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HomeMy WebLinkAbout03/12/2001 Work Session -'5 '. . MINUTES OF TitE WORK SESSION MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY, MARCH 12,2001 The city of Springfield council met in work session in the Jesse Maine Room, 225 Fifth Street, Springfield, Oregon, on Monday, March 12,2001, at 5:15 p.m., with Mayor Leiken presiding. ATTENDANCE Present were Mayor Leiken, Councilors Ballew, Fitch, Hatfield, Ralston and Simmons. Also present were City Manager Michael Kelly, Assistant City Manager Gino Grimaldi, C;;ity Attorney Joe Leahy, Administrative Coordinator Julie Wilson and members of the staff. Councilor Lundberg was absent (excused). 1. Wet Weather Flow Management Plan Report. Management Analyst Eileen Stein and Maintenance Manager Ed Black presented the staff report on this issue. The Metropolitan Wastewater Management Commission (MWMC) has completed and adopted the Wet Weather Flow Management Plan (WWFMP) which identifies a cost-effective management approach to reduce inflow and infiltration (1/1) of rainwater entering the local wastewater collection system during storm events, and for conveying and treating excess peak wet weather flows at the regional wastewater treatment plant. Staff presented the plan to council and discussed local implementation issues. . The WWFMP was developed by local and regional wastewater staff with the guidance and review of a Citizens Advisory Committee. It was initiated in 1997 and completed in September 2000. The plan has been reviewed by the Metropolitan Wastewater Management Commission and was adopted by the Commission on February 15,2001. The plan identifies a ten-year work program of capital improvements and policy considerations to minimize inflow and infiltration of rainwater to the wastewater collection, conveyance and treatment systems. Springfield's portion of the capital requirement to implement the plan totals $4.8 million over ten years. In the Fiscal Years 2001-2006 Capital Improvement Plan, just adopted by the council, a total of$3.7 million in funding (through user fees) has been authorized for local wastewater system improvements directly related to the plan. The difference, which is unfunded, was discussed in the context ofthe update on Sewer Fund. On the regional side there may be some rate implications associated with the capital program necessary for handling peak wet weather flows. The regional capital requirement is $33 million. The plan also contains a recommendation to develop a plan and program to address private service laterals. Staffwill be evaluating the impacts ofI/I from private laterals as well as options for cost-effectively including private laterals in the sewer system maintenance and rehabilitation program. The funding for any such program is not currently an element in the city's budget. Continued partnership is essential for the most efficient and effective wastewater conveyance and treatment in the Eugene/Springfield regional system. Each partner must do the work outlined in the plan to stay in compliance with the operating National Pollution Discharge Elimination System (NPDES) permit. Mr. Black reviewed wet weather flow problems (average flows versus peak flows). . Ms. Stein reviewed the project approach, including administration and operation and maintenance (O&M). Those involved include MWMC and the cities of Eugene and Springfield. Ed Black reviewed ways to manage excess flows and WWFMP Hydraulic Model. March 12,2001 Work Session Meeting Minutes Page 2 . Eileen Stein reviewed the evaluation criteria and Citizen Advisory Committee (CAC) recommended solutions. She also reviewed WWFMP program costs. Eileen Stein reviewed the CACs policy recommendations. Additional information reviewed included elements of a voluntary private lateral program and WWFMP performance guidelines. Ed Black discussed flow measurement. He also discussed the late 1970's private lateral program. He said the program was successful and had about 90% compliance. Ed Black reviewed the WWFMP implementation schedule. Councilor Ballew complemented the work of the CAC and staff members. Ed Black discussed the modeling and said it was not just completed by the consultants but Eugene and Springfield staff participated and brought expertise to this modeling. Ed Black discussed storm flow and storage. Eileen Stein discussed storage facility location. Councilor Simmons said III is only one component in this process. He discussed other factors related to III. . Councilor Simmons said he hopes we can achieve a large amount of advocacy and compared this to previous project(s) completed. Councilor Simmons discussed minor faults of the smoke test. Councilor Simmons said we need to approach this project in a solid manner. Eileen Stein provided clarification regarding elements of a voluntary private lateral program (see attachment A-8). Ed Black discussed TV monitoring and when this method is used. Staff answered additional questions from Council. Councilor Fitch recommended that council authorize staff to bring back a resolution acknowledging receipt of the plan from MWMC. Other Council members concurred. 2. Glenwood Riverfront Specific Area Plan Update. City Planner Susanna Julber presented the staff report on this issue. Staff is seeking council direction regarding the preparation of a Nodal Development land use scenario for the Riverfront, or whether to pursue a more market based approach to development in the project study area. The property owners on the project's Citizen Advisory Committee (CAC) prefer the latter. . Based on prior direction from the council and existing guiding documents such as the Draft TransPlan and the Glenwood Refinement Plan, staff applied for the Transportation Growth Management (TGM) grant under the premise that a Nodal Development land use scenario is supported by guiding policy direction. r March 12,2001 Work Session Meeting Minutes Page 3 . At the January 30 and 31 public workshop, it became apparent that the property owners in the study area would prefer a market approach to development. They