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HomeMy WebLinkAboutItem 04 Council MinutesAGENDA ITEM SUMMARY Meeting Date: 9/5/2017 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. June 12, 2017 – Work Session b. June 19, 2017 – Work Session c. June 19, 2017 – Regular Meeting d. June 26, 2017 – Work Session e. June 26, 2017 – Special Regular Meeting DISCUSSION/ FINANCIAL IMPACT: None. City of Springfield Work Session Meeting MINUTES OF THE WORK SESSION MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY JUNE 12, 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 12, 2017 at 5:30 p.m., with Mayor Lundberg presiding. ATTENDANCE Present were Mayor Lundberg and Councilors VanGordon, Wylie, Moore, Stoehr (6:22pm), Woodrow and Pishioneri. Also present were City Manager Gino Grimaldi, City Attorney Mary Bridget Smith, City Recorder Amy Sowa and members of the staff. 1. Joint Meeting with the Springfield Arts Commission. Attending from the Arts Commission were Thea Hart (staff liaison), Kim Lyddane (Chair), Daphne Mantis, Wanda Seamster, Summer Young-Jelinek, Jodie Davaz Delsere, Danielle Knapp, and Kayla Ackerman. Ms. Lyddane reviewed the mission of the Springfield Arts Commission (SAC). The SAC was established by City Council in 1986 at the end of the City’s Centennial Celebration to promote the arts in Springfield. The SAC supports the Heritage Arts Grants to Springfield-based art projects, the City Hall art gallery, the downtown Springfield Second Friday Art Walk, the Mayor’s Art Show, and youth art programs at the library. The SAC provides unique events and ongoing programs that result in opportunities for Springfield artists, enhanced quality of life for Springfield residents and an increase in visitors to downtown Springfield. The SAC accomplishes this with an active nine-member citizen board, part-time staff support, and an operating budget of $7500. The SAC operating budget was established at $5,000 in 1986 and was last increased in 2007 from $5000 to $7500. In FY17 and FY18, the SAC received an additional $3,000 for the Heritage Arts Grant program. Ms. Lyddane thanked the Council for increasing their budget by $3000 both last year and this year. Since the last joint meeting, there have been a number of changes, including subcommittees for the City Hall Gallery; Heritage Arts Grants, Marketing, Outreach, Public Art, and Second Friday Art Walk. She reviewed each of the subcommittees and their focus. She commended each commission member for their work on these subcommittees and elaborated on the creative activities and the hard work by everyone to promote art through different venues. If there are any activities or events the Council would like the Arts Commission to get involved with, she asked the Council to let them know. Mayor Lundberg thanked Ms. Hart for staffing the Arts Commission., and for the members serving. Councilor Moore asked about the Emerald Arts Center and if there were any other coordinated efforts between them and the Museum. Ms. Lyddane said Arts Commission Member Amy Orre is working with Paula Goodbar (Executive Director of the Emerald Arts Center) and Rick Dunaven on the 2nd Friday Art Walk. She communicates information back to the Museum Board, but it is an Emerald Art Center event and is part of Ms. Goodbar’s role. Ms. Seamster said each November, the Arts Commission provides funding to run the Mayor’s Art Show. They gather at the event and vote on the top three artists. Some of the artists from Emerald Art Center show in the City Hall Gallery. City of Springfield Council Work Session Minutes June 12, 2017 Page 2 Ms. Hart said the answers haven’t always been forthcoming about what they are doing with the Second Friday Art Walk since the Art Center took it over, so this is another opportunity to learn more about what that change means. Councilor Moore said she wants to see the Emerald Arts Center thrive, so wants to see them coordinate and communicate more in general. Mayor Lundberg said the Emerald Art Center is their own entity and is a 501(3)(c). She appreciates that they have taken over the Second Friday Art Walk. Councilor Moore asked if it was possible to make a donation to the Arts Commission through the City as a non-profit. Any donation would go through the City since it’s a City committee. Councilor Pishioneri said there are governmental agencies which have formed a 501(3)(c) component in order to allow donations. He suggested adding a drop box for donation opportunities for the City on our website. There is documentation that the Arts Commission is promoting arts in Springfield, but it appears they added culture. If that is being added, the Charge would need to be updated. Because this is supported by transient room tax (TRT), he hopes the primary goal is to bring people in from outside the City. He would like to see some outcomes of the events the Arts Commission organizes. He feels the arts should be the highest priority, followed by the cultural events. He asked about the Cesar Chavez event. Ms. Lyddane said Cesar Chavez event is run through the School District and has an art component. She explained. Councilor Pishioneri said he was fine with that, but he doesn’t want redundancy with Willamalane doing cultural events. It has been amazing how much the more effort and attention has been going to the Arts Commission and they are headed in the right direction. He appreciates the work the commission is doing. Councilor Wylie said the mission of the Emerald Arts Center and Arts Commission is quite different. The same people go back and forth between the two, and they do coordinate. She commended Kim Lyddane and the Commission for the excellent job. There have been great improvements, and the Commission is making a lot of progress. Councilor Woodrow agreed. To see the growth, maturity and outreach is amazing. They now have an identity and are recognized. She is not sure how they can separate arts and culture. Art is all encompassing and each year the Cesar Chavez event brings more and more people. Ms. Young-Jelinek said the applicants are asked on the grant application to specify what the funds are used for. The portion of the Cesar Chavez event that was funded by the Arts Commission was very narrow related specifically to arts. Ms. Lyddane said they also ask how many people the applicants anticipate coming from Springfield, Lane County and outside the county to attend. Mayor Lundberg said she appreciates everyone, in particular the new people to the Commission, and she wishes them the best. She would like to see the 2nd Friday Art Walk grow and hopes the Arts City of Springfield Council Work Session Minutes June 12, 2017 Page 3 Commission involvement will help with that. It is worthy of the effort and speaks to whether or not we are successful. She would like them to keep an eye on how the 2nd Friday Art Walk is doing. She agreed the Arts Commission is doing a great job. She would like to have them fill the blank wall located in the City Hall Lobby with art or pictures. Councilor Pishioneri said he would like to concentrate funding where they can see gains in high profile events that will attract the most attention. He doesn’t want them to spread themselves too thin. Ms. Hart said they are looking to redesign the art brochure and also at ways to get the word out about public art and showcase Springfield’s art. They would like to distribute the newly designed brochures to local hotels. Those are solely funded and produced by the Arts Commission. Councilor Pishioneri suggested they contact Kari Westland, Executive Director of Travel Lane County. She could provide contacts for hotels, etc. Councilor Moor acknowledged the time the Commission commits. She thanked them for their service. 2. Community Development Block Grants (CDBG) FY2018. Erin Fifield, Community Development Analyst, presented the staff report on this item. Each spring, City Council must approve funding allocations for use of CDBG funds for the next fiscal year in a document called the One Year Action Plan (OYAP). Any proposed substantial amendments to prior year action plans must follow the same approval process. Council will have the opportunity to formally approve the 2017/18 CDBG One Year Action Plan, and the proposed substantial amendments to prior year CDBG action plans, during the Council Regular Session on June 19, 2017. The Community Development Advisory Committee (CDAC) held a public hearing on March 16, 2017 and has made recommendations to Council for the DRAFT Springfield 2017/18 CDBG One Year Action Plan, and proposed substantial amendments to prior year action plans. Both prioritize the strategy to increase the supply of affordable housing. Final approval for both the Action Plan and substantial amendments is planned for the June 19th Regular Session. The timing of federal budget allocations indicates the City will most likely not have final budget numbers for the 2017/18 CDBG program by June 19th’s Council regular session, yet Council will need to approve an Action Plan at that time. Ms. Fifield said the proposal is to maintain the One-Year Acton Plan for the emergency home repair (EHR) program and down payment assistance, to maintain the allocation for the Human Services Commission at 15%, to maintain the allocation for administration and planning at 20%, and adjust our numbers for the strategy to increase the supply of affordable housing based on the final allocation. Staff needs to know if Council supports this formula. Councilor Moore asked about carryover funds going back to 2012/13 in the substantial amendments. She asked if the City was at risk of losing those funds. Ms. Fifield said CDBG is more flexible so the risk is about 8 years out. If the CDBG funds are not used in total in a timely manner, our allocation as a whole is at risk for the future. Councilor Pishioneri asked if these are the same line items discussed earlier. City of Springfield Council Work Session Minutes June 12, 2017 Page 4 Ms. Fifield said in January these same strategies were listed. This allocation reflects what Council suggested and the CDAC recommended. The reasons they had lowered amounts in SHOP and EHR was due to carryover funds. Councilor Pishioneri asked if the down payment assistance program was a grant or loan. Ms. Fifield said it is a no interest loan. When the home sells, it is paid back. Councilor Moore said it bothers her that we are spending $96,000 for administration and planning and only $72,000 to the Human Services Commission (HSC). She knows it is a lot of work. Mayor Lundberg noted that the City gives more to the HSC through other funds. Ms. Fifield said the federal regulation cap for human services delivery system is 15%, as proposed. Mr. Grimaldi said the amount for administration and planning does not cover everything that staff works on. Councilor Wylie said it’s nice to have funds to pay for our staff to manage the grants. Councilor VanGordon said when you look at the federal requirements for managing the program, it is very cumbersome. He asked how much the City is subsidizing the program. Management Analyst Neil Obringer said the City covers the remaining staff costs of $30,000-$40,000 per year to subsidize. Councilor VanGordon said requirements for federal funds make it difficult to manage how we would like. Last time Council talked about the repair program, they were looking into small repairs coming from the General Fund so there would be fewer record keeping requirements. He asked if that was included in this proposal. Mr. Grimaldi said the budget that will be going to the Council on June 19, 2017 does not include those costs. Councilor VanGordon asked if they could do analysis on it during the coming year and bring it back in the FY19 budget cycle. Mayor Lundberg said perhaps the United Front team should talk to the Housing and Urban Development (HUD) staff about the requirements and red tape for this grant. It is not a simple process and never gets better. HUD doesn’t realize what’s going on at the local level. She would like to talk to them about streamlining the requirements so it doesn’t cost so much. Perhaps they could get some congressional help to get something like a categorical exclusion for smaller projects such as plumbing, roof repair, etc. When people can’t pay for repairs, it puts housing at risk. Being able to assist with those repairs