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HomeMy WebLinkAbout08/06/1990 Meeting e M I NUT E S Eugene City Council Valley River Inn--Umpqua Room August 6, 1990 5:30 p.m. COUNCILORS PRESENT: Emily Schue, Ruth Bascom, Freeman Holmer, Shawn Boles, Debra Ehrman, Bobby Green. COUNCILORS ABSENT: Roger Rutan and Rob Bennett. The regular meeting of August 6, 1990, of the Eugene City Council was called to order by His Honor Mayor Jeff Miller. Mayor Miller announced that Councilor-elect Paul Nicholson would be in attendance at this meeting and would be participating in discussion. Mayor Miller reviewed the list of possible process session discussion topics contained within the council's agenda packet. Councilors added the following list of discussion topics: the book New World, New Mind, Design Advisory Committee, role of the lay members of the Budget Committee, Councilor e Bennett's participation at the Goal-Setting Session, potlucks, memo regarding smoking at South Eugene High School, and other information from the City Manager's Office. A. Method for Balloting for Filling Positions on the Planning Commission Ms. Ehrman said that this issue arose during the last round of interviews to fill Planning Commission vacancies. She noted that some people felt that positions on the commission should be earmarked for a particular background or occupation in order to ensure that the body of commissioners represents the entire City population. Ms. Ehrman advised that if this was to be council policy in the future, it should be made clear at the onset and should be made public prior to accepting applications. Ms. Bascom also raised concern surrounding the small number of applications received during the last Planning Commission appointment. Because representation on the Planning Commission is so important, she suggested that in the future when so few applications are received, the council allow more time to fill the vacancies. Ms. Schue observed that State law specifically prohibits more than two people of the same occupation from occupying a position on the Planning Commission. She felt that within the bounds set by State law, it is individual councilors' responsibility to lobby for the type of representation perceived e MINUTES--Eugene City Council August 6, 1990 Page 1 Quarterly Process Session e necessary for the Planning Commission. She felt that the existing council policy works well and should not be changed. Mr. Holmer said it would be a mistake for the council to reserve a position on the Planning Commission for a particular type of occupation and agreed with Ms. Schue that the council should follow its existing policy. The council agreed that it is committed to balanced representation on the Planning Commission, but is not interested in reserving a position for a specific occupation when filling a vacancy. B. Citizen Attitude Survey Barbara Bellamy, City Manager's Office, reported that the council discussed this issue at a past meeting and requested another opportunity for further discussion. Mr. Miller requested that staff provide the council with a statistical analysis of the results of the Citizen Attitude Survey. Ms. Ehrman asked that the staff analysis be tied to the council's goals. Mr. Holmer commented that he still does not support the survey; the results of this survey are as helpful as he anticipated. The council discussed the fact that The Register-Guard interpretation of survey results indicated that the community perceives local government to be e one of the greatest problems facing the community today. There was concern that the study did not differentiate between City government and other local government. Ms. Bellamy pointed out that the results of open-ended questions on surveys such as this are sometimes misleading since many different responses are given, but none given frequently and encouraged the council not to be too concerned. Mr. Boles commented that the effectiveness of a survey lies in its capacity to compare results across years; administering the same survey on an annual basis allows the City to measure its progress and improvement. C. Council Policy Regarding Citizens Serving on More than One City Advisory Group at a Time Ms. Schue said that it was her understanding that council policy does not allow a citizen to serve on more than one citizen advisory group at a time. Mr. Boles noted the distinction between standing committees and ad hoc committees, and said that he believes the policy applies only to standing committees. In addition, the application specifies only that applicants are encouraged not to serve on more than one group at a time but there is no policy prohibiting it. e MINUTES--Eugene City Council August 6, 1990 Page 2 Quarterly Process Session - ---- e Ms. Ehrman pointed out that many ad hoc committees, although only temporary by definition, continue to work on issues for extended periods of time. For this reason, she believes that ad hoc committees should also be included in the prohibition. Mr. Green concurred. After discussion, the council agreed that the policy of the council be clarified to indicate that citizens would be prohibited from serving on more than one standing citizen advisory committee at a time; this policy does not apply to ad hoc committees. Those persons serving on a standing committee would be forced to resign their assignment on condition of appointment to another standing committee. The council agreed that those persons presently serving on more than one standing committee should be informed of the council's new policy but that the new policy would not be retroactive to appointments made before August 6, 1990. The