HomeMy WebLinkAbout11/25/2013 Work SessionCity of Springfield
Work Session Meeting
MINUTES OF THE WORK SESSION MEETING OF
THE SPRINGFIELD CITY COUNCIL HELD
MONDAY, NOVEMBER 25,1 2013
The City of Springfield Council met in a work session in the Jesse Maine Meeting Room, 225 Fifth
Street, Springfield, Oregon, on Monday, November 25, 2013 at 5:30 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 Mary Bridget Smith, City Recorder Amy Sowa and members of the staff.
1, Community Development Advisory Committee (CDAC) Applicant Interviews.
Members from the Springfield High School Marching Band entered the meeting. The bandleader said
they had been asked by an anonymous source to play the University of Oregon fight song.
Mayor Lundberg thanked the band on behalf of the Council. She noted, that she was a Springfield
Millers graduate.
Housing Program Analyst Kevin Ko presented the staff report on this item. The CDAC consisted of
six at -large positions from the community, one representative from the City Council and one
representative from the Planning Commission. The CDAC advised the City Council on all matters
related to the City's housing and community development activities which were funded annually by
Community Development Block Grant (CDBG) funds and HOME Investment Partnerships Program
(HOME) funds received from HUD. CDAC applications were encouraged from lower- income
citizens and residents of lower income neighborhoods, racial and ethnic minorities, senior citizens,
disabled individuals and female heads of households. All CDAC applicants must live within the city
limits or the urban growth boundary of Springfield.
The positions available were the result of upcoming term expirations of Michael Heckard and Hadee
Sabzalian, and the appointment of Tim Vos (former at -large member) as the Planning Commission
representative. The notice of available positions was posted on September 25, 2013 and applications
were accepted through November 1, 2013. Three applications were received. Incumbent Michael
Heckard is seeking reappointment to the CDAC.
The Mayor and Council introduced themselves and then interviewed the following candidates: Chris
Stole, Shirley Glover, and Mike Heckard. i
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The following questions were asked of each applicant:
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1. Why are you interested in serving on the Community Development Advisory Committee?
(Mayor Lundberg)
2. What skills or experience do you have that may be beneficial to the Committee? (Councilor
Ralston)
3. Because the resources are so limited, some worthwhile projects may not get funded. How
would you decide which projects receive funding and which do not? (Councilor Moore)
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Council Work Session Minutes
November 25, 2013
Page 2
4. What do you see as Springfield's greatest community challenge,? (Councilor Brew)
Mr. Ko described the funds and the different types of projects that received funding.
Following the interviews, the Council discussed the qualifications of the applicants. It was agreed
upon by the Council that the three candidates would all be appointed to the CDAC during the January
6, 2014 Council meeting.
2. Downtown Demonstration Project.
Traffic Supervisor Brian Barnett presented the staff report on this item. Lighting needs in downtown
had been identified as a top priority by Council, citizens, and consultants responsible for the
Downtown Circulation Study. Department staff in consultation with City Manager's Office developed
a phasing plan for street lights and enhanced crosswalk treatments in the downtown area from South A
Street to B Street and the Willamette River to 10`h Street. The proposed plan broadly outlined the
priority order of installation along various streets, subject to available funding.
The projects being considered in this phasing plan included pedestrian scale lighting similar to the
lighting installed on A Street from Mill Street to 5`h Street in the Summer of 2013, and the addition of
a thermoplastic brick pattern between crosswalk stripes. Project phasing with anticipated costs were:
• Phase 1 = Main Street, Pioneer Parkway East to 5b Street $270,000
• Phase 2 = Main Street, from 5`h to 7`h St. and 5`h Street from S. A St. to Main Street and 6`h
Street from Main Street to City Hall $415.000
• Phase 3 = 5`h St., from Main Street to B Street and City Hall Fountain Plaza $380,000
• Phase 4 = Main Street from Mill to Pioneer Parkway East and from 7h St. to 10`h St. $465,000
• Phase 5 = Pioneer Parkway East from S. A Street to B Street and 7" Street from S. A Street to B
St. and A Street from City Hall to 7th Street $780,000
• Phase 6 = All Streets not included in Phases 1 -5 and Phase 7 west of 7`h Street from S. A Street to
B Street $2,200,000
• Phase 7 = Mill Street from S. A Street to B Street and Mill Plaza $620,000
• All streets east of 7"' Street to 10`h St. from S. A Street to B Street and S. A Street from Willamette
River to 7" Street not included in Phases 1 — 7 $3,000,000 (these streets should be improved as
developed under a land use decision)
• Completed Phase = Street lights and bike markings on A Street from Mill Street to 5`h St .
completed in 2013.
