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HomeMy WebLinkAboutItem 04 Council MinutesAGENDA ITEM SUMMARY Meeting Date: 4/3/2017 Meeting Type: Regular Meeting Staff Contact/Dept.: Amy Sowa Staff Phone No: 541-726-3700 Estimated Time: Consent Calendar S P R I N G F I E L D C I T Y C O U N C I L Council Goals: Mandate ITEM TITLE: COUNCIL MINUTES ACTION REQUESTED: By motion, approval of the attached minutes. ISSUE STATEMENT: The attached minutes are submitted for Council approval. ATTACHMENTS: Minutes: a. March 6, 2017 – Work Session b. March 6, 2017 – Regular Meeting c. March 13, 2017 – Work Session d. March 20, 2017 – Work Session DISCUSSION/ FINANCIAL IMPACT: None. City of Springfield Work Session Meeting MINUTES OF THE WORK SESSION MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY MARCH 6, 2017 The City of Springfield Council met in a work session in the Jesse Maine Meeting Room, 225 Fifth Street, Springfield, Oregon, on Monday March 6, 2017 at 6:00 p.m., with Mayor Lundberg presiding. ATTENDANCE Present were Mayor Lundberg and Councilors VanGordon, Moore, Stoehr, Woodrow and Pishioneri. Also present were City Manager Gino Grimaldi, City Attorney Mary Bridget Smith, City Recorder Amy Sowa and members of the staff. Councilor Wylie was absent (excused). 1. City-wide Work Plan / Strategic Initiatives. Gino Grimaldi, City Manager, presented the staff report on this item. The Mayor and City Council and staff have set in to motion a variety of strategic initiatives related to the existing City Council Goals. This is an opportunity to discuss and review the initiatives that will require policy decisions by the Mayor and Council in approximately the next 18 months. In the next 18 months the Mayor and City Council will be making a number of policy decisions that will have a positive impact the community and the citizens of Springfield. The efforts of the organization are driven by the City Council Goals. The strategic initiatives describe some of the actions that will be taken to implement the City Council Goals. Several of the strategic initiatives will require funding decisions during the upcoming discussions regarding the FY 18 budget. Mr. Grimaldi said in looking at the list of initiatives the Council started, he can easily say that this Council will probably have the most significant impact on the community than past Councils to shape the future of our community. Tonight’s presentation is organized by department. The initiatives have been related to a Council goal. There are also Policy Decisions, but they are not asking Council to make those decisions tonight. Staff wants to make sure these are the initiatives the Council remembers putting forth. If they want to change or add anything, this is a good opportunity to do that. He provided an overview of each department. City Managers’ Office – Council directed staff to focus more on economic development and legislative affairs, which brought about a reconfiguration of staff work in the City Manager’s Office (CMO). The CMO is now fully staffed and the Council will see more efforts in the Downtown area, and also more work at the State level. One of the key issues is discussion about the urban renewal districts and the potential to renew those and extend the time period. When those were first set, the recession hit and slowed the growth at the beginning. It may take longer to achieve the plan originally set up. City of Springfield Council Work Session Minutes March 6, 2017 Page 2 Councilor Pishioneri said it makes sense to renew the urban renewal districts now rather than waiting until they expire. Councilor VanGordon agreed. There are a lot of things the Council will be asking voters about in the near future. He is very supportive of the artwork as an economic development tool. He has enjoyed seeing information about how to tour Springfield and view the art, and the benefit from the art. City Attorney Mary Bridget Smith said it would depend on what type of change they wanted for the urban renewal district whether it would need to go to the voters or could be a Council or Springfield Economic Development Agency (SEDA) action. Councilor Moore said she appreciated the work being done on diversity and inclusion. She wants to be kept more informed on what is going on with that committee. She is in favor of updating the website and communication online. She would like to get more information out to community members. Councilor Woodrow said she would also like to see renewal of the urban renewal district come forward. She supported the arts projects with the option of partnership and grants. It is enlivening all of Springfield. People are now looking to see how they can be a part of it. She fully supports the CLT and CTE and considers it a priority. Mayor Lundberg asked about the 2018-2019 art project. Legislative and Public Affairs Manager Niel Laudati said they are still in discussions with the holder of the trademark. Mr. Grimaldi said staff will have discussions with the Council before selecting anything. Mayor Lundberg said consensus is to renew the urban renewal districts. She asked why the Diversity Committee was moved to the City Manager’s Office from Human Resources. She liked it in Human Resources and it seemed to be a good fit. The City Manager’s Office has a lot of other things they are working on. Mr. Grimaldi said they felt the Diversity Committee should be the responsibility of the whole organization. The committee is a high functioning group and doesn’t take a lot of staffing. Mr. Laudati said both the City Manager’s Office and Human Resources staff the committee, and Human Resources is very involved. Mr. Grimaldi spoke regarding the Police Department and that discussions with Council would begin soon regarding the Police levy. Another big project is the body cameras. The City is taking a very systematic approach and making steady progress. Hiring and recruitment remains a critical issue. The number of applicants for the Police Department is down significantly, which is a nationwide trend. The City needs to find ways to recruit enough high quality applicants. Councilor Pishioneri asked if line staff was still pushing back on the body cameras. Chief Lewis and Mr. Grimaldi confirmed that the union was now comfortable with the project. Mr. Grimaldi said it is a budget discussion whether or not to move forward. There