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HomeMy WebLinkAboutItem 04 Council Minutes AGENDA ITEM SUMMARY Meeting Date: 3/18/2013 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) February 25, 2013 – Work Session b) March 4, 2013 – Work Session c) March 4, 2013 – Regular Meeting DISCUSSION/ FINANCIAL IMPACT: None. City of Springfield Work Session Meeting MINUTES OF THE WORK SESSION MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY, FEBRUARY 25, 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 25, 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 Matt Cox, City Recorder Amy Sowa and members of the staff. Councilor Wylie was absent (excused). 1. Budget Committee Interviews. Finance Director Bob Duey presented the staff report on this item. The Budget Committee had two vacancies due to term expiration on December 31, 2012. The City received one application for Ward 5 and three applications for the vacancy in Ward 6. The appointee for both Ward 5 and Ward 6 would serve a three year term that would expire on December 31, 2015. The Council was requested to interview four applicants. The Mayor and Council chose the questions they would ask of each applicant. 1. Why do you want to serve on the Budget Committee (Mayor Lundberg) 2. Local governments, such as Springfield, are seeing a much delayed economic recovery as many revenue sources remain flat or continue to fall. If you were a member of the Budget Committee, what would be some of the ways you would look to control costs and still be responsive to the service expectations of our citizens? (Council VanGordon) 3. If you were on the Budget Committee and were looking at one of the City’s services to decide how much should be funded through general taxes and how much through specific fees on customers, what questions would you want to have answered in order to make your decision? (Councilor Woodrow) 4. The City has a very large financial investment in its infrastructure such as streets, sanitary sewer and buildings that need to be maintained. In these economic times, do you think it would be better for the citizens to defer the maintenance until a later time resulting in more expensive repairs or ask citizens to approve a bond issue and perform the maintenance now; pay less per year but over a longer period of time. (Councilor Ralston) 5. Often times the members of the Budget Committee have different opinions on how the citizens’ money should be spent. What is your experience with working as a member of a City of Springfield Council Work Session Minutes February 25, 2013 Page 2 Diana Alldredge – Ward 5 ent Budget Committee member) Kimberly Thompson-Alvarado – Ward 6 each of the candidates. Ms. Alldredge said she understood some of the meetings were long, but she was available for those was looking so far for the City, and if the decisions this year were s. Thompson-Alvarado said she didn’t have any questions of the Council as she had done a lot of r. Pishioneri said he had no questions. He realized that Paul Selby had represented Ward 6 well as y hat Council could make a decision based on candidates rather than y ward. uld not reach consensus on the candidates, so it was decided they would bring all four andidates forward for the formal vote. They decided to wait until the March 18 Council meeting to n Element: Potential Employment Opportunity Sites to Address 20-Year Commercial and Industrial Land Needs (Metro Plan diverse group and helping to ensure that all opinions are heard and considered? (Councilor Moore) 6. While all of Springfield services seem to have strong support from different areas of the community, it is often necessary to prioritize services for budgetary reasons. How would you go about the task of establishing priorities among services? (Councilor Brew) 7. Do you have any questions for us? (Mayor Lundberg) The Mayor and Council interviewed each of the candidates: • • Paul Selby – Ward 6 (curr • • Joe Pishioneri – Ward 6 The Mayor and Council introduced themselves to Questions from the candidates: longer meetings. Mr. Selby asked how the budget more difficult than in the past. M research and asked others questions. She asked what the Council wanted the position to be to compliment the group. Mayor Lundberg said they looked for representation from all of the wards. Having citizen members brought a fresh look to the process. M had all of the Budget Committee. He knew that Budget Committee members were normally chosen b ward by practice, but he also knew t b Council discussed the qualifications of each of the candidates. Council co c vote on the candidates, when Councilor Wylie was back Council discussed the process for voting during the Regular Meeting. 2. Springfield 2030 Refinement Plan (SRP) Urbanizatio Amendment File No. LRP 2009-00014). City of Springfield Council Work Session Minutes February 25, 2013 Page 3 ngfield e the ignated “Urban Holding Area - Employment pportunity Area,” establishing future growth areas for economic development and infrastructure ublic land, e could not be considered by firms seeking large sites. The options for xpanding the UGB to add the large flat sites required by employment uses were finite given es, e e rules and statutes to all Planning Supervisor Linda Pauly presented the staff report on this item. Adoption of the Spri 2030 Refinement Plan (SRP) Urbanization Element would allow the City to identify areas wher UGB would be expanded to include lands des O planning purposes in accordance with Statewide Planning Goal 9, Economic Development, Goal 14 Urbanization, other applicable land use goals, rules and statutes and local community development, livability and environmental quality goals. The UGB expansion proposal may also include p parks, and open space. Adding suitable large-site industrial land to the UGB would expand Springfield’s land base and creat future options for employment growth. Without