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HomeMy WebLinkAboutItem 02 Council MinutesAGENDA ITEM SUMMARY Meeting Date: 3/19/2018 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. February 12, 2018 – Work Session b. February 26, 2018 – Work Session c. March 5, 2018 – Work Session d. March 12, 2018 – 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, FEBRUARY 12, 2018 The City of Springfield Council met in a work session in the Jesse Maine Meeting Room, 225 Fifth Street, Springfield, Oregon, on Monday, February 12, 2018 at 6:04 p.m., with Mayor Lundberg presiding. ATTENDANCE Present were Mayor Lundberg and Councilors VanGordon, Wylie, Moore, Stoehr, Woodrow, and Pishioneri. Also present were Acting City Manager Niel Laudati, City Attorney Mary Bridget Smith, City Recorder Amy Sowa and members of the staff. 1. ALICE (Alert, Lockdown, Inform, Counter, Evacuate) Active Shooter Civilian Response Training. Richard Lewis, Chief of Police, introduced Officer Darren Vetter from the Police Department. Officer Vetter is currently a School Resource Officer at Thurston High School and an ALICE training expert. Officer Darin Vetter presented information on what the ALICE program is and who has been trained, including the Springfield School District and other school districts. Councilor Woodrow asked about the difference between training for public and private entities. Officer Vetter explained. Councilor Wylie asked what the training involved. Officer Vetter said the online version takes about 1 ½ to 2 hours, followed by the physical aspects of the training. He explained further. Many people who take the course say they feel empowered after the training. Councilor Moore asked about the funding for this training. Officer Vetter said they partner with the City of Eugene and Lane County Sheriff’s Office. The School District also has trained staff. Councilor Moore asked if it would be beneficial for the Council to be trained. Chief Lewis said if the Council would like, they could tailor a training for the Council. Councilor Woodrow said this training provides people options for having an active role in their survival, rather than hiding. Officer Vetter said that was correct. He reviewed some of the steps the schools know to take in those situations. City of Springfield Council Work Session Minutes February 12, 2018 Page 2 Councilor Wylie said she knows the Police Chief’s role is to protect the Council during public meetings. She would like to know what the Council members should be doing in those situations. Officer Vetter said the best course would be to get the person out of the room and locked out, then barricade the door to prevent them from getting back into the room. Chief Lewis said he and one other officer are always at the Council meetings. The best course is to go the opposite way from the problem, or lock the doors to prohibit the person from returning to the room. During a training, they could walk through the Jesse Maine Room and the Council Chambers and discuss some options. Councilor Pishioneri said there have been several discussions about safety in the Council Chambers, although none have come to fruition. He would like to see that discussion brought back to the forefront. There is a certain amount of exposure of the Council. The Chief has been good about handling situations that have occurred. He asked Officer Vetter if anyone has contacted other academic institutions such as Pacific Pioneer College. Officer Vetter said they did provide a training at Pacific Pioneer College. Councilor Pishioneri asked if it could be offered to businesses with a large number of employees using private funding. Chief Lewis said they had been approached by businesses and churches for this training or at least some guidance in what to do in those situations. It can get expensive with the number of officers and the overtime, etc. We have to decide how to balance that with the cost. Council asked staff to reach out to see if others (Springfield Chamber, private businesses, etc.) would help sponsor trainings for businesses or churches. Councilor Pishioneri asked if the increase of concealed weapon permits has increased concern. Officer Vetter said it has not been an issue. Councilor Pishioneri asked if they had educated those with a concealed weapons permit in how they should behave during an active shooter event when officers arrive so they are not mistakenly identified as the threat. Officer Vetter said the Sheriff’s office may have that discussion when issuing the permit. Councilor Stoehr asked if we have hostage negotiators and mental health resources. Officer Vetter said we have both. Mayor Lundberg asked about interest from the Council for a training. Council agreed they would like some information on what they could do, and also walk through the meeting rooms used by Council getting suggestions and ideas of how they can respond. Chief Lewis said they could do that in 30 minutes. City of Springfield Council Work Session Minutes February 12, 2018 Page 3 Councilor Wylie said she would like to discuss some of the safety issues that Councilor Pishioneri discussed. That topic could be part of the work session with the walk through. 