helps people stay in their house. She agrees they should look at it for next year. 6:22pm Councilor Stoehr arrived. Ms. Fifield said this was the Action Plan for 2018. For past activities that have received allocations and were not able to use those funds in a timely manner, the City must make a substantial amendment to the prior year plan to let the public know we would like to use those funds in a different way. The plan went out for public comment; the CDAC held a public hearing and were recommending changes City of Springfield Council Work Session Minutes June 12, 2017 Page 5 to the Council. The plan will also come to the Council for approval next week. She asked if the Council had any questions or changes. Council was fine with the amendments as recommended by the CDAC. Ms. Fifield said she would like input from the Council on the type of affordable housing project they would like to see as a priority. That will help staff when looking for land or talking to developers. Councilor Stoehr said he is in favor of landbanking, especially for projects similar to Opportunity Village. There is a group called Square One that administers that program. His understanding of Opportunity Village is that the City of Eugene provided the land and the rest was donated by other groups. He spoke with the administrator of the project and his understanding is that the City can get a large return on the investment of donating land. Councilor VanGordon said he likes land banking. It helps non-profits to develop. He is in favor of more permanent housing as it builds a place in the community. It could be an extension of the work done with the G Street project and getting families into permanent housing. This would be a good opportunity to look into development that provides affordable housing and also helps push our economic development strategy by using advanced timber or something else innovative. He wants to figure out a way to be innovative in pushing housing forward. Councilor Pishioneri said he likes land banking, but prefers permanent housing and feels it is a better investment to get families into homes. He agrees they need to create a model for affordable housing units. He wants to monitor what is going on. Councilor Moore said she visited Opportunity Village, which is temporary housing. The affordable tiny house community will provide permanent affordable housing for people with very low incomes. On site they show some of the designs. Emerald Village in Eugene is a 22 unit affordable tiny house community that is scheduled to break ground in spring of 2017. Another similar community is scheduled to be built in Cottage Grove. The State has now allowed tiny housing in the building code. She would like to see Springfield move forward with that type of thing. Councilor Pishioneri said that is permanent housing, but not home ownership. He supports home ownership. If they move in the direction of home ownership, it will help the housing market. Councilor Wylie said there are many reasons why people are homeless and we need multiple solutions. Home ownership is not always the answer. Some people need a cluster of homes they can call home for awhile. St. Vincent DePaul is remaking mobile home parks for affordable housing. She is excited to look at this and find solutions. We need to look at how we can house the most, the fastest, be creative and develop long-term community planning. There are several answers. She prefers Option #3, #4 and #7. Councilor Woodrow said the options don’t address permanent housing. There are big gaps in the continuum of the housing market and she would like to find a way to go in at the first level and work our way through. There are programs helping people just underneath that level. She would like to look at where we can lead and guide people to move them up. Councilor VanGordon asked about next steps if the City acquires land for housing. Ms. Fifield said any of the options are dependent on what is financially feasible for the developer. She would like to ask developers what is possible and what could be done in a year. She could then come City of Springfield Council Work Session Minutes June 12, 2017 Page 6 back to Council or real estate professionals about available land. How the development gets chosen is still yet to be determined. Councilor VanGordon said he would like to remove Option #1, Glenwood Place, for use of CDBG funds this year. Ms. Fifield said realistically, they won’t be ready this year. Councilor VanGordon said he is not opposed to using CDBG fund for Glenwood Place, but is opposed to holding the funds for a long period of time for them to be ready. Ms. Fifield said that was addressed in the Substantial Amendment. Councilor VanGordon said he had questions in Option #4 about manufactured home parks and their life span. He does not want to create a problem 25 years down the road. Mr. Grimaldi asked if he would be open to remove mobile homes and construct permanent housing such as tiny homes on the same site. Councilor VanGordon said the construction type is what concerns him most. Councilor Stoehr said there are some people that will aspire to permanent housing, but will need something else in the meantime. There may be multiple approaches and there will be a need for some kind of first step. He is not opposed to the approach that emphasizes helping families, but there is also a need for single people who are homeless for a number of reasons. He is in favor of part of Option #4. Councilor Woodrow said there are a lot of opportunities and needs, but each community doesn’t have to address all needs. She feels we need to look at what Springfield can do to meet other needs. We are all interconnected. Human Services Commission agrees we can’t spread ourselves too thin in all directions. Each agency can address certain needs and be able to direct people to other places for other needs. We can corroborate and work together. Councilor Moore asked what was meant as permanent housing. She asked if the Council had identified the focus. Mayor Lundberg said the City did choose to address children and families for affordable housing. Councilor Moore asked if they are talking about homeownership or renting when they speak of permanent. Councilor Woodrow said she is not sure we can put someone in permanent housing and homeownership immediately, but may start with a rental. When she speaks of permanent housing, she is referring to something that is not a shelter, or dusk to dawn arrangement, but something that works toward getting them into the continuum. Mayor Lundberg said they need to discuss what we want on the table and what is off. She agreed landbanking is a good idea, and CDBG allows that. One advantage is that when public property is used, it goes through the public process when they decide to develop. Cluster housing is an option for homeownership. She is fine with cluster housing for rental or home ownership. Fairhaven is a good example of cluster housing. She likes Option #7 to develop new and creative models for affordable housing. That melds together the idea that we create a type of housing that matches what everyone City of Springfield Council Work Session Minutes June 12, 2017 Page 7 wants – something permanent, low cost, well insulated. She is interested in doing that, especially with new wood products. She also supports Habitat for Humanity, whose funds were cut. She is not a big fan of Opportunity Village or Square One, and would like the Council to decide whether or not to keep it on the table, or take it off. She is fine with Option #3 and agrees to wait on Glenwood Place. Comprehensive Planning Manager Sandy Belson said this conversation is merging into the affordable housing strategy. She had heard from the majority of the Council that they want permanent dwellings. The Opportunity Village model is not permanent dwellings. The houses in Emerald Village (Square One) will meet state building codes and would be considered permanent. The question to the Council is whether or not that model of cluster housing is something they would like to consider. It would be permanent dwelling, but transitional housing in that it would be targeted towards homeless families who are transitioning from homelessness to housed. Mayor Lundberg said a lot of our housing is stepping stones and subsidized. Councilor Stoehr asked about the square footage on Square One. Ms. Fifield said it is between 150-260 square feet. Councilor Stoehr said he would support a Square One type of housing. Councilor Moore said we could leave that type of housing on the table until we see Emerald Village built. In some ways, Springfield is doing something like Opportunity Village with our Conestoga Huts at church and industrial sites. Councilor Pishioneri asked if people could stay in Square One as long as they would like or if there are restrictions on how long they can stay. He wants places where people can stay as long as they want with no restrictions. Mayor Lundberg asked Council if they wanted to keep Opportunity Village or Square One on the table. Councilor VanGordon said he would like Opportunity Village off the table. If they could come up with request for proposal (RFP) requirements for Square One, it could still be on the table. Permanent style housing is what he’s looking for. Councilor Woodrow said she would like to take Square One off the table for now, see how things go, and then perhaps bring it back. Mayor Lundberg said she would prefer a smaller list of options since we have limited resources. Ms. Fifield said staff will be coming back in the fall. What she is getting from Council tonight is that it is less on the model of who would be providing it, and more on the type of construction. Part of the discussion with a developer is what type of model would be feasible and the type of subsidy that would be needed. Mayor Lundberg said the Council needs to figure out just what they want and prioritize before going out for an RFP. Council needs to pick the strategy. Councilor Moore said she thought they wanted to look into small houses that are not on wheels or considered temporary. She would support that. She clarified that Square One is a non-profit provider. City of Springfield Council Work Session Minutes June 12, 2017 Page 8 Mr. Grimaldi said some of the common themes include cluster housing. Mayor Lundberg said cluster housing has a specific definition in the Code, and is not necessarily like Square One. Fairhaven is a good example of cluster homes. Mr. Grimaldi asked if the Council had a minimum square footage in mind. Councilor Pishioneri said he is completely supportive of the accessory dwelling unit (ADU) program. He is not endorsing 25 ADU’s or small houses in a row clustered together in a camp setting. Mr. Grimaldi said the minimum for an ADU is 300 square feet. They could look at a 300 square foot in some type of cluster formation. Mayor Lundberg said the Council has always wanted more homeownership than rentals, and now we are growing the segment of more rentals. The issue is that there is a lack of housing, which drives up the prices, and is causing people to not be able to pay their rent. We are looking at all these different styles because we are in a crisis, but that doesn’t lead to good community planning. She would like to think in terms of longer term. We are going to have a lot of new rentals, and we have incentives with waived SDCs, so are making good steps in the right direction. Councilor Stoehr said they are trying to solve a crisis, but he feels this crisis will last longer than expected. He feels we need to make some sort of provisions. He would love to think no one would need a 300 square foot home, but believes they will. Mayor Lundberg said she supports clusters that are outlined in the Code. They are less expensive than single homes because they have a shared wall. Ms. Fifield said it sounds like Option #2 is off the table, which would help staff move forward. They could look at what land is available and what that could produce. Mayor Lundberg asked if the Council wanted their number one priority to be land banking. Council decided to take Option #6 off the table, as well as Option #2. Option #5 is something they are looking at for HOME funds. Councilor Wylie spoke regarding Options #4 and #7. Mayor Lundberg said somewhere in Option #7 is the possibility for Option#4. Option #1 is off at this time. Councilor Wylie said we should have options available to refer people for emergency, transitional and permanent housing, whether in our city or another city. There needs to be a plan that directs people. Councilor Woodrow said there are resources through the Human Services Commission (HSC) for emergency programs. Mayor Lundberg said we have Option #3 and Option #7. Ms. Fifield said that would help staff. They will be back in the fall for further discussion. Councilor Pishioneri said defining cluster housing could be a zoning issue. City of Springfield Council Work Session Minutes June 12, 2017 Page 9 Councilor Wylie said they could buy a manufactured home park, remove the old trailers that are in disrepair and make that a cluster development. Mayor Lundberg said St. Vincent DePaul is doing that type of housing. 