sites planned and available for economic development, Springfield e Springfield’s location between rivers and hills. To determine how and where the UGB might be expanded to designate suitable employment sit staff conducted a UGB Alternatives Analysis, applying the required step-by-step method of th applicable statewide planning goals, administrativ lands surrounding pringfield’s UGB to identify suitable “Employment Opportunity” sites adjacent to Springfield’s sly taff il porated all of the input received to date during this process which began with public hearings 2009. The areas shown on the maps included more than 640 acres, but staff believed they could e parcels for water quality treatment. ouncilor Ralston said the reason they were looking to expand the UGB was to provide developable s. Pauly said this land would not be counted in the 640 acres for development, but would be in led for March 18 and would be followed by joint meetings with the Lane County Board. S UGB. This work was a refinement and more in-depth look at preliminary growth concepts previou identified and subject to public review in 2009-2010 and at other sites that met the statutory criteria equally well. The future cost to plan and build infrastructure to serve the new sites would be significant. Staff would provide infrastructure serviceability and cost comparison information at the April 1st work session. Ms. Pauly said staff had completed the by adding 640 acres of suitable land to meet those needs. S provided maps of the suitable areas to the Council for their review. The concepts before the Counc had incor in write findings to support expansion of the UGB into any of the areas. They also looked into opportunities to bring in adjacent public lands such as the Mill Race South 28th area. Council may want to consider bringing those areas in as public land and open space if they expanded into that area. Councilor Ralston asked if the land for open space was available for development. No. Ms. Pauly said Springfield Utility Board (SUB) had ideas about future facilities constructed on one of th C land. M addition. Staff was asking for Council’s comments on any of the sites. Another work session was schedu City of Springfield Council Work Session Minutes February 25, 2013 Page 4 ich red s. Pauly said they could still add it to the UGB, but it would create an island which could be ge. t of future work and xpense. This site was probably the closest and shortest distance. ayor Lundberg said this site was being considered because the City was doing an expansion anyway. ouncilor VanGordon said he liked the Gateway site because it was next to the transportation corridor. ite, but asked how that would affect Knife River’s lans for future development. ld ity would have some authority over refinements for that site. felt think tc. Now was the time to give ample consideration to nvision how developing the study areas would or would not contribute gracefully to the growing eir Councilor Woodrow referred to the area by Mahogany Lane and the chart with the floodplain, wh showed the largest amount of developable land. She asked if that area had not already been conside for development and a new school. Ms. Pauly said this area was added to the study later following input and discussion. The area called Clearwater was part of the original study for residential purposes. The sites being shown were all that were available for development. Councilor Brew asked about South Mill Race site. He asked if the publicly owned area would only be brought into the UGB if the South Mill Race area was brought into the UGB. M awkward. Both the Willamalane and SUB Board were very interested in having their lands brought into the UGB if possible. This was an opportunity because of contiguous acrea Councilor Brew said he liked this site, but asked about access to the site. Ms. Pauly said the access to all of the sites was problematic and would require a lo e M The City was also looking at the additional 640 acres for commercial and industrial development. Each section shown could be taken as one whole or part. Ms. Pauly said that was correct. If they looked at taking part of the site, they would need to look at access and connection for annexation purposes. C He also liked the Seavey Loop site for the same reason, but it seemed that access would be too difficult. He was fine with the South Mill Race s p Ms. Pauly said if that area was brought into the City’s UGB, a quarry mine overlay district wou automatically apply to that land. If they pursued quarry mining, the site would need to be on the statewide inventory first. The C Councilor VanGordon said the Mahogany and Hwy 126 sites were the lowest on his list from a commercial point of view. Both were away from I-5 and would be less feasible economically. He it was best to focus on the I-5 side of things. Ms. Pauly said staff wanted to get this information out to Council to allow them plenty of time to about this before it came forward for adoption. They had focused a lot on the numbers – number of jobs, number of sites, number of acres, cost, e e community fabric. She referred to Attachment 4 of the agenda packet which was the list of items called “Growing Springfield”. This was a two-page list that would help staff hone in on the community quality and livability issues Council felt were important when looking at expansion. Th response would help when drafting the policy for urbanization element. City of Springfield Council Work Session Minutes February 25, 2013 Page 5 h that iscussion was held regarding several issues in that area including fire service, sewer connection, ouncilor Ralston noted that of the 362 total acres on the Seavey Loop site, only 152 acres were s. Pauly said it was floodway and wetlands. This area was also not in the Metro Plan. She said ear from Council about the community values, what ould be the best growth