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HomeMy WebLinkAbout10/21/2013 RegularCity of Springfield Regular Meeting MINUTES OF THE REGULAR MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MI NDAY, OCTOBER 21, 2013 The City of Springfield Council met in regular session in the Council Chambers, 225 Fifth Street, Springfield, Oregon, on Monday, October 21, 2013 at 7:00 p.m., with Mayor Lundberg presiding. ATTENDANCE Present were Mayor Lundberg and Councilors Wylie, VanGordon, Moore, Ralston, Woodrow and Brew. Also present were City Manager Gino Grimaldi, Assistant City Manager Jeff Towery, City Attorney 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. Extra Mile Day Proclamation. Mayor Lundberg read from the proclamation proclaiming November 1, encouraged each individual in our community to take time on that day t in his or her own life, but to also acknowledge all those around who are and commitment to make their organizations, families, community, con 2. Housing America Month Proclamation. Mayor Lundberg read from the proclamation proclaiming October as encouraged all citizens to recommit themselves to meeting the afford development needs of the community. Larry Abel from Housing and Community Services Agency (HACSA) accept the proclamation. Mayor Lundberg thanked Mr. Abel for his work and the efforts to There was an event on Tuesday in which he would take the procla 3. Recognition of Thurston High School Class Building Conestoga 2013 as `Extra Mile Day" and not only "go the extra mile" inspirational in their efforts itry, or world a better place. sing America Month and housing and community Lane County was present to housing in our community. to present. Mayor Lundberg recognized the class of LuAnne Johnson who had been building Conestoga Huts in their Career and Technical Education (CTE) Program at Thurston High School. A letter from the Mayor was presented to Ms. Johnson and her students who were in attendance. She thanked the students and their teachers for their hard work in helping people in the community. City of Springfield Council Regular Meeting Minutes October 21, 2013 Page 2 4. Recognition of Rosalia Marquez for El Grito. Mayor Lundberg recognized Rosalia Marquez for her hard work in helping to organize Springfield's first El Grito Celebration held on Sunday, September 15, 2013. She thanked Ms. Marquez for giving the City the opportunity to share in a new cultural tradition in our commmnity. It was Ms. Marquez's vision and persistence that made this event a reality. She presented Ms.IMarquez with a letter of appreciation. Ms. Marquez said the Minister of Foreign Relations extended his regards to the community of Springfield and the Mayor and Council for accepting this project and carrying on the tradition of their culture. CONSENT CALENDAR 1. Claims a. September 2013, Disbursements for Approval 2. Minutes a. September 16, 2013 — Work Session b. September 16, 2013 —Regular Meeting 3. Resolutions 4. Ordinances a. b. ORDINANCE NC "STREET ". SECT SPRINGFIELD M 5. Other Routine Matters a. Transportation System Systems Development Charge (SDC) (CAC) Appointments. IT WAS MOVED BY COUNCILOR WYLIE WITH A SECOND 1 WOODROW TO APPROVE THE CONSENT CALENDAR WIT] THE MINUTES OF THE SEPTEMBER 16, 2013 REGULAR ME] COUNCILOR WOODROW AS PROVIDING THE SECOND ON CHECKS #123834 AND #123999 OF THE SEPTEMBER 2013 D' REMOVED. THE MOTION PASSED WITH A VOTE OF 6 FOR Advisory Committee e COUNCILOR THE AMENDMENTS TO rING REFLECTING .LL MOTION, AND WITH AND 0 AGAINST. City of Springfield Council Regular Meeting Minutes October 21, 2013 Page 3 ITEMS REMOVED La. Checks #123834 and 9123999 of the September 2013 Disbursements Councilor VanGordon recused himself from this item and declared a conflict of interest as these checks were made out to his employer, United Parcel Service (UPS). IT WAS MOVED BY COUNCILOR WYLIE WITH A SECOND BY COUNCILOR WOODROW TO APPROVE CHECKS #123834 AND #123999 OF THE SEPTEMBER 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. Master Fee and Charges Schedule— Fall 2013 Update. SPRINGFIELD MUNICIPAL CODE Finance Director Bob Duey presented the staff report on this item. Ea reviewed existing fees and charges for appropriateness of rates for me well as reviewing for areas where new or additional fees should be co review along with the re- formatting of the master fee schedule was cc This fall of 2013 review would focus on updates and omissions while as directed by Council last spring, would concentrate more on the arm Mr. Duey reviewed the few changes to the Master Fee Schedule and t line up fees in the appropriate departments. 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 WOODROW TO ADOPT RESOLUTION NO. 2013 -15. THE M( VOTE OF 6 FOR AND 0 AGAINST. 