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HomeMy WebLinkAbout09/09/2013 Work SessionCity of Springfield Work Session Meeting MINUTES OF THE WORK SESSION MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY, SEPTEMBER 9, 2013 The City of Springfield Council met in a work session in the Jesse Maine Meeting Room, 225 Fifth Street, Springfield, Oregon, on Monday, September 9, 2013 at 5:30 p.m., with Mayor Lundberg presiding. ATTENDANCE Mayor Lundberg welcomed the Council back from their recess. Present were Mayor Lundberg and Councilors VanGordon, Wylie, Moore, Woodrow and Brew. Also present were City Manager Gino Grimaldi, Assistant City Manager Jeff Towery, City Attorneys Mary Bridget Smith and Lauren King, City Recorder Amy Sowa and members of the staff. Councilor Ralston was absent (excused). 1. Police Planning Task Force Application Review. Mike Harman, Senior Management Analyst for the Police Department presented this item. The Police Planning Task Force had one at -large position available from the resignation of Pat Mahoney. One other at -large position was open with an eligible re- appointment candidate. Jack Martin applied for re- appointment to the Task Force and was eligible for a second term. Pat Mahoney resigned from her at -large position due to moving away from the area. The Task Force received six applications for the remaining at -large position. One of the applicants did not live within the City Limits and was therefore not eligible. The remaining applicants were interviewed on August 29`x' by a subcommittee consisting of Diana Alldredge (Chair), Chris Stole (Vice Chair) and Dave Jacobson. The subcommittee reports that this was a very strong pool of applicants, and recommended that Isa Aviad be appointed to the open position, with strong support also for Carol Ford should the Council be so inclined. The subcommittee further recommended the appointment of Jack Martin for a second tern. Appointments were scheduled for the September 16, 2013 Council meeting. Councilor Woodrow said she was thrilled with the number of applicants and with the positive role the Police Planning Task Force had in the community. She looked at all of the applications and was interested in seeing new people from the community getting involved. She had been impressed with Carol Ford who had recently attended the Citizen Police Academy with Councilor Woodrow. She knew that Isa was a great candidate, but also served the City in other areas. She liked getting new people involved. Councilor Brew said he didn't realize committees prescreened applicants and provided recommendations to the Council. He asked if there were others that did things that way. City of Springfield Council Work Session Minutes September 9, 2013 Page 2 Mr. Grimaldi said there were some committees that made recommendations to Council and there were some committees in which Council interviewed the candidates. Discussion about the process would be coming to the Council during a work session in the future. Mayor Lundberg said she had asked to have a work session to discuss the process for boards and commissions. There had been more than one issue in the recent past with appointments and they may want to look at the process giving the Council more oversight in how appointments were made. This work session was scheduled for November 12. Councilor Moore asked if they did criminal background checks on applicants. Mr. Harman said they did run their names to see if they had a previous record Councilor VanGordon said he was looking forward to the conversation in November about boards and commissions. He was comfortable reappointing Jack Martin. For the other position, he was leaning towards Councilor Woodrow's suggestion of bringing in someone new. He would be open to interviewing the two candidates (Isa and Carol) in order to help make a decision. Councilor Moore noted that Isa was bilingual and she asked if they had another member on the PPTF that had that skill. Council was also looking at doing more outreach to people of other cultures to get them involved on boards and commissions. Councilor Woodrow said Isa was serving in other capacities in the city and was accessible Mayor Lundberg said her preference was to move forward with a recommendation at this time. She asked when the next opening would be on the PPTF. Mr. Hannan said the next term would expire December 2013. Another member of the committee may be selling their business and moving out of the area, so they may lose a business representative. That would be a different application process for a business representative. Mayor Lundberg said she would prefer to appoint someone now and take a look at the position that expires in December as well as the current composition of the PPTF. It was legitimate for the Council to have more oversight of the different committees. She also liked bringing on new people and expanding our volunteer base. She did note that Ms. Ford just went through the Citizen's Police Academy showing she had an interest in Police matters. This could be a reward for going through the Academy. Councilor Wylie said she felt they needed to respect the current system of receiving the recommendation of