HomeMy WebLinkAbout04/22/1996 Work Session
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Springfield City Council
Work Session
MINUTES OF THE MEETING OF THE
SPRINGFIELD CITY COUNCIL HELD
ON MONDAY, APRIL 22,1996
The Springfield City Council met in Work Session at Springfield City Hall, Jesse Maine Room,
225 Fifth Street, Springfield, Oregon at 6:02 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,
Traffic Engineer Gary McKenney, Development Services Director Susan Daluddung,
Management Analyst Lynn Nakamura, Planning Manager Greg Mott, Human Resources
Director Frank Hotchkiss, Personnel Analyst Jack Lindstrom and members of staff.
I. Bicycle Committee Application Review
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Traffic Engineer Gary McKenney presented staff the report. He stated that there is currently
one position open on the Bicycle Committee, due to the resignation of Kevin Barclay. The
City received one application from Mr. James Bolivar. Staff recommended approval based on
the qualifications listed on his application, and Mr. McKenney stated he spoke with Mr.
Bolivar. He is a Springfield resident, active in the community, and owns a small bicycle
business. Mr. McKenney stated Mr. Bolivar's application meets all of the applicable criteria
for appointment to the committe.e.
Councilor Ballew stated Mr. Bolivar has all of the necessary qualifications for appointment.
Councilor Shaver agreed and complimented Mr. Bolivar on his experience. By consensus,
Council agreed to appoint Mr. Bolivar to the Bicycle Committee at Council's May 6,
regular meeting.
Councilor Burge asked why the applicant is not present for an interview. Mr. Kelly stated
typically Council does not interview candidates for positions on the Bicycle Committee, but
does conduct interviews for positions on the Planning Commission, Budget Committee,
Historic Commission and Human Rights Commission. Councilor Burge stated he is not
comfortable in ratifying an appointment without the privilege of an interview.
Councilor Shaver suggested the board, commission or committee itself interview prospective
candidates, such as occurs currently with the Arts Commission, and then forward a
recommendation to the City Council for appointment. After discussion, Council agreed to
continue to interview for positions on the four commissions as listed above and place the
following conditions on all other applicants: I) they must attend a meeting of the board,
commission, or committee for which they are applying for, and 2) that the board, commission,
or committee make a recommendation to the City Council regarding appointment, even
if only one application is received during a recruitment period.
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Mr. Kelly eXplained new language would be incorporated into the Council's Operating
Policies and Procedures, reflecting Council's desire to have every individual interviewed
before ratification.
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Work Session - 4/22/96
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Mayor Morrisette clarified that all boards, commissions and committees would meet tto
interview applicants, whether a regular meeting was upcoming or not. Such boards,
commissions or committees that meet infrequently, would be asked to meet upon the vacancy
of their board, commission or committee.
2. Community Development Advisory Committee Funding Recommendations for the 1996-97
Community Development Block Grant Program
Management Analyst Lynn Nakamura presented the staff report and handed out a revised
summary of Community Development Block Grant applications for FY 1996-97 with the
addition of additional funding sources, if Community Development Block Grant (CDBG)
funds should become available. Ms. Nakamura stated the advisory committee reviewed
each CDBG application individually and discussed the merits of each application.
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Ms. Nakamura introduced advisory committee chair Gayle Decker. Ms. Decker stated most
of the 1996-97 CDBG funding was allocated to street improvement projects. She explained
the committee requested that if any other resources become available or any CDBG funds
become available, that an allocation be made to Saint Vincent de Paul primarily and Lane
ShelterCare, Inc. secondarily. Ms. Decker explained further how the committee made
funding allocations and that the committee would have chosen the Saint Vincent de Paul
project over the 51 st Street Project if Council had not endorsed the street project before the
Community Development Advisory Committee met and made it's recommendations.
Mr. Kelly explained the remonstration process regarding street improvement projects and
verified the City's commitment to both the Willamalane Park and Recreation District and the
School District for road construction necessary for new school construction.
There was a discussion regarding the 51st Street project and how much would be assessed to
property owners, which would offset the City's cost. Development Services Director Susan
Daluddung discussed the land use approval and permit process needed to move forth with
the School District's construction. She stated the School District would like the street
improvement funding in place before a final agreement is reached with Willamalane Park
and Recreation District regarding relocation of softball fields at Bob ArtzPark, the proposed
site of one new school.
Councilor Burge mentioned that the recommendations contained mostly asphalt projects.
Ms. Decker explained that CDBG funding can not purchase construction activities, but can
buy asphalt to begin construction projects. She explained that the CDAC would of suggested
a more balanced distribution of funds if the 51 st Street project would not have been a
consideration. The Saint Vincent de Paul project would of leveraged approximately $700,000
in service dollars with their $61,000 request.
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Councilor Burge asked about the committed funding at the top of the attachment in the
staff report. Ms. Nakamura explained that the $130,500 in refinement planning and grant
administration is for staff who administer the grant and a partial planning position.
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Work Session - 4/22/96
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Ms. Nakamura stated that under the terms of the grant, a maximum of 20% could be used for
administration, but that the $130,500 figure only calculates to 18%. Council asked Ms.
Nakamura for a breakdown of the committed funding, to be presented at the time of the
Budget Committee review.
Ms. Nakamura stated there would be a public hearing regarding the CDBG funding
allocations at the May 6, regular meeting.
Councilor Maine asked if CDBG funding became available for the Saint Vincent de Paul
project, if it would be brought back to the Council for consideration and allocation
approval. Ms. Nakamura replied yes, since the CDAC has already made the recommendation,
any changes to the allocation distribution would take Council approval.
Councilor Shaver stated the current members of the CDAC were a great committee to work
with and the decision making process met the critical funding needs of the community.