areas considering Springfield’s local visions and values, how and where they e or il t of transportation pportunities. Out of all of the sites, this was probably the closest to being shovel ready for at area. he was pleased with that area. The Gateway area was obvious to her as a suitable site. ould pringfield. ore asked what was meant by study areas. he oted the areas on the map that were not suitable. ouncilor Ralston said they could just choose part of each site. hey should take the UGB right to the river. ortions that were not suitable would not be counted in the 640 acres. ayor Lundberg said her preference was that we had a good mix of industrial. She liked Gateway and sidered onal headquarters. She liked e other sites also for more industrial uses. She would like to keep our industry options open and be ready to manufacture parts and bring in technology. Those types of business provided good living Councilor Ralston spoke regarding the Seavey Loop area. He recalled there was an issue wit area. D transportation and access. C suitable. He asked about the remaining acreage. M during the next work session, matrixes would be available that showed comparative factors about serviceability and cost. Tonight, they wanted to h w could get the most community benefits out of this investment, and what trade-offs were acceptabl unacceptable. This was a twenty year plan so required long-term vision. Staff had heard that Counc wanted the ability to take advantage of opportunities that came our way. Councilor Brew said although the North Highway 126 site was a distance from I-5, it was right off of 52nd Street and Highway 126, nearly opposite from Weyerhaeuser. That interchange was a study area and he felt there was great potential for that industrial land and it had a lo o development. Councilor Moore asked about South Mill Race and if there were a number of well heads in th Yes. By moving our UGB to those areas, the City would be providing more protection of the wellheads, so s Councilor Ralston asked if they were looking for 640 acres of suitable land. Yes. He felt that all sites had good opportunities. Seavey Loop was the most problematic due to transportation, but it w eventually develop and he would like Springfield to be there and ready. This was exciting for S Ms. Pauly said the City could have policies in the Urbanization Element for tiers of development. Councilor Mo Ms. Pauly said it meant staff had studied everything out there and these five areas rose to the top. S n C Ms. Pauly said during the hearings staff heard that t P M Seavey Loop because they were along I-5, and she would like them to be shovel ready. She con Gateway the storefront of Springfield and preferred it to be the professi th City of Springfield Council Work Session Minutes February 25, 2013 Page 6 enior Management Analyst Courtney Griesel presented the staff report on this item. In the fall of ts. At the irection of Council, staff had worked to gather data specific to the individual parks located in provided a beginning foundation to inform next teps for staff and City leaders. pecific to each mobile home park in the Springfield and Glenwood reas. While the data collection was not yet 100% complete, enough was known to provide Council d ent nversations related to ark closure concerns. This plan would be brought back to Council for review prior to engaging with d ncluding Glenwood. The age of the structures was important when looking at location programs. . ouncilor Woodrow asked if the assessed value shown on the chart included the value of the land. It ared to renters and that those renting id not receive the state payout when a park closed. She also showed a chart of where the owners of and Community Services Agency (HACSA) of Lane County, Metro Housing, St. Vincent ePaul, as well as the State to discuss this data and ask about any trends, risks or concerns they might wage jobs. We also needed to pick up all the public space for citizens because it was important for people to get to our waterways. Ms. Pauly said Council would have a lot of time to react to draft policies in future meetings. 3. Mobile/Manufactured Home Park Information S 2012, staff spoke with Council about potential mobile home park closure concerns and impac d Springfield, including the Glenwood area. This data s While no park closures in Springfield were currently identified, City staff remained concerned about future relocation options and the limited City resources available to assist residents should park closures occur. The included park demographic summary sheets were a snapshot of a greater database containing detailed information s a with an update on different structure, value, and ownership demographics. This data had been provide as Glenwood Area and Springfield Area parks in an effort to generate snapshots specific to differ areas of Springfield, affected by different economic development influences. Staff would continue to refine the park data and begin to meet with area housing advocates and community partners to identify areas of trends and possible areas of concern or risk. This exercise should allow staff to begin understanding the potential displacement impacts to specific parks. Staff would then work to develop an outreach plan for engaging park residents in co p park residents. Ms. Griesel presented a power point presentation on the data collected. She reviewed the data gathere on the mobile home parks to date. She noted the number of mobile homes that were dated pre-1976. Those homes did not meet current City code. She spoke regarding the mobile home parks in Springfield, not i re Councilor Ralston noted that the assessed value was much different than the actual value of the home Ms. Griesel said staff had also logged information on sale prices. C did not. Ms. Griesel noted the percentages of owner occupied homes comp d the parks resided; less than half in