Phases 1 through 5 could occur one each year if a consistent funding source was identified. About
$500,000 in Urban Renewal funds were available over the course of a three year period. Funding was
reserved for other anticipated urban renewal projects including the Fagade Improvement Program,
Downtown Manager Funding, Initial Way - finding Signage Placement.' Parking Enforcement Contract
(possibly shifting to other agency) or Bike Parking. Urban Renewal funds should allow completion of
Phase 1 and a portion of Phase 2. The Mill Street portion of Phase 7 was anticipated to be funded by
Federal STP -U and would occur upon funding.
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Mr. Barnett described some of the projects and the possible funding for those. He discussed the
luminaries along A Street. The phasing on the map was flexible and dependent on funding. They
planned to include receptacles on the lights for holiday decorations. He also discussed crosswalk
marking and some possible aesthetic treatments for those areas. He asked about the holiday lighting
and if it was the Council's interest to have those on all of the time or only when the street lights were
City of Springfield
Council Work Session Minutes
November 25, 2013
Page 3
on. He asked if they were satisfied with phasing and if they were
improvements.
Councilor Ralston said they could do the phases in -order or
Mr. Barnett said the projects were listed by importance and where
funds and timing.
Councilor Ralston said the only one that could be done now without r
4. It was on Main Street and would be visible, giving people a chance
City didn't have the funds, he asked where the Springfield Economic
could get involved.
Mr. Barnett said SEDA was the entity that was providing the first
portion of Phase 2 to be done. There was already empty conduit a
project could come in under the estimate.
Councilor Woodrow said she would like to have the holiday lighting o
asked about the lighting and phasing and what was going to happen on
Councilor Ralston's reasoning for Phase 4, but would prefer not to go
biggest areas of growth and energy were in the first two phases. She w
and 2 in that order. As more funds came in, they could look at the othe
improvements already made.
with the A Street
depending on funding.
get the most out of their
Ling out of money was Phase
see how it looked. Since the
Agency (SEDA)
10 allowing Phase 1 and a
along Main Street, so that
all of the time. She had been
Main Street. She understood
,ith that recommendation. The
uld like to stay with Phase 1
phases. It would enhance
Councilor Moore said she had a sensor that turned the lights on when it got too dark and asked if
something like that could work for the holiday lights. Otherwise she would prefer they come on earlier
than street lights and through the night. She asked about funding for the City Hall plaza update and if
any of those funds could be used for lighting. She loved the lights on A Street and thought the
additional lights around the plaza could really light up the front of City Hall.
Mr. Barnett said Phase 3 on the map included the City Hall plaza. A
that phase. They wouldn't be able to use street funds for any of the F
the street system. If the plaza was done sooner, that project could be
Councilor Brew asked about the additional cost of leaving the lights
Mr. Barnett said it depended on how they controlled the street lights. h
scheme, they would have to pay extra for receptacles on the same pole
controls and put a photo cell on each fixture for the street light, they w
receptacle depending on whether the lights came on with the photocell
all the time. Because there was conduit already in place downtown aloe
options. The more sophisticated the choices, the more costly to build a
costly to operate. The holiday lighting was a very small amount relativ
Councilor Brew asked if SEDA could lend more than $500,000 to the
Mr. Barnett said there were a number of other SEDA projects planned
Mr. Tamulonis said SEDA had a current agreement with the City to
renewal areas in Glenwood and Downtown. Glenwood had seen a v
Lt of fixtures was included in
work since it was not part of
sooner.
the time in terms of wiring.
hey used a central control
.f they used independent
rld need to choose the type of
✓ith the street light or was on
Main Street, there were more
lough they could be less
to the overall cost.