the PPTF. If changing things, they needed to let people know ahead of time. She was looking forward to the discussion in November to get some standardization in the process. She felt now they should follow the PPTF's recommendation. Councilor Woodrow said this was the first time she had seen that the PPTF had left it to Council discretion. Mayor Lundberg made sure everyone was comfortable coming to a consensus of who to appoint tonight and looking at changes in the process in November. She asked the Council to voice their preference of the two candidates. City of Springfield Council Work Session Minutes September 9, 2013 Page 3 Councilor Wylie said she felt they should go with the PPTF recommendation and would support Isa Aviad. Councilor Moore said she felt comfortable going with Councilor Woodrow's recommendation since she had met Ms. Ford. She appreciated the PPTF recommendation. Councilor Brew asked if Ms. Aviad had also gone through the Police Citizen Academy. Mr. Harman said she had gone through the Academy in 2012. Councilor Brew said he would support PPTF's recommendation of Ms. Aviad. Councilor VanGordon said he would support Ms. Ford Councilor Woodrow supported Ms. Ford. Councilor Wylie said Ms. Aviad's qualifications were very good and she would like to honor the PPTF recommendation. It did bother her, however, to vote against Councilor Woodrow's recommendation Councilor Moore said she was willing to change her support to Ms. Aviad Councilor Woodrow said she was advocating for Ms. Ford because she knew her. It was presented that they were both good candidates and the Council was in charge and made the final decision. Councilor Wylie said the interview group recommended Ms, Aviad be appointed with strong support for Ms. Ford. If Ms. Ford was as good a candidate as Councilor Woodrow said, she would be available and could be appointed at the next opening. Councilor VanGordon said Councilor Woodrow's recommendation meant a lot to him. When reading the PPTF recommendation, it was presented like they could go with either applicant. Mayor Lundberg said they could wait and vote during the regular meeting since Councilor Ralston was absent this evening. Mr. Grimaldi noted a time in the recent past when they had done that for another committee appointment. Councilor Brew asked if there was interest in the Council interviewing the two candidates. He was willing to go with the majority decision, but thought they could make a more informed decision if they interviewed them. Mayor Lundberg asked if that would work for the PPTF leaving them with one vacancy longer. Mr. Hannan said the information he gave to the PPTF, the subcommittee that interviewed, and the applicants was that their role was to interview and make the best recommendation they could, but ultimately it was up to the Council. Whatever process worked for the Council would work for the PPTF. City of Springfield Council Work Session Minutes September 9, 2013 Page 4 Councilor Moore said without additional information, either in writing or by meeting them face to face, she was still torn between the two candidates. Mayor Lundberg suggested that Council have their work session on the process first, then possibly do interviews of the two applicants. Mr. Grimaldi confirmed Council wanted to bring the re- appointment of Mr. Martin to next week's council meeting. Yes. Mayor Lundberg said the Council will likely want to interviewjust those two candidates. This was an important and effective committee. 2. Signs in the Public Right -of -Way; Code and Fees Update. Rhonda Rice, Senior Management Analyst with the Development and Public Works Department presented this item. The City had three banner sign types and one portable ( "sandwich board ") sign type that could be placed in the public right -of -way. Staff recommended that Council add language to the Municipal Code that would clarify placement of signs in the right -of -way. The goal of this new code was to create common Code language that clarified use of all signs in the right -of -way so citizens were not confused. Ms. Rice referred to Exhibit A of the agenda packet which showed all four types of signs Over - the - Street Banner Program The Department's policy on banners started with the Over- the - Street Banner program. There were only two locations for this banner: Main and 9 °i Streets, and Mohawk and G Streets. This program was only available to governmental, nonprofit, special district organizations, or Team Springfield. The intent was to publicize public, not for profit events in an effort to focus the banners on community events to the benefit of all citizens. The City had relied on Municipal Code section 3.224 for the Over - the- Street Banners for many years. Though this code had been adequate for this one type of banner it had become apparent that, with the addition of the Light Pole banners and the existing OPEN banner, the language was stretched in interpretation. Staff was recommending a new code that would cover all sign types. This type of banner no longer had a fee because of the benefit to the community, but did have a permit. Attachment 8 of the agenda packet identified the entities that had taken advantage