Agenda & Minutes

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Mayor & Council (View All)

City Council Study Session Agenda and Minutes - Evening

Minutes
Thursday, March 10, 2016

AGENDA
6:00 PM
Medford Room
411 West 8th Street, Medford, Oregon


     1.     Strategic Planning

MINUTES
6:00 PM
Medford Room
411 West 8th Street, Medford, Oregon
                                       
 
 
The Medford City Council Study Session was called to order at 6:04 p.m. in the Medford City Hall Medford Room on the above date with the following members and staff present:
 
Mayor Gary Wheeler; Councilmembers Clay Bearnson, Daniel Bunn, Dick Gordon, Tim Jackle, Eli Matthews*, Michael Zarosinski
 
City Manager Pro Tem Bill Hoke; City Attorney Lori Cooper; City Recorder Karen Spoonts; Finance Director Alison Chan; Interim Chief of Police Randy Sparacino
 
Councilmembers Chris Corcoran and Kevin Stine were absent.
 
*Arrived at 6:06 p.m.
 
Strategic Planning - Finances
Finance Director Alison Chan provided information on City Finance duties. The following are items that they would like to do:
 
  • ERP Project: complex and lengthy
  • Review all controls and change to conform to new system: outcome will be better reporting
  • State mandates are currently manual, such as ADA compliance
  • Evaluate revenue restrictions
 
Questions answered:
 
  • Utility billing system: Ms. Chan stated staging is important. The current utility billing system will be able to talk to the new system. One Solution does not have a Windows based utility billing system at this time. Councilmember Gordon requested that pertaining to utility billing we consider the potential of working with the MWC.
  • Emergency contingency and ability to access dedicated funds: Ms. Chan stated there are state rules pertaining to this but did mention an Interfund loan can be initiated by Council. She also stated that we are switching our p-cards process where we would be able to activate emergency credit cards if necessary.
  • Internal audit capability: met with Jackson County pertaining to their Internal Audit Division.
  • Parks Aquatic Fund: Ms. Chan would like to separate the Parks Dedication Fund into three funds.
  • PERS: Ms. Chan stated that schools are more negatively impacted than other entities but not sure why. The biggest impact is what the stock market does, although we do have a PERS side account but usage is limited by the state.
 
Strategic Planning-Police
Interim Chief of Police Randy Sparacino presented the Strategic Plan created under former Police Chief Mellgren.  He noted he would like their Strategic Plan to drive them and the City Strategic Plan separate. Also presented were the current organization chart and the need to move a CID/Madge Sergeant to an Administrative Sergeant and to add a second Records Supervisor. This would solve the span of control and span of responsibility problems and balance the department.
 
Questions answered:
 
  • Recruiting: Unlike some cities, Medford has not had to offer incentives. We lose most of our police officers to retirement; the best recruiting comes from within. City Manager Pro Tem Hoke stated we are unwilling to lower our standards for applicants. Chief Sparacino stated that by moving the sergeant mentioned above the department would be able to step up the recruiting process, as the load is very heavy for the current employee who is involved in recruiting. Pertaining to ethnic applicants, Chief Sparacino stated that they will be having a Latino Citizen Academy which will be based on relationship building.
  • Needs from Council: Chief Sparacino stated that many departments have battles with their council but that is not so in Medford. He appreciated the support received from Council and stated that the building of the police building has been a big morale booster.
  • Councilmember Bearnson requested the opportunity to participate in the shooting range; Chief Sparacino stated he would invite them to the Milo Room once the police building is complete and active shooting training when available.
 
The next study session will be on Tuesday, March 15 at 6:00 p.m.
 
The meeting adjourned at 7:35 p.m.
 
 
 
 
Karen M. Spoonts, MMC
City Recorder
 
 
 

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