HomeMy WebLinkAbout06/28/2004 Work Session
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City of Springfield
Work Session Meeting
MINUTES OF THE WORK SESSION MEETING OF
THE SPRINGFIELD CITY COUNCIL HELD
MONDAY, JUNE 28, 2004.
The City of Springfield council met in a work session in the Jesse Maine Meeting Room, 225
Fifth Street, Springfield, Oregon, on Monday, June 28, 2004 at 6:00 p.m., with Mayor Leiken
presiding.
ATTENDANCE
Present were Mayor Leiken and Councilors Ballew, Woodrow, Lundberg, Ralston and Fitch.
Also present were Assistant City Manager Cynthia Pappas, City Attorney Meg Kieran, City
Recorder Amy Sowa and members of the staff.
1. Springfield Tomorrow Status Report and Annual TEAM Springfield Meeting Preparation.
Assistant City Manager Cynthia Pappas presented the staff report on this item. At the
November, 2003 City Council Goal Session, council asked staff to schedule quarterly to semi-
annual discussions on issues that affect or impact the community's long term vision. The first
discussion took place on March 22nd and involved the topic of urban renewal as a timely tool to
help Springfield reach its preferred future. The June 28th work session is the second discussion
in this series of developing a blueprint to Springfield's desired future.
The City of Springfield is a Municipal Corporation. Likely, because of its power to regulate and
establish parameters around health, safety and welfare, the city is the most influential
corporation in town. As such, the city organization has an opportunity, ifnot an obligation, to
collaboratively develop and communicate a blueprint to Springfield's preferred future. How this
is done is based upon the Mayor and council's preference.
When the first Springfield Tomorrow document was prepared in 1990, a task force of 45 citizens
spent 18 months under the guidance of a paid consultant to develop a "values" based document
that listed thirteen key community values, some strategies and numerous action suggestions for
the four Team Springfield public agencies as well as the Chamber of Commerce (see Attachment
1). Numerous projects and activities from this original document, such as the bond to build two
new schools and the purchase of land in the Gateway area by the city, have been completed.
These successes will be celebrated as part of the proposed 2004 Springfield Tomorrow Update
process.
When this original document was updated in 1999, a more focused effort was used that produced
similar results (see attachment 2). Amongst others, the results from this update helped the
council decide to seek voter support for needed public safety enhancements. This is another
reason to celebrate our past successes but more importantly, these successes underscore the
importance of taking time to discuss our community's priorities and construct a blueprint to a
preferred future.
Since it has been five years since we have evaluated our progress as a community and updated
our long range vision, Attachment 3 lists a proposed abbreviated process to be utilized in late
summer 2004 that would both confirm the importance of the conclusions of the two previous
efforts as well as allow the construction of a vibrant vision - one that can be easily explained and
City of Springfield
Council Work Session Minutes
June 28, 2004
Page 2
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marketed. As configured, this vision would then be presented to the community in the fall for
review and edits with adoption scheduled by year's end by the four Team Springfield Partners.
Based upon the council's direction on June 28th, this item may be scheduled for discussion at the
August 18th Team Springfield Meeting.
Attachment 4 lists the proposed Team Springfield Budget. This budget was derived based upon
input from the Team Springfield elected officials meeting of January 24, 2004. The council may
also wish to discuss and provide some guidance on desired outcomes (products) from these
various budget topics, especially the use of the Mayor's Business Advancement Team (MBAT)
as a resource to help shape the update of an Economic Development Plan (see attachment 5).
Ms. Pappas said staffis proposing an update that would have less emphasis on the values portion
of the document and more focus on the vision of where we want to see the community in the
future. The four themes identified in the original Springfield Tomorrow included: 1) seeking a
balance between development and protection of the environment; 2) involving the schools as the
fundamental institution for developing skilled employees, strong families and compassionate
social services; 3) improving the physical appearance of the community and the public's image
of the community; and 4) a realization that the future of our community depends on developing
community leaders and encouraging them to participate in decision making. Staff is proposing
an abbreviated process as outlined in Attachment 3 included in the agenda packet to be initiated
in late summer and adoption by all four TEAM Springfield agencies by the end of the year.
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Councilor Ralston said the four basic goals are still good. Based on how he sees the community,
he would put the goals in the following order: 1) seeking a balance between development and
protection of the environment; 3) improving the physical appearance of the community and the
public's image of the community; 2) involving the schools as the fundamental institution for
developing skilled employees, strong families and compassionate social services; and 4) a
realization that the future of our community depends on developing community leaders and
encouraging them to participate in decision making. The highest priority should be in the
physical appearance of the community and the image we are trying to project.