2. Amend the Springfield Development Code to make it Easier to Add an Accessory Dwelling Unit, Journal #811-17-000057-TYP4. Councilor Pishioneri noted that he is considering building an ADU, so he announced he has a potential conflict of interest and recused himself from this discussion. Sandy Belson, Comprehensive Planning Manager, presented the staff report on this item. The proposed code amendments were first developed based on Council direction, staff input, and public comments. The Planning Commission then held a public hearing on the proposed amendments and forwarded its Order and Recommendation. The City Council held a public hearing on December 4 to hear comments regarding the Planning Commission’s recommendation. The Council left the record open for written comments through December 18. The Council began review of these comments in work session on January 16 and continued its review on February 5. Council will continue its review in work session on February 12. Ms. Belson said during the last work session, Council had some questions that were addressed in the Council packet. She asked if those answers adequately addressed those questions. Councilor Wylie said years ago she learned about pervious surfaces. She said she didn’t know if that was more expensive or not, but would like to look at that option. Ms. Belson said there are two aspects to the cost, including installation and maintenance. That option is being added to the code to allow pervious surfaces. Discussion was held regarding options for pervious surfaces. Ms. Belson said language was being added to make it clear about pervious surfaces for all driveways citywide. Those with existing gravel driveways do not need to put in pavement unless they put in some type of development that required such. Mr. Donovan said adding a bedroom or a second story could be enough to require adding a paved driveway to their homes. There are different triggers, depending on several factors. Councilor Moore said that raises concerns for her because there are many houses on two sidewalks that do not have paved driveways. Councilor VanGordon asked if an existing homeowner who was adding on to their house, but not as an ADU, could also use the on-street parking provision rather than paving their driveway. Mr. Donovan said under ADU provisions, if on-street parking can be provided, they would not be required to add paved parking. Ms. Belson said this is a broader issue of parking and may be more appropriate to look at this in the transportation plan discussion. City of Springfield Council Work Session Minutes February 12, 2018 Page 4 Mayor Lundberg said she agrees they need to have that discussion on a broader scale. There are so many variations in terms of the types of streets in the City, and we are trying not to make ourselves more restrictive. She asked if the Council could look at this particular issue in another context. She doesn’t want to prevent someone building an ADU at this time based on current rules. Ms. Belson said by the time someone builds their ADU, the Council would have made their decisions on the transportation plan. If someone applies in the meantime, they would apply under the current code. If the Council set more strict requirements later, they could not impose those on people who apply prior to those new requirements. Further discussion was held regarding current requirements for parking. The amendment is to allow it not to be paved all the way for ADUs if they have an 18 foot access. Mayor Lundberg said she doesn’t want to restrict someone from building an ADU now. Councilor VanGordon said he doesn’t want to sit on these amendments, and would like to have the broader discussion later. People with on-street parking should be fine. He would strongly encourage staff to provide that advice to those applying to build an ADU. Mayor Lundberg suggested putting that information in a clear way so people know what to expect. Councilor Woodrow said there is never a perfect time to do things because there is always something. She asked if there was a way to alert people that discussion of driveways is still underway. Ms. Belson said the next topic is Short Term Rentals and Bed and Breakfasts in the Washburne Historic District. Currently, Bed and Breakfasts are required to be owner occupied per the development code. Short term rentals are not considered commercial and do not require home occupancy. Councilor VanGordon said he doesn’t see short term rentals as a commercial business. Councilor Moore said this is a larger issue that needs to be discussed citywide. People have bought homes and turned them into Air BnBs or short term rentals. Some cities have addressed that by requiring them to be owner occupied. Short term rentals have an impact on long term rentals in the City and she wants to look at that impact. Councilor Wylie said she agrees this needs attention. It is complicating the ADU issue, so they should look at this issue later. Councilor Stoehr felt it should be an overall policy, not separate for Washburne. Council supported the language recommended