3. Developing an Affordable Housing Strategy. Sandy Belson, Comprehensive Planning Manager, presented the staff report on this item. She distributed a document that was a summary of the information. Staff wanted to make sure they understood the Council decisions of the overall strategy prior to their break. The information was presented on the graphic document. It portrays the housing continuum and the different ways the City is trying to address the various housing needs. This is a check in to see if staff has captured what the Council understood. Councilor Moore said she didn’t see the option of allowing ADU’s in medium density residential (MDR) zoning. Ms. Belson said that would be covered under the section about revising the Development Code. That would go first through the Planning Commission before coming to the Council in the fall. Councilor Pishioneri asked about the multi-unit property exemption. Ms. Belson said staff would bring back more information about that in the fall. It had not yet been decided on, but was under consideration. Councilor VanGordon asked about Strategy 6C about creating brochures and webpages to help explain code requirements and processes. He wants to make sure that any materials created are easy to read for the general public. He is concerned it is currently too engineered and he feels it should be streamlined and made as simple as possible. He asked about Strategy 6D. Ms. Belson said initially it would be to address our known plan zone conflicts. They will need to resolve those plan conflicts. Part of that includes looking at buildable lands. Councilor Pishioneri concurred about making informational pieces simple. He suggested they find a lay person and have them review any materials they plan to put out. Council took a break at 7:30 p.m. Council reconvened at 7:38 p.m. 4. Master Pole Attachment Agreement. Anette Spickard, Development and Public Works Director, and Kristina Kraaz, Assistant City Attorney, presented the staff report on this item. Pictures of examples of small cell wireless and DAS units were displayed. Wireless telecommunication providers have contacted the City for permission to attach devices to City-owned utility poles. A Pole Attachment Agreement is required. By establishing a Master Pole Attachment Agreement, the Council ensures all providers are treated the same and allows the City Manager to execute agreements as applications are reviewed and approved. City of Springfield Council Work Session Minutes June 12, 2017 Page 10 The Springfield Development Code contains special standards and land use approval processes for the siting of wireless transmission facilities on property outside of the right-of-way (traditional cell towers). The Code exempts small cell and distributed antenna system (DAS) installations on utility poles within the right-of-way from land use approvals. For small cell and DAS installations the City has an established process for permitting the placement of these devices in the right-of-way which includes issuing a utility license to the company, granting an encroachment permit to the company to do work in the right-of-way (ROW), and executing a pole attachment agreement. The City currently does not have any of these devices attached to our utility poles; however we have received several inquiries from providers wishing to install this new technology in Springfield in order to provide the infrastructure for 5G wireless transmissions. A pole attachment agreement is now needed to allow for these devices. A Pole Attachment Agreement is essentially a lease agreement granting approval to the company to use space on our utility poles for this purpose in exchange for meeting our engineering and ROW use standards and paying an annual rent of $5,000 per pole per year as established in the Master Fees and Charges schedule. All agreements with individual companies will be reviewed by legal counsel and executed by the City Manager. Ms. Spickard noted that companies have contacted Springfield Utility Board (SUB) about placing their equipment on SUB’s utility poles. SUB has to get the City’s permission to do this type of work in the right-of-way. Ms. Kraaz noted that there was a limitation that these would not be allowed on decorative street lights. Ms. Spickard said during the Master Fee Schedule process, the lease fee of $5000 per pole was added. Councilor Pishioneri asked if there was a provision about removal of the equipment by the company if they went bankrupt or closed. Ms. Kraaz said there are provisions about forfeiture of the agreement, which would result in termination of the agreement and there are removal requirements. Councilor Pishioneri asked if they had to be bonded for the removal provision. The way it reads, we would have to go to Court to get funds back for the removal, rather than the company being bonded which would put the responsibility on the company. Ms. Kraaz said there is no bond requirement aside from the bond requirements for encroachment permits. They could look into that and add that provision if needed. Councilor Pishioneri said he prefers the Baltimore model rather than the first model aesthetically, and he prefers the concealed cabling. He asked if staff could look at the proposed pole to see where it is located and decide whether or not it is aesthetic during the pre-inspection process. Ms. Kraaz said there are no aesthetic review processes or standards. When the Council adopted the wireless telecommunications ordinance, low power attachments to existing poles were removed from the land use review, which is where the aesthetic piece would come in. Staff could look at more explicit aesthetic limitations through the City’s leasing authority, but nothing in the Code would prevent a company from putting something up on SUB or other poles. City of Springfield Council Work Session Minutes June 12, 2017 Page 11 Councilor Pishioneri said that could prompt companies to go to SUB or other poles so they wouldn’t have to follow the aesthetic standards. He spoke regarding obstructions for the signals. Ms. Kraaz said if they needed to cut down a tree to maintain a signal, and it was a public street tree, it would not be allowed. If it was a private tree, the company could get permission from the property owner. That provision is not in this agreement. Councilor Pishioneri asked how they came up with the $5000 fee. Ms. Spickard said they looked at what other jurisdictions were doing and came up with a recommendation. Councilor Woodrow said she is happy with this. She asked if having additional equipment on the poles makes them susceptible to damage. If so, who does that affect? Ms. Spickard said she is not sure if they are more susceptible, but they do have to meet the engineering requirements for structural integrity. Ms. Kraaz said these provide ‘back hall’ service which is an auxiliary system to the network that is established through the taller cell towers. It prevents service from being interrupted when they are overloaded. If one went off line, she is not sure how much affect it would be. They have a small coverage area and are not intended to be the sole source of service. Councilor Moore noted concerns about radio waves from cell towers and asked if someone living in a home or apartment had any recourse if one of these was placed close to their home. Ms. Spickard there is none. Staff is engaged in a comment period with the FCC who is trying to take away even more local control in regulating cell towers. Councilor Moore said the public needs to understand that part of this is out of our hands. She asked how many they are expecting per year. Ms. Kraaz said two permits were submitted early this year, but were incomplete. No additional information has been provided by those companies to date. The company was aware this lease agreement was in the works, so they may have been waiting before submitting additional information. Councilor Moore asked if the electricity was coming from pole itself. Yes. Ms. Kraaz said they are required to get permission first. Councilor Moore agreed with wanting them aesthetically pleasing. Councilor Pishioneri asked about the antennae array and said he is opposed to the cylindrical array mounted on top of the cross arm. To him, power lines are visual pollution, and SUB has increased the height of poles and added lines. He is opposed to adding height to what is already on the poles. Ms. Kraaz said this agreement would not be executed on any SUB poles. To make a change to what is allowed on SUB poles, Council would need to go through the encroachment permit process. If they are for low-powered facilities on existing utility poles, they would be exempted from the Development Code review. Staff could look into it further. City of Springfield Council Work Session Minutes June 12, 2017 Page 12 Councilor Pishioneri said having no controls over SUB poles would push companies to use SUB poles, rather than the City. The new poles on Main Street are nearly 60 feet tall. Ms. Spickard said the Council could provide comments to the SUB Board about this issue. The City did deny a new 120 foot pole on private property. We do have some authority on height of utility poles. Councilor Pishioneri said he is very opposed to having them stacked up high on the poles, and doesn’t want them any higher than the height of the head of the street light. Councilor Stoehr asked if these would be first come/first serve or if a company could buy a number of poles. Ms. Kraaz said under this agreement there is no pre-leasing or pre-reserving the sites. At the time, if someone comes in with an encroachment permit, it would be subject to the agreement and would be first come/first served. Councilor Pishioneri asked if this would fall under the multi provider placement. Ms. Kraaz said if there was a pole that could accommodate more, it would be reviewed. Ms. Spickard said this is a big discussion. Staff can bring back ideas, share it with other jurisdictions, and possibly look at code changes. Staff is in a constant network of people sharing ideas. Mayor Lundberg said Council would be interested in seeing additional information. Councilor Pishioneri asked if staff could approach our State lawmakers. Ms. Kraaz said under the current Municipal and Development Code provisions, the City has exceptions so there is no review for that additional height for these types of facilities. The Council would need to look at changes to the Code, provided they are in line with FCC pre-emption. Mayor Lundberg said they could look at what others are doing and considering. Mr. Grimaldi asked if the Council was fine moving forward with the pole attachment for City owned facilities, and having staff look beyond that for further controls to attachments to SUB or other entity poles. Council agreed. 