HomeMy WebLinkAbout06/05/2017 Work Session City of Springfield
Work Session Meeting
MINUTES OF THE WORK SESSION MEETING OF
THE SPRINGFIELD CITY COUNCIL HELD
MONDAY JUNE 5,2017
The City of Springfield Council met in a work session in the Jesse Maine Meeting Room,225 Fifth
Street, Springfield, Oregon,on Monday,June 5,2017 at 5:30 p.m.,with Mayor Lundberg presiding.
ATTENDANCE
Present were Mayor Lundberg and Councilors VanGordon,Wylie, 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 Moore was absent(excused).
Mayor Lundberg noted the earlier start time in order to allow the Council to take a two-month break in
July and August.
1. Developing an Affordable Housing Strategy.
Sandy Belson,Comprehensive Planning Manager,presented the staff report on this item.
Ms.Belson said the Council had started to discuss the overnight parking program during their last
work session,but ran out of time. Staff put together a memo that answered some of the questions the
Council had about St.Vincent de Paul's costs associated with the program.
Ms.Belson said the City has a contract with St.Vincent de Paul(SVDP)to manage the program The
contract with SVDP covers reimbursing for the hard costs(porta-potties,garbage service)of the
program. She reviewed the costs associated currently with the program, including soft costs which are
not reimbursable.The cost per site varies depending on the number of units and number of people per
site. Typically,the cost per site is approximately$1068/year. SVDP said they would have difficulty
absorbing the costs if there was an expansion.They have asked the City to consider reimbursing their
administrative costs.
Councilor Woodrow said she reviewed the information and couldn't see any reason to say no. Council
is interested in accommodating and trying to help out. The additional cost is not enough to stop them
from doing it.
Councilor Pishioneri asked how much SVDP was asking for above current costs.
Ms.Belson said it is up to the Council to set an amount and next year's agreement would be structured
with that `not-to-exceed' amount. If SVDP chooses to exceed that amount,as they have in the past,
they know they will be responsible for that additional cost.
Councilor Pishioneri said he wants to know what the expenses are going for if we provide more
funding.He wants to know how much more they want to expand.He wants to move forward,but
wants more specifics on what they will provide. He wants to move forward,but wants more detail in a
proposal from SVDP.
Councilor Stoehr said it looks like there are 7 single occupancy and 5 family sites.He understands the
City has funded$5000 and the program has required$8300 over the past two years. There are a lot of
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other churches that are ready to be a part of this program,but are waiting to see what the City is
willing to do. He would like to propose funding up to$10,000 and see what other churches are willing
to step up. If the funds aren't expended,they could go back into the General Fund.
Councilor VanGordon said he is open to looking at the proposal, and paying their actual costs. They
are currently absorbing$3000 in their costs. We need to have a cohesive plan,but he's not sure if
moving the cap will necessarily expand the program.He is fine paying some of the administrative
costs,but wants to make sure we have more churches who are interested. He wants to know what it
will take to expand the program.
Ms.Belson said the Springfield Shelter Rights Alliance(SSRA) is ready to market the program, but
was waiting to see if SVDP was able to fund more sites.Until they have some assurance the City will
put in more funds,they have not sent out the letter.
Councilor VanGordon said he is willing to pay more money for more sites,but there needs to be a cap
and some methodology for determining per sites costs.
Councilor Wylie said she worked in the non-profit world for a long time. It's important for the Council
to know what they are buying. She would like SVDP to sort that out and bring it back to the Council.
They are all supportive,but need it written in clear language what they need so the City knows what
we are buying.
Councilor Woodrow said maybe they could come back with more options at different levels of what
they could accomplish at different cost. The Council could then determine what they would like to
support.
Councilor Pishioneri said he is in favor of reimbursing the hard costs,but is not sure about paying for
administrative costs. He doesn't see a problem going forward with the campaign and fmding out
which churches are willing to commit to the program. Once they hear from the churches,they will
know the demand.
Councilor Stoehr said there is a hard cost, so SVDP will not profit if we set a cap.He would like to see
how many people would participate if the cap was raised.
Ms. Spickard said the previous packet included three different variations: staying with the current
$5000 allocating which pays for 4 sites; increasing the funding to $10,000 which would pay for 6 sites
and some of SVDP staff time; or increasing the funding to$20,000. She said Council seemed to be
more comfortable with staff bringing back an option of$10,000, and talking with SVDP about the
specificity of the plan.