of the Over - the- Street Banners. Dropping the fee occurred with the adoption of the new Fee Schedule in June of this year. The Operations Division raised the banners and took them down and it was pretty seamless and took minimal staff time. OPEN Banner Program Ms. Rice referred to Attachment.5, the application for the OPEN Banners. In 2008, at the direction of City Council, staff designed and implemented the Downtown OPEN Banner Program to address downtown business owners frustration with signage. The OPEN Banner program was facilitated by the City Manager's Office and was narrowly used in certain zones of the City. The eligible locations were in Downtown Urban Renewal Area and the Mohawk Program Area. At the start of the OPEN Banner program five years ago, staff used Municipal Code section 8.234(3) which was an appropriate placement at the time the program was started because the City owned the poles and the business owned the banner. In the Downtown District, the pole was placed in the public City of Springfield Council Work Session Minutes September 9, 2013 Page 5 right -of -way. Staff was now recommending the new code that would reference all banner types placed in the right -of -way. The fee for this banner program was dependent on the cost of installation and availability of a pole. Light Pole Banner Program The Light Pole Banner program was the newest banner program. Just like the Over - the - Street program, the Light Pole program allowed only governmental, nonprofit, special district organizations or Team Springfield members to apply for a permit and had the same requirements for the type of promotion or advertisement on the banner as the Over -the- Street Banner. There were currently only three users of this program. Staff was recommending the new Municipal Code section 3.223 to regulate banners located on utility poles in certain zones throughout the city. At the present there were five (5) zones identified in the City that could accommodate the placement of banners; Zone 1- Gateway Street and Harlow, Zone 2- Gateway and Beltline, Zone 3 -Martin Luther King, Jr. Parkway, Zone 4 -Main Street Downtown, and Zone 5 -60 "' and Main Street. There presently was no process to add additional zones. This program was slightly more regulated than the other two programs. The banner design was reviewed and approved by the City Manager's Office prior to the application being processed. The cost for processing the application was $100 and would capture cost of recovery on staff time spent on each application. The applicant was also required to complete a Traffic Control Plan and to install the banners in a designated period of time during the day in an effort to create as little impact on traffic as possible. The applicant would need to submit verification of insurance coverage for the City and ODOT, if applicable. An ODOT application was required for the Main Street Zone. Sandwich Board Program In 2010 staff was approached by the public and Council in an effort to accommodate signage in the Downtown core area. A solution was to allow sandwich board signage in the public right -of- way, the sidewalk in the Downtown area. Springfield Municipal Code Section 8.234 (17) was adjusted to include this signage. Chapter 8 of the code normally regulated signage on private property in the City limits, but was adjusted to allow for this reference to sandwich boards that would be in the public right -of -way. The new Section 3.223 would create replacement language for the sandwich boards in the public right -of -way while Section 8234 (17) code as a reference to sandwich boards on private property. At the present there was neither a pennit application nor fee for the use of sandwich boards. Councilor Moore asked if there was any management of realtor signs. Ms. Rice said that would be a Code Enforcement function. City Manager Gino Grimaldi said they hadn't aggressively enforced. Development and Public Works Director Len Goodwin said they generally removed them when they were placed in the public right -of -way. Councilor Moore asked if there was any interest in having OPEN Banner signs in areas besides Downtown and the Mohawk area. Mr. Grimaldi said the reason they were put in the downtown area was to create an image of downtown and change the look and feel. The business owners in the Mohawk area, the "Hawks" asked the City if City of Springfield Council Work Session Minutes September 9, 2013 Page 6 they could have the program. If other areas expressed an interest, they could be added. It worked best when the businesses were closer to the street. Other areas of town tended to have larger signs making it easy to find the business. In downtown, it was more difficult to identify the businesses without the banner signs. Councilor Woodrow asked about the application for Over - the - Street Banner. In the City Policy section, it noted that "city policy, Banners shall be permitted to advertise only the following activities: Public service ... Artistic or literary activities, provided that artistic shall include music and the performing arts ..." It almost sounded like it had to include music or performing arts. She asked if it could be clarified. Ms. Rice