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HomeMy WebLinkAbout11/10/2003 Work Session . City of Springfield Work Session Meeting MINUTES OF THE WORK SESSION MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY, NOVEMBER 10,2003. The City of Springfield council met in a work session in the Jesse Maine Room, 225 Fifth Street, Springfield, Oregon, on Monday, November 10,2003 at 5:33 p.m., with Mayor Leiken presiding. ATTENDANCE Present were Mayor Leike~ and Councilors Ballew, Woodrow, Fitch, Ralston, and Malloy. Also present were Assistant City Manager Cynthia Pappas, City Attorney Joe Leahy, City Recorder Amy Sowa and members of the staff. I. Ward I City Council Position Interviews. Assistant City Manager Cynthia Pappas presented the report on this item. She said that due to the resignation of Councilor Stu Burge, the Ward I City Council position was vacant and council agreed to fill it through a recruitment/appointment process. In response to council direction, the City Manager's Office initiated the recruitment process for the vacant Ward I position. A news release and application packet, which are included in the agenda packet, were prepared and available for distribution beginning October 10, 2003. Application packets were due to the City Manager's Office by October 31,2003. . One application was received by the closing deadline. This application packet was from Christine Lundberg and is included in the agenda packet for council's review and consideration. The appointee will fill the position until a successor can be elected in the May 18, 2004 Biennial Primary election [Springfield Charter Section 10(1)] / November 2,2004 Biennial General Primary election [Springfield Charter Section 20]. The successful candidate in November will fill the remainder of the term which will expire December 31,2006. The chosen applicant for the Ward I position will be ratified at the City Council regular meeting on November 17,2003. Council discussed the potential interview questions and decided upon the questions. The council interviewed Christine Lundberg. Council consensus was to appoint Christine Lundberg to the City Council. Ratification of her appointment will occur on November 17,2003. 2. Community Development Advisory Committee (CDAC) Application Review. . Housing Program Specialist Kevin Ko presented the report on this item. Currently, there are five vacant "at-large" positions on the CDAC. The city received applications from nine eligible Springfield residents. Roxie Cuellar, Bonnie Peterson and Dan Egan are incumbents and are applying to serve a second full term on the Committee. Christine Lundberg, Stuart "Corkey" Gourley, Herbert DeVos, Patricia Scarci, John McCulley and Robert Edmiston have not previously served on the CDAC. The role of the CDAC is to make funding recommendations to the City Council for HOME Investment Partnerships Program and Community Development Block Grant eligible projects, including affordable housing, community development and public facility and infrastructure projects primarily benefiting low and moderate-income residents. City of Springfield Council Work Session Minutes November 10, 2003 Page 2 . The CDAC consists of six at-large positions from the community, one representative from the City Council and one representative from the Planning Commission. The CDAC advises the City Council on all matters related to the city's housing and community development activities which are funded annually by Community Development Block Grant (CDBG) and HOME Investment Partnerships Program (HOME) Funds received from HUD. Applications are encouraged from lower-income earners, residents oflower-income neighborhoods, racial and ethnic minorities, senior citizens, disabled individuals and female heads of household. All applicants must live within the city limits of Springfield. These vacancies were created as the current terms for Roxie Cuellar, Gayle Decker, Dan Egan, Jeff Horowitz and Bonnie Peterson expired. The notice of vacant positions was initially posted on June 2,2003 and the deadline for accepting applications was July 11,2003. There were five applications received for the five vacant positions. Council directed staff to repost the notice in an effort to attract more applicants. The notice was reposted with a closing date of October 3, 2003. Four additional applications were received. Staff is requesting that council review the nine applications and make recommendations to fill the five vacant positions on the CDAC. The recommendations will be presented at a regular meeting ofthe council on November 17, 200,3. Mr. Ko said because council has chosen to appoint Christine Lundberg to the City Council, her name would be removed from the list of applicants for the CDAC. . Council discussed the candidates and their qualifications. Council consensus was to re-appoint Dan Egan, Roxie Cuellar and Bonnie Peterson, and to appoint Corkey Gourley and Patricia - Scarci, with John McCulley as an alternate if one ofthe chosen applicants cannot serve.