Mayor Lundberg clarified that the program is administered by SVDP,but they are not recruiting. The
City's contribution to the program is to help SVDP run the program. The Springfield Shelter Rights
Alliance(SSRA)is working to recruit sites. There is some hesitation by churches to get involved
because of other activities they do on their site,and are unclear of their commitment. The recruitment
piece will make the difference in how many sites we have. She has offered to put her name on a letter
from the SSRA saying the City supports this program monetarily. She is fine giving$10,000. If they
can't find sites,they don't get the money.
Councilor Pishioneri said he doesn't want soft costs to absorb what is left over from the hard costs. He
is fine with$10,000 for hard costs only, including mileage. They can assess it again later.
a
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Mayor Lundberg said each site has unique characteristics and mileage, and will be individual in terms
of costs. She asked about tracking the costs.
Ms.Belson said when SVDP submits their invoice,their costs are listed in detail. She explained how
they try to keep their costs low by combining trips to sites. She asked if the Council wanted to
reimburse any soft costs,perhaps with a limit.
Council agreed to a cap of$10,000,with a cap of$2000 for soft costs.
2. Police Special Option Levy Renewal.
Chief of Police Rick Lewis and Finance Manager Bob Duey presented the staff report on this item.
The current special operating levy for police services expires as of June 30, 2018. Council is being
asked to authorize by resolution the placement of a ballot measure on the November 2017 election for
either 1)a 5-Year Local Option Levy at$1.28 for the renewal of the current levy that expires on June
30,2018; or 2)a 5-Year Local Option Levy at a rate no higher than$1.44 for the replacement of the
current levy that expires on June 30,2018.
To allow an adequate amount of time for the filing of the election and to conduct an information
campaign by the City, staff is asking that Council approve the authorizing resolution for the election
prior to Council going on summer recess.
Mr.Duey said the public hearing for this item has been scheduled for June 19.He reviewed the results
from the telephone survey that was recently conducted by Advanced Marketing Research. The results
indicate that people are willing to pay more to maintain the service level.
Councilor Stoehr asked if there would be any reference to the previous levy amount on the ballot title.
Mr.Duey said if the level stayed at$1.28,the ballot title will state that it renews the local option levy.
If it is changed to a new amount,the ballot title will not include the word renewal and will state"this
measure may cause property taxes to increase more than 3%".
Councilor Stoehr said as a taxpayer,he wants to know if this will be more or less than he is already
paying;the dollar amounts per thousand don't tell him that when they stand alone.His main concern
about the survey is that those taking the survey may not see it as an increase.
Councilor Woodrow said those that didn't change their mind once they had been given additional
information,could have been because they were fully supportive or opposed already.
Mr.Duey said in looking at the full data,they could perhaps determine if that is the case.
Councilor Pishioneri said they tried 2822 calls to get 400 responses and said many people screen their
calls. They need to look at the demographic differences as they pertain to the responses.He would
prefer to have the dollar amounts noted up front in the survey, and how it relates to the current levy in
terms of cost and services provided.Voters want to know how much it will cost them.
Mr.Duey said staff provided answers to some of the Council's questions from the last work session
regarding budget and crime statistics.He noted additional revenue that was left out of the original
calculation which was about$100,000 in delinquent taxes which equates to about$0.02/$1000. With
the new calculation,the higher levy amount proposed could be lowered to$1.42/$1000 without
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affecting current services. There are revenues associated with operating the Jail such as jail bed leasing
and promissory work. When the Jail levy was first adopted in 2006,we included$700,000 in jail bed
rental revenue. When the levy was renewed last time,that amount was reduced to$335,000.That
figure is even less and closer to$200,000.Part of the increase in the levy is the outstanding revenue
we thought we would bring in from other services is not materializing. The$1.42/$1000 amount is the
maximum proposed and would not affect current services. He has calculated that they could probably
do the same at$1.36/$1000 by transferring some things to the General Fund(GF).The differences
would be behind the scenes at the City,not in services.A renewal at$1.28 would make it very
difficult to not affect services.
Councilor VanGordon agreed that the language in the survey should have included the dollar amounts.
He asked what amount per thousand would be needed if they just did cost reductions without cutting
positions.
Mr. Duey said dropping it to$1.36/$1000 would involve both moving some Court positions to the
General Fund and making other reductions.
Councilor VanGordon said he felt the 62%who showed support in the survey was high compared to
what would be the actual numbers. Citizens want the same level of service,but he would be more
comfortable with the$1.38 or$1.39 range,finding reductions elsewhere. Someone is going to need to
run a campaign for this levy.
Councilor Pishioneri said he is a proponent and has been straight forward with the public regarding the
cost of the levy and the services it provides. He wants constituents to feel comfortable with what they
are getting for the amount. He doesn't want to reduce staff in the General Fund any further in order to
maintain current levels in the Police Department. He is concerned about the cost to the public if they
put the rate at$1.36/$1000. He supports the program and doesn't want any cuts in this program.
