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HomeMy WebLinkAboutItem 03 Council MinutesAGENDA ITEM SUMMARY Meeting Date: 11/6/2017 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. September 25, 2017 – Council Goal Setting Session b. October 2, 2017 – Work Session c. October 2, 2017 – Regular Meeting d. October 9, 2017 – Work Session e. October 16, 2017 – Work Session DISCUSSION/ FINANCIAL IMPACT: None. City of Springfield Work Session Meeting MINUTES OF THE WORK SESSION MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY, SEPTEMBER 25, 2017 The City of Springfield Council met in a work session/goal setting session in the Library Meeting Room, 225 Fifth Street, Springfield, Oregon, on Monday, September 25, 2017 at 9:00 a.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. Priority Based Budgeting – Council Goals Desired Outcomes. Finance Director Bob Duey said he appreciated Council taking a full day for this session. Staff and the City Council have been working on this for some time, trying to find a process to improve the performance measurements for the City. They hope the outcome of today’s process helps create a continuing process year round for a better budget cycle. Mr. Duey introduced Paula Davis, Budget Officer, who has served as the architect for most of the priority based budgeting (PBB) information and budget process. He also introduced Leslie Roche from Transformation System Solution specializing in working with both public and private agencies on strategic planning and goal setting. Mr. Duey said since 2015, the City has been working on priority based budgeting (PPB) methodology which assists in the allocation of resources to services and programs in advancing community and Council goals. The methodology was expanded to include the strategic plan, long-term fiscal health and performance measures. While working on the current budget, staff started out thinking they would do a more comprehensive two-year budget, not only looking at trends, but also making some decisions and putting actions into the budget. They realized that some of the PBB information from 2015 was outdated and should be refreshed. This year, they will focus on those updates and look at doing a two-year budget during the next budget cycle. At the March 13th work session Council asked to participate in an update of the priority based budget program that would identify potential short-term and medium-range desired outcomes for Council goals as part of the City of Springfield’s PBB planning cycle. Staff did this same exercise last week, but used different quadrants. Some of the information from that workshop is included in the Council packet. Mr. Duey said from a budgetary standpoint, they need to do something like this for sustainability. He read the following statement: “A government is financially healthy if it can deliver the services the citizens expect with the resources citizens provide, now and in the future.” That is what this exercise is hoping to accomplish. The City not only deals with a low tax revenue, but also the PERS issue. The PERS increase this year was $1.4M the City had to absorb into the FY18 budget. That payment will be ongoing. In FY20, there will be at least another $1.4M on top of that to address. We are looking at how best to allocate our resources, what the Council wants to accomplish in the next 3-5 years in their outcomes, how best to align our services with those outcomes, and make sure we are on the right path. Staff has started putting together budget strategies for FY19 and FY20, and will take information from today’s meeting and see how well they line up with the strategies from staff. Staff will bring all of the City of Springfield Council Work Session Minutes September 25, 2017 Page 2 information back to Council at a mid-year Budget Committee meeting in January. They are looking for options and another response besides eliminating positions. Ms. Roche said she is the CEO of her company, a mechanical engineer and an organizational psychologist. She helps organizations to build strategies that will help them be fiscally responsible and more successful in the years to come. The first exercise of today is to look at where we are now, versus where we want to be in the future. She will be asking the Council to look at the City of Springfield two years from now. She described the other exercises for the day. Ms. Roche used a power point to highlight the discussion points. She asked Council to consider Springfield in September 2019 from four separate areas. City of Springfield: Future State Financial Council identified and discussed the following things for the financial future of Springfield: • Thriving downtown = increased revenues • More affordable housing • Increased tax base • Increased personnel costs • Overall increased cost • Hard financial decisions • PERS in same spot Outside Influences Council identified and discussed the following things that could be outside influences for Springfield in the future: • Union pressures • Flood and development requirements • Unfunded mandates • Inflation • Big business pressuring small business • Less autonomy (state government) • Urban growth boundary • Increased population • Environmental mandates (flood, water, air, wastewater, transportation) Community Council identified and discussed the following things that could be happening in the Springfield community in the future: • Population diversification • Job shrinkage due to automation • Increase in homelessness • Increased expectations from the public • Increase in poverty • Increase in economic opportunity (innovation) • Loss of healthcare City of Springfield Council Work Session Minutes September 25, 2017 Page 3 • Aging population • Influx of new businesses and residents • More art and culture • New library planning Council Council identified and discussed the following things that could reflect what the Council is doing in the future: • More community engagement • Community more engaged with Council and City • Outreach Ms. Roche said the purpose of the above exercise is to give them a mindset that would help them understand the big picture today and tomorrow. The next step is to go through the Council goals. Goal #1 Encourage Economic Development and Revitalization through Community Partnerships The following represent staff’s outcomes from this goal. 1. Pursue and execute intergovernmental agreements with other agencies 2. Identify sites and invest public resources to bring about new jobs and capital investment 3. Implement infrastructure improvements to increase accessibility 4. Implement Springfield Look initiative 5. Advance opportunities and incentives that encourage private investment, bringing about new jobs and capital investment for businesses Ms. Roche asked the Council to think about what that goal means to them. They discussed and chose the following: • Regional approach to economic development • Partnering with TEAM Springfield and Chamber to increase opportunities • Partners must be able to understand the term economic development and what it means to them • Leveraging partnerships • Sell Springfield • Community engagement with the big picture and goal • Fast and consistent speed to market • Clarity in the Development Code • Springfield Look • Graduation rates • Talented and available workforce • Quality of life • Land supply, ready to develop Ms. Roche asked the Council to think of some outcomes from the above list. They discussed and chose the following: • Increased technologies • Identify City with new technologies • Decreased reliance on opioids (move to public safety) • $ in programs for economic development City of Springfield Council Work Session Minutes September 25, 2017 Page 4 • Graduation rates at 85% + • Tech industries, natural resources (CLT wood products), healthcare • Update of development code • UGB expansion complete • Getting state partner (ODOT) to agree with transportation plan • Increased training opportunities (tech, advanced manufacturing, etc) – through increased partnerships (i.e. LCC, NW Youth Corps) • Increased involvement in career training for high school students • Promote public access to high speed internet, advertise – think of it as utility • Supportive of business incubation (NEDCO, Booth Kelly Makers Group) • Economic development wins/successes • Business space growth opportunities • Advertising public safety Ms. Roche noted that the outcomes will be refined and will provide direction to staff. Council took a break from 10:20-10:35am. Ms. Roche encouraged the Council to speak up now about items they aren’t comfortable with. At the end of the day, they will go back through the list and remove any items if needed. Goal #2 Strengthen Public Safety by Leveraging Partnerships and Resources The following represent staff’s outcomes from this goal: 1. Increase services addressing substance abuse 2. Increase emergency management and public safety training 3. Increase common data collection and sharing among agencies 4. Reduce pedestrian/vehicle risk through improvements to infrastructure 5. Implementation of public safety programs with schools Ms. Roche asked the Council to think about what that goal means to them. They discussed and chose the following: • Enforcement of traffic laws • Continued partnership with ODOT to reduce pedestrian risks