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HomeMy WebLinkAbout08/31/1992 Meeting e MINUTES Eugene City Council McNutt Room--City Hall August 31, 1992 5:30 p.m. COUNCILORS PRESENT: Shawn Boles, Bobby Green, Ruth Bascom, Debra Ehrman, Randy MacDonald, Paul Nicholson, Kaye Robinette, Roger Rutan. The adjourned meeting of August 26, 1992, of the Eugene City Council was called to order by His Honor Mayor Jeff Miller. I. WORK SESSION: EUGENE DECISIONS FINAL STRATEGY DEVELOPMENT City Manager Mike Gleason said this is the council's opportunity to review in some detail its choices with regard to the Eugene Decisions final strategy. Barb Bellamy, City Manager's Office, described the following as three things the council needed to accomplish during the meeting: 1) review the service change strategy selected thus far, with clarification in Parks Services; 2) e address questions to the Revenue Committee and receive a progress report; and 3) review the council's meeting schedule for September. Ms. Bellamy, reviewed the council's choices with regard to service changes by service area. She said that Parks and Development would require more atten- tion. She called attention to an error on the first page of the report and said it would be corrected. Mr. MacDonald pointed out that the figures attached to Human Services and Housing on one of the charts are reversed. A. Department of Public Safety 1. Community Policinq Reviewing Public Safety, Ms. Bellamy confirmed the council's direction: to maintain current service levels for police and fire services; begin funding a community policing program with $500,000 of new money and realize $500,000 annually in cost savings to fund further increments of the program; and, reduce funding for animal control and the spay/neuter clinic. She said staff has no questions in this area. Ms. Ehrman said that constituents have expressed concern with the community policing enhancement. She also questioned the City's ability to realize $500,000 in cost savings on an annual basis. e MINUTES--Eugene City Council August 31, 1992 Page 1 5:30 p.m. e Mr. Gleason said that by reducing the capital maintenance backlog, savings would accrue as operating efficiencies and become the beginning cash balance. He said it is also possible that more savings can be achieved than staff is predicting. He added that if this fails to produce sufficient savings, then service reductions are in order. Respond~ng to a question from Mr. Nicholson, Mr. Gleason said that the savings predicted in capital is realized through the life cycle cost of the asset, much of which has to do with length and time of the depreciation versus its drop in operating and maintenance costs. Ms. Bascom arrived at the meeting. Ms. Ehrman moved, seconded by Ms. Bascom, to delete funding for the Department of Public Safety's (DPS) Community Policing Program ($500,000). Mr. MacDonald did not support the motion, saying the council had approved the DPS Long Range Plan which included goals of improving preventive activities to decrease interventive and direct law enforcement response for two reasons: to make the community more liveable and to eventually reduce per capita expendi- ture on public safety. He expressed the view that the Eugene Decisions survey questionnaire did not adequately address the issue and this was one of the areas in which the council needed to diverge from the information received, and work to build public support for the program. e Mr. Boles suggested that those questioning the council's decision in this matter can be told the following: 1) the DPS Long-Range Plan called for funding the program at $4.7 million annually, which has now been pared back to the current level--if cost savings are available; 2) the community will either pay more costs later or invest now--a sustainability argument; and 3) the City purposefully recruited a police chief who had experience with community policing. Saying she was not denigrating community problems, Ms. Ehrman pointed out that the council had made a substantial addition to the human services allocation, an access point for prevention she would rather emphasize. She also ques- tioned the sustainability of the program. The motion failed, 2:6; Ms. Ehrman and Ms. Bascom in favor. Mr. Rutan said the program may face cash flow problems because it may be a long time before sufficient cost savings can be realized. Mr. MacDonald noted that the council is now faced with building community support for the program and finding an alternative revenue source should cost savings not be realized, or be forced to cut the program back. e MINUTES--Eugene City Council August 31, 1992 Page 2 5:30 p.m. e 2. Haz Mat Team Ms. Bascom questioned the need for funding the Haz Mat Team, saying it has yet to become self-supporting. Mr. Gleason said the Haz Mat Team is a life/safety issue attached to the Fire Code, which the council has decided to enforce. He said his understanding is that services dealing with life/safety issues are funded. Responding to a question from Mayor Miller, Mr. Gleason said that the City is only enforcing the mandatory portions of the code. 3. SDav/Neuter Clinic Mr. MacDonald made it clear that considering a different fee structure for City residents and non-residents is an option he wants explored as a means of reducing tax support for this service. B. Recreation Services Ms. Bellamy said that the council has chosen user fee strategies for this area, but has tried to preserve low-cost youth activities while increasing fees for adult activities. She said that the council has also expressed interest in developing a scholarship program for low-income residents. 1. Community Gardens e Responding to a question from Mr. Boles, Ms. Bellamy said staff interprets community gardens as part of the recreation program. 