Mr.Duey said they came up with$1.36/$1000 with compression in mind. The more we raise the levy,
the more it affects compression and revenue for all of the affected agencies.
Councilor Pishioneri said he is willing to look at something less,but not as low as$1.36.
Councilor Woodrow asked how they got to the figures presented.
Mr. Duey said originally he calculated$1.44/$1000 was needed to maintain full level of service,but
after finding the additional revenue from delinquent taxes,was able to change that to $1.42/$1000.
The other amounts were increments based on FTE.
Councilor Stoehr said he thinks it will be more important how it's presented on the ballot.
Councilor VanGordon said he would like to land on a figure that is just a little lower than$1.42,but
something that would challenge the department to trim other expenses while keeping everyone on the
levy, and try to save some money for the taxpayers.
Mr.Duey said he had given equal weight to where the positions would be funded—the levy or General
Fund. If the choice is to not move the Court positions to the General Funds,that would be about
$0.02. If the choice is to not eliminate the positions in Police services,that would be about$0.03.
These calculations are based on property taxes increasing 3%per year.
Councilor VanGordon said he would be comfortable with$1.40.
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Councilor Pishioneri said it is good for the public to hear that the Council has looked at reducing the
amount from$1.44 to$1.40.
Mr.Duey said it sounds like the Council would like to include statistics in the ballot comparing a
homeowner's previous tax bill to the new tax bill,or just the monthly average.
3. Springfield Museum—Funding&Management.
Rob Everett,Library Director,presented the staff report on this item.
At its April 10,2017 work session,the Springfield Museum Board proposed that the City resume
management and operation of the Springfield Museum under the aegis of the Springfield Public
Library. Council referred the topic of funding and managing the Museum to a future Work Session,
June 5,2017.
The council briefing memo included a summary describing what steps would need to be taken to
successfully integrate the operation of the Springfield Museum into the overall operation of the
Springfield Public Library. Mr. Everett met with the current interim Museum Director,the prior
Museum Director,Board Chair and a number of City staff who have specific knowledge of the
Museum's operation and funding mechanism. He tried to evaluate what level of additional resources,
particularly staff,would be needed to sustain and improve Museum services while retaining the
Library's ability to meet its growing demand for services. He also explored ways in which programs
already in place at the Library could be used to support an improved Museum services.He tried to put
an accurate price tag on what those changes might bring. He noted that he has years of experience
operating and managing a Library,but no experience operating and managing museums. He noted
that this would be the last time he would be before the Council as Library Director before his
retirement.He thanked the Council for giving him the opportunity to lead the Springfield Public
Library. Their encouragement and support have helped him by the best Library Director he could be,
and he is grateful.
Mr. Everett said he came up with two scenarios for managing the Museum and Library by looking at
the daily staffing and operations of a Museum,planning and implementing a requisite number of
programs and display. The Museum is also to organize,protect and preserve archival materials,an
area that likely needs enhances.The Museum must also engage in community outreach and
fundraising activities,volunteer coordination,work with the Museum Advisory Board and maintain an
accounting portion for the overall Library budget. The starting point would be 1 FTE credentialed
museum management professional,which he based on an entry level librarian position,and 1 FTE
support technician.Both would receive Library and Museum cross training. The second scenario
would include only 1 FTE Museum Manager position. They would then have to rely on existing
Library technician staff and volunteer support to provide the additional staff support that would be
needed. This option retains a full-time manager to address all aspects of the Museum operation or to
develop fundraising,grant writing, etc. This option would directly impact the Library, and would draw
on the same work force and volunteer force.
Mr.Everett noted the many enhancements made by the Library over the years with fewer FTE than 19
years ago. The funding with 2 FTE would be$209,012, offsetting that would be existing revenues of
$65,181 which includes the current allocation of$45,000 of transient room tax(TRT)dollars. That
leaves an additional amount needed of about$143,831. The funding for 1 FTE would be$124,406,
with the same revenues, leaving an additional amount to be allocated at$59,225. Currently the funds
for the Museum are TRT funds. The estimated TRT revenue is$1.4M and the City has currently
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programmed approximately 80%of those funds, leaving$260,000 one-time funds to be used annually.
In addition,there is currently a$600,000 reserve in the TRT.Either Museum proposal could be funded
with current TRT and future TRT funds.