SEDA funding.
-ow up to $1.5M for the urban
increase in tax increment so it
City of Springfield
Council Work Session Minutes
November 25, 2013
Page 4
could fund its own projects now. SEDA already borrowed funds for
amount of funds still available. SEDA would need to borrow some
would bring the amount close to the maximum. If SEDA wanted to
would need to look at increasing that maximum amount.
Mr. Grimaldi said if the Council was interested in doing more around
back with some other options.
Councilor Brew said Phase 1 and 2 made sense to him. He asked if
other funding programs available for these lighting projects.
Mr. Barnett said the City did contact SUB regarding incentives and
participating partner. They were not sure if it would be allowed for
one - for -one fixture replacement, that would be eligible for an incen
would view that when the City would be installing additional poles
Councilor VanGordon said he liked the order and Phases I and 2. He
below budget, he would like to see options for finishing Phase 2. It se
and included everything around City Hall and a little piece of South 6
things so there was a finite
to do these projects which
w more funds, the City
project, staff could come
were any energy credits or
through credits with a
projects. If they were doing a
He was not certain how they
fixtures.
greed that if they got one done
ned like Phase 6 was broken up
Street.
Mr. Barnett said he wasn't satisfied with that outcome, but Phase 2 was getting too big. Main Street
was the first and second priority, and Phase 3 was trying to connect A Street and City Hall and the
Plaza to Main Street. The next step would be to try to get good pedestrian connections north and south
and into the neighborhoods.
Councilor VanGordon said Phase 3 seemed expensive.
Mr. Barnett said some of that cost was in the plaza.
Councilor VanGordon liked the phases and felt it kept the momentum going in downtown.
Mr. Barnett referred to the SEDA funding and Phases I and 2. If they were more cost effective in the
initial phases, they would continue to extend. As long as he could get SEDA funds, he would keep
doing projects.
Councilor VanGordon said sometimes they had opportunities to do more due to market conditions.
Councilor Woodrow asked how long it would take to do each phase.
Mr. Barnett said after tonight's discussion he would have clarity of Phase 1 and could have something
going into the ground by May. Each phase would be about the same cycle of six months. An option
would be to bid alternates in the projects along with the original bid. There were generally four phases
for each project: 1) design; 2) bid advertisements and award; 3) waiting for materials to arrive; and 4)
construction. I
Councilor Ralston said he was fine doing Phase 1 and 2 in order because Main Street was the most
important, but he felt Phase 4 was more important than Phase 3. He wanted it to be more visible.
Councilor Brew asked if it could be a cost savings if they ordered all of the materials at once.
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Council Work Session Minutes
November 25, 2013
Page 5
Mr. Barnett said material cost relative to the installation cost would be about 30 -40% of the contract.
There was enough quantity in each phase to get a reasonable price. He wasn't sure we would benefit
much by ordering extra quantity, but would check into it further.
Councilor Wylie said she understood Councilor Ralston's thinking, but felt there had been a lot of
thought that had gone into the phasing. They were anxious to get the Ciity Hall Fountain plaza going,
too so she didn't want to move Phase 3. Phases 1 -4 were very important. They wanted to see
downtown illuminated as it made people feel safe and welcome.
Mayor Lundberg said lighting in downtown came to be a forefront project after hearing from the Main
Street businesses. The businesses could do some things such as the fayade program, but the lighting
was up to the City. She was very supportive of these projects and liked lthe phasing the way it was
outlined. Moving things to A Street was beneficial. Downtown wasn'tjust Main Street. There were a
lot of activities going on along A Street and there was a lot of potential) She liked having the holiday
lights on all the time because it made downtown seem friendlier. The new lighting brightened up A
Street and she would like everything else to look like that. She felt a discussion was needed regarding
uses for the SEDA funds.
Mr. Tamulonis noted there was a list on the bottom of the AIS of where SESDA funds were being
used. Staff would be back to discuss priorities with Council.