by the Planning Commission. Ms. Belson noted other considerations for the Council, including allowing ADUs on duplex lots. Councilor VanGordon said he would be open to having ADU’s going in with a duplex, but was curious how much of a change that would be in the code. City of Springfield Council Work Session Minutes February 12, 2018 Page 5 Ms. Belson said if there are three dwelling units in one structure, it kicks in the multi-design standards and different levels of building code. Having three units gets into a commercial level and makes things more complicated for the building code and development code. If the ADU was unattached from a duplex, it would not be considered commercial, but the definition of an ADU would need to be changed in the City’s code to allow that. Council would like to be able to allow ADUs on duplex lots as long as they are detached. Councilor VanGordon asked about the curb cuts in Washburne. Ms. Belson explained and answered further questions about curb cuts. It would only be allowed as a last resort for parking if no other option was available. Council supported the language recommended by the Planning Commission. Ms. Belson referred to the other building code issues/questions. A question was raised regarding the definition of ADU in a separate section. Ms. Belson noted that the definitions are not generally repeated throughout the document, but are available for people to reference. Councilor VanGordon referred to a comment about every ADU having a separate sanitary sewer. An ADU has to be hooked into the system, and not have a stand-alone system. Ms. Belson said the only change based on Council comments is in relation to duplexes. The ordinance can be ready for Council consideration in March. 3. Tax Exemption for Housing Diversity. Sandy Belson, Comprehensive Planning Manager, presented the staff report on this item. She recognized Neil Obringer and Liz Butterfield who had been assisting with this report. During previous Council meetings, there had been discussion about the idea of a multi-unit property tax exemption (Tax Exemption for Housing). This would mean some multi-unit properties could be eligible for property tax exemptions for up to 10 years if they meet the City’s criteria. Council had discussed some areas in the City this might work for public policy purposes and where multi-family housing is allowed. Staff looked at those areas in more detail and maps were provided. The areas under consideration are: Q Street Marcola Meadows Mohawk Main Street A, B and C Ms. Belson noted that refinement plans had been referenced to make sure this would not preclude the refinement plans. Multi-family residential is not normally allowed in commercial, but is allowed in some of the refinement plans. She noted this on a larger map. Councilor Moore said it seemed like this is a large area for exemptions. She asked if they would limit the number of housing developments per area. City of Springfield Council Work Session Minutes February 12, 2018 Page 6 Planning Supervisor Jim Donovan said the master plan included single family and multi-family residential for a total of about 650 units. A cap could possibly be put into place. Council expressed interest in seeing something occur on the Marcola Meadows property. Councilor Wylie said there needs to be a balance between how much property could be exempted throughout the City while being respectful of our budget. Mayor Lundberg said they may be able to set some parameters around the budget piece before deciding how much property to include in this program. Councilor Pishioneri said he is skeptical of tax exemptions due to budgetary concerns and their responsibility to citizens. He is not in favor of going out 10 years, and would not be supportive of anything over 5 years. He does not want to build multi-family units along Main Street, but is fine with them in the neighborhoods. He doesn’t want anything right on Main Street (no zero lot lines along Main Street). He noted the wetlands issue south of Main Street. Councilor Woodrow said she looked at the maps and agreed that housing should not be right on Main Street. There is a lot of land involved in these areas. She wondered if we could allow only a percentage of each area to become multi-family residential. She also agrees with the five year limit and would want it re-evaluated to see if the public benefit still existed. Councilor Stoehr said he also had reservations. The main shortage of housing is affordable housing, and there is no cap on multi-family units. He agreed with the shorter exemption period and the re- evaluation of the program. Councilor Moore said she is interested in the zoning in the Mohawk area since most of it is commercial. She asked if it allowed multi-family residential. Staff replied that it was allowed. Councilor Moore said there is a large area that needs to be redeveloped. She agreed with the five year time period. She asked if they could apply longer exemption periods for specific areas. Ms. Belson said they could develop a program that applies to all areas, or separate programs per area. Councilor Moore said Q Street was already