2. Athletics ProQram Mr. MacDonald asked that staff explore ways of operating the Athletics Program to reduce the cost by either increasing user fees substantially or using a combination of increased user fees and operating efficiencies. Mr. Gleason said his impression of the council's direction is that the City is to actively pursue, where possible, reduced involvement, reduced cost, transfer of responsibility to others--whatever possible to reduce fund support. Responding to a question from Mr. MacDonald, Ms. Bellamy said the scholarship program includes specialized recreation and senior centers. Mr. Boles suggested that staff consult with the Human Rights Program's Committee on Access i bil i ty. Responding to a question from Ms. Bascom, Ms. Bellamy said that staff will monitor the impact that the council's strategy is having and report back. Mr. MacDonald asked to be provided with a broad outline for processing this evaluative activity. e MINUTES--Eugene City Council August 31, 1992 Page 3 5:30 p.m. -.- e C. Parks Services Ms. Bellamy said that the council seems to want to reduce the level of maintenance in Parks Services but not go to the minimum level. She said the chosen strategies, however, reflect a minimum level of maintenance. The one flagged by staff has to do with landscaping in parks in the first category, such as Hendricks Park. She explained that the strategy eliminates maintenance of neighborhood parks, including irrigation. Ms. Bellamy said staff felt this was a more severe reduction than the council intended. Adding back that component costs $65,000. Mr. Boles said that the consequence of not irrigating neighborhood parks is brown grass in the summer months. Mr. Gleason said brown grass in neighborhood parks may generate complaints and also may require renovation of the turf later. He added that the 4J School District uses this strategy, but it does not try to grow turf as the City does. Responding to a question from Mr. Green, Mr. Gleason said that the minimum cost strategy may include contracting. He further explained that within the confines of maintaining an irrigation system and a mowing schedule that supports that, staff would minimize costs if that is the council's pleasure. He added that brown grass in Kid Sports' ball fields raises the liability issue which has to be examined. In response to a question from Mr. Nicholson, Mr. Gleason said there is no data to support the idea that this is a liability e problem. The City would need to experience the scenario. Ms. Ehrman moved, seconded by Mr. Robinette, to add back $65,000 to fund maintenance of neighborhood parks. Mr. Rutan said this is an example of the hard decisions the council must make in light of Eugene Decisions. He expressed concern that the council may back away from other hard decisions it has to make. Several councilors agreed. Mr. Boles said that the discussion is useful because it pinpoints setting different standards for different parts of the parks system. He said there are showcase parks that are used by all members of the community and those used mostly by the local neighborhood. He said the council needs to change some of the standards, deciding against those it cannot afford. Mr. Nicholson added that the council must try different standards, otherwise it will never make any fundamental changes. Mr. MacDonald stated he preferred to reduce the level of maintaining turf and ground in order to irrigate and mow neighborhood parks. The motion failed, 2:6; Ms. Ehrman and Mr. MacDonald in favor. Mr. Boles said that public concern about the City's mowing schedule was expressed in a recent newspaper article. Some people assume that the City e MINUTES--Eugene City Council August 31, 1992 Page 4 5:30 p.m. e mows on a time schedule rather than on a need base. He asked that staff clarify the issue. D. DeveloDment Services Mr. Gleason prefaced his remarks by saying that this is an attempt to clarify the council's intention and its consequences, not an attempt in anyway to suggest that the strategy cannot be accomplished. Mr. Gleason said the City essentially would not d~ development as it has been traditionally done in the City, and would likely delete that word from the department's title. He said this would include projects outside the renewal district, such as the Lincoln School and Fifth Street. Eliminations in this service area include the following: mall permits for musicians, panhandlers, pushcarts, etc.; staffing for the Downtown Commission; response to inquiries for assistance for such activities as the Federal Courts project and the siting of Lane Transit District's Central Transit Station. This also includes eliminating the Business Assistance Team except for the loan program and infrastructure/siting assistance in response to inquiries. Mr. Gleason said the City would attempt to sell all development sites as soon as possible. Responding to a question from Ms. Ehrman, Mr. Gleason said that the parking program would have to be reorganized and become an enterprise fund. In response to a question from Mr. Nicholson, Mr. Gleason said that urban renewal funds would go out as allocated by the council. e l. BuildinQ Permits/Plan Checkinq Mr. Gleason said this area covers the codes that deal with land use issues. He said staff would redraft a range of ordinances to redirect enforcement to the largest extent possible to the court system. In cases where that is not possible, the City would minimize its involvement or staff would recommend elimination of the regulation altogether. He said the nuisance code is an example of a good candidate for civil code, enforceable through the court system. Responding to a question from Mr. Nicholson, Mr. Gleason said he will examine the use of an administrative rather than judicial process for the handling of these types of complaints. Mr. Robinette noted that San Francisco uses neighborhood courts that are part of its neighborhood associations. Mr. Gleason made the point that there is much work to do around codes. He said staff would work expeditiously through the council's work plan to get it done. He said he considered his marching orders to be simplicity, minimum involvement from City government, lower profile, less activity politically, less activity in enforcement. Several councilors favored exploring the use of neighborhood mediation services. Mr. Nicholson said an organization called American Arbitration already exists and should be used as a resource. e MINUTES--Eugene City Council August 31, 1992 Page 5 5:30 p.m. e Mr. Gleason reviewed changes in the area of land use violations, saying this also would try to be moved to a court system. This area includes such activities as site reviews and signage (Sign Code). Responding to a question from Mr. MacDonald, Mr. Gleason said general public inquiry services would continue to be funded, but there would be charges attached to other inquiries. 