HomeMy WebLinkAboutItem 04 Council Minutes AGENDA ITEM SUMMARY Meeting Date: 2/19/2013
Meeting Type:Regular Meeting
Staff Contact/Dept.: Amy Sowa/CMO
Staff Phone No: 726-3700
Estimated Time: Consent Calendar
S P R I N G F I E L D
C I T Y C O U N C I L
Council Goals: Mandate
ITEM TITLE:
COUNCIL MINUTES
ACTION
REQUESTED:
By motion, approval of the attached minutes.
ISSUE
STATEMENT:
The attached minutes are submitted for Council approval.
ATTACHMENTS:
Minutes:
a) January 26, 2013 – TEAM Springfield Annual Meeting
b) January 28, 2013 – Work Session
c) February 4, 2013 – Work Session
d) February 4, 2013 – Regular Meeting
DISCUSSION/
FINANCIAL
IMPACT:
None.
Joint Elected Officials Meeting
Saturday, January 26, 2013
8:00 a.m. -11:00 a.m.
The TEAM Springfield Joint Elected Officials met on Saturday, January 26, 2013, at the Springfield Justice Center,
EOC Conference Room, 230 4th Street. Members present included:
City of Springfield (City): Gino Grimaldi, Christine Lundberg, Bob Brew, Sheri Moore, Sean VanGordon and
Marilee Woodrow. Absent were Dave Ralston and Hillary Wylie.
Springfield Public Schools (SPS): Nancy Golden, Nancy Bigley, Al King and Garry Weber. Absent were Laurie
Adams and Jonathan Light.
Springfield Utility Board (SUB): Jeff Nelson, Ted Johnson, and Virginia Lauritsen. Absent were Ken Boyst, Joe
Mathieu and Pat Riggs-Henson.
Willamalane Park and Recreation District (Willamalane): Bob Keefer, Anne Ballew, Denise Bean, Greg James and
Gary Ross. Absent was Lee Beyer.
1. Breakfast and Social
JEOs participated in a breakfast and social between 8:00 – 8:30 a.m.
2. Call to Order and Welcome – Mayor Christine Lundberg
Mayor Lundberg called the meeting to order and welcomed the group.
3. Gift of Literacy Thank You
Nancy Bigley thanked TEAM Springfield for their support and participation in the Gift of Literacy program. In
its eighth year, the Gift of Literacy program has distributed over 6,300 books to students and has seen a
corresponding increase in library books checked out. TEAM Springfield (TS) support has provided resources
for the donation of more than 2,000 books to various agencies/programs including The Child Center,
S.M.A.R.T., Willamalane and others. This year’s Gift of Literacy event is scheduled for May 30 at Lane
Community College. TS was thanked for their support of the program.
The group was reminded of the Friends of the Springfield Library fundraiser event scheduled for this evening,
at City Hall.
4. Agency Updates
Agency updates were presented.
a) City of Springfield
A Partnership Between the City of Springfield, Springfield Public Schools, Willamalane, and Springfield Utility Board
TEAM Springfield JEO Meeting Minutes
January 26, 2013
Page 2
Mayor Lundberg provided a City of Springfield update.
Bloomberg Project. Springfield is a top 20 finalist for the Bloomberg Philanthropies’ Mayors Challenge, a
competition created to inspire American cities to generate innovative ideas that solve major challenges and
that ultimately can be shared with other cities across the nation. Winners will be announced in spring 2013,
with a total of $9 million going to five cities to jumpstart implementation of their ideas. Every US city was
eligible to participate. More than 300 cities applied. Springfield is the smallest city in the final group. The
city concept is related to mobile health care. The concept includes providing mobile health care and
eliminating unnecessary and expensive trips to the ER. The final application is due on Thursday, January
31.
Fire Dept. Merger. The fire department merger between Springfield and Eugene continued to progress in
2012 with agreements reached that provide the highest quality service at the lowest cost for both cities. The
merger brings with it a new computer system that will reduce dispatch times and ensure that the closest fire
truck will always be sent to emergencies. We look forward to future savings through this partnership.
Glenwood. 2012 marked the achievement of an important milestone for the redevelopment of Glenwood
with the adoption of phase one of the Glenwood Refinement Plan. The Plan represents several years of
planning by partner agencies and stakeholders. The Plan for the Glenwood Riverfront promotes a mix of
commercial, office and industrial uses that will create jobs and visitor opportunities. Picture a mixture of
housing choices and businesses located along the beautiful Willamette River. There will be access to the
river for everyone with connections and paths that will showcase this gem in our urban core.
VA Clinic. Staff is still hard at work on attracting the VA Clinic. We may have new information later this
spring.
Downtown / Main Street Corridor. We are seeing improvements in downtown, including the dramatic drop
in crime, the closing of several troubled bars, a new crop of small businesses (including Plank Town
Brewing Co.) and the A3 High School.
We are also seeing redevelopment in the Gateway area with the old Circuit City building soon to be a
supermarket and the Hollywood Video building to be demolished and replaced with the popular Buffalo
Wild Wings franchise.
b) Springfield Public Schools
Nancy Bigley provided Springfield Public Schools’ update.
1. Superintendent Search
The search for a new superintendent is currently underway. The School Board is working with Greg
McKenzie, Window to Leadership LLC, to guide the process and ensure community involvement.
He is also familiar with our community, which is very important.
Fourteen focus groups were held with attendees representing multiple staff and community groups.
The focus groups, in addition to an online survey, reached more than 500 people and will help the
board determine the qualities and qualifications of Springfield’s next superintendent. The board will
hear the results of the focus groups and online survey on Monday, January 28. Applications will be
accepted during the month of February and the application screening committee will convene in
TEAM Springfield JEO Meeting Minutes
January 26, 2013
Page 3
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early March to review them. Interviews will be scheduled for late March with the goal to announce a
new superintendent in early April. Up-to-date information can be found on the district’s Web site.
2. Facilities Advisory Committee
The Facilities Advisory Committee met seven times between November and January with the charge
to evaluate current facilities’ needs and the impact full-day kindergarten will have on elementary
school space in 2015 in anticipation of a November 2013 bond.
The Committee will present its final recommendations to the board in February but the following
recommendations are expected to be included:
• Replace Hamlin Middle Schoo
• Invest in instructional technology (recent changes to the law allow for the purchase of equipmen
and furnishings with bond funds).
3. Arts Matter Council
In November 2012 the district convened its Arts Matter Council comprised of representatives from
community arts organizations in Springfield and Eugene, as well as representative district arts
teachers.
The charge of the council is to determine what an ideal arts program would be for Springfield
students, assess the current arts program and look for opportunities to fill in the gaps with
community supported programs and partnerships. The council meets once-per-month through May
and will present its recommendations to the School Board in June.
4. Springfield Immersion Program / Master Teacher Program
Springfield Public Schools is involved in the Global Institute for Teacher Advancement (GITA),
which includes Cultural Exchange, the Springfield Immersion Program and the Master Teacher
Program.
• Cultural Exchange: In conjunction with the University of Oregon and partner districts,
Springfield is creating a template for cultural exchange focusing on and promoting the
educational discussion of best practice by hosting faculty from China, Finland, England, K
New Zealand and Australia. To date, teachers and administrators from China have visited our
district multiple
• Springfield Immersion Program: In an effort to increase the quality of teachers entering the
field, the district, the University of Oregon and Pacific University are working to develop a fifth-
year program for students seeking their teaching licenses. This program would place an
apprentice teacher in the classroom of one of the district’s Master Teachers for a full school year
rather than the current practice of visiting classrooms for a few weeks at a time. This will allow
apprentices to get an authentic classroom experience and leave the program prepared to run
own classroo
• Master Teacher Program: The goal is to identify and recruit district teachers who are using be
practices, producing great results and willing to share their knowledge, experience and
classrooms with others. Program participants will be invited to participate in the advisory
council, professional development opportunities (both attending and creating), building and
supporting teacher licensure programs (see Springfield Immersion Program above) and cultural
exchange. The first round of applications for entry into the program was received this month and
a second round will be held this spring.
TEAM Springfield JEO Meeting Minutes
January 26, 2013
Page 4
In December, the district was awarded a $450,000 grant from the Paul G. Allen Foundation to
begin implementing the next phase of the Springfield Immersion Program. In order to receive
the full funding amount, the district must provide matching funds and is currently working to do
so.
c) Springfield Utility Board
Virginia Lauritsen provided the Springfield Utility Board (SUB) update.
1. SUB has continued to provide low cost, reliable service. According to a study done by EWEB, the
average residential customer saves almost $450 in annual electric bills and just over $26 in total annual
water bills with SUB’s rates. For SUB’s residential customers as a whole, this translates to $12.8
million per year in savings.
SUB continues to be aware of our area economy. SUB purchases 100% of its power to service retail
customers from the Bonneville Power Administration. BPA increased power rates in 2011 and is
expected to increase both power and transmission rates in 2013. Even with these rate increases, BPA
power remains very competitive. SUB’s long term planning documents point to higher rates due to
BPA costs and state and federal regulatory requirements.
2. SUB is undergoing significant investments in water treatment and water source development. State
requirements associated with corrosion control is one example. SUB’s corrosion control facilities for
the Willamette Wellfield will be on-line soon and design work is underway for treatment at the
Thurston Wellfield.
3. Light of Liberty continues to be a success for SUB and SUB appreciates TEAM Springfield’s support
of this community event. Funds raised go towards SUB’s Project SHARE program, which provides bill
payment assistance for qualified low income households. Willamalane’s Island Park is the perfect
location for the event.
4. SUB worked with the City to create an intergovernmental agreement that describes how utility
infrastructure will be designed and constructed as redevelopment occurs in the Glenwood area.
5. SUB and the School District concluded discussions around grant funding that SUB provides to
Springfield Public Schools. SUB’s Board approved funding for a new 5-year agreement. This grant
funding helps the School District’s water testing programs provide hands-on experience to students.
