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HomeMy WebLinkAbout03/25/1996 Work Session City of Springfield Work Session . MINUTES OF THE MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY, MARCH 25, 1996 The Springfield City Council met in Work Session at Springfield City Hall, Jesse Maine Room, 225 Fifth Street, Springfield, Oregon on Monday, March 25, 1996, at 6:37 p.m. with Mayor Morrisette presiding. Present were Mayor Morrisette and Councilors Ballew, Beyer, Burge, Dahlquist, Maine and Shaver. Also present were City Manager Mike Kelly, Assistant City Manager Gino Grimaldi, City Attorney Tim Harold, City Recorder Eileen Stein, Administrative Aide Shari Higgins, Police Chief Bill DeForrest, Development Services Director Susan Daluddung, Planner II Mel Oberst, Deputy Fire Chief EMS John Garitz and members of staff. 1. Review Revised Final Draft of Police Long Range Financial Strategic Plan Police Chief Bill DeForrest presented the draft Police Long Range Strategic Plan. He explained the Police Planning Task Force has completed it's work and task force chair Zane Wilson was present to answer questions regarding the draft plan. . Chief DeForrest explained that the draft plan was developed in concert between the task force and staff. The issues voiced by the community have been heard and implemented into the draft plan. He stated by Council adoption of the plan that Council would be blessing the concept, but not the implementation or budget impacts. The five-year budgetary costs increases, some which are accumulative and some which are additions to the base budget, are provided as a greater balance between law enforcement and law prevention. Councilor Maine, liaison to the task force, stated she reviewed the draft both as a task force member and City Councilor. She stated it is difficult to look at the funding needed without addressing the city-wide financial impact and the draft policy is important for the community. Councilor Maine described the increased calls for service and stated the need for police services in the community will continue grow. She felt this plan is a proactive way to provide implementation for the policy needs for the Police Department and she mentioned that some of the recommended items due not have a financial impact. Councilor Ballew suggested implementation of the draft plan start on a small scale, and suggested the Police Department begin a demonstration project. Specifically, she stated she would like to see the following implemented in the current budget process: the position reclasses (page 41) and addressing the Captain/Sergeant salary suppression issue (page 49). Council discussed the officer overtime issue, including court time and shift work issues. Chief DeForrest stated he would provide Council with a copy of the departments internal over-time study. . Councilor Ballew questioned the space needs and site analysis for the new Police/Courts facility (page 50), as she felt the amount for the analysis seemed high. Chief DeForrest eXplained that the cost would be a one-time expenditure and the current Police/Court facility does not allow for expansion. Councilor Ballew asked why the department is seeking a new position titled, Business Office Manager, a reclassification for the Management Analyst position (page 43). City of Springfield Work Session - 3/25/96 page two . Chief DeForrest explained his vision for a Community Services Bureau and the services they would provide. He stated that his 1996-97 issue paper to implement the draft plan ranges in cost from $86,000 to $201,000. Councilor Burge stated the draft is a good plan and it is what the community needs for the future of Springfield. He stated he is not sure that the city can afford the budgetary impacts at this time, however. He explained that he is hesitant to approve the plan and then not be able to provide adequate funding for implementation. Council also needs to look at other funding needs for fiscal year 1996-97 including, staffing for Fire Station #5, the loss of county Road Fund dollars that currently assist the City's Street Fund, and the future uncertainty of State Revenue Sharing funds. Councilor Dahlquist provided his support for the draft plan and stated Council needs to support it's adoption now and discuss financing options during the upcoming budget review process. Councilor Beyer agreed with Councilor Dahlquist and .commented that this draft plan allows. Council to direct policy and support the vision of the community. She stated her support for adoption of the plan and also recommended review of the funding requests during the 1996-97 budget review process. . Councilor Shaver stated he favored Council adoption of the draft plan and commented that he felt the community would support the financial needs, as it is time to implement community policing in Springfield. Councilor Maine asked for adoption of the draft Police Long Range Strategic Plan. By consensus, Council agreed to adopt the resolution at their next regular session meeting. 2. TransPlan Update - Summary of Household Activity Survey Results Tom Schwetz with the Lane Council of Governments was present to review the TransPlan household activity survey results. He stated the survey updates the metro area travel behavior and provides a basis for travel demand forecasting models used in updating the TransPlan. This survey and the results being presented are part of a series of ongoing informational meetings regarding the process for the TransPlan Update. Mr. Schwetz reviewed the graphics included in the packet and discussed the various ways the data can be looked at. Mr. Schwetz stated the City must look at land use and transportation planning in a more coordinated fashion so that the community can live, work, and have recreational opportunities within closer distances. Councilor Beyer asked how the current survey differs from the 1964 survey. Mr. Schwetz replied that the household demographics are much smaller now, but the number of auto- mobiles and automobile trips has increased. . Mr. Schwetz explained that the number of Springfield households out of the 1,631 who were surveyed is proportionate to the population. The results of the survey were that Oregon Department of Transportation (ODOT) staff talked to 3,789 individuals and received detailed information on over 27,000 trips of all purposes. City of Springfield Work Session - 3/25/96 page three . Mr. Schwetz stated the survey provided good information regarding the number of people who ride their bicycles to work, which was approximately 7% of the 3,780 individuals surveyed. Traffic Engineer Gary McKenney explained that bicycle trips are hard to measure and not nearly as consistent as automobile traffic, due to the time of year, weather, time of day, age of rider, etc. Mr. Schwetz stated he will return for future presentations as the TransPlan Update process progresses. 