October 13, 2025 Work Session EUGENE CITY COUNCIL AGENDA October 13, 2025

October 13, 2025 Work Session
EUGENE CITY COUNCIL AGENDA
October 13, 2025
5:30 p.m. CITY COUNCIL WORK SESSION
City Council meetings will continue to be held in hybrid format using in person and virtual
meeting technology. Information about online or other options for access and
participation will be available at https://www.eugene-or.gov/3360/Webcasts-and-
Meeting-Materials
Meeting of October 13, 2025;
Her Honor Mayor Kaarin Knudson Presiding
Councilors
Greg Evans, President 	Lyndsie Leech, Vice President
Eliza Kashinsky 	Matt Keating
Jennifer Yeh 	Alan Zelenka
Mike Clark 	Randy Groves
5:30 p.m. CITY COUNCIL WORK SESSION
1. 	WORK SESSION: Police Commission Annual Report and Work Plan
2. 	WORK SESSION: City Council Operating Agreements
The Eugene City Council welcomes your interest in these agenda items. This meeting location is wheelchair-accessible. For the
hearing impaired, an interpreter can be provided with 48 hours' notice prior to the meeting. Spanish-language interpretation will also
be provided with 48 hours' notice. To arrange for these services, contact the receptionist at 541-682-5010. City Council meetings
are telecast live on Metro Television, Comcast channel 21, and rebroadcast later in the week.
El consejo de la Ciudad de Eugene agradece su interés en estos asuntos de la agenda. El lugar de la reunión tiene acceso para sillas
de ruedas. Se puede proveer a un intérprete para las personas con discapacidad auditiva si avisa con 48 horas de anticipación.
También se puede proveer interpretación para español si avisa con 48 horas de anticipación. Para reservar estos servicios llame al
541-682-5010. Las reuniones del consejo de la ciudad se transmiten en vivo por Metro Television, Canal 21 de Comcast y son
retransmitidas durante la semana.
For more information, contact the Council Coordinator at 541-682-5010,
or visit us online at www.eugene-or.gov.

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October 13, 2025 Work Session – Item 1
E UGENE C ITY C OUNCIL
A GENDA I TEM S UMMARY
Work Session: Police Commission Annual Report and Work Plan
Meeting Date: October 13, 2025 	Agenda Item Number: 1
Department: Eugene Police Department 	Staff Contact: Klaree Boose
www.eugene-or.gov 	Phone: 541-682-5783
ISSUE STATEMENT
Biennially, the City Council meets with leadership of the Police Commission and the staff liaison to
review its past work, and to discuss its upcoming work plan; however, a report is submitted
annually by ordinance. This agenda item is to provide Council with an opportunity to review the
Fiscal Year (FY) 2025 Annual Report and FY 2026 and FY 2027 Biennial Work Plan. Council will be
asked to approve the proposed FY 2026 and FY 2027 Biennial Work Plan.
BACKGROUND
Leadership from the Police Commission will present to Council the FY 2025 Annual Report and
proposed FY 2026 and FY 2027 Work Plan and request a motion to approve the FY 2026 and FY
2027 Work Plan.
The City Council approved the FY 2024-FY 2025 Work Plan during their July 19, 2023, Council Work
Session. Since then, the Police Commission has been working steadily on their FY 2024-FY 2025
Work Plan which consists of ten priority areas of focus, nine parking lot items, and eight potential
items to discuss as time allows, which were identified during their biannual work retreat on May 6,
2023.
In addition to the work being done on the Work Plan, the Police Commission continues to focus on
four areas: to provide input on policies that reflect community values, identify police policy and
resource issues related to preferred policing alternatives, increase communications between the
community and the police, to decrease misunderstandings regarding nature of adopted police
policies, and to assist City Council and City Manager in balancing priorities and resources by
advising on police resource issues.
RELATED CITY POLICIES
Eugene Code 2.368(4) requires the Police Commission to submit its yearly annual report and
proposed work plan for review and approval by the City Council.
The City of Eugene Strategic Plan outlines direction and organizational priorities for the 2023-2026
period. The strategic plan identifies four key focus areas: Urgent Community Needs, Culture of
Belonging, Communication and Outreach, and Organizational Wellbeing.
High Impact Action: Continue to pursue and support policies, practices, and procedures that
advance overall worker wellbeing, including flexibility in meeting employee needs due to the
changing workplace and moving toward sustainable workloads.
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October 13, 2025 Work Session – Item 1
PREVIOUS COUNCIL DIRECTION
July 19, 2023 Work Session
Councilor Groves, seconded by Councilor Keating, moved to approve the Police Commission FY
2024 and Fiscal Year 2025 (FY 2025) Work Plan.
Passed 7:0
Councilor Groves, seconded by Councilor Keating, moved to extend the timeline on the Law
Enforcement Mental Health and Wellness Committee for two years.
Passed 7:0
October 16, 2024 Work Session
Police Commission Leadership presented the FY 2024 Annual Report to City Council.
COUNCIL OPTIONS
Council could:
1. 	Approve the proposed FY 2026 and FY 2027 Work Plan as presented in Attachment A.
2. 	Approve the work plan with changes.
3. 	Request changes to the work plan before approval.
CITY MANAGER’S RECOMMENDATION
The City Manager recommends approval of the FY 2026 and FY 2027 Work Plan.
SUGGESTED MOTION
Move to approve the Police Commission FY 2026 and FY 2027 Work Plan as presented in
Attachment A.
ATTACHMENTS
A. 	Police Commission FY 2025 Annual Report and FY 2026 - FY 2027 Biennial Work Plan
FOR MORE INFORMATION
Staff Contact: 	Klaree Boose, Strategic Initiatives Manager
Telephone: 	541-682-5783
Staff E-Mail: 	kboose@eugene-or.gov
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www.eugene-or.gov/policecommission
For more information about the Eugene Police Commission, please contact:
Holly Mathews, AIC Police Commission Staff Liaison
Phone: 541-682-5852
Email: hmathews@eugene-or.gov
City of Eugene
Police Commission
FY 2025 Annual Report
and FY 2026-FY 2027
Biennial Work Plan
Attachment A
October 13, 2025 Work Session - Item 1
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Eugene Police Commission FY 2025 Annual Report
Table of Contents
Introduction .......................................................................................................................... 3
Working Together ................................................................................................................. 4
FY 2024 and FY 2025 Overview ............................................................................................ 6
Work Completed in FY 2025.................................................................................................. 7
FY 2026 and FY 2027 Biennial Work Plan............................................................................ 17
Conclusion .......................................................................................................................... 18
City of Eugene taken from atop Skinner’s Butte
Attachment A
October 13, 2025 Work Session - Item 1
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Police Commission Annual Report FY 2025| 3
Introduction
Background and Objectives
The Eugene Police Commission is a twelve-member volunteer body that acts in an advisory capacity to the city
council, city manager, and police chief on police policy and resource issues. The Commission’s enabling municipal
code, 20136 adopted in December of 1998, requires that it develop a work plan for City Council for review and
approval. In 2013, the Commission moved to a biennial work plan, with the understanding of presenting an annual
report to City Council each year.
As outlined in Municipal Code 2.368(4)(a), the objectives of the Eugene Police Commission are to:
1) 	To increase communications between police and the community, leading to a greater understanding of the
preferred policing alternatives for this city;
2) 	To identify police policy and resource issues related to preferred policing alternatives;
3) 	To decrease misunderstandings regarding the nature of adopted police policies, practices, and approaches;
4) 	To provide input on police policies and procedures that reflect community values; and;
5) 	To assist the City Council in balancing community priorities and resources by advising on police resource
issues.
Police Commission Mission Statement
The Police Commission recommends to the city council, the city manager, the police department, and the people,
the resources, preferred policing alternatives, policies, and civilians’ responsibilities needed to achieve a safe
community. We strive to create a climate of mutual respect and partnership among people and between people
and the police department that helps to achieve safety, justice, and freedom for all people.
Attachment A
October 13, 2025 Work Session - Item 1
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Police Commission Annual Report FY 2025| 4
Working Together
Eugene Police Commission Members (During FY 2025)
• 	Jensina Hawkins, Chair
• 	Sean Shivers, Vice chair
• 	Emeilia Foulkes
• 	Alan Leiman
• 	Jacy Price
• 	Tina Thorson
• 	Jack Radey
• 	William Parham
• 	Dr. Silky Booker, Human Rights Commission Liaison (vacant position was filled by John Bradley in
June 2025)
• 	Clay Neal, Civilian Review Board Liaison
• 	Jennifer Yeh, Councilor Liaison
• 	Alan Zelenka, Councilor Liaison (position was replaced by Councilor Randy Groves January 2025)
Police Commission members from left to right (front row): Chair Jensina Hawkins,
Councilor Jennifer Yeh, Councilor Randy Groves, Emeilia Foulkes, and Clay Neal.
Back row, left to right: Alan Leiman, Vice chair Sean Shivers, Jack Radey and Chief
Chris Skinner (guest of the commission).
Attachment A
October 13, 2025 Work Session - Item 1
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Police Commission Annual Report FY 2025|5
Changes in Membership
During FY 2025, the Police Commission experienced several changes in membership.
On July 1, 2024, Clay Neal joined the police commission as the new Civilian Review Board (CRB) Laision, replacing Alan
Leiman, who was appointed as a police commission member (no longer serving as the CRB Laision).
In January 2025, Commissioners Jacy Price and Tina Thorson moved from Eugene and therefore could not fulfill their
four-year terms which were set to expire on June 30, 2027, and June 30, 2028, respectively.
In May 2025, Commissioner William Parham resigned from their position and could not fulfill their term which was
set to expire on June 30, 2027.
On June 10, 2025, John Bradley was appointed by City Council as the new Human Rights Commission Laision filling the
vacancy left by Dr. Silky Booker in February 2025.
Despite losing four integral members, the commission was able to meet quorum and continue to proactively work on
their FY 2025 priorities.
Meetings
During FY 2025 (July 1, 2024, to June 30, 2025), the Police Commission met nine times. The Police Commission does
not meet during the month of August, to allow the commission members a summer break. In addition, the
commission chose not to meet on November 14, 2024, to allow commission members and City of Eugene staff to
attend Mayor Lucy Vinis’ retirement ceremony.
The Police Commission uses a hybrid meeting method with some members attending in person at the Eugene Police
Department in the Kilcullen Classroom, while other members join virtually through Zoom. In accordance with Oregon
Public Records Law, all meetings during the FY 2025 year were made available to the public. The public is welcome to
attend in person or virtually. A recording of each meeting along with meeting minutes can be found on the Eugene
Police Commission’s webpage.
In addition, the chair, vice-chair, and staff liaison meet on a quarterly basis with the mayor and city manager to
provide an update on the work the Police Commission is doing and allow for any questions and or recommendations
the mayor and city manager may have for the commission.
Left to right: Chair Jensina Hawkins,
former Mayor Lucy Vinis, and Vice
chair Sean Shivers. November 2024
Attachment A
October 13, 2025 Work Session - Item 1
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Police Commission Annual Report FY 2025|6
FY 2024 and FY 2025 Overview
FY 2024 and FY 2025 Work Plan and Priorities
The following items were identified and defined during the May 6, 2023, Police Commission Retreat as areas of
focus for the next two-year work plan. The items are prioritized from top to bottom with the intent to remain
flexible to support emerging community and law enforcement issues.
Eugene Police Commission Work Plan FY 2024 and FY 2025
Order 	FY 2024 & 2025 Commission Community Issues and Priorities 	Weighted
Top 10
1.	
Virtual Policing – overview of new software program 	8
2.	
Mutual Aid (Policy 107) – review and discuss 	7
3.	
Downtown Safety – staffing and presence 	7
4.	
Discipline Matrix – employee retention 	7
5.	
Recruitment and Retention (DEI) – promotional development 	6
6.	
Ad Hoc Committee on Police Policy –update 	5
7.	
Communications with Persons with Disabilities (Policy 370) –review and
discuss
5
8.	
Employee Performance Evaluations – how often are they being done? Are
lateral police officer candidates’ prior performance evaluations reviewed during the
hiring/background phase?
5
9.	
Strike and Labor Disputes (Policy 313) –review and discuss 	4
10.	
Emergent technology – review and discuss 	4
Order 	FY 2024 & 2025 Commission Community Issues and Priorities 	Weighted
Parking lot items
11.	
Internal EPD budget review – funding for recruitment and employee
wellness 3
12.	
Limited English Proficiency Services – diversity, equity, and inclusion 	3
13.	
Employee Assistance Program – law enforcement mental health and
wellness 3
14.	
Mental Health Crisis Response (Policy 418) –review and discuss 	3
15.	
Welfare checks –review and discuss 	3
16.	
Qualified Immunity –review and discuss 	3
17.	
Uniforms (DPSST Numbers) –review and discuss 	3
18.	
Officer Response to Calls (Policy 416) –review and discuss 	3
19.	
Searches and Inventories of Detained Persons (Policy 702) –review and
discuss 3
Order 	FY 2024 & 2025 Commission Community Issues and Priorities 	Weighted
Potential items to discuss as time allows
20.	
Hate Crimes–review and discuss 	2
21.	
No Stop Citations–alternatives to [traffic] and stopping individuals 	2
Attachment A
October 13, 2025 Work Session - Item 1
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Police Commission Annual Report FY 2025|7
Work Completed in FY 2025
Scope of Work
The Police Commission identified ten areas of focus to work from on their FY 2024 and FY 2025 Work Plan, with
nine areas deemed parking lot items, and eight items identified as potential items to discuss as time allows.
As of June 30, 2025, thirteen areas of focus have been deemed completed and three remain in progress, with one
emerging topic, Drones as First Responders, still in progress.
The spreadsheet on the next page captures the work accomplished by the Police Commission in FY 2025.
22.
Call Center Policy and Procedure Prioritization–reviewing appropriate
response level and how it is determined during calls for service 2
23.	
Gender Inclusivity (DEI) –promotions and recruitment 	2
24.	
EPEA Contract Review 	2
25.	
Flexible Restraint Devices (Policy 806) –review and discuss 	2
26.	
Storage of Prisoner Property (Policy 703) –review and discuss 	2
27.	
Non-criminal Detox (Policy 311) –review and discuss 	1
Police Commission members along with Mayor Knudson and Chief
Skinner during the May 8, 2025, work retreat to develop the FY 2026 and
FY 2027 Biennial Work Plan.
Attachment A
October 13, 2025 Work Session - Item 1
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Police Commission Annual Report FY 2025|8
FY 2024-FY 2025 Police Commission Work Plan (July 1, 2023, to June 30, 2025)
Status 	Commission Community Issues
and Priorities
Date 	Work Performed 	Outcome
Complete 	1
Virtual Policing (overview of
new software program) 	10/12/2023
Overview of MyPDConnect with
Chief Skinner and CSO Supervisor.
Colin Woolston
Received overview of MyPDConnect
Complete 	2 	Mutual Aid Policy 107 	3/13/2025 Review with overview from Chief
Skinner
3/13/25: Chief Skinner provided an
overview of the policy.
Complete 	3 Downtown Safety (staffing and
presence) 10/12/2023 Chief Skinner provided an
overview of staffing,
Received overview of downtown safety
model (safety, cleanliness, & activity),
along w/the new co-responder model,
Yellow Jackets (EPD volunteers), and
staffing/officer coverage (including new
Downtown Incident Commander).
Complete 3
&10
Downtown cameras/Policy
1210 Public Safety Cameras
11/9/2023,
01/11/2024,
02/08/2024,
4/11/2024,
05/09/2024
DC Adams addressed questions
regarding the use of cameras in
the downtown as well as other
areas; reviewed Policy 1210
Public Safety Cameras
Received overview of how and why
cameras are used in downtown Eugene
as well as other areas of Eugene. Initial
review of Policy 1210. 5/9/24: the
commission recommended to Chief
Skinner the following edits to Policy
12.10: Signage will be posted
conspicuously at eye level to inform the
public the area is being observed for
public safety purposes.
The EPD public safety cameras will not
be used in conjunction with any facial
recognition software. Each camera
system will store up to 90 days of rolling
data
Complete 	4 	Discipline Matrix 	3/13/2025 Review with overview from Chief
Skinner
3/13/25: Chief Skinner provided an
overview of EPD’s discipline matrix.
Complete 	5
Recruitment and Retention
(DEI) (promotional
development)
1/11/2024,
02/08/2024,
5/9/2024
Sgt. Kara Williams presented a
PowerPoint covering EPD
recruitment, retention, and
promotional development.
1/11/24: Received overview of how
EPD recruits and what the hiring
process entails; retention, and
promotional development. 2/8/24:
Discussed email from former female
EPD officer--Chief Skinner addressed
the email and the commission's
concerns.
