HomeMy WebLinkAbout06/17/2013 RegularCity of Springfield
Regular Meeting
MINUTES OF THE REGULAR MEETING OF
THE SPRINGFIELD CITY COUNCIL HELD
MONDAY, JUNE 17, 2013
The City of Springfield Council met in regular session in the Council Chambers, 225 Fifth Street,
Springfield, Oregon, on Monday, June 17, 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. Accessibility Awareness Month Proclamation.
Mayor Lundberg read from the proclamation, and proclaimed July 2013 as Accessibility Awareness
Month.
2. National HIV Testing Day Proclamation.
Mayor Lundberg read from the proclamation, and proclaimed June 27, 2013 as National HIV Testing
Day.
CONSENT CALENDAR
1. Claims
a. Approval for the May 2013, Disbursements for Approval
2. Minutes
a. May 28, 2013 — Work Session
b. June 3, 2013 — Work Session
c. June 3, 2013 —Regular Meeting
3. Resolutions
a. RESOLUTION NO. 2013-07—A RESOLUTION AUTHORIZING THE CITY MANAGER
TO AWARD COMPETITIVE BIDS, REQUESTS FOR PROPOSALS, OTHER PERSONAL
SERVICES CONTRACTS EXEMPT FROM BIDDING REQUIREMENTS UNDER THE
PURCHASING REGULATIONS. AND APPROVE AMENDMENTS TO PUBLIC
CONTRACTS IN CONFORMANCE WITH CITY OF SPRINGFIELD MUNICIPAL CODE
City of Springfield
Council Regular Meeting Minutes
June 17, 2013
Page 2
AND ADMINISTRATIVE REGULATIONS DURING THE PERIOD OF JULY 16, 2013
THROUGH SEPTEMBER 8, 2013 WHILE THE COMMON COUNCIL IS IN RECESS.
4. Ordinances
5. Other Routine Matters
a. Authorize the City Manager to Sign a Contract with Matthew Cox with the Firm of Leahy,
VanVactor, Cox & Melendy LLC for General Counsel Services.
b. Authorize the City Manager to Execute an IGA with the Lane Transit District (LTD) to
Provide City Staff Time Reimbursement on the Main -McVey Transit Feasibility Study.
c. Authorize City Manager to Enter into Contract with City County Insurance Services (CCIS)
for Workers' Compensation Coverage Effective July 1, 2013.
IT WAS MOVED BY COUNCILOR WYLIE WITH A SECOND BY COUNCILOR
WOODROW TO APPROVE THE CONSENT CALENDAR WITH CHECK #121859 OF THE
MAY 2013 DISBURSEMENTS REMOVED. THE MOTION PASSED WITH A VOTE OF 6
FOR AND 0 AGAINST.
ITEMS REMOVED
Councilor VanGordon recused himself from this item as the payment was made to his employer,
United Parcel Service, and would be a conflict of interest.
a. Check 4121859 of the May 2013 Disbursements.
IT WAS MOVED BY COUNCILOR WYLIE WITH A SECOND BY COUNCILOR
WOODROW TO APPROVE CHECK #121859 OF THE MAY 2013 DISBURSEMENTS. THE
MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST (1 ABSTENTION —
VANGORDON).
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. Supplemental Budget Resolution.
RESOLUTION NO. 2013 -08 —A RESOLUTION ADJUSTING RESOURCES AND
REQUIREMENTS IN THE FOLLOWING FUNDS: GENERAL, STREET SPECIAL
REVENUE, COMMUNITY DEVELOPMENT. REGIONAL WASTEWATER REVENUE
BOND CAPITAL PROJECT, DEVELOPMENT PROJECTS, STREET CAPITAL BOND
SINKING, STORM DRAINAGE IMPROVEMENT SDC, STORM DRAINAGE
REIMBURSEMENT SDC, SANITARY SEWER REIMBURSEMENT SDC SANITARY
SEWER IMPROVEMENT SDC, SDC TRANSPORTATION REIMBURSEMENT SDC
TRANSPORTATION IMPROVEMENT, REGIONAL WASTEWATER, STORM DRAINAGE
OPERATIONS, AMBULANCE, BOOTH- KELLY, INSURANCE, VEHICLE & EQUIPMENT
AND SDC ADMINISTRATION.