Oregon. Staff continued to gather data and had been working with Housing D have. They had talked with other staff about assessing crime calls for service to try to determine the interest or involvement of the park owners and the quality of the park. City of Springfield Council Work Session Minutes February 25, 2013 Page 7 to ouncilor Moore asked if staff had information on how many other rental spaces such as single family did not know. She could look into it and see what she ould find. obile Home Park and saw many omes selling at very low prices. It would be a great opportunity for someone to buy them and use s. Griesel said about three years ago, the tax rate dropped considerably for a majority of mobile been considering buying some of the mobile homes and renting them ut. The problem was that someone else owned the land. Ultimately the value of the land would be de t icy discussions about options. Good information would be how many people ere in each unit (mobile home) and other basic demographic information. ater. . They could look at EDCO to rent them out for the short-term. ayor Lundberg said the City never intended to be the ones that displaced the homeowners. There pay $5000, $7000 and $9000 for people to move and the tate provided a retroactive tax rate. The discussion about how to assist with mobile home park e Ms. Griesel said once they gathered all of the information, staff would put together an outreach plan talk about how to get into the parks and talk with tenants to get their input on what was important to them and what type of support might interest them. Staff would be back to Council just before or after summer recess with that outreach plan. Councilor Brew asked if the City looked at buying mobile homes in our development area when they came on the market. He felt it might be less expensive to buy them than to wait until someone else bought them and then pay them to move out. C homes, duplexes, etc. were owned by those who lived out of state. Ms. Griesel said she could ask Mr. Ko, but she c Councilor Ralston said he had spent a lot of time at the Patrician M h them for affordable housing. M homes. She had a call into the County Assessor’s office to find out why that drop occurred. Councilor Ralston said he had o worth more than the home. He felt it would be good to develop a strategy for a non-profit to provi low-income housing. Councilor VanGordon liked how they were pacing the project. If they got too far ahead, people would get excited and concerned. He would like information on the rest of the affordable housing in Springfield and if we had space where people had options of a place to move. That would be importan to know when having pol w Ms. Griesel said staff had started doing some of that and would get more detailed information l Councilor Brew said it would be an interesting discussion to have regarding buying homes from willing sellers. It would be better than displacing someone out of their home N M were owners who had the properties. She noted that Terry McDonald, Executive Director of St. Vincent DePaul, was buying mobile homes so he could put them somewhere so that could be a possibility. The owner of the property was to S closures had been started a long time ago. Once staff started talking with the residents, people becam fearful and values dropped. How we went out and talked with people was very important. Each individual park was unique with their own inherent issues, such as septic and health issues. She agreed that information about who owned the properties and the demographics of each park would be City of Springfield Council Work Session Minutes February 25, 2013 Page 8 d g. ouncilor Moore said she appreciated the data gathering because it helped them when making e last mobile ome park was developed and no one could remember. It had been years ago in the State of Oregon. y given time when eople were ready to move in to affordable housing, there were not enough vacancies. This was a DJOURNMENT key. The census tracks would show a lot of that information. With that information, they may fin they use different approaches per park. She was interested in the non-profits’ role in assisting the City with relocation of tenants. The information from staff so far was very good. Ms. Griesel said that was the path staff was taking. Councilor Ralston said it would be good to know how many parks were adult only. Ms. Griesel said that would be helpful information which they were gatherin C decisions. During one of the Housing Policy Board meetings she had asked when th h Looking at possible solutions for affordable housing was very important. At an p community-wide issue. She was excited about potential solutions and that they were looking. Councilor Woodrow said they didn’t want to create more homelessness. Mayor Lundberg thanked staff for their hard work. A he meeting was adjourned at 7:21 p.m. inutes Recorder – Amy Sowa ______________________ Christine L. Lundberg Mayor ttest: ity Recorder T M A ____________________ Amy Sowa C City of Springfield Work Session Meeting MINUTES OF THE WORK SESSION MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY, MARCH 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, March 4, 2013 at 5:58 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 Mary Bridget Smith, City Recorder Amy Sowa and members of the staff. Councilor Wylie was absent (excused). 1. 