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HomeMy WebLinkAbout04/24/1995 Work Session City of Springfield Work Session Council Meeting . MINUTES OF THE MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY, APRIL 24,1995 The Springfield City Council met in Work Session in Springfield City Hall, Jesse Maine Room, 225 Fifth Street, Springfield, Oregon at 6:00 p.m. with Mayor Morrisette presiding. ATTENDANCE Present were Mayor Morrisette and Councilors Beyer, Burge, Dahlquist, Maine, Shaver and Walters. Also present were City Manager Mike Kelly, City Recorder Eileen Stein, Administrative Aide Shari Higgins, Human Resources Director Frank Hotchkiss, Development Services Director Susan Daluddung, Community and Economic Development Manager John Tamulonis and members of staff. Councilor Burge raised the issue of the support letter the Council prepared in January for John Brown regarding planting and releasing steelhead. Councilor Burge stated Mr. Brown asked him to thank the Council for their support as the steel head were released. 1. City Attorney Performance Evaluation . Councilor Shaver as chair of the Finance and Judiciary Committee presented the City Attorney evaluation. He stated he hopes to improve the evaluation process for the future. He asked if there are other questions Council should be asking, whether the performance measures are being adequately addressed and whether the City Attorneys have other issues to add or raise on the paper evaluation. Council discussed the evaluation format and asked questions of Councilor Shaver. Mr. Leahy suggested a meeting be set next year with the Finance and Judiciary Committee, Human Resources staff and City Attorneys prior to the paper evaluation being distributed to revise questions and capture the correct breadth of what the City Attorneys office actually does. He stated such a meeting would be beneficial to the review process. Councilor Burge stated he finds the evaluation form very hard to complete (Le. excellent versus good) and suggested Council may not have a complete understanding of what the City Attorneys actually do. He felt staff should incorporate Mr. Leahy's comments regarding the evaluation process into next year's form and process. Councilor Shaver agreed and stated the Council should be made more aware of the daily operations and workload performed by the City Attorneys Office. Councilor Shaver referenced the differences in the evaluations between the City Attorneys Office and the Municipal Judges. Councilor Shaver proceeded to complete the review by category: 1. General Leaal Counsel - 12 Excellent, 6 Good, 1 Satisfactory Comments: Councilor Maine asked if there is problem with Council or staff bringing issues to the City Attorneys Office without prior consent or consensus from the City Manager or City Council. Mr. Harold replied no, and Mr. Leahy said the Council has not placed any burden on their office. . Councilor Shaver discussed bullet number three regarding time delays. Mr. Leahy stated the items referenced in the bullet were his to respond to and explained each item and it's status. There was a discussion regarding what is acceptable to staff and what the goals of the City Attorneys Office are. . City of Springfield Council Work Session - 4/24/95 Page two Councilor Shaver suggested further defining of the ratings of excellent, good, satisfactory and unsatisfactory before the next evaluation occurs. Councilor Shaver suggested a new communication method be created for the City Attorneys Office to communicate with staff on projects that are not going to be completed on time or not at all. 2. Legislative Council - 13 Excellent, 4 Good Comments: Councilor Shaver questioned the timeliness of City Attorneys Office responses. Mr. Harold referenced the fifth bullet regarding ordinances being reviewed and asked Human Resources Director Frank Hotchkiss to provide him with information regarding the comment. He stated the City Attorneys Office would work with the appropriate staff person to provide a more specific review of staff submitted ordinances. 3. Litigation - 14 Excellent, 2 Good Comments: Mr. Leahy discussed the low rate of litigation and the good job their office does of keeping citizens from using attorneys and avoiding litigation. Mr. Leahy stated both he and Mr. Harold represent both sides of litigation (not with the City) and they have a good sense of what to avoid when representing the City. He praised staff for their efforts in avoiding litigation. 4. Interaction with Other Governmental Entities - 10 Excellent, 5 Good . Comments: Councilor Shaver stated he has never heard a complaint from other entities regarding the City Attorneys. Mr. Harold was concerned over the third bullet regarding "double agent" difficulties between the City and the Springfield Utility Board (SUB). Mr. Harold explained they are always very careful when the City and SUB have conflicts and recommend to both parties that they should seek outside legal counsel. 