HomeMy WebLinkAbout01/23/2017 Work Session ,riiir%/ riiiiiii/l/l///�////„LG/`G/
City of Aurin freld
Work Session Meeting
l"wl NUTF (tl '.1:"HE WORK ESSION MEETING OF
°pTIF SPRING FIELD CITY T Y C"OUNC IL HELD
MONDAY AY JA,N GARY 7 > 2017
The City of Springfield Council met in a work session in theJesse Maine Meeting Room, 22,5 Fifth
Street, Springfield, Oregon, our Monday January ,2017 at 51-30 p.m., with Mayor Lundberg
presiding,
ATTENDANCE
Present were Mayor Lundberg and Councilors " anGordon, Wylie, Moore, Stoehr, Woodrow and
fwishioncri., Also present were City Manager Gino Grimaldi, City Attorney Mary Bridget Srnith,City
Recorder Amy owa and members of"the staff
I, Public Library Needs,Assessment of Services and Programmatic Facility Design_.Phase T.
Rob Everett, library Director, presented)the;staff'report on this item.
lv'l:r. Everett said lie believes in a dural approach to meeting library service needs in our communit'v,
The first is to make thins better now; From the quality and quantity of their progra arming through
dramatically increasing their grant and private fund raising„capacity to their continuing expansion of
open hours, the library staff has worked Bili ently towards achieving this goal. The second is to make
a better fixture: if we are to remain relevant in this community, they need to prove forward.,Tonight:,s
discussion is about ensuring that better future for the Library and the community it serves. For the past.
few months, they have embarked on a Library Needs Assessment prQject that strived to evaluate both
internally and externally the librar-y service needs.
Following a competitive RFP process in June of 01 to ` "lee City of Springfield retained the services of
)µFA,architects Interiors to conduct phase, p of a,Library Needs Assessment and Programmatic
Library Facility ;Design project, along with their-colleague, library consultant)Fenny Hummel, FFA
has not only a regional, but also a national reputation for this kind of evaluation and design process.
Pro ect principal Troy Ainsworth has worked on pr jects as large as the restoration ofmthe Central
Library in Multnomah County, branch libraries in Boise, 11), Vancouver, )AIA and communities all
across the northwest. Ile has been with FFA for 23 years, Library Designer and lwr'(Ject Manager
Brenda Katz brings a wealth of library planning and design experience to the table, In addition, design
architect Karl Veli and technology corrsulltant Lucien tress also contributed to the success of this
preiject out were not in attendance tonight., Mr. Everett introduced 1'w'+ls. T luninue.l and noted her
extensive background with libraries,
Mr, Ainsworth provided a summary,of the report, Project goals iIncluded, community stewardship;
image;children;teens; staf 1, urban design,,technology; and looking heyoncl. Ile briefly discussed each
.
goal. Library trends were also outlined which, included areas in the library as gathering spaces,creative
spaces, points of'service, access (()technology and multi®rruedia. l-le explained those uses and the
benefits of each.
Ms. Hurnmell .said the goal is to look at different threads of'data to try to understand what the needs of
the community are in relationship to the kind's of services the library offers. The first:aspect is to look.
at demographic data. Her reale is to look at this information with a fresh set of"eyes. They looked at
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Chy of Springfield
Council ncillWork, Session Minutes
Ja:r w ry 23, 20 17
Page
both census data and data frcrmn the school district to see what makes Springfield unique. They found.
there is a relativOy high percentage of Latinos(about 12%of the population and ?2�"/a�ofthose
attending school). ..1.°he percentage of Springfield residents with a bachelor's degrees or higher is just
over half of that,in Lane County, Oregon and the. United "Mates. This indicates that'there are
opportunities here to provide continuing education andjob :supmp ort. They developed time pr'ograrn.
looking at a projected popwulat:ion in 2841 of 77,119 which is based on current parcIlections.
Councilor Woodrow asked flow relevant is the education level in a community like ours that;has aa.
highly skilled workforce that.doesn"t include degrees. She asked, where those types ol"certifications
and skills fall in this steady.