City of Springfield
Council Regular Meeting Minutes
June 17, 2013
Page 3
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 last of three scheduled FYI 3 supplemental budget requests to come before Council. The
supplemental budget being presented included adjusting resources and requirements in: General,
Street, Special Revenue, Community Development, Regional Wastewater Revenue Bond Capital
Project, Development Projects, Street Capital, Bond Sinking, Storm Drainage Improvement SDC,
Storm Drainage Reimbursement SDC, Sanitary Sewer Reimbursement SDC, Sanitary Sewer
Improvement SDC, SDC Transportation Reimbursement, SDC Transportation Improvement, Regional
Wastewater, Storm Drainage Operations, Ambulance, Booth - Kelly, Insurance, Vehicle & Equipment
and SDC Administration.
Mr. Duey highlighted several of the changes in the supplemental budget and explained them.
The City Council was asked to approve the Supplemental Budget Resolution.
Mayor Lundberg opened the public hearing.
No one appeared to speak.
Mayor Lundberg closed the public hearing.
IT WAS MOVED BY COUNCILOR WYLIE WITH A SECOND BY COUNCILOR
WOODROW TO ADOPT RESOLUTION NO. 2013-08. THE MOTION PASSED WITH A
VOTE OF 6 FOR AND 0 AGAINST.
2. Resolution Certifying the City's Eligibility to Receive State Shared Revenues from Cigarette, Gas
and Liquor Taxes.
RESOLUTION NO. 2013 -09 — A RESOLUTION OF THE COMMON COUNCIL OF THE
CITY OF SPRINGFIELD CERTIFYING ELIGIBILITY FOR STATE - SHARED REVENUES
FROM CIGARETTE. GAS AND LIQUOR TAXES, APPROVING THE CITY OF
SPRINGFIELD'S PARTICIPATION IN THE STATE REVENUE SHARING PROGRAM AND
DECLARING THE CITY'S ELECTION TO RECEIVE STATE REVENUES PURSUANT TO
OREGON REVISED STATUTES 221.760 AND 221.770.
Finance Director Bob Duey presented the staff report on this item. The law provided that cities
located within counties having more the 100,000 inhabitants, according to the most recent Federal
decennial census must provide four or more municipal services from a specific list to be eligible to
receive state - shared cigarette, liquor and highway taxes under ORS 221.760. The accompanying
resolution would satisfy that requirement.
To be eligible to receive state shared revenues in the ensuing fiscal year, the City must provide at least
four of seven eligible services, and perform five additional actions:
1. Advertise and hold a public hearing before the Budget Committee
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Council Regular Meeting Minutes
June 17, 2013
Page 4
2. Advertise and hold a public hearing before the City Council
3. Adopt a resolution certifying the City is eligible to receive funds under the ORS 221.760
4. Adopt a resolution approving the City's participation in the program
5. File a copy of the resolution with the State of Oregon by July 31st
A public hearing was advertised and held before the Budget Committee on April 30, 2013. The
proposed resolution would satisfy items 2, 3 and 4. Upon adoption, the City's Budget Officer would
file the appropriate documentation with the State.
Mayor Lundberg opened the public hearing.
No one appeared to speak.
Mayor Lundberg closed the public hearing.
IT WAS MOVED BY COUNCILOR WYLIE WITH A SECOND BY COUNCILOR
WOODROW TO ADOPT RESOLUTION NO. 2013-09. THE MOTION PASSED WITH A
VOTE OF 6 FOR AND 0 AGAINST.
3. Fiscal Year 2013/14 Springfield City Budget Adoption.
RESOLUTION NO. 2013 -10 — A RESOLUTION ADOPTING THE FISCAL YEAR 2013/14
SPRINGFIELD CITY BUDGET, MAKING APPROPRIATIONS AND LEVYING A
PROPERTY TAX.
Finance Director Bob Duey presented the staff report on this item. The City Council was requested to
hold a public hearing on Fiscal Year 2013/14 (FYI 4) to approve City Budget, and approve a
resolution to adopt the Fiscal Year 2013/14 City budget, making appropriations and levying a property
tax.