3. Proposal for Ambulance Billing. Collection. and Membership Services for Tualatin Valley Fire and Rescue District Deputy Fire Chief EMS John Garitz provided information on the request for proposals the City has received from the Tualatin Valley Fire and Rescue District. He explained that they are a large district in Washington County, which currently provides fire protection services only. They have asked Springfield to provide billing collection and membership services as part of a proposal they are preparing to provide emergency medical services to Washington County. . Mr. Garitz stated the City of Springfield currently provides the service of ambulance billing collection services to the cities of Eugene, Newburg and Ashland under Council approved contracts. He explained that providing services under contract to these cities allows Springfield to provide internal billing services at a lower rate due to excess capacity. Mr. Garitz explained that a contract could be modeled for the Tualatin Valley Fire and Rescue District, that is similar to the current contracts with the cities of Newburg, Ashland and Eugene. Mr. Garitz referred to attachment A, regarding per patient fees, ranging from $28.00 to $32.00. He stated that $23.98 is the average charge for the fiscal year as of February 1996, for all contracts, including Springfield. In previous contact negotiations, Council has requested a minimum of a 12% percent margin (at the minimum) for billing collection and for membership services. Mr. Garitz stated the Tualatin Valley Fire and Rescue District would pay Springfield to provide the service, then a management or administrative fee above and beyond the service fee would be charged. He stated that the figures in the agenda item summary were estimates and the proposal is still in the preliminary stages of development. The Fire and Life Safety Department is looking for Council input or parameters for this request. Mr. Garitz stated the actual contract would be brought back to Council for acceptance, prior to any agreement for any services. Councilor Burge asked ifthe city recuperates all costs associated with providing ambulance billing or membership services contracts. He stated he is still skeptical on the concept of entrepreneurial activities by the public sector and is concerned that all of the City's costs are factored into the contracts. . Mayor Morrisette asked how the additional contract revenues generated will be used. Fire and Life Safety Chief Dennis Murphy explained that the Fire and Life Safety Department pays an indirect of almost $ .20 per dollar to the General Fund from all outside contracts. Mayor Morrisette asked if the funding could be used for staffing at Fire Station #5. Chief Murphy replied yes, and Mr. Kelly explained that the revenue would directly assist the staffing of the new fire station. Mr. Kelly further explained that all enterprise funds pay an indirect to the General Fund. Mr. Murphy commented that the Fire and Life Safety DepartmentlEMS fund will generate approximately $710,000 in fiscal year 1996-97. City of Springfield Work Session - 3/25/96 page four . Councilor Shaver stated that ambulance billing collection and membership services is one area in which government provides a better service than the private sector. Other agencies will continue to ask the City to assist them if the City provides a good service at a reasonable rate. Councilor Shaver calculated that this contract could provide the City with an additional two firefighters for Fire Station #5. Councilor Burge asked how much money the City calculates it would receive from all three contracts in fiscal year 1996-97. After discussion of the individual contracts, Mr. Kelly replied, approximately $80,000, including administrative contract fees and profit. Mr. Murphy stated staffwill respond to Tualatin Valley's request under the following guidelines: I) make sure that the full-cost allocated expenses includes rent, office supplies costs, and staffing, and 2) operate under the policy direction of a minimum of 12% margin with a reasonable cancellation clause. Councilor Maine stated the citizens of Springfield do not understand losing staff positions when a contract expires or ends. She commented that the citizens should pay for basic services and that the City should not depend too much on contracts to supplement the General Fund. . Councilor Dahlquist asked if any of the contract work is performed using .current volunteers. Mr. Garitz replied that some contract work is performed with volunteers and that the City would ask that the Tualatin Valley Fire and Rescue District membership program not be run during the timeframe that FireMed membership enrollment is conducted. This would have the least impact on existing staff and volunteers. Councilor Burge cautioned the City in seeking additional contracts that will net only $2,000 to $3,000 per year. He suggested all contracts be unilaterally terminable within 60 to 90 days, so that the City does not end up with contracts that pull dollars from the General Fund. Councilors Ballew and Beyer cautioned staff about the business of contractual services and reminded staff that their number one concern is emergency medical and fire protection for the citizens of Springfield. ADJOURNMENT The meeting was adjourned at 8:05 p.m. Minutes Recorder - Shari Higgins ~/~~.!'df1 Mayor ATTEST: . ~ City Recorder