HomeMy WebLinkAbout02/05/2001 Work Session
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MINUTES OF THE WORK SESSION
OF THE SPRINGFIELD CITY COUNCIL HELD
ON MONDAY, FEBRUARY 5, 2001.
The Springfield City Council met in Work Session at Springfield City Hall, 225 Fifth Street,
Jesse Maine Meeting Room at 6:01 p.m. with Mayor Leiken presiding.
ATTENDANCE
Present were Mayor Leiken, Councilors Ballew, Fitch, Hatfield, Ralston and Simmons.
Councilor Lundberg was absent (excused). Also present were City Manager Mike Kelly, City
Attorney Tim Harold, City Recorder Kim Krebs, Development Services Director Cynthia Pappas,
Fire Chief Dennis Murphy, Finance Director Bob Duey, Police Chief Jerry Smith, Public Works
Director Dan Brown, City Engineer Al Peroutka, Accounting Manager Valerie Nardo, and
members of staff.
Guest: Paul Nielson, CPA, for Moss Adams, LLP, Certified Public Accountants.
1. 2000 Annual Financial Report and Management Letter.
Accounting Manager Valerie Nardo was present for the staff report. She said in accordance with
Oregon statues and the City's Charter, the city is required to complete an annual audit and
financial statement. The report is included with the Agenda Item Summary (AIS) and said Mr.
Paul Nielson from Moss Adams was present to present the Annual Financial Report and
Management Letter. She continued by stating they are the city's independent auditors, and have
completed their audit of the city's 1999/2000 Comprehensive Annual Financial Report (CAFR)
and have issued their opinion and Management Letter, which is included in the packet. She
introduced Mr. Nielson.
Mr. Nielson reviewed the audit process and provided a slide presentation in which he discussed
the highlights of the CAFR and the Management Letter. . He said as a preliminary summary for
the council's information, the auditors found no material weaknesses in the city's internal
financial controls and they issued a "clean opinion" on the city annual financial report. What this
means is that the city property accounted for the city's financial resources and are using adequate
financial controls to help prevent any improper use of those resources. Mr. Nielson said there
were two points that were clarified for change 1) accounts receivable, 2) based on what their IT
dept stated develop a better disaster recovery plan for their data processing dept.
He said Ms. Nardo and staff are doing an outstanding job, and said he enjoys working with the
City of Springfield.
2. 2001 - 2006 Capital Improvement Program (CIP).
City Engineer Al Peroutka was present for the staff report. He said the purpose of this work
session was to review and obtain consensus from council for a recommended five-year CIP. He
further stated that the Planning commission reviewed the CIP and recommended approval, and
now is being forwarded for council approval. If approved, a public hearing will be held at the
regular council meeting on February 20,2001.
Mr. Peroutka said the CIP does not carry budget authority, it is however a valuable planning tool
used to guide staff, the Budget Committee, and the City Council in creating the annual budget.
Springfield City Council
Work Session - February 5, 2001
Page - 2
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He said stated another significant aspect ofthe funding situation for this year's CIP is that the
sewer drainage capital funds and sewer SDC funds are completely programmed over the 5-year
period. The result is that any additions proposed for this fund, would require additional revenues,
such as rate increases, or a trade off for other programmed items.
Mr. Peroutka highlighted the various maps that were placed on the wall, and referred council to
the list of significant projects proposed in the draft CIP in their handout. Those highlighted
included the following: .
· Development Improvements
City participation in Private Projects
Debt Service - SLI Infrastructure
Debt Service - Sewer Interceptor
Future Growth
Conduit Master Plan (New Project)
· Neighborhood Improvements
Street Lighting In-Fill
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· Preservation
Sidewalk Repairs
Signal Detector Repair
Street Tree Replacement
Guardrail Repair
Sanitary Sewer Repair
Drainage Repair
Minor City Facility Projects
Street Light Pole Replacement
Catch Basin Filters
Wet Weather Peak Flow (New Project)
Channel Improvements (New Project)
City Building Maintenance
Street Seal/Overlays
Signal Detector Repair
Minor City Facilities Projects
· Traffic Safety
Signal Interconnect
Traffic Control Projects
There was discussion regarding the various CIP Projects, and Mr. Peroutka responded to
questions of council members.
Councilor Ballew asked relative to State and Federal sources, are we seeing any declines, or are
we holding steady in our revenues.
Mr. Peroutka said SDC's are show consistence over the past 5-year period, and believes they are
all pretty consistent.
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Springfield City Council
Work Session - February 5,2001
Page - 3
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Mayor Leiken asked where the progress is on the roundabout. Mr. Peroutka said they are
targeting for April.
Technical Services Manager Len Goodwin responded to questions regarding underground utilities
while the street is being constructed. He said SUB as a municipal utility may have some concern,
and hopes there will be some discussion between the two agencies. He hopes there will be
discussions regarding design concepts for utility placement.
Councilor Simmons said commented that it might be advantageous if there were a defined plan
and install the underground utility on the Franklin Trunk Sewer even though it would not be used
initially. He said this would avoid having to tear up and reconstruct for the proposed BRT
Station.
Mr. Peroutka said that has been done previously in certain street construction projects.
Councilor Fitch asked how much if any would be picked up by private funding in the Franklin
area.
Mr. Peroutka said there is a component in this line that will serve all the way out to the LCC base,
there is a cost for upsizing, and that has been a subject of discussions with various agencies.
Councilor Ballew asked about the federal law changes that we may be reacting to.
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Mr. Peroutka said there are catch basin filters to look at putting some improvements in our
parking areas (city owned) and install on a trial basis. He said staff is often challenged by certain
requirements that we as a city place on other people and citizens, it is a learning experience and
we must also require the same of ourselves.
Mr. Peroutka said there might be a much larger list of projects that will be discussed when the
sewer and storm rates are brought before council.
Councilor Simmons stated in the previous discussions regarding the bike path, west of 421ld Street
for construction next year. He said we talked about the proposed vacation is this particular
component is not the bike plan, and asked the council to direct staff to work with planning
commission to find the funding to include this.
ADJOURNMENT
The meeting was adjourned at 7:01 p.m.
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Minutes Recorder - Kim Krebs
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