Mr. Duey provided highlights of the budget and the changes made by the Budget Committee to the
original budget presented by the City Manager. The Budget Committee directed staff to schedule work
sessions before January 2014 on funding for Lane Regional Air Protection Authority (LRAPA),
holiday lights from Transient Room Tax, and Lane Metro Partnership.
Mayor Lundberg opened the public hearing.
1. Dan Egan, 850 6 "' Street, Springfield, OR. Mr. Egan was the Executive Director of the
Springfield Chamber of Commerce. He thanked the Council for including the Springfield
Chamber contract in the budget. The 1100 members appreciated having the Visitors Services
contract with the City which went back to 1983. He also applauded the decision to hold in
abeyance the usual Metro Partnership contribution while the Chamber and the City sought a better
economic development future for this region. He applauded the Mayor and City Manager for
working through this. It was complicated, but in the end there would be a better agency that
represented Springfield's and the region's wishes. Taking this time would help to make sure it was
done right. He thanked the Mayor for her position and discussion on the points about how vital it
was for a vibrant economy in Springfield to serve our citizens.
Mayor Lundberg closed the public hearing.
City of Springfield
Council Regular Meeting Minutes
June 17, 2013
Page 5
Mayor Lundberg asked that Council not only come back later to discuss the Lane Metro Partnership
funding, but that those funds get set aside as an economic development tool before the budget was
approved. There had been a lot of discussion about what economic development meant, not only to the
community but regionally and those conversations were ongoing. If those funds could be set aside, the
Council would not be rushed by the budget cycle and could take a good hard look at what that meant.
Councilor Brew confirmed that Mayor Lundberg was saying that rather than earmark the funding for
-Lane Metro Partnership, they would dedicate it to economic development generally. That was correct.
Mr. Duey said it would not be removed from the budget, but staff would not have the authority to
spend it on Lane Metro Partnership at this time.
Mr. Grimaldi said he would hold off entering into a contract with Lane Metro Partnership until
discussions had been complete.
Mayor Lundberg said that was her intent.
IT WAS MOVED BY COUNCILOR WYLIE WITH A SECOND BY COUNCILOR
WOODROW TO ADOPT RESOLUTION NO. 2013-10. THE MOTION PASSED WITH A
VOTE OF 6 FOR AND 0 AGAINST.
4. Vacation of a Segment of Public Street Right -of -Way Between Marcola Road and Pierce Parkway.
ORDINANCE NO. 1 — AN ORDINANCE VACATING A 320 -FOOT LONG BY 60 -FOOT
WIDE SEGMENT OF 31 ST STREET RIGHT -OF -WAY, WHICH LIES SOUTH OF PIERCE
PARKWAY AND NORTH OF MARCOLA ROAD (FIRST READING).
Planner Andy Limbird presented the staff report on this item. A request for vacation of a segment of
31" Street right -of -way had been received from Jeff Gaskill, O &S Contractors, owners of property at
3093 Pierce Parkway. The property owner was requesting vacation of the right -of -way to incorporate
the area into their industrial site.
The City Council was authorized by ORS Chapter 271.080 et seq. and SDC Article 5.20-110 to act on
requests to vacate public rights -of -way. The property owner of 3093 Pierce Parkway (Map 17- 02 -30-
23, Tax Lot 103) was requesting vacation of a 320 -foot long segment of 3151 Street right -of -way that
abutted the east edge of their site. The right -of -way was dedicated to Lane County in 1954 and would
revert to the original parent properties upon vacation. Unlike previous vacation actions in other areas
of Springfield, in this instance the vacated right -of -way did not become a viable City -owned parcel
that could be transferred, sold or developed on its own. Staff advised that the vacation area did not
appreciably increase the buildable area of the adjoining site due to multiple underground utilities and
easements. Therefore, it was the opinion of staff that the vacation application fee cost ($5,510) and
the prospect of transferring potential City maintenance liability to a local business operation
exceeded the marginal value that could be attributed to this segment of unused and heavily
encumbered right -of -way. Upon vacation approximately 18,292 square feet (95 %) of the right -of -way
would accrue to the applicant's property and the balance of the vacation area (approximately 931
square feet or 5 %) would revert to the Oregon Military Department site on the east side of 31" Street.
