CC Minutes - 09/28/98 Work Session

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Mr. Johnson distributed a handout reflecting how the money has been spent on facilities over the last three years. Addressing a question about City Hall from Mayor Torrey, Mr. Martin said analysis of leasing versus owning/building City offices was last done five years ago and it was probably time to repeat it. Mr. Johnson noted he has met with the Lane Council of Governments (LCOG) and Lane County around the topic of an office building and a report was expected in about two weeks. In response to a question from Mr. Farr, Mr. Martin said another way to reduce the deferred maintenance backlog without raising the budget would be to review the City's holding and sell those assets that were dragging the asset base down. Ms. Nathanson called attention to properties such as fire stations that were being replaced and said she assumed that the old facilities remained on the report and wondered if those made a big difference in the report. Mr. Martin said the square footage was small enough not to make a great impact. Ms. Nathanson commended staff for the report and if the City had percentage information based on the square footage under City operation. She said she hoped for similar comparative information data over time for activity in the Permit and Information Center. Mr. Tollenaar said the Council Committee on Finance had decided not to address the annual preservation and maintenance budget (the $1.9 million) but the committee did not consider the $21.6 million backlog and the council may wish to address that as a separate item in the multi- year financial plan. Mr. Laue said it is evident that the City was unable to keep up with preservation and maintenance and a new revenue stream must be found to address this problem. IV. WORK SESSION: REPORT ON YEAR 2000 PROBLEM Jeff Kurtz, Information Services Division, referred the council to the report in the packet and said the City was in a good position and now there was a need to focus on implementation of the plan developed to address the problem. Mr. Johnson noted that the clear comment in the staff notes was that 98 percent of the inventory has been evaluated so the City has a good handle of the extent of the problem. Entities outside the City organization who provide services to it, however, may create a problem. Mr. Tollenaar said the report includes information on interfacing with other systems and asked if the City had done as systematic an analysis on those systems to ensure compliance. Mr. Kurtz said systems outside the City were not part of the analysis, but the next step was to begin working closely with the City's suppliers. Addressing a question from Ms. Swanson Gribskov, Mr. Kurtz said staff identified 565 objects requiring evaluation. In response to a question from Mayor Torrey, City Attorney Klein said that the general rule is that if someone wants to sue a city for negligence, they have six months from the time of the negligence to give notice to the city that they intend to file a suit. Minutes--Eugene City Council September 28,1998 Page 6 5:30 p.m.