zoned MDR and there were already some multi-family units there. If we had an exemption, it could encourage development in that area. Councilor VanGordon agreed with the 5 year limit and would like to have a check-in point at that 5 year mark to evaluate the benefits. He referred to the concern about high rent and noted that we need housing in general at all levels. He is comfortable with the Q Street area, as well as Mohawk. He would prefer to get the master plan of Marcola Meadows worked out, and then look at allowing a tax exemption later. We want businesses along Main Street and it is currently a patchwork of uses. The further east on Main Street was confusing. He would suggest removing the C map, but keeping the B map. He could also support the eastern portion of the A map. Councilor Wylie said she wants to know how many units we are willing to give tax breaks and how that will affect our budget before moving forward with the tax exemption program. She agreed with City of Springfield Council Work Session Minutes February 12, 2018 Page 7 the five-year period, but does not agree with rent control. They need to match development with each area. Councilor Pishioneri agreed. Mayor Lundberg said her theme for this year is how to build flexibility in what we do to make things easier for development. Discussion was held regarding Marcola Meadows and zoning throughout the City in general. Mayor Lundberg felt they should look at what they are trying to accomplish and the cost, and then determine how many units are appropriate. She recently did an AARP walk through the Q Street neighborhood which is a very livable neighborhood with transit, medical offices, stores, professional offices, etc. She wants to also consider urbanized areas where people can get around without a car. Transportation is a consideration as it could impact the streets. Councilor Pishioneri said they are trying to be less restrictive and developers are going to be tied through trip counts, so it may be self-regulating. Mayor Lundberg said we have the whole city to consider. Councilor Moore said she appreciated the maps showing what Council had suggested in the fall. It was a lot of work by staff and helped envision the different areas. Ms. Belson clarified the following: Main Street Remove Area C from consideration Remove west portion of Area A (farthest west) leaving the area that is covered by the East Main Refinement Plan area. No residential along Main Street unless on top of commercial (no residential on ground floor) Marcola Meadows Remove for now. Wait for the owners to fix the master plan, and provide Council with status updates on Marcola Meadows in a Communication Packet memo or on Status Report. Caps Staff will come back with scenarios and limits in terms of putting caps on this program Look at this like a grant program. The City needs to know how much the city will be losing in lost property taxes. Provide some general information. City Attorney Mary Bridget Smith referred to the discussion regarding ADUs on duplex lot. She said allowing an ADU on a lot with a duplex might be beyond what was noticed for the ADU code amendment. If they want to move forward with that, they may need to re-notice that to allow public comment because it would change the ordinance title. Council could also break that piece out and handle it separately. Councilor VanGordon asked how much time would be added if they re-noticed the whole thing. City of Springfield Council Work Session Minutes February 12, 2018 Page 8 Ms. Belson said they would not need to go back to the Planning Commission, but would need to come back for a public hearing with the Council. Ms. Smith said it would delay this about 2-3 months due to notice requirements. After discussion, Council supported moving forward with the other amendments and breaking out the duplex section and working on it later. ADJOURNMENT The meeting was adjourned at 7:35 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, FEBRUARY 26, 2018 The City of Springfield Council met in a work session in the Jesse Maine Meeting Room, 225 Fifth Street, Springfield, Oregon, on Monday, February 26, 2018 at 5:30 p.m., with Mayor Lundberg presiding. ATTENDANCE Present were Mayor Lundberg and Councilors 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. Councilor VanGordon was absent (excused). 1. Ground Emergency Medical Transport (GEMT) Update. Joe Zaludek, Fire Chief, presented the staff report on this item. In March of 2016, Governor Kate Brown signed HB 4030 into law allowing first responders to receive payment for a percentage of their work in preparation for transport of Medicaid patients. Negotiations are in process to adopt the rules and processes for payment from the State in early 2019. No additional charges will be experienced by community members that are transported by ambulance; this payment is passed through the State for Medicaid patients. Estimates for present Medicaid ambulance transports covered under GEMT are approximately $150,000 annually. This is a Medicaid supplement that allows the Fire Department to charge Medicaid patients only for ground transport. He noted