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HomeMy WebLinkAbout03/16/2015 Work SessionCity of Springfield Work Session Meeting MINUTES OF THE WORK SESSION MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY MARCH 16, 2015 The City of Springfield Council met in a work session in the Jesse Maine Meeting Room, 225 Fifth Street, Springfield, Oregon, on Monday March 16, 2015 at 5:30 p.m., with Mayor Lundberg presiding. ATTENDANCE Present were Mayor Lundberg and Councilors VanGordon, Moore, Ralston and Pishioneri. Also present were City Manager Gino Grimaldi, City Attorney Mary Bridget Smith, City Recorder Amy Sowa and members of the staff. Councilors Woodrow and Wylie were absent (excused). 1. 2016-2020 Capital Improvement Program, A Community Reinvestment Program (CII'). Jeff Paschall, Civil Engineer, presented the staff report on this item. The City of Springfield's 2016-2020 CIP — A Community Reinvestment Plan has been drafted by staff, reviewed by the Planning Commission, and is now being forwarded to the City Council for their review and comments prior to a Public Hearing at the April 6, 2015 regular session. The Draft City of Springfield 2016-2020 CIP, A Community Reinvestment Plan, was reviewed at the Planning Commission's February 18, 2015 work session meeting. The Commission held a public hearing and voted to recommend Council approval of the plan at the March 3, 2015 Commission regular meeting. The CIP attempts to balance the use of scarce capital construction funds with the long list of infrastructure needs for our community. The CII' serves as a guide for programming funds and planning the annual workload of Development and Public Works staff. It is not a document with budget authority. The City's capital projects are budgeted for in the annual Capital Budget, which goes through the City's normal budgeting process. There are a few new projects proposed in the next five years of programmed funding. The City has completed several projects from previous capital plans, and staff is making significant headway on several of the projects from last year's plan. Mr. Paschall presented a power point presentation. Currently, the process is done annually starting in October and continuing through April of the following year. One of the proposals by staff is to provide biennial updates (every two years) rather than annually. He explained how that could help offset staff time and cost. The CIP could still be amended between updates if needed through the budget process or through communication with the Council. If they went to a biennial update, the schedule would remain the same in terms of starting in October and finishing up in March. In the off years, staff would bring a reminder communication to the Council of what is included in the second year and what they can anticipate seeing in the budget to make sure they are still the priorities to move forward. Mr. Paschall discussed the project criteria which included: address regulatory requirements; maintain and preserve the City's assets; respond to Council priorities and citizen requests; and projects City of Springfield Council Work Session Minutes March 16, 2015 Page 2 identified in long range plans. There were two requests for projects from the public. The first called for urban tree planting and the second was paving South 28`h Street. Staff has talked to residents on South 28`x' Street about a Local Improvement District (LID), but it remained an issue. The City didn't have funds for this type of project. The CIP is divided into five sections: stormwater; transportation and streets; wastewater; buildings and properties; and miscellaneous. He noted the one project was inadvertently left off the CIP. That project is the Main Street Pedestrian Crossing project and it will be added prior to the public hearing. In each of the five categories, the projects are divided into several categories. Examples of those categories are: repair and preservation; studies; water quality; flood control; expansion; system upgrades; and remodels. The City is coordinating with several partners for some of those projects. He explained several of those projects that were being coordinated with the School District. They are programming some City dollars in overlays and will be providing an overlay of 42nd Street and Jasper roundabout using leftover funding received from the State. Mr. Paschall referred to a chart showing a decrease in program funding as projects have been finalized and planning is needed for future projects. Future CIPS are likely to show more capital program spending. Looking ahead, sewer rate payer revenues remain stable, SDC revenues are slowing improving, street and transportation funding is needed, as well as building maintenance and preservation funding. If the County vehicle registration fee is approved, the City would receive approximately $1M annually. A list of projects for those funds is being drafted. Councilor Moore asked if they would only solicit public input every two years if they went to the biennial review. Mr. Paschall said staff receives emails and requests throughout the year. They will continue to bring those forward as appropriate. He does not see it as a concern to the citizens and