2. Supplemental Budget Resolution. year, Council and staff ng cost recovery targets as idered. The last significant Meted in the spring of 2013. e future spring of 2014 update, I impacts of inflation. other changes in language to COUNCILOR ►N PASSED WITH A City of Springfield Council Regular Meeting Minutes October 21, 2013 Page 4 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 first of three scheduled FYI supplemental budget requests to come before Council. The supplemental budget being presented included adjusting resources and requirements in: General, Street, Jail ,Operations, Special Revenue, Transient Room Tax, Community Development, Building Code, Fire Local Option Levy, Police Local Option Levy, Bancroft Redemption, Bond Sinking, Sanitary Sewer Capital, Regional Wastewater Revenue Bond Capital Project, Development Assessment Capital, Development Projects, Storm Drainage Capital, Police Building Bond Capital Project, Regional Wastewater Capital, Street Capital, Storm Drainage Improvement SDC, Storm Drainage Reimbursement SDC, Sanitary Sewer Reimbursement SDC, Sanitary Sewer Improvement SDC, SDC Regional Wastewater Reimbursement, SDC Regional Wastewater Improvement, SDC Transportation Reimbursement, SDC Transportation Improvement, Sanitary Sewer Operations, Regional Wastewater, Ambulance, Storm Drainage Operations, Booth - Kelly, Regional Fiber Consortium, Insurance, Vehicle & Equipment, and SDC Administration Funds. The City Council was asked to approve the attached Supplemental Budget Resolution. The overall financial impact of the Supplemental Budget Resolution was to increase Operating Expenditures of $613,652, increase in Capital Projects $109,504, change in Reserves $8,473,273 and increase in Un- appropriated Ending Fund Balance $28,012. These were offset by beginning cash adjustments of $8,174,713, carry forwards of current grants of $764,206, and new revenue of $285,522. Mr. Duey explained the reasons for the beginning cash adjustments. Hel also noted that since the budget was adopted in the spring, the State legislature had changed the PERS rate to a lower amount and sent those rates out to jurisdictions to reflect in their budget. Those funds were currently being left in reserves for each department until the City determined what they would do with those funds. Most of the other adjustments were capital projects. He reviewed several of those projects. Mayor Lundberg opened the public hearing. No one appeared to speak. City of Springfield Council Regular Meeting Minutes October 21, 2013 Page 5 Mayor Lundberg closed the public hearing. IT WAS MOVED BY COUNCILOR WYLIE WITH A SECOND BY COUNCILOR WOODROW TO ADOPT RESOLUTION NO. 2013-16. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. 3. Proposed Updates to the Municipal Code Sections 2.702, 2.703, 2.706, 2.708 and 2.709 Regarding Public Contracting. Procurement Office Jayne McMahan presented the staff report on this after a review of the City Attomey's Office and public contracting lav Oregon Legislative session. The first ordinance change was required changes to the Qualified Based Selection (QBS) process, clarifying de Springfield Municipal Code and ORS recitations. The second ordinan requirement for exemption from competitive bidding and request for 1 $10,000 was a legislative change for State agencies but was optional f amendments assured that the Springfield Municipal Code with referer correct and accurate and consistent with the State of Oregon Public G Currently for the Small Informal Bid process for the City— up to $5,00 quotes from a minimum of three qualified suppliers via telephone, ema documented the quotes and the bid was awarded to the lowest bidder. increase to up to $10,000 would not only be a process improvement, bt in terms of time. Informality would not dispense with the requirement! accountability. Ms. McMahan said she checked with other entities and on raising their small threshold from $5,000 to $10,000 to align with S1 Mayor Lundberg opened the public hearing. No one appeared to speak. Mayor Lundberg closed the public hearing. NO WAS ACTION REQUESTED. FIRST READING ONLY BUSINESS FROM THE AUDIENCE COUNCIL RESPONSE CORRESPONDENCE AND PETITIONS BIDS M. These amendments arose subsequent to the 2013 incorporate housekeeping iitions of QBS personnel and change increasing the ceiling )posals from $5,000 to local governments. The to public contracts was tractive Law. — the City staff gathered or web services. The City tllowine the State Statue also came with cost savings for documentation and ound that many others did plan ite statute. City of Springfield Council Regular Meeting Minutes October 21, 2013 Page 6 ORDINANCES BUSINESS FROM THE CITY COUNCIL 1. Committee Appointments a. Budget Committee Appointments. Finance Director Bob Duey presented the staff report on this item. The Budget Committee currently had 2 vacancies due to resignations and would have 2 additional vacancies due to terms that expired on December 31, 2013. The City advertised for potential candidates from all four Wards during September 2013. The City received applications from the incumbents Terry Buck Ward 1 and Chris Stole Ward 2. The Council was being asked to re- appoint one applicant to each of the two positions. The appointee for both Ward 1 and Ward 2 would serve a three year term that would expire on December 31, 2016. Staff would re- advertise for Wards 3 and 4 after the first of the year. During September the City also sought applicants for Ward 3 and Ward 4 left vacant due to incumbents changing residences and no longer eligible to serve on the Budget Committee. No applications were received for either Ward 3 or Ward 4 at this time. Staff would re- advertise for these two positions after the first of the year in January 2014 and schedule time with the Council for interviews. The City's charge for the Budget Committee stated as a qualifier 6 members from the Council and 6 citizens by Ward (Citizen members may not be officers, agents or employees of the City, per ORS 294.336(4). 