is a significant cost for the storage, maintenance and management of the system. City of Springfield Council Work Session Minutes March 6, 2017 Page 3 Chief Lewis said costs would be about $150,000-$160,000, including the body cameras and staffing to manage the program. Councilor Pishioneri said he thought the Council was interested in moving forward with this and would like to know the implementation date. Mr. Grimaldi said we will know once the budget is finalized. It will be a decision of the Budget Committee and Council. Councilor Pishioneri said he wants to make sure the City Attorney’s Office is involved in the policies for housing female inmates. He noted that we have options (with Lane County) until the end of June so there is no need to rush. He asked if there was a committee reviewing the policies. Mr. Grimaldi said the City Attorney’s Office was currently reviewing the policies. Chief Lewis said a committee reviewed the policies before sending them to the City Attorney. Councilor Pishioneri said he would like the information regarding the committee shared so he could see if there are any areas for comment. He recalled discussions about recruiting for Police Officers out of state. He wanted to make sure they were not focusing on out-of-state recruitment. Mr. Grimaldi said the City was not focusing on out-of-state recruitments. Councilor VanGordon said training and recruiting strategies seem to be needed for nearly all departments. He suggested putting recruiting strategies under one area for all positions as an organization. Councilor Woodrow asked if the vendor for the cameras would include the storage, or if it would be separate. Chief Lewis said most of them include the storage. Councilor Woodrow asked what was involved in getting the Explorer Program back. Chief Lewis said the department had looked at it and done quite a bit of work. It will take some staff time and they are looking at it as a long-term solution. They hope to do it next year when their staffing is back up. Councilor Woodrow said the sooner they could get it started the better. Councilor Stoehr asked if the full time employee overseeing the body camera program will perform ongoing monitoring of the cameras all at once. Chief Lewis said we won’t have that capability. Councilor Stoehr asked what the employee would be doing. Chief Lewis said maintaining cameras, downloading footage for the prosecutors and public records request. He noted that for public records requests, the facial recognition needs to be removed, which City of Springfield Council Work Session Minutes March 6, 2017 Page 4 takes a lot of time. If they find it doesn’t take a full time employee, they will use that staff person in the property evidence room half time. Councilor Moore said she had talked with some citizens about using the officers at the high schools to do outreach to recruit applicants. She suggested they look for diverse populations to contact. Chief Lewis said they do encourage the School Resource Officers (SROs) to identify those students that might be a good candidate as an officer. Councilor Pishioneri said the Explorer Program is very important and he hopes they can bring it forward soon and fine a couple of officers that will volunteer to run the program. He said he started in the Explorer Program. He asked how many dash cameras the department had. Chief Lewis said we have one dash camera. Councilor Pishioneri said the dash cameras are less expensive than the body cameras and suggested adding more dash cameras in the interim until body cameras could go into place. Chief Lewis said the dash cameras are about $5000 each, but they don’t have as much tape time and won’t video when out of range. He thinks they are far enough along to go with the body cameras. Councilor Pishioneri said body cameras can have issues regarding the perspective depending on where they are worn on the officer. Dash cameras give a bigger picture and are a good supplement. He would like the cost of dash cameras brought to the Budget Committee discussion on this. Council agreed they would like those costs. Mr. Grimaldi spoke regarding Human Resources and noted that recruitment was also listed here. Managing health insurance costs is another topic for this department. They are hoping that partnering with the Springfield School District on the Wellness Clinic will be helpful. Councilor VanGordon said the clinic is great, but he would like to see creative solutions to continue to reduce costs. Mr. Grimaldi said the new Human Resources Director, Chaim Hertz, sees things with a new set of eyes. He also has the perspective of the private sector which is helpful. Councilor Stoehr asked about the expanded services in the Wellness Clinic. Mr. Grimaldi said they currently have a nurse practitioner who can provide prescription services, can manage some chronic issues, and perform wellness checks. It is a time saver for employees. He gave an example of a situation where he wasn’t sure what was wrong with him and the nurse practitioner was able to provide direction for follow-up treatment. Mayor Lundberg asked if there were classes through the Wellness Clinic. Mr. Hertz said the Wellness Clinic has been focused on providing immediate care at affordable rates. Councilor VanGordon suggested looking into YouTube classes or presentations for employees. He will send some links to the City Manager. City of Springfield Council Work Session Minutes March 6, 2017 Page 5 Mr. Grimaldi said some of the focus for Finance includes key performance indicators and long term fiscal health. Councilor Woodrow asked if staff could bring the multi-year plan check-ins to the Council. She felt the key performance indicators needed extra eyes, and wanted to know how they would do that. Mr. Grimaldi said during next week’s work session, staff will ask the Council what level of involvement they want in developing parts of the Strategic Plan. The first time, Council involvement was limited which he felt was a mistake. He would recommend the Council is more involved so they are connected with the plan. Mr. Grimaldi spoke regarding the Library and noted that facilities is a big issue. The Library is also looking at doing a strategic plan. Mr. Everett said it has not been done since he started here nine years ago, and there have been a number of new employees providing the service. He