through infrastructure • Multiple layers of public safety services • Well lit, clean and attractive community • Interagency coordination and partnerships • Services focused on neighborhood level – hometown feel • Sergeants assigned to certain communities or neighborhoods • Increased efficiency by reducing redundancies within partnerships (operations/law enforcement and other) • Partnering beyond the city • Support relationships with the public through education and activities – keeps positive relationship • Explorer Program • Safe downtown • Identifying resources to meet the needs City of Springfield Council Work Session Minutes September 25, 2017 Page 5 Ms. Roche asked the Council to think of some outcomes from the above list. They discussed and chose the following: • Continued funding for public safety education for students through Safe Routes to School program • Civic engagement with students regarding public safety, laws, etc. • Improved response times resulting in saving lives • Explore piloting new model for fire and life safety response – regardless of point of origin • Continued support with Neighborhood Watch • Stable funding for people in crisis (i.e. Cahoots-like program) • Stabilize funding for ambulance services • Explore increase of capacity of number of community members attending Citizen Police Academy • Reduce property crimes resulting in safer neighborhoods • Leverage partnerships to proactively address mental health crisis or intervention • Safer streets reducing traffic and pedestrian accidents and deaths • Increased citizen engagement through Springfield Police Advisory Committee • Regular updates from presiding judge of Municipal Court • Leveraging the County’s frequent user report – identify alternate solutions • Council engagement with the Municipal Court/Prosecutor • Evaluation and assessment of sidewalks, bicycle paths and lighting (location specific) • Program to assess sidewalk maintenance (grant funding to assist property owners) • Graffiti abatement Goal #3 Foster an Environment that Values Diversity and Inclusion The following represent staff’s outcomes from this goal. 1. Implement an ADA transition plan 2. Implement proactive response to incidents relating to hate and bias behavior or crimes 3. Participation of staff/elected officials in community boards and organizations that support diversity 4. Promote the use of small business, minority and women owned businesses 5. Increase access to transportation, technology, and housing Ms. Roche asked the Council to think about what that goal means to them. They discussed and chose the following: • Support groups who assist new arrivals to community (MEChA (Movimiento Estudiantil Chicano de Aztlan), etc.) • Diversified workforce that’s reflective of the community • Promote outreach to diversified community for employment opportunities • Continue to search for methodologies to get a diverse group to be interviewed • Establish connections with key leaders in sub-cultures in community • Educational outreach in regards to career options • Partner with UO Outreach coordinator • Encourage recruitment internally of a diverse population • Overcome resistance to hire a diverse employee population • Maintaining awareness of accessibility needs • Expand outreach to diverse community through community events 11:55 a.m. Council took a break for lunch. City of Springfield Council Work Session Minutes September 25, 2017 Page 6 12:42 p.m. Council reconvened. Ms. Roche said they would continue with Goal #3. She asked the Council to think of some outcomes from the above list. They discussed and chose the following: • Increased accessibility for physically disabled individuals • Promoting outreach to small businesses, minority and women-owned businesses • Participation in reverse vendor fairs • Continued participation and representation in recognized diversity groups and activities • Usage of inclusive language • Increased workforce in our community • Implement ADA Transition Plan • Increased vocational-oriented programs • Foster arts reflective of diverse community • Upward mobility and prosperity • Healthy families Goal #4 Maintain and Improve Infrastructure and Facilities The following represent staff’s outcomes from this goal: 1. Establish benchmarks for replacement funding for Information Technologies 2. Invest in replacement or improvement of key building and structures 3. Implement a publically-owned fiber infrastructure 4. Update fire, safety systems; and storm water and sewer master plans 5. Implement a 5-year Community Improvement Plan (CIP) 6. Improve backlog of street maintenance and repairs; reduce deferred maintenance Ms. Roche asked the Council to think about what that goal means to them. They discussed and chose the following: • Responding to community’s concerns regarding streets, safety conditions, etc. • Find revenues to meet needs of community • Determining priorities and how to address those • Create a sustainable plan • Identify how to minimize future impact and costs • Creates an attractive community • Economic competitiveness • Being wise in decision making and considering consequences • Information technology • Minimize natural disaster risk • Partner with development community to determine funding for infrastructure • Supports safety goals and objectives Ms. Roche asked the Council to think of some outcomes from the above list. They discussed and chose the following: • Track CIP program • Choose projects and discuss associated funding at same time • Discuss publicly owned fiber infrastructure (not city owned) • Investing in replacement or improvement of key buildings or structures • Reduce backlog of street maintenance and repairs • Reduce deferred maintenance • Improve site readiness – shovel ready City of Springfield Council Work Session Minutes September 25, 2017 Page 7 • Identify funding sources • Pursuing opportunities to maintain support for IT costs • Track number of reportable incidents • Improve IT security Goal #5 Provide Financially Responsible and Innovation Government Services The following represent staff’s outcomes from this goal: 1. Attract, develop and motivate a high-quality diverse, engaged, and productive workforce 2. Balance current revenue with expenditures 3. Be adaptive and proactive, using benchmarking to identify best practice, allowing us to provide services at or below the rates of comparable communities. 4. Observe specific financial policies, funding reserves appropriately 5. Assess, evaluate, and adopt new technology, processes, and measures of service Ms. Roche asked the Council to think about what that goal means to them. They discussed and chose the following: • Qualified staff to put together financially responsible budget • Opportunity to share and explore innovative ideas • Sustaining highest possible credit rating • Set priorities and make sure they are first in line for funding • Managing employee costs • Available resources to attract a talented workforce • Maintaining open, professional and responsive communication with citizens • Actively engaged in strategic planning and innovation • Reduce red tape • First issue resolution - autonomy • Citizens feeling they have been heard • Reduce reliance on police and fire levies • Conversations with state and federal representatives Ms. Roche asked the Council to think of some outcomes from the above list. They discussed and chose the following: • Efficiently managed costs and possible expansion of Wellness Clinic • Pursue options/alternatives that will reduce reliance on fire and police levies • First issue resolution • Tracking budgeting, expenditure and loans • Balancing expenditures with current revenue • Observe financial policies and funding reserves appropriately • Leveraging new technologies to improve productivity in the workforce • Training employees in customer service • Brainstorming sessions, welcoming suggestions and ideas • Continue to work with state and federal representatives for funding options • Strong recruitment and succession planning internally • Continue to lobby for PERS reform and public contracting reform 1:57 p.m. Council took a break 2:10 p.m. Council reconvened. City of Springfield Council Work Session Minutes September 25, 2017 Page 8 Ms. Roche reviewed the outcome Council listed for Goal #5. Following that review, they were ready to go through their final goal. This goal allows more room for ambiguity. Goal #6 Promote and Enhance our Hometown Feel while Focusing on Livability and Environmental Quality The following represent staff’s outcomes from this goal: 1. Provide incentive strategies that encourage diversity and availability of new and affordable housing 2. Provide career, library youth services and opportunities that improve graduation rates. 