5/9/24: The commission passed a
motion by
Commissioner Lemons to recommend
to City Council that EPD seek out an RFP
to have an independent cultural audit
from a consulting firm specialized in
bias and workplace conduct that also
has experience with police. The Police
Commission recommended the
contract for the audit to be executed by
December 31, 2024.
In progress 	6 Ad Hoc Committee on Police
Policy TBD
The commission seeks an update
from the City of Eugene on the
work and next steps of the Ad
Hoc Committee on Police Policy.
Attachment A
October 13, 2025 Work Session - Item 1
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Police Commission Annual Report FY 2025|9
Status 	Commission Community
Issues and Priorities
Date 	Work Performed 	Outcome
Complete 	7 Communications w/Persons
w/Disabilities Policy 370
10/10/2024,
12/12/2024,
1/9/2025
Reviewed Communications
w/Persons w/Disabilities Policy
370
10/10/24: Reviewed Policy 370. Panel
members included Larry Craig and
Linda Phelps who are members of
Mobility International, USA. 12/12/24:
continued review of policy to bring
back in January 2025. 1/9/25: Sgt.
Barrong brought an updated copy of
the policy with the recommended
changes proposed by the commission.
Both Larry Craig and Linda Phelps
provided their input via email. The
commission approved the final
recommended edits.
Complete 	8 Employee Performance
Evaluations 1/11/2024
Received an overview of how
EPD recruits and what the hiring
process entails; retention and
promotional development to
include performance evaluations.
1/11/2024: Sgt. Kara Williams with
EPD’s Recruitment Team, provided an
overview of how EPD recruits, the
hiring process, and retention and
promotional development to include
performance evaluations.
Complete 	9 Strike and Labor Disputes
Policy 313
7/22/2024,
1/9/2025
Reviewed Strike and Labor
Disputes Policy 313
7/11/24: Reviewed Strike and Labor
Disputes Policy 313. Chief Skinner and
Sgt. Barrong addressed questions and
provided feedback to the commission.
1/9/2025: Sgt. Barrong provided an
updated version of the policy to reflect
feedback/recommendations from the
commission. The commission
discussed and made their final
recommendation to the policy.
In progress 	10 Emerging Technology Policy
1206 4/10/2025 Initial review of Emerging
Technology 1206
4/10/25: the commission reviewed
policy 1206 and provided edits to
include a reordering of bullets in
section 1206.3. The commission made
a motion to table further review until
proposed edits were inserted into the
draft policy.
Complete 	12 Limited English Proficiency
Services Policy 368 4/10/2025 	Review policy and discuss
4/10/25: the commission requested to
review this policy about diversity,
equity, and inclusion. Minor revisions
were recommended.
Complete 	14 Mental Health Crisis and
Response Policy 418
12/12/2024,
3/13/2025 Initial review of policy 418
12/12/24: initial review of policy 418.
It was suggested to be brought back in
January 2025 so that a subject matter
expert from the Crisis Intervention
Training (CIT) program can be present.
3/13/25: Officer Rankin provided an
overview of the Co-responder Program
and answered questions from the
commission. Minor revisions were
recommended to the policy.
Attachment A
October 13, 2025 Work Session - Item 1
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Police Commission Annual Report FY 2025|10
Status 	Commission Community
Issues and Priorities
Date 	Work Performed 	Outcome
Complete 	15 Welfare Checks Policy 307 12/12/2024,
2/13/2025 Initial review of policy 307
12/12/24: The commission was
provided with information about
community caretaking case law in
Oregon. The commission requested to
bring this subject back in January 2025
to review further. 2/13/25: Continued
review of policy 307. It was moved to
approve policy as is with removal of
gender language and improvement of
formatting.
In progress 	19 Searches and Inventories of
Detained Persons Policy 702 6/12/2025 	Initial review of policy 702
6/12/25: The commission reviewed
policy 702 and approved a motion to
further review the policy later once
proposed changes were in a draft
form.
In progress 	26 Storage of Prisoner Property
Policy 703 6/12/25 	Initial review of policy 703
6/12/25: The commission reviewed
policy 702 and approved a motion to
further review the policy at a later
date once proposed changes were in a
draft form.
Status 	Emergent Issues 	Date 	Work Performed 	Outcome
Complete 	A Review Police Commission
bylaws & mission statement 7/13/2023 Reviewed bylaws and mission
statement
Changes were made to the bylaws and
mission statement in adherence with
COE boards and commissions
ordinances
Complete 	B 	Internal Affairs Annual Report 	9/12/2023
Presentation of the Internal
Affairs 2022 Annual
Report with Cindy Coleman, AIC
Professional Standards Manager
Yearly review of annual report
Complete 	C 	Police Auditor's Annual Report 	9/12/2023
Presentation of the Independent
Police Auditor's
2022 Annual Report with Leia
Pitcher, Police Auditor
Yearly review of annual report
Complete 	D 2022 Hate and Bias Crimes
Annual Report 11/9/2023
Presentation of 2022 Hate and
Bias Crimes Annual Report with
Drae Charles
Yearly review of annual report
Complete 	E Demond Hawkins, NAACP Lane
County President 11/9/2023 Met Demond Hawkins, NAACP
Lane County President
Introduction and learned of NAACP of
Lane County's mission and current
community issues within the BIPOC
community
Complete 	F Constantin Severe, Public
Safety Advisor, State of Oregon 12/14/2023 Met Constantin Severe, Public
Safety Advisor, State of Oregon
Constantin shared what his position is,
Governor Kotek's public safety priorities
for 2024, and answered Q&A.
Complete 	G Procedure 12.18 Naloxone
(Narcan)
12/14/2023,
05/09/2024,
6/13/2024
Reviewed Procedure 12.18
Naloxone (Narcan)
12/14/23: Chief Skinner gave an
overview of Procedure 12.18 Naloxone
(Narcan) as well as how often officers
administer Narcan daily, and that public
safety officers are not required to carry
Narcan. 5/9/24: Interim Chair Hawkins
requested a second review of
Procedure 12.18 to allow for more
discussion. As a result, the commission
Attachment A
October 13, 2025 Work Session - Item 1
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Police Commission Annual Report FY 2025|11
Policies and Procedures Reviewed
The Police Commission reviewed the following policies and/or procedures in FY 2025:
• 	Policy 313 Strike and Labor Disputes
• 	Policy 370 Communications with Persons with Disabilities
• 	Policy 418 Mental Health and Crisis Response
recommended the following to Chief
Skinner: add verbiage at the end of the
section under section 12.18.2 b.
Issuance and Use that each EPD user
will be equipped with no fewer than
two active doses of Narcan. 6/13/24:
Update to
recommendation that Naloxone be kept
in officers’ duty bags during their shift
due to the need for Naloxone to be
stored at safe temperatures between
68 degrees F and 77 degrees F.
Complete 	H Independent Police Auditor's
Role 3/14/2024
Overview of the Independent
Police Auditor's Role in reviewing
personnel complaints (EPD
employees)
Leia Pitcher explained her role when
receiving personnel complaints such as
the complaint from former EPD Officer
Kirsten Cardwell.
Complete 	I Policy 1015 Special Teams, Ad-
hoc, AIC Assignments 3/14/2024 	Reviewed Policy 1015 	Discussion.
Complete 	J 	Cultural Audit of EPD 4/11/2024,5/9/2024,
1/9/25
Discussion of what a cultural
audit of EPD would
encompass/look like, and where
the recommendation should go
(City Council or Chief Skinner).
Work is in conjunction with priority
number 5 Recruitment and Retention
(DEI) (promotional development).
1/9/25: Chief Skinner provided an
update on the culture audit to include
an overview of outcomes and areas of
focus.
Complete 	K 	Review of Policy Process 	7/11/2024
Sgt. Barrong gave an overview of
how police policies and
procedures are created,
reviewed, and revised. An
overview of police accreditation
was also provided.
The commission received an overview
of how police policies and procedures
are created, reviewed, and revised, as
well as the role of the police
commission in police policy and
procedure revision.
Complete 	L 	Internal Affairs Annual Report 	9/12/2024
Presentation of the Internal
Affairs 2023 Annual Report with
Cindy Coleman, Professional
Standards Manager
Yearly review of annual report
Complete 	M 	Police Auditor’s Annual Report 	9/12/2024
Presentation of the Independent
Police Auditor’s 2023 Annual
Report with Leia Pitcher, Police
Auditor
Yearly review of annual report
In
progress N
Drones as First Responders and
review Policy 908 Drone Team
and 908A Drone Team
Appendix A
1/9/2025,
2/13/2025
Presentation on drones as first
responders by Sgt. Kyle Willams,
Drone Team
1/9/2025: The commission had an
opportunity to ask questions of Sgt.
Williams, with EPD’s Drone Team, and
conducted an initial review of policy
908 Drone Team and 908A Drone Team
Appendix A. 2/13/25: Continuation of
reviewing polices 908 and 908A.
Attachment A
October 13, 2025 Work Session - Item 1
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Police Commission Annual Report FY 2025|12
• 	Policy 307 Welfare Checks
• 	Policy 908 Drone Team and 908A Drone Team Appendix A
• 	Policy 1206 Emerging Technology Considerations
• 	Policy 368 Limited English Proficiency Services
• 	Policy 702 Searches and Inventories of Detained Persons
Highlights of Work Performed
Communications with Persons with Disabilities:
For the October 12, 2024, police commission meeting, Larry Craig and Linda Phelps, members of Mobility
International, USA, provided professional input to the commission for the review of policy 370 Communications with
Persons with Disabilities.
The commission continued the review of policy 370 Communications with Persons with Disabilities during the
December 12, 2024, meeting as well as the January 9, 2025, meeting. For the final proposed edits to the policy, the
commission requested Larry Craig and Linda Phelps to provide additional input by email.
The proposed edits to policy 370 were approved by the Chief of Police and enacted on January 22, 2025.
Drones as First Responders:
At the January 9, 2025, police commission meeting, Sgt. Kyle Williams with the Eugene Police Department’s Drone
Team, served as a subject matter expert to the commission during the discussion of drones as first responders and
review of Policy 908 Drone Team and Policy 908A Drone Team Appendix A. This policy was last reviewed/updated on
April 24, 2019.
Sgt. Williams provided a thorough and engaging PowerPoint presentation to include a video on how drones operate
by trained and licensed EPD drone operators.
As of June 30, 2025, the proposed edits to policy 908 Drone Team and 908A Drone Team Appendix A are on hold due
to likely legislative changes at the state level for the use of drones by law enforcement.
Mental Health Crisis Response:
Mental Health and Crisis Response Policy 418 is listed as number 13 on the Police Commission’s FY 2024 and FY 2025
Work Plan. This policy was last reviewed by the Commission on September 10, 2015.
In April of 2024, Eugene Police established a Co-Responder program that paired a trained Lane County Behavioral
Health staff and a Eugene Police Officer to work in the downtown core.
During the March 13, 2025, commission meeting, Officer Bo Rankin with EPD’s Crisis Intervention Team provided an
in-depth overview of the co-responder program. The program operates as an outreach to people downtown as well
for response calls for assistance related to the provision of services needed. The Co-responder program works with
treatment teams with the goal of engaging people on the street who need mental health services.
Officer Rankin provided examples to the commission of typical interactions with individuals with the hope of
providing them with initial and on-going mental health and substance abuse services.
Attachment A
October 13, 2025 Work Session - Item 1
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Police Commission Annual Report FY 2025|13
Following Officer Rankin’s presentation and further discussion, the commission proposed minor edits to policy 418 to
the Chief of Police and is currently under review by the Policy Analysis and Development Sergeant.
Noteworthy Presentations and Guests
Throughout FY 2025, the Police Commission had the opportunity to receive noteworthy presentations from City of
Eugene staff and experts from the community.
At the request of the police commission, Policy Analysis and Development Sergeant Julie Barrong provided a
PowerPoint presentation of how police policies and procedures are created, reviewed, and revised during the July 11,
2024, meeting. Sgt. Barrong also provided an overview of the accreditation process through Northwest Accreditation
Alliance.
During the September 12, 2024, police commission meeting, the Independent Police Auditor presented the 2023
Independent Police Auditor’s Annual Report. In addition, the Eugene Police Department’s Professional Standards
Manager presented the Internal Affairs 2023 Annual Report. The police commission had the opportunity to ask
questions and seek additional information.
At the May 8, 2025, police commission work retreat, Mayor Kaarin Knudson introduced herself to the commissioners
and provided them with a summary of the City of Eugene’s direction to help guide the brainstorming discussion of
community issues and priorities to include in the FY 2026 and FY 2027 Work Plan.
Mayor Knudson (seated on the right between Chair Jensina Hawkins and
Commissioner Jack Radey), attending the May 8, 2025, Police Commission
Work Retreat.
Attachment A
October 13, 2025 Work Session - Item 1
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Police Commission Annual Report FY 2025|14
Community Outreach
The Police Commission continually seeks opportunities to connect with the Eugene community. Several outreach
opportunities arose in FY 2025:
• 	The Asian Celebration
• 	PRIDE in the Park
• 	National Night Out (Chair Hawkins was selected to throw out the first pitch)
• 	Black Cultural Festival
• 	MLK Jr. March
During public outreach events such as the Asian Celebration and PRIDE in the Park, the Police Commission partners
with City of Eugene to staff a booth. Police Commission members are provided with promotional materials such as
brochures about the Police Commission and whistle/flashlight safety keychains to pass out to
event participants.
MLK, JR. March and Celebration.
Left to right: Chair Jensina
Hawkins, Community Engagement
Specialist Janina Rager, and
Demond Hawkins, President of
Eugene Springfield NAACP.
National Night Out. Left to right: Janina
Rager, Community Engagement
Specialist, and Chair Jensina Hawkins
National Night
Out. Chair
Jensina Hawkins
throwing out the
first pitch.
Black Cultural Initiative event. Left to
right: Commissioner Silky Booker and
Chair Jensina Hawkins
Asian Celebration. Left to right:
Chair Jensina Hawkins and
Commissioner Jack Radey
PRIDE in the Park. Left to
right: Councilor Jennifer Yeh
and Chair Jensina Hawkins
Attachment A
October 13, 2025 Work Session - Item 1
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Police Commission Annual Report FY 2025|15
Educational Opportunities
On November 2, 2024, Chair Jensina Hawkins and Commissioner Emeilia Foulkes attended the
Bystander/Upstander Workshop provided by the City of Eugene’s Office of Equity and Engagement and
Eugene/Springfield SURJ (Showing Up for Racial Justice). The workshop provided training on how and when to
intervene when someone is being harassed in a hateful way without escalating the situation. The workshops
included lectures, video, demonstration, and break out room scenarios.
From March 2025 through May 2025, Chair Jensina Hawkins and Commissioner Emeilia Foulkes attended the
Eugene Police Department’s Citizens Police Academy. The academy is ten-week program with classes held each
week and on three additional Saturdays. The academy isn’t designed to train individuals to be police officers, but
rather to educate those who wish to learn about their community’s police department.
Citizen Police Academy participants learn about a variety of topics within the police department such as
organization overview, police officer training, budget, recruiting, crime statistics, K-9 Unit, SWAT Team, Traffic
Safety Unit, Forensics and Property Control Units, Central Lane 911 Center, Explosives Disposal Unit, Drone Team
and more. Students learn about De-Escalation, Crisis Intervention and Defensive Tactics, and get to drive a police
car on the Emergency Vehicle Operations Course and be given the opportunity to shoot a police firearm at the
range. The academy also included a tour of the Lane County Jail.
Chair Jensina Hawkins and
Commissioner Emeilia Foulkes attend
the Bystander/Upstander Workshop,
November 2024
Chair Jensina Hawkins and Commissioner Emeilia
Foulkes taking turns driving a police car during the
Citizens Police Academy, Spring 2025
Chair Jensina Hawkins and Commissioner Emeilia
Foulkes proudly display their graduation certificates
from the Eugene Police Citizens Police Academy,
May 2025
Attachment A
October 13, 2025 Work Session - Item 1
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Police Commission Annual Report FY 2025|16
Law Enforcement Mental Health and Wellness Subcommittee
The Law Enforcement Mental Health and Wellness Subcommittee (LEMHW) was created in February 2023. Its
purpose is to research, develop, and recommend new or improved policies and/or procedures to help the
department foster viable wellness and mental health initiatives for all employees at the Eugene Police department.
During FY 2025, the LEMHW Subcommittee was chaired by Jensina Hawkins and later in the year by Jack Radey.
Other Police Commission members included Dr. Silky Booker, Jacy Price, William Parham, and Emeilia Foulkes.