Over the years the School District has expanded its program to include items such as building and
driving electric race cars. It was noted we now have a transformer / substation in the Gateway area.
d) Willamalane Park and Recreation District
Gary Ross provided the update for Willamalane Park and Recreation District.
1. Willamalane had almost a quarter of a million visits at the Willamalane Center for Sports and
Recreation. This is only a number for those they were able to count. The actual number is greater. It is
projected they will have over 1.5 million visits to parks and facilities.
2. Some of the highlights from the last 12 months include:
TEAM Springfield JEO Meeting Minutes
January 26, 2013
Page 5
• Completion of improvements to the Clearwater boat landing, including a new boat ramp, improved
parking, new restrooms and the north bank of the Middle Fork Path of the Willamette River trail
head.
• Phase one of the Middle Fork multi-use trail is complete, the second phase will be completed in the
summer of this year and the final phase, through Dorris Ranch, completed by the end of the year.
• Over 1200 youth have participated in our middle school athletic program.
• With the passage of the bond measure, Willamalane moves forward on several key projects
including protection of the Thurston ridgeline, construction of a multi-use path linking Clearwater
Park to downtown Springfield along the historic Mill Race, construction of a new park to serve the
Jasper-Natron area, access to the McKenzie River for all citizens by improving and enhancing river
access on the Oxbow property, and finishing the outdoor athletic fields at 32nd Street that will
provide opportunities for regional tournaments to occur in the metropolitan area, filling hotel beds
and restaurants.
These projects and others could not have happened without the support and, in many cases, direct
involvement of our TEAM Springfield partners. It was noted that Willamalane is embarking on a
community wide initiative to promote wellness. Building on the success of Willamalane Center,
the new multi-use trails and addition of large natural areas to our park system, recreation staff are
excited to be able to provide wellness opportunities to our community that were previously either
too expensive for our citizens or inconveniently located outside our community. For those who
would like to see an example of this initiative in action, join Willamalane on February 27 from 4:30
to 7:00 p.m. for a Wellness Expo at Willamalane Center. This event, provided for our corporate
members in this room, will have vendors, class demonstrations, neck, shoulder and foot massages
as well as numerous other activities.
Gary Ross thanked TS for their support of Willamalane.
5. Multicultural Outreach Initiative
Mayor Lundberg introduced this topic. She referenced the Latino Listening Session held in September. The
topics generated were categorized into themes. These themes noted things TS can be working on. As we move
forward, there were four areas of commonality where we can provide outreach. She noted that the CAO/CEOs
met on January 14 and discussed this topic. The CEOs agreed upon four themes/action items as noted below:
1. Host/assist with a multicultural community dinner, possibly in the downtown area. Other partners would
also participate. As we proceed, we will consider all cultures. NEDCO is looking at organizing a
Springfield dinner. This could be a multicultural event. We will keep that moving forward.
2. Provide businesses the opportunity to enhance the cultural competency of their staff. We have resources to
help with cultural competency, classes, etc. Private businesses do not necessarily have the same
opportunity because they are running their businesses. We could partner and better meet the needs of our
businesses that want to work collaboratively with other cultures, as well as Latino.
3. Increase the promotion of Fiesta Latina. The goal would be to increase attendance as well as the diversity
of those in attendance. The event, held at Island Park, is a great opportunity for sharing and learning across
cultures. If we could expand and have something in downtown or in conjunction with other downtown
events, this could provide opportunity. We could coordinate with downtown groups and committees.
4. Work with the Latino business community to understand their needs regarding working within the Latino
community in terms of reaching out to other cultures.
TEAM Springfield JEO Meeting Minutes
January 26, 2013
Page 6
When we reference multicultural, we hope to reach out to all cultures. Nancy Golden said SPS could
provide a list of cultures/ethnicity and demographics/percentages.
6. Goal Setting Session and Introduction of Stan Biles, Facilitator
Gino Grimaldi introduced Facilitator Stan Biles. He is the principal consultant of Management Solutions, a
firm that specializes in rapid performance improvements.
After completing his undergraduate studies at the University of Chicago and his Graduate Studies at the
University of Oregon, Mr. Biles worked for twenty-five years in Executive Management positions with state
and local government organizations. Mr. Biles has provided consulting services to many agencies.
In 1997, Mr. Biles was elected to the City Council of Olympia – Washington’s state capital. In 1999, Mr. Biles
was elected Mayor of Olympia. He has experienced leadership and organizational performance dynamics from
the perspective of a CEO, as the member of various boards of directors, and as an elected leader.
Mayor Lundberg noted that each agency brought forward goals and mission statements. Stan Biles will help the
group prioritize a set of goals that are high priority, recognize resources required, and prioritize jointly selected
concepts/projects.
Gino Grimaldi said once the TS Elected Officials select three to four goals, in priority order, the CAOs will work on
detail and bring them forward at the July 29 JEO meeting.
Bob Keefer provided an overview of the TEAM Springfield budget.
• Bike Patrol $29,000
• Increase opportunities for Student Achievement $5000 (Gift of Literacy)
• Support Cultural Festivals and Events $8000 ($4000 Light of Liberty, $4000 Downtown Concerts with Farmers
Market)
• Newsletter for TS $15,000–includes two newsletters and a summer fun insert
• Signature Project $20,000 (FY13 economic development): $5000 Business Development, $15,000 Business
Assistance Team.
It was noted that as the group identifies goals, some projects may already be in progress and not need additional
resources. It was clarified that each agency provides $20,000 toward the annual TS budget. Bob Keefer explained
the process used to identify specific projects and how decisions are made related to the opportunity fund.
Gino Grimaldi introduced audience member Noreen Dunnells, United Way Executive Director.
Stan Biles hoped the group could narrow to areas that can have a major impact as well as offer all agencies an
opportunity to contribute. He said the topics will fall into a category of 1) easy to do or hard to do, and 2) high
impact or low impact. Below is a chart reflecting these categories.
Easy to do Hard to do
High
Impact
Low
Impact
TEAM Springfield JEO Meeting Minutes
January 26, 2013
Page 7
The group was asked to take into account the following evaluation criteria related to what organizations can
contribute:
• Leadership
• Resources
• Logistics
• Publicity
• Other
Three small groups were formed to come up with two priority goals. These would be shared with the larger
group to review and refine the goals in a unified format. The outcome was to reduce the list from eighteen
goals to a smaller set of goals.
Each agency provided its approved goals/mission statement, as noted below. Agency representatives provided
a very brief review/highlight of their items.
City of Springfield - January 7, 2013
1. Create a Springfield consortium of public and private interests to market our community.
2. Hold a city-wide cleanup event twice a year; involve youth in the cleanup.
3. Expand cleanup to Promise Neighborhoods; have college or high school students volunteer to help.
4. Explore the viability of a local voter’s guide for Springfield.
5. Form a partnership with TEAM Springfield to host a downtown multicultural festival.
6. Support NEDCO’s economic development and include work skills development.
7. Mill Race partnerships – continue use and development.
8. Add TEAM Springfield signage to projects.
Springfield Public Schools – October 8, 2012
1. Expand TEAM Springfield partnerships to ensure that Springfield students continue to have access to
quality afterschool programs.
2. Work across agencies to ensure that student safety and school zone signs and rules are consistent
throughout the community, including improving the overall safety of Two Rivers–Dos Ríos students at the
school crossing.
3. Support Springfield’s Promise Neighborhoods surrounding Maple and Two Rivers–Dos Ríos elementary
schools.
4. Combine efforts to further the restoration of the Jasper Slough wetlands near Agnes Stewart Middle School
to support student and community education. Consider the potential for TEAM Springfield community
outreach via a community event.
5. Support providing high school students with bus passes to ensure student safety and the availability of
transportation for those students who are either involved in afterschool programs or athletics or who do not
have other available transportation to get to school.
Springfield Utility Board Mission Statement
SUB noted their support of the selected TEAM Springfield efforts. The mission of the Springfield Utility
Board is to provide reliable, cost-effective utility related services to the citizens and businesses of the
Springfield community.
Guiding policies subscribed to by SUB:
1. To commit all resources on the basis of long-term cost-effectiveness, thereby providing satisfactory results
at the least cost.
2. To continually strive to provide the desired results (effective) with the least amount of resources (efficient).
TEAM Springfield JEO Meeting Minutes
January 26, 2013
Page 8
3. To provide for long-term planning which allows the organization to anticipate and prepare for changes in
conditions affecting our work.
4. To staff, manage, and administer the organization with people who have a high level of competence,
integrity, and commitment.
5. To continually develop and maintain the organization and its facilities, thereby insuring future strength and
stability.
6. To abided by all laws for administrative and procedural requirements for public organizations.
7. To establish good community relations, recognizing SUB's role as a public body serving the community of
Springfield.
Willamalane Park and Recreation District
1. In response to the TEAM Springfield Listening Session with representatives of the Latino population,
develop and implement an action plan to collectively improve and expand services for our culturally diverse
community (e.g., events, training, outreach, accessible services, etc.). Invite and encourage involvement of
minorities to serve as leaders within our community.
2. Work with United Way and other community partners to support Springfield’s Promise Neighborhood
surrounding Maple and Two Rivers-Dos Ríos elementary schools.
Bob Keefer said the next step would be to take resources we have and goals within our organization and
concentrate an effort in a neighborhood. We could expand programs and work with Food for Lane County.
An example would be to offer free meals five days a week rather than four days a week. We could focus on
recreation programs and improvements to provide accessibility to a neighborhood. The example is to take
what we already provide and use TS funds to expand and improve on the program services.
3. Work together to provide job training and skill development for youth. The goal is to increase opportunities
for young adults, develop skills to compete for jobs and to create a ready labor force for local businesses,
industries and agencies.
Gary Ross discussed recreation, education, what that entire project can do, and what opportunity is
available.
Al King discussed the Governor’s efforts on education, as well as recognizing pre-k as part of the
learning group. Outreach is important in program service delivery. Assisting pre-k does benefit the school
system.