has seen the City evolve in terms of the strategic initiatives and goals, and feels there needs to be a better alignment between Library service and the overall City Council goals and strategies. Mr. Grimaldi spoke regarding Development and Public Works. Some of the things going on in that department include coordinating Main Street safety and the EmX study; affordable housing strategy; update of the Development Code; Downtown design standards; UGB possible appeals and additional work to make the area development ready; traffic issues in Gateway; Franklin Boulevard; Virginia-Daisy bikeway; and Downtown lighting. The County wants to develop property in Goshen as an industrial site which will require providing sewage treatment. One of the options is whether or not it should connect to the Metropolitan Wastewater Management Commission (MWMC) treatment plant. Discussion was held regarding the process when Coburg wanted to connect to MWMC. Councilor Moore asked if the line would connect through Springfield. Mr. Grimaldi said it would connect in Glenwood. Councilor Moore asked if it would increase cost to our users. Mr. Grimaldi said if it is done properly, it could be beneficial. He explained the policy decisions that could affect the costs. Councilor Pishioneri asked if there was someone designated to continue to look how traffic is evolving and moving on our current system based on future development. Ms. Spickard said a group of traffic engineers who monitor and look at where adjustments are needed. Councilor Pishioneri said as they change signalization, it affects traffic. He asked if the existing poles are strong enough to hold the updated signals with additional lights. He asked if the City has plans to improve those poles. He noted a pole at the intersection of 18th and Olympic that appears too weak to extend the light out for the protected left turn. He asked if there was a list of things that need to be changed out. City of Springfield Council Work Session Minutes March 6, 2017 Page 6 Tom Boyatt, Community Relations Manager for Transportation, said they are hoping to apply for signal software and hardware through the Congestion Mitigation and Air Quality (CMAQ) funds to look at whole corridors to reduce congestion and have a positive impact on air quality. The City hasn’t been able to invest much to this point and our signal hardware is outdated. Councilor Pishioneri said the traffic in Springfield is getting heavier. Ms. Spickard said staff is working with a very old software system. Councilor Moore asked if they knew a start date on the Oregon Department of Transportation (ODOT) ARTS Program. Mr. Boyatt said the next thing on the calendar is meeting with the Main Street Governance Team to talk about the interrelationship with the transit study and the safety piece. Mr. Grimaldi said although that is a start date, improvements are likely three to four years out. It is a land use process. The challenge is to see how we can move it along quickly, and how to bring EmX and the ARTS Program together. Mr. Grimaldi spoke regarding the Fire Department. They are looking to revisit the discussion about relocating Fire Station #4 currently located on 5th Street to a location closer to downtown. The locations of the other fire stations are good and we no longer need the site the City purchased on 57th Street for service to the Jasper Natron area. It appears the Cahoots funding will continue through June 2019, which is good news for the City. We will continue to track that in case something changes. Councilor Woodrow asked if the City would continue to work towards the model outlined in the agenda packet even if Cahoots funding continues. Fire Chief Zaludek said when they evaluated whether or not that model could be managed by Fire staff, it was not easily answered. The Cahoots team is very specialized with a high level of mental health, including masters degrees and high level clinical vocations. The department was not well positioned with present staffing to deliver that level of service and would have to go outside to post for that type of position and team them up with someone in their organization. Fortunately, they now have until 2019 to find a path towards taking on that program. Councilor Woodrow said she would be curious to see the comparison in cost and time involved between the two models. The specialized personnel would be of higher level of care and assessment, which could refine the process and be less costly. Having Cahoots for longer is great; they are a great asset for the community. Councilor VanGordon referred to Internet Protocol Alerting and felt it was a good investment. Once implemented, he would like a memo showing the value of the system. He asked how the department would use the extra time saved with this system. He would also like to see the non-tangible benefits such as how it could save lives or produce better outcomes for patients. Chief Zaludek said the time savings doesn’t impact every instance, but gives the department a better response time. The department is held to the Health Advisory Committee (HAC) requirements to meet timelines for medical responses to keep our ambulance service area. He will get additional information. City of Springfield Council Work Session Minutes March 6, 2017 Page 7 Councilor VanGordon said a couple of bullet points will be sufficient. He referred to the fire station relocation and said he has a lot of questions about that topic. If we are moving the station, there needs to be a big benefit to the community. If everything goes as planned, they may want to add how to address frequent users into the work plan. Councilor Pishioneri said he is a big supporter of Cahoots. He referred to the fire station move and asked if they could consider the feasibility of partnering with the Library to place a station on the same location as a new Library. That could appeal to more people when going out for a measure. Mayor Lundberg said have talked about putting a fire station in downtown for a long time. She thanked staff for putting the address for Fire Station #4 to help Council identify its current location. Mr. Grimaldi spoke regarding Information Technology. Staff is working on catching up on infrastructure and there is more to be done, such as a new phone system. Our existing phone system is over 20 years old. Security becomes more