are hesitant to support the Nodal Development concept, which would require a certain amount of land to be designated residential, commercial, light industrial/office, and open space. A Nodal Development land use scenario would also establish an interconnected street and pedestrian system. Staff is now requesting council direction regarding the land use pattern for the Glenwood Riverfront. At this point in the contract work program with the State and Project Consultant, Poticha Architects, the Consultant is to synthesize information gathered from the following sources: input from the public workshops; various background information on the project including an economic analysis developed by ECON Northwest; an Existing Conditions Analysis, field visits, and Consultant expertise; upcoming Planning Commission and council work sessions; and ongoing input from the project's CAC and TAC members. The Consultant will use this information to develop three land use scenarios, to be narrowed to a preferred alternative at the April 2, 2001 council work session. THe State has stated that if the city chooses to pursue a development pattern that is inconsistent with Nodal Development, funding for the project may be terminated. The State TGM program originally awarded the city $65,000, but alterations in the original work program and further contract amendments have increased the grant award to S 112,000. It is unlikely, given the budget shortfalls facing the city, that the Development Services Department would have staff levels adequate to continue the project at this point. In order to receive broader community input, the State funded the March 7 open house. . Susanna Julber presented the staff report on this issue. Handouts were provided to Council. The handouts included comments received at the March 7 open house as well as alternative framework plans. Otto Poticha, Poticha Architects (project consultant), reviewed the different alternative framework plans (one through three). Councilor Simmons discussed regulatory failure and the urban village concept. He said we can call this Nodal but discussed clean water development issues. The regulations need to be defined. Susana Julber discussed issues related to endangered species definitions. She discussed the setback for option number three. Councilor Ralston supported alternative number three. He also discussed Nodal Development. He said it was a good concept but did not know how to get people to use it. He asked what leverage we had to encourage this. Councilor Ballew reminded folks that some areas are not annexed to the city. She said this is a reality check on Nodal Development. She could not see pushing this if we do not have support. <:;ouncilor Hatfield said Nodal used to be called self-contained neighborhoods. He said an issue at hand is how we make this concept work so property owners can maximize property use., He said we need to provide property owners with choices. He said we have a good start on this project and he supported Nodal development. He said we need to move forward with the Nodal development concept but should refer to it as neighborhoods. He said we might not want to mandate specific uses and said the key is to provide choices. . Councilor Fitch said the CAC has come a long way from where they initially started the process. She said a developer might come in and be willing to develop housing/condo development on the river and said we might need to be flexible, be creative in development. March 12,2001 Work Session Meeting Minutes Page 4 . Councilor Ballew said housing right next to the river might not be the best option. She said housing might block off view of the river. Councilor Hatfield supported Nodal development and said we need to purse a Nodal neighborhood development. He said we need to look at and consider the area on the South side of Franklin Blvd. He said as you begin to develop and add to the plan, you will have a good mixture. He said with the code permitting, people would be able to make rational, profitable choices. Otto Poticha, Poticha Architects, said the word "village" is an alternate to Nodal. He said the concept is really connectivity. Councilor Hatfield discussed connectivity and said the connections begin with the parcels. The term Nodal is over used. He said with good design standards, proper zoning and overlays, this can develop well. He said the first person that comes in to develop may be hesitant, but as things develop, others will join in. Staff said height standards would be set to avoid restricting view of the river. Councilor Hatfield again said the area South of Franklin Blvd. should be reviewed as part of the plan. Council liked the idea and wanted to pursue Nodal development. Councilor Simmons discussed the importance of defining "Springfield" language. 3. Street Fund Local Revenue Alternatives. . Technical Services Manager Len Goodwin presented the staff report on this issue. At the request of the council, staff have developed a listed of hypothetical locally controlled revenue sources to provide additional revenue to the Street Fund, for discussion and comment by the council. As part of the continuing process of securing structural balance of the city street fund, staff has developed a list of hypothetical sources of locally generated revenue, which might be explored further if the Legislative Assembly does not take action during the current session and the county does not increase money available through the County/City Roads Partnership. At this point staff has not formulated a recommended source of local revenue, because each of the alternatives posses significant policy issues where council direction is prudent before serious exploration of an alternative proceeds. Staff described these alternatives and the associated issues, and solicited direction from council as to whether any should be excluded from study. Mr. Goodwin provided the staff report on this issue. He discussed generalized forms of revenue. The City Attorney has advised that a Charter amendment would probably be required before a local (gas) tax could