4. Take advantage of each agency’s efforts to improve and learn about our local environment through
collectively supporting environmental education and improvement projects across the community. Include
efforts to support best practices associated with reducing our impact on the environment.
5. Support endeavors to create a centralized facility for accessing a variety of low-income and social services
so that basic needs of Springfield residents are effectively and efficiently available. At minimum, take steps
to assure that the public is aware of available services through improved distribution of information.
After three small group discussions, the following provides a summary of the top priorities for each
group.
Group 1 Presented by Jeff Nelson
Start small and have a framework for concepts.
1. Promise Neighborhood. High Impact.
2. Marketing and branding of Springfield in general. The image of TS. Other elements include:
• Integrated service index.
• Multiculture: Integrate diverse community and minorities; work on helping individuals
become leaders
TEAM Springfield JEO Meeting Minutes
January 26, 2013
Page 9
• Workforce: How do you administer workforce? Consider LCC program, Willamalane
programs
It was suggested we invite agency Public Information Officers to the next CAO/CEO meeting.
Group 2 Presented by Mayor Lundberg
1. Promise Neighborhood. There are about five TS goals that fit into the Promise Neighborhood
concept. There is plenty of opportunity to capitalize on what other agencies have already
prioritized. Gino noted that agencies have specific goals related to Promise Neighborhood.
Mayor Lundberg said efforts are in progress regarding the multicultural effort (event/dinner),
therefore, it was not selected as a goal. During further discussion, it was suggested we identify
the various cultures. Nancy Golden noted she would provide percentage information regarding
demographics. Latino and multicultural efforts should not be isolated. The festival could be
isolated, but the outreach and effort should be all-inclusive if possible. This could also be
supported by United Front efforts. This topic could be integrated into goals.
2. Mill Race Efforts. Mayor Lundberg shared information regarding potential TS opportunities
related to the project. We should identify any federal funds that might be available. This could
be part of United Front efforts. Jeff Nelson said if we are talking about United Front we should
include Cedar Creek. The language could be United Front effort and packaging. Jeff Towery
could assist with this in a more detailed conversation. Nancy Golden noted efforts related to
Science, Technology, Engineering and Mathematics (STEM) Program.
Group 3 Presented by Councilor Moore.
It was noted the top goals fit in one of three categories: environment, social and economic.
1. Promise Neighborhood.
• Need neighborhood assessment, community education dialogue and needs assessment.
• Street lighting.
• Work crews – jobs/training.
• Pre-school services.
• Child care services.
• Identify underserved population.
• Multicultural outreach, integration dialogue.
• Assess, need definition, program development.
• Look at data. We might be able to identify signature projects, look at energy efficiency, child care, etc.
There are numerous opportunities to move initiative forward.
2. Mill Race. Bob Keefer said this project would not be easy or quick, but start doing background
work, determine what we want to do, and then initiate it. Plan the conceptual work first. If we
come up with a good plan, we can go to BPA for possible support.
• Plan and decide what to do
• Solicit/secure resources
3. Youth Workforce. Take collective efforts on helping future of youth workforce. What assets do
we have and move this effort out quickly. This could be easy to do, high impact.
TEAM Springfield JEO Meeting Minutes
January 26, 2013
Page 10
TEAM Springfield Top Four Priorities by group consensus:
Everyone participated in the prioritization process.
1. Multicultural Effort – Stan Biles did a check in with the group on whether there was a group understanding
that a Multicultural project is a project that Team Springfield would pursue. After some discussion, it was
concluded that additional information would be helpful in determining the next steps but there was group
agreement that a multicultural effort would be a priority.
The group discussed and agreed upon three additional top priorities.
2. Promise Neighborhood. Work on next steps. Modest short term and make progress in one year. Start
small then expand.
• Good opportunity to partner
• Not new, proven, replicate program efforts
• Use resources and results already available
• Clean selected neighborhood, look at diversity
Youth Workforce. Short term. The group discussed this concept in detail. Below is discussion on this
topic. Following discussion it was agreed to list this under Promise Neighborhood. It could also be part of
the Mill Race. We can see early success (early wins) with efforts toward this goal. Should we keep it as a
separate goal or integrate into Promise Neighborhood? Bob Keefer said this originally started as an
education goal and is also an economic goal. Willamalane has hired many youth. Gary Ross said
Willamalane and SPS have high participation in this effort. It is a big component of what SPS does. Mayor
Lundberg discussed components related to workforce development and noted the City will work on this in
the fall, on a broader scale, within Springfield. How do you create youth coming into the workforce ready
to take on trade jobs? This component is important and is in motion. The majority of the group would like
to see this integrated into Promise Neighborhood.
Greg James said the index of resources needs to be a priority and included in one of the top goals.
It could be a stepping stone under Promise Neighborhood.
3. Marketing (and branding) Springfield. We need to work on this collectively and get the information out.
We could get this done in one year.
• Integrated index
• Reach out to minority groups, populations, integrate into program, broader communities
4. Mill Race. Short-term and long-term effort. This can include youth workforce and marketing Springfield,
although we don’t want to undersell marketing of Springfield since it’s not just tagged to the Mill Race.
Phasing component to complete this.
• Partnership opportunities exist
• Recreation opportunities
• Education opportunities
• Health/Fitness opportunities
Councilor Moore noted that we need to be aware of resources and budget.
Gino said staff will assign details / tasks to the topics and bring forward at the July JEO. Funding
impacts will also be considered. The information will be presented at a CAO/CEO meeting prior
to the July JEO meeting.
TEAM Springfield JEO Meeting Minutes
January 26, 2013
Page 11
Final List -- Summary:
1. Multicultural Effort
2. on recent successes. Promise Neighborhood, building
Mill Race --
• Integrated index
• Youth workforce
3. Marketing Springfield -- Short Term
4. Multi-year goal, various phases.
• First step – vision
• Strategy
7. Meeting Debrief
The group was asked to debrief the meeting and review what worked well and what could be improved.
• The meeting today was very productive. It was suggested the group have at least two working JEO
meetings per year. A social can be added to the end of the summer JEO meeting (or the group could
schedule a separate (3rd event) as a social. It was clarified that having just one JEO meeting and one social
event did not allow enough work time for the group.
• Likes goal setting. Have another meeting more applied. Agenda was good, timed well.
• Impressed with everyone’s passion and commitment to goals presented.
• In the past, there was feedback that people walked away from goal setting without a clear understanding of
the process or outcome. One interest for todays meeting was to have a cohesive message of what TS’s
process is going forward. Hope everyone feels their interests were heard.
• Need to have at least one more meeting during the year. Specifically two working meetings. Good
collaboration. Who else could we collaborate with to accomplish things, e.g., LTD for bus passes?
• Good process, like the individual boards initially working on goals. See themes developing coming into the
meeting. Would have been good to develop some a bit more. Good to know what is going on.
• Look forward to the social in July. Have time set aside in July to go over this information. Maybe split that
meeting into a work/social event.
• For what this was, it was a good meeting. For those who elected us, they might not come up with the same
list. Think about in the future.
• Liked structure of the meeting, facilitator, and we had a job to do and did so as a group. We did not waste
time.
• Thanks for leadership and participation.
• Thank you and we picked projects at the first TS meeting based on community input. So it is good to know
what TS is doing. We got though a process and can be excited on what we will work on. We often base
this upon our community surveys.
• Gives CAOs good direction and inspires us.
• Appreciate the time and efforts done prior to the meeting. Appreciate the time put into this.
• Would like to see evaluation and outcomes -- what we did or did not accomplish.
• Having two work sessions in the year is good. It would help move ideas forward if the CAOs create work
groups so we can put outlines and strategies together.
• The group work and where the community went is a good shared vision. It was a good meeting. Have a
working meeting in the summer and can follow with a social at that meeting.
• We got a lot further in this meeting. Very much in favor of having two work meetings. If we are serious,
we need more than one working meeting in the year. While this may not be what community members will
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January 26, 2013
Page 12
come up with, often it is important that we take a visionary approach to what might generate stimulus with
the community, within our available limited funds. Visionary group.
• Thank CEOs for looking at what we do. Look forward to marketing and branding Springfield. We need
each other and look forward to efforts. Like that we did not use dots to prioritize goals. Appreciate the
direction.
The group was reminded of the Books and Brew III event this evening at City Hall.
The group appreciated efforts related to planning the TS meeting today.
8. Adjourn
The meeting adjourned at 11:20 a.m.
Minutes Recorder: Julie Wilson
______________________
Christine L. Lundberg
Mayor
Attest:
____________________
Amy Sowa
City Recorder
City of Springfield
Work Session Meeting
MINUTES OF THE WORK SESSION MEETING OF
THE SPRINGFIELD CITY COUNCIL HELD
MONDAY, JANUARY 28, 2013
The City of Springfield Council met in a work session in the Jesse Maine Meeting Room, 225 Fifth
Street, Springfield, Oregon, on Monday, January 28, 2013 at 5:30 p.m., with Mayor Lundberg
presiding.
ATTENDANCE
Present were Mayor Lundberg and Councilors VanGordon, Moore, Ralston, Woodrow and Brew.
Also present were City Manager Gino Grimaldi, Assistant City Manager Jeff Towery, City Attorney
Joe Leahy, City Recorder Amy Sowa and members of the staff.
Councilors Wylie was absent (excused).
1. Planning Commission Interviews.
Planning Manager Greg Mott presented the staff report on this item. The City received five (5)
applications for one (1) vacancy during an eight-week recruitment process.
Mr., James E. Yarnell resides at 632 West “D” Street, Springfield 97477; and is retired.
Ms. Diana Y. Alldredge resides at 822 N. 57th Street, Springfield 97478; and is an Office Assistant
with Lane County HSD, Eugene.
Mr. Nick J. Nelson resides at 225 12th Street, Springfield 97477; and is a Realtor with Re-Max,
Eugene.
Mr. Michael G. Koivula resides at 723 Crest Lane, Springfield 97477; and is a Land Surveyor with the
City of Eugene.