5. ADA Self Evaluation and Transition Plan. Tom Mugleston, Risk Manager, Kristina Kraaz, Assistant City Attorney, and Chaim Hertz, Human Resources Director, presented the staff report on this item. In accordance with state and federal law, the City is required to conduct an ADA self-evaluation to review the accessibility of their programs, services and activities. The law also requires that public entities with more than 50 employees develop a Transition Plan that sets forth the necessary steps for structural changes to facilities that are needed to make programs accessible. City of Springfield Council Work Session Minutes June 12, 2017 Page 13 By enacting the Americans with Disabilities Act of 1990 (ADA), Congress intended to “provide a clear and comprehensive national mandate for the elimination of discrimination against individuals with disabilities.” The City of Springfield recognizes the importance of that mandate, and continually strives to achieve equal access for all its programs, services, activities, and facilities for persons with disabilities. The City’s draft Americans with Disabilities Act Self-Evaluation and Transition Plan establishes the City’s ongoing commitment to that effort and provides a framework for maintaining and improving access. The draft ADA Self- Evaluation and Transition Plan includes: The designation of an ADA Coordinator; The process for requesting an ADA accommodation and filing a complaint; Recommendations for improving access to public meetings, electronic communication, printed materials, purchasing, training, and public facilities; An evaluation of the accessibility of City facilities including City priorities for accessibility upgrades; A Transition Plan for structural changes to City streets and sidewalks; A public involvement process for public comment on this draft of the plan; and The process for subsequent self-evaluation and updates to the Transition Plan. There is no financial impact to the City to adopt the ADA Self-Evaluation and Transition Plan document; funding mechanisms for necessary ADA improvements are further discussed within the Transition Plan document. Ms. Kraaz reviewed the plan and what was covered in each section. Staff is looking for feedback from the Council on the draft. Following Council review, it will be taken to the public for input and then back to Council in the fall for adoption. Councilor Pishioneri asked if there was a guidance document for staff to use to respond to animal related ADA issues. Mr. Mugleston said they didn’t have a specific guidance document. General orientation is provided for employees. Councilor Pishioneri said it could help to heighten the ability for staff to address those issues. Mr. Grimaldi said the Library and Police Departments have a policy. Councilor Pishioneri said he would like to see something for all departments. Ms. Kraaz said staff training is included in the plan, including training on the use of text telephones. This section could be amended to include development of physical trade resources. Councilor Pishioneri said it is an important topic and it would be helpful to have the information readily available for staff to read to people who bring in their animals. Councilor Moore asked if the identified changes were required. Ms. Kraaz said this is a list of items that if they were done, would make the City building fully ADA compliant. Not all of them shall or will be done. Prioritization of the projects is listed in the plan. She City of Springfield Council Work Session Minutes June 12, 2017 Page 14 also noted that there is a list of facilities that the City owns. If the Museum were to move under the management of the City, the Museum building would move to a higher priority in this list. Councilor Pishioneri said he thought they went through and made the Museum ADA compliant about 8 years ago. Councilor Stoehr asked if there were circumstances where practical provisions exceed the requirements of ADA. He gave an example. Ms. Kraaz said ADA publishes minimal standards. Those standards could be exceeded depending on design. Later in June, this draft will be published on the City’s website, through print ads and social media, and some targeted outreach will be done to constituents we know are interested. This outreach will continue through mid to late August with open houses. Staff will compile all feedback, review its applicability to the plan, and come back to Council with some possible changes or updates to the Council in the fall for discussion and eventual adoption. ADJOURNMENT The meeting was adjourned at 8:20 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 JUNE 19, 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, 2017 at 6:16 p.m., with Mayor Lundberg presiding. ATTENDANCE Present were Mayor Lundberg and Councilors VanGordon, Wylie, 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. 1. In-House City Attorney Analysis. Gino Grimaldi, City Manager, presented the staff report on this item. The City Council recently approved a two year contract for City Attorney services with Leahy, VanVactor, Cox & Melendy. At that time, the City Council also gave direction to staff to examine the option of having an in-house City Attorney Office. The City Council also indicated that if it was determined that having an in-house City Attorney Office was not feasible; the contract for City Attorney services would go through a competitive bidding process. According to the City Charter, the City Attorney reports directly to the Mayor and City Council. The Council Briefing Memorandum examines the financial feasibility and the policy issues regarding the creation of an in-house City Attorney Office. The ongoing cost to operate an in-house City Attorney Office is similar to the cost of the second year of the current contract looking at a one-year cost. However, the amount of attorney time available would increase from 2,124 to approximately 4,000 hours depending on the amount of vacation and sick leave used by the two attorneys. This increased capacity could be used to take on additional duties such as risk management, telecommunications law, and legal services for the Metropolitan Wastewater Management Commission. The City Attorney Office could develop expertise in other areas reducing the reliance and expense of using outside Counsel. The current City Charter requirement that the City Attorney reports directly to the Mayor and City Council has served the community very well providing the City Council and the city organization with an independent review of legal issues. Bringing the City Attorney Office would not alter the current reporting relationship. Mary Bridget Smith, City Attorney, said she drafted the Council Briefing Memorandum with the assistance of the City Manager’s Office and the Finance Director. She acknowledged that this is awkward. She loves the firm and values the relationship with the City. As she was working through this, her duty to the Council is that they are her client. Her goal is to try to give them objective advice about what they want to do, and they can determine the path. If they do anything, she would recommend that they do not change that the City Attorney is an appointive office of the Council. That ensures the Council will get legal advice that is objective and pointed towards their goals and vision. She noted that the hours in their current contract are billable hours, not employee hours. There would City of Springfield Council Work Session Minutes June 19, 2017 Page 2 be increased capacity, but it will be a little different. There would still be a need for some outside counsel in certain situations. She provided an example. She doesn’t anticipate that would go away. Councilor Moore said she is very happy with the relationship the City has with their office. She is concerned with a contracted service versus an employee and the increases in benefits and PERS. She would like more information on the costs and benefits. Mr. Grimaldi said they would get the standard benefit package which averages about 45%, including benefits and payroll taxes. Ms. Smith said there would be three people: City Attorney; Assistant City Attorney; and staff support. Councilor Pishioneri said there are different processes for contractors compared to hiring employees. He asked how they could be hired without a conflict of interest. Mr. Grimaldi said there would be no conflict of interest. The City could justify that we are transitioning the City Attorney into the City organization and then enter into a contract negotiation with that person, similar to the City Manager. They are not required to advertise for the position. Other employees would be hired. It would make the most sense to hire the existing employees and transfer them over to the City. It is not unlike when two public organizations merge. There is a state statute about moving employees from one to the other. Councilor Pishioneri said he understood the City Attorney would work for the Council, but asked about the rest of their staff. Mr. Grimaldi said it would be the same as with the City Manager’s Office. The City Manager works for the Council and it’s his responsibility to hire the other employees for that office. Councilor Pishioneri asked if the Council would do regular evaluations of the City Attorney’s Office and have the ability to renew or end the contract. Ms. Smith said that was correct. As it is currently, the Council has a contract with the firm and if they aren’t happy and end the contract, that is for the full office. Councilor Pishioneri said he likes keeping the office separate. He noted the increase if it is staff time and asked if Ms. Smith saw a rise in availability if they were with the City, and how much more they could take on and stay within the paid hours. Ms. Smith said currently, the City is the main client for her and Kristina Kraaz. She no longer takes new clients. There is probably some room for an increase, but not much. Councilor Pishioneri said he would like to see those numbers to make sure it makes sense financially. He wants to see what’s in it in terms of hours. Councilor Wylie said she worked for the City of Eugene and Lane County when they had in-house attorneys. She liked the current city attorney’s history, experience and knowledge of the City. She felt they had appropriate supervision and were more objective than an in-house attorney might be. The attorney should be responsible for legal issues only and remain objective. We have had excellent service and a cooperative working relationship so she is not sure why they would want to change. She doesn’t see what the City is going to get. City of Springfield Council Work Session Minutes June 19, 2017 Page 3 Councilor Stoehr asked if the City Attorney would work at City Hall. Ms. Smith said her preference if the City Attorney was moved into the City is that it be her and Kristina Kraaz and their legal assistant. Councilor Stoehr confirmed that their firm would operate independently. He asked how outside counsel would be selected when the need arises. Ms. Smith said it depends on the situation and subject matter. She has cultivated relationships and knowledge about experts in the field. After consulting with the City Manager’s Office, they would choose whoever was the best fit at the best price. Councilor Stoehr asked what would happen if the best person to handle the outside counsel piece was in the office of Leahy, VanVactor and Melendy. Ms. Smith said they have on occasion done litigation that was above and beyond the retainer if they are the right choice. Her job is to make sure the City is represented correctly. It is not a conflict of interest, but internally they need to know they have the hours to do the job. Sometimes it saves the City money. Generally, when outside counsel is needed it is very specialized. Councilor Wylie said she hadn’t been counting on Ms. Smith as the in-house attorney, so that was why she had the concerns. Ms. Smith said she did work in-house prior to coming to the firm and has seen both sides. That’s why she thinks keeping the structure of the City Attorney reporting to the Council is best. Councilor VanGordon asked about the budgetary authority. Mr. Grimaldi said they would be treated like any other department. Councilor VanGordon said he wants to understand the additional capacity of bringing someone in-house. That would help bring a lot of clarity. Ms. Smith said some of the increased capacity would be an additional member of the Executive Team. They would also get more capacity in risk management and some labor negotiations. Councilor VanGordon asked if there would be enough capacity to take on the Metropolitan Wastewater Management Commission (MWMC). Ms. Smith said there would. Councilor VanGordon asked if it would mean more hours, or just more hours that would reduce our risk. Mr. Grimaldi said bringing the City Attorney in-house allows them to be able to get ahead of issues more often. That is hard to quantify, but there is a value of having them involved on a daily basis. Councilor