HomeMy WebLinkAbout06/27/2005 Work Session
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City of Springfield
Work Session Meeting
MINUTES OF THE WORK SESSION MEETING OF
THE SPRINGFIELD CITY COUNCIL HELD
MONDAY, JUNE 27,2005.
The City of Springfield council met in a work session in the Jesse Maine Room, 225 Fifth Street,
Springfield, Oregon, on Monday, June 27, 2005 at 5:30 p.m., with Mayor Leiken presiding.
ATTENDANCE
Present were Mayor Leiken and Councilors Ballew, Ralston, Fitch, Lundberg, Woodrow and
Pishioneri. Also present were City Manager Mike Kelly, Assistant City Manager Cynthia
Pappas, City Attorney Joe Leahy, Administrative Assistant Julie Wilson and members ofthe
staff.
1. Proposed Springfield Development Code (SDC) Housekeeping Amendments.
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City Planner Gary Karp presented the staff report on this item. Since the SDC was adopted in
1986, several decisions have amended the document over 60 times. The last major SDC review
and amendment was in 1993. The proposed "housekeeping" amendments generally involve the
reformatting of articles, clarifications of text and compliance with recently adopted Oregon
Revised Statutes amendments. The proposed amendments were based on two objectives: a) to
produce a document that more clearly describes and expedites the application review process,
based upon input from Planning and Public Works staff; and b) to streamline discretionary
reviews, especially those that require Type III quasi-judicial public hearing approval from the
Planning Commission and/or the Hearings Official, based upon input from the Planning
Commission. SDC interpretations are an example of this category of applications. In addition,
staff proposes two lesser review processes for applications that require Type IV legislative
approval from the City Council. Vacation of public utility easements and Minor Annexations
involving less than one acre of land that do not require an Annexation Agreement are examples
of this category of applications. The Planning Commission held a Work Session on this topic on
May 3. On May 17, 2005, staff presented the proposed SDC amendments to the Springfield
Chamber Legislative Committee. Also on May 17,2005, the Planning Commission held a
second Work Session and a Public Hearing. Staff received written comments, but no one
testified at the Public Hearing. The Planning Commission voted 7-0 to forward the proposed
SDC "housekeeping" amendments to the City Council for their consideration. A Public Hearing
is scheduled for July 18,2005, before the City Council.
Mr. Karp presented staff with the proposed Springfield Development Code (SDC) Housekeeping
Amendments. He gave a quick rundown of the changes in reducing some of the review
processes from Type III public hearing before the Planning Commission and hearings official to
Type II reviews done by staff. He gave a quick run through of the review process and the
proposed changes in the SDC.
Councilor Fitch asked if staff would still handle the hearing process if an island annexation was
less than an acre.
Staff responded that it would still need to be initiated by council.
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Councilor Ballew stated that there wouldn't be an annexation without a council referral to the
Boundary Commission.
City of Springfield
Council Work Session Minutes
June 27, 2005
Page 2
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Planning Supervisor Mel Oberst said that current policy stated that everything less than a
subdivision would be brought before council. If land could be subdivided into four or more
parcels and it was a commercial or residential development, under the commercial investor
development it was brought to council. Anything smaller was directed to allow property owners
to go directly to the Boundary Commission after they received a letter from the city staff
attesting that all services were available for their site.
Councilor Ballew stated it was odd that council didn't have judgment on when Springfield did or
did not expand its boundaries. She stated that any time the corporate boundaries of the city were
being changed, it should be council's prerogative.
Mr. Oberst said that council did have the prerogative, except for the single family parcels. In
some cases there were emergencies; therefore a process was developed to allow that to be
expedited.
The length of the process with and without bringing the matter to the council versus sending it
directly to the Boundary Commission was discussed. It was noted that only four to five of these
types of annexations have taken place and only once or twice a year an emergency situation was
handled.
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Councilor Woodrow asked about Article 3 and the type of process used for RiverBend. It was
stated that it was a Type IV and was important enough to warrant council making decisions.
Discussion was held regarding vacations of public right-of-way with the homeowner
compensating the city back and the types of vacations that go before council. Councilor
Woodrow stated he agreed with Councilors Ballew and Lundberg that if there was going to be a
change in the corporate boundary of the city, there should be some type of expedited process that
the City Council would be aware.