Mr. Ralph David (Dave) Jacobson resides at 4146 South “E” Street, Springfield 97478; and is retired.
The Springfield Planning Commission was a seven member volunteer Commission appointed by the
City Council. The members served four-year terms that were staggered to avoid more than two
positions expiring at the same time. Of the seven members, two appointments may live outside the
City limits and two appointments may be involved in the Real estate profession. Positions were “at-
large”, and did not represent specific geographic areas.
Currently the Planning Commission had one member, Commissioner Moe, who lived outside the City
limits, and none that worked in Real Estate.
The Council each chose the questions they would ask of the candidates:
1. How familiar are you with planning laws and policies and the purpose they serve in
Springfield’s land use decision making process? If your experience with these laws is limited,
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January 28, 2013
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what actions would you take to become familiar with them so that you can participate fully as
a Planning Commissioner? (Councilor Moore)
2. Many of the land use laws applied by the Planning Commission are state or federal mandates.
During a Planning Commission hearing how would you reconcile your own personal opinions
or support for the applicant’s interests if those interests were inconsistent with the land use
laws? (Mayor Lundberg)
3. What is your general understanding of the relationship between the Planning Commission and
City Staff, and the Planning Commission and the City Council? (Councilor Ralston)
4. What do you think is the proper role for the Planning Commission regarding the revitalization
of downtown? (Councilor Brew)
5. The economy has been stagnant for the past 3-4 years thwarting the effectiveness of the
Council’s economic development goals in general and in the redevelopment of Downtown and
Glenwood in particular. Do you believe the planning commission has a role to play in the
City’s economic recovery? Please explain your thinking on this question. (Councilor
Woodrow)
6. Growth, through development of vacant land and redevelopment of underutilized land, is the
single largest source of revenue for the City’s property tax supported General Fund. However,
growth does have its share of costs, included new infrastructure and the maintenance in
perpetuity of that infrastructure. As an official representative of the City, please describe your
position on growth and development. (Councilor VanGordon)
The Council introduced themselves to each applicant.
The Council interviewed the candidates and asked if the candidates had any questions of them.
Mr. Yarnall said he felt this was a team effort. People had to be willing to express their opinions, but
once a decision was made, all needed to accept the decision and move forward for the benefit of the
City. He had worked with a lot of people on a lot of different projects and would like to participate on
this commission as well.
Ms. Alldredge had no questions of the Council.
Mr. Nelson had no questions of the Council. He felt his questions had been answered prior to coming
here by talking to others in the community.
Mr. Koivula asked if there was just one position open. Yes. He said he was nearing retirement and was
well versed in land use law and infrastructure. He had lived in the area for 20 years so knew the area
well.
Mr. Jacobson had no questions of the Council.
The Council discussed the qualities of each of the candidates.
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All candidates were well qualified and could serve well. Council could not reach consensus on one
applicant, so staff would let the candidates know that a decision would be made on February 4, 2013
and they would be notified of the outcome at that time.
Formal appointment was scheduled for the Regular Meeting Tuesday, February 4, 2013.
2. 2012 Annual Financial Report.
Accounting Supervisor Nathan Bell presented the staff report on this item. In accordance with Oregon
Statues and the City’s charter, the City was required to complete an annual audit and financial
statement. The report would be presented to the City Council at the February 4, 2013 regular meeting
on the consent calendar.
Grove, Mueller & Swank, the City’s independent auditors, had completed their audit of the City’s
2011/2012 CAFR and had issued their opinion thereon. Mr. Swank, of Grove, Mueller & Swank,
would review the audit process, the Independent Auditor’s Report, and the City’s CAFR during the
work session.
As a preliminary summary for the Council’s information, the auditor’s found no material weaknesses
in the City’s internal financial controls and issued an “unqualified opinion” on the City’s financial
statements. This meant that the City was properly accounting for its resources and using adequate
financial controls to help prevent the improper use of those resources.
Mr. Bell acknowledged staff who had worked hard on this audit: Meg Allocco, Sally McKay and
Andrew Bemiller. He introduced Tom Glogau from Grove, Mueller & Swank who would be
presenting tonight.
Mr. Glogau distributed some information comparing Springfield with other jurisdictions. He explained
the symbols on the document. He spoke regarding the Rainy Day funds and explained why those funds
were needed to carry the City through from July 1 until property taxes came in during November of
each year.
Councilor Brew asked if the benchmark was based on the fact that some of those were designated
funds.
Mr. Glogau said yes and no. The benchmark was used for all types of governments, as large as
counties to as small as special districts. Some entities had more designations than others and
Springfield had a higher number of designated funds than the average. The purpose of this exercise
was to get them to think and ask questions. He then spoke regarding net worth. He discussed the need
to have an increase in net worth over time to replace things that wore out on an ongoing basis.
Mr. Grimaldi said net worth was different than cash balance. The City did balance their budget.
Councilor Moore asked about the useful life and capital assets. She asked what was included in capital
assets.
Mr. Glogau said this particular figure did not include land, but did include infrastructure.
Infrastructure was important and expensive. As long as the percentage wasn’t fluctuating or going
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down continually, it was nothing to be concerned about. If the funds continued to go down for years,
then it became a concern and they would need to look at the Capital Improvement Program (CIP).
Councilor Moore spoke regarding the City Hall building. She asked about long term planning to
replace major buildings.
Mr. Grimaldi said the major expenses for this building included making it seismically safe and
replacement of the air conditioning system.
Mr. Glogau said there was a conflict between spending funds on current operations and saving funds
for future use. There needed to be a balance.
Councilor Moore said she was pleased to see the bond investors were pleased with Springfield.
Mayor Lundberg asked about being an anomaly for having restrictive funds.
Mr. Glogau said Springfield was higher than most governments in the United States. Springfield had
set aside a higher percentage than most governments for long-term planning projects.
Mr. Grimaldi said that was a policy issue. They would need to look at reducing services in order to
increase that ratio.
3. Springfield Transportation System Plan Update – Review of Draft Projects Lists.
Transportation Planner David Reesor presented the staff report on this item. The Transportation
System Plan (TSP) update was intended to serve as a blueprint to guide future multi-modal
transportation system improvements and investment decisions for the City of Springfield. As such, the
TSP would include project lists that further defined locations of specific transportation projects for the
next 20 years.
The TSP Core Team, Project Management Team, Stakeholder Advisory Committee, Technical
Advisory Committee, and general public provided input to develop a range of projects to evaluate.
Project evaluation criteria, developed with input from these committees, were developed to help select
projects. Criteria included considerations for property owner impacts, mobility, safety, and
connectivity. Technical model outputs helped evaluate future congestion and mobility levels based on
land use inputs.
Transportation infrastructure projects had been organized into seven different lists, or categories, in the
draft TSP. Rather than ranking projects, staff recommended that the project lists be grouped into
short, medium and long term time frames, and include an additional Opportunity Projects list, Study
Area list, As Development Occurs project list, and a Transit Projects list. The time frames were not
rigid and may overlap (i.e. 0-8yrs.; 5-15yrs.; and 10-20yrs). This project categorization structure
would provide the City the most flexibility in adjusting to infrastructure needs over the life of the Plan.
Mr. Reesor spoke regarding the different categories of projects outlined in Attachment 1 of the agenda
packet: Opportunity Projects; Short-Term Projects; Medium-Term Projects; Long-Term Projects;
Study Projects; and Transit Projects. He discussed the transit projects and noted that they had not
identified EmX as they wanted to leave it as general transit until they had talked with the public.
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Mr. Brew asked if it precluded the City from getting public funds if a certain project was not on this
list.
Mr. Reesor said the TSP was a 20-year list and it was important to have projects on the list if they
wanted to get federal funding as it did help. There were some instances where a project may come up
that was not on the list, but could be tied in with one of the goals. The project list was important for
developing system development charges (SDCs) and needs for the next 20 years.
Mayor Lundberg said a project needed to be on the list at some point in order to give the public an
opportunity to review and provide input.
Mr. Reesor said that was true. They were having public involvement through the TSP process. It was
important to have the citizens provide that input.
Councilor VanGordon asked how these projects ended up on the list.
Mr. Reesor said they had gone through a process that included a technical advisory committee made
up of staff from the Oregon Department of Transportation (ODOT), City of Springfield, City of
Eugene, Willamalane Parks and Recreation and others. Those committee members helped weigh in on
the project list. They also worked with the general public through workshops. The consultant team and
Lane Council of Governments (LCOG) staff worked on producing an output from the Regional
Transportation Model. He explained the technical aspects of the projects on the list. There was other
criteria based on draft goals and policies which the Council provided input.
Councilor VanGordon asked what type of transportation system they would have if all of the projects
on the list were built. He asked if the projects were adding capacity, more bike lanes, etc.
Mr. Reesor said it was a balanced approach and included many different types of projects.
Mr. Grimaldi asked if the scenario planning work would address Councilor VanGordon’s question.
Mr. Reesor said it would help test policies. Although the TSP was a 20-year plan, it was updated every
five to seven years. As they worked through scenario planning they could test the policies in the draft
TSP and make adjustments as needed.
Mayor Lundberg said all plans had to be vetted through regional processes, which evaluated them on a
lot of criteria. Getting them on our plan early and keeping them there provided us with the best
options.
Mr. Reesor said the TSP also had to fit with the Transportation Planning Rule which outlined
requirements of what the TSP should include. It did offer some flexibility.
Councilor Woodrow said she liked the categories and didn’t feel more needed to be added. She asked
about Project PB-33 from Table 1: Bike route on Virginia and Daisy Streets from South 32nd to Bob
Straub Parkway. She wondered why they chose those streets rather than Jasper Road.
Mr. Reesor said about ¾ of that project was outlined in the TransPlan, with the additional piece added
to Willamalane. The goal was to have an alternate route to Main Street. Virginia and Daisy were close
enough to Main Street to make it viable for cyclists and pedestrians. It was also a good place to tie
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directly into the Willamalane Sports Facility and was a lower volume street. There was another project
that included bike lanes along Jasper Road, but they wouldn’t add things like traffic calming measures.