council agreed that its policy would be specifically stated on all committee application forms. D. Council Representation on/Communication with Riverfront Research Park Commission, Downtown Commission, and Planning Commission Assistant City Manager Dave Whitlow read a letter submitted by Councilor Rutan stating his position on the issue. In summary, Mr. Rutan expressed his uneasiness with the council's present relationship to the Riverfront Research Park Commission, Downtown Commission, and the Planning Commission and urged the council to improve the lines of communication. Ms. Ehrman noted that because the Riverfront Research Park issue has been e highly controversial within the community, it is good that this issue is moving slowly. She said she is comfortable with the council's relationship to the Riverfront Research Park Commission. Mr. Boles agreed. Mr. Boles expressed concern that the City has too many overlapping committees working on downtown issues. He recommended that the City have a single, appointed body of representatives in charge of working on downtown issues. Such a committee might operate similar to the Joint Social Services Fund with a 3:2:2 composition, including representatives from the City Council, Downtown Commission, and citizens at large respectively. Noting that the council spends relatively little time acting as the Urban Renewal Authority, Mr. Boles said that he is uncomfortable having the City Council continue to act as the Urban Renewal Authority and suggested that this decision be reviewed. Ms. Schue said that historically, the decision to have the council act as the Urban Renewal Authority was made in an effort to give the council the authority necessary to achieve its goals. Prior to this decision, communication between the two bodies was poor and the council had difficulty getting things done. Mr. Holmer expressed his dissatisfaction with the contribution that the Downtown Commission is making on efforts downtown. In an attempt to correct e MINUTES--Eugene City Council August 6, 1990 Page 3 Quarterly Process Session e the prolific number of bodies working on downtown issues, he suggested that the Downtown Commission might no longer be needed. Mr. Nicholson asked about the financial relationship between the City of Eugene and Downtown Eugene Incorporated (DEI). In reply, Mr. Whitlow said that DEI is funded out of revenues of the Downtown Development District (000) and serves the function of marketing and managing downtown services. Mr. Nicholson suggested that the City conduct an analysis of the work of the DEI to measure its progress and contribution and decide whether the function it serves is necessary. Mr. Holmer said he is uncomfortable with the council's current relationship with the Planning Commission. He felt that the council should be more involved in commission activities and suggested the possibility of having a non-voting councilor in attendance at all commission meetings. Mr. Boles stated that it is through the Planning Commission's work plan that the council controls the activities of the commission. He is comfortable with the present relationship. With the exception of Councilor Holmer, it was the consensus of the council that it is comfortable with its existing relationship with the Planning Commission. Mr. Holmer emphasized the important role the Planning Commission plays in the community and urged the council to give greater attention in the future to e the activities and work program of the Planning Commission. The council asked for a staff presentation addressing the various issues, projects, programs, and work groups of the downtown area, and providing the council with its recommendations on the direction the council should be taking with respect to downtown. E. Metropolitan Policy Committee (MPC) Effectiveness Ms. Schue acknowledged that the MPC could be more effective. She spoke about the yet unresolved miscommunication surrounding the issue of Joint Social Service Fund structure, explaining that the council would still have a majority position with the desired 3:2:2 structure. She noted that the County Commission appears willing to negotiate to this structure. Mr. Miller suggested that a letter be sent to the MPC on behalf of the council explaining its position and indicating that the council is willing to move to a 3:2:2 structure, but is unwilling to negotiate to a 2:2:2 structure. The council agreed. Responding to a question from Mr. Nicholson, Mr. Whitlow said that the City contributes more money to the Joint Social Service Fund than either Springfield or the County. The City's contribution is determined annually in its budgeting process. e MINUTES--Eugene City Council August 6, 1990 Page 4 Quarterly Process Session e F. Date and Agenda for Financial Planning Mr. Whitlow said that staff is asking the council to set a date and agenda for its Financial Planning Workshop. Mr. Holmer emphasized the importance of having the City consider its future plans for budgeting personnel costs and asked staff to prepare a report on this for the council. Mr. Whitlow said that this issue will be incorporated into the overall report that staff is preparing for the Budget Committee. Mr. Boles requested that staff prepare an environmental scan analysis to determined the on going and major expenses which the City is expecting to incur in the future. As a part of this, he suggested that staff provide the council with several options to meet expenses in the areas of new revenues, cuts in services, and user fees. The goal of this meeting should be to determine what expenditures the council is willing to make and, in turn, the resources