important every day with people developing new ways to hack systems and extort organizations. Security will be discussed more during the budget presentations. Mayor Lundberg thanked everyone for their work. ADJOURNMENT The meeting was adjourned at 6:55 p.m. Minutes Recorder – Amy Sowa ______________________ Christine L. Lundberg Mayor Attest: ____________________ Amy Sowa City Recorder City of Springfield Regular Meeting MINUTES OF THE REGULAR MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY MARCH 6, 2017 The City of Springfield Council met in regular session in the Council Chambers, 225 Fifth Street, Springfield, Oregon, on Monday March 6, 2017 at 7:00 p.m., with Mayor Lundberg presiding. ATTENDANCE Present were Mayor Lundberg and Councilors VanGordon, Wylie (by conference phone), Moore, Stoehr, Woodrow and Pishioneri. Also present were City Manager Gino Grimaldi, City Attorney Mary Bridget Smith, City Recorder Amy Sowa and members of the staff. PLEDGE OF ALLEGIANCE The Pledge of Allegiance was led by Mayor Lundberg. 1. Mayor’s Recognition a. Women in Construction Week Proclamation. Mayor Lundberg reads from the proclamation and recognized NAWIC Chapter 77 and its many dedicated volunteers who work on behalf and support women in construction and proclaimed March 5-11, 2017 as Women in Construction Week 2. Other a. Groundwater Guardians Plaque Presentation. Linda Pauly, Senior Planner, introduced Amy Chinitz. She noted that 18 years ago the City adopted the Water Protection Plan which has been an example to other communities. She described the plan and how it protects our drinking water. We have a provision in our Code that all new development that occurs in the groundwater areas goes through a separate review as part of the process. The purpose of that section of our Code is to protect the acquifers that provide the drinking water for the City of Springfield. The review includes identifying potential impacts from facilities that store, handle, treat, use, produce or have on their premises substances that pose a risk to groundwater if spilled. Ms. Chinitz, Springfield Utility Board, said this year our community received the designation of Groundwater Guardian Community from the National Groundwater Foundation for the 20th year. As symbols of the collaborative community based efforts to protect our drinking water, some activities include: teaching students about water quality at local streams, providing opportunities for safe waste disposal, training gardeners on healthy landscaping, assisting businesses with safe hazardous materials storage, or dozens of other groundwater deeds achieved by our community. We are all working together to sustain our high quality drinking water for present and future generations. The annual tradition has become to celebrate our Groundwater Guardian accomplishments during this time in March, National Groundwater Awareness week. The lessons of this week remind us to talk to our friends and neighbors, to pass the message from person to person about this precious resource beneath our feet that we need to protect. She thanked the Council for helping the Groundwater Guardian team in our community to keep that message alive. They look forward to the next 20 years. City of Springfield Council Regular Meeting Minutes March 6, 2017 Page 2 CONSENT CALENDAR 1. Claims 2. Minutes a. February 21, 2017 – Work Session b. February 21, 2017 – Regular Meeting 3. Resolutions 4. Ordinances a. ORDINANCE NO. 6363 – AN ORDINANCE AMENDING THE SPRINGFIELD MUNICIPAL CODE SECTIONS 5.100 AND 5.104 ADOPTING BY REFERENCE THE OREGON REVISED STATUTES FOR CRIMINAL MISDEMEANORS AND VIOLATIONS, AND CONTAINING A SEVERABILITY CLAUSE 5. Other Routine Matters a. Authorize the City Manager to Sign the Third Amendment to the Contract with the Firm of Leahy, Van Vactor, Cox & Melendy LLC for City Prosecutor Services for the Time Period July 1, 2016 through June 30, 2018. IT WAS MOVED BY COUNCILOR VANGORDON WITH A SECOND BY COUNCILOR PISHIONERI TO APPROVE THE CONSENT CALENDAR. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. ITEMS REMOVED FROM THE CONSENT CALENDAR PUBLIC HEARINGS - Please limit comments to 3 minutes. Request to speak cards are available at both entrances. Please present cards to City Recorder. Speakers may not yield their time to others. 1. City Council Adoption of a Resolution Initiating Annexation of Segments of 19th Street and Yolanda Avenue Rights of Way. RESOLUTION NO. 1 – A RESOLUTION INITIATING ANNEXATION OF CERTAIN TERRITORY TO THE CITY OF SPRINGFIELD PURSUANT TO SECTION 5.7 OF THE SPRINGFIELD DEVELOPMENT CODE. Jeff Paschall, City Engineer presented the staff report on this item. In 2015, the City Council approved entering into an Intergovernmental Agreement (IGA) with Lane County to execute a transfer of jurisdiction of portions of 19th Street and Yolanda Avenue to the City of Springfield. Lane County completed pavement preservation work on the City owned portions of 19th Street and Yolanda Avenue in exchange for jurisdictional transfer of those portions of Lane County right of way that meet current urban standards. In order to complete the agreed upon jurisdictional transfer, the right of way in question must first be annexed to the City of Springfield. City of Springfield Council Regular Meeting Minutes March 6, 2017 Page 3 Lane County completed the preservation project in 2015 and requested that the City initiate the final requirement of the IGA, which is requesting the County to surrender its jurisdiction of portions of 19th Street and Yolanda Avenue to the City. However, before that request can be made, the right of way for those streets must be annexed. This annexation includes approximately 2,340 feet of 19th Street from Yolanda Avenue south to the city limits just south of Bonnie Lane, and approximately 1,250 feet of Yolanda Avenue from 19th Street east to the city limits at 23rd Street. Upon adopting the resolution, staff will prepare and distribute a formal annexation application for review and comment by City departments, external referral agencies, and adjacent property owners. Staff anticipates that the enacting Ordinance for the 19th Street and Yolanda Avenue annexation will be presented to the City Council at a public hearing later this spring. Councilor Stoehr said over the weekend he drove near the area. He asked if the work had already been done. Mr. Paschall said it was done in the summer of 2015. He received a request from Lane County to execute the final portions of the IGA for the City to take jurisdiction. When they wrote up the request for surrender, rights-of-way weren’t annexed. Before they could request jurisdictional surrender from the County, they needed to annex the right-of-way. Mayor Lundberg opened the public hearing. No one appeared to speak. Mayor Lundberg closed the public hearing. IT WAS MOVED BY COUNCILOR VANGORDON WITH A SECOND BY COUNCILOR PISHIONERI TO APPROVE RESOLUTION NO. 2017-07. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. BUSINESS FROM THE AUDIENCE COUNCIL RESPONSE CORRESPONDENCE AND PETITIONS BIDS ORDINANCES BUSINESS FROM THE CITY COUNCIL BUSINESS FROM THE CITY MANAGER 1. Request for Metro Plan Diagram Amendment and Concurrent Zone Change for 7.1 Acre Property on Highbanks Road, Cases TYP416-00003 and TYP316-00005. ORDINANCE NO. 6364 – AN ORDINANCE AMENDING THE EUGENE-SPRINGFIELD METROPOLITAN AREA GENERAL PLAN (METRO PLAN) DIAGRAM BY REDESIGNATING APPROXIMATELY 7.1 ACRES OF LAND FROM LOW DENSITY City of Springfield Council Regular Meeting Minutes March 6, 2017 Page 4 RESIDENTIAL (LDR) TO LIGHT MEDIUM INDUSTRIAL (LMI); CONCURRENTLY AMENDING THE SPRINGFIELD ZONING MAP BY REZONING THE SAME APPROXIMATELY 7.1 ACRES OF LAND FROM LDR TO LMI; ADOPTING A SEVERABILITY CLAUSE AND PROVIDING AN EFFECTIVE DATE Andy Limbird, Senior Planner, presented the staff report on this item. The applicant has submitted concurrent Metro Plan diagram and Zoning Map amendment applications for vacant property on Highbanks Road. If approved, the plan designation and zoning of this property would change from Low Density Residential (LDR) to Light Medium Industrial (LMI). The subject property is located on the north side of Highbanks Road at 53rd Street. The UGB and City Limits abut the northeastern property edge; while the western boundary abuts property planned and zoned LMI. The site is vacant and is zoned and designated for low density residential development. This property owner-initiated Metro Plan diagram amendment was necessary to enable the owner/applicant to submit plans for an LMI use. The application states the intent of the proposed amendment and zone change is to facilitate construction of a Bishop’s Storehouse facility on the property. Staff reviewed the proposed development plans and advised the applicant that the physical and operational characteristics of the proposed use are comparable to a warehouse building with attached office space. This class of use is not permitted in the LDR district; therefore the applicant has proposed to change the zoning and comprehensive plan designation to LMI. The Council should note; while the applicant’s proposed use requires LMI designation and zoning, a proposed use is not relevant to the approval criteria because the standards require consistency with the statewide planning goals and not creating an inconsistency in the Metro Plan. Neither this owner nor any subsequent owner is limited to a single use of the property; if the amendments are approved, all LMI uses identified in Section 3.2-410 of the SDC could be located at this site subject to site plan review approval. To account for the possible increase in trips associated with changing the plan designation and zoning, the applicant is proposing a trip cap on the entire property that would limit the P.M. peak hour trips to 101 vehicles regardless of direction of travel. The Planning Commission conducted a public hearing on these proposals on January 24, 2017 and reconvened on February 7, 2017 to conduct deliberations and recommend approval of the proposed Metro Plan diagram amendment and Zoning Map amendment. The City Council conducted a public hearing and gave first reading to the amending Ordinance at the regular meeting on February 21, 2017. City Attorney Mary Bridget Smith said this is quasi-judicial matter. The hearing and record are closed so tonight they will be deliberating. Their decision must be based on the criteria. It is a zone change and designation change and must comply with State Goals and the Comprehensive Plan. Because the applicant is the Church of Jesus Christ of Latter Day Saints (LDS), they are protected under Federal Law called RLUIPA (Religious Land Use and Institutionalized Persons Act) which protects land use actions for religious organizations as applicants. She reminded the Council to stick to the criteria and steer away from certain topics such as religious doctrine or what their practices are, and not make the applicant go through extra process they would not make another applicant go through. Councilor Moore said she wasn’t here during the February 21, 2017 Council meeting. She asked for clarification of the blue area on the map. City of Springfield Council Regular Meeting Minutes March 6, 2017 Page 5 Mr. Limbird said the northern one third is in the 100-year flood plain so is a constrained site. It is not impossible to develop, but adds an extra layer of complexity to any development on that site regardless of land use. It does not affect the location of the proposed development. Councilor Moore asked if removing this from our low density residential (LDR) lands would affect our residential inventory. Mr. Limbird said the City’s previous residential housing analysis determined about 378 acres of surplus for the 20-year needs of the community. This would incrementally reduce that surplus by about 2%. Councilor Moore asked if the piece of the property that is constrained was still considered part of that residential acreage. Mr. Limbird said that was correct. IT WAS MOVED BY COUNCILOR VANGORDON WITH A SECOND BY COUNCILOR PISHIONERI TO ADOPT ORDINANCE NO. 6364. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. 