- 3. Developing a Community Health Clinic in Springfield. Housing Program Specialist Kevin Ko presented the report on this item. Mr. Ko introduced Steve Manela, Human Services Commission Manager, who would be presenting information for discussion about the possibility of housing a family health center in Springfield. Compared to the rest of Lane County, residents of Springfield have higher poverty levels, particularly among children and minority populations. Latino families in this area are more than twice as likely to be uninsured than the general public. Untreated mental illness and chronic homelessness are serious problems for area residents. These conditions contribute to significant health issues for populations with reduced access to health care. Locating a Community Health Center in Springfield could significantly improve access to proper health care for these underserved segments of our community. The proposed location of the clinic is 1640 G Street (currently McKenzie Family Practice). This project is eligible for CDBG funding. Local funding will also be sought from private sources, such as PeaceHealth and the McKenzie- Willamette Foundation. . Mr. Manela said they have a great opportunity in Lane County to have the first federally qualified health center located in Springfield. Two years ago, Mr. Mane1a and several others began work to apply to the federal government to establish a federal qualified health center. He discussed the difficulties for many of our citizens in the community to have access to health care, not only for those without health insurance, but also for those with access to the Oregon Health Plan or Medicare. He said one of the benefits of a federally qualified health center is that it holds a special position within the federal government. Currently, President Bush's initiative is to create 1,200 new federally qualified health centers across the country. Mr. Manela said these City of Springfield Council Work Session Minutes November 10,2003 Page 3 . types of health centers have been around since the early 1970's, but our community has never had a center. Mr. Manela said this new center would house two physicians and three nurse practitioners who could serve about 5000 patients a year with a budget of about $2.5M. The federal government will provide a subsidy of $650,000 a year, commitments from local groups and foundations that would pay another portion of the budget, with the final piece being paid by reimbursements from Medicaid, Medicare and fees from the uninsured patients' fees. The health center would have a sliding fee scale for uninsured patients. Mr. Manela said they are looking at operating a clinic at the current location of the McKenzie Family Practice, out of the Springfield school based health center as well as the Safe and Sound Homeless Youth Center in Eugene. Councilor Ballew asked about the financial plan and Lane County's part in this project. She asked about the local figure. Mr. Manela said the local figure includes a commitment they have from PeaceHealth at this time. The local commitment does not show what they may be able to get from Triad, Local Independent Practitioners Association (LIP A), and other foundations. Councilor Ballew asked if they were asking for contributions from the city. Mr. Manela said they were not. He explained the benefits the health center will bring to the community. . Councilor Woodrow asked Mr, Ko for figures regarding the Hispanic population in Springfield. Mr. Ko said the Hispanic population is approximately seven percent in Springfield, but he can get the exact figures to Councilor Woodrow. A councilor said one concern is whether or not this center may be drawing in drug addicts who are uninsured. Mr. Manela said the idea is that the center would be a good neighbor and would look like any other clinic. It is not a drug treatment center, but a family health service. Councilor Woodrow asked about Attachment 1, page 1 included in the agenda packet and the reference to "35 percent of service area residents without health insurance who now must travel more than 70 miles to access a Federally Qualified Health Clinic". Does that mean they do not go to Sacred Heart or McKenzie Willamette? Mr. Manela said the closest Federally Qualified Health Centers are currently in Roseburg and Salem. Many of the local citizens would have to go to Volunteers in Medicine, in west Eugene, or to White Bird Clinic. He said there are about 1,500 people who have access to insurance, but don't have a practitioner in Springfield who will see them. He said they could go to the hospital emergency room, but the cost would be much more for the citizens of Springfield than the cost of this clinic. He described the cost of emergency room visits and how that cost is passed on to others. A clinic such as this is helpful to the local hospitals because it can reduce some of those community costs. . Councilor Woodrow asked if the budget was based on three days a week or ifthere was a plan in the future to be open five days a week. ' City of Springfield Council Work Session Minutes November 10, 2003 Page 4 . Mr. Manela said the clinic will operate an eight-hour shift, five days a week, with Tuesdays and Thursdays being open more on a swing-shift schedule to provide better clinic access to those who work during the day. Councilor Malloy asked if this project is eligible for Community Development Block Grant (CDBG) funds and if so when they hope to receive those funds. , Mr. Manela said those funds are not part of their fmancial statements. They are interested in potentially acquiring the building they are seeking to lease, and if so, they may look at the potential of CDBG funds to assist with items such as handicapped accessibility. Mayor Leiken said this is very promising and comes at the right time. He said 35 percent of the patients who visit Volunteers in Medicine in Eugene come from Springfield. Having something like this here in Springfield makes sense. He asked if the clinic would give more personal care to these citizens than the emergency room. Mr. Manela agreed with comments made by Mayor Leiken. It gives them the continuity of seeing someone for their medical needs. Discussion was held regarding the assistance from local hospitals and agencies. Councilor Fitch said this sounds like a good project. . Councilor Malloy mentioned that hospitals and other medical facilities may be willing to donate medical equipment for this clinic. 