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HomeMy WebLinkAbout10/20/2014 Regular MeetingCity of Springfield Regular Meeting MINUTES OF THE REGULAR MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY, OCTOBER 20, 2014 The City of Springfield Council met in regular session in the Council Chambers, 225 Fifth Street, Springfield, Oregon, on Monday October 20, 2014 at 7:00 p.m., with Mayor Lundberg presiding. ATTENDANCE Present were Mayor Lundberg and Councilors VanGordon, Wylie, Moore, Ralston, and Woodrow. Also present were City Manager Gino Grimaldi, Assistant City Manager Jeff Towery, City Attorney Lauren King, City Recorder Amy Sowa and members of the staff. PLEDGE OF ALLEGIANCE The Pledge of Allegiance was led by Mayor Lundberg. SPRINGFIELD UPBEAT 1. Mayor's Recognition a. 2014 Housing America Month Proclamation. Mayor Lundberg read from the proclamation and declared November as 2014 Housing America Month and encouraged all citizens to commit themselves to meeting the affordable housing and community development needs of the community. She presented the proclamation to Larry Abel, Executive Director of HACSA and Jacob Fox. She noted that she would be attending an event honoring Housing America Month on Tuesday, October 21 at 10:30am. b. Extra Mile Day Proclamation. Mayor Lundberg read from the proclamation and declared November 1, 2014 as Extra Mile Day and encouraged citizens to not only go the extra mile in his or her own life, but to acknowledge all those around who are inspirational in their efforts and commitment to make their organizations, families, community, country, or world a better place. 2. Other a. Employee Recognition: Kevin Sundholm, 20 Years of Service, Fire Department. City Manager Gino Grimaldi acknowledged Kevin Sundholm for his twenty years of service with the Springfield Fire Department and his many commendations, including his role in assisting with the department going paperless in many areas. He also noted Mr. Sundholm's involvement in the community. Mr. Sundholm introduced his wife, Melissa, who was in the audience. 5Z City of Springfield Council Regular Meeting Minutes October 20, 2014 Page 2 b. Employee Recognition: Jeff Paschall, 10 Years of Service, Development and Public Works Department. City Manager Gino Grimaldi acknowledged Jeff Paschall for his ten years of service with the Development and Public Works Department and his many accomplishments during that time including the many capital improvement projects. He also noted Mr. Paschall's involvement in the community. CONSENT CALENDAR 1. Claims a. Approval of the September 2014, Disbursements for Approval. 2. Minutes a. September 15, 2014 — Regular Meeting b. September 22, 2014 — Work Session c. October 6, 2014 — Work Session d. October 6, 2014 — Regular Meeting e. October 13, 2014 — Work Session f. October 13, 2014 — Regular Meeting 3. Resolutions a. RESOLUTION NO. 2014-29 —A RESOLUTION TO ACCEPT CITY PROJECT P21071; SPRINGFIELD MUSEUM BRICK AND MORTAR REPAIR. b. RESOLUTION NO. 2014-30 — A RESOLUTION OF THE CITY OF SPRINGFIELD ADOPTING THE EUGENE -SPRINGFIELD MULTI -JURISDICTIONAL EMERGENCY OPERATIONS PLAN BASIC PLAN AND DIRECTING THE CITY MANAGER ACTING AS THE DIRECTOR OF EMERGENCY SERVICES, TO DEVELOP, APPROVE, AND IMPLEMENT NEW OR REVISED ANNEXES TO THE EUGENE -SPRINGFIELD MULTI - JURISDICTIONAL EMERGENCY OPERATIONS PLAN. 4. Ordinances a. ORDINANCE NO. 6328 — AN ORDINANCE APPROVING THE ANNEXATION OF CERTAIN TERRITORY TO THE CITY OF SPRINGFIELD, AND WIL,LAMALANE PARK AND RECREATION DISTRICT, AND WITHDRAWING THE SAME TERRITORY FROM THE WII.LAKENZIE RURAL FIRE PROTECTION DISTRICT. b. ORDINANCE NO. 6329 —AN ORDINANCE ESTABLISHING A GROSS RECEIPTS TAX ON THE SALE OF MARIJUANA IN THE CITY OF SPRINGFIELD. 5. Other Routine Matters City of Springfield Council Regular Meeting Minutes October 20, 2014 Page 3 a. Approval of Liquor License Endorsement for Club 1444, Located at 1444 Main Street, Springfield, OR. b. Accept the Offered Grant of $159,000 under the Federal State Homeland Security Grant Program to Procure New Interoperable Radio Equipment and Authorizing the City Manager to Execute the Associated Grant Agreement with the State of Oregon. IT WAS MOVED BY MAYOR WYLIE WITH A SECOND BY COUNCILOR WOODROW TO APPROVE THE CONSENT CALENDAR. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST. ITEMS REMOVED 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. Sanipac Rate Increase Request. RESOLUTION NO. 2014-31 — A RESOLUTION OF THE COMMON COUNCIL OF THE CITY OF SPRINGFIELD AMENDING THE MASTER SCHEDULE OF MISCELLANEOUS FEES AND CHARGES, RATES, PERMITS AND LICENSES IN ORDER TO AMEND THE AMOUNT OF THE GARBAGE AND REFUSE RATES Rhonda Rice, Management Analyst, presented the staff report on this item Sanipac, the City's franchise hauler for solid waste, has requested an increase of 4.3 percent for residential and commercial hauling rates. This request is in addition to Lane County implementing an increase in the charges imposed for disposal of solid waste at the Short Mountain Landfill (tipping fee) which will pass through to the customer. The Board of County Commissioners has determined, as part of the County budget process, that the rate imposed on solid waste haulers for disposal of waste at the Short Mountain landfill should be increased, effective September 1, 2014, from $67 per ton to $75.55 per ton, an $8.55/ton increase. This increase will, according to the Board, fund continued operations at current levels. The user rate collected by Sanipac has two components: an amount designed to allow Sanipac a reasonable rate of return on its costs; and a separate component for the cost of disposal of the waste. Sanipac requests an overall 4.3% increase in residential and commercial rates. This rate increase is based on the Consumer Price Index average for the past two years and will allow for the continued established rate of return. The proposed increase will represent an increase of approximately $1.10 per month increase on the 35 gallon weekly, the most common residential size used. Sanipac last increased its rates in January, 2012. Under the current franchise, Sanipac is permitted to request increases annually, but is also permitted to seek supplemental increases when costs increase as a result of governmental action. The franchise expressly allows for the pass through of rates for disposal. Sanipac has requested that the increase be effective November 1, 2014. Staff believe that the request by Sanipac is reasonable and appropriate, and recommends approval. Mayor Lundberg opened the public hearing No one appeared to speak. c5 City of Springfield Council Regular Meeting Minutes October 20, 2014 Page 4 Mayor Lundberg closed the public hearing. IT WAS MOVED BY COUNCILOR WYLIE WITH A SECOND BY COUNCILOR WOODROW TO ADOPT RESOLUTION NO. 2014-31. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST. 2. Supplemental Budget Resolution. RESOLUTION NO. 2014-32 — A RESOLUTION ADJUSTING RESOURCES AND REQUIREMENTS IN THE FOLLOWING FUNDS: 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, REGIONAL WASTEWATER DEBT SERVICE, 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. Bob Duey, Finance Director, presented the staff report on this item. At various times during the fiscal year the Council is requested to adjustments 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 change the current budget and are processed through supplemental budget requests scheduled by the Finance Department on an annual basis. This is the first of three scheduled FYI supplemental budget requests to come before Council. The supplemental budget being presented includes 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, Regional Wastewater Debt Service, 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 is asked to approve the attached Supplemental Budget Resolution. 0 City of Springfield Council Regular Meeting Minutes October 20, 2014 Page 5 The overall financial impact of the Supplemental Budget Resolution is to increase Operating Expenditures of $1,738,345, Capital Projects $3,628,107, Inter -fund Transfers $105,571, Reserves $9,348,916 and increase in Un -appropriated Ending Fund Balance $111,719. These are offset by beginning cash adjustments $13,663,453, grants $947,567, and new revenue $321,639. Mr. Duey said they reformatted the council briefing memo in an attempt to integrate priority based budgeting. This new format makes it more transparent to the public. Also, all adjustments that had been approved last year or this year in the budget were listed in the first column. Programmatic changes were listed in the second column. He described the new items listed. Mayor Lundberg said they are doing the engineering for the Gateway signage and she is very happy to see that as it would be a marker to that entrance and fill that corner that currently has nothing. There is extreme interest, particularly from Gateway business owners, to have that installed. She also noted that artwork for the intersection is part of the budgeted amount. She is also pleased to have the volunteer coordinator position and feels it is very much needed. Mr. Duey said the volunteer coordinator is a one-year duration position at this time. If they wish to continue that program, the Budget Committee will need to discuss that during the budget process. Councilor Moore asked about the seismic study of City Hall and if it had been done. It was noted that Request for Proposals (RFP) are just going out. She was happy to see that going forward. 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 BY COUNCILOR WOODROW TO ADOPT RESOLUTION NO. 2014-32. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST. 3. Adoption of Transportation System Development Charge Methodology, Project List, and Charges. RESOLUTION NO. 5 — A RESOLUTION OF THE CITY OF SPRINGFIELD COMMON COUNCIL MODIFYING A METHODOLOGY FOR THE CALCULATION OF TRANSPORTATION SYSTEM DEVELOPMENT CHARGES AND SETTING AN EFFECTIVE DATE. RESOLUTION NO. 6 — A RESOLUTION OF THE CITY OF SPRINGFIELD COMMON COUNCIL ADOPTING A LIST OF TRANSPORTATION SYSTEM PROJECTS TO BE FUNDED BY SYSTEM DEVELOPMENT CHARGES AND SETTING AN EFFECTIVE DATE RESOLUTION NO. 7 — A RESOLUTION OF THE CITY OF SPRINGFIELD COMMON COUNCIL ADOPTING A TRANSPORTATION SYSTEM DEVELOPMENT CHARGE AND SETTING AN EFFECTIVE DATE Anette Spickard, Deputy DPW Director, presented the staff report on this item. l5 City of Springfield Council Regular Meeting Minutes October 20, 2014 Page 6 Staff has completed a proposed modification to the Transportation System Development Charge (SDC) Methodology, and a Project List of activities eligible for funding from SDC's, and a proposed Charge resulting from the application of the Methodology to the Project List. The Methodology and Project List have been available for public review and comment since August 20, 2014. Staff has completed the process, which commenced in October 2013, of reviewing and updating the Transportation System SDC methodology. A council -appointed Citizen's Advisory Committee (CAC) met six times between October 2013 and April 2014 with city staff and SDC consultant Deb Galardi from the Galardi Rothstein Group to review and make recommendations to Council on updates to the methodology. Council received the CAC's recommendations on June 9, 2014 and gave direction to staff on final changes to incorporate into the methodology on June 16, 2014 along with direction to schedule this Public Hearing. The proposed Methodology was published and made available for public review and comment on August 20, 2014. Interested parties were notified as required under ORS 223-304(7)(a). In a final review of the proposed project list staff discovered some anomalies that suggest that a final review of the project list be conducted to assure that there are no inaccuracies. With Council's concurrence, staff will bring this matter to Council in work session on November 24 and then continue the Public Hearing on December 1. Staff request that the hearing be opened and then continued to eliminate the need to start a new 60 day notice period. Interested parties who were notified on the hearing schedule for this evening have been advised staff will request a continuance to December 1. Mayor Lundberg opened the public hearing and continued it through December 1, 2014. No one appeared to speak. BUSINESS FROM THE AUDIENCE COUNCIL RESPONSE CORRESPONDENCE AND PETITIONS 1. Correspondence from Michael Koivula Regarding the Trap/Neuter/Release (TNR) Program in Springfield. 2. Correspondence from Sue Mandeville Regarding the Trap/Neuter/Release (TNR) Program in Springfield. IT WAS MOVED BY COUNCILOR WYLIE WITH A SECOND BY COUNCILOR WOODROW TO ACCEPT THE CORRESPONDENCE FOR FILING. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST. 10 ORDINANCES BUSINESS FROM THE CITY COUNCIL 1. Committee Appointments C5 City of Springfield Council Regular Meeting Minutes October 20, 2014 Page 7 a. Historic Commission Appointment. Jeff Paschall, Senior Engineer, presented the staff report on this item on behalf of Senior Planner Molly Markarian. The Springfield Historic Commission has one vacancy as a result of Kip Amend's first term expiring and one vacancy as a result of Paula Guthrie's resignation. It is necessary to fill the vacancies at this time. The City received three applications for the two vacancies. The Council interviewed Kip Amend, Bruce Berg, and Emily Scherrer at the October 13, 2014 Work Session. At the Work Session, the Council favored appointing Emily Scherrer to fill Commissioner Amend's vacancy and Bruce Berg to fill Commissioner Guthrie's vacancy. Appointments to the Historic Commission must be confirmed during a Regular Session. IT WAS MOVED BY COUNCILOR WYLIE WITH A SECOND BY COUNCILOR WOODROW TO APPOINT EMILY SCHERRER TO THE HISTORIC COMMISSION WITH A TERM EXPIRING OCTOBER 19, 2018. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST. IT WAS MOVED BY COUNCILOR WYLIE WITH A SECOND BY COUNCILOR WOODROW TO APPOINT BRUCE BERG TO THE HISTORIC COMMISSION WITH A TERM EXPIRING MAY 1, 2015. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST. 2. Other Business. a. Councilor Moore thanked Niel Laudati and Karlynn Akins for their work on the Nick Symmonds 800M Event. The rain did limit participation, but those that attended had a great time. Councilor Moore attended a Solidarity Rally held on Saturday, October 18 called by Community Alliance of Lane County (CALC). A proclamation was read from Mayor Lundberg regarding a hate incident that occurred last week near the public schools. A large number of people showed up at the rally to support Springfield to say we would not allow hate statements. b. Mayor Lundberg said she attended the Oregon Department of Transportation (ODOT) Road User Fee Listening Tour this morning. The Road User Fee is Senate Bill 810 which passed both houses and goes into effect July 1, 2015. They are using volunteers to track their mileage using a variety of methods. She would encourage everyone to pay attention to how this plays out because it has many variations and layers. They tossed out the idea of tolls, tire fees, and many other things she would have been glad to consider. The Federal Government has run out of transportation dollars and the State is trying to figure out what to do regarding transportation dollars. She is not as pleased as ODOT about this idea. This will be mandatory in order to replace lost revenue. C'? City of Springfield Council Regular Meeting Minutes October 20, 2014 Page 8 Councilor Ralston said he understood more money is needed to be raised, and he feels the gas tax is the best way to raise those funds. He will not be tracked and there will be others that will not want to be tracked. This infringed on people's rights. Mayor Lundberg said there are a number of ways to track. The Oregon Transportation Forum came up with an increase in the gas tax, but the Road User Fee is the one the legislature passed. Other things are being considered, so it would be wise to follow what is coming along in upcoming legislature so they can consider what they would like to support by sending letters to legislators to influence their decisions. She discussed using value engineering on our streets to keep our costs down. BUSINESS FROM THE CITY MANAGER 1. Right of Way Vacation Affecting a Portion of Commercial Avenue and A Street. RESOLUTION NO. 2014-33 — A RESOLUTION OF THE COUNCIL OF THE CITY OF SPRINGFIELD TO INITIATE A VACATION OF PUBLIC RIGHT OF WAY OF A PORTION OF COMMERCIAL AVENUE AND "A" STREET. Chris Moorhead, City Surveyor, presented the staff report on this item Property owners adjacent to this right of way have approached the City with concerns regarding limited or restrained access to Commercial Avenue, and public nuisances in the right of way. Nuisances have been a historic issue, and in the past, as a partial remedy the City informally allowed one property owner, who had the majority of frontage on the dead end street, to fence the right of way. Unfortunately this also blocked access to other properties adjacent to the right of way. In order to create the safest, most feasible and most equitable use of the public right of way, a partial right of way vacation is proposed, along with termination of the informal right of way use, which will allow equal access and give owners the ability to jointly mitigate security risks. Many years ago, in response to significant nuisance activity, an agreement between the City and an adjacent property owner allowed the property owner to fence off part of a right of way segment of Commercial Avenue, in order to protect their business that backed onto the dead end. Presently, another adjacent property owner requires right of access to the right of way, but is blocked by the closed off right of way. Staff proposes to remedy the situation by vacating a small additional segment of right of way to assure that each property owner has unrestricted access to the existing right of way. In accordance with provisions of SDC 5.20-120.A, and Springfield Municipal Code section 3.200-3.206, the City Council can adopt a resolution to initiate a vacation of public right-of-way. In such a case, the property reverts equally to the abutting property owners. If Council initiates the vacation, staff will prepare a vacation application, process the application, and present a vacation ordinance to Council for adoption. Additionally, it is staff's recommendation that payment to the City by the applicant of "special benefit fee", resulting or inuring to the abutting property that results from the vacation and disposition of property to the benefited property owners per SMC 3.204, be waived in the public interest. 0 City of Springfield Council Regular Meeting Minutes October 20, 2014 Page 9 IT WAS MOVED BY COUNCILOR WYLIE WITH A SECOND BY COUNCILOR WOODROW TO ADOPT RESOLUTION NO 2014-33. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST. Mr. Grimaldi commended Mr. Moorhead on the work he had done in working with the neighbors to get this resolved. BUSINESS FROM THE CITY ATTORNEY ADJOURNMENT The meeting was adjourned 7:37 p.m. Minutes Recorder Amy Sowa Christine L. Lundberg Mayor Attest: City Recoor C