Councilor Ballew asked if Springfield received Community Services Block Grant (CSBG) .
funding. Ms. Nakamura replied no, that Lane County receives that funding.
3. Discussion of Land Application Fees
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Planning Manager Greg Mott presented the staff report. He explained that this item was
previously discussed by Council on April 15, and some addition information and discussion
time was requested at that meeting.
Councilor Maine suggested after reviewing the staff report that any fees currently under a
60% cost recovery level be increased and any fees currently over the proposed 60% increase
be left status quo, within the incorporated City limits only. She suggested that fees for Urban
Growth Boundary (UGB) residents be reviewed separately.
Ms. Daluddung quoted the City's intergovernmental agreement with Lane County as
follows: "As of January 1, 1987, the City shall have the authority to set all fees for land use
regulation and shall receive all fees associated with the implementation of these regulations..
These fees for applications affecting urbanizable lands may differ from fees charged for
applications inside the City."
Mr. Mott stated that a flat 60% cost recover level for all planning fees would generate an
estimated $20,000 to $25,000 per year.
Councilor Ballew asked how many partitions or subdivisions the City processes per year.
Mr. Mott replied, between 270 and 290 per year. Ms. Daluddung stated the information
provided regarding land use applications is very current, as it was part of the basic services
study completed in November 1995.
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Council discussed the fees currently being charged by Lane County for rural land use
applications. Mr. Kelly stated the City is conducting an on-going study regarding the urban s
subsidies in the areas of finance, fire, enforcement, building permits, library services, etc.
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Work Session - 4/22/96
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He stated that completion of the study is approximately 60 days away and suggested Council
wait until the subsidy report is complete before making any decision on land use fees in the
UGB.
Councilor Shaver suggested increasing planning fees to 100% cost recovery level for UGB
residents. Councilor Burge felt that waiting until mid-June to receive all urban subsidy
information would be more appropriate and would allow Council to review this issue further.
Councilor Ballew suggested an annual review for all fees.
Councilor Maine suggested approving the fee increase for the incorporated area, with
an implementation date of July 1, 1996. Ms. Daluddung stated giving staff time to provide
information regarding new Lane County fees would assist the Council in determining the
appropriate level of fees for UGB residents. Councilor Maine asked for this information
in an upcoming Communication Packet.
Councilor Shaver cautioned that comparing fees between Lane County and the City may
not provide a good comparison as the county is not in the business of land development, that
of rural land and that state statutes differ greatly for cities and counties.
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Mayor Morrisette suggested staff prepare information that uses 60% cost recovery for land
use fees for City residents and 100% cost recovery for UGB residents. By consensus, it
was agreed that the incorporated area fees would be implemented on July 1, 1996, and the
public hearing process would begin. Regarding the UGB fee increase, it was agreed to
review additional information and to implement any fee increase on July I, 1996 also.
4. Non-Union Compensation Study
Human Resources Director Frank Hotchkiss presented the staff report and stated he had
met with Councilors Ballew and Beyer and spoken via telephone with Councilors Dahlquist
and Maine regarding this subject.
Councilor Beyer stated she had a much better understanding after. her meeting with Mr.
Hotchkiss. She stated she can not support the compensation study implementation as
recommended, unless retirement plan contributions by employees is somehow refunded if
Ballot Measure 8 is overturned.
Mr. Kelly stated the City is researching whether or not the City can place the employee's
portion in trust or escrow from July I, 1996, until the time in which Ballot Measure 8 is
decided in the Oregon Supreme Court. Although the preliminary information is that a
trust or escrow can not occur, the research is still be completed and will be discussed with
Council at a future date.
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Councilor Burge stated passage of Ballot Measure 8 was through a vote of the people of
the state and until the time that it is either overturned or upheld, that the Council has no
other alternative than to uphold the law. Mr. Hotchkiss stated that either option #1 or option
#2 complies with current state law and the passage of Ballot Measure 8.
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Springfield City Council
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Councilor's Shaver, Ballew, Maine, Dahlquist and Beyer stated that they support option
#2. Councilor Burge stated he would also support option #2, assuming that it complies
with the intent of Ballot Measure 8. Mr. Kelly discussed how implementation of option #2
would occur, based on the results of Ballot Measure 8 and salary adjustments, on a position
by position basis.
Councilor Maine asked if the July 1, cost-of-living increase would be based on the old
step or the compensation study adjusted step. Management Analyst Jack Lindstrom
replied, it would be based on the new step or compensation adjusted step. The amount
of option #2 and the cost-of-living adjustment, will be calculated into the 1996/97 budget
process.
Councilor Shaver recommended that future compensation studies for non-union employees
should reflect the actual employment base of the community. He felt that many non-union
positions have comparables within both the public and private industries. He felt the City
should not lead, nor follow what other major employers in the area are doing, including
Eugene. Councilor Shaver felt any future studies should be completed metro-wide and in a
more timely manner, such,as every 4 to 5 years.
Councilor Ballew suggested a compensation study should occur every two years. Councilor
Burge felt every two years may be a little too soon since, as the employee turnover rate is
low.
Councilor Maine asked that staff include prevalence of practices and benefits as components
for future studies. She suggested a review occur on the steps and how currently employees
are at the top of their step in five years. She felt that the step increases could be spread out
with interim COLA's to achieve a longer pay scale for employees. Councilor Maine
commented that non-union positions are typically very responsible positions with higher
levels of authority and are of a confidential nature. She felt that these types of positions
should be recognized and compensated accordingly.
Council discussed reviewing incremental step increases for future hires. Mr. Kelly stated that
the City could "grandfather" existing employees, and make adjustments as directed by
Council for new employees.
ADJOURNMENT
The meeting was adjourned at 8:00 p.m.
Minutes Recorder - Shari Higgins
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Mayor /
ATTEST:
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City Recorder