Ms. Hummel said that while there are many people in the community that are highly skilled in their
jabs,there. are fuer ofthenm that have had access to higher education.. They are looking for the
opportunities and what 'people want to take:advantage of, The Library could provide computer training
for people, or resources that help People who are changing jobs,
Library Manager Emily David said many jobs rewire ongoing training and education. Most of that i
online and not everyone has ac-cess to computers or interrnet at home. The Library can provide that:
service.
Ms. Lia,rnarnel said seven meetings were held with staff„comranmuurity mernbers, elected officials and
others to help develop the report. In general,people love their library and want:to keep it here, They
also Ilu.oked at library hest practices which includes a methodology. These include finding out how
much shelving is needed, scatting,technology, study areas needed, meeting rooms needed,etc. This
library provides e®resources as well as paper bm oc ks. Maaintaining,both ofthose in this librar-y, will be
very important, Both the size of time collection and technology will grow in this library. Meeting
rooms and study rooms will be added„ inose seating, comfortable seating,age appropriate spaces for
children and teens,
lwmfs. 1 Lurrammacl said tire:key tlmerncs they lmcaud fr°uwrma the ccmuma.rxmuraity were accessibility, welcoming,
comfortable, include a.cuff efcafd space, multi-use space,:being safe and secure. Peoplewant the
library to be open and light.
Ms. Hunm:nmell discussed technology what the library has now and what is needed for the future. She
explained the updates and inmprovernents needed.
Councilor Moore said her concern is keeping the cornputers updated. She asked if this plan included
p p can plug in their 0uwwra
areas where the ."it 'dem�esn t need to provide the mhrteursckaua , lwamt where people
device,
Ms. f lummrmcl sau.id they are looking at both capacities.
MS. Kati reviewed figures on a spreadsheet regarding time breakdown of spaces,collections, staff areas
and building support areas, She explained best practices for scating in each area. The recommendation
was for 56,442 tkuW building gross square Beet. She referred to 'a.slide showing the building site
options and described each and how the Library would be configured in each. "I:'he designs are created
to allow for aller-hours entrance for nacetira,g rooms, with the actual library closed cuff: She described
the pros and corns of each option.
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City of Springfieki
Council Work Session Minutes
January 23, 2117
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Councilor lwishio neri said lie knew money was spent oil this and $47,000 would be needed for phase
H. Citi'len groups had provided input, but they are only those that support the Library. Fie wanted to
know what the general public thinks as we look forward t:tn spending'$27M or$28M, and whether or
not we should proceed.
Mr, Everett said so far the City,hasn't invested money; it has all conne through rruoncy raised. Moving
forward they can look at alternatives For paying for the second phase. Tile second phase would help
then to get a rnnore precise nurnber and description that,they can present to the community..
Councilor lrishioneri said before he can get behind the project, lie wants to see how the citizens feel,. If
the public thinks we should go forward with this project, he call support,it, l fe noted that building on
Site F would cause Lis to lose about 58 parking spaces, \which would be a con. off, new library would
cause increased activity downtown and losing parking,spaces would be a problenn. They would have
the same problem with the other site near the Museurnn. F-le is not in favor ofdoing anything or
investing further in City, flail due to the condition ofthe building, I le noted that there are other
agencies that provide training and job skills ser we don't meed to spend taxpayer dollar's on redundant
ser^wrices. He asked if they haat looked at the need for increasing the space for paper books with tine
growth of technology. He said it is a great project, but lie,needs more answers.
Councilor Moore said it would be wonderful to site tine Library downtown, but she wondered if they,
had looked at other options.
Mr. Everett saidthis is a high level look wwith some hypothetical situations. Over the years, lie has
thought of the trade-offs between siting the Library further cast in town, as apposed to rernairning in
the downtown core. Doing so,the I...,ibrary°doesn't act as the economic driver as it does downitowrn.
Councilor Moore asked about the demograpbics ofwho uses the library`. She would like to see that,
information. She was also concerned about the parking spaces being lost and asked about underground'
parking. She felt it unlade sense to eunstruct with option E or B. She asked about the possibility of a.
private/public building'use. If”they used two stories for the Library, they could build a third story for
private company offices..
