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HomeMy WebLinkAbout09/25/2017 Work Session City of Springfield Work Session Meeting MIND THS 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 in..with May or Lundberg presiding ATTENDANCE Present were Mayor Lundberg and Councilors VanGordon, Wy lie, 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, to ing 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 Das is, 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 prig ate 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 They realized that some of the PBB information from 2015 was outdated and should he refreshed This year,they w dl focus on those updates and look at doing a two- year budget during the next budget cycle.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 pros ide, 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 AM the City had to absorb into the FY 18 budget That payment will he 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 sen-ices w ith those outcomes,and make sure we are on the right path Staff has started putting together budget strategies for FYI 9 and FY20, and will take information from today s meeting and see how well they line up with the strategies from staff Staff w ill 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 goN ernment) • 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 • Communits more engaged with Council and City • Outreach Ms. Roche said the purpose of the above exercise is to gr e 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. I. 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 accessibdit 4 Implement Springfield Look initiative 5 Advance opportunities and incentie es 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 suppb, 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(ODO f)to agree w ith transportation plan • Increased training opportunities(tech,advanced manufacturing, etc)—through increased partnerships(i.e. LCC,NW Youth Corps) • Increased ins oh ement 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 w ill be refined and will pros ide direction to staff. Council took a break from 10:20-I0:35am. Ms. Roche encouraged the Council to speak up now about items they aren't comfortable with At the end of the day,the., will go back through the list and remose any items if needed Goal #2 Strengthen Public Safety bs Leveraging Partnerships and Resources The following represent staffs 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 The} discussed and chose the following: • Enforcement of traffic laws • Continued partnership with ODOT to reduce pedestrian risks through infrastructure • Multiple la)ers of public safety sero ices • Well lit, clean and attractive community • Interagenc} coordination and partnerships • Services focused on neighborhood les el —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, law s, 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 proactnely address mental health crisis or intervention • Safer streets reducing traffic and pedestrian accidents and deaths • Increased citizen engagement through Springfield Police Ad% son Committee • Regular updates from presiding judge of Municipal Court • Ley eraging 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 staffs 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 arrnals to community (MEChA(Mob imiento 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 w ith 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. Cm of Springfield Council Work Session Minutes September 25,2017 Pace 6 12 42 p.m. Council reconvened Ms Roche said thes 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 physical]) 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 mclush e language • Increased workforce in our community • Implement ADA Transition Plan • Increased y ocational-oriented programs • Foster arts reflects e of diverse community • Upward mobility and prosperity • healthy families Goal #4 Maintain and Improve Infrastructure and Facilities The following represent staffs 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-ovined 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. The) discussed and chose the follow mg' • Responding to community's concerns regarding streets, safety conditions,etc. • Find revenues to meet needs of community • Determining pnonties and how to address those • Create a sustainable plan • Identify how to minimize future impact and costs • Creates an attractive community • Economic competitheness • 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 staffs outcomes from this goal' I Attract,develop and moth ate 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. Obsen e specific financial policies, funding resenes appropriately 5 Assess,ev aluate, and adopt new technology, processes. and measures of sen ice 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 innovate e 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 ley ies • Cons ersations vv ith state and federal representatives Ms Roche asked the Council to think of some outcomes from the ahoy e 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 • Obsene 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 rey iewed 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 Phe following represent staffs outcomes from this goal: 1. Provide incentne strategies that encourage diversity and mailability of new and affordable housing 2 Prot'ide career, library youth services and opportunities that improv e graduation rates. 3 Present and protect sensrtne 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 ith the following: • Welcoming,embracing and encouraging mvol ement in the community • Housing continuum available • Affordable housing • Responsiveness • Identif) neighborhood areas and promote them to give people a sense of belonging—smaller communities inside a bigger community • Support and participate in family acts ities(parade,open houses, library events, 1(9 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 ahoye list. Fhey discussed and came up with the following: • Explore and 'denttfy 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 Iandbanking 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, 69 competition) • Work with TEAM Springfield to support education, recreation,and services • Wetland reclamation projects(i.e. Mil] Race) City of Springfield Council Work Session Minutes September 35.3017 Pace 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 re'iewed each slide with the Council to make sure ey ervthing on the slide should he there Some things listed under"What does it mean to you-should he no ed to"Outcomes" Council was fine with Ms Roche mos ing 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 w ill 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 oyer the next two or three years. Ms. Roche said they appreciated Council's participation and engagement in todays' workshop ADJOLIRNMEN f The meeting was adjourned at 3,06 p.m. Minutes Recorder-Amy Sowa Christine uL errg /I Mayor VV Attest: /,, Amy Sow City Recorder