Mr.Everett said currently the Museum is a 501(c)(3)with its own governing board who hires,
fundraises, etc.Moving forward they would need to find a way to integrate the activity of the Museum
Board as an advisory board with the Library Advisory Board.They would also need to find a way to
integrate the Library Foundation and Friends of the Library with the Museum's fundraising capacity
so they are presenting a united front and coordinating efforts. They would also want to integrate and
coordinate grant writing.
Mr.Everett reviewed the liabilities if the Library assumed responsibility for managing the Museum.
Both agencies could struggle to maintain their current level of service.The Library wants to continue
to build on their recent successes in expanding their services,but they would also want the Museum to
be equally successful under their leadership. The assets would be that it would utilize existing Library
resources to enhance and improve Museum operations,would provide an additional venue for Library
programs and displays,and provide opportunities for more cross marketing library and museum
programs.Another asset would be that it could allow the Museum Manager and Museum Board to
develop a more robust private fundraising capacity.
Mr.Everett said the transition will include the recruitment and hiring of a new Library Director which
will be at least two months.Also,recruitment and hiring of a new Museum Manager is currently
underway. The necessary steps to integrate the functions of the Library, including the boards,
operational pieces of the Library and the advisory entities,could take until the beginning of the
calendar year.
Councilor VanGordon said the decision is whether or not we want a Museum. He's not sure if more
money will make it better,but he is ready to do something different.He is willing to go with the 1
FTE,knowing there are a lot of questions and a lot of work to do. It will give them a chance to look at
the Museum, decide what it should be,and build some type of a business plan.They also need to look
at how they could make the Museum and Library Boards one advisory board. They need a business
plan to see how to make it successful. In a year from now,they may need to look at capital or
operational investments. It is helpful in terms of staffing,that the Museum is not open a full 40-hour
week.
Councilor Stoehr asked what the duties would be if they were able to get more than one employee.
Mr. Everett said currently the Museum has a grant funded employee for half-time. Having that as a
permanent position would help provide the day-to-day, open the doors,take out the garbage,take
messages,etc. The Manager would be working on developing resources, and developing contacts for
exhibits. Having staff support gives them time to do those things, including outreach.
Councilor Pishioneri said going with 1 FTE for now makes sense. They could look at it again next
year.He discussed the TRT funds and said the Museum's purpose is to bring people to see and enjoy
Springfield, so that is why TRT funds can be spent. He asked if those funds are not being spent
somewhere else for tourism,or will we gain more with the Museum. If they could prove that pencils
out next year,he could support adding more. He wants to know what the community will get for that
investment.
Councilor Wylie commended Mr.Everett for putting this information together. Merging the
governance is a good idea,and will strengthen both boards. She believes there is a relationship,and
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both the Library and Museum will benefit from the cross cultural relationship. She suggested a
different structure for days and hours open,perhaps closed Sundays and Mondays. They could hire a
manager for 30 hours per week working 10am-5pm,and hire a 20-hour part time tech. They have
always asked the Museum to do more with less and it has been hard on the Museum. Looking at
different structures so people can back each other up is a good idea,as well as developing that
dedicated volunteer staff. There might be people on the Library Board who might want to jump in on
the Museum. She hopes they can move in this direction and make both profitable to the public.
Councilor Woodrow said she never questioned whether or not to have the Museum. Putting more
money is not the answer; it has to include a professional who is experienced in archives,public
contact,etc. The Museum is a downtown draw,and the City needs a place for our history. That is a
major part of the purpose of the Museum. They need that solid foundation so people feel confident
when donating things to the Museum that it will be preserved. If it takes more than 1 FTE to ensure
that, she is comfortable as long as they have it as our purpose. It may end up that the combination of
the foundations may not work,as they do have a separate purpose or direction. She suggested getting
input from the current Library Board and Museum Board.
Mayor Lundberg said the building and collection belongs to the City, City staff does the maintenance,
and City employee Brenda Jones staffs this in some part. The Museum can be a big draw to
downtown. The Wildish Theater and Emerald Arts Center have both done well, and we need to take
care of the Museum. We need to have a better way to take care of items that have been donated. She
is in favor of 1 FTE with the idea that it will take someone awhile to get on board. She likes the idea
of a business plan. The Library has done an amazing job with the Springfield Library Foundation,and
she sees the same possibilities with the Museum. They can also apply for bigger grants when they are
combined.LCOG does grant writing, so it may be worth having a conversation with them. One of the
biggest tasks is how to create a technique to archive and maintain materials,and find space for storage.
She is happy they are working towards this change.
ADJOURNMENT
The meeting was adjourned at 6:57 p.m.
Minutes Recorder—Amy Sowa
/`,G22G.'
Christine L.Lundberg ,
Mayor
Attest:
Amy So
City Recorder