other states that have implemented or applied for this fee. He noted that there is a lot of work by the staff on the engine company prior to the person being placed in an ambulance. This would allow the City to charge for that work being done. The state is finalizing the rules for this fee and they hope to have an answer this Spring that they are ready to go. The number of patients that can be charged for this is minimal. Next year, all Medicaid patients will be eligible to be charged this fee. Last year, Springfield EMS providers transported approximately 272 non-managed Medicaid patients. Mr. Grimaldi confirmed that the Medicaid patient does not see any change on their end. Chief Zaludek said that is correct. It is sent directly through the state. Councilor Woodrow asked how many of the 272 patients from last year were from out of state. Those from out of state would not be aligned with an Oregon CCO (Coordinated Care Organization). Chief Zaludek said he would need to find out that information. He explained the difference between in-state and out-of-state patients. City of Springfield Council Work Session Minutes February 26, 2018 Page 2 Councilor Woodrow asked how the billing would be administered. Chief Zaludek said through the similar ambulance billing process. Councilor Wylie got clarification that this fee was in addition to the ambulance charge. Chief Zaludek said that was correct. They should be able to bill this Spring, but do not anticipate revenues from this charge until January 2019. Councilor Stoehr asked if this charge would still be charged for those treated, but not transferred by ambulance to the hospital. Chief Zaludek said historically they have not been able to charge for that service. If the engine responded, they would be eligible for this charge. If an ambulance responded, they would not be eligible for this additional charge. Councilor Stoehr asked if there were protocols to determine whether or not someone should be transported. Chief Zaludek said there were very clear protocols. He explained. Councilor Moore said for Medicare patients, a hook and ladder goes out as well as the ambulance, and provides those services. She asked it those services were reimbursed if billed to Medicare or private insurance. Chief Zaludek said not at this time. This is only for the work done through Medicaid. It is in recognition to the work being done to recover costs taken away when they capped payments. Councilor Moore asked why we couldn’t charge for the medical treatment we provided before someone is transported for other patients. Chief Zaludek said that was a good question and he would ask that to the firm representing the City in establishing rules at the State legislature. He is not aware of any current program that allows Medicare of private insurance to be billed for this work, with the exception of some minor fees allowed. Councilor Moore asked about the use of jaws-of-life and if that service is billable. Chief Zaludek said it is not. It is a service provided as part of medical transportation. Chief Zaludek said as soon as they have the rules, staff will come forward with some recommendations and estimates. Councilor Wylie said she would like projections for the upcoming budget year for this revenue. Councilor Moore noted that our fire department often responds to accidents for people that are not local citizens. ADJOURNMENT City of Springfield Council Work Session Minutes February 26, 2018 Page 3 The meeting was adjourned at 5:49 p.m. Minutes Recorder – Amy Sowa ______________________ Christine L. Lundberg Mayor Attest: ____________________ Amy Sowa City Recorder City of Springfield Work Session Meeting MINUTES OF THE WORK SESSION MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY MARCH 5, 2018 The City of Springfield Council met in a work session in the Jesse Maine Meeting Room, 225 Fifth Street, Springfield, Oregon, on Monday March 5, 2018 at 6:00 p.m., with Mayor Lundberg presiding. ATTENDANCE Present were Mayor Lundberg and Councilors VanGordon, Wylie, Moore, Stoehr, Woodrow and Pishioneri. Also present were City Manager Gino Grimaldi, City Attorney Mary Bridget Smith, City Recorder Amy Sowa and members of the staff. 1. City Attorney Employment Contract. Chaim Hertz, Human Resources Director, presented the staff report on this item. The City Council previously approved the transition of City Attorney services from a vendor arrangement to an employed position; Human Resources is now seeking Council’s feedback regarding the draft City Attorney’s employment contract and guidance regarding the process of finalizing the approval of the agreement. The employment contract includes the following elements: A wage rate and structure consistent with non-union positions, The City standard benefit and PTO plan, Fringe benefits consistent with City department directors, Participation in the PERS retirement program and a 4% match on deferred compensation, Financial support for licensing, dues and subscriptions, and professional development, and A fiscal year performance evaluation process. Additionally, the cost of the contract is at or below the parameters