continues to solicit throughout the year. Many of the projects requested are those already on the list. Councilor Moore asked if the primary reason for going to biennial is to save staff time. Mr. Paschall said it would allow more time for staff to dedicate to implementing projects, rather than the CIP. Councilor Pishioneri asked why it was originally set at one year. Mr. Paschall said he did not know for sure, but could speculate that it was part of the annual budget. Mitigating that would be doing their due diligence during the first two year period of the CIP. Some of the projects in the later years are not scoped as much. It doesn't mean that a project couldn't be added into the capital budget just because it's not in the CIP. Councilor Pishioneri said it sounds like there is continual oversight Mr. Paschall said they do oversee it regularly. It is required by law to create a Plan, look at what they have on hand, and build facilities. When the economy went down, they had to come back to Council to remove some projects on the list. If the vehicle registration passed, staff may come back to Council to add projects back to the CIP. Councilor VanGordon asked what type of projects Springfield was putting on the County's website in the event the Vehicle Registration Fee passes. City of Springfield Council Work Session Minutes March 16, 2015 Page 3 Mr. Paschall said the first priority is to get the residential slurry seal up and funded. The next priority was high priority overlays which are collectors and arterials. They are looking to coordinate efforts among projects. They are also looking at pavement preservation on arterials. Councilor VanGordon said he was fine with a two year CIP; it makes sense. They may find that they want to revert back to annual at some point, but he was comfortable making that change now. Councilor Moore asked if they were being specific about their projects that are going out to the County. Mr. Paschall said the list is very specific. Development and Public Works Department Director Anette Spickard said they would send the list out to the Council before sending it to the County to post on their website. Staff will be meeting tomorrow night to discuss how to format the list. Mayor Lundberg said it is helpful to be specific so people know what they are paying for. The legislature is not helping in terms of the getting transportation funding. She was at the Transportation Policy Group meeting last week, and no one is talking about anything until tempers calm down. It is not hopeful at this time. It will be interesting to see how everything comes out. All of the Statewide Transportation Improvement Program (STIP) money is federal now and not state. She referred to the CIP project list and said the HVAC systems need to be done. They are reaching their end of life, and new systems only have a 10 -year life expectancy so they need to build that into the budget. Most of the City's refinement plans are very old, some from the mid 1980's. They may not be all that accurate. At some point when staffing and resources allow, those should be reviewed and updated. Council was fine with staff moving forward with a biennial schedule. 2. Weyerhaeuser Haul Road Acquisition. Jeff Paschall, Civil Engineer, presented the staff report on this item. Willamalane Parks and Recreation District Superintendent Bob Keefer was in the audience. In 2013, Willamalane Parks and Recreation District finalized a transaction with Weyerhaeuser to acquire 136 acres of wooded property for future parkland. In addition Willamalane also purchased a four mile stretch of the log truck haul road. Prior to the 2013 transaction in which Willamalane acquired the future park land and haul road, the City was coordinating efforts to purchase the haul road with Willamalane for future streets and a multi -use path for approximately $750,000 subject to appraisal of value. The City's interest is in preserving portions of the haul road for future right of way needs. Much like the Jasper Trunk Sewer, these rights of way represent a crucial link to future development on lands in the Jasper/Natron area that are within the Urban Growth Boundary (UGB), and assist in preparing the area for development. There are two roadway projects identified in the Council adopted Springfield Transportation System Plan (TSP) that rely on this future right of way for further development. Since the transfer of ownership to Willamalane is complete, they are seeking to finalize the agreement to transfer ownership of the future right of way segments to the City. Staff has been working with City of Springfield Council Work Session Minutes March 16, 2015 Page 4 Willamalane staff and legal counsel to finalize conditions and fee for transfer of the property in question. In addition to coordinating the Haul Road purchase, Willamalane and the City are working together to design and construct a Willamalane funded trail and trailhead as part of the Mill Race Stormwater Facility. This project is on schedule to advertise for construction bids in mid-April to early May. The current estimate for construction of the path and trailhead portion of the project is $500k to $600k. Staff is proposing the City construct the Willamalane