said staff could adjust that. Currently, they were working off of the old policy for this banner. Mayor Lundberg asked why the fee was dropped for the Over -the- Street Banners. Mr. Grimaldi said it started with the Veterans Day Parade. The fee for their banner for this event was normally waived. The fee was then waived for other groups to be equitable so it was decided to remove it for everyone. Mayor Lundberg said this wasn't an overburdensome fee and involved staff time to put up and take down. She felt it was something that should maybe be reinstated at some point after a discussion with the Veterans. Mr. Grimaldi said it could be revisited when they reviewed the Master Schedule in the Spring. Councilor Brew said he would like to see the City recover their costs for that banner. He referred to the Light Pole Banners and asked if they were a standard size. Yes. He asked what Eugene charged for their Light Pole Banners. Ms. Rice said she could find out and send it in a Communication Packet. Mayor Lundberg discussed Main Street and how it seemed to lose its identity as it moved away from downtown. She suggested that as staff moved forward on the study of Main Street, maybe they could identify areas along Main Street to give neighborhoods an identity. Light Pole Banners could be used to welcome people to the different neighborhood areas. She liked the ones on Ferry Street Bridge. This was something to consider in the future. Ms. Rice said staff could look at which light or utility poles were available along Main Street and if there were other districts or areas that could be identified. If there was a need to create an identity at some point, there would be the infrastructure. Councilor Moore said she appreciated the inclusiveness of the rest of Main Street. Other towns did have districts with names. There could be a district naming contest. Mayor Lundberg said as they were going through a visioning study along the Main Street corridor, people would bring up that certain areas needed an identity. Councilor Wylie said as the discussion about fees came back to the Council, there could be times when the City would want to co- sponsor with the Springfield Chamber a theme for a banner to put on City of Springfield Council Work Session Minutes September 9, 2013 Page 7 every light pole. She would like to find a way where the City could share the cost with another sponsoring organization. Assistant City Manager Jeff Towery responded to Councilor Brew's earlier question regarding Eugene's fee. The Eugene banner program was a little different than Springfield's. The basic charge for hanging banners was $35 plus a 7% administrative fee. The City of Eugene didn't hang the banners, but rather the owner of the banners was required to contract with an installer to hang and remove the banners. If Eugene had to remove the banners, there was a charge to recover the City's costs. There was also a commercial and auto liability policy required, most likely for the installer. Ms. Rice said Springfield had designed their light pole program around that same type of plan. The City of Springfield would not be installing the light pole banner. It would be up to the applicant to hang and remove the banners and to carry insurance and do the traffic control. Springfield did have a slightly higher fee. Councilor Brew asked if the $100 fee was per zone or throughout the City. Ms. Rice said it was per permit, which could be multiple zones. The processing fee was to cover the cost to the City. Councilor Brew asked if it was the same in Eugene. Mr. Towery said Eugene had different areas where banner brackets were available and the applicant selected their priority location. Where they were able to hang them was dependent on priority and availability. Ms. Rice said the ordinance with the changes to the Code would come to Council for approval on October 7. The resolution for the fee would go with the Master Fee Schedule resolution. Mayor Lundberg confirmed that other fees would be reviewed in the Spring. Yes. Councilor Brew asked if there was a limit on how long the light pole banners could remain. Ms. Rice said the limit was twenty-eight days, with a set time to remove them after that time. If the owner of the banner did not take them down, the City would need to take them down and keep the banners. 3. Transportation System Systems Development Charge (SDC) Methodology Update — Creation of Citizen's Advisory Committee. Len Goodwin, Development and Public Works Director, and Anette Spickard, Deputy Development and Public Works Director, presented this item. City staff were updating the System Development Charge methodology for the Transportation System. Transportation System SDC's were last reviewed and updated by Council in 2000, although the project list was updated in 2008. The Council would be reviewing the City's new Transportation Systems Plan (TSP) in 2013. The TSP would form the new project list used in the SDC methodology as part of the process to set SDC fee levels. The CAC was an important part of the public process to review and evaluate the proposed methodology for the SDC update. Recruitment for CAC members would be conducted in September City