Numerous public utilities were contained within or across the subject right -of -way. Prior to
conclusion of the vacation process and transfer of the vacated right -of -way to the abutting property
City of Springfield
Council Regular Meeting Minutes
June 17, 2013
Page 6
owners, the applicant would be responsible for providing appropriate utility easements and /or licenses
to accommodate the existing utilities within Vacation Area "A" as depicted on Exhibit A to the
Ordinance. Alternatively, the applicant would provide for an acceptable relocation of the affected
utilities outside of the vacation area.
The applicant's diagram of the subject right -of -way depicted recently - installed fences that encroached
outside the area subject to the vacation request, including within public right -of -way not subject to this
vacation action. These fencing encroachments would need to be corrected upon vacation of the
subject portion of 31" Street. Additionally, the applicant would need to consolidate the vacation area
with their abutting parcel (Tax Lot 103) in order to create a single titled parcel.
Staff recommended the City Council approve the vacation of public right -of -way, as depicted on
Exhibit A to the vacation request, subject to the conditions outlined in the accompanying Staff Report.
Mr. Limbird displayed maps showing the site and the proposed vacation area.
Mayor Lundberg opened the public hearing.
No one appeared to speak.
Mayor Lundberg closed the public hearing.
NO ACTION REQUESTED. FIRST READING ONLY.
5. Proposed Sale of City Property.
RESOLUTION NO. 2013-11 —A RESOLUTION AUTHORIZING THE CITY MANAGER TO
SELL TWO LOTS IN WEST GLENWOOD IN ACCORD WITH THE PURCHASE, SALE
AND DEVELOPMENT AGREEMENT
Community Development Manager John Tamulonis presented the staff report on this item. The
property owner of Tax Lot 700 (adjacent and east of these tax lots) would like to buy the two
westernmost tax lots under City ownership (Tax Lots 100 & 200). SEDA purchased three parcels to
begin the acquisition and development of a public storm water system in Glenwood. These
westernmost two tax lots were currently under lease to Hamilton Construction through September
2013 with a possible extension to mid -2014. Combining the three tax lots, the property owner
proposed to build an 85 -97 -room hotel that must open before July 2015 and had plans to make a
subsequent investment on Tax Lots 100 and 200 after Hamilton's leases ended and the hotel was
constructed. The Council Briefing Memorandum outlined the terms and conditions of the sale and the
required development with details in Attachment 6 of the agenda packet.
Mr. Tamulonis said the Purchase Agreement was included in the agenda packet. This agreement
included a clawback clause should the property owner and developer of the hotel not proceed with the
hotel by July 2014, or have it completed by July 2015. At that time, the property would either come
back to the City or the additional cost of $90,000 would be paid to retain ownership of the parcel. The
proposed development would provide approximately $85,000 in property taxes and additional
transient room tax once completed.
Mayor Lundberg opened the public hearing.
City of Springfield
Council Regular Meeting Minutes
June 17, 2013
Page 7
Rick Satre, 375 W 4 °i Avenue, Suite 201, Eugene, OR. Mr. Satre said he was speaking on behalf
of the purchaser of the two tax lots. The purchaser, Mr. Satre and the entire consultant team
appreciated the amount of effort from City leadership, City Manager's office, City Attorney's
office and the planning and development staff. Everyone had been terrific in moving this project
forward. It was going to be a great addition to the Glenwood riverfront and the Franklin Boulevard
entrance into Springfield. The sale of the two city -owned lots to that hotel made the project
possible.
Mayor Lundberg closed the public hearing.
IT WAS MOVED BY COUNCILOR WYLIE WITH A SECOND BY COUNCILOR
WOODROW TO ADOPT RESOLUTION NO. 2013-11. THE MOTION PASSED WITH A
VOTE OF 6 FOR AND 0 AGAINST.