be imposed. Len Goodwin provided additional information regarding this statement. Councilor Hatfield discussed sources of revenue for general-purpose needs, local gas tax issues as well as transportation utility fees. Councilor Simmons said the gas tax is the favored pathway but it needs to be state~ide effort rather than local effort. Councilor Ballew agreed with comments made by councilor Hatfield. She asked what it would take for the city to amend the Charter (general powers). Joe Leahy provided background information regarding Charter Committee efforts related to this issue. He explained that a revised Charter ready to bring forward to voters, although, this has not occurred due to timing issues. Mr. Leahy discussed general versus specific powers. He said he could further review this issue. . March 12,2001 Work Session Meeting Minutes Page 5 . Mayor Leiken discussed fuel saving vehicles. He said the gas tax would be impacted. Councilor Ballew said you would always have buses/transit systems in the traffic stream. Councilor Fitch said we need to pursue this at a regional level if it is to be successful. Councilor Ballew said she thought other cities within the county might also have an interest. 4. Discussion of Drainage and Sewer Rates and Related Capital Improvement Programming Options. City Engineer Al Peroutka and Environmental Services Supervisor Gary Colwell presented the staff report on this Issue. Mr. Peroutka He reviewed drainage projects funded and un-funded, and sanitary sewer projects funded and unfunded. He discussed options for increasing capital funding in storm and sanitary sewer programs and provide direction to strtff regarding establishing new user rates for sanitary sewer and storm drainage. Existing storm drainage and sanitary sewer rates are in the process of being reviewed, with a target of updating rates charged for the new fiscal year. Staff would like direction from council prior to the formal rate presentation to . council. Mr. Peroutka said a possible recommendation might be to work with what we have in sanitary sewer, look at sewer wet weather peak flow abatement for Glenwood work, and for storm drainage portion and consider the middle of the road option. . Council discussed the different options presented in the staff report. Gary Colwell provided historical information regarding past increases to fund the South Springfield Interceptor and customer response to increases. Councilor Simmons said we need to go to option 3, but some of that needs to be apportioned to the Clean Water Act, not exclusively to capital. He said in being supportive of3, he is supportive of the word apportionment. He said it might be fatal to us if we do not have the storm water plan. Councilor Simmons said we should consider the option 3 and apportion a per,cent to water quality. Following detailed discussion, council agreed upon Option 3 as the preferred option. Gary Colwell will bring back figures and let council know what a recommendation is for funding breakdown (capital and operating expenses). Following review, council will provide direction. A public hearing will be scheduled in the future. 5. Potential Allocation Process for Transient Room Tax (TRT) for 2001-2002. Economic Development Manager John Tamulonis provided a staff report on this issue. Council provides staff direction annually about allocating a portion of funds collected through Transient Room Taxes (TRT) for community projects. In the past, if there are sufficient funds projected for the upcoming budget year, the council has usually directed staff to request proposals and projects from the Springfield community. A subcommittee of the Budget Committee, with representation from the local hotels, has reviewed proposals and recommended projects for funding. The results would be included in the FY 2001-02 budget. . , ~ March 12, 2001 Work Session Meeting Minutes Page 6 . Transient Room Tax collections are estimated to be $625,000 in FY 2001-02, about $20,000 above the $605,000 estimated revenue for current FY 2000-01. Growth in revenues is projected to be relatively flat based on the collections through December 2000. An estimated $112,603 in TRT funds is unallocated in the proposed budget. From the total revenues, 4/9ths are transferred to General Fund activities. There are other annual obligations. The balance has gone to support activities that substantially improve the community as well as developing community projects, special events and activities that are intended to generate additional Transient Room Tax revenue. For unallocated funds, the city has requested proposals for projects annually from the community using a standard format. A subcommittee of the Budget Committee, with representatives from the local hotels has reviewed proposals and recommended projects to the Budget Committee for funding. Staff is seeking direction on whether to start a proposal process or postpone the process for a later time. There are indications already that at least two new community proposals will requestRoom Tax support. If council directs staff, the process would request proposals from the community through April 13, review the proposed projects with the Budget Subcommittee within the next two weeks, and present the recommendations for consideration by the full Budget Committee May 8th or thereafter. The Rotary Club was previously provided with funding for a project. The project has been canceled. Councilor Fitch will draft a letter to the Rotary Club to follow-up on this funding issue. Councilor Ballew said she would like to see (some) funding used for internal support. . Councilor Hatfield suggested approximately 60,000 be set aside for proposals. The remaining balance could be used internally, or for other projects that may come along. Councilor Fitch said the Willamalane scoreboard would be a substantial funding request. John Tamulonis reviewed attachment 2-2 of the staff report. He reviewed the selection criteria used to select projects. ADJOURNMENT The meeting was adjourned at 7:40 p.m. Minutes Recorder - Julie Wilson ~ Kim Kreb~ City Recorder. .