Councilor Fitch said she liked the idea of a Blue Ribbon Panel charge as shown on Attachment 3
included in the agenda packet with the two eight-hour meetings looking and celebrating what we
have accomplished. She said the collaborative vision between the TEAM Springfield agencies is
good, even though each agency has their individual goals. If we could get committee members
to commit to the two days, we could get a good vision and a good view. It's a wonderful way to
accomplish something with a minimum cost and a maximum of output. She would like to
empower the TEAM Springfield CAO (Chief Administrative Officer) group that meets in July to
plan on starting the process in August. The challenge will be in choosing the members to make
up this panel and then finding a time when they can meet.
Councilor Lundberg referred to Attachment 3. She said she thinks it is helpful to hear from
people that are topical experts. She discussed the work done in the past on this document. The
time and effort that goes into this update should not be too extensive. She said it would be as
important to see what was accomplished out of the other processes and whether they occurred
accidentally or because of what was done. Finding what was done that brought about the
accomplishments gives hope on what to do next. It is important to see the usefulness of the
processes.
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Councilor Ralston didn't think the two eight hour sessions were necessary.
City of Springfield
Council Work Session Minutes
June 28, 2004
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Discussion was held regarding the amount of time needed for this panel to meet to create this
vision. Two eight-hour meetings may be too rriuch or not enough, but could be a starting point.
Councilor Woodrow said all suggestions are good, but asked if they weren't just preaching to the
choir. He would like to see people get involved that aren't usually involved. It would be good to
hear from citizens that are not part of the internal goings on as they could offer a different
perspective.
Mayor Leiken said the challenge is that it is a choice and many people who are currently not
involved would not choose to join this panel. We can advertise this, but chances are we will get
the same faces that always come forward; people that have a vested interest in the community
and want to see what's best for the community.
Councilor Fitch said maybe they could look at businesses that are not currently involved and ask
if they would like to recommend a representative. She also suggested asking people from the
Leadership Program through the Springfield Chamber of Commerce.
Councilor Woodrow said they have had a number of people who have applied for other Boards,
Commissions and Committees who were not chosen because others were more qualified.
Perhaps, we could contact some of those people.
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Councilor Ballew said she is not sure what we want and bringing in people for these eight-hour
meetings may not be valuable. Each organization has its own tax base and responsibilities.
There is an interconnection on an upper level. She felt this process needed staff work and some
sorting out before a great deal of effort is invested in this process. She asked why there was a
rush and if it was related to elections.
Councilor Fitch said there is still the question regarding a levy for a Public Safety building which
council has not yet discussed. Before you can build one, there must be planning, the
architectural work and land to locate the building.
Discussion was held regarding putting together several issues on a bond issue and if that
diminished its effectiveness. If a bond is put on the ballot, it needs to be focused. The need can
be sold, but it should be simple. It is important to look at what other jurisdictions are going out
for on the ballot.
Councilor Fitch said these are some of the questions that need to be answered and why a cross
section of people is needed on this Blue Ribbon Panel.
Councilor Ballew said planning is good. She asked if there was something wrong with the
current plan or are there too many expectations.
Councilor Woodrow said focusing on the four issues is a good idea. Knowing those four goals
gives a direction and sets the discussion on how to accomplish those goals.
Mayor Leiken said items on the ballot need to be focused.
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Ms. Pappas said Councilor Lundberg is correct that we cannot bring a large list to the voters for a
ballot. It needs to be focused. Looking at the four goals, the panel could discuss if there is one
of those goals that we need to focus on over the next five years. The intent is to link the TEAM
Springfield agencies' goals together.
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City of Springfield
Council Work Session Minutes
June 28, 2004
Page 4
Councilor Ballew asked how much this update would cost.
Ms. Pappas said they were considering a facilitator that would be of no cost as well as free
meeting space. The cost would be very low including mainly copy charges and lunch for the
panel members.
Councilor Fitch suggested council direct staff to go forward with this and bring it to the July
TEAM Springfield Meeting. The number of members needed depends on the number staff feels
they need. It should be a good cross-section of people with a few topical experts.
Ms. Pappas referred to the TEAM Springfield budget included on Attachment 4 in the agenda
packet. The top priority was the Economic Development Action Plan. She asked if council
envisioned the city taking the lead on this and using the Mayor's Business Advancement Team
(MBAT).
Mayor Leiken said it makes sense to have the city initiate this part of it. All four agencies play
an important part in economic development and would be involved. It makes the most sense to
have the city as the leader.
Ms. Pappas asked if the MBA T would be the group that staff would give information to
regarding this item.
Mayor Leiken said yes it would.
Ms. Pappas asked for any other direction regarding the TEAM Springfield draft budget. It is
scheduled to be approved at the July TEAM Springfield meeting.
Councilor Woodrow suggested staying closer to the low end of the budget.
ADJOURNMENT
The meeting was adjourned at 6:27 pm.
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Minutes Recorder - Amy Sowa
Attest:
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Amy soJ
City Recorder