The subcommittee met seven times using Zoom as a preferred meeting place. The meetings took place on the first
Thursday of each month from 12:00-1:00 p.m. and then later switched to an evening to better accommodate
subcommittee work schedules.
In accordance with Oregon Public Records Law, all LEMHW meetings during the FY 2025 year were made available to
the public. The public was welcomed to attend the meetings virtually on Zoom. A recording of each meeting along
with meeting minutes can be found on the Eugene Police Commission’s webpage.
Overview of LEMHW Subcommittee’s Work
Law enforcement is a unique and high-stress occupation that often places officers in situations that can have
strong and lasting effects on their mental, emotional, and physical state. Historically, law enforcement culture in
this country has been resistant to dealing with this fact and its effects. It was considered a hard job, and if you
weren’t hard enough to take it, maybe you shouldn’t be in the field. More recently there has been widespread
recognition that this is a self-defeating view, that officer’s mental, emotional and physical wellbeing is a valuable
asset and requires investment in maintenance; failure to do so can lead to bad outcomes for the individual officers,
for their families, for the department, and for the residents of the city they serve.
The subcommittee spent the first portion of its mandate doing extensive study of the various programs the EPD
has for addressing officer wellness. This included intense discussion of the workings of the Peer Support and
Resiliency Team (PSRT), now comprising fully 10% of the department. The subcommittee’s first chair, Jensina
Hawkins, traveled to Portland to do a ride along and to study what procedures Portland has implemented to
support LEMHW.
In FY 2025, the subcommittee faced problems with membership turnover and staff turbulence. However, after
assembling the policies of six other police departments (Portland, Hillsboro, Beaverton, Bend, Salem, and Seattle)
for study, we have concluded the following:
1) Eugene has implemented several programs supporting officer mental and physical health and wellness but has
no overarching written policy pulling them all together. The subcommittee recommends that such a policy be
drawn up. Excellent work by Policy Analysis and Development Sergeant Allison Jordan drew up a draft covering the
purpose and scope of the policy, the question of coordination of and responsibility for the program, the various
wellness programs – PSRT, exercise, Employee Assistance Program, chaplain program, support dog program, and
ongoing education regarding LEMHW topics. The draft policy is Law Enforcement Mental Health and Wellness
(1021).
2) In addition, two more important areas of policy are under discussion, and we aim to have in draft policy form by
late summer at the latest. These are the question of an EPD-employed qualified mental health professional, which
is in the process of being established, and the question of the use of administrative leave for officers subject to
Attachment A
October 13, 2025 Work Session - Item 1
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Police Commission Annual Report FY 2025|17
either critical incident stress or accumulated stress that interferes with their ability to perform their duties. This
latter point will require discussions beyond the Police Commission and should include the office of the chief, the
unions, the city attorney’s office, and mental health professionals.
FY 2026 and FY 2027 Biennial Work Plan
Identifying Priorities
The Police Commission met on May 8, 2025, to develop their FY 2026 and FY 2027 Biennial Work Plan. The
commission identified ten community issues and priorities as areas of focus. The items are prioritized from top to
bottom with intent of remaining flexible to support emerging issues. Subsequently, ten items were identified as
parking lot items (items not considered a priority but equally important to discuss).
Order 	FY 2026 & 2027 Commission Community Issues and Priorities 	Weighted
Top 10
1.	
Immigration Law (Policy 305) – review and discuss 	12
2.	
Police STOPS (Policy 402) – review and discuss 	9
3.	
Sexual Assault (Procedure 3.4) and Stalking Incidents (Procedure 3.6) – review at the
request of public
9
4.	
Trespass Letter of Consent (Policy 411) – Housing Support Officer process 	6
5.	
Non-criminal Detoxification (Policy 311) – review and discuss 	5
6.	
Special Teams, Ad-hoc, AIC Assignments (Policy 1015) –review and
discuss
5
7.	
Domestic Violence and Restraining Orders (Policy 320) – review at the request of
public
4
8.	
DUII (Procedure 4.11)–review and discuss 	3
9.	
Auditor Discipline Outcomes – discuss 	3
10.	
Flexible Restraint Device (Policy 806)– review and discuss 	3
Order 	FY 2026 & 2027 Commission Community Issues and Priorities 	Weighted
Parking lot items
11.	
Searches and Inventories of Detained Persons (Policy 702)—review and discuss 	2
12.	
Storage of Prisoner Property (Policy 703) – review and discuss 	2
13.	
Control Holds and Handcuffing (Policy 808) – review and discuss 	2
14.	
Yearly Mental Health Evaluations for Officers –discuss 	2
15.	
Community Safety Payroll Tax –discuss 	2
16.	
Arrests (Policy 300) –review and discuss 	1
17.	
Edged Weapons (Policy 813) –review and discuss 	1
18.	
Audio/Video (Policy 1202) –review and discuss 	1
19.	
Spit Hoods (Policy 811) –review and discuss 	1
20.	
License Plate Readers (Policy 1204) –review and discuss 	1
Attachment A
October 13, 2025 Work Session - Item 1
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Police Commission Annual Report FY 2025|18
Conclusion
The Police Commission takes their role seriously and mindfully in creating a climate of mutual respect and
partnership between the community and the Eugene Police Department to help achieve safety, justice, and trust
for all people in Eugene.
Moreover, the Commission appreciates the support of the City Council, Mayor, City Manager, and the Chief of
Police, and looks forward to addressing police policies and procedures that reflect a healthy, transparent, and safe
balance between the Eugene Police Department and the community.
The Police Commission looks forward to the work set forth for them as outlined in the FY 2026 and FY 2027
biennial work plan.
Attachment A
October 13, 2025 Work Session - Item 1
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October 13, 2025 Work Session – Item 2
E UGENE C ITY C OUNCIL
A GENDA I TEM S UMMARY
Work Session: City Council Operating Agreements
Meeting Date: October 13, 2025 	Agenda Item Number: 2
Department: Central Services 	Staff Contact: Katie LaSala
www.eugene-or.gov 	Phone: 541-682-5882
ISSUE STATEMENT
This is an opportunity for Council to review and discuss several administrative updates to the City
Council Operating Agreements. Staff will also present for Council’s consideration proposed topics
and changes requested by councilors since the last update to the operating agreements.
BACKGROUND
The City Council Operating Agreements document guides how Council conducts its business
(Attachment A). The Council regularly reviews the Operating Agreements to determine whether any
changes are needed. Amendments to the Operating Agreements must be adopted by resolution. At
this work session, staff will provide Council with information and data to support Council’s review
and discussion.
Since the last update in October 2023, staff have been tracking potential updates based on
alignment with new legal requirements, piloted changes, corrections for administrative errors or
clarity, and topics raise by councilors.
Administrative Updates
Staff are recommending a change to Section 1.04 (Notice of Meetings, Special Meetings,
Emergency Meetings), which will update the notice timeframe to 48 hours from 24 for all regular
meetings to align with changes to Oregon Public Meetings Law.
For Section 1.05 (Public Forum), staff suggest renaming “Public Forum” to “Public Comment.”
Public forum has a formal definition that is different from Council’s use.
As part of the last update in October 2023, Council adopted Resolution 4908, “A Resolution
Establishing Policy Governing City Testimony and Funding Requests, and Repealing Resolution No.
4139,” but an oversight of Section 9.02 (State/Federal Lobbying) left the repealed resolution listed
in Council’s Operating agreements. An update to the operating agreements will correct this error.
Modernization of language set out in Section 10.03 (Local Expenses) would help to clarify
reimbursements for Council and staff. Staff are recommending an additional sentence to include
language such as “phone and internet charges” to clarify the reimbursement process which is
further described in Resolution 4375 (Attachment C).
The City Manager’s Office no longer holds petty cash on hand, and therefore staff recommend the
removal of the entire subsection 10.05 (Petty Cash) from the Operating Agreements. Subsections
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October 13, 2025 Work Session – Item 2
following 10.05 will be renumbered as appropriate.
The last administrative change staff are recommending relates to Section 12 (Meeting and Work
Session Seating Assignments). The current language on the process for facilitating the seating
chart requires councilors to change sides after each Council break. However, the seating sequence
between the fall and winter session does not accurately reflect this intended rhythm unless the
sequence is set to a two-year cycle. Staff are proposing clarifying language and an update the
graphic to reflect a two-year cycle.
Additional Topics
Since the last update, Council has expressed interest in further discussions around potential
updates to the operating agreements. Section 1.05 (Public Comment) had two areas of interest for
discussion. The first relates to Prioritizing Boards, Commissions, and Neighborhood Speakers
during Public Comment. The current practice, which began under Mayor Piercy, is for official
representatives of Boards, Commissions, and Neighborhood groups to be prioritized ahead of other
randomized speakers. Staff are looking for direction from Council on whether they would like to
continue this practice and formalize it in the operating agreements.
Another area for discussion is related to the piloted change from 2023, where public comment
speakers must be in person, and public comment is the final item on the agenda. Virtual public
comment is accepted by email.
Council has also expressed an interest in revisiting the discussion on placement of Consent
Calendar 2 on the agenda. Section 3.04 (Consent Calendar) states that “Annexations and similar
land use action items shall be placed on Consent Calendar 2 for Council’s consideration after the
Public Forum.” As noted above, since 2023, a piloted change moved public comment period to the
end of the agenda. Council could choose to end the piloted change or formalize it through updates
to the operating agreements. As part of this work session, Council also has the opportunity to
propose additional changes for discussion.
RELATED CITY POLICIES
City of Eugene Strategic Plan 2023-2026 – The Council meeting processes outlined in the Council
Operating Agreements contribute to several areas within the City’s strategic plan:
1. 	Communication and Outreach: Increase confidence in council and staff
2. 	Organizational Wellbeing: Improve organizational processes
PREVIOUS COUNCIL DIRECTION
July 19, 2023 Work Session
Council discussed substantive revisions to sections 1.02 (Work Sessions), 1.05 (Public Forum),
1.06 (Public Hearings), 2.02 (Council Poll), 3.03 (Consent Calendar), 3.04 (Public Hearings Given
Priority), 3.05 (Committee Reports and Items of Interest from Mayor, City Council and City
Manager), and 3.06 (Action Items) of the City Council Operating Agreements.
Councilor Groves, seconded by Councilor Zelenka, move to direct the City Manager to place
on an upcoming consent agenda a resolution adopting the proposed changes to the Council
Operating Agreements as outlined in Attachment B and modifying the language of the
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October 13, 2025 Work Session – Item 2
proposed changes to 2.02 Council Polls to delete the last sentence of the paragraph and
replace it with "if four councilors respond in the affirmative, the item shall be placed on a
future Council agenda within a reasonable time.”
Passed 7:0 (Councilor Leech absent)
September 11, 2023 Meeting
Council approved a Resolution 5381, amending their Operating Agreements with the changes
discussed on July 19, 2023.
Councilor Groves, seconded by Councilor Keating, moved to approve the items on Consent
Calendar 1.
Passed 7:0 (Councilor Yeh absent)
September 27, 2023 Work Session
Council discussed a revision to section 1.06 (Public Hearings) and one minor correction to Section
2.01 (Contact the City Manager), to align with the previous changes approved by council on
September 11, 2023.
Councilor Semple, seconded by Councilor Zelenka, move to approve the proposed change
for public hearing testimony from three minutes to two and a half minutes and direct the City
Manager to place on upcoming consent agenda a resolution adopting the updated operating
agreements.
Passed 7:1 (opposed by Councilor Clark)
Councilor Groves, seconded by Councilor Keating, move to approve the proposed changes
outlined in Attachment C and to direct the City Manager to place on an upcoming consent
agenda a resolution adopting the updated Operating Agreements.
Passed 6:2 (opposed by Councilors Keating and Zelenka)
October 23, 2023 Meeting
Council approved a Resolution 5387, amending their Operating Agreements with the changes
discussed on September 27, 2023.
Councilor Keating, seconded by Councilor Clark, moved to approve items B and C on
Consent Calendar 1.
Passed 8:0
COUNCIL OPTIONS
At this work session, Council may:
1. 	Choose to move forward for final adoption proposed changes to the City Council Operating
Agreements
2. 	Modify the proposed changes to the City Council Operating Agreements.
3. 	Take no action.
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October 13, 2025 Work Session – Item 2
CITY MANAGER’S RECOMMENDATION
None.
POSSIBLE MOTIONS
If Council chooses to move forward with the administrative updates outlined in this AIS and
Attachment B:
1. 	Move to direct the City Manager to place on an upcoming consent calendar agenda a
resolution adopting the proposed changes to the City Council Operating Agreements as
outlined in Attachment B.
AND
If Council chooses to move forward with additional changes to the Operating Agreements:
2. 	Move to direct the City Manager to incorporate the following changes to the Operating
Agreements and place on an upcoming consent calendar agenda a resolution adopting the
proposed changes to the City Council Operating Agreements: [Section Number and Proposed
Changes]
ATTACHMENTS
A. 	Resolution 5387: Eugene City Council Operating Agreements (Adopted October 23, 2023)
B. 	Proposed Changes to Eugene City Council Operating Agreements
C. 	Resolution 4375: A Resolution Concerning Reimbursement of Expenses Incurred on the
City’s Behalf by its Mayor and City Councilors.
FOR MORE INFORMATION
Staff Contact: 	Katie LaSala, City Recorder
Telephone: 	541-682-5882
Staff E-Mail: 	klasala@eugene-or.gov
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INTRODUCTION
EUGENE CITY COUNCIL OPERATING AGREEMENTS
RESOLUTION NUMBER 5387
ADOPTED OCTOBER 23, 2023
Exhibit A
The Municipal Charter of the City of Eugene (Charter) and Eugene City Code, 1971 (E.C.), as
well as the Oregon Revised Statues (ORS) law govern many meeting requirements and
actions of the Council. The Eugene Charter, Chapter 2 of the Eugene City Code, and various
sections of ORS 192 and 244 are primary sources of these meeting and other operating
requirements.
1. 	MEETING REQUIREMENTS
1.01 	Time of Meetings
Regular meetings of the Eugene City Council (the Council) shall be on the second and fourth
Mondays of each month. These meetings shall begin at 7:30 p.m. and shall end at 10 p.m., or
when the agenda item considered by the Council at 10 p.m. is concluded. If those days are
on a legal or religious holiday, the Council may schedule the meeting for the day
immediately following.
1.02 	Work Sessions
The Council may meet in work sessions beginning at 5:30 p.m. prior to its regular Monday
meetings. Other work sessions may be held on the second, third, fourth, and fifth Wednesdays
of the month. These work sessions shall start at noon and generally last for a maximum of 90
minutes. Additional work sessions will be scheduled on the third Monday of the month, as
needed, following or in lieu of a public hearing. Except for extraordinary circumstances, the
total time for presentations by staff and/or others on a single agenda item shall be no more
than 15 minutes.
1.03 	Location of Meetings
Eugene City Council meetings shall be held within the jurisdictional boundaries of the City.
Training sessions may be held outside the City limits, if no deliberations toward a decision
are made. Inter-jurisdictional meetings may be held outside City limits, but should be as
close to Eugene as practical. No City Council meeting shall be held at any place where
discrimination on the basis of an individual's race, religion, color, sex, national origin,
ethnicity, marital status, familial status, age, sexual orientation, source of income or
disability, is practiced. For this purpose, meetings do not include visitations or attendance
at any national, regional, or state association to which the councilor belongs.
1.04 	Notice of Meetings, Special Meetings, Emergency Meetings
Advance notice of at least 24 hours shall be provided for all meetings. Notice shall include
written notice to all news media which requested notice. In the case of emergency or when
a state of emergency has been declared, notice appropriate to the circumstances shall be
provided and reasons justifying the lack of 24-hour notice shall be included in the minutes
of such meeting. As per both the Eugene Charter, Section 9, and Eugene Code, Section 2.007
(2), the Mayor or three of the members of the Council, may call a special meeting of the
Council in manner provided in E.C. 2.007 (3).
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October 13, 2025 Work Session - Item 2
Attachment A
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Exhibit A
1.05 	Public Forum
A public comment period generally shall be the fourth item of every regular meeting of the
Eugene City Council, following Committee Reports and Items of Interest, Priority Goal Actions,
and Consent Calendar 1. By council majority vote, time-sensitive issues may be moved up in
the agenda order.
Persons wishing to speak must sign up to do so not later than five minutes after the
meeting has been opened by the Mayor or presiding officer. The Mayor or presiding officer
shall inform the audience of the requirement to sign up to speak not later than five minutes
after the meeting has been called to order.