previously approved by Council. Councilor Pishioneri asked about the 4% match and if that was at the same level as Executive staff. Mr. Hertz said it is not the same as the Executive staff, but is in line with the City Manager. Mayor Lundberg clarified that the City Attorney would be a direct hire of the City Council like the City Manager. Councilor Pishioneri said they required the City Manager to come to Council with updates. He asked it that requirement was included in the City Attorney contract. He would like to have regular check-ins separate from the annual evaluation. Ms. Smith said she could do that. Councilor Wylie asked how this contract compared with the judge’s contract. City of Springfield Council Work Session Minutes March 5, 2018 Page 2 Ms. Smith said it is different. They took the City Manager’s contract and a template from the website to draft this agreement. They have the same relationship, but a different contract. The Judge is not full time, but is on standard benefits. Councilor Stoehr asked if Ms. Smith would retain her position with Leahy, VanVactor, Cox and Melendy. Ms. Smith said she would not. She would be giving up any of her outside clients, which aren’t many. The contract does allow some consulting work. Councilor Pishioneri asked if there was potential conflict of interest if they needed to hire outside counsel for a special instance and someone from Leahy’s office had that expertise. Ms. Smith said under the public official ethics statute, she would have a conflict of interest with the firm through 2019. During that time, she could not hire the Leahy firm to help, but Council could direct her to hire them. Councilor Woodrow asked about staff support. Ms. Smith said attorney Kristina Kraaz and assistant Linda Craig will both come over and will be employees of the City. They would both be full time employees. The three of them would make up a separate department. Mr. Hertz said his department has been working with them through the process. Councilor Moore asked if interns would still be allowed. Ms. Smith said yes, consistent with City policy for interns. Mayor Lundberg asked about a new evaluation form that was being developed for the City Manager. Mr. Hertz said that is in draft form. The big emphasis was around specific measurable goals for the City Manager. He is hoping to get the evaluation to the Council for review in April or May, and then finalized before summer break. Mr. Grimaldi said his evaluation will follow the goals and outcomes of the Council. Mayor Lundberg said they need to get back to having a closer relationship and more regular reporting with the Judge and now the City Attorney. She wants the City Attorney’s Office to look at our planning processes to see how we could do less and save money. She suggested having legal students look at the processes to see if there are better ways to do things. We are still attached to Sustainable Cities so she would like to use that resource and incorporate some of their good ideas. Councilor Moore said this was part of efficiency and to match what we are already paying for City Attorney services. She asked about the cost to remodel in order to create their office. Mr. Hertz said that cost is within or below what was projected. Having them in house will allow a better utilization of their services. City of Springfield Council Work Session Minutes March 5, 2018 Page 3 Councilor Moore said we are always in a budget crunch and have been cutting employees; we are now adding three employees even though it does not add cost. She asked if that could be noted in the letter to the Budget Committee. Mr. Grimaldi said that would be included and also that we will get more City Attorney hours. Councilor VanGordon said we will have more total hours, and he would like to see us using those extra hours in a way that benefits the City. There are a lot of elements of service that show the value of having the City Attorney’s office in house. Ms. Smith said she provided names of people to perform a legal review of the contract to Mr. Hertz and Mr. Grimaldi. Mr. Hertz said he did have a review internally in Human Resources to make sure they were treating employees just and right. Mr. Grimaldi said he didn’t have plans for further review. Discussion was held regarding an outside review. Council agreed to move forward with the contract as is; no need for further review. 