Councilor Woodrow said it could make a connection to Clearwater, but did present challenges along
the curves. She asked about Project R-59 on Table 3 (Short-Term Projects): Interchange
Improvements – OR126/Main Street (needs further study).
Mr. Reesor said it was for additional study of that intersection, and perhaps some small adjustments to
traffic lights, etc.
Councilor Woodrow asked about Project R-58 on Table 4 (Medium-Term Projects): Interchange
Improvements – OR126/52nd Street.
Mr. Reesor said that was also for an additional study of that interchange.
Mayor Lundberg said everything in transportation was very long-term and involved other jurisdictions
and communities and State projects.
Councilor Woodrow said one of the interchange improvements at Highway 126 could be better
signage.
Mr. Reesor said additional description was available on each project. He reviewed each map and asked
for comments or questions.
Opportunity Projects, Figure 1:
Councilor Moore asked about the project at Marcola and 19th. She asked if that was listed on this map
showing that the project would go forward if an opportunity such as a large medical clinic, were built
on Marcola Road.
Mr. Reesor said something like a clinic would go through a transportation analysis as part of the site
plan.
Councilor Moore asked where she could get the additional information on each project.
Councilor Ralston said a lot of work had been done on that project years ago when Lowe’s was going
to develop at that site.
Councilor Moore said she was specifically interested in looking at the details of the intersection.
Mr. Grimaldi asked if her question was whether or not the intersection would be improved as part of
the project if the Veteran’s Administration (VA) Clinic went in on that site.
Mr. Boyatt said the VA Clinic was part of a previous master plan and improvements to support site
development covered mostly Marcola Road, 28th Street and the internal transportation, but did not
cover the intersection. That intersection was a challenge location. Over time, as the city became more
successful, there would be more congestion. Staff was looking for operational solutions that provided
better capacity. He provided some examples.
Councilor Moore said there was a lot of truck traffic that was not supposed to be there.
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Mr. Reesor said the project website was located at www.springfieldtsp.org The resource page
provided additional information on existing conditions and analysis done on some of the intersections.
If she wanted more information, he could provide it to her.
As Development Occurs Projects, Figure 2:
Mr. Reesor referred to Project R46, north of Main Street between 42nd and 48th Street. He and Traffic
Engineer Brian Barnett met with Ken Hill from International Paper (IP) who was also part of the
stakeholder committee. Mr. Hill explained IP’s long-range plans for that mill site. If that property was
to be developed at some point, this project showed some connectivity. The projects were conceptual in
nature and not definite.
Councilor Brew referred to Project R34. He had served on the TSP and had expressed concern with
investing City funds in unincorporated areas. His understanding was that this project would only occur
if there was significant incorporation in that area.
Mr. Reesor said that was correct. The City was required by the State to plan for that growth.
Short-Term Projects, Figure 3:
Councilor VanGordon asked if Project PB7 was a bike path. He was not sure there was a need for a
bike path in that area as the sidewalks were good and there was low traffic. It was along a channel. He
asked them to take another look at that project.
Discussion was held regarding this project and that it went across Pioneer Parkway.
Mayor Lundberg said EmX went along Pioneer Parkway and it would be too much to put a bike lane
crossing Pioneer Parkway in that same area.
Mr. Reesor flagged that project to look at further.
Medium-Term Projects, Figure 4:
Councilor Brew asked if bike and multi-modal paths were under Willamalane’s jurisdiction unless
they were along the street.
Mr. Reesor said there were a few that the City owned, but generally Willalamalane managed those
types of paths. The City had worked closely with Willamalane on their recent Work Plan Update.
Councilor VanGordon asked about Project PB2 off Gateway.
Mr. Reesor said they were looking for better bike/ped connectivity from the neighborhood to the
PeaceHealth facility. This was one of the Sustainable City Year (SCY) projects done with the City last
year. It would connect through to a small park, into the existing street network of low-volume/low-
speed streets and then to the hospital.
Mayor Lundberg said she would like to look for connectivity to the path behind RiverBend, coming
off of Harlow Road and staying off the Martin Luther King (MLK) Jr. Parkway.
Mr. Reesor said there was a link on Wayside Loop on one of the maps under Project PB4.
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Mayor Lundberg said she wanted a connection that did not include riding on MLK Jr. Parkway.
Mr. Reesor said at the last stakeholder committee, Phil Farrington was advocating for putting an urban
standards project on that section of MLK Jr. Parkway. When going through the development process
for that street, decisions were made based on lack of right-of-way among other things. Staff was
recommending Wayside Loop.
Long-Term Projects, Figure 5:
There were no comments.
Study Projects, Figure 6:
Councilor Ralston asked what the next phase was for Beltline/Gateway.
Mr. Boyatt said when the Environmental Assessment (EA) was done in 2003, the City committed to
making the complete improvement at Gateway/Beltline, which included turning Gateway into one-
way southbound from Beltline past McDonalds, and turning Hutton into one-way northbound which
would remove a gas station, brewery, and hotel. The couplet was a better solution at that time. Phase I
of the project provided most of the benefit and had been completed. That improvement would carry us
through 2018, plus or minus a few years. The analysis said that when traffic backed up westbound and
started interfering with the I-5 operation, the City needed to build what was in the EA. The City was
still studying this to find the best solution.
All Projects, Figure 7:
Mr. Reesor identified the transit projects on the map.
Councilor Ralston said he liked the categories and maps, and felt it was easy to go through and see the
projects. It was much better than what we previously had and Springfield was far ahead of others.
Mr. Reesor said they were hoping to make this TSP for Springfield user friendly.
Councilor Moore asked about the study area project for Main Street and if it was the study regarding
making it two-way. Yes. She asked about Q Street and the east/west study area and if it was all one
study. Yes. Project S2 was Highway 126 and S5 was looking at a bike/pedestrian crossing. It was a
study for all transportation types.
Councilor Ralston noted the extra lane on Highway 126 when coming off I-5 and that it should have
been left as an extra lane to the Springfield City Center.
Mr. Boyatt said that was on Springfield’s priority list, but didn’t get funding. It would be put on the
list as a Fix-It project.
Mayor Lundberg said there was not enough money for all of the projects between Eugene, Springfield
and the other communities,
Mr. Boyatt said he would be advocating ODOT to fix that and extend that extra lane.
Mayor Lundberg said they made lists, but they had to ask people (citizens) to pay for them. They
needed to look to see if the need should be on the short-term list. They needed to be realistic. The lists
all represented what we asked the community to do, but also generated rates.
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Mr. Reesor said the next steps with the consultant included coming up with cost estimates and
financial plans.
Councilor Moore asked about the repaving of Highway 126.
Mr. Grimaldi said it was scheduled to be repaved this Spring. The earlier paving was a temporary
repair.
ADJOURNMENT
The meeting was adjourned at 7:42 p.m.
Minutes Recorder – Amy Sowa
______________________
Christine L. Lundberg
Mayor
Attest:
____________________
Amy Sowa
City Recorder
City of Springfield
Work Session Meeting
MINUTES OF THE WORK SESSION MEETING OF
THE SPRINGFIELD CITY COUNCIL HELD
MONDAY, FEBRUARY 4, 2013
The City of Springfield Council met in a work session in the Jesse Maine Meeting Room, 225 Fifth
Street, Springfield, Oregon, on Monday, February 4, 2013 at 6:00 p.m., with Mayor Lundberg
presiding.
ATTENDANCE
Present were Mayor Lundberg and Councilors Wylie, VanGordon, Moore, Ralston, Woodrow and
Brew. Also present were City Manager Gino Grimaldi, Assistant City Manager Jeff Towery, City
Attorney Joe Leahy, City Recorder Amy Sowa and members of the staff.
1. Building Program Fees.
Engineering Supervisor Matt Stouder presented the staff report on this item. He introduced David
Bowlsby, the current Building Official for the City who was also present to provide information.
The State of Oregon had delegated to the City of Springfield the authority to provide a full service
building program. As part of administering the program, state requirements dictated the City provide
adequate funds, equipment and resources necessary to administer and enforce the program.
Furthermore, State Statute required that revenue collected for building activity be spent only on
activities that directly support the building program.
Traditionally, Springfield had enjoyed a healthy level of building activity and associated revenues due
to a large amount of high value construction in the community. This had allowed revenue collected
from permit fees to build a healthy reserve even though the City’s fees were among the lowest of
comparable jurisdictions. The overall philosophy for managing the Building Fund had been to store
excess revenue during times of high activity to supplement the fund during periods of low activity.
With the downturn in the economy however, expenditures had exceeded revenues for the last 4 years,
resulting in the depletion of reserves and staffing reductions from 13.6 FTE to 6.9 FTE within the
program. At the same time, the overall number of permits issued had increased during the past 4
years, in part due to an increase in the number of lower value construction projects applied for
(alterations/additions/minor work, etc.).
Another contributing factor to the instability of the Building Fund was that Springfield had not
increased building permit fees since 2009 or specialty permit fees since 2007. Not surprisingly, the
City’s fees were near the bottom when compared to other jurisdictions. Attachment 2 of the agenda
packet showed how Springfield compared to other jurisdictions under existing rates, while
Attachments 3, 4 and 5 of the agenda packet showed Springfield’s placement when compared to other
agencies for a fee increase of 7.5%, 10% and 12.5%, respectively.
To help stabilize the Building Fund, staff had identified three options – further staffing reductions,
building permit fee increases, and subsidizing the program with General Fund monies. These options
were described in more detail in Attachment 1 of the agenda packet.
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Mr. Stouder distributed a document which showed how Springfield compared to the City of Eugene
and Lane County with all building fees, and how we would compare with the three increases proposed.
He discussed this document as well as Attachment 2 of the agenda packet. He noted the difficulty in
comparing with other jurisdictions due to the way the fees were calculated. Staff felt confident they
had provided as close a comparison as possible.