2014-2018 Capital Improvement Program, A Community Reinvestment Plan. Supervising Civil Engineer Jeff Paschall presented the staff report on this item. The draft City of Springfield 2014-2018 CIP, A Community Reinvestment Plan, was reviewed at the Planning Commission’s February 5, 2013 work session meeting. The Commission voted to recommend Council approval of the plan at their February 20, 2013 meeting. The CIP attempted to balance the use of scarce capital construction funds with the long list of infrastructure needs for our community. It was not a document with budget authority, but served as a guide for programming funds and planning the annual workload of Development and Public Works staff. There were a few new projects proposed in the next five years of programmed funding, and the City had completed several projects from previous year’s capital plans and staff was making significant headway on several of the projects from last year’s plan. These items were detailed in the Council Briefing Memorandum included in the agenda packet. Mr. Paschall presented a power point presentation of the CIP. The Hansen Asset Management system helped to identify the capital improvement projects needed in the City. Mr. Paschall noted the comments received from the public, one from a school principal and one from a woman in the Rainbow Street neighborhood. He reviewed projects that had been completed or were currently underway. He described projects scheduled for 2013-2014, projects scheduled for design in 2014 and projects scheduled for planning in 2014. Mr. Paschall reviewed the unfunded and underfunded high priorities for 2014-2018 including street preservation and reconstruction, wire theft remediation, ADA transition project, building preservation, downtown lighting, light pole testing, and drainage. Councilor Moore said some of the items on that list, such as downtown pedestrian lighting, seemed much less expensive than the larger construction projects. She asked if we were looking at other ways to come up with funding for these projects. City of Springfield Council Work Session Minutes March 4, 2013 Page 2 Mr. Paschall said the actual cost for pedestrian lighting was anywhere from $15,000-$20,000 per light. Adding the design and other factors added up to a large amount. Mayor Lundberg said they were looking at interim ways to address the issues and said a figure had been provided of about $150,000 per block. More focus was needed on design standards before those types of improvements were scheduled. Once the design standards were finalized, the City could ask store owners to participate and they could also look at other funding options such as Community Development Block Grants (CDBG). Councilor Ralston said many of the bids were coming in lower than anticipated due to the economy. He would be willing to go to the voters with a bond saying we could get more things done now at less of an expense than if we waited. Councilor Woodrow asked if delaying Jasper Phase III and IV would mean it would cost more when they went back to finish those phases. Mr. Paschall said that was quite possible. The City put in the first two miles in 2004 with the hope that developers would put in what was needed as they developed. That became too cost prohibitive so the City had extended the line which was now at the developable property. The next step was up to developers. The City would have the design and would have purchased the easements, but would not be constructing at this time. Councilor Woodrow asked when construction might be on those phases. Mr. Paschall said it depended on the development climate. There was some interest from developers at the current end of the line. He was not sure how much further that would be going. Staff looked at their priorities and determined that Glenwood and the Franklin Boulevard was a higher priority. Phase II got to the last pump station and the carrier pipe was at the location of a possible new school. Councilor Woodrow asked where prioritization was coming from for the ADA Transition Project. Mr. Paschall said some of it came from legislature and court rulings. The City was trying to prioritize the needs and updating our ADA Facilities Transition Plan. As projects were being scheduled, ADA compliance was being included. There were other incidents where the issue needed addressed outside of other projects. Some of the concerns were generated by citizens through Transportation. Mr. Paschall reviewed the new projects identified in the 2014-2018 CIP. Councilor Moore asked where the Weyerhaeuser Haul Road was located. Mr. Paschall pointed it out on the map. Mr. Goodwin explained the plans for that area. Mr. Paschall reviewed a chart showing the 2014-2018 Capital Funding Summary. The City was able to get a lot of work done with limited funds, in part because of the bidding climate. City of Springfield Council Work Session Minutes March 4, 2013 Page 3 Councilor Brew asked if putting a hold on the Jasper Trunk Sewer to work on Franklin Boulevard jeopardized the bond funds. Mr. Goodwin said the Franklin Boulevard was also listed on the bond so it was a reasonable use. Mr. Paschall noted the capital funding outlook. There was a need to identify a stable funding source for street and transportation projects. Councilor Woodrow asked what a stable funding source might include. Mr. Paschall said a bond could be helpful, but may not address all preservation projects. He explained. When the gas tax first went into effect, the City was doing about $1M worth of slurry seal projects annually just trying to keep up on the City’s collector and arterial system. Regularly scheduled slurry seals had not been done since 2007. Mr. Goodwin said our annual preservation need currently was approximately $1.6M per year and the backlog of preservation projects would cost about $8 - $10M. Councilor Moore asked about a user fee that might stabilize funding. She recalled a discussion about that in the past. Mr. Goodwin said the last time Council reviewed that topic, they considered a bond or user fee. At that time, it was recommended that the City engage the community to inform them of the needs. Staff had been out in the community addressing that and would bring information back to the Council later this Spring for further direction. Mayor Lundberg said the sewer system had a lot of work that needed done for maintenance and repair. We