5. Citizen Requests - 8 Excellent, 4 Good Comments: There was a brief discussion regarding the fifth bullet and the comment " May over respond." 6. Any Other Comments or Concerns Not Already Covered? Comments: Councilor Burge stated is was not appropriate for the City Attorney's to respond to the media, as that was staff's responsibility (fourth bullet). Councilor Walters mentioned the third bullet regarding sense of humor. The Council agreed they appreciate the City Attorneys Office and their sense of humor. Councilor Shaver discussed the ninth bullet regarding the quality of service since the retirement of Ed Harms. Mayor Morrisette stated that was his comment and he was pleased that Mr. Harms retirement did not change the professionalism of the firm, as he always gave the City the highest level of service. Mr. Harold stated he worked with Mr. Harms for 30 years and Mr. Leahy for 20 years, so they received good background and training on city affairs. They mentioned their need for outside expertise on topics such as Ballot Measure 8 and Millrace water quality issues. . . City of Springfield Council Work Session - 4/24/95 Page three Councilor Shaver asked staff, Council, Mr. Harold and Mr. Leahy to think of ways to make the evaluation and form better and relay any information to Mr. Hotchkiss for coordination. The Meeting recessed at 6:40 p.m. The Meeting reconvened at 8:00 p.m. 2. Room Tax Allocation for 1995-96 Development Services Director Susan Daluddung presented the staff report. She explained the attachments provided in the staff report including Requests for Room Tax Funding, attachment II. Ms. Daluddung reported there is $128,800 left for distribution, after proposals previously approved by Council. She referred to Attachment 1-B from the staff report, Room Tax Funding in Proposed FY 1995-96 Budget. Councilor Burge asked about carry-over commitments FY 1994/95. Community and Economic Development Manager John Tamulonis explained each item from Table #1 on Attachment 1-B. He stated the City usually carries a $20,000 contingency for project overages, new projects which may arise during a budget year and budget balancing purposes. Councilor Burge questioned the unappropriated revenue in the amount of $14,235. . Finance Director Bob Duey stated that. it was revenue received over the City's projections for FY 1994/95. . Councilor Burge asked what the status was of funding for the Oregon Rivers Museum (ORM). Mr. Tamulonis relied that Council has a verbal agreement with ORM, but is awaiting the' completion of a new contract with new ORM Board members. Mr. Tamulonis explained the background on the previous ORM challenge grant contract. Mr. Kelly stated the new contract is currently being reviewed by Mr. Leahy and should be presented for Council review in the near future. Councilor Burge stated he sent a letter to ORM requiring a detailed accounting of all expenditures and to date has not received a response. He suggested the Council not distribute any funding to ORM until the detailed accounting report is received and reviewed. Councilor Maine asked if there was an increase in room tax receipts for FY 1994/95. Mr. Tamulonis replied yes, an increase of approximately 5% was received. He noted that Springfield has one more motel now than in the FY 94/95 budget year. Council discussed their commitment of $30,000 to the Filbert Festival for the next three years. Councilor Shaver asked about the funding amounts requested for the Sports Center. Mr. Duey explained the process for completion of the Sports Center parking lot by either a bond sale or internal borrowing. He explained Attachment II incorporates debt service for either bonds sold or internal borrowing off-set. By consensus, Council approval was given to expenditures listed on Attachment 1-B, table #1, totaling $198,240. Council agreed they would allocate the remaining $128,800 in available room tax funds. Mr. Tamulonis stated an additional item was submitted but not included on Requests for Room Tax Funding (Attachment II) of the staff report. He explained the Convention and Visitors Association of Lane County Oregon (CVALCO) submitted a request in the amount of $3,500 for a new Business Opportunity Fund. . .. '.. . . City of Springfield Council Work Session - 4/24/95 Page four The $3,500 would be Springfield's share in the fund which would assist in bringing large conventions, such as the Worldwide Church of God to the Eugene/Springfield area. Mr. Tamulonis introduced Sal Piazza, Executive Director of CVALCO. There was a discussion between Mr. Piazza and the Council regarding the type of conventions which would be targeted, the assistance needed and long-term goals of CVALCO. Councilor Beyer questioned the Sports Center funding requests, per Attachment II. Council discussed at length funding for the project and reviewed both the bond sale and internal borrowing processes. Councilor Beyer clarified the request from Broad Base Programs for $25,000 was for fundraising consulting services. Ms. Daluddung stated all funding sources other than contractual (which would be included in the Sports Center Operation costs) would come from Broad Base and they need to hire an expert fundraiser. Councilor Maine questioned the request for Historic District Signage maintenance in the amount of $3,300. Councilor Burge asked how much collectively the Washburne Historic property owners have saved with the property tax exemption. Mr. Tamulonis replied, at least $20,000 collectively. Councilor Beyer inquired about the $15,000 from the Booth-Kelly Fund which is appearing as a possible funding source for the Organ Pipe Museum. Ms. Daluddung explained it was Booth-Kelly income that has not been used and since the proposal for the museum is to use the crane shed at Booth-Kelly, the expenditure would be appropriate. . Councilor Shaver questioned the need for an officials stand and cover at Silke Field. There was a discussion regarding the use of Silke Field and the number of participants which usually use the field each year. Track City Track Club has put both time and funding into the field and in turn is allowed to use the field at no charge and promote their local and regional events. By Consensus, the Council agreed to approve the following items for Room Tax Funding: Sports Center Operations Financing for Sports Center Parking Lot Track City Track Club - Silke Field CVALCO Business Opportunity Fund $39,954 $45,000 $ 3,500 $ 3,500 Councilor Walters discussed CVALCO's request and a system needed to generate"revenue with good business sense and criteria. He cautioned the risk of discrimination if only certain groups were invited to the area by the use of the Business Opportunity Fund. He suggested the CVALCO Board of Directors create written criteria of when and how the Business Opportunity Fund should be distributed and to whom. There was a lengthy discussion regarding distribution of the remaining $36,846 of available room tax funding. Mayor Morrisette supported funding the Broad Base Programs fundraising consultant and spoke of a recent conversation he had with Lane County Commissioner Steve Cornacchia. He explained Broad Base is developing a business plan to construct a field house and should be given financial support by the City. Ms. Daluddung suggested setting up funding for both the Broad Base and Organ Pipe Museum proposals through challenge grants. . Councilor Walters supported funding for the Broiler Festival and the Pipe Organ Museum. Councilor Shaver felt that some funding should be given to the Pipe Organ Museum perhaps in the form of a challenge grant pending the development of a pro-forma business plan. .. -. .. City of Springfield Council Work Session - 4/24/95 . Page five Council discussed the remaining proposals and what funding should be allocated to each request. Councilor Burge commented that he was not comfortable with the Pipe Organ Museum because he had not seen a business plan. Mr. Charles Swisher, proponent of the Museum, indicated there was a plan that had not been submitted to Council. Councilor Walters felt Mr. Swisher should be given consideration. Councilor Walters left the meeting at 9:45 p.m. Council discussed with Charles Swisher the fundraising campaign and funding needed for the Organ Pipe Museum. IT WAS MOVED BY COUNCILOR SHAVER, WITH A SECOND BY COUNCILOR BEYER TO FUND THE FOLLOWING, WITH THE REMAINING $36, 846: $10,000 TO THE ORGAN PIPE MUSEUM WITH A 3 TO 2 MATCHING CHALLENGE GRANT; $16,000 TO BROAD BASE PROGRAMS WITH A 1 TO 2 MATCHING CHALLENGE GRANT; AND $10,000 TO THE BROILER FESTIVAL WITH A 1 TO 1 MATCH TO BE USED ONLY FOR CAPITAL EQUIPMENT. ALL MATCHES REQUIRE CASH, NOT VERBAL OR EQUIPMENT DONATIONS. After discussion, Councilor Shaver withdrew his motion and Councilor Beyer withdrew her second to the motion. . IT WAS MOVED BY COUNCILOR BURGE, WITH A SECOND BY COUNCILOR BEYER TO FUND THE FOLLOWING ALLOCATIONS FROM ROOM TAX REVENUE: $39,954 FOR SPORTS CENTER OPERATIONS; $45,000 FOR FINANCING SPORTS CENTER PARKING LOT; $750 FOR HISTORIC DISTRICT SIGNAGE; $25,000 FOR BROAD BASE PROGRAMS FOR A FUNDRAISING CONSULTANT; $3,500 FOR TRACK CITY TRACK CLUB FOR IMPROVEMENTS AT SILKE FIELD; $3,500 FOR CVALCO FOR A BUSINESS OPPORTUNITY FUND; $10,000 TO THE BROILER FESTIVAL ON A 1 TO 1 MATCH FOR CAPITAL EQUIPMENT ITEMS ONLY AND TO ADD $1,096 TO THE EXISTING RESERVES. THE MOTION WAS APPROVED BY A VOTE OF 5 FOR AND 0 AGAINST. COUNCILOR WALTERS WAS ABSENT. IT WAS MOVED BY COUNCILOR BEYER, WITH A SECOND BY COUNCILOR BURGE, TO FUND $15,000 TO THE ORGAN PIPE MUSEUM WITH FUNDS FROM THE BOOTH-KELLY SALE WITH A 3 TO 2 MATCH. THE MOTION WAS APPROVED BY A VOTE OF 5 FOR AND 0 AGAINST. COUNCILOR WALTERS WAS ABSENT. 3. Transplan Update Interim Goals and Obiectives This agenda item was continued until the May 8, 1995 meeting. ADJOURNMENT The meeting was adjourned at 10:03 p.m. Minutes Recorder - Shari Higgins f?;?ff/l!~ Mayor . ATTEST: ~ City Recorder