Mr, Everett said they would approach thatconcept if they agreed to move forward.
Councilor Moore said it makes sense to see where the,general public is on this project. She is very
supportive.
Mr. Everett said he understands tire, need to have the cornnnnunut , behind this for Council'to he behind
it. He feels wvith tine phases they are going through, they will get to that:point:. He did nota that about
1,9,0001 Springfield citizens have library cards and they are]not required to do so.
Councilor a i(ior°doun said lie is supportive of going forward with Phase ll as it will hells to answer
many of Councilor Pishioneri's questions. They need to be able tca refine the numbers before going out
to public. In his opinion, the /B hybrid is out. Partnerships are the key, and good point's have been.
made about partnerships with the school district and workforce partnership, ''fere are moving to a more
globalized ed community and we need to have these resources to gret, workers ready, Fle is skeptical
about underground parking dire to tine expense. Be feels they need the building to move forward with,
the community. This looks good and lie is looking forward to the next round.
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City of Springfield
Council Work Session Minutes
January 23,017
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Councilor Wylie said she is excited about this [)rqpier;:t and the report looks good. She has been
supportive of the library over the last 10 years, has wvatc;hed them struggle with low resources,yet
they are very popular and the Library is wrell, used.. It is as nralor draw to downtown, She suggested
they look at Monroe and the beautiful library thein snaall community built with coininunity°support.
She feels we have as lust of support from those who use the Library and that's our biggest selling paint,.
She appreciates the costof underground parking, but thought, it tnight be a good idea. Springfield has
a large Latino population sus there should be a nod to the Hispaaniic,ctaniniunity,and our technology.
They are transitioning and the library is as cultural transition point. 'wwa'e should consider that when
planning to give as hand to the Cultural change.
Councilor Woodrow said she would like to go for-ward on :Phase 11. She is inclined to support partes E
and C", but is concerned about the loss of the mural on the Emerald ,art Center building. She loves the
idea of the cultural block of the ail center and Library. She also likes the idea.of tire Southwest corner
being made into something new. We do have a good Latino response to the progrfuns and Our
librarians who are doing an amazing job providing services. It's important to do Phase lI in order to
show the public something they can respond to.
Councilor Stoehr asked if anyone had reached out to the owner of the lot. Mr. Everett responded that
they had not at this time. Councilor Stoehr noted the f'l'oor Plans showing the bottom floor dedicated to
raaeeting rooms,offices,and restrooms. The thing the Iibraryr has gotten right at its current location is
the display of reconunendation.s and books that Beard People into the stacks of more books. That is
sometbing retailers do right.. Because Springfield has less formal education than many of Lane
County, it is even more imperative that young people are exposed to books. He prefers paper books.
Mayor Lundberg said she,is line going forward with Phase Ill in order to get the information needed to
decide on how to move forward. She prefers sites E and B and likes the: idea ofa downtown hbraty,.
(Councilor Woodrow noted that those:were her Preferences as well) It is the glue that holds the
cone-nunity together with other c-entral services. She doesn"t wwrant to lose the;neural and would like to
protect it:or incorporate it into the building somehow, perhaps as a wall with glass over it. '111ey need
to get through the next please to get more accurate figures,
Councilor Pishioaeri said lie preferred site E over B because of the location of"the parking lot which
draws people in. He would like to see options or ideas o;fhoww to find replacenr,ent parking spaces for
those that won Id be Ios,t.
Mr. Everett said lie will come back for another work session on this topic with answers to sortie of the
questions, The Council could then narrow their choice to one site to carTyr into]'base 11.
2. Cottarrauaaity fi.yevelolraiierrt llloek(rrarat(C I)BC%)FY 18 ,Vocation ]Process(C:orrtiruued)..
Erin Fifield, Community Development Analyst, presented the staffreport on this item.