could fix the main lines, but we still had the laterals that needed addressed. Those would need to be addressed at some time and would be very expensive. Councilor Ralston said fees were not a popular idea. He would prefer to educate the public about a bond and take care of it that way. Mayor Lundberg said the legislature was looking at lengthening terms for operating levies. She asked if slurry seals fell under operating levies. Mr. Goodwin said possibly. Mayor Lundberg said elected officials could advocate at the legislature for that. Councilor Brew said the CIP was masterfully done and easily understood. He commended staff on a job well job. 2. Wastewater System Capacity, Management, Operations, and Maintenance Discussion. Environmental Services Manager Ron Bittler and Maintenance Manager Brian Conlon presented the staff report on this item. The wastewater conveyance systems managed by the cities of Springfield and Eugene functioned together to convey our community’s wastewater to the regional facilities for treatment prior to discharge to the Willamette River. Staff in both cities working together had City of Springfield Council Work Session Minutes March 4, 2013 Page 4 determined that implementation of coordinated Capacity, Management, Operations, and Maintenance (CMOM) programs was the best way to cost effectively preserve the function and condition of the public infrastructure, protect the public health and environment, and ensure regulatory compliance. Effective management of the wastewater conveyance systems involved flow monitoring, condition assessment, maintenance, and equipment rehabilitation and replacement activities as well as capital investment to address future development. As such, there were multiple disciplines involved including operations, engineering, technical services (geographical information systems) and data management staff. Accordingly, staff recognized the need for a framework that integrated these functions under a single proactive planning and management system. CMOM provided this framework. Capacity Management Operations and Maintenance (CMOM) was an industry-accepted approach applied by agencies around the country to adaptively manage their wastewater collection infrastructure. Because the CMOM approach offered many benefits to both Springfield and Eugene, and because both collection systems functioned together and tied into the Metropolitan Wastewater Management Commission (MWMC) regional system, Springfield and Eugene staff were coordinating the development of their respective CMOM programs. Staff anticipated benefits to the community from this approach including improved wastewater infrastructure performance, protection of the regional wastewater treatment system against excessive wet weather flows and associated operational costs, efficient infrastructure planning for future development, a defensible regulatory compliance strategy, improved protection of the public and environment from exposure to sewer overflows and backups. Mr. Bittler noted that Josh Newman was the project manager on the MWMC side for this project. Mr. Bittler reviewed the 2012 Wet Weather Flow Management Plan (WWFMP) and how it was used to determine work to be done in the system. Mr. Conlon explained the work done by operations using this plan. They hoped that through CMOM, staff could develop an internal ability to assess the data and direct the projects. Through the WWFMP, twelve basins (nearly 18 miles) were rehabbed, including a pump station in Gateway. More had been done recently through the Sewer Collection System Master Plan, including the Basin 22 Rehab, capacity enhancements at 58th Street Trunk, and 10th and N Street project. He noted other repairs done and replacements of manholes that were leaking. Mr. Bittler said MWMC was also working on a major capital improvement program with the regional facility. Much of this work had been done to meet the Oregon Bacteria Standard by the deadline of January 1, 2010. He reviewed some of Springfield’s accomplishments in that effort. Eugene, Springfield and MWMC all completed their projects in time to meet the deadline. He reviewed regulatory impacts from 1996 to 2011 regarding a prohibition of overflows. Councilor Ralston said overflows would occur from time to time. He asked how that was regulated. Mr. Bittler said the agency was to report when they had an overflow. He discussed the process in getting to the CMOM from the WWFMP. The regional policy team included public works management teams, engineering staff, and operations staff from the cities of Springfield and Eugene. City of Springfield Council Work Session Minutes March 4, 2013 Page 5 The CMOM was created by the Environmental Protection Agency (EPA) with the intent of making it a rule in the early 2000’s. It didn’t become a rule, but became an adopted standard within the industry as a good tool for managing collection systems. The CMOM fulfilled two obligations: provided framework to manage the system that was adaptive; and fulfilled the permit obligation required for the inflow/filtration (I/I) reduction program. Mr. Conlon said in practical terms, the City had been doing CMOM effectively for years, however not in a formalized program. The difference was that this was a powerful asset management tool and took all of the disciplines staff used in doing their work. It also included billing and financing strategies, as well as prioritization of construction and rehabilitation projects. This program should not cost any additional funds to the City. They could develop CMOM internally and adapt it to the City’s needs. Mr. Bittler reviewed what the CMOM did to help provide a framework for utility management based on the Plan-Do-Check-Act effort. He explained further. He concurred that operations staff had been doing a lot of this work already, but this tied it all together in a useful planning tool. Mr. Conlon