3. Preserve and protect sensitive environmental areas from illegal or over-use 4. Design and activate new website 5. Implement inclusive survey methods to reach a larger number of residents 6. Increase interactions with community, using social media, technology Ms. Roche asked the Council to think about what that goal means to them. They discussed and came up with the following: • Welcoming, embracing and encouraging involvement in the community • Housing continuum available • Affordable housing • Responsiveness • Identify neighborhood areas and promote them to give people a sense of belonging – smaller communities inside a bigger community • Support and participate in family activities (parade, open houses, library events, K9 competition) • Work with TEAM Springfield to support education, recreation, and services • Social networking • User friendly website • Wetland reclamation projects (i.e. Mill Race) • Further TEAM Springfield relationship • Water quality • City Hall and Plaza as community gathering place • Promote Springfield Ms. Roche asked the Council to think of some outcomes from the above list. They discussed and came up with the following: • Explore and identify neighborhoods, determine what is already in place and what we can add to • Partnerships with Willamalane and School District promoting and encouraging a sense of neighborhood with parks, schools, churches, etc. • Complete landbanking project for affordable housing • Complete bike trail system along river in Glenwood • Track social networking interactions • Update website • Continue promoting public art • Support and participate in family activities (parade, open houses, library events, K9 competition) • Work with TEAM Springfield to support education, recreation, and services • Wetland reclamation projects (i.e. Mill Race) City of Springfield Council Work Session Minutes September 25, 2017 Page 9 • Continue participation in partnership with McKenzie Watershed Council • Continue to develop and improve City Hall and Plaza area for community gathering place • Promote Springfield • Support Springfield staff participation in community projects Ms. Roche reviewed each slide with the Council to make sure everything on the slide should be there. Some things listed under “What does it mean to you” should be moved to “Outcomes”. Council was fine with Ms. Roche moving those items as appropriate. Mr. Duey said this information would be put into a format to compare with the staff responses. Staff would then bring this back to the Council for review to prioritize to about 5-8 outcomes. This will be used for budget planning. Another work session is scheduled in January to check in with the Council. That will give staff another two to three months to finish it up before the first Budget Committee meeting in April. Mr. Duey said he would like to bring this information back prior to the January work session if possible. Mayor Lundberg felt that extra work session would be beneficial. Councilor Wylie said there are some things the City is already doing. She would like to see those highlighted. Mr. Duey said the goal is to determine where to commit limited resources to make the best movement towards what the Council wants to see over the next two or three years. Ms. Roche said they appreciated Council’s participation and engagement in todays’ workshop. ADJOURNMENT The meeting was adjourned at 3:06 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, OCTOBER 2, 2017 The City of Springfield Council met in a work session in the Jesse Maine Meeting Room, 225 Fifth Street, Springfield, Oregon, on Monday, October 2, 2017 at 6:17 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. Planning Commission Interviews. Greg Mott, Planning Manager, presented the staff report on this item. The City received three applications for one vacancy during a seven-week recruitment process. The Springfield Planning Commission is a seven member volunteer Commission appointed by the City Council. Positions are “at-large”, and do not represent specific geographic areas. The members serve four-year terms that are staggered to avoid more than two positions expiring at the same time. Of the seven members, two appointments may live outside the city limits and two appointments may be involved in the Real Estate profession. At present, only Commissioner Nick Nelson is involved in the Real Estate profession; all commission members currently reside within the city limits. The Council decision on this appointment is scheduled for the Regular Meeting of Monday, October 16, 2017. Mr. Mott noted that Nick Nelson is the incumbent and is eligible to re-apply. The Mayor and Councilors introduced themselves to the following three applicants: • Teresa (Terri) A. Dillon, who resides at 685 9th Street, Springfield 97477 and is retired; • Chelsea M. Jennings, who resides at 789 65th Street, Springfield 97478; and is a Field Organizer with Planned Parenthood of Oregon; and • Nick Nelson, who resides at 721 Island, Springfield 97477 and is a Realtor with Keller Williams. Council asked the following questions of each applicant: 1. Why do you want to serve (re-apply for Nick Nelson) on the Planning Commission? (Mayor Lundberg) 2. Developing vacant land within existing neighborhoods can generate very strong objections to such things as traffic, noise, loss of privacy, etc. As a Commission member, what do you think the developer should be required to do to address these objections? (Councilor Moore) 3. Please identify the top two or three land use challenges facing the City of Springfield and what you think the Planning Commission can do to help address these challenges. (Councilor Woodrow) City of Springfield Council Work Session Minutes October 2, 2017 Page 2 4. Can you think of any ways to entice new development to locate in Springfield rather than other Oregon communities? (Councilor VanGordon) 5. In your opinion is it more important for the City to champion infill and redevelopment to accommodate growth, or provide vacant sites that are development-ready? (Councilor Pishioneri) 6. The City is experiencing a severe housing shortage; which of the following actions would you support to address this problem: waiver of fees and charges; reduce or eliminate plan submittal requirements; increase zoning density to allow more dwellings per lot? (Councilor Stoehr) 7. The Planning Commission generally meets two evenings each month and additional evening meetings are sometimes necessary. There are also materials to be reviewed in advance of these meetings that may take a couple of hours to read. Given your work hours and personal obligations, will you be able to commit to these new demands on your time as a Springfield Planning Commissioner? (Councilor Wylie) 8. Do you have any questions for the Council? (Mayor Lundberg) The Council discussed the qualifications of each applicant. They agreed to re-appoint Nick Nelson to the Planning Commission during the October 16, 2017 Council meeting. They asked staff to encourage the other two applicants to continue to apply for positions on other committees in the City. ADJOURNMENT The meeting was adjourned at 6:58 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, OCTOBER 2, 2017 The City of Springfield Council met in regular session in the Council Chambers, 225 Fifth Street, Springfield, Oregon, on Monday, October 2, 2017 at 7:03 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. Bicentenary of the Birth of Baha’u’llah Proclamation. Mayor Lundberg read from the proclamation and encouraged all citizens to resolve on this day: to promote in themselves and in their relations with others those qualities and attributes that will help bring about the recognition of the oneness of humanity; to embrace diversity; and to work for unity in our local community, in our country, and in the world. Several members of the Springfield Bahá'í Faith were present to accept the proclamation. 2. Other b. Employee Recognition: Molly Markarian, 10 Years of Service City Manager Gino Grimaldi recognized Molly Markarian for her 10 years of service for the City of Springfield. Mr. Grimaldi noted many of the accomplishments, which are very diverse in nature, of Ms. Markarian over the last ten years. CONSENT CALENDAR 2. Claims a. Approval of the June, 2017, Disbursements for Approval b. Approval of the July, 2017, Disbursements for Approval c. Approval of the August, 2017, Disbursements for Approval 3. Minutes a. September 5, 2017 – Work Session b. September 5, 2017 – Regular Meeting c. September 11, 2017 – Work Session City of Springfield Council Regular Meeting Minutes October 2, 2017 Page 2 4. Resolutions 5. Ordinances a. ORDINANCE NO. 6372 – AN ORDINANCE VACATING A 25-FOOT WIDE BY 299.91-FOOT LONG PORTION OF UNDEVELOPED PUBLIC ROAD RIGHT-OF-WAY LYING TO THE EAST OF 2ND STREET BETWEEN ‘Q’ AND ‘S’ STREETS. 6. Other Routine Matters a. Approve a Motion to Authorize the City Manager to Execute the Intergovernmental Agreement (IGA) with Springfield Schools for Wellness Center Cost Sharing. b. Approve a Motion to Authorize the City Manager to Execute the Intergovernmental Agreement (IGA) with the Oregon Department of Transportation (ODOT) for the Walking and Biking Safety Improvement Project. c. Approval of Liquor License Application for Dragons Head Mead LLC, Located at 5108 Forsythia Drive, Springfield, OR. d. Approval of Liquor License Application for 42th Market Corporation, Located at 316 42nd Street, Springfield, OR. 