BUSINESS FROM THE AUDIENCE
Steve Moe, P.O. Box 847, Springfield, OR Mr. Moe passed around some photos of the view
of the Willamette River when driving over Franklin Boulevard into Eugene, and front Eugene
into Springfield. The new bike bridge that was built blocked that view. He distributed photos
showing the same view, but the river was no longer visible. They seemed to have made the
bike bridge rise about four or five feet higher than Franklin Boulevard. He knew there was
nothing that could be done about the bike bridge, but he hoped that when Franklin Boulevard
was redone, they considered raising the road bed so they could have the view again.
COUNCIL RESPONSE
Councilor Ralston clarified this was an issue because it took away the view.
CORRESPONDENCE AND PETITIONS
Correspondence from Planned Parenthood of Southern Oregon (PPSO) Regarding Stormwater
Drainage Services (see attached staff response).
Mayor Lundberg said there were staff recommendations regarding this topic.
Mr. Grimaldi said this issue came up when Council discussed the stormwater fees. Several Councilors
expressed an interest in providing incentives for people that kept stormwater out of the stormwater
system, and Planned Parenthood had pointed out in their letter that they did that on the entire property.
Staff would bring this back to Council for discussion during a work session sometime after summer
recess.
Mayor Lundberg asked how they would be charged in the meantime.
Mr. Grimaldi recommended PPSO be charged what would normally be charged. When the Council
took this up later and made some changes, they could go retroactive and reimburse them.
IT WAS MOVED BY COUNCILOR WYLIE WITH A SECOND BY COUNCILOR
WOODROW TO ACCEPT THE CORRESPONDENCE FOR FILING. THE MOTION
PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST.
City of Springfield
Council Regular Meeting Minutes
June 17, 2013
Page 8
BIDS
ORDINANCES
BUSINESS FROM THE CITY COUNCIL
1. Councilor Woodrow said she was fortunate to help for the fifth time with the K -9 Competition
held on Saturday, June 15. She helped with t -shirt and raffle sales which went to support the K -9
Program. It was a popular event and there was standing room only. She also noted that Springfield
swept the event winning 1", 2 "d and 3rd place in the competition. She was happy to be part of this
event.
2. Councilor Moore said she, Mayor Lundberg and Councilor Woodrow attended the Travel Lane
County Banquet on Tuesday, June 11. The banquet celebrated some of the businesses and how
they responded to visitors in our area.
Councilor Moore also reported on the Human Services Commission (HSC). The HSC adopted a
revised budget during today's meeting. There was a letter from Tom McKee, Director for
Willamette Family Buckley Center stating that the Sobering Services would be suspended at
8:OOam on July 1, 2013 pending any other funding that might come up at the last minute. The
Council had discussed this issue many times and the closure of this service was a real blow to the
community.
Mayor Lundberg asked staff if there was additional information about this topic.
Mr. Towery said the partners had been talking about this for several months. The last information
he had was that the other partners were working through the budget process and tentatively would
try to come up with the resources to continue the program. Those partners included Lane County,
City of Eugene, City of Springfield, McKenzie Willamette Hospital, PeaceHealth and
PacificSource Foundation. The information from Mr. McKee that Councilor Moore shared was
new to him and had not been communicated to staff. He said he would do some follow -up
tomorrow. The City of Springfield had indicated a willingness to continue the level of funding
from FY 13 as long as the other partners were coming along as well. He would keep the Council
informed.
3. Mayor Lundberg said she participated in the 2 "d Friday Art Walk on June 14. Mayor Piercy joined
her and they had a nice tour of a variety of businesses downtown. Every place was very popular
and had music. This was the same group that took flashlights on the tour in the winter, so she let
them know the City was working very hard on getting lighting in downtown so they wouldn't
need to use flashlights for the tour in the winter. That brought a big round of applause and cheers,
which reiterated how popular getting lighting was in downtown. Niel Laudati took a great photo of
the hvo Mayors next to the display of a bridge. Miss Lane County, Miss Teen Lane County and
Miss University of Oregon helped the mayors judge the flower displays.
BUSINESS FROM THE CITY MANAGER
BUSINESS FROM THE CITY ATTORNEY
City of Springfield
Council Regular Meeting Minutes
June 17, 2013
Page 9
ADJOURNMENT
The meeting was adjourned 7:32 p.m.
Minutes Recorder Amy Sowa C/ C �hrisfine ft � ndberg
Mayor
Attest:
City Rec der