to be managed more than just by following state statute, Some examples include looking for the
best prices possible and getting quotes even if not required. Look for best prices possible. A good
sourcing policy may cut expenditures by 10%. Staff is asking Council to give us their expectations
and hold them accountable.
Councilor Moore said her concern is that if we outsource,we look at local as much as possible.
Mr.Duey said they can't always use local for outsourcing.
Councilor Moore said she would like a policy to use local if available.
Mr. Duey said that would take a different policy.
Ms. Smith said that could cause an issue with public contracting laws.
Discussion was held regarding public contracting laws under state statute for different services.
Mr. Duey said this policy says to do even more within those guidelines. Mr. Duey spoke regarding the
Investment Policy. There are not a lot of changes, but has more detail about the internal processes.
Mayor Lundberg asked who served as the investment officer.
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Mr. Duey said he was the investment officer as the finance Director. Some cities had investment staff
The Investment Policy stays with the following: safety and diversity is foremost,adequate liquidity is
second, and yield is third. This policy also addresses ethics or conflicts of interest. The City has the
ability to use the State investment pool and we do use that for some of our investments. He explained
in more detail about the City's investments in the State investment pool.
Councilor'Wylie asked if he had someone who advised him.
Mr. Duey said he works with three brokers on a regular basis. The City doesn't have an active
investment portfolio. Generally,when an investment is made, it is for 18 months.He generally looks
for the best yield,tied with the required cash flow. One of the changes in the Investment Policy is to
go out or more than 18 months. This policy has to be approved by the State board and then will be
brought back to the Council for adoption. Tonight,he is looking for feedback from Council on the
other two policies.
Councilor Pishioneri said he is impressed with the policies and they make a lot of sense to him.He
supports longer term investments. He also likes the way the State balances how much can be invested
in each area. He felt this is smart investment.
Councilor Moore asked if the City's self-funded health insurance would qualify as an investment.
Mr.Duey said it would. Any reserves held by the self-insurance program are rolled into that
investment portfolio.They are treated the same as any other reserves in tlae City. This policy does not
cover retirement funds.The City does have a City retirement plan for police officers hired prior to
1996. Those funds are managed separately. All of the changes have been made on that plan to make it
more manageable.
Mayor Lundberg said Council is happy with the policies presented.
ADJOURNMENT
The meeting was adjourned at 6:57 p.m.
Minutes Recorder—Amy Sowa
a
Christine L. Lundberg
Mayor
Attest:
Amy Sovu
City Recorder