2. Adoption of an Administrative Inspection Warrant Code, SMC 5.630-5.638. ORDINANCE NO 6365 – AN ORDINANCE ADDING SECTIONS 5.630, 5.632, 5.634, 5.636 AND 5.638 TO CHAPTER 5 OF THE SPRINGFIELD MUNICIPAL CODE AND ADOPTING A SEVERABILITY CLAUSE. Mary Bridget, City Attorney, presented the staff report on this item. The purpose of this amended Ordinance is to include any changes in the state statutes listed in SMC Sections 5.100 and 5.104 that occurred in the last legislative session and also to include misdemeanors and violations found in ORS Chapter 475B regarding recreational marijuana. Springfield Municipal Code Sections 5.100 through 5.104 adopt by reference and make state misdemeanor and violation crimes an offense against the City of Springfield so they may be prosecuted in Springfield Municipal Court. This Section is updated on an annual basis to capture any changes that have occurred in the incorporated statutes during the most recent legislative session. There is no financial impact with this ordinance. A first reading of this ordinance was held during the February 21, 2017 Council meeting. No one appeared to testify and no changes were made. IT WAS MOVED BY COUNCILOR VANGORDON WITH A SECOND BY COUNCILOR PISHIONERI TO APPROVE ORDINANCE NO. 6365. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. BUSINESS FROM THE CITY ATTORNEY ADJOURNMENT City of Springfield Council Regular Meeting Minutes March 6, 2017 Page 6 The meeting was adjourned 7:12 p.m. Minutes Recorder Amy Sowa ______________________ Christine L. Lundberg Mayor Attest: ____________________ City Recorder City of Springfield Work Session Meeting MINUTES OF THE WORK SESSION MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY MARCH 13, 2017 The City of Springfield Council met in a work session in the Jesse Maine Meeting Room, 225 Fifth Street, Springfield, Oregon, on Monday March 13, 2017 at 5:29 p.m., with Mayor Lundberg presiding. ATTENDANCE Present were Mayor Lundberg and Councilors VanGordon, Stoehr, Woodrow and Pishioneri. Also present were City Manager Gino Grimaldi, City Attorney Mary Bridget Smith, City Recorder Amy Sowa and members of the staff. Councilors Wylie and Moore were absent (excused). 1. Strategic Plan and Priority Based Budgeting. Bob Duey, Finance Director, and Paula Davis, Budget Officer, presented the staff report on this item. During a reorganization of the City Manager’s Office the current strategic plan process has been reassigned to Finance staff. The current methodology is under review and revisions are being considered to combine into a single process the strategic planning and ongoing budget process. The City is beginning its fourth year using the priority based budgeting methodology which assists in the allocation of resources to services and programs in advancing community and Council goals. As a natural progression of this methodology the ongoing budget process could incorporate the strategic plan, long-term fiscal health and performance measures. Council is being asked to provide input on the elements of the Strategic Planning Cycle. Mr. Duey said the way it was originally set up, the strategies weren’t necessarily tying in with the Council goals, or set with any priority. During a recent work session on housing, discussion was held regarding attributes in PBB which was a type of budget strategy used to rank services. Councilors made a comment that they didn’t understand attributes and how they fit into Council goals because staff had done the work on their own and Council was not involved in that process. That left a gap. There were two different processes – one for strategic planning and one for PBB which made it difficult for staff. There was a lot of double work. This is an opportunity to combine this into one process for staff, and to spend time with the Council talking about the City Goals, merging the two to develop closer ties between strategies and goals. To correct that, they want to find out what role the Council would like to take in defining the outcomes. He described the options: Staff meets in initial conversation and brings recommended outcomes to Council for full review. Outside facilitation would be helpful. In lieu of goal setting, Council members meet with an outside facilitator and, working from existing goals, develop measurable objectives Councilors and senior staff meet with an outside facilitator in a joint session, and working from existing goals, develop measurable objectives City of Springfield Council Work Session Minutes March 13, 2017 Page 2 Ms. Davis presented a power point presentation. The main reasons for doing this are to make the Strategic Plan and Budgeting one process and to set our budget more in line with Council goals. With that, it allows staff to track back to the Council goal. This process starts with the Mission Statement from the City. From that statement the Council has developed Goals. The Mission Statement and Goals don’t change from year to year, but the outcomes and strategies may change yearly. Staff is asking Council to look over this process and let staff know at what level they want to be involved in the outcomes. The budgeting doesn’t change every year, but with the desired outcomes and program strategies, our budget process for performance measure reporting will change. Ms. Davis said the current Mission Statement is “To make the City of Springfield a desirable and preferred place to live and work”. The Goals are more specific to the outcomes. Staff is not recommending that those are changed this year, but it is an option. They are looking for Council input on the desired outcomes. Outcomes are more specific and narrow in scope, define the goals more clearly, and will assist in developing our programs and program strategies. She referred to an example of outcomes for one of the programs in the City. She also noted some examples from other cities showing how the outcomes can be very broad or more specific. She described how programs can build strategies from the outcome and performance measures can be linked to the outcomes. Staff is asking Council to identify or define the next level of objectives for the City. Then staff could come up with program strategies. The budget process remains much like it is now, aligning revenues with programs, and setting performance measures based on the programs. It allows staff to report back to the Council how we met the outcomes. Mr. Duey said it takes time to create outcomes and to be thorough. Last time, the Council was left out while staff created attributes. If new outcomes are created with the Council, staff will develop program strategies (formerly attributes). Staff would like input from the Council on how they would like to establish the one to three year outcomes. Councilor VanGordon said he likes the option of the Council developing the outcomes with the staff. The Council could work on it for awhile, and then have staff