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. Public Hearing on 2017 Justice Assistance Grant. Police Chief Richard Lewis presented the staff report on this item. The City of Springfield is eligible to receive $25,280 from the Department of Justice 2017 Local Justice Assistance Grant (JAG). This is an annual, non-competitive grant award designated to support public safety goals. The Department expects to receive these funds sometime in the Fall of 2017. The grant period for an award over $25,000 is four years. Previous awards have been used to support specialized equipment purchases, training for police and court staff, and support for community policing and police volunteer programs. The Department proposes the $25,280 award be used to update the Springfield Justice Center and Springfield Municipal Jail security system equipment. The Department has budgeted funding to service, repair and provide limited preventative maintenance for the existing security system, but there is no established funding dedicated to updating the existing security system equipment. Much of the security system hardware and software (servers, multiplexers, alarm monitoring terminals, analog cameras, software, etc.) have reached the end of their anticipated useful life. Currently, security systems are serviced or replaced in conjunction with a system error or equipment failure. Proactive replacement of key security system equipment prior to failure would increase overall building security and security systems reliability. Although a complete security system replacement was previously estimated at $500,000, smaller strategic updates to key security system equipment could extend the life of the current security system as a whole. City of Springfield Council Regular Meeting Minutes October 2, 2017 Page 3 The Department has requested this public hearing to inform the Council and the public of the grant opportunity, and to meet an application requirement for a review by the local governing body and for a public hearing. Mayor Lundberg opened the public hearing. No one appeared to speak. Mayor Lundberg closed the public hearing. No action requested. BUSINESS FROM THE AUDIENCE COUNCIL RESPONSE CORRESPONDENCE AND PETITIONS 1. Correspondence from Al Peterson, Eugene, OR Regarding Parking with Attached Staff Response. IT WAS MOVED BY COUNCILOR VANGORDON WITH A SECOND BY COUNCILOR PISHIONERI TO APPROVE THE CORRESPONDENCE FOR FILING. THE MOTION PASSED BY A VOTE OF 6 FOR AND 0 AGAINST. BIDS ORDINANCES 1. Request for Metro Plan Diagram Amendment and Zone Change for About 421 Acres of Property in the Southeast Thurston Hills, Cases TYP417-00001 and TYP317-00003. ORDINANCE NO. 6373 – AN ORDINANCE AMENDING THE EUGENE-SPRINGFIELD METROPOLITAN AREA GENERAL PLAN (METRO PLAN) DIAGRAM BY REDESIGNATING APPROXIMATELY 418.17 ACRES OF LAND FROM LOW DENSITY RESIDENTIAL (LDR) TO PARKS AND OPEN SPACE; ADOPTING A SEVERABILITY CLAUSE AND PROVIDING AN EFFECTIVE DATE. ORDINANCE NO. 6374 – AN ORDINANCE AMENDING THE EUGENE-SPRINGFIELD METROPOLITAN AREA GENERAL PLAN (METRO PLAN) DIAGRAM BY REDESIGNATING APPROXIMATELY 3.03 ACRES OF LAND FROM LOW DENSITY RESIDENTIAL (LDR) TO PARKS AND OPEN SPACE; CONCURRENTLY AMENDING THE SPRINGFIELD ZONING MAP BY REZONING APPROXIMATELY 3.03 ACRES OF LAND FROM LDR TO PUBLIC LAND AND OPEN SPACE (PLO); ADOPTING A SEVERABILITY CLAUSE AND PROVIDING AN EFFECTIVE DATE. ORDINANCE NO. 6375 – AN ORDINANCE AMENDING THE SPRINGFIELD ZONING MAP BY REZONING APPROXIMATELY 407.47 ACRES OF LAND FROM LOW DENSITY RESIDENTIAL (LDR) TO PUBLIC LAND AND OPEN SPACE (PLO); CONCURRENTLY AMENDING THE SPRINGFIELD ZONING MAP BY REZONING APPROXIMATELY 10.7 ACRES OF LAND FROM LIGHT MEDIUM INDUSTRIAL (LMI) TO PLO; ADOPTING A SEVERABILITY CLAUSE AND PROVIDING AN EFFECTIVE DATE. City of Springfield Council Regular Meeting Minutes October 2, 2017 Page 4 Senior Planner, Andy Limbird presented the staff report on this item. The applicant has submitted concurrent Metro Plan diagram and Zoning Map amendment applications for ten contiguous parcels in southeast Springfield that comprise the planned Thurston Hills Natural Area Park. The proposed amendment would change the comprehensive plan designation for the property from Low Density Residential (LDR) to Parks and Open Space, and change the zoning from Light Medium Industrial (LMI) and LDR to Public Land and Open Space (PLO). About 215 acres of the property proposed for redesignation is outside the Springfield City limits and Urban Growth Boundary (UGB) and therefore requires joint approval by Lane County. A joint work session and joint public hearing meeting was held with the Lane County Board of Commissioners on September 18, 2017. At the meeting, one person spoke in favor of the proposal and one person submitted testimony opposing the proposal. The person in opposition brought forward questions that the staff was prepared to respond to. Willamalane currently has an intergovernmental agreement (IGA) for bike patrols in Clearwater Park. Officers are paid overtime to patrol the area to deter illegal activities. Willamalane has not confirmed this would be the case in this park, but there is an opportunity for a similar agreement. There is a mutual aid agreement with 24 regional fire districts for wild land firefighting. In the event of a large wildland fire in the Thurston Hills Natural Area, McKenzie Fire District, Goshen, Coburg, Eugene, Springfield, Pleasant Hill and the Oregon Department of Forestry would be called upon to assist. Mr. Limbird provided an overview of the actions requested by the Springfield City Council and noted the area on a map. He noted which areas were in city limits, which were outside city limits but inside the urban growth boundary, and which area was county only. This matter will be taken back to the Lane County Board of Commissioners on October 18. City Attorney Mary Bridget Smith noted that Councilors Wylie and Stoehr were not in attendance at the joint meeting, but did listen to the audio recording so are able to participate in a vote tonight. Councilor Pishioneri asked if the IGA with Police had a component for investigation time. If we are opening up for more Police coverage through an IGA, that could involve investigation time that is unreimbursed and would cost the citizens of Springfield. He asked if that was a potential liability the City was prepared to absorb. Mr. Limbird said there is currently no IGA for this area, so it would be under the County’s jurisdiction. Councilor Pishioneri said if the City decides we don’t want to take on that additional cost, would that give concern for public safety in that area. Chief Lewis said Police service at Clearwater Park is very limited and is mostly during the summer and fall. They generally have two or three 4-hour shifts per week with officers present as a deterrence. If a crime is committed in front of the Springfield officer or an officer comes across a crime, the City Police Department would investigate. If a crime is committed otherwise, it would be under the County’s jurisdiction. Councilor Pishioneri asked if the Chief had concerns about adding more geographical area. Mr. Grimaldi said he would view this area as a different type of territory. Clearwater Park includes a path where motor officers can drive their vehicles. The Thurston Hills Natural Area is hills and trails. They would not likely be sending our officers hiking in this area for four hours at a time. City of Springfield Council Regular Meeting Minutes October 2, 2017 Page 5 Councilor Pishioneri asked if the City would be open to an IGA. Mr. Limbird said the City would have to consider the call volume. There may be a better chance for emergency services for injuries rather than crime. The onus would be on Willamalane through their management plan. Mr. Grimaldi said Council could give staff direction that if Willamalane approached the City regarding an IGA, it be brought back to the Council. Councilor Pishioneri said we are responsible for citizens who are in the City and paying taxes. He finds it ironic that we are talking about a housing shortage and 159 acres of this property are buildable. Mr. Limbird said in theory this will be annexed to the City at some point. Staff is looking at some opportunities to incentivize annexation of this property especially near Mountaingate. Willamalane has satisfactorily demonstrated services are available, but a contractual agreement will determine specifics. Councilor Stoehr said he listened to the audio and was interested in the objections from the resident regarding the potential for hunters and campers that could pose a security hazard in the park. He visited the site on the weekend and didn’t see any campers, traps or garbage. It is a very pretty area and will make a nice park for the area. Councilor VanGordon asked what the advantage was in participating in waiving fees to bring Willamalane into the City. Mr. Limbird said it could perhaps mean a waiver of Willamalane SDCs for affordable housing. This was only something staff had considered and had not been discussed with Willamalane. Mr. Grimaldi said the Council would be brought into any conversations regarding waiving SDCs or other incentives to annex to the City. Councilor VanGordon said he was concerned on spending City resources to bring property into Springfield that would not bring taxable income. Most questions that have been discussed are site plan questions. Willamalane will submit a site plan and how it will be served will be part of that process. He is comfortable going forward, and looking to the next step of the process to address the concerns. Council is bound by the criteria for this decision. Mr. Limbird said those that received notification for the public hearing will be notified of any site plan development and will have the opportunity to comment. Some of the questions or concerns may be addressed in the site plan. Councilor VanGordon said rezoning and site plans are always a challenge. He appreciates staff talking to the neighbors and assuring the Council that this will follow our usual process. Mayor Lundberg said she recently responded to a site plan in her neighborhood. The City does a good job getting out the information. It is important; however, to make sure the language in the notice is very clear to the neighbors about their opportunity to comment. IT WAS MOVED BY COUNCILOR VANGORDON WITH A SECOND BY COUNCILOR PISHIONERI TO ADOPT ORDINANCE NO. 6373. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. City of Springfield Council Regular Meeting Minutes October 2, 2017 Page 6 IT WAS MOVED BY COUNCILOR VANGORDON WITH A SECOND BY COUNCILOR PISHIONERI TO ADOPT ORDINANCE NO. 6374. 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 ORDINANCE NO. 6375. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. BUSINESS FROM THE CITY COUNCIL 1. Committee Appointments 2. Business from Council a. Committee Reports 1) Councilor Wylie said she attended the League of Oregon Cities (LOC) Conference last week. The City received an award from the LOC and City/County Insurance Services (CIS) for safety, having the 2nd lowest frequency rate for injuries for employees (2.6 rate). She displayed the award. The Mayor congratulated the City on their safety rate. Councilor VanGordon said that is a very good rate and he is very proud of staff. Mr. Grimaldi said employees work very hard to be safe. He is proud of our employees. 2) Councilor Moore said she also attended meetings at the LOC Conference, including those regarding housing. She distributed the Oregon Statewide Housing Plan document to the Council and noted that the Oregon Housing and Community Services division is doing some outreach. There is funding from the state to help meet the problem. They are coming to Eugene on a date yet to be determined. It was interesting to hear what other cities face in terms of growth. The state is working on it and she was impressed by what we have done in our region. Councilor Woodrow said it is a national concern as well. She appreciated Councilor Moore’s report and likes to look for success stories. Councilor VanGordon thanked Councilor Moore for the information. He hoped Niel Laudati would draft a letter and provide testimony for this topic. 3) Councilor Pishioneri noted concerns he has about the application for the OLCC liquor license for a winery in a residential area. Mr. Grimaldi said staff can look at the process for approval to make sure it is allowed at that location. Ms. Smith said when a liquor license comes to the City, it goes through several departments for review and approval. They will double check this application. City of Springfield Council Regular Meeting Minutes October 2, 2017 Page 7 4) Mayor Lundberg said the shooting last night in Las Vegas brought another moment for us to look at what’s happening in the country and the world. She is sending a letter to the Mayor of Las Vegas expressing our sympathy. She read from the letter. In addition to the tragedy in Las Vegas, cities and communities across our country are dealing with devastation from hurricanes in Texas and Florida, and now Puerto Rico. And Mexico is dealing with the destruction of a massive earthquake less than one month ago. It is times like these that we all need to come together and take care of one another, provide support and make positive changes. Coming together is the essence of what it means to be a community. Councilor Wylie said the shooter’s father did live in Springfield for a period of time. It touches us in all kinds of ways. b. Other Business BUSINESS FROM THE CITY MANAGER BUSINESS FROM THE CITY ATTORNEY ADJOURNMENT The meeting was adjourned 7:43 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, OCTOBER 9, 2017 The City of Springfield Council met in a work session in the Jesse Maine Meeting Room, 225 Fifth Street, Springfield, Oregon, on Monday, October 9, 2017 at 5:34 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. Bicycle and Pedestrian Advisory Committee Interviews. Senior Planner Emma Newman presented the staff report on this item. The Springfield Bicycle and Pedestrian Advisory Committee (BPAC) currently has three voting members whose terms extend through the end of December 2018. There are currently six voting members whose terms expire at the end of December 2017 who are eligible for re-appointment (Allison Camp, Claudia Denton, Darla Robbins, Jeff Sakacsi, Kevin Schaper, and Robin Mayall). Members eligible for reappointment must also reapply before they can be reappointed. Two former members resigned during 2017 due to moving and other commitments. The committee bylaws state, “Applications shall be reviewed and evaluated by City Staff and the City Council. Committee positions shall be appointed by the City Council.” The bylaws also state, “Membership of the Committee shall consist of 10-16 voting members.” Since there will only be three remaining voting members as of the end of December 2017, the City is seeking to appoint enough voting committee members (at least 7) to fulfill minimal membership requirements, as well as possibly appoint a few additional voting members so that if resignations occur, additional mid-year recruitment would not be required. The bylaws would accommodate up to thirteen voting member appointments if the Council wished to appoint the maximum. If 13 voting members were appointed, the total voting membership would be sixteen. There are five additional liaison positions, which would result in the total voting and non-voting membership being twenty-one. Because of scheduling, Sandy Coffin will need to be interviewed at a later date. Also, Holly Rockwell called Ms. Newman today and said she was not able to attend tonight. She will also be scheduled for the later date in the fall. The Mayor and Council introduced themselves and then asked the following questions of each applicant: 1. Why are you interested in serving on the Bicycle and Pedestrian Advisory Committee (BPAC)? (Mayor Lundberg) 2. Have you attended a BPAC meeting? If so, what were your impressions? (Councilor Wylie) 3. Describe your familiarity with the City’s walking and biking infrastructure and amenities. (Councilor Stoehr) City of Springfield Council Work Session Minutes October 9, 2017 Page 2 4. If you were queen/king for a day, and had the ability to do any project in the city without concern of the cost, what would that project be? (Councilor Pishioneri) 5. Describe your experience as it relates to your desire to become a BPAC member. (Councilor VanGordon) 6. What initiatives are you interested in working on if you are appointed as a BPAC member? (Councilor Woodrow) 7. What is it about pedestrian and bicycle issues that interests you most? (Councilor Moore) 6:15pm: The Council took a break after interviewing six of the candidates. 6:24pm: Council resumed their meeting. Council interviewed the remaining five candidates. Following the interviews, the Mayor and Council discussed the candidates. Councilor Pishioneri suggested discussing the number of members on this committee at a future session. After discussion, the Council decided to keep the size as it is now. The Council chose to appoint all of those interviewed to the BPAC at the October 16, 2017 Council meeting. They would like some of them to serve 2 years and some to serve 3 years. That will mean amending the Bylaws. Staff will bring the amended Bylaws to the Council during the October 16 Council meeting so they can be approved prior to the appointments. Councilor directed Ms. Newman to assign the 2 and 3 year terms based on returning members and interest. 2. Draft Springfield Look Economic Development Strategy. Economic Development Manager Courtney Griesel presented this item and displayed a power point. The work on the Springfield Look started about 6 months ago and has involved a lot of work by staff, the consultant Allison Larsen, and other stakeholders in looking at the values and goals of improving the economic prosperity in the community. Through this process, a lot of data has been gathered which is extremely valuable. Some common outcomes for economic development efforts include:  increase earnings  increase per capita income  reduce poverty  job creation (high-value, quality jobs based on wage levels and benefits)  job retention (high-value, quality jobs based on wage levels and benefits)  reduce unemployment  increase tax revenues/growth of tax base  stabilize Springfield's economy through economic cycles Ms. Griesel referred to the project timeline for this project and noted that they were in about the last quarter. It is very exciting as all of the perceptions and discussion about data and trends starts to come into view in the next couple of months as we look forward into marketing and taking initiatives to market. City of Springfield Council Work Session Minutes October 9, 2017 Page 3 They have gone through the process of scoring where we are now, how competitive we are and what things need to be improved. This helped with the discussion around priority initiatives. Some of the key areas being looked at are: sites; buildings; customer service and