of Springfield Council Work Session Minutes September 9, 2013 Page 8 and applications brought back to Council in October for appointment. Once appointed the CAC would meet between October, 2013 and March, 2014. Staff developed a list of issues where the Council might choose to seek recommendations from the CAC. Issues that were statutory or technical in nature would not be referred to the CAC for review. Formal action by the Council was not required, although direction to staff would form the basis for the recruitment process and future presentations to the Council and to the CAC. Ms. Spickard referred to the packet of information which included the charge, guidelines and membership categories. Staff wanted to make sure the membership categories were acceptable to the Council. Staff was seeking direction from the Council regarding topics of discussion for the CAC. Councilor Brew referred to the proposed membership categories. He was fine with them in general, but said it would be nice to see what categories were represented in 2000. He felt the membership of the CAC should be broad. The way it was designed was broad, but there could be overlap on some categories. For example, he would recommend a large business owner not involved in development, or two residential builders that fit two different categories. Ms. Spickard clarified that they wanted unique representation. She said she did not recall all of the categories from the 2000 process, but thought Councilor Ralston was the council representative. Mr. Goodwin said in 2000, there was more of an issue of not having a broad representation. Councilor Wylie asked why an Oregon Department of Transportation (ODOT) or transportation person was not on this CAC. Mr. Goodwin said representatives from ODOT and the County Public Works staff would serve on the technical advisory committee. This was designed to get at the broadest possible non - transportation perspective by people who were subjected to the charge. Councilor Wylie said with fuel and freight and bikes, she felt it was important. City Manager Gino Grimaldi said they could ask ODOT if they were interested in serving. Councilor Moore said most of the representatives seemed to be related to business, yet there were also non - profits that had to pay SDCs. She asked if the positions at -large could include someone from a non -profit that had a lot of development projects in the area. Mr. Grimaldi said it could be defined as a non -profit developer. Councilor Moore said she knew there were developments being considered that were non- profit. Councilor Woodrow asked if there would be relevance of having someone from the education community involved. Mr. Goodwin said the School District did pay SDCs. Councilor Woodrow said they could add a representative from the School District or a non -profit City of Springfield Council Work Session Minutes September 9, 2013 Page 9 Councilor VanGordon referred to Attachment 1, Page 1 — evaluation criteria. He felt they needed to discuss the economic outcomes when evaluating the policies. He liked the administrative availability, but wondered if that should be taken a step further by making it available to the public. Ms. Spickard said SDC methodology was complicated and the CAC would need the data to support each piece. If adjustments to the formula to create incentives or other changes were recommended, they needed data to back up the methodology. Councilor VanGordon said whatever the data included needed to be made available to the public. Also, whatever process we had for the SDCs needed to be able to be duplicated in order to get it out to the public in a clear manner. He was not comfortable with setting SDCs specific to a region, but would prefer they look at them citywide. There was a lot of interest in the Development Advisory Committee (DAC) about transportation SDCs so that might be a good place to find members for this CAC. Mr. Grimaldi asked if they could get consensus from the Council on the topic of regional versus citywide SDCs. Councilor VanGordon said the list looked good except for the regional incentives. Councilor Brew said in his mind an incentive was to entice someone to do something they wouldn't otherwise do. A discount was just a gimmick. He was interested in incentives, but wanted to see results. When looking at members to appoint, he would give more consideration for those that had a fiscal presence in Springfield and were invested in Springfield. Councilor Moore said the regional difference in rates was somewhat tied to an incentive policy. She assumed an incentive policy would be temporary. She felt they could look at regional incentives that were temporary to encourage development in a certain area. Mr. Goodwin said the short-term incentives that had been done in the past were done outside of the SDC methodology and were policy decisions by Council. Tonight's discussion was about incentives within the methodology such as reduced SDCs for a developer if they did something that made it easier to use alternative forms of transportation to patronize their facility, or agreed to put in a transit system with their own money. In those cases when it was within the methodology, they