4. Contract for Proiect Management Services, PeaceHealth Riverbend Proiect. Councilor Malloy excused himself from this portion of the meeting due to a conflict of interest as he is employed by PeaceHealth. RiverBend Project Manager Carole Knapel presented the report on this item. In April 2003, the city entered into a Memorandum of Agreement with PeaceHealth, a Washington non-profit corporation, for the reimbursement of certain staffing and other costs which would be incurred by the city in the processing of the RiverBend Applications and in the execution of infrastructure improvements as identified in their Annexation Agreements. The Memorandum of Agreement provided for employment of the city's RiverBend Project Manager who is responsible for managing and overseeing the city's responsibilities related to this project. In August 2003, the city and PeaceHealth approved a modification to the initial Memorandum of Agreement to include reimbursement for project management services which would support the city's RiverBend Project Manager in managing the city's obligations. These services include scheduling of project activities, development of a work plan and identification of resource requirements. . This proposed contract with Heery International, Inc. will provide for project management services as anticipated in the Memorandum of Agreement between the city and PeaceHealth. The selection of this consultant was completed in accordance with the city's regulations for personal services contracts. A Request for Proposals for these services was advertised and distributed. Eight firms submitted proposals. The proposals were reviewed and evaluated by a Selection Committee composed of city management staff. Three firms were selected for City of Springfield Council Work Session Minutes November 10, 2003 Page 5 . interviews. After evaluating the written proposals and conducting interviews, the Selection Committee recommended Heery International, Inc. for this contract. Heery was found to have a clear understanding of the project requirements and a well-defined plan for accomplishing the work. The proposed contract provides for work to begin immediately and continue through February 2004. Total cost for the work for this period is $300,234 for personnel and direct costs. In addition, the contract includes a contingency fund in the amount of $90,500. This contingency is included in the event funds are required for the rental of office space and purchase of project software systems. If the contract is approved, the full cost of the contract will be provided through the Memorandum of Agreement between the city and PeaceHealth. Per this agreement, payment will be made through monthly reimbursements to the city by PeaceHealth. If the master plan for the PeaceHealth RiverBend Project is approved, the city, Heery, and PeaceHealth will discuss the need for ongoing project management services and develop a contract amendment as appropriate. If the master plan is not approved by the city, the contract with Heery International, Inc. can be terminated immediately. Ms. Knapel introduced Ricky Langford and Su Cunningham from Heery International. She also introduced Phillip Farrington of Peace Health. Councilor Woodrow asked for a copy of the Scope of Work, Budget Breakdown from Attachment A, page 2 included in the agenda packet, in a larger font. . Councilor Ballew said the proposed contract includes personne~ and direct costs, with a contingency fund. Generally billable costs for personnel iJ1dude overhead. Is this not the case with this or is this a different process? Ms. Knapel said they are looking at the personnel costs with the overhead and the direct costs determine how to provide those economically. The contract and RFP anticipated that we would provide them office space. Because they are unable to house those offices in city hall, they are looking at ways to minimize those costs. Councilor Ballew asked about the billing process and if we actually lose interest. Ms. Knapel said a process has been set up that will hopefully mitigate that. They are estimating costs and getting the estimate from PeaceHealth. The estimate is then submitted for payment a month ahead. 