VanGordon asked about the last few raises for the City Attorney’s office. City of Springfield Council Work Session Minutes June 19, 2017 Page 4 Ms. Smith said their office asked for a big correction last year. She explained the increase in hours and rate requested and approved. This increase was in part to help their office retain assistant city attorneys and have continuity of service. There had not been incremental increases over time, so that’s why they asked for a larger increase. Councilor VanGordon said he feels like he wants to go forward, but would like some of the financial questions answered, such as what would the additional capacity be used for, and how the City will benefit. If everything remains equal, there may not be a need to make a change. Councilor Moore said it sounds like having them in-house would act as a preventative in some situations when sitting in on meetings. It could save the City money in the long run by intervening. She agrees there are some advantages, but there are still questions. She asked for Mr. Grimaldi’s input. Mr. Grimaldi said in addition to what has been said, continuity would be an advantage. If they follow the pattern, they would go out every 3 to 5 years to bid for attorneys. He is not sure that is the best approach because they could lose continuity. Councilor Woodrow said there is no black and white answer about total costs and savings because there is a lot of subjectivity in the risk management area. This sounds good to her. She has had good experience with in-house attorneys. Having them on hand and in-house with the continuity enhances that subjective area that comes out in other ways that will save in the long run. Councilor VanGordon asked about next steps. Mr. Grimaldi said Council has to determine what kind of process they want to hire a City Attorney. If they want to hire the person already doing the work, they would discuss a contract. Ms. Smith said they are currently under contract with her firm until the next fiscal year. She wanted to meet with Council before the summer break to get an idea where they were. If the service was to leave their firm, there would be some work and planning needed by the office. If they choose to put it out to bid, that would probably occur in the fall so it made more sense to have this discussion now. If the Council has consensus to keep her on, they could begin contract negotiations for next year and work on the transition. Councilor VanGordon said his questions are more about transition planning. He likes the people they have now and is fine going forward. Councilor Pishioneri said he is happy to move forward with those serving as City Attorney now. He would still want to see the additional gains for the City. Having the City Attorney as part of the Executive Team would be a huge benefit, but he needed more information about the hours. Mayor Lundberg said the Council was fine moving forward looking at the option. She wants to make sure they bring back that information before Council makes the decision. Mr. Grimaldi said they would bring that information back in early fall. Ms. Smith said she would get more detailed information about the increased capacity and cost, as well as information on what would be done in-house and what would need outside counsel. She will also bring information on how much is spent on legal overall, and how would that change. City of Springfield Council Work Session Minutes June 19, 2017 Page 5 Mayor Lundberg said they also need information on the personnel needed, a clear idea of the structure and a draft contract. Ms. Smith said if they end up evaluating this throughout the fall, they may need to go out for bid. They could push it out depending on how the discussion goes in the fall. Councilor Pishioneri said he is not interested in going out to bid at this time. He would like to explore the in-house option further first. ADJOURNMENT The meeting was adjourned at 6:57 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 JUNE 19, 2017 The City of Springfield Council met in regular session in the Council Chambers, 225 Fifth Street, Springfield, Oregon, on Monday June 19, 2017 at 7:00 p.m., with Mayor Lundberg presiding. ATTENDANCE Present were Mayor Lundberg and Councilors VanGordon, Wylie, 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. SPRINGFIELD UPBEAT 1. Mayor’s Recognition a. National HIV Testing Day Proclamation. Mayor Lundberg read from the proclamation and encouraged all residents to "Test Your Way. Do it Today.” Renee Yandell, Executive Director of the HIV Alliance, was present to accept the proclamation. b. World Refugee Day Proclamation. Mayor Lundberg read from the proclamation and encouraged all citizens of Springfield to join in this observance. Tom Mulhern, Executive Director of Catholic Community Services was present to accept the proclamation. 2. Other a. Government Finance Officers Association (GFOA) Certificate of Achievement Presentation. City Manager Gino Grimaldi presented this item. The Certificate of Achievement for Excellence in Financial Reporting has been awarded to the City of Springfield by the Government Finance Officers Association of the United States and Canada (GFOA) for its comprehensive annual financial report (CAFR). The Certificate of Achievement is the highest form of recognition in governmental accounting and financial reporting, and its attainment represents a significant accomplishment by a government and its management. An Award of Financial Reporting Achievement has been awarded to Nathaniel B. Bell, Accounting Manager for the City of Springfield. The CAFR has been judged by an impartial panel to meet the high standards of the program including demonstrating a constructive “spirit of full disclosure” to clearly communicate its financial story and motivate potential users and user groups to read the CAFR. City of Springfield Council Regular Meeting Minutes June 19, 2017 Page 2 The GFOA is a nonprofit professional association serving approximately 17,500 government finance professionals with offices in Chicago, IL and Washington, D.C. b. Employee Recognition: Brian Barnett, 20 Years of Service. City Manager Gino Grimaldi presented this item. Mr. Barnett currently supervises the recent merged Operations Division work group including traffic maintenance and engineering staff, which includes traffic signal electricians, signage/pavement marking technicians, and traffic systems planning, design and operations engineers. He noted Mr. Barnett’s calm demeanor in explaining how traffic works and what options don’t work. Mr. Barnett has served as the League of Oregon Cities representative for many years on the Oregon Department of Transportation’s Oregon Traffic Control Devices Committee and Speed Zone Review Panel, appointed as Chairperson for both during his tenure. One of Mr. Barnett’s more noteworthy accomplishments is his leadership with the planning, design and construction of traffic Roundabouts in Springfield. He and his team constantly look at ways to improve the roundabouts and their safety. Mr. Barnett is known for his great customer services skills and his interaction with citizens. Mr. Barnett said it is a privilege to work for this organization and participate in the good governance that occurs in Springfield. He commended the other staff in his department and throughout the City. Councilor Pishioneri said Mr. Barnett is always a pleasure to talk to and learn from. Mr. Barnett acknowledges good ideas and makes them happen. He appreciates his work throughout town. CONSENT CALENDAR 1. Claims a. Approval of the May 2017, Disbursements for Approval. 2. Minutes a. May 22, 2017 – Work Session 3. Resolutions a. RESOLUTION NO. 2017-16 – A RESOLUTION AUTHORIZING THE CITY MANAGER TO AWARD COMPETITIVE BIDS, REQUESTS FOR PROPOSALS, OTHER PERSONAL SERVICES CONTRACTS EXEMPT FROM BIDDING REQUIREMENTS UNDER THE PURCHASING REGULATIONS, AND APPROVE AMENDMENTS TO PUBLIC CONTRACTS IN CONFORMANCE WITH CITY OF SPRINGFIELD MUNICIPAL CODE AND ADMINISTRATIVE REGULATIONS DURING THE PERIOD COMMENCING JUNE 27, 2017 AND CONTINUING THROUGH SEPTEMBER 4, 2017 WHILE THE COMMON COUNCIL IS IN RECESS. b. RESOLUTION NO. 2017-17. – A RESOLUTION TO ACCEPT CITY PROJECT P11004; SPRINGFIELD WELLNESS CENTER. City of Springfield Council Regular Meeting Minutes June 19, 2017 Page 3 c. RESOLUTION NO. 2017-18. – A RESOLUTION TO ACCEPT CITY PROJECT P11006; CITY HALL SEISMIC BRACING - PACKAGE 2. d. RESOLUTION NO. 2017-19 – A RESOLUTION TO ACCEPT CITY PROJECT P11007; CITY HALL SEISMIC BRACING - PACKAGE 3. 4. Ordinances a. ORDINANCE NO. 6367 – AN ORDINANCE REGARDING THE EXCLUSIVE GARBAGE COLLECTION FRANCHISE OF THE CITY OF SPRINGFIELD, TO PROVIDE FOR NEW OPPORTUNITY TO RECYCLE ACT REQUIREMENTS, AND RESTATING THE FRANCHISE, AMENDING ORDINANCE NO. 6011 (SPECIAL), AS AMENDED BY ORDINANCE NO. 6309 (GENERAL) b. ORDINANCE NO. 6368 – AN ORDINANCE APPROVING THE WITHDRAWAL OF CERTAIN TERRITORY FROM THE GOSHEN RURAL FIRE PROTECTION DISTRICT IN GLENWOOD INSIDE THE CITY LIMITS OF SPRINGFIED. c. ORDINANCE NO. 6369 – AN ORDINANCE AMENDING THE EUGENE-SPRINGFIELD METROPOLITAN AREA GENERAL PLAN (METRO PLAN) AND Q STREET REFINEMENT PLAN DIAGRAM BY REDESIGNATING APPROXIMATELY 1.96 ACRES OF LAND FROM LOW DENSITY RESIDENTIAL (LDR) TO MEDIUM DENSITY RESIDENTIAL (MDR); CONCURRENTLY AMENDING THE SPRINGFIELD ZONING MAP BY REZONING THE SAME APPROXIMATELY 1.96 ACRES OF LAND FROM LDR TO MDR; AMENDING THE METRO PLAN DIAGRAM AND Q STREET REFINEMENT PLAN DIAGRAM BY REDESIGNATING APPROXIMATELY 1.39 ACRES OF LAND FROM LOW DENSITY RESIDENTIAL (LDR) TO HIGH DENSITY RESIDENTIAL (HDR); CONCURRENTLY AMENDING THE SPRINGFIELD ZONING MAP BY REZONING THE SAME APPROXIMATELY 1.39 ACRES OF LAND FROM LDR TO HDR; ADOPTING A SEVERABILITY CLAUSE AND PROVIDING AN EFFECTIVE DATE. d. ORDINANCE NO. 6370 – AN ORDINANCE APPROVING THE ANNEXATION OF CERTAIN TERRITORY TO THE CITY OF SPRINGFIELD AND WILLAMALANE PARK AND RECREATION DISTRICT; AND WITHDRAWING THE SAME TERRITORY FROM THE RAINBOW WATER DISTRICT. 5. Other Routine Matters a. Authorize City Manager to Sign Fourth Amendment to a Contract with Drawn, Inc., in the Amount not to Exceed $283,000 for FY18 FireMed Campaign Advertising and Marketing Services. b. Authorize City Manager to Sign an Amendment to a Revenue Contract with Life Flight Network, LLC for FireMed Administrative Services. c. Authorize City Manager to Sign a Contract Extension with Hughes Fire Equipment, Inc. for Maintenance and Repair of Fire Apparatus. d. Authorize and Direct the City Manager to Execute the Easement Agreement for Multi-Use Path Substantially in the Form of the Draft Submitted; Authorize and Direct the City Manager to Execute the Declaration of Mutual Easement Agreement; and Authorize and Direct the City City of Springfield Council Regular Meeting Minutes June 19, 2017 Page 4 Manager to Execute the Assignment and Acceptance of Rights Under Easement for Multi-Use Path. e. To Award the Subject Contract to Wildish Construction Company for Project P21133: 2017 Sanitary Sewer Rehab – B, in the Amount of $430,489.00. 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. Supplemental Budget Resolution. RESOLUTION NO. 2017-20 – A RESOLUTION ADJUSTING RESOURCES AND REQUIREMENTS IN THE FOLLOWING FUNDS: GENERAL, SPECIAL REVENUE, TRANSIENT ROOM TAX, COMMUNITY DEVELOPMENT, POLICE LOCAL OPTION LEVY, BANCROFT REDEMPTION, REGIONAL WASTEWATER REVENUE BOND CAPITAL PROJECT, DEVELOPMENT PROJECTS, REGIONAL WASTEWATER CAPITAL, STREET CAPITAL, SANITARY SEWER OPERATIONS, AMBULANCE, STORM DRAINAGE OPERATIONS, BOOTH-KELLY, REGIONAL FIBER CONSORTIUM, INSURANCE AND VEHICLE & EQUIPMENT FUNDS. Bob Duey, Financial Director, presented the staff report on this item. At various times during the fiscal year the Council is requested to adjustments the annual budget to reflect needed changes in planned activities, to recognize new revenues, or to make other required changes. These adjustments to resources and requirements change the current budget and are processed through supplemental budget requests scheduled by the Finance Department on an annual basis. This is the third of three scheduled FY17 supplemental budget requests to come before Council. The supplemental budget being presented includes adjusting resources and requirements in General, Special Revenue, Transient Room Tax, Community Development, Police Local Option Levy, Bancroft Redemption, Regional Wastewater Revenue Bond Capital Project, Development Projects, Regional Wastewater Capital, Street Capital, Sanitary Sewer Operations, Ambulance, Storm Drainage Operations, Booth-Kelly, Regional Fiber Consortium, Insurance and Vehicle & Equipment Funds. The City Council is asked to approve the attached Supplemental Budget Resolution. The overall financial impact of the Supplemental Budget Resolution is to increase Operating Expenditures $833,385, Capital Projects $4,974,078, Debt Services $1,752,654, Interfund Transfers $113,663, and Misc. Fiscal Transactions $175,000. These are offset by new revenue of $602,974 and reduction in reserves of ($7,245,806). Mr. Duey reviewed the changes in the supplemental budget resolution. City of Springfield Council Regular Meeting Minutes June 19, 2017 Page 5 Councilor VanGordon asked about number 3 in capital improvements: Request adjust the allocation of the internal changes for SDC funds received which were lower than anticipated; funds placed back into reserves. Mr. Duey said when SDCs come in, they go into different funds. Some of those are incorrect, and the allocations must be corrected. 