2. Springfield Arts Commission Bylaws/Charge Amendments. Thea Hart, Librarian and Arts Commission Staff Liaison, presented the staff report on this item. The Springfield Arts Commission (SAC) reviewed two proposed amendments to Article III (Membership and Appointment) of their bylaws and unanimously voted to approve them at their meeting on February 13, 2017. The first proposed amendment changes the residency requirements to allow for individuals with arts expertise who reside outside of Springfield to serve on the SAC. The SAC would like to amend the Charge to match this proposed amendment to the bylaws. At the January 8, 2018 Work Session, the City Council expressed the desire to change the interview procedure for all City committees and boards so that all applicants to committees and boards would be interviewed by the City Council before Council makes formal appointments. The second proposed amendment to the bylaws reflects this interview procedural change. The amendments to the bylaws include the following passages: Article III – Membership and Appointment Section 1. Composition. e. Members appointed to the Springfield Arts Commission shall be residents, property owners, or business owners in Springfield, or specialists with expertise in the fields of visual, performance, literary, or multimedia art. No fewer than seven of the nine members must reside, own property, or own a business in Springfield (97477, 97478, or 97482). Section 3. Appointment. e. Commission members shall be interviewed and appointed by the City Council. City of Springfield Council Work Session Minutes March 5, 2018 Page 4 The Springfield Arts Commission requests that the City Council approve the amended bylaws. The SAC requests that the charge be amended to be aligned with the proposed changes to the Article III, Section 1 (e) of the bylaws. Councilor VanGordon asked how the candidates in question were tied to Springfield. Ms. Hart said her understanding was that one person was an employee in Springfield, and another was outside the city limits in Lane County. Sometimes people move between Springfield and Eugene, and this would allow someone to stay on the commission even if they moved. It could also be someone with expertise in a specific area. She explained further. Councilor VanGordon said he was comfortable with the change. Councilor Pishioneri said he feels anyone doing anything that affects Springfield, should live in Springfield. He would be fine allowing someone that moves to stay on to fill out their term. Councilor Woodrow said it sounded like this situation only occurred once. Ms. Hart said it may have dissuaded others from applying. Councilor Woodrow said she agrees with Councilor Pishioneri because we have growing community. The Arts Commission could form a relationship with people that have expertise in other areas rather than having them on the commission. Councilor VanGordon suggested adding language to allow people that work in businesses in Springfield, but live outside of city since it already allows those that own a business in Springfield. Council makes the final decision so even if this language was adopted, Council has the final say. He asked about residents in Glenwood. Ms. Hart said those in Glenwood would not qualify. Councilor VanGordon said that is something that needs to be addressed. He wants to allow Glenwood residents. Councilor Moore said she doesn’t have an issue with this change. Councilor Pishioneri said anyone can still provide input during their meetings, and the Commission can ask questions of those attending the meeting or request a presentation. Councilor Stoehr said there are many artists who would love to live in Eugene or Springfield but are not able to afford it now. Councilor Wylie suggested language that members must be a resident, employee or business owner, or meet special circumstances and the Council will decide on a case-by-case basis. She would like to find some flexibility and still respect that we want Springfield residents. Mayor Lundberg asked if we had a shortage of applicants. Ms. Hart said at times, and other times more applicants than positions. City of Springfield Council Work Session Minutes March 5, 2018 Page 5 Mayor Lundberg said perhaps they could include those living within the urban growth boundary (UGB) including everyone in Glenwood. She likes to utilize Springfield residents as much as possible. This commission chooses the art in Art Alley and has a fiduciary responsibility, so she would prefer Springfield residents, expanding to the UGB. Mr. Grimaldi said staff could work on the language. Mayor Lundberg said she prefers to hang on to the flavor of Springfield. We still have a big enough area to choose from. Councilor VanGordon said he would be fine with adding Glenwood, and also employees of Springfield. A majority of Councilors agreed. Councilor Moore suggested reminding the Arts Commission they can have subcommittees or ad hoc committees. Councilor Pishioneri said he wants to make sure we maintain Springfield influences. He is skeptical in looking at borders and worries about other committees asking for something similar. Council agreed to keep the old language and add language to include residents in Glenwood, and businesses and employees of businesses in the Springfield city limits. Staff will make those changes in their Bylaws and Charge. ADJOURNMENT The meeting was adjourned at 6:52 p.m. Minutes Recorder – Amy Sowa ______________________ Christine L. Lundberg Mayor Attest: ____________________ Amy Sowa City Recorder City of Springfield Work Session Meeting MINUTES OF THE WORK SESSION MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY, MARCH 12, 2018 The City of Springfield Council met in a work session in the Jesse Maine Meeting Room, 225 Fifth Street, Springfield, Oregon, on Monday, March 12, 2018 at 5:30 p.m., with Mayor Lundberg presiding. ATTENDANCE Present were Mayor Lundberg and Councilors VanGordon, Moore, Stoehr, and Woodrow. Also present were City Manager Gino Grimaldi, City Attorney Mary Bridget Smith, City Recorder Amy Sowa and members of the staff. Councilors Pishioneri and Wylie were absent (excused). 