Mr. Stouder noted the three options presented for Council consideration:
• Option 1: Further staff reductions
• Option 2: Increase permit fees
• Option 3: Subsidize the Building Fund via the General Fund
He discussed each option and the impacts of each.
Mr. Stouder said a possible consideration would be a tiered approach in which there were higher
increases for the lower end building fees, and smaller increases for the larger projects.
Councilor Ralston said the philosophy was to be open for business and development. Reducing staff
didn’t seem to be an option, nor did subsidizing from the General Fund. In looking at the document
handed out, the 10% fee was too much of an increase as it would put us at too high a rate. He would be
inclined to support Option 2 with a 7.5% increase with a cap at some point to keep us at or below
Eugene.
Councilor Moore asked how current the fees were for Eugene and Lane County.
Mr. Stouder said they were current as of a few weeks ago. He wasn’t sure when they did their last fee
increase.
Mr. Bowlsby said Eugene had an increase within the last couple of years and Lane County was
looking at increases across the board.
Mr. Stouder said the past policies of Council were to keep the costs low for smaller development.
Councilor Brew said he would support the 10% increase. Some fees hadn’t increased for 5 and 6
years, and he felt the City was doing a good job of holding costs down. The City needed to be open for
business, but we also needed to have staff available to do the work. He could support the 7.5%
increase if they looked at doing an automatic increase in one year.
Councilor VanGordon asked about the different in service between a 7.5% increase and a 10%
increase. He asked if the builders would get different service.
Mr. Stouder said they would receive the same level of service as they currently received.
Mr. Grimaldi noted that with the lower rate increase staff would need to come back to Council sooner,
perhaps a year, and the department would lose financial ground.
Councilor VanGordon asked if staff had met with builders to discuss the proposed increases.
Mr. Stouder said it had been mentioned during the Developer Advisory Committee (DAC) meetings
and staff was meeting with the HomeBuilders’s Association (HBA) next week.
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Councilor VanGordon said he would like to hear about that conversation before they made any
decisions. He was inclined to support the 7.5% increase in order to allow people to adjust. He also
thought they should revisit this each year because he didn’t want to wait five years and ask for large
increases. Smaller increases could be better for builders.
Councilor Brew asked if staff could do research about when fees had been increased in other
jurisdictions and when they planned their next increase.
Mr. Stouder said Bend just increased their fees at the first of the year.
Councilor Woodrow asked how they came up with the percentage increases.
Mr. Stouder said he looked at the comparables with the other jurisdictions and determined the
percentage that would bring our fees to the middle of the comparison.
Councilor Woodrow said she was concerned with coming back each year for increases and would
prefer to find something that would sustain the department for a few years. She would like to know
how feasible the tiered system would be with the higher percentage increase for smaller development
and the lower percentage for larger development.
Mr. Stouder said they could provide that information. His sense was that the tiered system would not
hurt the department.
Councilor VanGordon said he would also like to hear more about the tiered system. He would also like
to hear the feedback from the HBA about what they would prefer – smaller annual increases, or larger
increases that lasted a few years.
Councilor Wylie said she would also like to hear more about the tiered system. She would also like to
know what this would buy the City and how it would help the department regarding positions.
Councilor Brew said the building fund was supposed to be self-supporting. He asked what was left in
cash reserves and how long it would carry the department forward.
Mr. Stouder said they had nearly no reserves left.
Mr. Bowlsby said funds for building activities could only be spent on building activities. Over the last
few years, jurisdictions with building programs were no longer self-supporting. Springfield started
using reserves several years ago.
Mr. Stouder said they had a healthy reserve in 2008, but those were now depleted.
Mr. Bowlsby said the State’s Department of Consumer and Business oversaw the Building Codes
Division. They were forecasting that it would be at least another five years before we returned to pre-
recession numbers for development. The City needed to craft a way to sustain the department until that
time or longer. The proposal provided wasn’t significant to a developer, but the volume would help the
department. He expected that during the meeting with the HBA and other stakeholders, the increase in
fees would seem justifiable in order to continue to provide the service rather than have it move to the
State.
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Councilor Moore asked if people could go online for some of their requests and what office hours the
department was open for people to get permits and schedule inspections. She would like an overview
of what was being paid for with the fees.
Mr. Stouder said the department was open from 8:00am to 5:00pm, Monday through Friday, for plans
to be submitted and reviewed. Minor plans could be submitted electronically, although most were
submitted over the counter, reviewed and approved in house. Inspectors were out in the field anytime
during those hours each day and sometimes earlier or later depending on the needs of the builder. If
they reduced those hours, they would need to look at some other options such as limiting the days
inspections could be done.
Mr. Bowlsby said timely inspections were very important to builders and could be costly if there were
delays. The builders couldn’t go anywhere else for this service. The City was trying to accommodate
development.
Councilor Moore asked how many staff were in the Building Department.
Mr. Stouder said they currently had 6.9 FTE, but there would be less next year. They had three
inspectors, two plans examiners in the office and pieces of supervisory and administrative staff.
Councilor Ralston said he would support the 10% increase, but would also like to hear about the tiered
approach.
Mayor Lundberg said she had asked for this information and looking at the tiered approach. The point
was that we were available to the public so they had access when needed. She explained how she had
broken down the list regarding the tiered approach and the larger increase for the first two. Inspectors
had to go out whether they were inspecting a large project or a remodel. Springfield was in
competition with Eugene and Lane County, so it was important to keep our fees close with them. For
larger development, they could look at a lower rate increase. She wanted to look at the impact of each
percentage, and also the tiered approach after staff met with the HBA and developers.
Mr. Grimaldi said another work session would be needed with that additional information. February
19 was a possibility for that meeting.
2. Council Goal Setting Follow-up.
Assistant City Manager presented the staff report on this item. Council selected the following 10
goals and directed staff to analyze the items for cost, opportunities, hurdles or other ways of
approaching the goals listed.
One Year:
Complete an intra-jurisdictional agreement to reduce system development charges to stimulate
economic development.
Explore incentives to encourage annexation of improved area developments just beyond the
city boundary.
Identify two large (50 acres minimum) properties for near-term job development.
Create a Springfield consortium of public and private interests to market our community.
Two Year:
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Hold a city-wide cleanup event twice a year.
Explore the viability of a local voter’s guide for Springfield.
Move jail and police service off the levy.
Form a partnership with TEAM Springfield to host a downtown multicultural festival.
Three Year:
Complete a signature milestone in Glenwood such as NEPA process completion, engineering
of Franklin Boulevard, or acquisition of right of way for Franklin realignment, etc.
Develop long-term plan to phase out mobile home parks in Glenwood by offering replacement
housing, counseling, and other options.
If the Council wants to hold a Work Session on any of the goals, staff could also identify potential
strategies, work plan options, budget impacts and influence on existing projects and work plans. Any
Council direction regarding priorities, including working with Council Leadership to set timing, would
assist staff in planning, follow up and meeting scheduling. After review and discussion of these staff
responses, the Council may also want to discuss the preferred approach for public review before
decisions are finalized.
Mr. Towery pointed out an error on page 3, Attachment 1 of the agenda packet under the Cost/Time
for identifying two large properties for near-term job development. The date should read “ . . . will be
complete by January 14 . . .”.
Mr. Towery noted that of the ten goals, two had been adopted or acknowledged by TEAM Springfield.
The goal on mobile home park issues had been addressed a couple of times and a work session was
scheduled for later in February to discuss next steps. The large property annexation was part of the
work being done on the potential expansion of the urban growth boundary (UGB). Related to the
milestone for a signature project in Glenwood, the Franklin Boulevard corridor information was also
in the works and a work plan was being built. Staff felt the rest of the goals required more work
session time to determine what Council would like to accomplish and how they would like to proceed.
Mayor Lundberg said some of the items could be removed, such as those that Mr. Towery addressed
Mr. Towery said staff could come back with some performance measures or targets and revisit some
of the goals to determine if they were being successful.
Councilor VanGordon spoke regarding the first goal on the list: Complete an intra-jurisdictional
agreement to reduce system development charges (SDC) to stimulate economic development. The
Development Advisory Committee (DAC) had this item on their work plan, so he suggested tabling
this goal until they had the feedback from the developers. This could be brought back to the Council
after those discussions. He also spoke on the seventh goals on the list: Move jail and police service off
the levy. He would be interested in seeing what we would have to put aside regarding property taxes
in order to save up enough to get off the levy. He didn’t see how they could get that done in three
years. He would like a work session on the sixth goal listed: Explore the viability of a local voter’s
guide for Springfield. He felt it could also be a TEAM Springfield effort or they could use the
quarterly newsletter.
Councilor Ralston asked why the city-wide cleanup was listed under the two-year goals and not for
this year.
Councilor Woodrow said there was an additional cost that was currently not in the budget.
City of Springfield
Council Work Session Minutes
February 4, 2013
Page 6
Mr. Towery said it was on the two-year goal because this years’ cleanup was already planned and
scheduled. The additional out of pocket costs for a second event was about $50,000 because many of
our partners were donating or subsidizing their contribution for the one event and would likely charge
the City for a second event. They also hadn’t estimated the additional staff time for a second event.
They may need an additional work session or budget discussion to look at other options. If they went
with a second cleanup that was the same as the current event, funds would need to be reallocated. A
work session would allow the Council to dig deeper into the goal and look at targeting a specific
cleanup, such as in a Promise Neighborhood or during the Day of Caring.
Councilor Ralston said he thought the second one would be held in the fall with more yard debris. A
work session would be helpful to look at options of what the event could look like.
Councilor Moore asked about the date this year.
Maintenance Manager Brian Conlon said it was scheduled for mid-May. The event was planned and
agreements had been made with Sanipac and other partners in the cleanup.
Councilor Moore asked if there was time to make it a bigger event this year. She asked about getting
volunteers involved to go into neighborhoods to assist with cleanup.