Members of the public may speak about any topic during the Public Forum, except as
provided below. If a member of the public wishes to speak on an item that is scheduled for
a public hearing at that same meeting, the speaker shall wait until that public hearing. The
Public Forum cannot be used to testify about an item that is not a public matter or which
has already been heard by a Hearings Official, or to provide or gather additional testimony
or information on a quasi-judicial matter after the official record has been closed.
Speakers at the Public Forum will be limited to two-and-a-half minutes and the Public
Forum will be limited to 90 minutes total. Request-to-Speak forms will be shuffled so that
speakers are called in random order. No persons will be allowed to submit a "Request to
Speak" form more than 30 minutes prior to the start of the meeting.
At the end of the Public Forum each member of the Council has the opportunity to respond
to comments made during the Public Forum. The time allocated to each member of the
Council for such responses shall be up to three minutes.
1.06 	Public Hearings
Public hearings shall generally be held on the third Monday of the month, except for those
months during which a Council break occurs and shall be held for all ordinances except
under the terms delineated in E.C. 2.007( 4). Hearings may be scheduled on other items and
presentations from standing advisory bodies to the Council may be scheduled at the
discretion of the Mayor and the City Manager.
Persons wishing to speak shall submit a "Request to Speak" form not later than five
minutes after the commencement of the meeting at which the person wishes to speak. The
Mayor or presiding officer shall inform the audience of this requirement to sign up prior to
the commencement of a public hearing. In general, speakers will be limited to two-and-a-
half minutes and called in a random order. Eugene Code 2.015(7) notwithstanding,
councilors may ask clarifying or follow-up questions of individuals providing testimony
after that individual has completed his/her testimony. Questions posed by City Councilors
should be to provide clarification or additional information on testimony provided.
Questions should not be used as an attempt to lengthen or expand the testimony of the
individual. Councilors shall be expected to use restraint and be considerate of the meeting
time of the Council when exercising this option. The Mayor or presiding officer may
intervene if a councilor is violating the spirit of this guideline. At the end of the Public
Hearing, each member of the Council has the opportunity to comment on or discuss
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October 13, 2025 Work Session - Item 2
Attachment A
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Exhibit A
testimony given during the Public Hearing.
1.07 	Executive Session
All meetings of the Council shall be held in open session, except those meetings that may be
closed for purposes specified in the Oregon Attorney General's Public Records and
Meetings Manual (ORS 192.610 to 192.690). These include the employment or dismissal of
public employees, performance evaluation of the council's employees, labor negotiations,
real property transactions negotiations, and consulting with legal counsel on pending or
threatened litigation.
Notice of executive sessions shall be given as required by state law and that notice must
state the specific provisions of law authorizing the session.
The Mayor and City Councilors are expected to maintain the confidentiality of the
information discussed in legally noticed and conducted executive sessions as defined in
Chapter 192 of the Oregon Revised Statutes.
1.08 	Minutes
Written minutes shall be taken for all City Council meetings in accordance with the Oregon
Attorney General's Public Records and Meetings Manual. The minutes must give a true
reflection of the matters discussed but need not be a full transcript, verbatim or recording.
As a matter of courtesy and efficiency, a councilor should notify the Mayor and other
councilors that he/she intends to propose an amendment to the minutes and should
propose replacement text in advance of the meeting at which those minutes are scheduled
to be approved. If the proposed amendment is a simple factual, grammatical, or spelling
correction, the amendment may be proposed without consulting the minutes recorder. If,
however, the proposed amendment is substantive in nature or seeks to clarify the
speaker's intent, or to expand his/her remarks for the record, the councilor should notify
the minutes recorder and request verification of the proposed amendment.
1.09 	Voting
Section 12 of the Eugene Municipal Charter states that the Mayor only votes on matters
before the Council in the case of a tie. Council members may not abstain from voting unless
a conflict of interest has been declared.
1.10 	Presiding Officer
The Mayor shall preside over City Council meetings when present. The president of the
Council shall preside if the Mayor is absent or unable to preside. The Council vice president
shall have the powers of the Council president when the Council president is performing
the duties of the Mayor. If the Mayor, Council president, and vice president are unavailable,
the Council members present shall elect a temporary presiding officer.
1.11 	Council Officers
Council officers shall be elected for one-year terms in the manner prescribed in the E.C.
2.009, at the first regular meeting in each calendar year.
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October 13, 2025 Work Session - Item 2
Attachment A
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Exhibit A
2. 	PLACING ITEMS ON COUNCIL AGENDA
2.01 	Contact the City Manager
Contact the City Manager and explain the nature, scope and desired outcome of the item for
the agenda or make the request during "Items from Mayor and City Council" at a City
Council meeting. The City Manager and Mayor may then decide to place the item on a
future agenda.
2.02 	Council Poll
Alternatively, an item may be placed on the Council agenda by councilor request. A
councilor may ask Council support staff for a work session or consideration of a resolution,
and staff shall then poll all councilors, in writing, to ask if the item should be placed on the
Council agenda. If, within two weeks of distribution of the poll, with an individualized
reminder at five working days, four Councilors respond in the affirmative, the item shall be
placed on a future Council agenda within a reasonable time.
Work session polls will generally include the work session topic and related Council goal or
priority issues and questions to be addressed and intended outcomes.
2.03 	Tentative Agenda on the Consent Calendar
At each regular meeting of the Council, the City Manager shall present the Tentative Agenda.
This shall be placed on the Consent Calendar. If there are concerns about items on the Tentative
Agenda, it may be removed at the request of any councilors from the Consent Calendar and
discussed separately.
2.04 	Tentative Agenda Provided Each Week
The Tentative Agenda shall be included in the weekly information packet provided to the Council.
2.05 	Scheduling of Items on the Agenda
The City Manager and Mayor shall decide the date that items come before Council for work
sessions and for regular meetings.
2.06 	Routine Business Items on the City Council Agenda
The City Manager shall continue to place routine and standard items of Council business on
the City Council agenda.
3. 	ORDER OF ITEMS ON A SPECIFIC DATE MEETING AGENDA
3.01 	Pledge of Allegiance to the Flag
The Eugene City Council shall begin its formal council meetings with a voluntary recitation
of the Pledge of Allegiance at those council meetings closest to the following holidays:
Memorial Day, Veterans Day, Flag Day, and the Fourth of July.
At the council meeting closest to the Fourth of July, the ceremony will also include readings
from the Declaration of Independence and/ or United States Constitution.
3.02 	Ceremonial Matters
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Exhibit A
At the first regular meeting of each month, the first agenda item shall be used to
acknowledge special recognition or awards given to the City of Eugene or for the Mayor to
read proclamations which serve to encourage and educate the community. Proclamations
shall be made and placed on the agenda at the discretion of the Mayor. This item shall be
called "Ceremonial Matters." Requests for recognition under Ceremonial Matters should be
submitted in writing to the Mayor.
3.03 	Committee Reports and Items from Mayor, City Council and City Manager
At regular meetings held on the second and fourth Mondays of each month, the first item
on the agenda or following Ceremonial Matters and the Pledge of Allegiance, shall be
"Committee Reports and Items of Interest from Mayor, City Council and City Manager." This
portion of the agenda provides an opportunity for the Mayor, councilors and City Manager
to raise issues, present ad hoc motions, introduce resolutions and report on committee
activities and actions. The time allotted for "Items" is subject to change to accommodate
emerging issues.
3.04 	Consent Calendar
At regular City Council meetings, in order to expedite the Council's business, routine and
standard items shall be placed on the Consent Calendar 1 for Council's consideration prior
to the Public Forum. Annexations and similar land use action items shall be placed on
Consent Calendar 2 for Council's consideration after the Public Forum.
Any item on either Consent Calendar may be removed for separate consideration by any
member of the Council. Revisions or corrections to meetings minutes shall be considered
first, prior to other items removed from the Consent Calendar. The remaining items on the
Consent Calendar may then be considered for action by a single vote. The items pulled from
the Consent Calendar shall be considered after the approval of the remainder of the
Consent Calendar and before the next scheduled item on the agenda, unless requested for
later consideration. In general, ordinances, because of charter requirements, should not to
be placed on the Consent Calendar.
3.05 	Public Hearings Given Priority
As a guideline, public hearings shall be placed on the specific meeting agenda before items
only requiring action. Further, public hearings expected to draw a small number of
speakers shall be placed before public hearings for which a larger number of speakers is
expected.
3.06 	Action Items
In general, action on ordinances and councilor-introduced resolutions or motions shall be
placed on regular City Council meeting agendas and shall be scheduled after Public Forum,
unless they are Priority Goal actions. This does not preclude taking action on items during
work sessions or other portions of the meeting. Action items that are specifically related to
City Council Goals and Priorities shall be scheduled for action prior to Consent Calendar 1.
Examples include items such as Low Income Rental Housing Property Tax Exemptions
(LIRHPTE) and other authorizations in support of low-income housing.
4. 	COUNCIL ACTION ON AGENDA ITEMS
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As a guideline, action on issues for which a public hearing has occurred shall not be taken
at the same meeting at which the public hearing is held. In the case of an ordinance, the
charter requires that an ordinance shall not be adopted by the Council unless it has been
considered by the Council during at least two meetings. With the unanimous consent of the
Council, the Council may consider and enact an ordinance at a single meeting if the Council
does not amend the ordinance in a manner that modifies its substantive effect (Charter,
Section 28 (3)).
5. 	POSTPONING AGENDA ITEMS
Any councilor may request that an item be postponed to another meeting if he/she is
unable to attend the meeting at which the item has been scheduled. As a courtesy,
councilors should submit in writing a request to postpone to the Mayor as early as possible.
If the Mayor is unavailable, the request should be made to the City Manager or the
Manager's designated staff member. A request to postpone may be made for either a work
session item or a vote on an agenda item. The request to postpone shall be honored unless
a majority of councilors present determines that the matter needs to be acted upon at that
meeting.
6. 	COMMITTEES OF THE COUNCIL
6.01 	Creation of Committees
While the City Code governs appointments to certain committees, the code grants broad
general powers to the Mayor and City Council to create subcommittees or special ad hoc
committees of the Council. The Mayor shall nominate and the Council shall appoint the
members of any committee established by the Council unless a different procedure is
specified at the time the committee is established. The charge to the committee shall be
clearly stated at the time the committee is established, and the committee shall disband when
its work is complete. Comrnittees may be composed of councilors, interested citizens or both.
6.02 	Standing Committees of the Council
There is one standing committee of the Council: Intergovernmental Relations Committee.
6.03 	Standing Advisory Bodies to the Council
There are seven standing advisory bodies to the City Council. These are created in the
Eugene Code and Charter and exist to provide advice on policy matters. They are: 1)
Budget Committee; 2) Planning Commission; 3) Police Commission; 4) Human Rights
Commission; 5) Sustainability Commission; 6) Civilian Review Board; and 7) Toxics Board.
7. 	CONDUCT AT MEETINGS
7.01 	Roberts Rules of Order
Conduct at City Council meetings and committee meetings is governed by Robert's Rules of
Order. Revised. The Council has the obligation to be clear and simple in its procedures and in
its consideration of the questions coming before it. Council members shall avoid invoking the
finer points of parliamentary rules which may serve only to obscure the issues.
7.02 	Other Meeting Guidelines
The presiding officer shall be responsible for ensuring order and decorum are maintained.
Behavior or actions that are unreasonably loud or disruptive shall be cause for removal from
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Exhibit A
Council meetings. This includes engaging in violent or distracting action, making loud or
disruptive noise or using similar language, and refusing to obey an order of the presiding officer.
Council members speak only for themselves and shall be open, direct and candid. They
work to keep discussion moving and call for a "process check" if the discussion becomes
bogged down. Time limits may be set on topics. When councilors speak to each other
during public meetings, last names shall be used during regular meetings, but first names
may be used during work sessions. The Mayor is, however, always referred to as "Mayor."
During public meetings, councilors generally should not attempt to edit or rewrite
prepared ordinances. Amendments to an ordinance may, however, be appropriate.
Generally, councilors should give direction to staff to bring back amended ordinances for
Council consideration.
If a member of the Council intends to make a motion at a meeting which is not reflected in
the agenda item summary, every effort should be made to contact other members of the
Council to inform them of the intent and the text of the motion at least 24 hours in advance
of the meeting whenever possible or practicable. City Council support staff should be
provided with the same information and may be asked to assist in the notification process.
The Mayor and Council will be limited to commenting only on the main motion prior to
discussing any proposed amendments. If an amendment to the motion is made during the
initial round on the main motion, subsequent remarks on the amendments will be
postponed until all wishing to speak on the main motion have done so.
Comment times for the Mayor and councilors at City Council meetings or work sessions
shall be generally limited to no more than three minutes. At the discretion of the Mayor or
presiding officer, second and subsequent rounds may be limited further to ensure that
everyone has an opportunity to be heard in the time allotted for the item.
7 .03 	Public Conduct
The rules of conduct for members of the public shall generally be the same as for the Council.
City Code prohibits any person from bringing flags, signs, posters, and placards to a City
Council meeting unless authorized by the presiding officer. The Eugene Code specifically
permits arm bands, emblems, badges, and other articles worn on personal clothing, so long
as such items do not extend from the body in such a way as to cause injury to another.
8. 	COUNCILOR REQUEST FOR STAFF ASSISTANCE
8.01 	Two-Hour Rule
Initiatives requiring more than two hours of staff time must be approved by the Council.
Requests that involve less than two hours staff time or resources should be directed to the
City Manager.
8.02 	Major Request
A councilor who desires major policy, ordinance research, or other staff assistance should
first raise the issue at a City Council work session. The Council should decide whether to
proceed with the issue or ordinance before staff time is spent.
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Exhibit A
8.03 	Tracking Council Requests
Except for routine inquiries, the City Manager shall respond to councilors' requests for
information or assistance. The Manager shall assign these requests to appropriate City staff
and track progress on the assignments. This process eliminates the possibilities of staff
members duplicating each other's efforts or a request being overlooked.
9. 	REPRESENTING CITY POSITIONS AND PERSONAL POSITIONS
9.01 	Written Communications from City Councilors and Mayor
In written communication with other officials or groups and in letters for publication, such as
"to the editor," the Mayor and councilors should be careful to decide whether to speak only for
themselves or for the Council. In speaking for the Council, when there is a position which the
writer wishes to reinforce or explain, it is useful to circulate a copy to the Council for comment
before the letter is mailed. Letters to other elected officials or agencies on City issues shall be
discussed with the appropriate staff so that the City lobby effort can be coordinated.
When writing as an individual, a councilor or the Mayor is free to take any position he/she
feels is appropriate. When it is a point of view different from a Council position, this fact
should be included in the letter. Use of City stationery and choice of pronouns shall be left
to the discretion of the councilor or the Mayor.
The governing principle is to advise the Council or staff when expressing a City position,
and to make differences clear when speaking as an individual.
9.02 	State/Federal Lobbying
The effectiveness of City lobbying in Salem or in Washington, D.C. depends on the clarity of
the City's voice. When councilors or the Mayor represent the City in a lobbying situation, it
is appropriate that the councilors or the Mayor avoid expressions of personal dissent from
an adopted Council policy. This policy is stated in Resolution No. 4139, Council Policy on
Testimony and Funding Applications.
A councilor or the Mayor in disagreement with an adopted policy should not be deprived of
the right to express such views to the appropriate officials at another time and another
place. However, the councilor or the Mayor should feel bound to advise those to whom such
disagreement is expressed that it is an individual view and that the Council has taken a
different position.
9.03 	Attending Conferences, Other Meetings
Councilors and the Mayor are encouraged to attend conferences and training sessions
which would enhance their skills and knowledge. Any councilor or the Mayor may attend
any meeting at which the Council is represented, but only the formally appointed official
City Council representative or designated alternate, has the right to vote on matters being
considered by the organization or group holding the meeting or conference. Individual
councilors or the Mayor may state he or she is representing the City Council if he or she has
been formally directed by the City Council to do so.
For local intergovernmental bodies or advisory groups to which an official Eugene City
Council representative has been appointed, the representative is to serve as an "instructed
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delegate;" that is, to represent pertinent adopted City and City Council policy. If possible,
the Mayor or councilors should inform the other members of the City Council of the matters
being considered by intergovernmental bodies, and to the greatest extent possible, seek
direction from the City Council on issues directly pertaining to the City of Eugene and
adopted City policy. The representative may express his or her own opinion, provided it is
identified as such, but when voting or considering matters with policy implications or
budgetary considerations, the representative must follow adopted City or City Council
policy and direction.