permitting; and incentives, especially in industrial areas in need of infrastructure. Ms. Griesel reviewed the priority initiatives which were developed through discussions with the Council, stakeholders and leadership. Although this is called a strategic plan, it is actually a work plan. The initiatives are rooted in tasks assigned to different people. They are currently building out expectations for timing to do those tasks. The first priority initiative is City Competitiveness. Development and Public Works Director Anette Spickard is lead on this initiative with a team including staff from planning/permit counter, economic development, Springfield Utility Board, developers as needed and potentially a graduate school intern. The goal is to create a clear and consistent way to expedite development approval. Doing this will improve the perception of doing the business in Springfield to greater, and will make it easier on staff. Some of the tasks associated with this initiative include changing the organizational culture, assessing current practices and best practices, getting clarity of process and timelines and establishing an advocate. Staff will need to be trained on the process and will work to build relationships and celebrate wins and success stories. The metrics for this initiative include number of best practices researched and number of developer outreach meetings. Councilor VanGordon asked if the Development Code rewrite was included in this plan. Ms. Spickard said it will be a separate, but parallel, initiative. The department is currently running on the bare minimum of staffing, so if we want to gear up to be a world class development service with one-on-one time, the concept of having an advocate would mean changing the structure of staff. The Development Code update is another structural change, but is on the legal side of rewriting the Code. This initiative is about changing how we do the staffing and work with developers on a personal level. Councilor VanGordon said being a world class organization has to be built on the Development Code rewrite. They will have to work together. Ms. Spickard agreed and said timing is very important. Councilor VanGordon said this was not constructive enough and felt it could go further. He noted the goal of reducing the timeline to 1/3 from ½ and asked if that number was based on anything. Mr. Griesel said it was based on feedback from the private sector. It was also staff looking at a mix of how long it typically can take and the legal requirements with notice, etc. There was an expectation that we could get closer to the legal notice requirement assuming completeness. During that discussion, they needed to make sure they were doing what was needed to communicate completeness. It pulls itself apart into customer service. That is where the idea of an advocate that would stay with the development through the whole process arose. That is a different way of adjusting development from the beginning. Councilor VanGordon said there are good elements to this, but he wants to look at how we can be better than other communities. Ms. Griesel said these timelines are spread over 5 years. Some of this includes things we can easily do now. This one plays out over a period of years. It could be that we ramp up to shorter time frames. City of Springfield Council Work Session Minutes October 9, 2017 Page 4 Councilor VanGordon said he was fine with that. It is really easy to look at the current process and how to improve, but we need to look at possibly changing the process rather than just improving on the old process. This is business focused, but he wants to include the technology piece, which is critical. When looking at outcome measures, he would have liked to see an industry standard matrix for customer satisfaction and look at the private market. He also felt they should look at the final outcome of “Minimize # issues raised above department level” and try to address that at the front line with the first point of contact. There are probably about 5 net performance goals, but this is a great start. Councilor Moore said she would like to see some sort of mechanism to get feedback from developers. Ms. Spickard said they have been working on a list of strategies to accomplish the goal of getting developer feedback. It includes a combination of reaching out to people the City has worked with in the past 6 months, looking at how to interact with people going forward, where there are decision points to talk with people, how things went, and a variety of surveys to get better feedback. Mr. Grimaldi said staff would be sharing more about that with the Council at a future meeting. Councilor Stoehr said perhaps they could add a metric showing that an issue not only got resolved, but was resolved to the person’s satisfaction. Councilor Pishioneri liked the new strategy for establishing an advocate. That is very innovative. It will be important for that advocate to play a significant role in seeing and speaking out about road blocks and how to create change in the process. Ms. Griesel said they do have a sequential order of how these things are put into place. Staff will first look at best practices and where things like this have been successful elsewhere so they can determine the most effective way to utilize that position. Currently, projects have an assigned planner and they do a great job. This position could be built on existing talent, or could be something completely new. Councilor Pishioneri said he sees a difference between an assigned planner and an advocate. Councilor Woodrow said her overall reaction was a timeline and chronology, and those are outlined in this process. She is looking for ways to identify the wins so they know when they get there. Ms. Griesel said in the “Why” we are doing this, they are identifying the win. They are being intentional that the story is told not just by staff, but by the businesses we work with. Councilor Woodrow said she is looking for something measurable. Ms. Griesel said they can refine some of these pieces to provide that measurement. The big measurement will be a growing economy and tax base. Councilor Woodrow gave an example of a measurement of efficiencies. Ms. Griesel said they could do that through the customer service piece. Mayor Lundberg said likes the advocate. She asked if it would be one person. City of Springfield Council Work Session Minutes October 9, 2017 Page 5 Ms. Spickard said she based the cost estimate on one FTE, but it hasn’t been determined yet. Ms. Griesel said that would come out of the research they do for an advocate. It was noted that the request for an advocate came from the development community. Ms. Griesel said in all of the initiatives, the people around the table were looking at the feedback from the Council and businesses. The team felt that more was needed so an advocate could be successful. It got built out because the staff doing the work knows it’s more than just advocating. Councilor Pishioneri said the advocate needs to put themselves in the shoes of the developer to come up with the best way to get a positive end result. Councilor VanGordon said this is really difficult, especially with limited public resources. It’s important to keep an agile mind set as they move forward and understand that it may go through several iterations. They should run it like a start-up. As long as they continue moving forward, it will serve Development and Public Works and the community better. Mayor Lundberg said they need to remain nimble. Council needs to decide if they want to prioritize the Development Code update. Mr. Grimaldi said discussion on the Development Code update is scheduled for November 6. Mayor Lundberg said it needs to go hand in hand with this plan. Ms. Griesel said these ideas are all interconnected. The question is how the economic development program can work better with the initiatives. Ms. Griesel said the next initiative is for Minimum Development Standards and Planning Supervisor Jim Donovan is the lead. The development standards were developed over 30 years ago and things and technologies have changed. Staff looked at what they were doing and how they could make things easier and provide innovation. This moved more quickly and with more energy than expected. It is not going to be easy and will involve codifying changes to the standards, eliminating some process, easing up on the restrictive nature of it and advertising what we are doing. This needs to be part of the work done by the Development Advisory Committee Ms. Spickard said this is a subset of the bigger Development Code update. They will need to discuss the basic expectation of how the City should look. Any changes will go to the Planning Commission and then the Council. Mayor Lundberg said they want standards, but not something that prohibits development. Ms. Griesel said staff was willing to go through and look for ways to change. Ms. Griesel said the metrics involve discussions with the Council about what we are hoping to accomplish through these updates. Ultimately it gets back to the timeline and how that can be shortened to make the process easier for development. Ms. Griesel spoke regarding Strategic Development of Priority Sites which she serves as lead. This includes discussion about sites being ready to receive