Councilor Woodrow referred to the tenth goal on the list: Develop long-term plan to phase out mobile
home parks in Glenwood by offering replacement housing, counseling, and other options. She knew it
was being researched, but didn’t want that to be taken off the list.
Mr. Towery said that topic was already scheduled for a work session the end of February. He referred
to the idea of holding a work session on the cleanup idea. He didn’t feel the work session would be
restricted to how they could change the existing cleanup, but how a second cleanup might look if they
did something different.
Mayor Lundberg said an option was to focus on something such as abandoned cars. A work session
gave them an opportunity to look at what could be done and get more ideas.
Councilor Brew agreed it would be great to have a work session on the cleanup. He then spoke
regarding the SDC goal. He asked if the incentives Council had put into effect over the last few years
had impacted development. He would like to know if those types of things actually stimulated
development. He spoke regarding the police levy goal. Since the levies were passed, there had been
discussion about moving off the levy, but they had not talked about a plan of how that could be done.
He would like to have that as a serious goal with a plan, or not make it as a goal if they were not going
to make a plan. He would like to have a work session on some of the options.
Councilor Moore referred to the second goal listed: Explore incentives to encourage annexation of
improved area developments just beyond the city boundary. She was concerned about water quality
and septic tanks on those unincorporated parcels just outside the city limits. Septic tanks and the
failure of them could cause water pollution problems. There were other issues under that topic, such as
public safety. She asked if they could provide information in a list of the advantages of being annexed
into the city and promoting it to those outside city limits.
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Council Work Session Minutes
February 4, 2013
Page 7
Mayor Lundberg said her interest in this topic was that there were people that would consider
annexing if the fees weren’t so high. The City of Eugene had waived city property taxes for 10 years
for people that annexed. She didn’t want to force anyone to annex, but wanted to encourage them or
find ways to make it feasible. She referred to a map that Mr. Mott had available.
Planning Manager Greg Mott displayed the map and explained some of the tax rate areas outside city
limits and the cost to annex. Some areas had higher taxes than others, but each had their own issues.
The obstacle to wanting to annex would be exchanging their current lifestyle of low taxes, to double
taxes for city services. He said he could ask Lane County Assessment and Taxation if these tax rates
were constantly in transition. The map he displayed was a snapshot of how things were currently.
Councilor Brew said his concern was areas just outside the city limits that took advantage of city
planning efforts and the city road network.
Mr. Mott said staff could provide Council with information about either pro-rated base, depending on
the nature of the tax district or the capital improvement bonding. As an example, Willamalane had a
recent bond election and some of their patrons lived outside the city limits and paid that tax. Any city
bond elections were strictly paid for by people in city limits. Rates charged through the water districts
for fire protection could be adjusted.
Finance Director Bob Duey spoke regarding Rainbow Water District and fire and water services
outside the city limits.
Mr. Mott said staff suggested talking with some of the people in those areas. He discussed contiguous
properties and noncontiguous properties, and those living within a certain number of feet needed to
hook up to City sewer. It was a question for Council to decide whether or not those people needed to
annex in order to hook up to City services.
Mayor Lundberg said this topic was worthy of a work session. She would like to find ways to
encourage and allow people to annex if they wanted.
Mr. Towery said there were three projects – mobile home parks, large parcel for job creation and the
signature project in Glenwood – that were already in various stages of work planning. Staff would
continue working on those as planned. There was no discussion about the two goals – multicultural
celebration and collaborative marketing of Springfield – that had been identified as TEAM Springfield
goals. He asked if that was the right venue to pursue those goals. Yes. Work sessions could be
scheduled for the cleanup item and annexation policies. He hadn’t heard much discussion on the
SDCs, online voter’s pamphlet and the levies.
Councilor Woodrow said she wanted a work session on the voters’ pamphlet.
Council concurred.
Councilor Wylie said she would like to start work on looking at the police levy at next year’s goal
setting session. She had some ideas, but needed to check with the State legislature for alternative
funding sources. She felt it could be pulled this year, but made a number one priority at next year’s
goal setting.
City of Springfield
Council Work Session Minutes
February 4, 2013
Page 8
Mr. Towery noted that League of Oregon Cities (LOC) efforts to make changes Statewide to the
property tax system could change the landscape under which levies were handled. Also, they could
talk during the budget process about the path to move Police services off of the levy rather than having
an additional work session. They could then focus next year’s goal setting on that topic.
Mr. Towery said it had been suggested that the SDC topic be left with the DAC for now. Council
concurred to pull that from this year’s goals.
Mayor Lundberg asked if staff could provide a compilation of the goals as amended.
Mr. Grimaldi said a Communication Packet could be provided.
ADJOURNMENT
The meeting was adjourned at 7:00 p.m.
Minutes Recorder – Amy Sowa
______________________
Christine L. Lundberg
Mayor
Attest:
____________________
Amy Sowa
City Recorder
City of Springfield
Regular Meeting
MINUTES OF THE REGULAR MEETING OF
THE SPRINGFIELD CITY COUNCIL HELD
MONDAY, FEBRUARY 4, 2013
The City of Springfield Council met in regular session in the Council Chambers, 225 Fifth Street,
Springfield, Oregon, on Monday, February 4, 2013 at 7:00 p.m., with Mayor Lundberg presiding.
ATTENDANCE
Present were Mayor Lundberg and Councilors VanGordon, Wylie, Moore, Ralston, Woodrow and
Brew. Also present were City Manager Gino Grimaldi, Assistant City Manager Jeff Towery, City
Attorney Joe Leahy, City Recorder Amy Sowa and members of the staff.
PLEDGE OF ALLEGIANCE
The Pledge of Allegiance was led by Mayor Lundberg.
SPRINGFIELD UPBEAT
1. Retirement Recognition of K9 Bronko (Officer Keetle handler)
Officer Rich Charbonneau presented this item.
• Bronko began his career at the Springfield Police Department in March, 2007.
ield K-9 Unit.
:
• He was imported from Germany and purchased from a kennel in California thanks to a
generous donation from Millie Cray, a long time resident and huge supporter of the
Springf
• In almost six years of service Bronko had about 145 captures including some that were for
surrounding agencies.
• Bronko was also responsible for the recovery of over $26,000 in property.
• Bronko is now ten years old and looking forward to retirement.
• His career was filled with exciting captures, public demonstrations ranging from elementary
schools to the local colleges, and several K-9 competitions in Oregon. Bronko won first place
in four straight competitions.
• Bronko’s ability to track bad guys led to some memorable captures
Early in his career, Bronko had tremendous success locating suspects. In one of his
first captures, he was able to track two suspects who committed a robbery with a gun.
The subjects were located two blocks away with the gun and the money.
One of Bronko’s best captures came in the last few months of his career while
assisting the Eugene Police Department. Two men broke into a house in an attempt
City of Springfield
Council Regular Meeting Minutes
February 4, 2013
Page 2
iner!
to rob the home owner. A shootout between the resident and the bad guys led to one
suspect being fatally injured while the second suspect fled the area. After a lengthy
track through a residential area and into the woods, Bronko was able to locate the
suspect involved in the shooting who was hiding under thick brush where he could
not be seen by officers.
• Bronko never hesitated to protect his handler, Officer Keetle, and he never turned down
getting attention from anyone between 3 and 103 years old. After a great capture, Bronko’s
favorite reward was always a piece of bacon from Addi’s D
• Bronko will be missed by the police department but he has earned a peaceful retirement at the
home of Officer Keetle and his wife.
Sergeant Charbonneau noted that all of the dogs for the K9 program were from funds donated by
citizens.
CONSENT CALENDAR
1. Claims
2. Minutes
a. December 6, 2012 – Joint Elected Official Meeting
b. December 10, 2012 – Council Goal Setting Session
c. January 7, 2013 – Council Work Session
d. January 7, 2013 – Council Regular Meeting
e. January 22, 2013 – Council Work Session
f. January 22, 2013 – Council Regular Meeting
3. Resolutions
4. Ordinances
5. Other Routine Matters
a. Approval of Liquor License Endorsement for Chow/Moes Tavern, a Lounge Style Restaurant,
Located at 471 South A Street, Suite A & B, Springfield, Oregon.
b. Formally Accept the City’s 2012 Comprehensive Annual Financial Report.
c. Award the Subject Contract to D&R Masonry Restorations, Inc. in the Amount of $74,150.00
for Project P21071; Springfield Museum Brick and Mortar Repair.
d. Authorize City Manager to Enter into a Contract with Treeman Design, in the Amount Not to
Exceed $250,000 for 2013 FireMed Campaign Advertising and Marketing Services.
e. Authorize City Manager to Sign a Contract Extension with Rural Metro of Oregon, Inc. for
Pre-scheduled and Inter-facility Non-emergent Basic Life Support Ambulance Transports in
ASA #5.
IT WAS MOVED BY COUNCILOR WYLIE WITH A SECOND BY COUNCILOR
WOODROW TO APPROVE THE CONSENT CALENDAR. THE MOTION PASSED WITH A
VOTE OF 6 FOR AND 0 AGAINST.
City of Springfield
Council Regular Meeting Minutes
February 4, 2013
Page 3
ITEMS REMOVED
PUBLIC HEARINGS - Please limit comments to 3 minutes. Request to speak cards are available at
both entrances. Please present cards to City Recorder. Speakers may not
yield their time to others.
1. Public Hearing on Proposed Sale of Property.
Community Development Manager John Tamulonis presented the staff report on this item. With City
Council authorization on December 3, 2012, the City Manager entered into a Purchase and Sale
Agreement (Attachment 3 of the agenda packet) to allow for due diligence evaluations by the City and
prospective purchaser. With the City’s due diligence essentially completed without problems, the
prospective purchaser had indicated not only a strong need to quickly complete his due diligence
evaluations in less than 90 days allowed in the Purchase and Sale Agreement, but also to start site Plan
approval and building plans approval for the site. To minimize delays, the prospective purchaser
requested the City Council hold the required Public Hearing for sale of City property and provide the
City Manager with authority to sell if the purchaser completes his due diligence with no unresolved
issues.