Participating in state and national groups such as the League of Oregon Cities and the
National League of Cities presents the opportunity to enhance skills and knowledge and is
an important avenue for the Mayor and councilors to advocate for the members of the
community and the city itself. If the Mayor or councilors attend meetings of these
organizations, an official voting delegate should be selected by the City Council. This voting
delegate, to the greatest extent possible, informs the Mayor and City Council of issues or
matters on which the voting delegate may be asked to vote. If there is existing City or
Council policy, the voting delegate will vote in accordance with that policy. When
providing a report to the council (see Section 10.06), votes of the delegate should be
included in that report.
If the Mayor or individual councilor serves on a committee of a state or national advisory
committee and has been selected in an "at large" role, that is, not a specific seat or position
for a City of Eugene elected official, that person should state the adopted City or Council
policies. However, that person is not bound by the adopted policy and can represent his or
her own position, provided that the person makes such a disclaimer.
10. 	COUNCILOR EXPENSES
10.01 General Guidelines for Reimbursed Expenses
Under the provisions of the City Charter, the City may pay a councilor or the Mayor
expenses that are directly related to City business. It is each councilor's and the Mayor's
responsibility to determine if expenses are actually City-related. If there are questions
about the propriety of such expenditures, the Manager shall first review the issue with the
councilor. If the City Manager and the councilor cannot resolve the issue, the Manager shall
discuss the matter with the Mayor. Receipts should be secured for any expenses and should
accompany City Council expense report forms to record mileage and other expenses. The
forms shall be available from the City Manager's Office.
Activities that support or oppose a political campaign shall not be reimbursable.
10.02 Out-of-Town Expenses
Out-of-town expenses include those incurred while attending City-related conventions,
conferences, training seminars, or meetings. Expenses that are paid by the City include fees
for seminars or conferences; transportation to, from, and at the destination; and lodging,
meals, and incidental expenses that are necessary to conduct City business.
10.03 Local Expenses
Local expenses include those incurred while representing the Council on a committee,
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attending meetings, attending local seminars or conferences, attending local special events,
or meeting with groups or individuals to discuss City matters. Expenses that are paid by the
City are detailed in Resolution No. 4375 and include meals, conference registration,
transportation and necessary incidental expenses, and up to two community group
memberships, not to exceed $100 total. The reimbursement for bicycle mileage using
alternative forms of transportation, including walking and biking and excluding buses, as
permitted in Resolution No. 4375, shall be $.25.8 per mile as of July 1, 2020, and shall be
adjusted each year at the same rate of increase as that of automobile reimbursement.
Special materials such as books or directories may also be eligible for reimbursement.
If receipts are not available, a written description of expenses signed by the Councilor must
be submitted along with the Council Expense Report Form. Forms shall be available from
the City Manager's Office.
10.04 Spouse/Partner/Guest Expenses
The City shall reimburse councilors or the Mayor for spouse/partner /guest expenses at
local events when the councilors or the Mayor and a spouse/partner /guest are jointly
invited and the councilors are serving in their official capacity, such as a recognition dinner.
The City does not otherwise reimburse councilors or the Mayor for expenses incurred by
their spouse/partner /guest. If councilors or the Mayor wish to have their
spouse/partner/guest accompany them while attending out-of-town events, the City may
make reservations and have travel and lodging expenses billed directly to the City.
Councilors or the Mayor must then reimburse the City for their spouse/partner /guest
travel and lodging expenses. Reimbursement should be made as soon as possible so that
the trip reconciliation process can be completed.
10.05 Petty Cash
Expenses under $50 can be reimbursed out of the petty cash fund in the City Manager's Office.
10.06 Travel Guidelines
Prior notification of out-of-town travel shall be given to staff responsible for travel
arrangements in the City Manager's Office whenever possible. Registration and travel
arrangements should be made well in advance so that the City can take advantage of
reduced fares and early registration fees. Staff shall assist councilors in making
transportation and lodging arrangements and arrange to have expenses billed directly to
the City; contractors shall be chosen by staff, and not by councilors.
While at a conference, councilors or the Mayor shall be expected to attend conference
sessions and, within 30 days, issue a written report to share the information and
perspectives with the entire City Council. If more than one councilor attends, a consolidated
report may be written.
As a general guideline, each councilor is allowed two out-of-state conference trips per fiscal
year. If a councilor wishes to make additional trips, the request should be brought to
attention of the full Council and should be endorsed by a majority of the Council. This
guideline is intended to cover trips made at the discretion of the individual councilor; it is
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not intended to be applied to trips related to service on national or regional committee,
such as a committee of the National League of Cities.
10.07 Overseas Travel
If the Mayor or members of the Council wish to attend a conference or make a Council
business-related trip to a destination overseas, this request shall be made in writing well in
advance and shall be placed on the Consent Calendar for approval by the Council.
11. 	ETHICS
11.01 Reporting Requirements in ORS
In accordance with ORS 244.050, the Mayor and all councilors holding office on April 15
shall be required to file an Annual Verified Statement of Economic Interest with the Oregon
Government Standards and Practices Commission on or before that date. The report must
be filed on the form prescribed by ORS 244.060. Each year the form shall be sent directly to
the elected official by the Commission and should be returned directly to the Commission
in Salem. Failure to submit the form by the April 15 deadline may result in the imposition
of a civil penalty and/or removal from office.
11.02 Local Code of Ethics
The Charter requires that a code of ethics be enacted. This local code, found in the Eugene
Code, places additional conflicts of interest requirements upon elected officials and creates
a local process for filing complaints.
12. 	MEETING AND WORK SESSION SEATING ASSIGNMENTS
The Council shall be assigned seats in January, following the election of the Council
president and vice president. The Mayor is always seated at the center position with the
Council president seated at the Mayor's right and the Council vice president seated at the
Mayor's left.
The remaining councilors shall be assigned seats in alphabetical order by last name. When
the Council returns after each Council break, each person moves one seat toward the
outside and to the opposite side of the table or dais; those in the outermost seats move to
the innermost seats on the opposite side. This system allows councilors the opportunity to
regularly change seats throughout a four-year term. Below is a detailed listing of the
seating sequence.
JANUARY
APRIL
Page 11
President
Councilor Al
Councilor C3
Councilor ES
President
Councilor F6
Councilor B2
Councilor D4
Mayor
Mayor
Vice President
Councilor B2
Councilor D4
Councilor F6
Vice President
Councilor ES
Councilor Al
Councilor C3
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SEPTEMBER
Page 12
President
Councilor C3
Councilor ES
Councilor Al
Mayor
Vice President
Councilor D4
Councilor F6
Councilor 82
Exhibit A
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CITY COUNCIL COMMITTEE ON INTERGOVERNMENTAL RELATIONS
OPERATING AGREEMENTS
ADOPTED BY THE CITY COUNCIL ON OCTOBER 23, 2023
1. 	Purpose of Council Committee on Intergovernmental Relations
Exhibit A
The Council Committee on Intergovernmental Relations (IGR Committee) exists to make
recommendations to the City Council on State and Federal legislative issues. At this time, it
is the only standing committee of the City Council.
2. 	Membership
The IGR Committee consists of three City Council members.
The three IGR Committee Council members are appointed annually by the Mayor in the
normal course of appointments to various boards and commissions on which City of
Eugene elected officials serve. The Mayor will appoint members that represent the City
Council's political and ideological diversity.
The Mayor serves as an ex-officio member of the IGR committee.
3. 	Committee Chair
The IGR Committee shall elect a chair of the committee at the first regularly scheduled
meeting after the Mayor has appointed the members to the IGR Committee.
4. 	Conducting the Business of Meeting
IGR Committee meetings are governed by Roberts Rules of Order, Revised. Like the City
Council, the IGR Committee has the obligation to be clear and simple in its procedures and
in its consideration of the questions coming before it.
5. 	Meetings
The IGR Committee meets as needed and generally meets more frequently when the
Oregon Legislature is in session. Meetings of the IGR Committee are subject to the
requirements of Oregon Public Meetings Law, ORS 192.620. The meetings shall be held
within the jurisdictional boundaries of the City.
No IGR Committee meeting shall be held at any place where discrimination on the basis of
an individual's race, religion, color, sex, national origin, ethnicity, marital status, familial
status, age, sexual orientation, source of income or disability, is practiced.
Advance notice of at least 24 hours shall be provided for all meetings. Notice shall include
written notice to all news media that requested notice.
6. 	Quorum
Two members of the IGR Committee constitute a quorum for the transaction of Committee
business. Other members of the City Council may attend meetings of the IGR Committee,
but shall have no authority or status to vote on matters considered by the IGR Committee
during that meeting.
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Exhibit A
Unanimous votes of the IGR Committee require 3 votes, not 2 votes, should an IGR
Committee member be absent.
An IGR Committee member may designate the Mayor to serve as an alternate in the
member's absence.
7. 	Minutes
Written minutes shall be taken for all IGR Committee meetings in accordance with the
Oregon Attorney General's Public Records and Meetings Manual. Minutes must give a true
reflection of the matters discussed but need not be a full transcript, verbatim or recording.
8. 	Process for Sessions of the Oregon Legislature
The Oregon State Legislature convenes annually in January in the state capitol of Salem. In
odd years, sessions may last 160 days, referred to as "long session." During the "long
session" the legislature approves a two-year state budget for the next biennium. In even
years, a "short session" is held. A short session can last a maximum of 35 days.
Preparation for the Long Session is begun by IGR staff who meet with the members of the
IGR Committee and other City departmental staff to outline legislative policies and
concepts for the upcoming session based upon City Council goals, priorities, community
needs and organizational issues. These concepts, after being vetted by staff and the IGR
Committee, are then submitted to the full City Council for review and approval. Once the
concepts are approved, they become the basis for the Oregon Legislative Priorities
document and the Legislative Policies document that serves as the cornerstone for position
and lobbying efforts on bills during the session.
9. 	Process for Introducing Legislation
The City may wish to introduce legislative concepts on its behalf to the legislature. The IGR
Committee meets and reviews all proposals for legislation prior to submittal to the
Legislature.
Any City staff or elected official interested in introducing legislation prepares a written
overview of the purpose of the legislative concept and draft language for review by the
IGR Committee. The IGR Committee then reviews the proposal, taking action during a
regular meeting to revise, adopt, or take no action on the proposal. Once the IGR
Committee has voted on proposed legislative concepts, this recommendation moves
forward to the full City Council for review and action.
After the proposed legislative concepts have been reviewed and approved by the full City
Council, legislative concepts that have been approved are presented to the Legislature or
Eugene Area Legislators for drafting.
10. 	Process for Review and Prioritization of Legislation
In 2013, the City Council adopted Resolution 5081 (Attachment A), which guides the IGR
Committee Legislative Review process and Voting process.
Review by City staff:
• 	Once the bills are introduced, they are assigned by an IGR staff person to the
appropriate Legislative Coordinators (LCs) for review.
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Exhibit A
• 	Legislative Coordinators (LCs) in the appropriate City department analyze priority
introduced bills that may affect the City. LC staff is determined by each Department.
• 	LC staff turnaround for review and analysis of a bill is expected to be within 10
working days of the assignment of a bill unless the movement of a bill warrants a
faster turn-around. In those cases, IGR staff will contact the LC and arrange for a
faster review.
• 	If a bill addresses one or more of the policies presented in the Oregon Priorities or
Legislative Policies documents for that session, the particular policy is noted in the
LC staff's analysis of the bill.
• 	LC staff will relay both the pros and cons of a bill in their comments as well as any
amendments that would make the bill more favorable.
• 	In collaboration with the IGR Manager, the LC will assign each bill a priority and a
recommendation.
Position Recommendations:
Support: From the City's perspective, we are in favor of the bill and the impacts.
Legislative Coordinators should note why we are in favor of the bill and note any
amendments that would make the bill better.
Oppose: From the City's perspective, we are opposed to the bill and the impacts.
Legislative Coordinators should note why we are opposed and make any
recommendations that would make the bill better, if applicable.
Priority Recommendations:
• 	High Priority Bills: We will be highly selective in identifying priority bills to be
forwarded to the Intergovernmental Relations Committee (IGR). For a bill to be
recommended as a high priority bill to be actively lobbied, either in support or in
opposition, the bill would have a significant impact on City operations, services,
or finances in such ways to fundamentally impact department administration,
organization, personnel, allocation of City resources, or local decision-making,
either negatively or positively. The issues addressed by the bill are of significant
interest to the City even if they do not directly impact operations, services, or
finances of the City. Examples of high priority bills could include Telecom/local
pre-emption efforts, PERS reform, Public Safety, and transportation funding.
• 	In addition to be bills identified as high priority, other bills and legislative issues
may be forwarded to the IGR Committee to enable staff to provide supportive or
opposing written or oral testimony. Examples of issues that may require
supportive testimony (as opposed to active lobbying) include support for the
Oregon Cultural Trust, support for one of our partner agencies lobbying efforts
(University of Oregon, City of Springfield, EWES), etc.
11. 	Voting on bills
The IGR Committee votes on all bill priorities and recommendations.
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Exhibit A
Approved IGR Committee minutes, including votes on bill positions, will be shared with the
full City Council by including them with the weekly City Council materials. Any bill that has
been reviewed by the IGR Committee may be requested for discussion by the full City
Council or by the Mayor.
If a position the IGR Committee has taken on a bill is not unanimous, the position on that
bill will be Neutral until the full City Council weighs in and directs a position. If possible,
the bill will then be placed on the next available City Council agenda.
12. 	Communicating with City Council
All Councilors are encouraged to bring items of interest for follow up by the IGR Committee
to the IGR Members, the IGR Manager, City Manager, or Mayor at any time.
The IGR Chair will provide regular updates to the Council during the 'Committee Updates
and Items of Interest' section of the Regular City Council meetings.
• 	Outside of Legislative Session, one update per month, during Items of Interest, by
the IGR Chair at the first Monday meeting. This will share with Council the outcomes
from the monthly IGR Committee Meeting. The IGR Manager will send this update to
the Chair prior to the meeting.
• 	During the Legislative Session, two updates per month to the Council, during Items
of Interest, by the Chair, including Committee Meeting outcomes and Priority Bill
Update. The IGR Manager will send this update to the Chair prior to the meeting.
During the Legislative Session, the IGR Manager will provide weekly Priority Bill Update
Email to the full Council. During Legislative Session, the weekly Priority Bill Update Email
will be included within the weekly Council packets.
13. 	Process for Federal Lobbying Efforts
The IGR Committee and IGR staff address Federal lobbying priorities in concert with a
number of the City's local governmental partners.
The Federal priorities begin with a review of opportunities for funding in the next Federal
budget and goals that are specific to Eugene or the area. The IGR Committee meets and
reviews the list of potential priority projects. Potential projects should be those projects
which have already gone through the proper authorization channels and are "shovel ready"
projects. Once the IGR Committee reviews the list of potential projects, the Committee
develops a list of project goals that are considered to be achievable.
After the proposed goals have been vetted by staff, United Front partners, and other
community partners, and the IGR Committee, the priorities list is then presented to the full
City Council for review and approval.
The final list becomes part of the "United Front" agenda which is presented to the area's
congressional representatives, executive department staff, and other potential funding
sources in Washington, D.C. The attendees on the lobbying trips typically include the
Mayor, chair of the IGR Committee, and appropriate City staff.
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Exhibit A
14. 	Grants and Funding Applications
Under the direction of the City Manager, the IGR Manager will coordinate with
departmental staff and Executive Leadership to ensure all City applications for grants or
funding are in accordance with adopted City Policy and have existing budget authorization
for any match requirements (either in-kind resources or direct funding). Coordination will
include, but not be limited to, ensuring city staff are working collaboratively related to
funding sources, support communications related to successful funding requests, and
building relationships with potential funding partners.
15. 	Resolution 4908
On April 18, 2007, the City Council adopted Resolution No. 4908, "A Resolution Establishing
Policy Governing City Testimony and Funding Requests, and Repealing Resolution No.
4139". This speaks to the issue of testimony before legislative bodies, funding requests and
the role of the Council in setting legislative policy. This Resolution is incorporated into this
document as Attachment B.
16. 	City Council Operating Agreements
The operating agreements of the IGR Committee are to be incorporated into the Operating
Agreements of the Eugene City Council. As the IGR Committee is a subset of the City
Council, any and all process and operating agreements supersede this document. All
process and operating agreements of the City Council, by extension and when relevant
apply to the IGR Committee.
Attachment A:
Attachment B:
Page 17
City of Eugene Resolution 5081.
City of Eugene Resolution 4908.
October 13, 2025 Work Session - Item 2
Attachment A
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Exhibit A
Attachment A
RESOLUTION NO. 5081
A RESOLUTION CONCERNING THE 2013 OREGON LEGISLATURE
AND THE CITY COUNCIL COMMTTTEE ON INTERGOVERNMENTAL
RELATIONS 	OPERATING 	AGREEMENTS 	ADOPTED 	BY
RESOLUTION NO. 5043.