Mayor Lundberg said the responses to Mr. Barnett's questions were:
• Keep the phasing the same — Yes
• Holiday lighting on all the time — Yes
• Liked the look of the lighting on A Street —Yes
3. City of Springfield Voters' Guide or Pamphlet.
City Recorder Amy Sowa presented the staff report on this item. During the December 10, 2012
Council Goal Setting, the following was suggested as a two -year goal:
• Explore the viability of a voter's guide for Springfield.
This topic was brought up again during the February 4, 2013 Council Work Session and Council asked
for a separate work session to discuss this topic further.
Council expressed a desire for the City to prepare a voters' guide or pamphlet for local candidates and
measures that could be more affordable to candidates and political action committees than the State
Voters' Pamphlet, and would provide important information to Springfield residents.
ORS Chapter 521, which governed voters' pamphlets and the requirements for both state and county
distribution of voters' pamphlets, was silent as to the production of a municipal voters' pamphlet.
Currently, Eugene and Beaverton were the only two cities in Oregon who produced their own voters'
pamphlet. The City of Cottage Grove did not normally create a voters' pamphlet, but did produce one
for the March 13, 2012 Special Election. In checking with those cities, w learned that producing a
paper voters' pamphlet that was mailed to residents required considerable staff time and could cost
anywhere from $12,000- $15,000 (printing and mailing costs) for a city our size.
Another option would be to create an online voters' pamphlet. This we reduce the cost of printing
and mailing, while still providing a venue for citizens to access information on local candidates and
measures. It was suggested that a postcard be mailed to every postal address in the Springfield
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Council Work Session Minutes
November 25, 2013
Page 6
jurisdiction with directions to access the online guide or pamphlet to ensure equal access to all
citizens. The cost of such a mailing would be approximately $5,900.
Ms_ Sowa noted that the recommendation from the State and the City Attorney's office was that if we
chose to produce a voters' guide that we have a specific process that followed the same guidelines as
the State Voters' Pamphlet to keep it consistent. They also suggested engaging stakeholders to get
input on the Guide, and titling it differently to distinguish it from the State Voters' Pamphlet. Another
suggestion from the City Attorney if an online voters' guide was created was to mail out a postcard to
every citizen in Springfield with the link to the guide and information about where paper copies could
be found. This would ensure the guide was accessible to everyone.
Ms. Sowa said there would be some initial staff time in creating the process and developing criteria.
Council would need to adopt an ordinance for any code changes. The rest of staff time involved would
be during each election period and would involve accepting information, reviewing it and formatting
the webpage. She reviewed the costs for mailing printed pamphlets or i online pamphlet.
Councilor Brew asked about the potential of having a TEAM Springfield website since Springfield
Utility Board, Willamalane Parks and Recreation and the School District would all have elections. In
doing so, the costs could be shared with a larger portion paid by the School or Willamalane since their
boundaries are larger than City limits.
Ms. Sowa noted that Councilor VanGordon had discussed using the TEAM Springfield newsletter to
provide the information. That publication normally went out in the spring and fall close to election
times.
Councilor Ralston said he didn't care what other big cities were doing. He didn't see an existing
problem and felt our citizens were already well informed. There was the State pamphlet for candidates
to pay to post their information. It should be the candidates cost and not a cost to the citizens of
Springfield. He felt it was a bad idea.
Councilor Moore said she was thinking of candidates for Willamalane, SUB and the School District
and agreed it should be a TEAM Springfield effort. It was nice to have a local publication for local
issues that came before the voters. She asked if the City paid to have something put in the State
Voters' Pamphlet. No, only the committees that were for or against paid to include information. She
also noted that it was difficult to get information on other positions such as Judges. She was in favor
of putting together something locally.
Ms. Sowa said the cities that did put together a Voters' Pamphlet did charge the candidates or
committees, but at a reduced cost from the State.
Councilor Brew said as a new candidate running for the first time, he was very unclear about the state
process and how to get into the pamphlet. His opponent had said the same thing. Having something
controlled locally could make it easier for those trying to file. It wasn't unreasonable to charge for the
service, but it could be a mininal amount. Anything that supported democracy was good and informed
democracy was even better.