Councilor Pishioneri said it appeared the changes were all based on trying to make things
streamlined for council to do their jobs. He asked if the process was streamlined for the public
or for the council and whether or not it saved time and money.
Discussion was held regarding the amount of time to process a Type II application, including
time for the public hearing process, and the costs involved.
Council Pishioneri asked about additional costs when the property owner requested the expedited
process.
There were no expedited fees for annexation, just extra forms that were to be completed and a
different process which was not efficient. Some emergency situations come with Department of
Environmental Quality (DEQ) requirements to hook up to sewer and the Boundary Commission
was receptive to working with the city in those situations. The property owner would pay to
hook up to the sanitary sewer but there would be no additional encumbrances on the property
owner.
Mayor Leiken stated that working with the DEQ could be lengthy and expensive and the city was
much easier to work with comparatively.
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Councilor Ballew stated that another option was for the property owner to replace their septic
system instead of hooking up to the sewer system. She said it may not be the best choice but it
was a possibility instead of the DEQ forcing the local agencies to take care of the problem.
City of Springfield
Council Work Session Minutes
June 27, 2005
Page 3
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Mayor Leiken stated that parts of Glenwood had been neglected for a period of time and had
fallen in the city's lap, but the pump stations were not operational so they couldn't hook into a
sewer system until next year. The DEQ may have to enter in if there is a situation such as that.
He discussed whether or not those situations should all come before council or if council should
rely on the expertise of the staff to come into an emergency situation and take care of specific
situations.
Councilor Ballew said she felt that these matters, no matter how small, should all come before
council.
Councilor Ralston asked about annexation and revising current text concerning zoning,
notification of utilities and withdrawal from special service districts. He asked what an
annexation had to do with withdrawal from a special service district. He asked for examples of
the special service districts.
Mr. Karp said that Rainbow Water District was one ofthe special service districts. When a
property in north Springfield was annexed into the city, withdrawal applications from the special
service districts came before council the following calendar year. He explained the overlay
zoning in the urbanizable area and how those automatically disappear once those properties are
annexed into the city. Notification of utilities was just a notification that the property had been
annexed.
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Councilor Woodrow asked about that language in Section 3.090 which stated that the Planning
Commission or hearing official's decision would be the city's final decision unless appealed.
He asked if it was standard that the appeal was given fifteen days after the approval.
Mr. Karp stated that once the application was approved, the property owner could go on their
own to start construction at their own risk, knowing that through the public hearing process there
was an appeal period. That had been city policy for as long as he knew.
Mr. Karp referred to Attachment III included in the agenda packet, which included a discussion
of some solar access standards. He said the city had three types of solar access standards. He
described each. Staff contended that the solar protection for building height could be taken care
of through the building permit process and staff was proposing to delete the land division solar
standards.
Mr. Oberst added that the Planning Commission had a lengthy discussion on this and they could
not come to an agreement on whether or not it should be adopted as a private housekeeping
amendment on their motion. The Planning Commission chose to forward the housekeeping
amendments to council because they were policy decisions.
Councilor Lundberg asked for clarification.
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Mr. Karp stated that the other two solar access standards, the one on the building permits and the
protection from the neighbor's tree, would still be in the code. This was only in the land division
partitions and subdivisions and only applied to developers who develop subdivisions. This
would relieve the property owner of having the burden of addressing this platting standard for
solar and would give them more flexibility. The solar issue would be applied after the
subdivision was approved and platted and the building permits came in. It would then be looked
City of Springfield
Council Work Session Minutes
June 27, 2005
Page 4
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at regarding siting of the house so the walls of the house don't shade the neighbor's house
leaving solar access.
Councilor Ralston commented that the taller the house the more problems it was going to have as
far as shading. He discussed the direction of the shade.
Mayor Leiken stated this actually gave more choices and was better situated for a flat land
development rather than a hillside.
Mr. Oberst said that this came up at the Planning Commission meeting. If council would like the
Planning Commission to discuss and analyze this further, it could be brought back at a later date.
Councilor Ralston said he was not in favor of deleting the whole regulation.