2. Business LicensinQ Mr. Gleason explained that the ordinance in this area would also be rewritten to invoke civil penalties for violations. He said staff is hopeful that the industries themselves will use the civil penalty process to ensure everyone is playing by the same rules. Mr. Gleason said outcomes are unknown until implementation and the work program that will be put before the council will exclude other work. 3. P1anninQ Division Mr. Gleason said annexations would be referred directly to the Boundary Commission. City staff would not provide assistance in constructing annexation projects such as the industrial corridor. With regard to planning assistance to other agencies and departments, Mr. Gleason said the proposal is to create a professional service fund and charge e for the service. The fees will support the planners who do that work. He noted that the engineering section is almost 100 percent fee-supported now. He described it as an internal consultant company. D. Cultural Services Ms. Bellamy said that the council direction for the Hult Center is to maintain the service but shift it away from tax support with voluntary user fees. She said there is also a cost-saving strategy that entails closing the ticket office one day a week and reducing custodial staff. In other areas, Sister Cities Program and Special Events/Eugene Celebration tax support is reduced. Mr. MacDonald expressed concern that increasing revenue from the Eugene Celebration is the only option listed for reducing tax support for the event. Mr. Gleason reiterated that at implementation, where possible and without changing the service level that the council has chosen, the goal will be less cost, less involvement, lower expenses, and handing-off the responsibility. Responding to a question from Mr. MacDonald, Mr. Gleason said the council can facilitate implementation by focusing on outcomes and not on line items, and to the extent possible describe the standards it wants to apply and what outcomes it wants to have. He said the organization is ready for change and understands the mandate. e MINUTES--Eugene City Council August 31, 1992 Page 6 5:30 p.m. e Mr. MacDonald said that the public has not received the message that this is a major organizational change and that the council is trying to foster entrepre- neurial government. Responding to concern from Ms. Bascom about the City's computer system, Mr. Gleason said that he requires a cost-benefit analysis for each improvement in data processing, including each application. He said every application has been required to demonstrate that it has a cost-benefit ratio that is positive in terms of outcome. He offered to make the analysis available. Ms. Ehrman said part of the problem is public perception. She said the budgeting process should be reviewed to avoid having to spend a large amount of money at the end of the fiscal year. Mr. Boles questioned the $1.9 million allocated for space reconfiguration, saying it was an operations and maintenance cost, not capital. The issue was flagged for further discussion. E. Central Business Functions Mr. Gleason revealed his plan for realizing $105,000 annually in the area of central business functions as directed by the council. The proposal calls for merging the Parks, Recreation, and Cultural Services (PARCS) department with the Library. The plan eliminates two staff positions (Librarian, PARCS Director) and adds one, yet to be assigned a title, which will manage a new, yet unnamed, department. Mr. Gleason said he believes this will be as successful a consolidation as the previous two. Current acting directors have e agreed to stay in their current positions until a new manager is hired. Linda Norris, Acting Assistant City Manager, is coordinating the recruitment of the new manager. Mr. Gleason emphasized that staff has yet to work out all the details. In the interim, staff is developing a profile of the new manager that will meet the needs of all the departments. Responding to council concern about the impact on the new library, Mr. Gleason said the library is not jeopardized by the broadening responsibility of the new manager. Mr. Gleason said a comprehensive analysis of efficiencies is forthcoming, but it would require a six-month process to get to specificity. He reminded the council that the City organization has reduced its structure from 14 to 6 departments with this new merger. Mr. Gleason said he would also like to do something different with the Assistant City Manager position. Some of the responsibilities can be assigned to others, but the support role is very hard to hand off. Mr. MacDonald expressed hope that services would be enhanced and concern for involved staff. Mr. Gleason said it is the synergy among staff that raises the possibilities. e MINUTES--Eugene City Council August 31, 1992 Page 7 5:30 p.m. e Ms. Ehrman said that the community needs to hear about the City's reducing departments to six to counter some of the negative perceptions. Councilors praised Mr. Gleason and City staff for their work, and specifically on Eugene Decisions. F. SeDtember MeetinQ Schedule Ms. Bellamy said that the Revenue Committee would report to the council at its September 16 meeting. Councilors agreed to meet on the following dates: September 21, 5:30 p.m. (ED) September 22, 5:30 p.m. (ED) September 23, 11:30 a.m. (ED) September 28, 5:30-7:30 p.m.(ED) The meeting adjourned at 8:45 p.m. Respectfully submitted, y~ e Mic~eal Gleason City Manager (Recorded by Yolanda Paule) cc53031. 082 - MINUTES--Eugene City Council August 31, 1992 Page 8 5:30 p.m.