5. Towing Company Contract. Captain Rich Harrison from the Springfield Police Department presented the report on this item. Towing companies in Springfield are requesting exclusive rights to contract with the City of Springfield for towing services. The Springfield Police Department currently contracts with seven towing companies, five with lots in the Springfield city limits and two with lots outside of the city limits. One of those two is quite a distance from Springfield which is an issue. . Captain Harrison referred to the memorandum included in the agenda packet. To limit these companies as suggested in the memorandum included in the agenda packet would cause little or no impact to the city: He said it would actually assist the Police Department because they would not have to be concerned about the length of response time. City of Springfield Council Work Session Minutes November 10,2003 Page 6 . Captain Harrison has researched the past regulations limiting only companies who own a lot inside the city limits having a contract with the city, but has not been able to locate a contract prior to 1994. Contracts from 1994 to present do not limit contracting only with tow companies with lots in the Springfield city limits. He said that the City of Eugene does require that tow. companies they contract with have a lot and a staffed office inside the Eugene city limits. He referred to the options outlined in the memorandum included in the agenda packet. Councilor Ralston said he is in favor of Option One. If Eugene requires tow companies to have lots in Eugene in order to contract with the City of Eugene, it takes business from Springfield. He n.oted the reasons for this option. Councilor Ballew said that not all vehicles towed in Springfield belong to Springfield residents. She does not feel we should amend the contracts at this time, but look at it when it is time to renew the contract, as a good business practice. Councilor Woodrow said the contracts should be with only Springfield companies, while giving the other two companies which are outside city limits time to comply. Option One addresses that. He suggested the contracts be revised with the two outside city limits used as overflow until they comply with the new standards. Councilor Malloy asked if five tow companies were adequate. . Captain Harrison said typically five tow companies are plenty. Management becomes more difficult for the Police Department when they are dealing with more companies. Councilor Malloy asked when the contract was up for renewal. Captain Harrison said the contract was up for renewal the end of February 2006 with an option for renegotiation. Councilor Malloy asked if the city went with Option I, would Captain Harrison contact the two companies who are outside city limits. Captain Harrison said they would and they would allow them to operate under the contract as is until February 2006. He said the City Attorney would review any changes that were made. City Attorney Joe Leahy said there could be an issue of restrain of trade. He acknowledged Councilor Ralston's points regarding serving Springfield citizens. He said those are the kind of findings that could be used rather than just reducing the number of contracts to five. By reducing to five tow companies, it would be done by lottery draw, but with the correct fmdings to support this, they could go forward with no restraining of trade issue. Councilor Malloy said it was also important for the two companies outside city limits to understand the changes that will be occurring when the contract expires and also to let them know about the possibility that their company could be called upon for overflow. Mayor Leiken confirmed that the existing Springfield tow companies would be able to expand their own businesses. . City of Springfield Council Work Session Minutes November 10, 2003 Page 7 . Councilor Fitch said her understanding is if we choose Option One, we would require the two companies outside city limits to comply with the new conditions ofthe contract by February 2006 if they want to continue to contract with the City of Springfield. She reminded council that private citizens also have vehicles towed off of private property and the city does not have jurisdiction over those cases. This is only for public use. Citizens may still have to go to Eugene to get their car. Councilor Ballew asked how the contract and money works. Captain Harrison explained the different types of tows and the rotation system used to call upon the companies for service. There is a tow fee which the company receives. The only time the city receives any money from a tow is when it is a Driving While Suspended (DWS). There is one contract which all the tow companies sign. The difficulty for the Police Department is when they have to track, especially the DWS. Mr. Leahy said the contract insures that when the police make a call, and have the private tow companies interact with our citizens, the rules are prescribed about how that interaction occurs or the company will not remain on the rotation list. It is mutually beneficial because we are assured a certain level of quality and adherence to certain regulations and the tow companies are assured they are on the rotation call list. Councilor Woodrow asked if the contract is strictly for police. . Captain Harrison said that is correct. The contract only applies to police tows. Private citizens can request a certain company if it is an accident or similar situation. Mr. Leahy said he will work with the Police Department to create a resolution with findings regarding service to the citizens to support the instructions the council has given to the Police Department and bring it back to council for action. ADJOURNMENT The meeting was adjourned at 6:40 p.m. I Minutes Recorder - Amy Sowa Attest: Am~~ City Recorder .