would need some documentation showing why less SDCs were being collected in those circumstances. Councilor Moore said regional incentives would not come into play if the Council did not want to look into regional SDCs. She asked if regional SDCs were a way to encourage development in certain areas. Mr. Goodwin said that was possible. For the most part, the City didn't need additional capacity in the wastewater system in downtown. They could possibly develop within the methodology a way of reducing wastewater SDCs in downtown because they didn't need more capacity, although that could be complicated. To put something like that into place here, they would need to find some relationship to transportation that was similar. Another option was to work with SEDA to assume liability for transportation SDCs. That would be outside the methodology. Councilor Brew said the only incentives he could get behind was looking to incentivize brownfields redevelopment. There were parts of Main Street ready for that. City of Springfield Council Work Session Minutes September 9, 2013 Page 10 Mayor Lundberg said her concern with the SEC Methodology CAC, was that it was very complicated and difficult to understand. She didn't want to do something that closed downtown after 4pm because of higher trip counts. She wanted the CAC to figure out a methodology that didn't create some economic affect we would regret. She wanted the CAC to have the discussion and look at it all. A deferred payment was another option that perhaps the committee could look at during this process. She wanted a robust committee that understood how transportation SDCs got assessed, why and that they didn't want to shut down the community. She was in favor of looking at all of the issues and subjects. She asked if they needed a Council liaison appointed. Mr. Grimaldi said they could do that at the time the committee was formed. Councilor Moore said equity needed to be explained clearly and why the City was charging the fees. She wanted to make it as clearly understood as possible. Mayor Lundberg said it was important for the CAC to see all of the SDCs including sewer, stormwater, transportation, MWMC and Willamalane. We had a unique setting with Willamalane being able to assess SDCs. Ms. Spickard confirmed Council wanted to take off the regional SDC discussion. Yes 4. Master Fees and Charges Schedule — Fall 2013 Update Bob Duey, Finance Director, presented this item. Mr. Duey said before the Council got into their boards, commissions and committees discussion, he wanted to let them know that they would be appointing Budget Committee members. Applications were being received now with interviews scheduled for October. This year the terms for Wards l and 2 were ending. Both members were willing to re- apply, but standard practice had been for them to go through the application and interview process. Something unique this year was that Wards 3 and 4 were also vacant due to one member moving and the other member leaving the Committee. The Ward 5 member had only been on the Committee for one year. If there was anything Council wanted him to do differently regarding the interviews and process, he asked them to let him know. Mayor Lundberg said Council would need to decide if they wanted to interview all four positions, or just reappoint the two returning members. Mr. Duey continued his introduction to the Fees and Charges discussion. Each year, Council and staff reviewed existing fees and charges for appropriateness of rates for meeting cost recovery targets as well as reviewing for areas where new or additional fees should be considered. The last significant review along with the re- formatting of the master fee schedule was completed in the Spring of 2013. This Fall of 2013 review would focus on updates and omissions while the future Spring of 2014 update, as directed by Council last Spring, would concentrate more on the annual impacts of inflation. The City's schedule of fees and charges was established by Council action. The work in the Spring of 2013 by the Council and staff consolidated past documents describing the City's various fees and the method for making changes into a single document titled Master Fees and Charges schedule. This document provided an easy reference for citizens, Councilors and staff to identify the current fees authorized to be levied and collected by the City. City of Springfield Council Work Session Minutes September 9, 2013 Page 11 The changes to the document did not change how each of the fees and charges could be modified through action by the Council or staff. The most common of actions by the Council was by simple resolution. The authorization to levy the fee may be contained in the municipal, building, development or fire code, but the actual amount of the fee itself was established by resolution. These most commonly were brought to the full Council with a public hearing and were adopted at that time. Other fees may be authorized by the municipal, building, development or fire code and the specific amount of the fee was also contained within that same code. In those cases, the respective code itself must be amended and most commonly required a