1. Museum Advisory Committee Applicant Interviews. Emily David, Library Director, presented the staff report on this item. In response to a posting that closed January 12, 2018, three applications for the Museum Committee were received from Jenny Hornby, Mary Beth Phelps, and Stacy Roth. The posting was opened again to allow for more applications and one additional application was received from Adam Howard prior to the closing date on March 2, 2018. The Museum Committee Charge states that the committee must be majority Springfield residents. After review of the candidates application and completion of the interviews, if the Council finds all of the current applicants eligible and qualified for the committee, they will need to appoint two applicants to two year terms (April 1, 2018-March 31, 2020) and two applicants to three year terms (April 1, 2018 – March 31, 2021) in order to stagger the committee appointments in the future. The Mayor and Council introduced themselves and interviewed Jenny Hornby, Mary Beth Phelps, Stacy Roth, and Adam Howard. 1. Please tell us why you are interested in serving on the Museum Committee? (Mayor Lundberg) 2. One of the roles of the Museum Committee is to assist with community outreach and publicity regarding Museum services. How do you see yourself fulfilling this role? (Councilor VanGordon) 3. The Museum Committee will meet monthly, day and time to be determined. Given your other work & community commitments will you be able to actively serve on the Museum Committee as well? (Councilor Stoehr) 4. What do you see as the Museum’s role in the community? (Councilor Woodrow) 3. The Springfield Museum has a rotating exhibit space. One of the roles of the committee is to make recommendations for exhibits and programs. Can you give us an example of an exhibit you might recommend for the Museum? (Councilor Moore) City of Springfield Council Work Session Minutes March 12, 2018 Page 2 Council discussed the qualifications of the applicants. The previous discussion about qualifications and residency requirements for the City’s boards and committees was revisited. Councilor VanGordon said he would like to have that discussion at a future work session. After discussion, Council decided to appoint Mary Beth Phelps and Adam Howard for two-year terms; and Jenny Hornby and Stacy Roth for three-year terms. Mayor Lundberg will serve as the Museum Committee council liaison. Councilor Moore asked about the Glenwood event tomorrow evening. Ms. Davis said they would be giving out Library cards to Glenwood residents. Economic Development Manager Courtney Griesel said they would also be providing information on the Franklin Boulevard project and answer any other questions regarding Glenwood. 2. Budget Committee Interviews. Paula Davis, Budget Officer, presented the staff report on this item. The recruitment for the Ward 3 and 4 vacancies opened on January 10, 2018 and closed on February 2, 2018. No candidates applied for Ward 3 and recruitment was reopened and closed on March 2, 2018. The appointee for both Ward 3 and Ward 4 will serve a three year term that will expire on December 31, 2020. The Council is requested to interview two applicants. The City’s charge for the Budget Committee states as a qualifier 6 members from the Council and 6 citizens by Ward (Citizen members may not be officers, agents or employees of the City, per ORS 294.336(4). The Mayor and Council introduced themselves and interviewed Kori Rodley and Gabrielle Guidero. 1. Why are you interested in serving on/continuing to serve on the Budget Committee? (Mayor Lundberg) 2. Describe your familiarity with the City’s budget. (Councilor VanGordon) 3. If you were on the Budget Committee and were looking at one of the City’s services to decide how much should be funded through general taxes and how much through specific fees on customers, what questions would you want to have answered in order to make your decision? (Councilor Stoehr) 4. Often times the members of the Budget Committee have different opinions on how the citizens’ money should be spent. What is your experience with working as a member of a diverse group and helping to ensure that all opinions are heard and considered? (Councilor Woodrow) 5. While all of Springfield services seem to have strong support from different areas of the community, it is often necessary to prioritize services for budgetary reasons. How would you go about the task of establishing priorities among services? (Councilor Moore) Council discussed the qualifications of the applicants and chose to appoint Kori Rodley and Gabrielle Guidero to the Budget Committee. ADJOURNMENT City of Springfield Council Work Session Minutes March 12, 2018 Page 3 The meeting was adjourned at 6:26 p.m. Minutes Recorder – Amy Sowa ______________________ Christine L. Lundberg Mayor Attest: ____________________ Amy Sowa City Recorder