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 ADOPT RESOLUTION 2017-20. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. 2. Resolution Certifying the City’s Eligibility to Receive State Shared Revenues from Cigarette, Gas and Liquor Taxes. RESOLUTION NO. 2017-21 – A RESOLUTION OF THE COMMON COUNCIL OF THE CITY OF SPRINGFIELD CERTIFYING ELIGIBILITY FOR STATE-SHARED REVENUES FROM CIGARETTE, MARIJUANA, GAS AND LIQUOR TAXES, APPROVING THE CITY OF SPRINGFIELD’S PARTICIPATION IN THE STATE REVENUE SHARING PROGRAM, AND DECLARING THE CITY’S ELECTION TO RECEIVE STATE REVENUES PURSUANT TO OREGON REVISED STATUTES 221.760 AND 221.770. Bob Duey, Finance Director, presented the staff report on this item. The law provides that cities located within counties having more the 100,000 inhabitants, according to the most recent federal decennial census, must provide four or more municipal services from a specific list to be eligible to receive state-shared cigarette, liquor and highway taxes under ORS 221.760. The accompanying resolution will satisfy that requirement. This is the first year the City is eligible to receive revenue for marijuana. To be eligible to receive state shared revenues in the ensuing fiscal year, the City must provide at least four of seven eligible services, and perform five additional actions: 1. Advertise and hold a public hearing before the Budget Committee; 2. Advertise and hold a public hearing before the City Council; 3. Adopt a resolution certifying the City is eligible to receive funds under the ORS 221.760; 4. Adopt a resolution approving the City’s participation in the program; 5. File a copy of the resolution with the State of Oregon by July 31st. A public hearing was advertised and held before the Budget Committee on May 9, 2017. The attached resolution will satisfy items 2, 3 and 4. Upon adoption, the City’s Budget Officer will file the appropriate documentation with the State. Mayor Lundberg opened the public hearing. City of Springfield Council Regular Meeting Minutes June 19, 2017 Page 6 No one appeared to speak. Mayor Lundberg closed the public hearing. IT WAS MOVED BY COUNCILOR VANGORDON WITH A SECOND BY COUNCILOR PISHIONERI TO ADOPT RESOLUTION 2017-21. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. 3. Fiscal Year 2017/18 City Budget Adoption. RESOLUTION NO. 2017-22 – A RESOLUTION A ADOPTING THE FISCAL YEAR 2017/18 SPRINGFIELD CITY BUDGET, MAKING APPROPRIATIONS AND LEVYING A PROPERTY TAX Bob Duey, Finance Director, presented the staff report on this item. The City Council is requested to hold a public hearing on Fiscal Year 2017/18 (FY18) to approve City Budget, and approve a resolution to adopt the Fiscal Year 2017/18 City budget, making appropriations and levy a property tax. The Budget Committee finalized its review of the FY18 Proposed Budget on May 9, 2017 and made a change to the budget proposed. The resulting action created the FY18 Approved Budget for Council consideration. Oregon Budget Law requires that the City Council hold a public hearing prior to any action on the adoption of the Approved Budget. Oregon Budget Law also allows the City Council to, within guidelines; adopt changes made to the budget approved by the City’s Budget Committee. These guidelines include being able to increase total expenditures within a fund by not more than $5,000 or 10% of the estimated expenditures to the fund (whichever is greater). There is no limit on the amount by which a fund can be reduced. Six positions were eliminated in the coming budget. This memo summarizes the revisions to the Proposed Budget made by the Budget Committee in formulating the Committee’s Approved Budget. The FY18 Approved Budget in the amount of $321,925,565 is as follows: City of Springfield Fiscal Year 2017/18 Appropriations (All Funds) Personal Services 51,746,116 Materials and Services 45,162,876 Capital Outlay 2,782,514 Capital Projects 44,320,995 Contingency 1,000,000 Unappropriated Ending Fund Balance 349,069 Reserves 135,227,466 Interfund Transfers 18,915,758 Debt Service 11,044,411 Special Payments/Statutory Payments 11,376,360 TOTAL APPROPRIATIONS – ALL FUNDS $ 321,925,565 Mayor Lundberg opened the public hearing. No one appeared to speak. City of Springfield Council Regular Meeting Minutes June 19, 2017 Page 7 Mayor Lundberg closed the public hearing. IT WAS MOVED BY COUNCILOR VANGORDON WITH A SECOND BY COUNCILOR PISHIONERI TO ADOPT RESOLUTION 2017-22. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. 4. Annexation of Territory to the City of Springfield – Annex a Vacant 2.3-Acre Parcel Located at the Northeast Corner of Anderson Lane and Kellogg Road; and Concurrently Annex Portions of the Abutting Public Rights-of-Way for Anderson Lane and Kellogg Road. ORDINANCE NO. 5 – AN ORDINANCE APPROVING THE ANNEXATION OF CERTAIN TERRITORY TO THE CITY OF SPRINGFIELD AND WILLAMALANE PARK AND RECREATION DISTRICT; AND WITHDRAWING THE SAME TERRITORY FROM THE RAINBOW WATER DISTRICT (FIRST READING). Andy Limbird, Senior Planner, presented the staff report on this item. Jon Penneman, on behalf of Holly Springs Homes LLC, has submitted a request for annexation to the City of Springfield for a 2.3-acre parcel located at the northeast corner of Anderson Lane and Kellogg Road (Assessor’s Map 17-03-33-11, Tax Lot 100). The subject property abuts the City limits on three sides and has existing urban utilities along the public street frontages. ORS Chapter 222 and SDC Article 5.7-100 authorizes the City Council to act on annexation requests. In accordance with SDC 5.7-155 and ORS 222.040, 222.180 and 222.465, if approved the annexation will become effective 30 days after signature by the Mayor or upon acknowledgement by the State – whichever date is later. The subject property is contiguous with the City limits on three sides, including areas separated by intervening public right-of-way along Anderson Lane. Staff advises that a full range of existing urban services are available along the property frontages on Anderson Lane and Dotie Drive. The applicant has indicated that annexation of the property is requested to facilitate future development of a residential subdivision. For this reason, an Annexation Agreement has been prepared for execution by the applicant and City; the Agreement outlines the provision of public utilities necessary to serve the subject territory and extension of Dotie Drive from its current terminus to an intersection with Anderson Lane. The staff report confirms the annexation request meets the criteria in SDC 5.7-100. The subject property has a zoning and comprehensive plan designation of Low Density Residential (LDR) with Urbanizable Fringe Overlay District (UF-10). At present, the property is vacant and is formerly the site of an ornamental tree farm. Future development would be subject to the provisions of the City’s Development Code for the LDR District, Section 3.2-200. Staff recommends that the City Council conducts a public hearing and first reading of the subject Ordinance to annex the subject territory to the City of Springfield and to the Willamalane Park and Recreation District; and to withdraw the same territory from the Rainbow Water District. If given first reading at the regular meeting on June 19, 2017, the Annexation Ordinance would be scheduled for second reading and potential adoption at an upcoming City Council meeting in September, 2017. Staff received some calls from people curious when this would happen. All were supportive. Councilor Moore asked about the extension of Dotie Drive. City of Springfield Council Regular Meeting Minutes June 19, 2017 Page 8 Mr. Limbird said it would be extended and curve slightly to the north, running along the northern edge of the property. The two properties are duplex dwellings and non-conforming. Extending the street would make the duplexes conforming because they would then be on a corner lot. The road extension will be entirely on the proposed property, not on the property of the duplex. Mayor Lundberg opened the public hearing. 1. Vicki Bishop, Springfield, OR. Ms. Bishop said she lives on the property abutting the subject property on the north side of Dotie Drive. There are a number of old trees on the subject property which pose a threat to her house. She was wondering about the plan for those trees. Mayor Lundberg asked staff to speak to her about her questions. Mayor Lundberg closed the public hearing. NO ACTION REQUESTED. FIRST READING ONLY. 5. Police Special Option Levy Resolution. RESOLUTION NO. 2017-23 – A RESOLUTION REFERRING TO THE ELECTORS OF THE CITY A BALLOT MEASURE AUTHORIZING THE LEVY OF A FIVE YEAR LOCAL OPTION TAX LEVY TO OPERATE THE SPRINGFIELD MUNICIPAL JAIL AND PROVIDE FOR ADDITIONAL STAFFING AND MATERIALS FOR POLICE SERVICES IN THE AMOUNT OF $1.40 OF ASSESSED VALUE BEGINNING IN 2018/2019. Bob Duey, Finance Director, presented the staff report on this item. The current special operating levy for jail and police services expires as of June 30, 2018. At the work session on June 5, Council directed staff to prepare a resolution with accompanying ballot title for a public hearing at the June 19th Council meeting. The resolution would authorize the placing on the November 2017 ballot a request for the continuation of a 5-year special operating levy for jail and police services at a rate of $1.40 per thousand. If successful, the $1.40 rate would allow the City to continue to provide the same level of services that is currently being provided by the special operating levy that was passed in November of 2012. This has been discussed by the Council at two work sessions on May 15, 2017 and June 5, 2017. Council discussed the options for the amount of the levy. This would be a replacement levy rather than a renewal since it is an increase from the current levy. Councilor Moore asked to have the ballot title read aloud. Mr. Duey read from the ballot title and noted the number of words allowed in each section of the ballot title. Councilor Moore referred to the resolution which indicated additional staffing. Mr. Duey said it refers to the staffing that is added only because of the levy, but will keep the staffing levels as they are under the current levy. He noted that the Secretary of State’s Office will not review the ballot title, but will review the public information that the City sends out to the public. City of Springfield Council Regular Meeting Minutes June 19, 2017 Page 9 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 ADOPT RESOLUTION 2017-23. 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 1. Committee Appointments 2. Business from Council a. Committee Reports 1) Councilor Woodrow commended the Police Department for the K-9 Competition on Saturday. The past lead for this event, Sergeant Charbonneau, has retired but the event went very smoothly. 