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HomeMy WebLinkAbout08/11/1997 Work Session . MINUTES OF THE WORK SESSION MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY, AUGUST 11, 1997 The city of Springfield council met in work session in the Jesse Maine Room, 225 Fifth Street, Springfield, Oregon, on Monday, August 11, 1997, at 6:00 p.m., with Mayor Morrisette presiding. ATTENDANCE Present were Mayor Morrisette, Councilors Ballew, Beyer, Dahlquist, Maine and Shaver. Councilor Burge was absent (excused). Also present were City Manager Michael Kelly, Assistant City Manager Gino Grimaldi, City Attorney Joe Leahy, City Recorder Julie Wilson and members of the staff. 1. Police Use of Automatic External Defibrillators (AEDs) (Rapid Zap III). . Chief of Police Bill DeForrest and Fire Chief Dennis Murphy presented the staff report on this issue. The benefits of using AED's to restart the heart of cardiac arrest victims is well established. These computerized devices have made it safe and economical to equip all ambulances and fire engines. The improvement in life saving is so dramatic that the American Heart Association (AHA) is now advocating equipping police patrol vehicles with AEDs. Ultimately, the goal is also to equip the public with AEDs for use in any location where there are large public gatherings. The city of Springfield has consistently been in the forefront of implementing AHA recommendations. In 1983, 1987 and 1996 national "Rapid Zap" programs were initiated in Springfield with grant money. All fire engines and ambulances are now equipped with Advanced Cardiac Life Support (paramedic) machines. In order to further improve survival outcomes, Springfield Police and Fire Chiefs have proposed ajoint project of the International Association of Police Chiefs (IACP) and International Association of Fire Chiefs (IAFC). As part of the project, police officers in several cities will be equipped with AEDs. The Springfield Police Department has been offered a grant for the use of AEDs to equip patrol vehicles. If council approves the Police and Fire Departments continued involvement in this project (Rapid Zap III), Police and Fire will operate it jointly. Fire personnel will provide training, medical control, equipment maintenance and other operational details utilizing existing systems. It is anticipated machines can be delivered, training provided and deployment can occur by the end of the year. Police personnel have embraced this project enthusiastically. It is viewed as being consistent with the protection of life element of the police mission. The AEDs will provide a tool not presently available to police to assist in fulfilling this mission. At the same time, police use of AEDs will expand the continuum of emergency medical services provided by the Fire and Life Safety Department by decreasing response times to cardiac arrest calls. . Work Session Meeting Minutes ~ugust 11, 1997 Page 2 . The fiscal impact of implementing this project is minimal. Training requirements are easily managed and approximately $60,000 worth of equipment in the form often AED machines will be provided at no cost to the city. Chief DeForrest explained both Fire and Life Safety and the Police Department have each appointed a project director to work out any operational protocol necessary to implement the program, if approved. He explained this project could be implemented with minimal training and cost. This project would enhance the survivability of Springfield citizens who may suffer a heart attack. Chief Murphy discussed Fire and Life Safety support for the project. He reviewed a diagram depicting the chain of survival, established by the American Heart Association. Councilor Ballew had a question regarding liability issues. City Attorney Joe Leahy said any potential liability that may exist, would be covered through existing liability coverage. Chief Murphy discussed built-in quality assurance medial control factors. He used the example of having extra batteries for equipment and similar other backups factors. Chief DeForrest again discussed the project director's role and established protocol procedures. . Councilor Maine asked questions about training. Chief Murphy discussed training, insurance and risk issues. He explained the AED devices were being used by lay persons in many other locations. Councilor Maine discussed the struggle over the concept of basic versus enhanced services, along with staff doing more and more, with reduced resources available. She expressed her support for prevention and safety efforts. Chief DeForrest and Chief Murphy provided additional information regarding the differing levels of medical response. Chief DeF orrest discussed the opportunity available and also recognized the issue of competing needs. He saw this program as an enhancement of an existing program. Councilor Shaver supported the opportunity presented by this program. He discussed benefits of the proposed program. Chief Murphy discussed the benefit and opportunity being provided to the city in the form of a grant. Councilor Ballew supported the project. EMS Officer Fred Lundgren showed the equipment to council. 2. Emergency Management Plan. . Deputy Chief /Fire Marshall Dennis Shew presented the staff report on this issue. Local government has the primary responsibility for emergency management activities. The city's Work Session Meeting Minutes August 11, 1997 Page 3 . Emergency Plan was last revised in the 1980s. Staff described the current plan revision process which includes council duties and responsibilities in respect to emergency management. The Department of Fire and Life Safety has been assigned the responsibility for emergency planning within the city. The Fire Marshal's Office has managed the revision of the emergency plan with the cooperation of the other city departments. The Basic Plan and a new plan for response have been completed. The Basic Plan outlines general duties and assigns responsibilities for 15 emergency management function to departments. The Response Plan is structured to integrate into the National Interagency Incident Management System Incident Command Structure and outlines specific areas of responsibility during an emergency. This plan is one step in the emergency management process. If the city is to be prepared to meet the challenge of response during a disaster, there are many