The City Council of the City of Eugene finds that:
A. 	Section 2.007 of the Eugene Code, 1971, contains provisions regarding Council
meetings and the establishment of Council groundrules.
B. 	The Eugene City Council Operating Agreements (referred to as groundrnles in the
Eugene Code, I 971) were adopted by Resolution No. 4588 on April 12, 1999, and have
subsequently been amended, most recently by Resolution No. 5043 on October 11, 2011.
C. 	Included in the Operating Agreements is the document titled "City Council
Comminee on Intergovernmental Relations Operating Agreemems" which contains the process
for the City's participation in sessions of the Oregon Legislature. The City intends to pilot an
alternate process for the 2013 Oregon Legislative Session as set forth in Exhibit A to this
Resolution, and Resolution No. 5043 should be temporarily amended to enable the City to try the
pilot process.
NOW, THEREFORE,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF EUGENE, a
Municipal Corporation of the State of Oregon, us follows:
Section I. 	Based on the above findings, the process for review, prioritization and
lobbying of legislation for the 2013 Oregon 1..egislative Session shall be as described in Ex.hibit
A 10 this Resolution, rather than the process set forth in Resolution No. 5043.
Section 2. A copy of this Resolution shnll be appended to Resolution No. 5043.
Section 3, This Resolution shall become effective immedintely upon its adoption.
The foregoing Resolution adopted the 11t h duy of February, 2013.
City Recorder
Resolution - Page I of I
October 13, 2025 Work Session - Item 2
Attachment A
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Exhibit A
PROCESS FOR REVIEW AND PRIORITIZATION OF LEGISLATION
FOR THE 2013 LEGISLATIVE SESSION
Exhibit A
The 2013 session will start on February 4, 2013. The Legislature convenes annually In February
at the State Capitol In Salem. Sessions may not exceed 160 days In odd•numbered years and 35
days In even-numbered years. Five-day extensions are allowed by a two-thirds vote in each
house. In odd·numbered years, the Legislative Assembly convenes on the second Monday in
January, to swear-in newly elected officials, elect legislative leaders, adopt rules, organize and
appoint committees, and begin introducing bills.
REVIEW OF LEGISLATION BY CITY STAFF LEGISLATIVE COORDINATORS
In past years, bills have been assigned by the IGR staff to appropriate staff throughout the city.
This has resulted in the generation of a tremendous amount of work, both for staff, as well as
for the IGR committee, often with limited or no tangible benefit. Very few bills that we take
positions on merit targeted lobbying efforts on behalf of the city of Eugene. This year, we will
be approaching the legislative session in a much more targeted way, with the goal of being
more efficient, and effective in our lobbying efforts.
The most obvious change in the process will be that IGR staff will no longer routinely assign bills
to legislative coordinators for comments and positions. Instead, we will rely primarily on
departments to identify significant legislative issues/bills that merit taking a position on and
actively lobbying. Department/division staff will be asked to rely on professional affiliations
and jurisdictional counterparts across the state to stay in touch with legislative issues arising in
their area of expertise. In addition to bills Identified by departments, bills will be identified in a
two other primary ways, through the League of Oregon Cities, and through paid lobbyists. The
League of Oregon Cities has recently implemented a new bill tracking software system, which
will be a significant new resource this session. Additionally, the city council or city manager
may Identify issues that come to their attention for IGR staff. It ls strongly believed that all
significant legislation of potential impact to the city will be identified through this approach.
Once an Issue/bill ls Identified by department staff, legislative coordinators will assess
consistency of the Issue with adopted City policies and past legislative positions, and will
provide comments and a recommended position and priority for referral to the IGR committee.
Bills/legislative issues brought to IGR staff should be limited to those determined to be high
priority; that ls, the bill would have significant impact on City operations, services, or finances In
such ways as to fundamentally impact department administration, organization, personnel,
allocation of City resources, or local decision-making, either negatively or positively. Examples
of legislative issues that have already been identified for this session Include PERS reform,
telecom, and public safety. Legislation related to these issue areas could have significant
(00083961;1} 	Exhibit A· Page 1 of 3
October 13, 2025 Work Session - Item 2
Attachment A
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financial or operational impact on the City- therefore we plan to actively lobby the city's
interests in these areas.
LEGISLATIVE ADVOCACY
Exhibit A
As described in the previous section, advocacy efforts will be narrowed and targeted to focus
on a very few, high priority issues of potential impact to the City. In the past, this was done on
the basis of the priority assignment and recommendation system. Because only bills of
potential impact will be referred to the CELEG system, the priority assignment system will be
modified. Staff will be asked to provide a "support," or "oppose," recommendation for all bills
to be reviewed on which we want to take a position. In rare cases, there may be a need to
"monitor" a bill. In that case, specific information will be provided to explain the merits of
tracking such a bill.
Position Recommendations:
Support: From the City's perspective, we are In favor of the bill and the Impacts.
Legislative Coordinators should note why we are In favor of the bill and note any
amendments that would make the bill better.
Oppose: From the City's perspective, we are opposed to the bill and the impacts.
Legislative Coordinators should note why we are opposed and make any
recommendations that would make the bill better, if appUcable.
Priority Recommendations:
- 	High Priority BIiis: We will be highly selective in identifying priority bills to be
forwarded to the Intergovernmental Relations Committee (IGR). For a bill to be
recommended as a high priority bill to be actively lobbied, either in support or in
opposition, the bill would have a significant impact on City operations, services, or
finances In such ways as to fundamentally impact department administration,
organization, personnel, allocation of City resources, or local decision-making, either
negatively or positively. The Issues addressed by the bill are of significant Interest to the
City even If they do not directly Impact the operations, services, or finances of the City.
Examples of high priority bills could Include Telecom/local pre-emption efforts, PERS
reform, Public Safety, and transportation funding,
In addition to be bills identified as high priority, other bills and legislative issues may be
forwarded to the lGR committee to enable staff to provide supportive or opposing
written or oral testimony. Examples of issues that may require supporting testimony (as
opposed to active lobbying) include support for the Oregon Cultural Trust, support for
(00083%1;1 I 	Exhibit A· Page 2 of 3
October 13, 2025 Work Session - Item 2
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one of our partner agencies lobbying efforts (University of Oregon, City of Springfield,
EWEB), etc.
Voting on bills:
The IGR Committee votes on all bill priorities and recommendations.
All unanimous positions are presented on the full City Council's agenda for review and
approval. The minutes of the IGR Committee are ratified by the City Council. Any blll that has
been reviewed by the IGR Committee may be pulled for discussion at the request of any
Councilor or by the Mayor.
If a position the IGR Committee has taken on a bill is not unanimous, the position on that bill
wlll be Neutral until the full City Council weighs in and directs a position. If possible, the bill
Exhibit A
will then be placed on the next available City Council agenda. If time makes placing the bill on
the City council agenda impossible, City council members will be emailed with the details of the
bill and asked for their direction.
!00-083961;1) 	Exhibit A - Page 3 of 3
October 13, 2025 Work Session - Item 2
Attachment A
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RE-50LUTJON NO, 4908
A RESOUJ'fION ESTABLISHING POUCY GOVERNlNG
cnv TEST[MONY AND FUNDmNG lU:QUESTS, AND
RIEPEALING RESOLUTION NO. 4139·.
The Clt:y ·C@~ncll oHhc City or Eugme fi[!ds that:
A. 	U[lder the Eugene Charter, it is tl1e exclusive role of the Chy Council to set
legislative p,olicy for the Cit)'·
B. 	On September 13, 1989 the City Council adopted Resohiti<ttt No. 4139
establishing policy governing testimony and funding requests by City rep~eritalive!l.
C. 	The City Council has dctem1i11cd th~t Section 7 of Resolution No. 4139 should Ile
repealed.
D. 	The Cr:mn•~il fimls that Re~olution No. 4139 should be repealed in its entirely, and
its pl'Ovisi011s, other than Section 7, be readopted as hereinal'ler i;.cl forth 11.S City policy governing
te!>timony before the Federal gove1·mnent, the Legislative Assembly of the State of Oregon or its
committees, State agencies, or municipal corporations, and submission of funding requests to
such 1:mtitics. As use<! herein, in addition to the Congre!ls of fhe Unilcd States, references to
"Federal government'' includes nH committees, commissions, depal1mcnls, agencies, bureaus,
and governmental ~livii.ic,ni; or in!ltrnmentalities of the United S1111~.
NOW, TREJIBlFORl&i
DE JT RESOLVED BY THE Cl1Y COUNCIL OF THE CIT\' OF EUGENll!. 1 0
'-''hmidpal COJ"]POrnti@lll of the State of Oregon, ns f.o,llows:
Sectjgg I. Based upon !he above findini,:s, which me adopted herein, Resolution No,
4139, s.d~1pletl by the Council on September 13, l 989, and any other Resolution in conflict
D,erewith is hereby repealed ~s of the effective date of this Resolution, and City policy go,·cming
testimony ~nd funding requcs~s is i::stablishetl as hereimdler set forth.
Section 2. Any employee or a.gent of the City, the Mayor or any member of the City
Council or any City board or comml:ssion desiring to testify in his or her official cap11.cily on
legislative or regulatory matters before the State Legislutive Assembly, State agencies, municipal
,co1porntlons, or the Fedeml government., or desiring to submit funding requests for municipal
acli vities thereto or to ruiy l}ri vate fotmdation, shall present the essence of the testimony or
funding request to the Council for prior approval, modification, or diitappixwal.
Section 3. No employee, agent or officer of the Gty 5hull testify on legishitive CJr
ri:guMory mailers hefore a governmental entity or request funding from 11 pllblic or private
source in his or her official capacity co11trary to the adopted policies of the Council. The Mayor,
mcml:n.::rs of the City Council, and members of City boards or commiss:ions shall not mnke a
Reso lntion • i
Exhibit A
Attachment B
October 13, 2025 Work Session - Item 2
Attachment A
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funding request c-0ntrary to the adopted policies of the Council. No such 1~erson s.ha[I lr:sCify
con1rnry to adopted poHcks oftl~c Council unless prior to the presenUllion the s.peaker submits to
the govi:;mmc11tal entity a written statement of tlw City's position ruid orolly acknowledgeR
before speaking th.it the !c~timony will be contrary to the City's position. SmnJnaries of all
testimony delivered lmder this section shan he provided lo the Council. Each summary shatl
include 0 descrlptton .of the time, place and group before which the sMcrncnt was m11dc.
Sgctiog, 4. In ~he event time pressures do not permit tho Council to consider the:
testimony before the intended time of preirentation by a representative of it Clty board or
commission, the person may S(leak for tl1e board or commission, hut must eXJ)lBill th~t the
Council has not considered the issue. Summaries of all testimony under this section shall be
provide,i.l to th~ Cmmcil,
SLi.ction 5, Any t'lffic:-er, employee or agent of !he City, the Mayor, or 11 member of the
Cout1eil or a City board or ~ommission may take a position oofore or re,quesl fullding from
administrative staff of State agencies, munic.ip,al corporations,. the Federal govemme11t, or priv.t1te
foundations without prior approval of the Counci.l, but must declare that considernlimi and
approval of the Co1mdl ha~ nol been ootsined if thal Is the c~sc. This declarntion need not be
given if the position or funding request presented rcprc:scnls ll]>plication of previously adopted
Council polic.ics with re&p-1;!.)t to th~ is~ue being i;ons-iclered.
S£Sti911 6. Jf i!he City /1.fan.flger, or his or her desi&'l'!ee detentlines it is important that the
City of Eugene ~pe11k on a legislative issue or 0pply for available funds and the hearing s:chedllle
or fundlng application deadline docs not J)cnnit prior Council approval, the Cily Manager or his
or her dcsigncc is authorized to speak on beludfofthe City of Eugene afler co11.~ultatinn with the
Council Lr:.gi5lt1ti,·e Cnn.irnitlee Chair, 	Summaries of an testimony delivel'ed or funding
11pplicntiO!l$ submitted U!lder this section shall be provided to the CounclL
Sution 7. 'This Resolution ls not to be construed to abridge the l'ights of individuals to
tcsti(Y in their own name.s.
S~t$10lll 8, The provis:iotl:.~ of this Resolution do not apply to testimony before an agency
or court in a qitasi.-judicial or judicial proceeding.
Scytion 9. Coples or this Res.olution shall be distribute<! to the depitrlm~'lJIH, bci~rcls and
commissions of Ille City of Eugene and. as dccmod appropriate by the Cily Manager, to the
Federal government, St~tc Legislative: A5~embly, State agencies, municipal corporntlons, and
private founcfatiom before prese11tation of te..~timony or funding re.quests. T11c City Manager is
directed to take any oHi.er nece.!ISQI')' 111.dministrative action to implement this Rcwlution.
S;ctimt 10, This Resolutfon shall become cITcetive lmmccli~toly upon ics fldt'lptinn,
']'he foregoing fiesolutlon adopteid dHi 18th day of Ap,rlb._2007.
~,,'1J~l1~-li'----
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Page 1
EUGENE C ITY C OUNCIL OPERATING A GREEMENTS
R ESOLUTION N UMBER 5387
ADOPTED O CTOBER 23, 2023
KEY:
Strikethrough Reflects Proposed Administrative Updates
Highlight Reflects Sections for Additional Topics for Discussion
INTRODUCTION
The Municipal Charter of the City of Eugene (Charter) and Eugene City Code, 1971 (E.C.), as
well as the Oregon Revised Statues (ORS) law govern many meeting requirements and
actions of the Council. The Eugene Charter, Chapter 2 of the Eugene City Code, and various
sections of ORS 192 and 244 are primary sources of these meeting and other operating
requirements.
1. 	MEETING REQUIREMENTS
1.01 	Time of Meetings
Regular meetings of the Eugene City Council (the Council) shall be on the second and fourth
Mondays of each month. These meetings shall begin at 7:30 p.m. and shall end at 10 p.m., or
when the agenda item considered by the Council at 10 p.m. is concluded. If those days are
on a legal or religious holiday, the Council may schedule the meeting for the day
immediately following.
1.02 	Work Sessions
The Council may meet in work sessions beginning at 5:30 p.m. prior to its regular Monday
meetings. Other work sessions may be held on the second, third, fourth, and fifth Wednesdays
of the month. These work sessions shall start at noon and generally last for a maximum of 90
minutes. Additional work sessions will be scheduled on the third Monday of the month, as
needed, following or in lieu of a public hearing. Except for extraordinary circumstances, the
total time for presentations by staff and/or others on a single agenda item shall be no more
than 15 minutes.
1.03 	Location of Meetings
Eugene City Council meetings shall be held within the jurisdictional boundaries of the City.
Training sessions may be held outside the City limits, if no deliberations toward a decision
are made. Inter-jurisdictional meetings may be held outside City limits, but should be as
close to Eugene as practical. No City Council meeting shall be held at any place where
discrimination on the basis of an individual’s race, religion, color, sex, national origin,
ethnicity, marital status, familial status, age, sexual orientation, source of income or
disability, is practiced. For this purpose, meetings do not include visitations or attendance
at any national, regional, or state association to which the councilor belongs.
1.04 	Notice of Meetings, Special Meetings, Emergency Meetings
Advance notice of at least 24 48 hours shall be provided for all meetings. Notice shall
include written notice to all news media which requested notice. In the case of emergency
or when a state of emergency has been declared, notice appropriate to the circumstances
shall be provided and reasons justifying the lack of 24-hour notice shall be included in the
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Page 2
minutes of such meeting. As per both the Eugene Charter, Section 9, and Eugene Code,
Section 2.007 (2), the Mayor or three of the members of the Council, may call a special
meeting of the Council in manner provided in E.C. 2.007 (3).
1.05 	Public ForumComment
A public comment period generally shall be the fourth item of every regular meeting of the
Eugene City Council, following Committee Reports and Items of Interest, Priority Goal Actions,
and Consent Calendar 1. By council majority vote, time-sensitive issues may be moved up in
the agenda order.
Persons wishing to speak must sign up to do so not later than five minutes after the
meeting has been opened by the Mayor or presiding officer. The Mayor or presiding officer
shall inform the audience of the requirement to sign up to speak not later than five minutes
after the meeting has been called to order.
Members of the public may speak about any topic during the Public ForumComment,
except as provided below. If a member of the public wishes to speak on an item that is
scheduled for a public hearing at that same meeting, the speaker shall wait until that public
hearing. The Public Comment Forum cannot be used to testify about an item that is not a
public matter or which has already been heard by a Hearings Official, or to provide or
gather additional testimony or information on a quasi-judicial matter after the official
record has been closed.