it will commit. Ms. Bascom pointed out that it is difficult to plan for financial resources in the long term. Mr. Nicholson asked whether the City has considered having formal performance evaluations of various City departments to determine their effectiveness. He suggested using such evaluations to determine where budgeting cuts might take place. In response, Mr. Whitlow explained that the council has allocated funds in the General Fund Contingency within this year's budget which could e be used for performance audits; council direction is required before these funds are expended. Mr. Holmer reiterated the importance of reexamining the City's current budgeting of personnel services. The council raised the possibility of reviewing past budgets to find out how closely the actual budgets matched predictions. Mr. Whitlow said that he does not feel that such a review would be meaningful. He explained that the forecasted year's budget assumes no change in the level of services; however, in order to balance the budget, the City must take corrective action. Staff agreed to provide the council with an outline of both the forecast and actual revenues for the budget from past years. 1. Role of the Budget Committee in Financial Planning Ms. Schue said that the lay members of the Budget Committee are dissatisfied with their present level of involvement in the City's financial planning. They have expressed concern that the council does not listen to their advice. Ms. Ehrman suggested that the Budget Committee be invited to attend and participate in the City's financial planning workshop, being clear that the council, as a policy-making body, will be responsible for the final decision. e MINUTES--Eugene City Council August 6, 1990 Page 5 Quarterly Process Session e Mr. Miller pointed out that as indicated in the State Statute, the role of the Budget Committee is to ensure that the budget is in line with council policy. The council needs to decide to what extent it is willing to allow the Budget Committee to become active in policy-making decisions. Mr. Boles stated that the council underutilizes the expertise provided by Budget Committee members. He felt that the council should listen more closely to the committee's advice, but agreed with Ms. Ehrman that it must be made clear that the council has the authority to make the final decision. Mr. Holmer noted that the lay members of the Budget Committee want to be able to interact with the council and arrive at a joint decision. Financial planning is one of the most important areas of City planning; the Budget Committee should playa major role. Mr. Miller urged the council to consider the tremendous amount of staff support which is often consumed on Budget Committee meetings with relatively little result. Regarding the council's Financial Planning workshop, Mr. Whitlow asked that the council remain sensitive to staff time limitations. Ms. Bascom voiced support for having the Budget Committee discuss its recommendations regarding financial planning at separate Budget Committee/City Council meetings. e (At 7:30 p.m., the council recessed for 5 minutes.) After deliberation, the council agreed to invite the Budget Committee members to participate in its Financial Planning workshop scheduled for October 1. Mayor Miller will preside at this meeting. The meeting would be an information-only session, with a decision meeting set for a later date. Mr. Holmer suggested that Mayor Miller be given a position on the Budget Committee. Ms. Ehrman said it should be made clear in the invitation that through this meeting the council is attempting to respond to the concerns raised by the Budget Committee members. G. New World, New Mind Mr. Boles invited the council to join him in reading a book entitled New World, New Mind by Robert Ornstein. Operating on the assumption that the world's resources are rapidly declining, this book offers new visions for resource utilization in the future, particularly focusing on the governmental entity. Several members of the council agreed to read this book. The council decided to allow a half-hour discussion of this book at the council's next goal-setting session. e MINUTES--Eugene City Council August 6, 1990 Page 6 Quarterly Process Session - -- -- -- - e H. Downtown Design Committee Ms. Ehrman voiced concern that the council did not receive a list of applicants for the Downtown Design Committee prior to making committee member appointment. She voiced concern that the council was prevented from having input in member appointment. Ms. Boles said that because of the short timeline under which this committee was formed, the council delegated the responsibility of choosing applicants to Mayor Miller and councilors Bascom and Rutan. The council agreed that it should take precautions in the future to prevent such a situation from occurring again. 