other steps to be taken. Training of all city personnel on their role in the Emergency Plan and training and education of the citizens for response in an emergency must be initiated. Multi agencies must plan exercises to adequately evaluate performance of the plan. The community must know what to expect in the case of a disaster. In order to assure the readiness of the city to meet the expectations of the citizens in time of emergency, additional financial resources and equipment will be needed. . City Manager Mike Kelly discussed the role senior managers and department heads fill during emergency situations. Councilor Maine suggested the need to further clarify issues related to council quorum requirements and the need to provide the city manager with authority to act as required. Mr. Shew discussed the powers listed in the Charter. Mr. Shew discussed practice exercises that have been conducted along with actual flood events that have required emergency management procedures to be implemented and followed. Mr. Shew discussed information regarding EOC site locations and said alternate EOC sites have not yet been identified. Councilor Maine discussed the importance of identifying sites. Chief Murphy said both Police and Fire would both respond to emergencies as required. He further clarified the different levels of emergency response and coordination that may be required county and interagency wide. He explained that staff was looking for concept approval of the plan. He said budget issues were not being brought to council at this time. He said the Charter emergency management section could be updated if necessary. Mr. Kelly said the Basic Plan would be updated and would like council input. He explained council may revisit this duriVg the budget process. . Council would e-mail feedback and comments directly to Mr. Shew. Work Session Meeting Minutes August 11, 1997 Page 4 . 3. Inventory of Services Process Overview. City Manager Michael Kelly presented the staff report on this issue. The proposed inventory of services overview is an opportunity to further educate, inform, and receive feedback on all of the services provided by the city organization. This overview is also meant to assist the council in determining the city's core or basic services. Such information should be very useful in upcoming down sizing, revenue enhancements, and other budgetary discussions anticipated in early 1998. During upcoming work session meetings, department heads will explain current services being provided along with the consequences of diminishing or discontinuing these services. In tandem with this approach, council has the opportunity to seek statistically valid data regarding the service level desires of citizens. By the time these two components are completed in December 1997, the financial impacts from Ballot Measures 47 and 50 should be known and council (and perhaps the Budget Committee members) could begin to make FY 98-99 budget decisions. Department presentations will be consistent and each will follow a similar format. Presentations will focus primarily on the inventory of services data provided for each service. Smaller departments would be given 30-45 minutes for their presentations and larger departments would be given 60-90 minutes, inclusive of time for questions and council discussion. . Mr. Kelly suggested council provide feedback. Some specific areas could include neighborhood issues, trees, museum, service utilization areas, and identification of high-cost, low-benefit services versus low-cost, high-benefit services. He said there were a number of services that could be surveyed. Mayor Morrisette requested that Mr. Kelly send council an e-mail restatingthespecificareasjustmentionedasaremindertothem.Mr. Kelly would like council to provide consensus with the questions that will be included in the survey. Councilor Maine discussed expressed support and the need for community input. She discussed the importance of basic versus enhanced services. She said many questions needed to be asked in order to accurately identify needs. Councilor Dahlquist said needs should first be identified and discussed the expense of a survey. He suggested the public be informed of the services along with the option of rating desired services. Councilor Ballew said staff and council already know services are necessary. She expressed concern over the timelines. Councilor Shaver, Ballew and Beyer volunteered to assist with the project. Mr. Kelly further discussed the proposed process and opportunity for council to become involved. . Mayor Morrisette said the community did need to be informed and involved in the process. . , .. . . . Work Session Meeting Minutes August 11, 1997 Page 5 Mayor Morrisette mentioned the Charter update. Staff would provide additional information regarding the Charter and election deadline information. 4. Bid Award for Project 1-975, Capital Bond, City Hall HV AC Replacement Project. Public Works Director Dan Brown presented information regarding this issue. Contract 1-975, identified in Resolution No. 97-36, is one of the Capital Bond, City Building Preservation projects scheduled. Staff has requested authorization to allow the City Manager to award Contract 1-975, to Mechanical Constructors, Inc., of Pasco, Washington, in the amount of $371,939. Mechanical Constructors is licensed to work in Oregon, has previously worked in this state, and will provide the usual bond and insurance. Eight qualified bids were received and opened in the Finance Department on July 17, 1997. Mechanical Constructors, Inc., submitted the low base bid, in addition to being low bidder for the total of three (3) alternates which specified system enhancements. Springfield Utility Board (SUB) is providing a utility incentive in the amount of$138,000 upon project completion. Sufficient funds are available to include construction of the three bid alternates when combining SUB's committed funding with the available $330,000 Capital Bond funding for this project. IT WAS MOVED BY COUNCILOR SHAVER, WITH A SECOND BY COUNCILOR MAINE, TO AUTHORIZE THE CITY MANAGER TO SIGN THE HV AC AWARD CONTRACT 1-975, TO MECHANICAL CONSTRUCTORS, INC. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST. ADJOURNMENT The meeting was adjourned at approximately 7:45 p.m. Minutes Recorder - Julie Wilson fi~~ Mayor Attest: (1~D lPJi~ j~[; Wi:s~~ City Recorder