Speakers at the Public Forum Comment will be limited to two-and-a-half minutes and the
Public Forum Comment will be limited to 90 minutes total. Request-to-Speak forms will be
shuffled so that speakers are called in random order. No persons will be allowed to submit
a “Request to Speak” form more than 30 minutes prior to the start of the meeting.
At the end of the Public Forum Comment each member of the Council has the opportunity
to respond to comments made during the Public ForumComment. The time allocated to
each member of the Council for such responses shall be up to three minutes.
1.06 	Public Hearings
Public hearings shall generally be held on the third Monday of the month, except for those
months during which a Council break occurs and shall be held for all ordinances except
under the terms delineated in E.C. 2.007(4). Hearings may be scheduled on other items and
presentations from standing advisory bodies to the Council may be scheduled at the
discretion of the Mayor and the City Manager.
Persons wishing to speak shall submit a “Request to Speak” form not later than five
minutes after the commencement of the meeting at which the person wishes to speak. The
Mayor or presiding officer shall inform the audience of this requirement to sign up prior to
the commencement of a public hearing. In general, speakers will be limited to two-and-a-
half minutes and called in a random order. Eugene Code 2.015(7) notwithstanding,
councilors may ask clarifying or follow‐up questions of individuals providing testimony
after that individual has completed his/her testimony. Questions posed by City Councilors
should be to provide clarification or additional information on testimony provided.
Questions should not be used as an attempt to lengthen or expand the testimony of the
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Page 3
individual. Councilors shall be expected to use restraint and be considerate of the meeting
time of the Council when exercising this option. The Mayor or presiding officer may
intervene if a councilor is violating the spirit of this guideline. At the end of the Public
Hearing, each member of the Council has the opportunity to comment on or discuss
testimony given during the Public Hearing.
1.07 	Executive Session
All meetings of the Council shall be held in open session, except those meetings that may be
closed for purposes specified in the Oregon Attorney General’s Public Records and
Meetings Manual (ORS 192.610 to 192.690). These include the employment or dismissal of
public employees, performance evaluation of the council’s employees, labor negotiations,
real property transactions negotiations, and consulting with legal counsel on pending or
threatened litigation.
Notice of executive sessions shall be given as required by state law and that notice must
state the specific provisions of law authorizing the session.
The Mayor and City Councilors are expected to maintain the confidentiality of the
information discussed in legally noticed and conducted executive sessions as defined in
Chapter 192 of the Oregon Revised Statutes.
1.08 	Minutes
Written minutes shall be taken for all City Council meetings in accordance with the Oregon
Attorney General’s Public Records and Meetings Manual. The minutes must give a true
reflection of the matters discussed but need not be a full transcript, verbatim or recording.
As a matter of courtesy and efficiency, a councilor should notify the Mayor and other
councilors that he/she intends to propose an amendment to the minutes and should
propose replacement text in advance of the meeting at which those minutes are scheduled
to be approved. If the proposed amendment is a simple factual, grammatical, or spelling
correction, the amendment may be proposed without consulting the minutes recorder. If,
however, the proposed amendment is substantive in nature or seeks to clarify the
speaker's intent, or to expand his/her remarks for the record, the councilor should notify
the minutes recorder and request verification of the proposed amendment.
1.09 	Voting
Section 12 of the Eugene Municipal Charter states that the Mayor only votes on matters
before the Council in the case of a tie. Council members may not abstain from voting unless
a conflict of interest has been declared.
1.10 	Presiding Officer
The Mayor shall preside over City Council meetings when present. The president of the
Council shall preside if the Mayor is absent or unable to preside. The Council vice president
shall have the powers of the Council president when the Council president is performing
the duties of the Mayor. If the Mayor, Council president, and vice president are unavailable,
the Council members present shall elect a temporary presiding officer.
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1.11 	Council Officers
Council officers shall be elected for one‐year terms in the manner prescribed in the E.C.
2.009, at the first regular meeting in each calendar year.
2. 	PLACING ITEMS ON COUNCIL AGENDA
2.01 	Contact the City Manager
Contact the City Manager and explain the nature, scope and desired outcome of the item for
the agenda or make the request during “Items from Mayor and City Council” at a City
Council meeting. The City Manager and Mayor may then decide to place the item on a
future agenda.
2.02 	Council Poll
Alternatively, an item may be placed on the Council agenda by councilor request. A
councilor may ask Council support staff for a work session or consideration of a resolution,
and staff shall then poll all councilors, in writing, to ask if the item should be placed on the
Council agenda. If, within two weeks of distribution of the poll, with an individualized
reminder at five working days, four Councilors respond in the affirmative, the item shall be
placed on a future Council agenda within a reasonable time.
Work session polls will generally include the work session topic and related Council goal or
priority issues and questions to be addressed and intended outcomes.
2.03 	Tentative Agenda on the Consent Calendar
At each regular meeting of the Council, the City Manager shall present the Tentative Agenda.
This shall be placed on the Consent Calendar. If there are concerns about items on the Tentative
Agenda, it may be removed at the request of any councilors from the Consent Calendar and
discussed separately.
2.04 	Tentative Agenda Provided Each Week
The Tentative Agenda shall be included in the weekly information packet provided to the Council.
2.05 	Scheduling of Items on the Agenda
The City Manager and Mayor shall decide the date that items come before Council for work
sessions and for regular meetings.
2.06 	Routine Business Items on the City Council Agenda
The City Manager shall continue to place routine and standard items of Council business on
the City Council agenda.
3. 	ORDER OF ITEMS ON A SPECIFIC DATE MEETING AGENDA
3.01 	Pledge of Allegiance to the Flag
The Eugene City Council shall begin its formal council meetings with a voluntary recitation
of the Pledge of Allegiance at those council meetings closest to the following holidays:
Memorial Day, Veterans Day, Flag Day, and the Fourth of July.
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At the council meeting closest to the Fourth of July, the ceremony will also include readings
from the Declaration of Independence and/or United States Constitution.
3.02 	Ceremonial Matters
At the first regular meeting of each month, the first agenda item shall be used to
acknowledge special recognition or awards given to the City of Eugene or for the Mayor to
read proclamations which serve to encourage and educate the community. Proclamations
shall be made and placed on the agenda at the discretion of the Mayor. This item shall be
called “Ceremonial Matters.” Requests for recognition under Ceremonial Matters should be
submitted in writing to the Mayor.
3.03 	Committee Reports and Items from Mayor, City Council and City Manager
At regular meetings held on the second and fourth Mondays of each month, the first item
on the agenda or following Ceremonial Matters and the Pledge of Allegiance, shall be
“Committee Reports and Items of Interest from Mayor, City Council and City Manager.” This
portion of the agenda provides an opportunity for the Mayor, councilors and City Manager
to raise issues, present ad hoc motions, introduce resolutions and report on committee
activities and actions. The time allotted for “Items” is subject to change to accommodate
emerging issues.
3.04 	Consent Calendar
At regular City Council meetings, in order to expedite the Council’s business, routine and
standard items shall be placed on the Consent Calendar 1 for Council’s consideration prior
to the Public ForumComment. Annexations and similar land use action items shall be
placed on Consent Calendar 2 for Council’s consideration after the Public ForumComment.
Any item on either Consent Calendar may be removed for separate consideration by any
member of the Council. Revisions or corrections to meetings minutes shall be considered
first, prior to other items removed from the Consent Calendar. The remaining items on the
Consent Calendar may then be considered for action by a single vote. The items pulled from
the Consent Calendar shall be considered after the approval of the remainder of the
Consent Calendar and before the next scheduled item on the agenda, unless requested for
later consideration. In general, ordinances, because of charter requirements, should not to
be placed on the Consent Calendar.
3.05 	Public Hearings Given Priority
As a guideline, public hearings shall be placed on the specific meeting agenda before items
only requiring action. Further, public hearings expected to draw a small number of
speakers shall be placed before public hearings for which a larger number of speakers is
expected.
3.06 	Action Items
In general, action on ordinances and councilor-introduced resolutions or motions shall be
placed on regular City Council meeting agendas and shall be scheduled after Public
ForumComment, unless they are Priority Goal actions. This does not preclude taking action
on items during work sessions or other portions of the meeting. Action items that are
specifically related to City Council Goals and Priorities shall be scheduled for action prior to
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Consent Calendar 1. Examples include items such as Low Income Rental Housing Property
Tax Exemptions (LIRHPTE) and other authorizations in support of low-income housing.
4. COUNCIL ACTION ON AGENDA ITEMS
As a guideline, action on issues for which a public hearing has occurred shall not be taken
at the same meeting at which the public hearing is held. In the case of an ordinance, the
charter requires that an ordinance shall not be adopted by the Council unless it has been
considered by the Council during at least two meetings. With the unanimous consent of the
Council, the Council may consider and enact an ordinance at a single meeting if the Council
does not amend the ordinance in a manner that modifies its substantive effect (Charter,
Section 28 (3)).
5. 	POSTPONING AGENDA ITEMS
Any councilor may request that an item be postponed to another meeting if he/she is
unable to attend the meeting at which the item has been scheduled. As a courtesy,
councilors should submit in writing a request to postpone to the Mayor as early as possible.
If the Mayor is unavailable, the request should be made to the City Manager or the
Manager’s designated staff member. A request to postpone may be made for either a work
session item or a vote on an agenda item. The request to postpone shall be honored unless
a majority of councilors present determines that the matter needs to be acted upon at that
meeting.
6. 	COMMITTEES OF THE COUNCIL
6.01 	Creation of Committees
While the City Code governs appointments to certain committees, the code grants broad
general powers to the Mayor and City Council to create subcommittees or special ad hoc
committees of the Council. The Mayor shall nominate and the Council shall appoint the
members of any committee established by the Council unless a different procedure is
specified at the time the committee is established. The charge to the committee shall be
clearly stated at the time the committee is established, and the committee shall disband when
its work is complete. Committees may be composed of councilors, interested citizens or both.
6.02 	Standing Committees of the Council
There is one standing committee of the Council: Intergovernmental Relations Committee.
6.03 	Standing Advisory Bodies to the Council
There are seven standing advisory bodies to the City Council. These are created in the
Eugene Code and Charter and exist to provide advice on policy matters. They are: 1)
Budget Committee; 2) Planning Commission; 3) Police Commission; 4) Human Rights
Commission; 5) Sustainability Commission; 6) Civilian Review Board; and 7) Toxics Board.
7. 	CONDUCT AT MEETINGS
7.01 	Roberts Rules of Order
Conduct at City Council meetings and committee meetings is governed by Robert’s Rules of
Order, Revised. The Council has the obligation to be clear and simple in its procedures and in
its consideration of the questions coming before it. Council members shall avoid invoking the
finer points of parliamentary rules which may serve only to obscure the issues.
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7.02 	Other Meeting Guidelines
The presiding officer shall be responsible for ensuring order and decorum are maintained.
Behavior or actions that are unreasonably loud or disruptive shall be cause for removal from
Council meetings. This includes engaging in violent or distracting action, making loud or
disruptive noise or using similar language, and refusing to obey an order of the presiding officer.
Council members speak only for themselves and shall be open, direct and candid. They
work to keep discussion moving and call for a “process check” if the discussion becomes
bogged down. Time limits may be set on topics. When councilors speak to each other
during public meetings, last names shall be used during regular meetings, but first names
may be used during work sessions. The Mayor is, however, always referred to as “Mayor.”
During public meetings, councilors generally should not attempt to edit or rewrite
prepared ordinances. Amendments to an ordinance may, however, be appropriate.
Generally, councilors should give direction to staff to bring back amended ordinances for
Council consideration.
If a member of the Council intends to make a motion at a meeting which is not reflected in
the agenda item summary, every effort should be made to contact other members of the
Council to inform them of the intent and the text of the motion at least 24 hours in advance
of the meeting whenever possible or practicable. City Council support staff should be
provided with the same information and may be asked to assist in the notification process.
The Mayor and Council will be limited to commenting only on the main motion prior to
discussing any proposed amendments. If an amendment to the motion is made during the
initial round on the main motion, subsequent remarks on the amendments will be
postponed until all wishing to speak on the main motion have done so.
Comment times for the Mayor and councilors at City Council meetings or work sessions
shall be generally limited to no more than three minutes. At the discretion of the Mayor or
presiding officer, second and subsequent rounds may be limited further to ensure that
everyone has an opportunity to be heard in the time allotted for the item.
7.03 	Public Conduct
The rules of conduct for members of the public shall generally be the same as for the Council.
City Code prohibits any person from bringing flags, signs, posters, and placards to a City
Council meeting unless authorized by the presiding officer. The Eugene Code specifically
permits arm bands, emblems, badges, and other articles worn on personal clothing, so long
as such items do not extend from the body in such a way as to cause injury to another.
8. 	COUNCILOR REQUEST FOR STAFF ASSISTANCE
8.01 	Two‐Hour Rule
Initiatives requiring more than two hours of staff time must be approved by the Council.
Requests that involve less than two hours staff time or resources should be directed to the
City Manager.
8.02 	Major Request
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A councilor who desires major policy, ordinance research, or other staff assistance should
first raise the issue at a City Council work session. The Council should decide whether to
proceed with the issue or ordinance before staff time is spent.
8.03 	Tracking Council Requests
Except for routine inquiries, the City Manager shall respond to councilors’ requests for
information or assistance. The Manager shall assign these requests to appropriate City staff
and track progress on the assignments. This process eliminates the possibilities of staff
members duplicating each other's efforts or a request being overlooked.
9. 	REPRESENTING CITY POSITIONS AND PERSONAL POSITIONS
9.01 	Written Communications from City Councilors and Mayor
In written communication with other officials or groups and in letters for publication, such as
“to the editor,” the Mayor and councilors should be careful to decide whether to speak only for
themselves or for the Council. In speaking for the Council, when there is a position which the
writer wishes to reinforce or explain, it is useful to circulate a copy to the Council for comment
before the letter is mailed. Letters to other elected officials or agencies on City issues shall be
discussed with the appropriate staff so that the City lobby effort can be coordinated.
When writing as an individual, a councilor or the Mayor is free to take any position he/she
feels is appropriate. When it is a point of view different from a Council position, this fact
should be included in the letter. Use of City stationery and choice of pronouns shall be left
to the discretion of the councilor or the Mayor.
The governing principle is to advise the Council or staff when expressing a City position,
and to make differences clear when speaking as an individual.
9.02 	State/Federal Lobbying
The effectiveness of City lobbying in Salem or in Washington, D.C. depends on the clarity of
the City’s voice. When councilors or the Mayor represent the City in a lobbying situation, it
is appropriate that the councilors or the Mayor avoid expressions of personal dissent from
an adopted Council policy. This policy is stated in Resolution No. 41394908, Council Policy
on Testimony and Funding Applications.
A councilor or the Mayor in disagreement with an adopted policy should not be deprived of
the right to express such views to the appropriate officials at another time and another
place. However, the councilor or the Mayor should feel bound to advise those to whom such
disagreement is expressed that it is an individual view and that the Council has taken a
different position.
9.03 	Attending Conferences, Other Meetings
Councilors and the Mayor are encouraged to attend conferences and training sessions
which would enhance their skills and knowledge. Any councilor or the Mayor may attend
any meeting at which the Council is represented, but only the formally appointed official
City Council representative or designated alternate, has the right to vote on matters being
considered by the organization or group holding the meeting or conference. Individual
councilors or the Mayor may state he or she is representing the City Council if he or she has
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been formally directed by the City Council to do so.
For local intergovernmental bodies or advisory groups to which an official Eugene City
Council representative has been appointed, the representative is to serve as an “instructed
delegate;” that is, to represent pertinent adopted City and City Council policy. If possible,
the Mayor or councilors should inform the other members of the City Council of the matters
being considered by intergovernmental bodies, and to the greatest extent possible, seek
direction from the City Council on issues directly pertaining to the City of Eugene and
adopted City policy. The representative may express his or her own opinion, provided it is
identified as such, but when voting or considering matters with policy implications or
budgetary considerations, the representative must follow adopted City or City Council
policy and direction.
Participating in state and national groups such as the League of Oregon Cities and the
National League of Cities presents the opportunity to enhance skills and knowledge and is
an important avenue for the Mayor and councilors to advocate for the members of the
community and the city itself. If the Mayor or councilors attend meetings of these
organizations, an official voting delegate should be selected by the City Council. This voting
delegate, to the greatest extent possible, informs the Mayor and City Council of issues or
matters on which the voting delegate may be asked to vote. If there is existing City or
Council policy, the voting delegate will vote in accordance with that policy. When
providing a report to the council (see Section 10.06), votes of the delegate should be
included in that report.