Councilor Lundberg stated that it was only being deleted in one place, and was still in affect by
the time it got to the building permit process. Even though it was out in terms of the permit, that
same development was still going to have to meet the standards in some way, shape or form.
Mayor Leiken asked if staff had talked with the building development community that actually
builds in Springfield and not surrounding communities. He asked if this was a suggestion from
the building community.
Mr. Oberst said it hadn't been a suggestion that had been brought to the attention ofthe planning
department by the building community.
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Councilor Fitch suggested staff bring something back on Article 6 for council to review with the
history for the last couple of years regarding what had been looked at regarding this standard.
She did not want to hold up the housekeeping.
Councilor Pi,shioneri asked about lot density requirements.
Mr. Karp explained.
2. City Manager Recruitment Work Session with Bob Murray of Bob Murray & Associates.
Human Resources Director Bill Spiry presented the staff report on this item. During this work
session Bob Murray will work with council to develop the profile desired for the next City
Manager and discuss other aspects of the recruitment process.
This work session follows interviews between Bob Murray and individual Councilors regarding
councilor desired expectations and characteristics for the next City Manager. Mr. Murray will
review the results of these interviews, with the objective of reaching Council consensus
regarding the key desired profile characteristics. The results of this work will establish the
foundation upon which the City Manager recruitment strategy will be designed and carried out
by Bob Murray & Associates.
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Other topics to be discussed with Mr. Murray during this session may include:
· Recruitment timeline and schedule, including duration of posting & advertising
campaign, and targeted dates for interviews and selection;
· Council's wishes regarding review of applications;
· Selection criteria;
City of Springfield
Council Work Session Minutes
June 27, 2005
Page 5
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. Preliminary discussion regarding City Manager compensation and benefits.
Mr. Murray will also interview current City Manager Mike Kelly, and meet with members of the
City's Executive Team for additional information relating to this search.
Following this on-site work Mr. Murray will complete drafts of the recruitment advertising
materials and marketing brochure which will then be reviewed by council for fmal comment and
approval. The formal recruitment campaign will then kick off sometime in early to mid July.
Mr. Spiry introduced Bob Murray. Mr. Murray thanked the council for his appointment as the
search fIrm for the new City Manager.
Mr. Murray said he had the opportunity to meet with council members. Interviews conducted
were to identify challenges, opportunities, personal challenges, background and other areas
important in the selection process.
Mr. Murray discussed issues and opportunities. One of the things clear was the value council
and residents place on quality of life in the community. The community was in transition from a
small to a larger community, but did not want to sacrifice the small town feel as it grew. There
was a need to insure quality of development that occurred. Controlled, intelligent growth was
important, as well as family wage jobs. There were areas that needed attention and development.
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Mr. Murray said the interviews also confirmed the importance and impact of the urban growth
boundary (UGB), a positive working relationship with TEAM Springfield partners and
intergovernmental relations. Springfield also faced fiscal constraints. The growing diversity in
the community was important. Council leadership in the community was also important.
Mr. Murray noted that personal characteristics were important. The new City Manager needed to
be an effective translator of council policy. The individual needed to be a skilled manager. As a
leader, this person needed to earn respect and also have the ability to view the organization, its
operations and improve suggestions on improvement. Change does not have to be made just for
the sake of change. The person needed to be an effective listener and someone that had a
collaborative style. They needed to have a sense of vision, not their vision but working with
council to carry out and facilitate the council vision. The annual goal setting helped to identify
council vision.
Mr. Murray discussed other important qualities of a new City Manager including a person
accountable as well as thoughtful, a person that understood distinction between council role and
staffs execution of duties, and an individual with strong experience in municipal government,
budget, finance, economic development and capital projects. He said that someone with
experience as a city manager or experience as a department head should be considered. He said
there was an expectation for a bachelor's degree. A master's degree was desirable but not
required.
Compensation was also discussed. There could be some flexibility to pay a little less and have
room for advancement. If a person was not already located here it was discussed that moving
expenses could be considered. Severance pay was also discussed.
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The above comments were a summary of discussion held with the Mayor and council during
interviews.
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Council Work Session Minutes
June 27, 2005
Page 6
Mr. Murray discussed the process. Mr. Murray said the draft recruitment brochure was the next
item they would provide to council.