said if the City was to be audited, having this program in place would help us with the regulators showing that we had a plan to support the work being done. Mr. Bittler said in DEQ’s directives to their staff when determining how to take an enforcement action, they recognized CMOM as a benefit to the organization. They could levy a fine based on how an agency was performing. Mr. Conlon said one of the great outcomes of the WWFMP projects was that we only had 3 overflow incidents and none were caused by a wet weather event. One was caused by resin in the line, one was vandalism, and one was plugged by roots. Mr. Bittler discussed why CMOM was a good tool to use for the City and MWMC. He reviewed the eight elements of CMOM that would be used as an assessment tool. Mr. Newman had been writing a guidance document that would be the regional effort that would tie everyone together as they were all under one permit. They would then have the ability to implement the management system and provide annual reporting, which was required. Mr. Conlon said they were currently doing gap analysis. Councilor Woodrow said the flexibility of CMOM kept things below the maximum of what was being spent on the WWFMP. It provided flexibility to adapt to current needs and funding. Mr. Bittler said that was one of the strengths of the CMOM. Councilor Brew asked if current construction techniques and materials were less susceptible to I/I than old materials. Mr. Bittler said yes the new materials were much better. He didn’t have figures, but CH2M Hill was under contract to evaluate all of the inflow data and look at the flow improvements in Eugene and Springfield since improvements had been made. They hadn’t had any winter or storm related SSO’s since the projects were finished; however, they were seeing significant increases to the regional treatment plant. City of Springfield Council Work Session Minutes March 4, 2013 Page 6 Mr. Conlon said they found that effective inspection and construction made a difference. Councilor Moore asked about flow measurement and if there was a way to determine that for residential residents. Mr. Bittler said through pre and post flow monitoring of both the private and public side, they could have an expectation of how much removal they would get be rehabbing the public sector. If that expectation was not reached, it could indicate an issue with the private lateral. Councilor Moore asked if staff was doing any of that. Mr. Conlon said not for private residential. They had done some smoke testing that provided some information on lateral flow. Mr. Bittler said the CMOM program would look at private laterals. It may be a challenge going forward regionally, but the regional wastewater policy team would continue that discussion. ADJOURNMENT The meeting was adjourned at 6:58 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, MARCH 4, 2013 The City of Springfield Council met in regular session in the Council Chambers, 225 Fifth Street, Springfield, Oregon, on Monday, March 4, 2013 at 7:01 p.m., with Mayor Lundberg presiding. ATTENDANCE Present were Mayor Lundberg and Councilors VanGordon, Wylie (by conference phone), Moore, Ralston, Woodrow and Brew. Also present were City Manager Gino Grimaldi, Assistant City Manager Jeff Towery, City Attorney Mary Bridget Smith, City Recorder Amy Sowa and members of the staff. PLEDGE OF ALLEGIANCE The Pledge of Allegiance was led by Mayor Lundberg. SPRINGFIELD UPBEAT 1. Employee Recognition: Thelma Barone, 10 Years of Service. City Manager Gino Grimaldi introduced Ms. Barone and presented her with a plaque acknowledging her ten years of service to the Springfield Police Department. He noted some of the accomplishments of Ms. Barone over the last ten years, especially her role in assisting victims of domestic violence, and gaining their cooperation in important criminal investigations. Ms. Barone said she had been fortunate to work for the City and thanked them for the opportunity to serve. 2. 2012 Groundwater Guardians Presentation. Planning Supervisor Linda Pauly introduced Amy Chinitz, Springfield Utility Board (SUB) Drinking Water Source Protection Coordinator. Ms. Chinitz introduced Chuck Davis, her previous supervisor who was now retired from SUB. Mr. Davis had been instrumental in the creation of the Groundwater Guardians in Springfield. Springfield Groundwater Guardians had received its designation as a Groundwater Guardian community for 2012, our sixteenth year. The Groundwater Guardians were a volunteer group made up of agencies, businesses, and private citizens who protected drinking water sources from contamination. This was accomplished through public education, and community activities. School programs related to water continued to thrive. In elementary and middle school, they ranged from learning about the water cycle to field studies. The high school program had long been recognized for its application to science, mathematics, and chemistry. Older student volunteers even collected samples and performed water tests that were used by local utilities in monitoring water quality. She described many of these programs and others. March 10-15 was national groundwater week. City of Springfield Council Regular Meeting Minutes March 4, 2013 Page 2 Ms. Chinitz thanked the Mayor and Council for their support. CONSENT CALENDAR 1. Claims 2. Minutes a. February 11, 2013 – Work Session b. February 19, 2013 – Work Session c. February 19, 2013 – Regular Meeting 3. Resolutions 4. Ordinances a. ORDINANCE NO. 6286 – AN ORDINANCE AMENDING THE SPRINGFIELD DEVELOPMENT CODE TO IMPLEMENT THE SPRINGFIELD 2030 REFINEMENT PLAN RESIDENTIAL LAND USE AND HOUSING ELEMENT LAND USE EFFICIENCY MEASURES, PHASE 1, BY AMENDING AND/OR ADDING SECTION 3.2-100 BASE ZONING DISTRICTS; SECTION 3.2-205 ESTABLISHMENT OF RESIDENTIAL ZONING DISTRICTS; SECTION 3.2-210 SCHEDULE OF USE CATEGORIES; SECTION 3.2-215 