October 13, 2025 Work Session EUGENE CITY COUNCIL AGENDA October 13, 2025
AgendaAI Summary
The Eugene City Council held a work session on October 13, 2025, to review the Police Commission's Fiscal Year 2025 Annual Report and to consider approval of the proposed FY 2026 and FY 2027 Biennial Work Plan. The meeting also included discussion of City Council Operating Agreements. The hybrid meeting was accessible to the public both in-person and virtually, with accommodations available for individuals requiring interpretation services.
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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. -- 1 of 73 -- 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. CC Agenda Page 1 -- 2 of 73 -- 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 CC Agenda Page 2 -- 3 of 73 -- 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 CC Agenda Page 3 -- 4 of 73 -- 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 CC Agenda Page 4 -- 5 of 73 -- 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 CC Agenda Page 5 -- 6 of 73 -- 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 CC Agenda Page 6 -- 7 of 73 -- 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 CC Agenda Page 7 -- 8 of 73 -- 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 CC Agenda Page 8 -- 9 of 73 -- 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 CC Agenda Page 9 -- 10 of 73 -- 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 CC Agenda Page 10 -- 11 of 73 -- 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 CC Agenda Page 11 -- 12 of 73 -- 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 CC Agenda Page 12 -- 13 of 73 -- 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 CC Agenda Page 13 -- 14 of 73 -- 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 CC Agenda Page 14 -- 15 of 73 -- 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 CC Agenda Page 15 -- 16 of 73 -- 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 CC Agenda Page 16 -- 17 of 73 -- 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 CC Agenda Page 17 -- 18 of 73 -- 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 CC Agenda Page 18 -- 19 of 73 -- 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 CC Agenda Page 19 -- 20 of 73 -- 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 CC Agenda Page 20 -- 21 of 73 -- 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 CC Agenda Page 21 -- 22 of 73 -- 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 CC Agenda Page 22 -- 23 of 73 -- 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. CC Agenda Page 23 -- 24 of 73 -- 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 CC Agenda Page 24 -- 25 of 73 -- 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). Page 1 October 13, 2025 Work Session - Item 2 Attachment A CC Agenda Page 25 -- 26 of 73 -- 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 Page 2 October 13, 2025 Work Session - Item 2 Attachment A CC Agenda Page 26 -- 27 of 73 -- 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. Page 3 October 13, 2025 Work Session - Item 2 Attachment A CC Agenda Page 27 -- 28 of 73 -- 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 Page 4 October 13, 2025 Work Session - Item 2 Attachment A CC Agenda Page 28 -- 29 of 73 -- 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 Page 5 October 13, 2025 Work Session - Item 2 Attachment A CC Agenda Page 29 -- 30 of 73 -- Exhibit A 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 Page 6 October 13, 2025 Work Session - Item 2 Attachment A CC Agenda Page 30 -- 31 of 73 -- 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. Page 7 October 13, 2025 Work Session - Item 2 Attachment A CC Agenda Page 31 -- 32 of 73 -- 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 Page 8 October 13, 2025 Work Session - Item 2 Attachment A CC Agenda Page 32 -- 33 of 73 -- Exhibit A 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, Page 9 October 13, 2025 Work Session - Item 2 Attachment A CC Agenda Page 33 -- 34 of 73 -- Exhibit A 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 Page 10 October 13, 2025 Work Session - Item 2 Attachment A CC Agenda Page 34 -- 35 of 73 -- Exhibit A 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 October 13, 2025 Work Session - Item 2 Attachment A CC Agenda Page 35 -- 36 of 73 -- SEPTEMBER Page 12 President Councilor C3 Councilor ES Councilor Al Mayor Vice President Councilor D4 Councilor F6 Councilor 82 Exhibit A October 13, 2025 Work Session - Item 2 Attachment A CC Agenda Page 36 -- 37 of 73 -- 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. Page 13 October 13, 2025 Work Session - Item 2 Attachment A CC Agenda Page 37 -- 38 of 73 -- 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. Page 14 October 13, 2025 Work Session - Item 2 Attachment A CC Agenda Page 38 -- 39 of 73 -- 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. Page 15 October 13, 2025 Work Session - Item 2 Attachment A CC Agenda Page 39 -- 40 of 73 -- 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. Page 16 October 13, 2025 Work Session - Item 2 Attachment A CC Agenda Page 40 -- 41 of 73 -- 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 CC Agenda Page 41 -- 42 of 73 -- 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 CC Agenda Page 42 -- 43 of 73 -- 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 CC Agenda Page 43 -- 44 of 73 -- 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 Attachment A CC Agenda Page 44 -- 45 of 73 -- 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 CC Agenda Page 45 -- 46 of 73 -- 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 CC Agenda Page 46 -- 47 of 73 -- 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'---- October 13, 2025 Work Session - Item 2 Attachment A CC Agenda Page 47 -- 48 of 73 -- 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 Formatted: Font: Bold, Not Highlight Formatted: Font: Cambria October 13, 2025 Work Session - Item 2 Attachment B CC Agenda Page 48 -- 49 of 73 -- 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 Formatted: Highlight Formatted: Highlight Formatted: Highlight October 13, 2025 Work Session - Item 2 Attachment B CC Agenda Page 49 -- 50 of 73 -- 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. October 13, 2025 Work Session - Item 2 Attachment B CC Agenda Page 50 -- 51 of 73 -- Page 4 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. October 13, 2025 Work Session - Item 2 Attachment B CC Agenda Page 51 -- 52 of 73 -- Page 5 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 Formatted: Highlight Formatted: Highlight Formatted: Highlight Formatted: Highlight Formatted: Highlight October 13, 2025 Work Session - Item 2 Attachment B CC Agenda Page 52 -- 53 of 73 -- Page 6 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. October 13, 2025 Work Session - Item 2 Attachment B CC Agenda Page 53 -- 54 of 73 -- Page 7 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 October 13, 2025 Work Session - Item 2 Attachment B CC Agenda Page 54 -- 55 of 73 -- Page 8 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 October 13, 2025 Work Session - Item 2 Attachment B CC Agenda Page 55 -- 56 of 73 -- Page 9 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, October 13, 2025 Work Session - Item 2 Attachment B CC Agenda Page 56 -- 57 of 73 -- Page 10 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 October 13, 2025 Work Session - Item 2 Attachment B CC Agenda Page 57 -- 58 of 73 -- Page 11 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 October 13, 2025 Work Session - Item 2 Attachment B CC Agenda Page 58 -- 59 of 73 -- Page 12 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 October 13, 2025 Work Session - Item 2 Attachment B CC Agenda Page 59 -- 60 of 73 -- Page 13 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. October 13, 2025 Work Session - Item 2 Attachment B CC Agenda Page 60 -- 61 of 73 -- Page 14 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. October 13, 2025 Work Session - Item 2 Attachment B CC Agenda Page 61 -- 62 of 73 -- Page 15 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. October 13, 2025 Work Session - Item 2 Attachment B CC Agenda Page 62 -- 63 of 73 -- Page 16 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. October 13, 2025 Work Session - Item 2 Attachment B CC Agenda Page 63 -- 64 of 73 -- Page 17 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. October 13, 2025 Work Session - Item 2 Attachment B CC Agenda Page 64 -- 65 of 73 -- Attachment A October 13, 2025 Work Session - Item 2 Attachment B CC Agenda Page 65 -- 66 of 73 -- October 13, 2025 Work Session - Item 2 Attachment B CC Agenda Page 66 -- 67 of 73 -- October 13, 2025 Work Session - Item 2 Attachment B CC Agenda Page 67 -- 68 of 73 -- October 13, 2025 Work Session - Item 2 Attachment B CC Agenda Page 68 -- 69 of 73 -- Attachment B October 13, 2025 Work Session - Item 2 Attachment B CC Agenda Page 69 -- 70 of 73 -- October 13, 2025 Work Session - Item 2 Attachment B CC Agenda Page 70 -- 71 of 73 -- Attachment C October 13, 2025 Work Session - Item 2 CC Agenda Page 71 -- 72 of 73 -- Attachment C October 13, 2025 Work Session - Item 2 CC Agenda Page 72 -- 73 of 73 --
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The Eugene City Council held a meeting on January 27, 2025, with a primary focus on affordable housing initiatives, including the adoption of resolutions approving property tax exemptions for five low-income rental housing properties (Apple Orchard Village Apartments, Santa Clara Place, Laurel Hill Center River Road Housing, River Road Apartments, and Whiteaker Commons) and recommending resources for low-income housing. The agenda also included routine items such as election of City Council officers for 2025, approval of previous meeting minutes, acknowledgment of the city's annual financial reports for fiscal year 2024, and public comment opportunities.
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