The closing date for the recruitment could be August 31. At that time resumes should have been
received. Mr. Murray said within one and a half weeks of closing, resumes could be provided to
council.
In terms of the final recruitment process, there was a recommendation that the community be
hosted to meet and greet with the council to share any expectations they might have of the next
City Manager. This would be helpful to the council.
The opportunity for residents to meet candidates or participate in the process was discussed. The
council should interview the short list of finalist and narrow that group to two or three
individuals. A week or so following that process, council could host a reception for a meet and
greet of the two or three candidates. Comment cards could be completed by those that attend the
meet and greet.
Council could invite community members to participate on the interview panel. Council could
possibly select nine to ten individuals. This group could provide the strengths and weaknesses
they see in the potential candidates. A good fit for the community was also important.
The logistics and profile were summarized and the Mayor and council were asked ifthere were
any questions.
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A councilor asked about defmition of the community forum and which portions were included in
Mr. Murray's scope of responsibility.
Mr. Murray said he would work with Human Resources. Community panel assistance was
something Mr. Murray would assist with and for the times when Mr. Murray was not on site, he
would be coordinating with Human Resources.
Mr. Spiry said the contract provided that Mr. Murray be on site for a specific number of sessions.
The various schedules to have candidates on site were discussed. For example, if some
candidates were already on site, they may have appointments scheduled during the day and
possibly later that evening or on two consecutive days.
Discussion was held regarding site visits in case one of the final candidates was not internal. An
offer of employment could be made contingent upon a site visit. By conducting site visits the
word gets out that the candidate is a top candidate in the process. Preliminary reference work or
onsite visits might be conducted at the point council may consider a strong finalist candidate.
Mr. Murray said he would conduct some background checks on the top final candidates.
A councilor said because this was an important process, it was important to identify very
qualified people. Decisions do not need to be made quickly, and options should remain open. It
was important to take time to make this important decision.
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A councilor suggested some onsite employees, such as Community Development Manager John
Tamulonis, be available to host or provide community tours of the area to these individuals.
These things will help the potential candidate become more familiar with the community.
City of Springfield
Council Work Session Minutes
June 27,2005
Page 7
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The idea of having interview panels including community groups, department heads, council,
and unions would provide a wide range of feedback. TEAM Springfield would be a good
participant also. The Mayor and council agreed upon TEAM Springfield representatives
including the chief administrative officer (CAO) or chief elected official (CEO), not the entire
TEAM Springfield group. Discussion was held regarding including the Springfield Chamber of
Commerce and Lane Transit District (LTD) because council would be looking for additional
feedback from other groups. Inviting some of these individuals to a more informal session might
work well.
An informal comment card scenario could work well. Possibly meet and greet and complete
comment cards.
Discussion was held regarding the process depending on the number of applicants
Mr. Murray said it was typical to receive fifty applicants.
Councilor Ralston shared information regarding the process for the Lane Regional Air Pollution
Authority (LRAP A) recruitment. Approximately fifteen applicants were received and it was
narrowed down quickly.
Mayor Leiken said receiving fifty applicants for this position seemed on target.
Mr. Spiry said information will be provided to council on July 11.
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Mr. Murray said depending on the deadline dates for the publication, the council may not see the
advertisement in fmal form on July 11 but it would contain all the information and
characteristics noted by council.
Mr. Spiry said the information could be emailed for distribution. It was suggested that the
subcommittee review the brochure. It could then be brought before council for a fmal approval.
A subcommittee meeting was schedule on July 5 for this purpose.
Mr. Spiry said he and Mr. Murray would work with the subcommittee to draft the panel
information and other directives. During an executive session, council wouid see a list of
candidates.
Mr. Murray would report back to the council regarding recommendations in early October.
Interviews could be set around October 14 and 21. Council asked for a draft outline of the
schedule discussed today along with details, understanding dates may change slightly.
Councilor Fitch may have a conflict with a possible executive session scheduled. If possible she
may participate via conference call.
ADJOURNMENT
The meeting was adjourned at 6:50 pm.
Minutes Recorders -Trudy Borrevik and Julie Wilson
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Council Work Session Minutes
June 27,2005
Page 8
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Attest:
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Amy So
City Recorder
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