Councilor VanGordon said he was supportive. During the last major election, there was a high level
of participation which showed growth in the community's commitment to get involved, but only about
half of the candidates were in the State Voters' Pamphlet because it was $750 which was cost
prohibitive for city council candidates. He felt there was not adequate information on candidates for
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Council Work Session Minutes
November 25, 2013
Page 7
the School Board, SUB Board and Willamalane Board for citizens to make an informed decision. This
idea would really help the citizens and get more information out about the candidates. What the
candidates or committees would be charged would need to be discussed further to make sure it helped
offset the cost. He was in favor of discussing this with TEAM Springfield. Moving it in line with the
State requirements and timeline would make sense. He would prefer it to be online, but suggested
potentially removing the TEAM Springfield newsletter to offset the cost. ,
Mr. Grimaldi clarified that he was suggesting not putting out a newsletter in exchange for the cost of
mailing a postcard. Yes.
Councilor VanGordon said this could be open to all candidates that would normally be on the
Springfield ballot.
Mr. Grimaldi said if they included positions such as County Commissioner, the boundaries wouldn't
line up.
Councilor VanGordon said perhaps it could just be open to TEAM Springfield partners only. He felt it
was outlined well and he would be in favor of doing it for the 2014 Election and only once a year
during the Primary in the even and odd years to capture city and district; elections.
Councilor Ralston said a pamphlet would cost $15,000, and he felt candidates should be able to figure
out how to use the State Voters' Pamphlet. If it was done, it should be sustainable on its own, but he
felt it would be cost prohibitive if only a few candidates were running. It would end up costing the
citizens of Springfield and he didn't feel the City was responsible for the district elections. The
system had worked and he didn't feel the City should have to pay for something that was not needed.
If they chose to move forward, he would prefer the online ballot and the least expensive way to mail
out the postcard.
Councilor Wylie felt we could do a better job of informing the citizens and getting more people out to
vote. Information was always helpful in making good decisions. Voters were asked to elect people
into important positions yet they didn't have information on those candidates. It was something we
needed to continue to look into and was a good idea. The costs could be mediated if necessary.
Councilor Woodrow said it could benefit our community. She liked the online version with the
postcard and limited paper copies made available. She also liked providing more information to the
community for the elections. She would like to have the conversation with TEAM Springfield prior to
going any further to hear their thoughts.
Councilor Moore said the Lane County safety measure affected the citizens of Springfield. She didn't
know how to include the County boundary, but there were issues in the County that did affect the City.
She would like to look into how we could get information out about County issues, rather than County
candidates.
Mayor Lundberg said she was supportive of any type of pamphlet. Her first choice would be an online
guide and noted that many people could access that from the Library if they didn't have a computer at
home. She asked if citizens in all four district boundaries received the TEAM Springfield newsletter.
Yes. She would like to look at how to do that cost effectively by including an insert rather than
mailing a postcard. She agreed that there were many candidates on the ballot that people didn't know
anything about. She noted the judges on the ballot and the importance of those positions.
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Council Work Session Minutes
November 25, 2013
Page 8
Mr. Grimaldi asked if they wanted the judge positions to be included in the City's pamphlet. Their
jurisdiction for those positions was the same as that for County since they were for Circuit Court.
Lauren King from the City Attorneys' Office said if Springfield created a voters' pamphlet, everyone
would still have the ability to participate in the State Voters' Pamphlet.
Mr. Grimaldi said based on the discussion and the amount of work to explore, it would likely be the
next fiscal or calendar year before this could be ready rather than the 2014 Primary.
Councilor Wylie said perhaps staff could look into asking that candidates whose names appear in the
City of Springfield ballot include a biographical statement.
Councilor Ralston said that would mean someone would need to find out who those candidates were.
Ms. King said the recommendation of staff was to be very thorough in looking at statutes and
requirements and determining what should or should not be included.
ADJOURNMENT
The meeting was adjourned at 6:55 p.m.
Minutes Recorder —Amy Sowa
Christine L. Lundberg
Mayor
Attest:
Amy SoiWa
City Recorder