2) Councilor Wylie said when the Council approved the annual budget, it seems low key, but there is a lot of work by staff going through each department and then through the Budget Committee. She commended staff for their hard work. 3) Mayor Lundberg said she attended an Oregon Transportation Committee (OTC) meeting last week to testify on behalf of our Congestion, Mitigation, Air Quality (CMAQ) funding so we could get part of the funds that had not been given to Eugene/Springfield and Salem/Keizer. With the exception of Metro who wanted $1M off the top, they were in agreement that they had already come to an agreement and asked the OTC to stick with that agreement. It could mean about $1.5M for the region per year. She will likely go up again when they make their decision. b. Other Business BUSINESS FROM THE CITY MANAGER 1. HOME Consortium IGA Resolution. City of Springfield Council Regular Meeting Minutes June 19, 2017 Page 10 RESOLUTION NO. 2017-24 – A RESOLUTION OF THE CITY OF SPRINGFIELD AUTHORIZING THE CITY MANAGER TO EXECUTE THE 2018-2021 EUGENE-SPRINGFIELD HOME CONSORTIUM INTERGOVERNMENTAL AGREEMENT. Comprehensive Planning Manager Sandy Belson, presented the staff report on this item on behalf of Community Development Analyst Erin Fifield who had prepared the packet. In order to renew the HOME Consortium, the US Department of Housing and Urban Development (HUD) requires that Springfield and Eugene submit a HOME Consortium Intergovernmental Agreement (IGA), and attach a resolution as proof the City Manager has signing authority. The HOME Consortium is required to inform HUD - with a renewed Agreement a year in advance - whether we will renew the HOME Consortium. One of HUD’s requirements for a Consortia Agreement is an attachment of an authorizing resolution by the governing body of each jurisdiction indicating that the Chief Executive Officer or other designated official has the authority to sign the agreement. This Resolution indicates that the City Manager has the authority to sign the negotiated IGA. Because the Consortium Agreement and authorizing resolution need to be submitted to HUD by June 30, 2017, we are asking Council to approve the Resolution to acknowledge that the City Manager has the authority to sign the IGA which has been agreed to by both jurisdictions. It is staff’s recommendation to remain in the HOME Consortium in order to access federal funds to develop affordable housing. IT WAS MOVED BY COUNCILOR VANGORDON WITH A SECOND BY COUNCILOR PISHIONERI TO ADOPT RESOLUTION 2017-24. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. 2. CDBG Fiscal Year 2017-18 One-Year Action Plan and Substantial Amendments to Prior Year Action Plans. Erin Fifield, Community Development Analyst, presented the staff report on this item. The U.S. Department of Housing and Urban Development (HUD)’s CDBG entitlement program allocates an annual grant to the City of Springfield in order to develop decent housing, a suitable living environment, and opportunities to expand economic opportunities, principally for low- and moderate- income persons. By August 16, 2017, City Council must approve a strategy and funding allocations for use of CDBG funds for the next fiscal year in a document called the One Year Action Plan. Any proposed substantial amendments to prior year action plans must follow the same approval process. Both the proposed FY2017/18 CDBG One Year Action Plan and substantial amendments to prior year plans prioritize the Consolidated Plan’s strategy to increase the supply of affordable housing. City Council discussed both the FY2017/18 CDBG One Year Action Plan and the substantial amendments during the June 12, 2017 work session. City of Springfield Council Regular Meeting Minutes June 19, 2017 Page 11 The Springfield CDBG section of the FY2017/18 One Year Action Plan indicates how Springfield intends to use CDBG funds to fulfill the goals established in the five-year Eugene-Springfield Consolidated Plan. The timing of federal budget allocations results in the need for an approval of strategies with an estimated allocation. The One Year Action Plan includes a proposed allocation method that would be applied to adjust the estimated allocation to be made when actual funding amounts are known. Significant changes to prior One Year Action Plans require a substantial amendment to the One Year Action Plan in which funds were first awarded, as part of the Consolidated Plan’s Citizen Participation Plan. These actions are in line with Council direction provided during work session on June 12, 2017. IT WAS MOVED BY COUNCILOR VANGORDON WITH A SECOND BY COUNCILOR PISHIONERI TO ADOPT THE SPRINGFIELD COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) SECTION OF THE FY 2017-18 EUGENE-SPRINGFIELD ONE YEAR ACTION PLAN, AND SUPPORT THE PROPOSED ALLOCATION METHOD IF THE CDBG ENTITLEMENT GRANT AMOUNT CHANGES FROM THE ESTIMATED ALLOCATION. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. IT WAS MOVED BY COUNCILOR VANGORDON WITH A SECOND BY COUNCILOR PISHIONERI TO ADOPT THE SUBSTANTIAL AMENDMENTS TO PRIOR YEAR CDBG ONE YEAR ACTION PLANS. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. 3. Other Business BUSINESS FROM THE CITY ATTORNEY ADJOURNMENT The meeting was adjourned 7:41 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 JUNE 26, 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 26, 2017 at 6:28 p.m., with Mayor Lundberg presiding. ATTENDANCE Present were Mayor Lundberg and Councilors VanGordon, Wylie, 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. 1. Springfield Look Economic Development Plan and Priority Initiative Update. Courtney Griesel, Economic Development Manager, presented the staff report on this item. In September of 2016, by the direction of Council, the City of Springfield Economic Development Division engaged Allison Larsen with TadZo Consulting to review and assess current economic development practices, priorities, resources and opportunities and generate a City Economic Development Plan. In May of 2017, staff presented to Council and stakeholders the regional competitiveness and industry assessment to be included in the final plan. During the same week, program and TadZo staff met with Council and stakeholders to identify priority projects and initiatives to be further explored for incorporation into the Springfield Economic Look as 3 to 5 year action ‘work plan’ action items. Over the next month, staff will convene a series of working meetings to further define, understand and build out each initiative. Discussions are intended to convene those people who will have a role in implementing the initiative, asking that the group think analytically about the initiative and: Further define the goal and intent Describe the importance of the initiative in terms of growing Springfield’s economy Lay out specific tactics (action steps) to accomplish goal Define metrics for what we aim to accomplish – more specific than broad goal Identify who will do specific components of the work Initiate timeline for implementation of tactics (by quarter or month) Estimate budget for implementation Identify outstanding questions needing answers or information needed to proceed with implementation This work will be completed, incorporated into a first plan draft and provided back to Council for review early this fall. Ms. Griesel provided an overview of where they had been in this process. The first piece of this was to develop the strategy. There are a number of best practices of why economic work should be done: looking at traded sector business, bringing in new dollars to the region that will circulate within the region, targeting wages and the types of jobs we want to keep long term, and maintaining relationships, recruitment and retention. She wanted to understand what that work looked like and how we are positioning ourselves best to be competitive. They went through the competitive City of Springfield Council Work Session Minutes June 26, 2017 Page 2 assessment which was discussed at the last work session. During that discussion, they looked at other regions outside of the Springfield/Eugene area, our advantages and where we can do more work. She referred to the scores from that work in terms of competiveness, and how it helps staff know where to focus. Through this work, we have started to determine our target industries. Those target industries are identified by looking at the factors in our region that are desirable, looking at the workforce, looking at the building infrastructure, demographics, etc. Some of those targeted industries include technology, advanced wood products, specialty food products, and medical technology, such as innovation of medical services. Ms. Griesel reviewed how the priority initiatives were identified through input from the Council, input from stakeholders, and input from leadership. The list of priority initiatives was long, but all were very good. Many of the initiatives were for staff to look for opportunities and which areas to focus, and were more short term strategies. The initiatives were shown broadly, but will be delved into in more detail with staff and leadership who will do the work behind each initiative to determine what they mean, why we are doing it, who we are serving, how this moves the community forward, the next steps, the resources, when we start and who’s doing the work. Over the next three days, staff will go through all of the initiatives with community leadership, partnering organizations, internal staff that would be responsible for implementing and helping to deliver on the initiatives to determine the scope of the initiatives. There will be a follow-up conversation with Council after their summer recess to ask about priorities and make sure they align with Council goals. Ms. Griesel reviewed the categories and elaborated on some of the discussion around each: City competitiveness: minimum development standards (how to better relay information in clear way and/or look at process); world class service for development approvals; proactive developer engagement; strategic development of priority sites; wetlands mitigation bank (currently don’t have experience in this, but need to address as it affects development); and formalize business incentives. Springfield Assets: Innovation hub; fiber expansion; real estate product development; and partner economic development team. Business outreach: existing businesses; HQ relationships; industry conference (industries host conference and how to be location that is competitive); local industry storytelling (help showcase what we have been doing); and recruit target industries. The next three days include very robust meetings facilitated by Ms. Larsen, generally lasting an hour and a half each. The work groups are very well organized and getting into the discussion. Ms. Griesel is very confident that she will be able to bring back to Council something very clear and tangible in terms of what these are and what we will be doing. Councilor Woodrow said these look just like titles of concepts. It sounds like after the summer recess, they will have specifics that fall under each initiative for Council to review and consider for moving forward. They will then form specific tasks for each initiative. Ms. Griesel explained how the work groups are going through the initiatives. Ms. Larsen said all of the input and work the Council had already done was leading them to the key initiatives. They are now vetting through all of them. In some cases, some of these are merging together and becoming more robust. She used the minimum development standards as an example and how with the input of developers, they came out of it looking at opportunities to be world class. The City of Springfield Council Work Session Minutes June 26, 2017 Page 3 meeting was transformative with people taking responsibility and wanting to do things better. Council will launch the leadership piece of that work. She invited them to attend any of the meetings. Ms. Griesel said when these come back to Council, it will be an action plan answering the question about the work to be done, by who and when, why and how to measure. Councilor Woodrow said she appreciates what’s been done. She said they may find some things that the Council doesn’t want to do or doesn’t fit with what they want. Ms. Griesel said the goal is to give the Council enough information that they feel confident in saying ‘yes’ or ‘no’. Ms. Larsen said many of the things in the plan include doing the work within the resources in place. Councilor Moore spoke regarding a partner economic development team. She asked if the State gets involved at some point. Ms. Griesel said we have the regional solutions team with Jackie Mikolanis