Springfield Economic Development Agency (SEDA) purchased three surplus parcels in the City’s
name recorded July 31, 2009 through a City loan of $700,000. As condition of any sale, the City
required easements to protect, access, and maintain drainage ways and wetlands; cross-over access
among parcels with access to Franklin Boulevard via motor-pool driveway; sanitary sewer, sign, and
access easements; and possible future additional right-of-way along Franklin Boulevard (Attachment 1
of the agenda packet).
The Purchase and Sale Agreement had an earnest money deposit of $5,000, with due-diligence related
activities and conditions to purchase to be verified for access; parking; environmental free of
contamination; utilities; financing; Council approval; etc. The deed after sale would include an access
easement to the properties from Franklin Boulevard and additional access easement connecting the
east and west parcels across an intervening parcel.
The Purchase and Sale Agreement provided a sale price of $420,000 (where the current value of Parcel
500 was $430,000, based on an appraisal review and opinion of value – page 6 of Attachment 2 of the
agenda packet). Any difference in price and value likely related to the sale-required easements,
reservations, and exceptions restricting use (depicted in Attachment 1 of the agenda packet) for
drainage/wetlands (about 10,000 square feet), crossover access and sanitary easements (about 3,600
square feet), and potential future right-of-way dedication along Franklin Boulevard (about 1,400
square feet).
City had a Preliminary Title Report by Evergreen Title Company showing it would write Title
Insurance for the properties Map 17033433 Tax Lot 500 within the south 3300 block of Franklin
Boulevard in Glenwood.
Mayor Lundberg opened the public hearing.
No one appeared to speak.
City of Springfield
Council Regular Meeting Minutes
February 4, 2013
Page 4
Mayor Lundberg closed the public hearing.
IT WAS MOVED BY COUNCILOR WYLIE WITH A SECOND BY COUNCILOR
WOODROW TO AUTHORIZE THE CITY MANAGER TO SIGN THE PURCHASE AND
SALE AGREEMENT PROVIDED ANY OF THE CONDITIONS OF SALE IN THE
AGREEMENT ARE RESOLVED OR FOUND ACCEPTABLE TO THE CITY AND
PROSPECTIVE BUYER. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0
AGAINST.
BUSINESS FROM THE AUDIENCE
COUNCIL RESPONSE
CORRESPONDENCE AND PETITIONS
BIDS
ORDINANCES
1. Membership of the Board of Directors of Springfield Economic Development Agency.
ORDINANCE NO. 1 – AN ORDINANCE AMENDING ORDINANCE NO. 6107 TO CHANGE
THE MEMBERSHIP OF THE BOARD OF DIRECTORS OF SPRINGFIELD ECONOMIC
DEVELOPMENT AGENCY
Community Development Manager John Tamulonis presented the staff report on this item. Lane
County Commissioners modified their District boundaries in 2011. Both the Glenwood Urban
Renewal District and the Downtown Urban Renewal District were now represented solely by the
Springfield Commissioner. There was no longer a need to continue membership of the East Lane
County Commissioner on the SEDA Board. The proposed Ordinance amended the Board of Directors
from 9 members to 8 members eliminating the position for the East Lane County Commissioner.
NO ACTION REQUESTED. FIRST READING ONLY.
2. Ordinance Amending Ordinance 6282.
ORDINANCE NO. 2 – AN ORDINANCE AMENDING ORDINANCE NO. 6282 BY
DELETING THE ANNEXATION OF THE PROPERTY TO THE LANE COUNTY
METROPOLITAN WASTEWATER SERVICE DISTRICT.
City Attorney Joe Leahy presented the staff report on this item. On November 19, 2012, Council
adopted Ordinance No. 6282 to annex property at 2576 16th Street to the City of Springfield, Lane
County Metropolitan Wastewater Service District and Willamalane Park and Recreation District.
Inclusion of the Lane County Metropolitan Wastewater District was in error as Lane County dissolved
this District on June 9, 2010.
City of Springfield
Council Regular Meeting Minutes
February 4, 2013
Page 5
The subject property was a residential lot with an existing single family dwelling that had a failed
septic system. The property owners requested annexation to the City to facilitate connection of the
dwelling to City sanitary sewer.
Council was asked to adopt the proposed ordinance in order to delete the reference to the Lane County
Metropolitan Wastewater Service District inadvertently included in Ordinance No. 6282.
No fiscal impact was anticipated.
NO ACTION REQUESTED. FIRST READING ONLY.
BUSINESS FROM THE CITY COUNCIL
1. Committee Appointments
a. Planning Commission Appointment.
Planning Manager Greg Mott presented the staff report on this item. The City received five
applications for the one vacancy during a two month recruitment process. At the January 28th
Work Session the Council interviewed each of these candidates. During the deliberation
following the interviews it was determined that the Council could not arrive at a consensus
selection. The Council then deferred selection until the February 4th regular session at which time
Councilor Wylie, who was absent from the Work Session, would be present to participate in this
decision. The appointment would be to fill the five months, then four years.
IT WAS MOVED BY COUNCILOR RALSTON WITH A SECOND BY COUNCILOR
WOODROW TO RATIFY APPOINTMENT OF NICK NELSON TO SERVE THE
REMAINDER OF FORMER PLANNING COMMISSIONER BOB BREW’S TERM,
EXPIRING ON JULY 31, 2013, AND TO INCLUDE APPOINTMENT FOR THE FULL 4-
YEAR TERM THAT EXPIRES ON JULY 31, 2017. THE MOTION PASSED WITH A
VOTE OF 4 FOR AND 2 AGAINST (WYLIE AND MOORE).
2. Business from Council
a. Committee Reports
b. Other Business.
BUSINESS FROM THE CITY MANAGER
1. Council Operating Policies and Procedures Amendment.
City Recorder Amy Sowa presented the staff report on this item. The Springfield Charter stated
“Section 12. Operating Procedures and Policies. The Council shall approve and maintain operating
procedures and policies annually.” Amendments to the Council’s operating policies and procedures
document required approval by a two-thirds vote of the members of Council present.
Minor housekeeping amendments in Section III(12.1) and Section V(1.5 of the Council Operating
Policies and Procedures were being proposed:
City of Springfield
Council Regular Meeting Minutes
February 4, 2013
Page 6
More substantial amendments in Section VII(3) regarding Council requests for attendance at a training
or a conference; Section VII(3.2) regarding the process for Council mileage reimbursement; and
Section IX(3.8) regarding interviews required for Metropolitan Wastewater Management Commission
(MWMC) applicants were being proposed.
Ms. Sowa explained the proposed amendments.
IT WAS MOVED BY COUNILCOR WYLIE WITH A SECOND BY COUNCILOR
WOODROW TO APPROVE THE ATTACHED AMENDED COUNCIL OPERATING
POLICIES AND PROCEDURES. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0
AGAINST.
2. Supplemental Budget Resolution.
RESOLUTION NO. 2013-03 – A RESOLUTION ADJUSTING RESOURCES AND
REQUIREMENTS IN THE FOLLOWING FUNDS: GENERAL, STREET, SPECIAL
REVENUE, TRANSIENT ROOM TAX, COMMUNITY DEVELOPMENT, SANITARY
SEWER CAPITAL, DEVELOPMENT PROJECTS, SDC SANITARY SEWER
REIMBURSEMENT , SDC SANITARY SEWER IMPROVEMENT, SDC TRANSPORTATION
REIMBURSEMENT, SDC TRANSPORTATION IMPROVEMENT, INSURANCE, AND
VEHICLE & EQUIPMENT FUNDS.
Finance Director Bob Duey presented the staff report on this item. At various times during the fiscal
year the Council was requested to make adjustments to the annual budget to reflect needed changes in
planned activities, to recognize new revenues, or to make other required changes. These adjustments
to resources and requirements changed the current budget and were processed through supplemental
budget requests scheduled by the Finance Department on an annual basis.
This was the second of three scheduled FY13 supplemental budget requests to come before Council.
The supplemental budget being presented included adjusting resources and requirements in: General,
Street, Special Revenue, Transient Room Tax, Community Development, Sanitary Sewer Capital, Development
Projects, SDC Sanitary Sewer Reimbursement, SDC Sanitary Sewer Improvement, SDC Transportation
Reimbursement, SDC Transportation Improvement, Insurance, and Vehicle & Equipment Funds.
The City Council was asked to approve the attached Supplemental Budget Resolution
The overall financial impact of the Supplemental Budget Resolution was to increase Capital Projects
($36,290), increase Equipment Replacement ($222,200), increase Operating Expenditures ($179,101),
and increase SDC Refunds ($53,546). These were offset by increasing new revenue ($151,391) and
decreasing reserves ($339,746).
Mr. Duey explained that this item was not listed as a public hearing because it had not reached the
10% threshold increase that required a public hearing. He provided details of each change in the
supplemental budget.
Mr. Brew asked about the additional funding for patrol vehicle equipment from the Vehicle
Replacement Fund as noted on page 2 of Attachment 1 of the agenda packet. He asked why the
equipment was not included in the purchase price of the patrol vehicles.
City of Springfield
Council Regular Meeting Minutes
February 4, 2013
Page 7
Mr. Duey said it was found that adjustments were needed to make the equipment fit into the new
vehicles.
IT WAS MOVED BY COUNCILOR WYLIE WITH A SECOND BY COUNCILOR
WOODROW TO ADOPT RESOLUTION NO. 2013-03. THE MOTION PASSED WITH A
VOTE OF 6 FOR AND 0 AGAINST.
BUSINESS FROM THE CITY ATTORNEY
Mr. Leahy recounted a story regarding City Prosecutor Matt Cox getting stuck in the elevator on his
way to Court and asking Mr. Leahy to stand in for him, which he did.
ADJOURNMENT
The meeting was adjourned 7:30 p.m.
Minutes Recorder Amy Sowa
______________________
Christine L. Lundberg
Mayor
Attest:
____________________
City Recorder