1 The Council was requested to appoint citizens to each of the two can ent vacancies on the Budget Committee with both terms to expire on December 31, 2016. 1 Councilor Wylie thanked Chris Stole for her service on the Budget Committee over the last four I ears and her willingness to continue to serve. Councilor Ralston thanked Ms. Stole for also serving on the Human Services Commission as the Springfield Budget Committee representative. Councilor Brew asked why these were approved by motion and the Transportation System SDC CAC was approved through the Consent Calendar. Mr. Duey noted that this was his usual practice so he had put the Btidget Committee appointments on under Business from the Council. IT WAS MOVED BY COUNCILOR WYLIE WITH A SECOND BY COUNCILOR WOODROW TO RE- APPOINT TERRY BUCK TO THE BUDGET COMMITTEE FOR WARD 2 WITH A TERM TO EXPIRE DECEMBER 31, 2016.',THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. City of Springfield Council Regular Meeting Minutes October 21, 2013 Page 7 IT WAS MOVED BY COUNCILOR WYLIE WITH A SECOND BY COUNCILOR WOODROW TO RE- APPOINT CHRIS STOLE TO THE BUDGET COMMITTEE FOR WARD 1 WITH A TERM TO EXPIRE DECEMBER 31,2016! THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. 2. Business from Council a. Committee Reports Councilor Moore reported that she attended the Lane W Committee last Tuesday. Executive Director Chuck Fon expected to have his replacement by December of 2013. the workforce which meant contracting out the services. )rce Partnership Executive was retiring and they re was a system redesign for She reported that she also attended the Section 8 Advisory Committee for Housing and Community Services Agency (HACSA) on Wednesday. Daring the meeting, they looked at the possibility of eliminating 125 -150 vouchers. There was good discussion, but no consensus so they would meet again on October 31. She attended SPROUT's one -year anniversary celebration and had a great time. She attended the Human Services Commission meeting earllier in the day. That commission was also being revamped. There was a new poverty and homeless board that would be renamed the Poverty and Homelessness Board. 2. Councilor Woodrow noted the Quartz Park opening in her ward last week. This park was in advance of a school that would be located in that area. Councilors Woodrow, Moore and VanGordon all attended. It was visible from Bob Straub Parkway and was an attractive park. The innovations and up -to -date equipment would make this a park that was useful for many years. This allowed the neighborhood to utilize a park without having to cross Bob Straub Parkway. She attended the Public Safety Fair at the Gateway Mall last Saturday. Tomorrow night in the Council Chambers a self - protection seminar would be presented which she felt would be very worthwhile. The week before last, she had the opportunity to attend the Chinook Institute Pacific Leadership, a week -long class. It was phenomenal and she came back with a lot of information and connections with many others in Oregon. It was fifty -five hours of intense classroom atmosphere and interaction with other members of the civic leadership community. It was well worth attending. 3. Councilor Moore said the Middle Fork Path was opening on Friday, October 25 at noon. 4. Councilor Wylie said representing the Lane ACT as Vice - Chair, she attended a two -day meeting of the Oregon Transportation Commission (OTC) at the Oregon Gardens on behalf of Lane ACT Chair Mayor Kitty Piercy. An evaluation of the process used for Statewide Transportation Improvement Program (STIP) funds had been done and that process was being reviewed. The OTC asked for other participants to provide information. City of Springfield Council Regular Meeting Minutes October 21, 2013 Page 8 i The process was very complex and took a long time. It was an interesting meeting and she appreciated the opportunity to attend. 5. Councilor Brew said he was in Washington DC for work last week so missed the Council work session. 6. Councilor Ralston said the Stand Down Event would be held all day on Friday, October 25 at the Willamalane Center instead of the Springfield Armory. During the event, clothing, backpacks, sleeping bags, food and other services were provided to veterans. He attended every year. This year, as a member of the Oregon, State Defense Force, he would be in uniform and providing security and information. In the past, he had attended as a concerned veteran. It was a great event, especially for homeless veterans. BUSINESS FROM THE CITY MANAGER BUSINESS FROM THE CITY ATTORNEY ADJOURNMENT The meeting was adjourned 7:35 p.m. Minutes Recorder Amy Sowa Christine L. Lundberg Mayor Attest: �7sula- City Reco er