Ms. Fifield said she was here to continue the discussion held with Council On llaanuary 3, 2017
regarding.the CD,BG allocation process fi)r FYI 8.. The City receives an annual allocation for activities
to use for cornrraunity development and affordable housing for low to moderate incorne persons in the
coraarrarrrait;y. Each year, in Larder to receive these funds,the City receives an annual allocation from
Housing and Urban Development(1.11. DY The City then develops their One Year Action plate
(OY AP). The strategies,that the City with Eugene has identified in the Five-Year Consolidated .Plat)
are guiding how we direct the activities. Part ofthae packet includes responses to questions Council
had during their last discussion.
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City of Springfield
Council Work Session, N inuutes
January 23,20'I'7
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Ms. Fifield reviewed the C.DI; (a estimated revenues. Some activities have not moved forward or have
not potentially moved forward in a timely manner that they want to create the rnost flexibility for.
ARC and NE DCO had micreaenterpri.se programs. ";[`hat is money that is coining back for reallocation.
Glenwood Place is Mill unclear based on the Federal waiver request. rhe, City,could still taut money
towards Glenwood Place ifCouncil chose, but they wanted to allow the most flexibility to use the
funds set had included it in the estimated revenues. Site reviewed potential expenditures which
included funds retained to support existing pro rams. hen putting this forward for the public
hearing,,Council will need to determine the allocations including„the additional $i 25,000. '17 he
Community Development Advisory Committee(CDAQ reconinte:n ation is to increase the supply of
affordable housing through acquisition ($225 l)OO)and possibly through Requests for Proposals(l"C.FP)
for non-profits($1, 18,000).
Councilor Moore asked if they could move the $100,000 from the RFP column to land acquisition if
an opportunity carne along..
Nls, Fifield said it can be moved, but they may have different federal guidelines on funds. She
explained the process, including ftniher public comment.
Councilor Pishiloneri said he likes how it aligns. He spoke regau:rding,the lock-eruct crime prrrgrant and
HUD rules around that program. l le doesn't want to see:that program go away due to funding issues as
it is very important. Fl:e asked if there was a way to move C BG funds from the rehabilitation
categerry to back f ol'l the program as needed.
1"v9Cs. Fifield said Borne would qualify under the ho ne repair pro rarn. They have about $ (:)00
allocated, and generally`use;about$1200 a year.
Councilor Pishioneri said he:Nv'ants to make sure that program is Protected,
Councilor Woodrow said site felt the lode-snit prem ram could easily fall under the emergency home
repair qualifications due to the circurnstances of need. The program is run by a volunteer group
through the Police Depatirnent:.
Councilor Wylie said it looks like a good allocation. She is hoping; we can track what gets funded and
how much, so they have that data front year to yeaur. She asked how many homes were included in the
40,000 for borne downpayntent assistance,
Ms. Fifield said under C:"Df G guidelines the City can ofTer cup to$7000 for part of the downpayntent
plus eligible closing,costs. The arnouunt has varied for the last 6 loans, with sortie being;as little as
00440tlGl. They have helped between severe and ten people.
Councilor VanGordon said the allocations look gamed, but he Would like to hold of'f"on the RFP for
landhanking. He Would also like to look further into the affordable housing piece. Ile is open to using
a hybrid approach fuer the Fnaer envy° Home epai.r fragrant such as uusing General Fund dollars for
small repairs to reduce the administrative and staff time needed.
Councilor Woodrow agreedwith that approach, She would rather have the$100,000 from the f .FP put.
into affordable housing, She would like to finish the affiardahle housing strategy discussion before
they fro out for an R.IT. Affordable housing has at priority(saver going out for the RFP.
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Council Work Session Minutes
Janunary 23,20 17
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Councilor Wylie said shex vvante d to keep in rnind that nnany non-profits rely on t~.'DBG funds to
complete their important projects. She wwould like to he responsive to the needs of the non-profit
ccmonrrnnurn ity.