bring it to the Council in the correct format. He likes the idea of tying PBB with planning together. He felt they missed out in the beginning and he would like to get to a place where at the end of the process they feel like they are making decisions. Mr. Duey said it will be a more than one step process and likely take several cycles, but our tools will be better once they get this step done. Ms. Davis said the last piece should be when staff reports back to the Council how staff did on the Council’s outcomes. The performance measures should be an indicator of what still needed to be done and what had been accomplished. Mr. Duey said the example provided regarding the emergency program shows what will be replacing line items during the budget process. Rather than seeing a department, they will see the programs. As changes are made, they will see the programmatic impact of the change. It should make more sense and tie in better. Councilor Woodrow said she was very happy with this and the new budget format. It adds an element of relevance to what they are discussing. They can see how relevant it is to the operations and how we want to serve. Each department is unique, but is not a stand-alone. This illustrates the relevance and how they all interconnect. This allows looking at things and adding measurements to show what City of Springfield Council Work Session Minutes March 13, 2017 Page 3 worked and what didn’t. She agrees that the collaboration between staff and Council needs to be there. It is an ongoing process to maintain that standard. Mr. Duey said there are a lot of programs that cross department lines, and they are trying to find similarities between departments where they share programs. This process gets us closer to determining how those work together. Councilor Woodrow said the measurements may show which areas are working beset. Ms. Davis said the budget process for FY18 will still be by department level since the outcomes won’t be fully defined until fall. This year, staff will address programs, but it won’t be to that level. Councilor Pishioneri said he didn’t like ambiguity and wanted a higher level of clarity when looking at what to do at the City. He hopes that staff isn’t coming to Council about what specifically they want staff to do. He would like staff to bring suggestions about strategies for the Council to consider. Ms. Davis said that is true PBB. Council would be asked for outcomes and program strategies would be the work staff could do to reach the outcome. Councilor Pishioneri said would he like staff to bring the three highest priorities to Council with ideas of what staff can do to reach those outcomes. Council would then be able to look at where resources could go to meet the needs. The Council has a high level of responsibility and he has no problem being part of that decision making process. He thinks it helps bridge the gap and gives more ownership to the Council to staff. He is willing to put in the work to make this happen. Councilor Stoehr said he liked the clarity of the goals and outcomes. He asked if longer term projects, such as EmX, would go under program strategies or if there would be mileposts established. He asked if those project would qualify under outcomes and goals, or be part of the strategy. Ms. Davis said they could be either depending on what the Council wants for their outcomes. The outcomes could be very generic or very specific. Staff is recommending the outcomes are more generic in nature. Mayor Lundberg said she would like the performance measures to be more directed towards the goal, and not just statistics. She noted the performance measure of number of attendees at a meeting, and said a better outcome would be whether or not people learned something from the meeting. In the case of fire response, she would prefer an outcome of fewer deaths or fewer houses burning down. How that happens could be with shorter response times (strategies). That kind of outcome relates better to the public. When it relates to the community, they are more vested. She is hoping the Council looks at what type of things helps the Council make better policies. She is fine with staff coming up with strategies, but would also like to be able to provide input or ideas. She reminded the Council that this is also tied to the City Manager evaluation. The Council needs to figure out what they want and what the community may want as a result as they develop a work plan. Mr. Duey said there may be many measurements the departments want to keep for their own standards. Only the ones that raise to the Council level and interest will come forward. Mayor Lundberg said it would be the community version that could be publicized to the public and articulated to the community. It would help the citizens to identify what the City is doing. City of Springfield Council Work Session Minutes March 13, 2017 Page 4 Mr. Duey said the new budget software has the capability to track performance measures and report outcomes. He asked if the Council would prefer a joint meeting with staff to select the outcomes. Council consensus was to have a joint meeting with Council and the staff. Mayor Lundberg said the Council has to step up to the plate and set the priorities and direction for the City. ADJOURNMENT The meeting was adjourned at 6:03 p.m. Minutes Recorder – Amy Sowa ______________________ Christine L. Lundberg Mayor Attest: ____________________ Amy Sowa City Recorder City of Springfield Work Session Meeting MINUTES OF THE WORK SESSION MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY MARCH 20, 2017 The City of Springfield Council met in a work session in the Jesse Maine Meeting Room, 225 Fifth Street, Springfield, Oregon, on Monday March 20, 2017 at 6:15 p.m., with Mayor Lundberg presiding. ATTENDANCE Present were Mayor Lundberg and Councilors VanGordon, Stoehr, Woodrow and Pishioneri. Also present were City Manager Gino Grimaldi, City Attorney Mary Bridget Smith, City Recorder Amy Sowa and members of the staff. Councilors Wylie and Moore were absent (excused). 