If the Mayor or individual councilor serves on a committee of a state or national advisory
committee and has been selected in an “at large” role, that is, not a specific seat or position
for a City of Eugene elected official, that person should state the adopted City or Council
policies. However, that person is not bound by the adopted policy and can represent his or
her own position, provided that the person makes such a disclaimer.
10. 	COUNCILOR EXPENSES
10.01 General Guidelines for Reimbursed Expenses
Under the provisions of the City Charter, the City may pay a councilor or the Mayor
expenses that are directly related to City business. It is each councilor’s and the Mayor’s
responsibility to determine if expenses are actually City-related. If there are questions
about the propriety of such expenditures, the Manager shall first review the issue with the
councilor. If the City Manager and the councilor cannot resolve the issue, the Manager shall
discuss the matter with the Mayor. Receipts should be secured for any expenses and should
accompany City Council expense report forms to record mileage and other expenses. The
forms shall be available from the City Manager's Office.
Activities that support or oppose a political campaign shall not be reimbursable.
10.02 Out‐of‐Town Expenses
Out-of-town expenses include those incurred while attending City-related conventions,
conferences, training seminars, or meetings. Expenses that are paid by the City include fees
for seminars or conferences; transportation to, from, and at the destination; and lodging,
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meals, and incidental expenses that are necessary to conduct City business.
10.03 Local Expenses
Local expenses include those incurred while representing the Council on a committee,
attending meetings, attending local seminars or conferences, attending local special events,
or meeting with groups or individuals to discuss City matters. Expenses that are paid by the
City are detailed in Resolution No. 4375 and include meals, conference registration,
transportation and necessary incidental expenses, and up to two community group
memberships, not to exceed $100 total. Telecommunications outlined in Resolution No.
4375 include, but are not limited to, phone and internet charges as required for conducting
businesses. The reimbursement for bicycle mileage using alternative forms of
transportation, including walking and biking and excluding buses, as permitted in
Resolution No. 4375, shall be $.25.8 per mile as of July 1, 2020, and shall be adjusted each
year at the same rate of increase as that of automobile reimbursement. Special materials
such as books or directories may also be eligible for reimbursement.
If receipts are not available, a written description of expenses signed by the Councilor must
be submitted along with the Council Expense Report Form. Forms shall be available from
the City Manager’s Office.
10.04 Spouse/Partner/Guest Expenses
The City shall reimburse councilors or the Mayor for spouse/partner/guest expenses at
local events when the councilors or the Mayor and a spouse/partner/guest are jointly
invited and the councilors are serving in their official capacity, such as a recognition dinner.
The City does not otherwise reimburse councilors or the Mayor for expenses incurred by
their spouse/partner/guest. If councilors or the Mayor wish to have their
spouse/partner/guest accompany them while attending out-of-town events, the City may
make reservations and have travel and lodging expenses billed directly to the City.
Councilors or the Mayor must then reimburse the City for their spouse/partner/guest
travel and lodging expenses. Reimbursement should be made as soon as possible so that
the trip reconciliation process can be completed.
10.05 Petty Cash
Expenses under $50 can be reimbursed out of the petty cash fund in the City Manager’s Office.
10.056 	Travel Guidelines
Prior notification of out-of-town travel shall be given to staff responsible for travel
arrangements in the City Manager’s Office whenever possible. Registration and travel
arrangements should be made well in advance so that the City can take advantage of
reduced fares and early registration fees. Staff shall assist councilors in making
transportation and lodging arrangements and arrange to have expenses billed directly to
the City; contractors shall be chosen by staff, and not by councilors.
While at a conference, councilors or the Mayor shall be expected to attend conference
sessions and, within 30 days, issue a written report to share the information and
perspectives with the entire City Council. If more than one councilor attends, a consolidated
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report may be written.
As a general guideline, each councilor is allowed two out-of-state conference trips per fiscal
year. If a councilor wishes to make additional trips, the request should be brought to
attention of the full Council and should be endorsed by a majority of the Council. This
guideline is intended to cover trips made at the discretion of the individual councilor; it is
not intended to be applied to trips related to service on national or regional committee,
such as a committee of the National League of Cities.
10.067 	Overseas Travel
If the Mayor or members of the Council wish to attend a conference or make a Council
business-related trip to a destination overseas, this request shall be made in writing well in
advance and shall be placed on the Consent Calendar for approval by the Council.
11. 	ETHICS
11.01 Reporting Requirements in ORS
In accordance with ORS 244.050, the Mayor and all councilors holding office on April 15
shall be required to file an Annual Verified Statement of Economic Interest with the Oregon
Government Standards and Practices Commission on or before that date. The report must
be filed on the form prescribed by ORS 244.060. Each year the form shall be sent directly to
the elected official by the Commission and should be returned directly to the Commission
in Salem. Failure to submit the form by the April 15 deadline may result in the imposition
of a civil penalty and/or removal from office.
11.02 Local Code of Ethics
The Charter requires that a code of ethics be enacted. This local code, found in the Eugene
Code, places additional conflicts of interest requirements upon elected officials and creates
a local process for filing complaints.
12. 	MEETING AND WORK SESSION SEATING ASSIGNMENTS
The Council shall be assigned seats in January, following the election of the Council
president and vice president. The Mayor is always seated at the center position with the
Council president seated at the Mayor's right and the Council vice president seated at the
Mayor’s left.
The remaining councilors shall be assigned seats in alphabetical order by last name. When
the Council returns after each Council break, each person moves one seat toward the
outside and to the opposite side of the table or dais; those in the outermost seats move to
the innermost seats on the opposite side. To achieve the intended rhythm between the fall
and winter sessions, the cycle shall be repeated every two years. This system allows
councilors the opportunity to regularly change seats throughout a four-year term. Below is
a detailed listing of the seating sequence.
Year 1 (Odd Numbered Years)
JANUARY 	Mayor
President 	Vice President
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Councilor A1 	Councilor B2
Councilor C3 	Councilor D4
Councilor E5 	Councilor F6
APRIL 	Mayor
President 	Vice President
Councilor F6 	Councilor E5
Councilor B2 	Councilor A1
Councilor D4 	Councilor C3
SEPTEMBER 	Mayor
President 	Vice President
Councilor C3 	Councilor D4
Councilor E5 	Councilor F6
Councilor A1 	Councilor B2
Year 2 (Even Numbered Years)
JANUARY 	Mayor
President 	Vice President
Councilor B2 	Councilor A1
Councilor D4 	Councilor C3
Councilor F6 	Councilor E5
APRIL 	Mayor
President 	Vice President
Councilor E5 	Councilor F6
Councilor A1 	Councilor B2
Councilor C3 	Councilor D4
SEPTEMBER 	Mayor
President 	Vice President
Councilor D4 	Councilor C3
Councilor F6 	Councilor E5
Councilor B2 	Councilor A1
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C ITY C OUNCIL C OMMITTEE ON I NTERGOVERNMENTAL RELATIONS
OPERATING AGREEMENTS
A DOPTED BY THE C ITY C OUNCIL ON OCTOBER 23, 2023
1. 	Purpose of Council Committee on Intergovernmental Relations
The Council Committee on Intergovernmental Relations (IGR Committee) exists to make
recommendations to the City Council on State and Federal legislative issues. At this time, it
is the only standing committee of the City Council.
2. 	Membership
The IGR Committee consists of three City Council members.
The three IGR Committee Council members are appointed annually by the Mayor in the
normal course of appointments to various boards and commissions on which City of
Eugene elected officials serve. The Mayor will appoint members that represent the City
Council’s political and ideological diversity.
The Mayor serves as an ex-officio member of the IGR committee.
3. 	Committee Chair
The IGR Committee shall elect a chair of the committee at the first regularly scheduled
meeting after the Mayor has appointed the members to the IGR Committee.
4. 	Conducting the Business of Meeting
IGR Committee meetings are governed by Roberts Rules of Order, Revised. Like the City
Council, the IGR Committee has the obligation to be clear and simple in its procedures and
in its consideration of the questions coming before it.
5. 	Meetings
The IGR Committee meets as needed and generally meets more frequently when the
Oregon Legislature is in session. Meetings of the IGR Committee are subject to the
requirements of Oregon Public Meetings Law, ORS 192.620. The meetings shall be held
within the jurisdictional boundaries of the City.
No IGR Committee meeting shall be held at any place where discrimination on the basis of
an individual’s race, religion, color, sex, national origin, ethnicity, marital status, familial
status, age, sexual orientation, source of income or disability, is practiced.
Advance notice of at least 24 hours shall be provided for all meetings. Notice shall include
written notice to all news media that requested notice.
6. 	Quorum
Two members of the IGR Committee constitute a quorum for the transaction of Committee
business. Other members of the City Council may attend meetings of the IGR Committee,
but shall have no authority or status to vote on matters considered by the IGR Committee
during that meeting.
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Unanimous votes of the IGR Committee require 3 votes, not 2 votes, should an IGR
Committee member be absent.
An IGR Committee member may designate the Mayor to serve as an alternate in the
member’s absence.
7. 	Minutes
Written minutes shall be taken for all IGR Committee meetings in accordance with the
Oregon Attorney General’s Public Records and Meetings Manual. Minutes must give a true
reflection of the matters discussed but need not be a full transcript, verbatim or recording.
8. 	Process for Sessions of the Oregon Legislature
The Oregon State Legislature convenes annually in January in the state capitol of Salem. In
odd years, sessions may last 160 days, referred to as "long session." During the "long
session" the legislature approves a two-year state budget for the next biennium. In even
years, a "short session" is held. A short session can last a maximum of 35 days.
Preparation for the Long Session is begun by IGR staff who meet with the members of the
IGR Committee and other City departmental staff to outline legislative policies and
concepts for the upcoming session based upon City Council goals, priorities, community
needs and organizational issues. These concepts, after being vetted by staff and the IGR
Committee, are then submitted to the full City Council for review and approval. Once the
concepts are approved, they become the basis for the Oregon Legislative Priorities
document and the Legislative Policies document that serves as the cornerstone for position
and lobbying efforts on bills during the session.
9. 	Process for Introducing Legislation
The City may wish to introduce legislative concepts on its behalf to the legislature. The IGR
Committee meets and reviews all proposals for legislation prior to submittal to the
Legislature.
Any City staff or elected official interested in introducing legislation prepares a written
overview of the purpose of the legislative concept and draft language for review by the
IGR Committee. The IGR Committee then reviews the proposal, taking action during a
regular meeting to revise, adopt, or take no action on the proposal. Once the IGR
Committee has voted on proposed legislative concepts, this recommendation moves
forward to the full City Council for review and action.
After the proposed legislative concepts have been reviewed and approved by the full City
Council, legislative concepts that have been approved are presented to the Legislature or
Eugene Area Legislators for drafting.
10. 	Process for Review and Prioritization of Legislation
In 2013, the City Council adopted Resolution 5081 (Attachment A), which guides the IGR
Committee Legislative Review process and Voting process.
Review by City staff:
 	Once the bills are introduced, they are assigned by an IGR staff person to the
appropriate Legislative Coordinators (LCs) for review.
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 	Legislative Coordinators (LCs) in the appropriate City department analyze priority
introduced bills that may affect the City. LC staff is determined by each Department.
 	LC staff turnaround for review and analysis of a bill is expected to be within 10
working days of the assignment of a bill unless the movement of a bill warrants a
faster turn-around. In those cases, IGR staff will contact the LC and arrange for a
faster review.
 	If a bill addresses one or more of the policies presented in the Oregon Priorities or
Legislative Policies documents for that session, the particular policy is noted in the
LC staff’s analysis of the bill.
 	LC staff will relay both the pros and cons of a bill in their comments as well as any
amendments that would make the bill more favorable.
 	In collaboration with the IGR Manager, the LC will assign each bill a priority and a
recommendation.
Position Recommendations:
Support: From the City’s perspective, we are in favor of the bill and the impacts.
Legislative Coordinators should note why we are in favor of the bill and note any
amendments that would make the bill better.
Oppose: From the City’s perspective, we are opposed to the bill and the impacts.
Legislative Coordinators should note why we are opposed and make any
recommendations that would make the bill better, if applicable.
Priority Recommendations:
 	High Priority Bills: We will be highly selective in identifying priority bills to be
forwarded to the Intergovernmental Relations Committee (IGR). For a bill to be
recommended as a high priority bill to be actively lobbied, either in support or in
opposition, the bill would have a significant impact on City operations, services,
or finances in such ways to fundamentally impact department administration,
organization, personnel, allocation of City resources, or local decision-making,
either negatively or positively. The issues addressed by the bill are of significant
interest to the City even if they do not directly impact operations, services, or
finances of the City. Examples of high priority bills could include Telecom/local
pre-emption efforts, PERS reform, Public Safety, and transportation funding.
 	In addition to be bills identified as high priority, other bills and legislative issues
may be forwarded to the IGR Committee to enable staff to provide supportive or
opposing written or oral testimony. Examples of issues that may require
supportive testimony (as opposed to active lobbying) include support for the
Oregon Cultural Trust, support for one of our partner agencies lobbying efforts
(University of Oregon, City of Springfield, EWEB), etc.
11. 	Voting on bills
The IGR Committee votes on all bill priorities and recommendations.
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Approved IGR Committee minutes, including votes on bill positions, will be shared with the
full City Council by including them with the weekly City Council materials. Any bill that has
been reviewed by the IGR Committee may be requested for discussion by the full City
Council or by the Mayor.
If a position the IGR Committee has taken on a bill is not unanimous, the position on that
bill will be Neutral until the full City Council weighs in and directs a position. If possible,
the bill will then be placed on the next available City Council agenda.
12. 	Communicating with City Council
All Councilors are encouraged to bring items of interest for follow up by the IGR Committee
to the IGR Members, the IGR Manager, City Manager, or Mayor at any time.
The IGR Chair will provide regular updates to the Council during the ‘Committee Updates
and Items of Interest’ section of the Regular City Council meetings.
 	Outside of Legislative Session, one update per month, during Items of Interest, by
the IGR Chair at the first Monday meeting. This will share with Council the outcomes
from the monthly IGR Committee Meeting. The IGR Manager will send this update to
the Chair prior to the meeting.
 	During the Legislative Session, two updates per month to the Council, during Items
of Interest, by the Chair, including Committee Meeting outcomes and Priority Bill
Update. The IGR Manager will send this update to the Chair prior to the meeting.
During the Legislative Session, the IGR Manager will provide weekly Priority Bill Update
Email to the full Council. During Legislative Session, the weekly Priority Bill Update Email
will be included within the weekly Council packets.
13. 	Process for Federal Lobbying Efforts
The IGR Committee and IGR staff address Federal lobbying priorities in concert with a
number of the City’s local governmental partners.
The Federal priorities begin with a review of opportunities for funding in the next Federal
budget and goals that are specific to Eugene or the area. The IGR Committee meets and
reviews the list of potential priority projects. Potential projects should be those projects
which have already gone through the proper authorization channels and are “shovel ready”
projects. Once the IGR Committee reviews the list of potential projects, the Committee
develops a list of project goals that are considered to be achievable.
After the proposed goals have been vetted by staff, United Front partners, and other
community partners, and the IGR Committee, the priorities list is then presented to the full
City Council for review and approval.
The final list becomes part of the “United Front” agenda which is presented to the area’s
congressional representatives, executive department staff, and other potential funding
sources in Washington, D.C. The attendees on the lobbying trips typically include the
Mayor, chair of the IGR Committee, and appropriate City staff.
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14. 	Grants and Funding Applications
Under the direction of the City Manager, the IGR Manager will coordinate with
departmental staff and Executive Leadership to ensure all City applications for grants or
funding are in accordance with adopted City Policy and have existing budget authorization
for any match requirements (either in-kind resources or direct funding). Coordination will
include, but not be limited to, ensuring city staff are working collaboratively related to
funding sources, support communications related to successful funding requests, and
building relationships with potential funding partners.
15. 	Resolution 4908
On April 18, 2007, the City Council adopted Resolution No. 4908, “A Resolution Establishing
Policy Governing City Testimony and Funding Requests, and Repealing Resolution No.
4139”. This speaks to the issue of testimony before legislative bodies, funding requests and
the role of the Council in setting legislative policy. This Resolution is incorporated into this
document as Attachment B.
16. 	City Council Operating Agreements
The operating agreements of the IGR Committee are to be incorporated into the Operating
Agreements of the Eugene City Council. As the IGR Committee is a subset of the City
Council, any and all process and operating agreements supersede this document. All
process and operating agreements of the City Council, by extension and when relevant
apply to the IGR Committee.
Attachment A: 	City of Eugene Resolution 5081.
Attachment B: 	City of Eugene Resolution 4908.
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Attachment C
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