public hearing, a first reading and a second reading prior to adoption. Mr. Duey reviewed the changes in fees: Page 1, Alarm System (Business) License (SMC 7.012, 7.024) per year, $20.00 Explanation: A previous authorization for an alarm fee existed but staff did not have the software or data necessary to track and implement a monitoring program so last year the fee was deleted. A new business license program capable for monitoring now exists and staff is recommending the re- authorizing of the basic annual fee. After checking with other agencies, an increase from the previous $10 fee to a recommended $20 fee appeared appropriate. Current valid alarms permit holders maybe exempt from the new fee. Mr. Duey said this fee had been dropped a year ago due to not having an accurate software program in place. Staff was asking to reinstate the fee at $20, rather than the original $10. Councilor Brew asked if the renewal fee for someone that had an older alarm system would remain $10. Mr. Duey said they would not be subject to a renewal fee since there was no fee in place at the time of their original installation. The only exception would if a business changed hands or changed their alarm program. Mayor Lundberg said alarm systems were a necessary annoyance for both the business and the City. She asked how the number of false responses was calculated and if it included only when Police arrived at the scene. New systems often took several months to figure out the correct settings. She liked the idea of a renewal fee because it prompted businesses to be more proactive in getting their systems working properly. Mr. Duey said there were two pieces on the alarm with the first being the renewal fee of $20. On page 19 of the fee schedule there was a charge for false alarms after the 3d one. Last year, about one third of the alarms were false alarms, with many repeated at the same locations. Setting it at three false alarms was pretty standard across the country. Page 7, Photocopy Charge Citywide Removing Municipal Court (noted exceptions are Development and Public Works, Fire and Life Safety, Library, Municipal Gqurt, Police reports.) Explanation: Municipal Court has reviewed its charges for photocopies and is making a recommendation to recognize two types of charges and bring both types in line with other departments. This change brings non - certified copies in line with other departments. City of Springfield Council Work Session Minutes September 9, 2013 Page 12 Court Page 15, Certified Copies Change in fee to match Police PeF file $500 plus $9.9() n9taFy fee first 4 pages , $15.00 each page thereafter, $0.50 Explanation: Municipal Court has reviewed its charges for photocopies and is making a recommendation to recognize two types of charges and bring both types in line with other departments. This change brings certified copies in line with the police department. Page 16, Inmate Housing Fee Moving from Police to Courts (Determined by sentencing judge, Resolution 09 -15, ORS 169.151, ORS 137 540(l)) Up to Per Day, $60.00 Explanation: There is no change in the fee. This is only changing the location of the fee in the master schedule from police department fee to a municipal court fee as defined city resolution. Councilor Woodrow asked if changing who the fee was associated with took it out of the Police budget. Mr. Duey said revenues were not tied to a department budget. Page 16, Non - Sufficient Funds Fee Addition of fee $25.00 Explanation: Addition of a non - sufficient funds fee to bring Court into consistency with other departments. Police Page 19, False Alarm Fee Addition of False Alarm Fee False Alarm Fee (SMC 7.026 "Three or more false alarms, within a 365 day period, whether the result of equipment malfunction or user error, shall constitute an infraction in the municipal court. If convicted by a preponderance of the evidence, the court may impose a fine not to exceed $500.') Per third false alarm, $500.00 Per alarm after within 365 days, $500.00 Explanation: As staff is in the process of implementing the alarm registration program it is found to be common to assess an additional charge for those that require additional police services through not maintaining their alarm systems properly. Engineering Page 33, Signs in the Public Right -of -Way Language Change and addition of fee for Pole Banner Sign Permit Fee- Signs in the Public Right -of -Way (Banners) (SMC3.223(1) For the purpose of this chapter, these terms shall be defined os follows: Banner. Any non -rigid material such as canvas, vinyl or cloth, with no enclosing framework that contains advertising copy.) City of Springfield Council Work Session Minutes September 9, 2013 Page 13 Over the Street Banner (City Policy, `.75MC 3.223(1) (1) Over the Street Banner. A banner that hangs between two poles that straddle the city street at locations designated by the city.) The City's -peGG�' 9^ , b,- aRReFs is that only tE) haVe baRReFS pIaGed eveF the public right of way, and fWtheF, that ;ueh hRRRPFS AdVeFt se public, not fGF profit is only. Per permit, $0.00 Open Banner (SMC3.223(1) Open Banner. A double sided, embroidered banner displayed in the Downtown or Mohawk area that is attached