interested companies or expansions, mostly for City of Springfield Council Work Session Minutes October 9, 2017 Page 6 employment land. It also includes being aware of those sites and having healthy relationships with those land owners, and looking at the utilities, transportation and other amenities. It helps the City be more competitive when responding to prospective companies who want to come to Springfield or expand in Springfield. This is an ongoing core activity that is already being done. Councilor VanGordon said this will gather a lot of information. When it comes to economic development, they need to figure out a way for people to access the appropriate information without having to contact city hall. Ms. Griesel said website generation is part of this project and would include mapping tools. There is an intent to link to other agencies and resources. Staff is still working on relationships with property owners to encourage them to allow the City to populate some of those sites, communicating why it is a mutual benefit for the property owner. Councilor Moore said some of the sites have zoning already in place, such as Marcola Meadows and it seems that it has limited development. They need to look at how the City can be prepared to change directions and zoning. Ms. Griesel said Marcola Meadows doesn’t necessarily fit in her area because it is residential and commercial. They do talk about ways to be nimble without having to go through major land use processes. Some of this initiative is to say we are going to do this more often and look at the barriers. Mr. Grimaldi said when they have a property owner that doesn’t know what they want to do with the property, it can be difficult to move it forward. When property ownership changes, there is an opportunity to work with them. Ms. Griesel said they will do site assessments and engage with property owners. They can then look at what to adjust to give flexibility. Mayor Lundberg said due to the length of time they have been in tonight’s meeting, they need to look at the agenda and determine how to adjust the schedule. Mr. Grimaldi said they could move the Downtown Loan Program scheduled for the SEDA Board to another date. The Chamber request item will remain. He asked how many more of the initiatives the Council would like to review. Ms. Griesel said she could focus on initiatives with the partner agencies and save those she is lead on for a later meeting. Mayor Lundberg said if they are making changes and making initiatives, she doesn’t like focusing on traded sector. There are other things like healthcare that provide living wage jobs in our community. Ms. Griesel said part of the plan includes looking at target industries, and healthcare could fit more broadly in that realm. The plan allows some flexibility. There is a prioritization of traded sector, not an elimination of other sectors. Mayor Lundberg said the Commercial Industrial Buildable Lands (CIBL) study included acreage for a sector strategy which included healthcare. It is an economic driver in our community. Ms. Griesel said they can talk about that in more detail when they talk more initiatives. City of Springfield Council Work Session Minutes October 9, 2017 Page 7 Ms. Griesel said one of the other places that got a lot of energy was the Innovation Hub initiative. It could work in a number of ways including shared office space for incubation businesses, programming and anchor spaces. Some other needs identified included meeting spaces and ongoing mentoring. There was also awareness that the Library and fiber optic project plays into how this site is successful. This was an initiative that the Springfield Chamber championed on with some of our businesses and regional leaders. Vonnie Mikkelson, Executive Director of the Springfield Chamber of Commerce is the lead, supported by the City, TAO, FertiLab/RAIN Eugene, the Springfield Library and Springfield Utility Board (SUB). There will be discussions of what some other communities are doing and at some point the community will be asked. Mayor Lundberg said it is a concept that has a lot of interpretation. It would be helpful to see some real-life examples of innovation hubs. Ms. Griesel said one of the first steps of the team is to go out and identify real-world examples. The first step is to build examples of where it exists and is working well. Councilor VanGordon said when it comes to innovation type hubs, there may be a secondary work item understanding medium size capacity. He felt that how this is being investigated is good. Ms. Griesel referred to the initiative Springfield Telecommunications Enhancement Project (STEP), with Springfield Utility Board Superintendent Jeff Nelson as lead. This is a very intense effort and work is already starting. This is likely the most detailed plan so far of all the initiatives. This is a significant initiative with some assessment of current infrastructure, current partnerships, market needs and capacity. There is also substantial capital buildout as they look at if and where an exchange might fit and where it connects to serve the community. They continue talking with fiber providers in the community while talking about full fiber buildout as one initiative. The near term initiative of getting the fiber turned on to neighborhoods in certain locations continues to be a priority at SUB. This is one of the most energized initiatives and everyone is very excited about it. The City asks questions as public space owners about where the logical location is to provide access for the equipment needed. There may be some discussions as SUB starts to outline the actual plan for infrastructure coordination and a formal agreement. Mayor Lundberg thanked the SUB Board for recognizing the potential and stepping into the 21st century. Mr. Nelson said the SUB Board is behind this project. If it turns out this is not a priority for the Council, SUB will continue moving forward. As this goes forward, there are elements in this realm that are beyond SUB’s control and reside solely within the City, such as requirements associated with fiber ducts within new development and attachments to buildings and street light. Those things will need to be addressed with the City as they arise. Councilor VanGordon said he is glad to see SUB here. This is one of the most exciting opportunities and one of the most important things for economic growth. He asked that they evaluate medium to large industrial size complexes that have many tech machines. Ms. Griesel said the residential piece is also important for affordable internet access and education. City of Springfield Council Work Session Minutes October 9, 2017 Page 8 Ms. Griesel said the next few initiatives – Real Estate Product Development, Partner Economic Development Team, and Business Retention and Expansion – are her initiatives which will be discussed at a later meeting. Ms. Griesel referred to the next initiative, Industry Conference. The lead for this initiative, Janis Ross from Travel Lane County (TLC), was unable to attend tonight’s meeting, so TLC Executive Director Kari Westlund was attending in her place. This initiative is to hold industry conferences in Springfield which are aligned to industry of focus. They will be making an intentional outreach to bid on conferences. They would also assess current conference movement to find out where there are gaps, and how we can showcase our area. It is a learning experience. Ms. Westlund said this is about going a step further than just looking at conferences and visitor spending. It is about looking at innovation within targeted sectors and bringing those people to the community. They have had some success in this through the University of Oregon bringing in industries they have interest in. It is a great blueprint to use in Springfield for industry such as advanced wood products, healthcare and other targeted industries. Councilor Stoehr asked what the biggest conference site was in Springfield. It was noted that there are no large conference sites in Springfield. Ms. Griesel said they would determine how to talk in more detail about the other pieces. Those discussed tonight were more special project initiatives. Many of the others are things that staff is already doing and they are working on getting more clarity around them. There are some tools coming with this process such as customer management software to track who we talk to, what they tell us, and things we’re learning. That information will allow us to create some metrics about touchpoints in the community that can be reported back to Council. It also helps our other partners be more prepared when speaking to those same businesses. There is also a metropolitan comparative tool that allows the City to get industry, business and site specific and talk with the company about what they need to do in our location, comparing it to the industry location of our competitor. It allows staff to be able to address the strengths of our community when talking to businesses, and also show us where we are not as competitive. It has helped already and some realtors are asking for this information. The process of storytelling has already started. She reviewed the timeline while Ms. Larsen is here. Work will begin to happen in the next few months. Mayor Lundberg thanked the leads for attending the meeting. 