Councilor Pishieroneri said he is very aware of the concerns brought forward by Councilor Wylie. l4e
likes the idea of being able to respond to requests freounn rnenn-preofits if a prqjieet ceornnes up. Fle suggested
reducing the a.unneount in the RFP category, but not eliminating itunless they have the flexibility to
move it:back,
M's. Fifield said part a:of'the draft and the plan that staff would be turning into 1-TUT , explains how the
City wants to use the funds. 'Fhe process, in how tlne City wants to do that is a to the City. In the past,,
we have used the RFP to help develop our strategy. She gave an example. Council has the discretion to
save the RFP for later. The plan needs to pet to the strate ny in April or May that the Council wants to
follow, 'The RFP could ceorne later. The tricky pain is that we have tinnelinness of using funds. °T'he RFP
helps identify projects that are ready to go, so waiting could be a bit of ganible.
Mayor Lundberg said she would advocate for the $l t1h,0010 increase for affordable housing,and could
possibly put out an lt.FP for affordable housing. `rhe City has agreed to prioritize homeless children
and fannilies„and affordable housing is needed to address that. We already have a population of
children and families that are being;served by Catholic and C oirr.rnnunity Services(CCS). lwu ene takes
single folks and Springfield takes children and families, She has talked with the School Superintendent
who o is willing to have the discussion about how to address the need, A strategy is needed for how we
can go,about doing that. She wveould like to keep the funds in the affordable housing category and frocus
on rather projects such as rehab heousi:nng,which helps nnaintain our existinng,housing stock. 4ou+"e also
need to address getting the word out about Our programs to seniors for heornne repair. 'T'hey need to get
their strategy in place first, and then go out:forthe RFP. ShewjList returned from a trilo visiting
ceonnpanies that build innovative affordable housing. "There are hots eofpeossibilities for whatwe could'
den and be innovative in buildi;ng,affordable housing.
Ms. Fifield said 1"r om their ceornnments, it sounds like Option A would be the one they,could publish for
connnne nt:. Anyone in the ce-ornn unity can submit caonnrnernts about that option, and apublic hearing will
be held at the CDAC nnecting,. The f DAC will then make a recommendation to the Council biased on
those cconnnnents.
Mr. Stoehr said FJACSA had requested funds fuor Glenwood Place. He asked if any,funds had been.
earmarked fuer that project.
Ms. Fifield said currently°that is part eof"the $598,000 figure.ure. art.sof the anticipated prior year
resources does include the $81,500 that was allocated to IIACSA for land acquisition. Tf flACS .
deternnines they are ready to nnrove forward and Meets the HUD deadlines, it is an option to fall their
request. That wouldJust rnearl the $325,0010 amount would be less.
Mayor Lundberg said the letter frcorn HACSA is very confusing. She asked feor clarification,
Ms. Fifield said HACSA is still cenrnnnnutted. She introduced the developer wwrlueo was in audience, There
have been a lot of changes with HUD as ww°el,l, and the two funding streanns of HOME E and CDBG.
Eugene has taken the,lead to conduct the Environmental Assessinent (EA), and we are requesting a
waiver to HUD regarding sonne regulatory violations, They,have determined there is not a negative
environmental impact to this site if they move forward with this project. They are asking I IUD to
concur with that detenninat.iaon, The estimate is that:by July or August they hope to,get the approval to
City of Springfield
Council Work Session Minaates
Januarys 23,2017
Page 7
proceed firom HUD. .A:[.than p oint,the City won Id discuss'whether or,not the paruuject'wras ready to
proceed and if the funds are available. If the funds for this project can be drawn down in the newt year,
she would be supportive of using the funds for this project. If it\vas going to he beyond this year-, she
would try to find land a.different way and put the funds into the FY 19 plan.
Mayor Lundberg said HACSA had several projects in the pipeline so she wvill personally he watching
how this piroJect nio es forward.
Councilor r toehr said lie beard fi°arra several rrren,lbers of t ae l Juu-rare Services Commission p'1-lSQ that
they are underfunded in terries rafdelivery and aiprpilies. He would like to see any type of discretionary
funds directed tar HSC
Mayor'Lundberg said that would need to go through the Budget Committee.
Ms. Fifield said she will move forward with publishing Option <A and will keep Council updated.
ADJOURNMENT
MENT
The meeting was adjuurned at 6.5' lr.rn.
Minutes Recorder— ,Amyx Sou ww°aa
C"hristine L Lundberg
Mayor
,Attest:
Amy ' rrwwa
City Recorder