to a pole, purchased and installed by the City, and advertises a business or organization.) Downtown Business District, $110 -150 Mohawk Business District, $110 -150 (Light) Pole Banner (SMC3.223 (1.) Pole Banner. A banner attached to city utility poles or traffic signal poles at designated areas throughout the City.) Per permit i 11 /1 5% Technology Fee (surcharge) will be applied when imposed or collected. Explanation: The City has three banner sign types and one portable ( "sandwich board ") sign type that can be placed in the public right -of -way. These four types currently need to be described fully in Springfield Municipal Code. The goal is to create common code language for all sign types permitted in the public right -of -way. A separate work session topic is being held to discuss these changes while this item's fee changes would reflect the necessary changes in the code. Page 34, Placement Permit for Standard Mailbox; No Sidewalk Construction Removing fee but retaining permit requirement (SMC 3.226) $34-09 5 TeehRelegy Fee ie,,.n M.nnl w 11 be applied .. heR ' ed g nllne«pel Explanation: The permitting of the placement of items in the right of way is still a necessity but in review of the process DPW staff is recommending that an additional fee is not necessary if there is no accompanying construction of a sidewalk. Planning Page 41/42, Floodplain Development Base Fee Reorganization of fee text Explanation: Text change only. Utilities Page 53, Wastewater and Regional Wastewater (Sewer) Rates Updating Wastewater and Stormwater rates Resolutions 1-2-08 2013 -06 Beginning with bills rendered on or after July 1, 20123 wastewater (sewer) charges shall be as follows: Explanation: These fees were adopted by council on May 06. Inclusion here is done strictly to update Master Schedule of Fees and Charges to reflect current amounts. Page 54, Stormwater (Drainage) Rates Resolutions 42-082013-06 Beginning with bills rendered on or after July 1, 20123 stormwater (drainage) charges shall be as follows: City of Springfield Council Work Session Minutes September 9, 2013 Page 14 Explanation: These fees were adopted by council on May 06. Inclusion here is done strictly to update Master Schedule of Fees and Charges to reflect current amounts. Page 55, Industrial PreTreatment Removing dash from name Explanation: Text change only. Mr. Duey said the goal of staff was to bring the fees and charges to Council twice a year (Spring and Fall). Some of those such as SDCs, would be under separate discussions during work sessions. If needed, a second work session could be scheduled on this topic. Mayor Lundberg referred to the inmate fee of $60 and asked if the City had collected much of this fee, and if they went through collections. Mr. Duey said the fee schedule identified a $60 fee and based on research that was an appropriate level of fee. He recommended keeping that fee amount in the schedule, although Court didn't collect much of that fee. Each judge had the discretion of how much they believed the person could afford. Part of the criteria was whether or not the person had the means to pay the fee. The Police Department would like to see the $60 levied on everyone each day, or if not a minimum fee for everyone for each day. He would recommend discussing this during the next judge's evaluation and asking each of them what their philosophy was regarding collection and what Council's philosophy and expectation was on the fee. There was a wide range of interpretation from each judge. Mayor Lundberg said it was an appropriate discussion for Council to have with the judges. That fee was set up as one of the ways we would pay forjail operations. Council needed to set the direction because it remained in the budget. Councilor Brew said no other fees were waived in the City. Councilor Wylie said when she was involved in running the Buckley House, they also had a $60 fee for room and board. If the person said they didn't have the funds, they would pay what they could. It could be something based on a sliding scale based on the ability to pay. She did not want to give up on collecting this fee. Mr. Duey said another issue was that when a person had a fine they had to pay, part of it went to the County, part to the City, part to mental health, etc. A person may be making payments, but the money for the jail bed fee would be last. Mayor Lundberg said we had expectations of people and we needed to have expectations of those in jail as well. Councilor Moore said she sat in on several court cases and saw the judge lowering that fee. She knew in one case that the defendant could have paid the full fee. She felt it was appropriate the Council had more say in this because it didn't seem the judges took the fee seriously. Mr. Duey said each judge looked at it differently. He said he would not come back for an additional work session on the fees. City of Springfield Council Work Session Minutes September 9, 2013 Page 15 Councilor Wylie said she was pleased that there weren't a lot of increases in the fees and that some went away. ADJOURNMENT The meeting was adjourned at 7:13 p.m Minutes Recorder —Amy Sown Christine L. Lundberg Mayor Attest: Amy SoHa City Re rder