3. Springfield Area Chamber of Commerce WorkReady Sponsorship. City Manager Gino Grimaldi presented the staff report on this item. The Springfield Area Chamber of Commerce has been an active partner in workforce development and is planning to increase its efforts regarding workforce development as well as increasing its involvement in economic development activities such as the Springfield Look and sector strategies. Tonight, they are requesting funding for the WorkReady program. The major components of the WorkReady initiative are the following career ready programs developed in conjunction with Springfield Public Schools: Middle School Career Day (Grade 8); Career Exploration at Lane Community College (Grades 9 and 10); and Career Connect (Grades 11 and 12). The WorkReady initiative also includes the establishment of Career and Technical Education (CTE) to advance, enhance and grow WorkReady programs, college and career readiness, and local CTE City of Springfield Council Work Session Minutes October 9, 2017 Page 9 curricula in our schools. The Springfield Area Chamber of Commerce’s fundraising goal for this program is $50,000. Mr. Grimaldi introduced Vonnie Mikkelsen, the Executive Director of the Springfield Chamber of Commerce. Ms. Mikkelsen said the Chamber has spent the last year redefining and re-envisioning the work done by the Chamber. She noted that many of their discussions have been similar to what the Council has discussed this evening; focusing on not just improving on things they are not doing that well, but looking at how to hone in to efficient, effective ways of doing things. They have reorganized themselves around mission-focused priorities. The mission of the Springfield Chamber is business and economic development, as well as quality of life for our community. Through this process, they have uncovered opportunities and shifted resources. One of those opportunities has been finding a shared and common goal with small, medium and large businesses and industries – workforce and labor, and filling local jobs needed for those businesses to succeed and grow with skilled trained workforce. As a priority, they are partnering with Lane Workforce Partnership, Lane Connected, and industry partners. Locally they are honing in on the 11,000 students in our Springfield Public Schools, specifically the 4000-5000 students in grades 8-12. They hear from their educational partners that eighth grade is the premier place to engage with students. That is where they are being introduced to career and technical education and where the opportunity is to increase graduation rates. They also hear the same thing from the industry. Manufacturing and other trades also want to meet with students. Ms. Mikkelsen explained Why WorkReady? A skilled, educated and qualified workforce is fundamental to a strong economy. Through this program, they will wrap around the robust Career and Technical Education (CTE) offerings in the Springfield Public Schools to improve the high school graduation rates. This will open the doors to industry to connect with schools and students. Their goal over the next year tis to connect 2000 students in grades 8-12 to over 100 local employers and educational institutions through WorkReady programs. Ultimately, they will strengthen local education-industry partnerships that cultivate a pool of local talent with the skills, education and qualifications necessary to fill family wage jobs fundamental to a strong economy. The three core programs in this effort are: • Middle School Career Day for all 8th graders in the Springfield Public Schools. This introduces the students to college and career conversations, provides an expo-style experience, and provides a soft skills component where every student comes practiced and prepared for mock interviews with business volunteers. • Career Exploration which is offered to 9th and 10th graders in the Springfield Public Schools. This will be held at Lane Community College (LCC) with over 170 students attending. The students will be visiting 6 different LCC programs and meeting with 20 business leaders. She noted the programs that would be part of this event. • Career Connect which is offered to 11th and 12th graders in the Springfield Public Schools. The students will have the opportunity to network with industry leaders and interview for available internships, apprenticeships and job openings. She noted some comments from students who attended the event last year. The Chamber has also established a Career and Technical Education Fund that will fund programs based on the input from the sponsors and impact investors. She referred to the Manufacturing Day event which was held on October 6. This event connected 16 high schools from Lane County and 185 City of Springfield Council Work Session Minutes October 9, 2017 Page 10 students with 8 manufacturing companies and 8+ regional partners. This event was a big success and had a big impact on the students. Councilor Moore asked where the funding will come from. Mr. Grimaldi said it would be a budget transfer from reserves. Councilor Stoehr asked if there had been any thought given to which careers are the most automation proof. Ms. Mikkelsen said many of the tours were at wood and paper companies which include skills in computer science, engineering and auto mechanics. Technology is integrated in all manufacturing. Councilor VanGordon said he is comfortable going forward. It is important to talk to the workforce about what the next 20 years is going to look like from a workforce perspective. People will need to be nimble enough to move into different careers. Councilor Woodrow said she is excited to track this and hear the feedback from the students and how this affects their future. It is important for students to be work ready. Councilor Moore said she appreciated the goal of increasing the graduation rate. It is very important. Mayor Lundberg said there are great partnerships with the schools, the City and the Chamber. Students can be working towards a career in high school. She is supportive of getting our kids out there and learning. ADJOURNMENT The meeting was adjourned at 8:50 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, OCTOBER 16, 2017 The City of Springfield Council met in a work session in the Jesse Maine Meeting Room, 225 Fifth Street, Springfield, Oregon, on Monday, October 16, 2017 at 6:15 p.m., with Mayor Lundberg presiding. ATTENDANCE Present were Mayor Lundberg and Councilors VanGordon, Wylie, Moore, Stoehr (by conference phone), 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. Community Development Advisory Committee (CDAC) Interviews. Community Development Analyst Erin Fifield presented the staff report on this item. The Community Development Advisory Committee (CDAC) advises Council on matters related to the City’s housing and community development activities. The activities are primarily funded by federal Community Development Block Grant (CDBG) dollars, for the purposes of benefiting low and moderate-income residents and improving blighted areas. The CDAC recommends annual CDBG funding priorities and allocations to Council in line with the adopted Eugene-Springfield Consolidated Plan. Of the five vacancies to be filled: • 3 appointments are for 4 year terms o 2 terms would start Jan 1, 2018 and serve 4 years (thru Dec 2021) o 1 term would start now to fill a vacancy (through Dec 2017), and would then serve a new four year term (through December 2021) • 2 appointments are for 2 year terms o 2 terms would start now to serve the unexpired portion of two vacancies (thru Dec 2019) Council is scheduled to interview the first four candidates on October 16 and the remaining three on November 13. Council is scheduled to make appointments on November 20. The Council introduced themselves to the candidates and asked the following question: 1. Why are you interested in serving on the Community Development Advisory Committee? (Mayor Lundberg) 2. We have the option to appoint folks to either a 2 year or a 4 year term given the current vacancies. Do you have a preference? (Councilor Wylie) • Chelsea – interested in four years • Tony – interested in four years, but either is fine • Itzel – either is fine 3. What do you see as the most pressing issue facing Springfield in the realm of housing and community development? (Councilor Pishioneri) 4. What most interests you about affordable housing and community development? (Councilor VanGordon) City of Springfield Council Work Session Minutes October 16, 2017 Page 2 5. Because resources are so limited, some worthwhile projects may not get funded. How would you decide which projects receive funding and which do not? (Councilor Woodrow) 6. What skills and/or experience do you bring that will contribute to you being an effective community development advisory committee member? (Councilor Moore) It was noted that there was a miscommunication with one of the candidates so that person will be interviewed at the November 13 work session with the other three candidates. The Council will wait to make any decisions until they have interviewed all seven candidates. ADJOURNMENT The meeting was adjourned at 6:41 p.m. Minutes Recorder – Amy Sowa ______________________ Christine L. Lundberg Mayor Attest: ____________________ Amy Sowa City Recorder