BASE ZONE DEVELOPMENT STANDARDS; SECTION 3.2-605 ESTABLISHMENT OF MIXED-USE ZONING DISTRICTS; SECTION 3.3-825 ADDITIONAL PROVISIONS; SECTION 4.7-100 SPECIFIC DEVELOPMENT STANDARDS; SECTION 4.7-140 SITING DUPLEXES IN ALL RESIDENTIAL DISTRICTS; SECTION 4.7-142 DESIGN STANDARDS FOR DUPLEXES AND ATTACHED SINGLE-FAMILY DWELLINGS; SECTION 4.7-155 GROUP CARE FACILITIES; SECTION 4.7-233 SMALL LOT RESIDENTIAL DISTRICT DEVELOPMENT STANDARDS; TABLE 5-4.1 DEVELOPMENT APPLICATIONS; SECTION 5.12-120 TENTATIVE PLAN SUBDIVISION SUBMITTALS; SECTION 5.12- 130 TENTATIVE PLAN CONDITIONS; AND SECTION 6.1-110 MEANING OF SPECIFIC WORDS AND TERMS; AND ADOPTING A SEVERABILITY CLAUSE b. ORDINANCE NO. 6287 – AN ORDINANCE AMENDING THE SPRINGFIELD MUNICIPAL CODE CHAPTER 5, PUBLIC PROTECTION, CONTROL OF DOGS AND OTHER ANIMALS, MAKING IT A VIOLATION OF THE SPRINGFIELD MUNICIPAL CODE TO INITIATE A FALSE REPORT OR TO PROVIDE AN UNSWORN FALSIFICATION TO AN ANIMAL SERVICES OFFICER. 5. Other Routine Matters a. Liquor License Application for New China Sun, located at 3260 Gateway Street, Springfield, Oregon. b. Liquor License Application for Goodfella’s Lounge, located at 117 South 14th Street, Springfield, Oregon. c. Liquor License Application for J.X. Pop, Located at 525 West Centennial Blvd, Springfield, Oregon. City of Springfield Council Regular Meeting Minutes March 4, 2013 Page 3 d. Approve First Amendment to Asset Management System Replacement Project Contract (C587) with Autodesk, Inc. and Authorize and Direct the City Manager to Execute the Amendment on Behalf of the City. IT WAS MOVED BY COUNCILOR WOODROW WITH A SECOND BY COUNCILOR MOORE TO APPROVE THE CONSENT CALENDAR. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. 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. Master Fees and Charges Schedule. ORDINANCE NO. 3 – AN ORDINANCE OF THE COMMON COUNCIL OF THE CITY OF SPRINGFIELD AMENDINGARTICLE 1, TABLE 3-A STRUCTUAL PERMIT FEES; TABLE 3-B ELECTRICAL PERMIT FEES; TABLE 3-C PLUMBING PERMIT FEES; TABLE 3-D MECHANICAL PERMIT FEES; TABLE 3-F OTHER INSPECTION AND FEES OF THE “SPRINGFIELD BUILDING SAFETY CODE ADMINISTRATIVE CODE” OF THE SPRINGFIELD DEVELOPMENT & PUBLIC WORKS DEPARTMENT; COMMUNITY SERVICES DIVISION “BUILDING SAFETY CODES”. RESOLUTION NO. 1 – A RESOLUTION OF THE COMMON COUNCIL OF THE CITY OF SPRINGFIELD ADOPTING A MASTER FEES AND CHARGES SCHEDULE FOR FEES, CHARGES, RATES, PERMITS AND LICENSES AS ESTABLISHED BY THE SPRINGFIELD MUNICIPAL CODE. Finance Director Bob Duey presented the staff report on this item. Each year, Council and staff reviewed existing fees and charges for appropriateness of the rate for meeting cost recovery targets as well as reviewing for areas where new or additional fees should be considered. Council met in work sessions on February 4th and February 19th to discuss staff’s recommendations and was being asked to conduct two public hearing on this topic. The first was for amending fees contained in the Building Safety Code and the second was for all other fees and charges authorized by the Springfield Municipal Code. The ordinance change was a first reading only and staff would bring back both items for final adoption of March 18th for an April 1 implementation date. Mr. Duey noted that the miscellaneous fees and charges could be changed with a resolution. Because some of those fees had not yet been seen by the Mayor and Council, this would also be brought back in two weeks for adoption. Mr. Duey explained some of the fees and the new fee schedule which included all fees for the City. Utility fees would be brought to Council later in the year and would be added to the fee schedule at a later date, as were planning fees. SDCs would remain separate as they had a different methodology for calculating. In the future, they hoped to have all fees, including utility and planning fees, brought to Council at the same time. Mayor Lundberg opened the public hearing on the ordinance and resolution. City of Springfield Council Regular Meeting Minutes March 4, 2013 Page 4 No one appeared to speak. Mayor Lundberg closed the public hearing. BUSINESS FROM THE AUDIENCE 1. Leslie Weaver, Springfield, OR. Mr. Weaver provided printed copies of his testimony which were distributed to the Mayor and Council. Mr. Weaver noted that when he returned home, he would be emailing this same testimony to Senator Wyden, Senator Merkeley, Representative DeFazio, Governor Kitzhaber, Lars Larson and his email distribution list. He read from Article 10 of the Bill of Rights. He was not here to debate any detail of the constitution, but rather to mention conflicting examples of people control disguised as benefit to us that had resulted in us ceding our constitutional rights. He noted examples of conflict between well thought out local laws and unnecessary federal laws. Because of laws passed at the Federal level, citizens could no longer exist for an hour without breaking at least one regulation, statute, code or ordinance. He was here to advocate that we stand stronger in this local body; this was where laws should be created and enforced. We knew our problems and had good people that could think these out. (testimony attached) COUNCIL RESPONSE CORRESPONDENCE AND PETITIONS BIDS ORDINANCES BUSINESS FROM THE CITY COUNCIL 1. Committee Appointments 2. Business from Council a. Committee Reports 1. Councilor Brew said he, Councilor Moore, Chief Smith, and Greta Utecht attended the NAACP Freedom Dinner on Saturday night. It was a fun event with a lot of talented kids performing. He thanked the Council for the opportunity to attend. b. Other Business. BUSINESS FROM THE CITY MANAGER BUSINESS FROM THE CITY ATTORNEY ADJOURNMENT The meeting was adjourned 7:19 p.m. City of Springfield Council Regular Meeting Minutes March 4, 2013 Page 5 Minutes Recorder Amy Sowa ______________________ Christine L. Lundberg Mayor Attest: ____________________ City Recorder