from the Governor’s office. Additionally, they have Melissa Murphy who does business improvement and infrastructure work with the City, Greater Eugene, Inc., the Springfield and Eugene Chambers of Commerce, the City of Eugene and Lane County. Councilor Moore said it would be nice if the State would contribute to economic development in our region. Ms. Griesel said staff is doing a lot of work to build relationships with state representatives, and showing the opportunities in our region. There is a lot of discussion about how our State funds come to this region. Much of the funding goes to the RAIN model. Councilor VanGordon this is a great list. He will be interested in seeing how the Innovation Hub is different than RAIN or FertiLab. They could also include innovation and the relationship with the University of Oregon. It would be nice to see conversations about how to find a manufacturing environment to help small business grow to full manufacturing. That is the same for many businesses that want to grow. It would be nice to see conversations about expanding the medical sector as a whole. He liked the piece about recruiting and said it is about trust. That will be a good retention strategy. He hopes to see a conversation about understanding our value story (affordability, cost, why do firms want to stay here, etc.). He asked if the Federal representatives were included in the economic development team. Ms. Griesel said they don’t have much of a role in this type of work and typically leave it to the State. The federal role for the City is to know when to go to the right agency to identify EDA fund, infrastructure dollars, or HUD funds. Ms. Larsen said up until a few years ago the federal government didn’t try to recruit international businesses to the United States, so Select USA was developed to try to bring international businesses to the US. The program has been very successful. They have a Washington DC event and now have international missions where local communities can go and meet face to face with businesses. Lobbying by the International Economic Development Council and local communities helped to retain this program. City of Springfield Council Work Session Minutes June 26, 2017 Page 4 Ms. Griesel said it does require local agencies to use the tools. Out of their week there, two visits with two different firms have been scheduled. Councilor VanGordon asked about the agency with an office in Portland. Ms. Larsen said that is the EDA (Economic Development Administration) which is in the Department of Commerce. Ms. Griesel said City representatives meet with EDA every year as part of the United Front trip and have strong relationships with the EDA in the brownfields realm and have received several grants. Councilor Stoehr asked if there was a focus on size or age or locality of businesses. Ms. Larsen said there is a report that goes into depth and includes data of why these target industries are chosen. As they continue to look at these, there may be some international targets, but they will look at where the City has that value. Size is part of the criteria. Councilor Stoehr said he shares concern about mega-corporations and their strategy for staying in Springfield. Smaller business starting here tend to stay and it also keeps money in the local economy. The Chamber of Commerce and Main Street Alliance are both committed to developing small businesses and he wondered if that would dovetail with any of our intentions. Ms. Griesel said it is an important piece of the whole eco system when looking at building innovation in business. It’s important to have balance. Large firms do carry some financial lift in building out some of the infrastructure and talent needs, which the smaller firms can lean into and use at a more affordable rate. There is not one preferred size or type of job within each industry. A lot of it comes down to knowing the industry we want to target, and looking at the specific pro forma of what the company needs specific to the sites available, and the cost benefit analysis of what it would take to get that company here and operating. That’s when we start to understand if what we’re looking to invest as a community will gain a return. All sizes are needed to make this work. Large firms with known name sometimes have spin off businesses. Councilor Stoehr said his concern is in maintaining the balance. There is a danger of the larger corporations smothering the initiatives of the smaller businesses. Ms. Griesel said that is why the initiative around economic development partners is important. We are all positioned to play well together in this arena. In some cases, where the City owns the infrastructure and assets, it is a benefit when looking at some of the bigger business. We have great partners in the School District, Lane Workforce Partnership, and the Chamber of Commerce who have the value proposition and programming the small business culture needs. Mayor Lundberg said there are lots of opportunities for the healthcare sector. There were discussions about having doctor training here which was tied in with the Oregon Health and Sciences University (OHSU). PeaceHealth had purchased surrounding acreage near the hospital for that type of facility so there is still potential growth for things such as a research facility. Ms. Griesel said medical technology gets into discussions about research and development. The medical services side is driven by the community. If we look at medical technology that will feed into other regions, that is where they are saying we have opportunity. City of Springfield Council Work Session Minutes June 26, 2017 Page 5 Mayor Lundberg said she doesn’t want to overlook that there are intellectual properties and it still puts us on the map for a medical hub that is outside of other areas. They could still put a school here like OHSU for medical students, perhaps in the research and development side. Ms. Larsen said that is clearly an initiative that should be vetted. She is not sure of the goal, but it could be flushed out. It’s about expanding the hospital for more value-add. Mayor Lundberg said Springfield has both hospitals, but the piece that is missing is having more research or training. Ms. Larsen said one of the things that was successful today, and should continue through the week, is that the real experts were in the room with the right technical expertise. The same will be true for the topic of medical expansion. Mayor Lundberg said she has heard there is a desire to do certain things in this field. The thought generated from the practitioners at both hospitals. Understanding where we want to go could help with a number of discussions, including emergency services and mental health. Ms. Larsen said the strategy piece is the actionable work. Phase 2 goes into the branding, value proposition and marketing pieces so they won’t have that fully built up when the strategies are done. 2. City Manager Compensation 2016-2017. Chaim Hertz, Human Resources Director, presented the staff report on this item. According to City Manager Gino Grimaldi’s employment contract, each February the City’s Human Resources (HR) Department will average the percentages from four different index sources to determine what, if any, amount of salary or cost of living adjustment to recommend to the City Council. In addition, Human Resources staff completes a survey of comparable agencies. Results of the survey and the average of the indices are attached and reflect the justification for a 2.36% salary adjustment for Mr. Grimaldi. The Human Resources Department has averaged the percentages from four different index sources and has determined the average to be 2.36%. Along with this average, HR has conducted a compensation package survey of comparable agencies and has determined that Mr. Grimaldi’s current compensation package is 1.06% below average (including geographic factors). These numbers are used in determining what, if any, amount of salary or cost of living adjustment to recommend to the City Council. The Human Resources Director is also recommending a change in when compensation changes are applied to Mr. Grimaldi’s pay and the review period for his performance evaluation. Currently, compensation is retroactively adjusted back to November of the previous year to match the timeframe for his evaluation. Given that achievements of the City directly relate to Mr. Grimaldi’s performance and that those achievements are based on a budget/fiscal year, HR is recommending that annual compensation changes be applied in July instead of back to November. The City Manager recently received a very favorable performance review from the City Council and from those who report directly to him. Given the financial analysis, combined with his excellent performance evaluation and greater work load expectations, and estimating for a delayed application City of Springfield Council Work Session Minutes June 26, 2017 Page 6 of compensation, staff recommends a 2.36% salary increase to be effective July 1, 2017, with a one- time lump sum payout to cover retroactive costs back to November of $2,485. Councilor VanGordon said he was fine with the percentage increase and appreciated the information provided. Councilor Pishioneri said he has looked at the City of Eugene and Lane County’s compensation. He likes the pay increase proposed and feels we have a better manager. He supports the raise and would like to go retroactive to November and start July 1 for the future. Councilor Wylie agrees. Mr. Grimaldi is not an average City Manager and should not be below any other City Manager. She appreciates him and supports the increase and retroactive pay. Councilor Moore said she is pleased and knows the work Mr. Grimaldi does is immense. The city is a large corporation and he runs it well. She appreciates his commitment to the City and feels this is well deserved. Councilor Woodrow said she is supportive of the recommendation and agrees he is worth more. She agrees with the retroactive amount as well. Councilor Stoehr said he agrees with the percentage recommended and supports the retroactive pay. Mayor Lundberg said she will support the retroactive pay as long as they move to the fiscal year for the future annual evaluation and compensation. Mr. Hertz said going retroactive and changing to the fiscal year model better aligns with the goal setting of the Council. It would be paid out in a lump sum. ADJOURNMENT The meeting was adjourned at 7:31 p.m. Minutes Recorder – Amy Sowa ______________________ Christine L. Lundberg Mayor Attest: ____________________ Amy Sowa City Recorder City of Springfield Special Regular Meeting MINUTES OF THE SPECIAL REGULAR MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY JUNE 26, 2017 The City of Springfield Council met in special regular session in the Jesse Maine Room, 225 Fifth Street, Springfield, Oregon, on Monday June 26, 2017 at 7:32 p.m., with Mayor Lundberg presiding. ATTENDANCE Present were Mayor Lundberg and Councilors VanGordon, Wylie, 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. CONSENT CALENDAR 1. Minutes a. June 5, 2017 – Work Session b. June 5, 2017 – Regular Meeting 2. Other Routine Matters a. REMOVED b. Approve a Motion to Waive the Requirement for Newspaper Advertisement of Requests for Quotes (RFQ) Exceeding $100,000 and allow the City Manager to Award and Sign the Server Room Computer Room Air Conditioning Project Contract upon Completion of Contract Negotiations. c. Approve Motion to Allow the City Manager to Negotiate and Sign the Third Amendment of the Contract with McKenzie Defense Consortium for FY18. IT WAS MOVED BY COUNCILOR VANGORDON WITH A SECOND BY COUNCILOR MOORE TO APPROVE THE CONSENT CALENDAR WITH ITEM 2A REMOVED. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. ITEMS REMOVED FROM THE CONSENT CALENDAR 2. Other Routine Matters a. Move to Approve Adjusting the Salary of the City Manager by 2.36% Effective July 1, 2017. IT WAS MOVED BY COUNCILOR VANGORDON WITH A SECOND BY COUNCILOR MOORE TO APPROVE ITEM 2A. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. ADJOURNMENT The meeting was adjourned at 7:33 p.m. Minutes Recorder Amy Sowa City of Springfield Council Special Regular Meeting Minutes June 26, 2017 Page 2 ______________________ Christine L. Lundberg Mayor Attest: ____________________ City Recorder