1. City of Springfield Wellness Center Contract. Tom Mugleston, Risk Manager, presented the staff report on this item. He introduced Travis Brook, Director of Occupational Medicine from Cascade Health. Construction of the new Wellness Center here in City Hall was completed in January and it is now up and running. Human Resources is requesting approval of a contract with Cascade Health Solutions to provide medical staffing and medical services for the City Wellness Center. The City of Springfield has sponsored an employee wellness center staffed by a Registered Nurse (RN) since 2009 and a Family Nurse Practitioner (FNP) since 2014. Services include primary and preventative care medical services for employees, retirees and their dependents enrolled on our medical health plan. Wellness center patient load has increased from 9 patients per week in January 2015 compared to 47 per week in January 2017. Extrapolated to a full year, this represents an estimated $351,000 worth of medical expenses at $142 per visit that would have been spent in an urgent care or other community clinic. We anticipate a return of $58,000 in savings for our $292,000 investment assuming no change in future patient load. Our FNP has done an admirable job in meeting patient demand, but has reached capacity for a reasonable patient load. This contract adds the assistance of a medical assistant who will relieve the administrative load so that our FNP can see additional patients in the newly remodeled Wellness Center. Mr. Mugleston noted that the contract figures in the original AIS were incorrect. The updated figures ($292,000) were in the final contract for the City Manager to sign. Mr. Grimaldi said Council may choose to remove the contract from the Consent Calendar during the regular meeting to vote on separately. Councilor VanGordon asked how much utilization has grown since we first opened. He asked how they knew they were deferring costs. Mr. Mugleston said the FNP keeps tabs on that and asks the individuals. Other than that, we don’t have complete knowledge of whether or not they are actually deferring costs. City of Springfield Council Work Session Minutes March 20, 2017 Page 2 Mr. Grimaldi said they are making the assumption that everyone who goes to the Wellness Center would have gone to another doctor. Councilor VanGordon said many probably do, but they can’t make the assumption for all of them. He noted the savings per visit. Mr. Mugleston said the FNP has worked out in private practice for many years and she has a good sense of which patients would have been deferred and which are new visits. Staff is tracking all new patients. Staff will be working with Cascade Health to get more firm numbers. Councilor VanGordon said it is a savings per visit, but it is hard to know if the person would have gone to another doctor instead. They know utilization is going to grow, but need to look out into the future tracking the cost benefit to make sure it is a sustainable model. Councilor Stoehr asked about those that can visit the Wellness Center. Mr. Mugleston said only City employees, dependents, and retired City employees. Human Resources Director Chaim Hertz said another benefit is that those that visit the clinic have increased access, resulting in a better outcome for the employees and lower cost in terms of insurance. Councilor VanGordon said with the rising cost, they need more reliable data to show it is cost effective. Mr. Grimaldi said when bringing in partners such as the School District, costs will decrease. Councilor Pishioneri said he agrees with the discussion about looking for data. Convenience of the clinic likely increases the number of visits. According to Blue Cross/Blue Shield, Oregon has one of the highest per office visit in the nation at $188/per visit. We need to look at what the City has historically paid over a set period of time for a set number of employees (pool), to see if that same pool of employees plus the cost of the Clinic, costs less than it would if they went to the doctor instead. From that data, they should be able to get a curve on whether or not it is actually saving the City. Councilor Stoehr said many of the calls are preventative care. He will be interested in the cost summary. Mayor Lundberg agreed. The cost of the Wellness Center did start at a lower amount. Counting the number of visits isn’t what she wants to know. She wants to know how we are impacting the health and wellness of the employees in a positive way. She is looking at preventative testing, education, and the types of things that encourage people to be more proactive with their own health. She noted that adding another partner would also add more patients. The purpose is to have a healthier work force and they need a way to measure. Councilor Pishioneri said asked if there had been an increase in productivity, and less use of sick time. Mr. Mugleston said there was a significant reduction in sick leave use since the time the clinic started to date. Councilor Pishioneri said that is definitely an outcome. City of Springfield Council Work Session Minutes March 20, 2017 Page 3 Mayor Lundberg said productivity is also a good outcome because the clinic is so close. Mr. Grimaldi said they could also provide categories of the types of visits. Councilor Woodrow asked if patients are referred to other medical professionals. She would like those figures as well. Councilor VanGordon said they are looking for a story of how this is working, and would like to hear more information about what is happening and why. Mr. Grimaldi asked the Council if coming back in one year with the information was acceptable. Mayor Lundberg said as long as it was before the next budget. Councilor Pishioneri asked if they could get information about whether or not people would have gone to the doctor or if they only went to the clinic because it is convenient. Mr. Grimaldi said some medications require lab work and it makes sense to go to the clinic rather than a doctor’s office. Councilor VanGordon said bringing the information back in one year is fine, unless the School District comes on board. If that is the case, he would like that information ahead of time and more information about a game plan. Mayor Lundberg said there is currently a lot of discussion about health care. This is a public service, so we need to justify that this saves taxpayer dollars and creates better work on behalf of the public. The Council took a tour of the new Wellness Center. ADJOURNMENT The meeting was adjourned at 6:42 p.m. Minutes Recorder – Amy Sowa ______________________ Christine L. Lundberg Mayor Attest: ____________________ Amy Sowa City Recorder