1. Goal Session in October Ms. Ehrman said that she is unclear who will be participating in the council's October goal-setting session. She mentioned that after its last discussion of this issue, she thought that the council decided to hold two goal-setting sessions next year. Darcy Marentette, City Manager's Office, reminded the council that consideration for holding a second goal-setting session revolved around the issue of providing new councilors the opportunity to become involved in setting the council's goals for next year. e Mr. Holmer suggested that the two council candidates for his ward also be invited to participate in the goal-setting session. The majority of the council was resistant to this suggestion. The council discussed this issue and reached general consensus that it would schedule a single Goal-Setting Session for late October for existing council members, recognizing that there may be a need to update new councilors on this issue at the following Quarterly Process Session. J. Potlucks Mr. Boles suggested that as a way of enhancing citizen participation in city government, the council invite a specified number of citizens to participate in a half-hour potluck discussion before the council's dinner/work session. He explained that these potlucks could provide a means of engendering community discussion on a future agenda item or other issues of importance. The council did not provide an enthusiastic response to this suggestion and Councilor Boles withdrew his suggestion. e MINUTES--Eugene City Council August 6, 1990 Page 7 Quarterly Process Session e J. Smoking at South Eugene High School Ms. Ehrman alerted the council of a proposal outlined in a recent memorandum sent to the council suggesting that a parcel of City-owned property at 19th Avenue and High Street be improved for use as a smoking/congregation area for students at South Eugene High School. She explained that since the school has instituted a no-smoking policy on campus, students are gathering across the street on private property to smoke. Although some have argued that the students in question are borderline students and might drop out of school if they were not allowed to smoke, she said that she would be reluctant to support this proposal because it would be inconsistent with the council's previous attempts to restrict minors' access to smoking. The council offered overwhelming opposition to this proposal and directed staff to hold informal discussions with members of the 4-J School District to address the council's concern with respect to students trespassing on private property and to inform the 4-J School District of its decision regarding the proposed use of City property. Mr. Boles suggested that, in the future, the council may want to consider whether it might not be in the students' best interest to earn on an individual basis the privilege of open-campus. K. Tree Commission e Mr. Whitlow informed the council that it would soon be presented with a list of options on ways to change the City's Tree Ordinance. He alerted the council that the most regulatory approach has major implications for the use of staff time. Responding to a question from Mr. Boles, Mr. Whitlow said that the Tree Commission is attempting to set its pricing structure so as to recover fully the cost of issuing permits. At the council's request, Mr. Whitlow agreed to provide councilors with a copy of the staff recommendations for tree regulation. Mr. Boles indicated that Lane County Commissioner Jerry Rust has asked that the County be included in the City's discussions on tree regulation. In an attempt to craft a comprehensive ordinance across jurisdictions, Mayor Miller suggested that Springfield be included in these discussions as well. l. lane County Literacy Coalition Funding Request Mr. Whitlow asked for council direction regarding the Lane County literacy Coalition's request for funding. He reminded the council that the $5,000 funding request came before the council in June. The council agreed that the Lane County Literacy Coalition be informed of the council's guidelines for funding requests and be invited to reapply. e MINUTES--Eugene City Council August 6, 1990 Page 8 Quarterly Process Session e Mr. Holmer requested a copy of the memo on the council guidelines for funding requests. M. Meeting with Homeless Mothers Responding to a question from Ms. Ehrman, Mr. Whitlow said that the group of homeless mothers, coordinated by Planning Commissioner John Vanlandingham, would be making a presentation to the council at its August 8 lunch work session. Mr. Boles reported that the mothers are planning to recommend that the council convert the closed Jefferson Pool site into a temporary campground. He noted that he sent the message that unless the group adequately addressed security and sanitation concerns, it is unlikely that the council would be willing to support their recommendation. Several members of the council voiced concern that this issue might consume a large amount of time and asked that this issue be placed first on the agenda. It also asked that the results of this presentation be forwarded to the lane County Housing Policy Board. Mr. Nicholson advised the council that the mothers might expect the council to take immediate action on their request; the council should closely consider its response to this group. The council agreed that it would not be expected to take action on this issue at that work session. ~ N. Whiteaker Community Resource Center Open House Mr. Boles announced that the Whiteaker Community Resource Center would be holding an open house from 4-6 p.m. on August 7. He noted that this is a joint project of the City and the Whiteaker Community Council and invited all councilors to attend. O. Condition of Trees in Central Eugene Ms. Bascom noted that she recently took a tour of the trees in the City's central core and said that the results of this tour were discouraging. On a more positive note, she indicated that the vacant position of Urban Forester for the City of Eugene has been well publicized and that applications from many qualified candidates have been received. At 8:40 p.m., Mayor Miller adjourned the meeting of the Eugene City Council. R~~ " MicHeal Gleason City Manager ~ MINUTES--Eugene City Council August 6, 1990 Page 9 Quarterly Process Session e (Recorded by Traci Northman> mncc 080690 e e MINUTES--Eugene City Council August 6, 1990 Page 10 Quarterly Process Session