elements of the project at the Stormwater Facility as part of the City's fee for acquiring the portions of the haul road of interest to the City. The balance would be subject to terms agreeable to both parties. Completing this deal as outlined allows the City to work with our Team Springfield partner to ensure that all elements of the Mill Race Path and downtown trailhead are complete through the City's current Stormwater Park Project. This will provide an asset to attract more visitors to the downtown core in the near term, and allow the City to preserve valuable right of way necessary to support future development growth in the Jasper-Natron area. If Council agrees that exchanging construction fee costs of the Willamalane portions of the Mill Race Stormwater Facility for the City's interest in the Weyerhaeuser Haul Road, staff will finalize complete negotiations and the price and terms for City acquisition of the future right of way and bring the agreement back to Council for review and approval. Mr. Paschall referred to the maps of this location and which sections the City is interested in owning. Willamalane will maintain those portions of the Haul Road until the City initiates a project. Councilor Pishioneri asked what the difference was between the price Willamalane paid to purchase the property and what the City is being asked to pay. Mr. Paschall said Willamalane paid $1.6M for the entire Haul Road. The City received an appraisal for the portion we will be paying for. The property was not donated to Willamalane, but was purchased at fair market value. The agreement is based on the same appraisal used in 2013. Councilor Moore asked if the road is well preserved. Mr. Paschall said the road is about 16-20 feet wide in some places and is asphalt mat over rock. There will be places that need side cast repair, but it does provide a good location for building a future street. Staff will do the appropriate testing to make sure it is sound before moving forward. They are preserving the right of way for future use as a street. Councilor Moore asked if it is currently being used. Mr. Paschall said it is gated at both ends and every major intersection. It is used for biking and walking. Mr. Keefer said the Haul Road easement was anywhere from 16-100 feet wide. They are looking at using part of this for an off-street bike path in the future. Mr. Paschall said there are three projects which will be part of this purchase City of Springfield Council Work Session Minutes March 16, 2015 Page 5 Mayor Lundberg said it is a great opportunity to enhance all of our modes of transportation and get people out to see the beautiful pieces of Springfield in our urban forest environment. She envisions lots of mountain bikes coming to town to ride the off-road trails. She supported moving forward. 3. Other Item. Mayor Lundberg said last week they discussed a list of things to do on Main Street regarding safety, including speed reduction. She asked Council to settle on a speed they are willing to request. She noted that she spoke with Councilor Woodrow who was comfortable with 35 mph. Mr. Grimaldi there are two areas under consideration: the first where the speed limit is currently 40 mph; and the other where the speed limit is currently 45 mph. Last week, they were presented with a range, but it would be preferable to have a set speed. Councilor Ralston said he took the opportunity to drive Main Street often in the last few weeks. He is fine lowering it 5 mph from the current posting. Councilor Pishioneri said speeds are currently fine, but lowering the speed 10 mph is too much. He is fine lowering the speeds by 5 mph in both areas. Councilor VanGordon said he was fine reducing it 5 mph in both areas. Councilor Moore agreed and said enforcement is the key. Many people go 5 mph over the posted speed limit and feel that is fine. Councilor Pishioneri said if they also designate this as a safety corridor, fines will be double and the local jurisdiction cannot reduce the fines. He noted that when citing for speed, the bail amount goes up in 10 mph increments. He feels enforcement should be set at something lower than 10 mph over the posted limit. Chief Doney said it is basically up to the office, but is usually in the 10-12 mph range. They do have the option of writing a ticket for 5 mph over the speed limit. There needs to be some education to the public so they are aware. Mayor Lundberg said they want to in some way reduce speed not only for safety, but for merchant visibility and access. She suggested waiting to put in a safety corridor until people get used to the lowered speeds. She wants to set the mindset that in this area you will get a ticket if you speed. She didn't believe the extra funds from fines in safety corridors don't go to the City. She feels they need more specifics regarding a safety corridor. Mr. Grimaldi said it would take several months to make a determination on speed. During that time, they could continue with enforcement and education. Councilor Ralston said if it is publicized, people will get the idea to slow down. He didn't feel there was a need for a safety corridor now. Mayor Lundberg agreed and said in the meantime the City could do enforcement and education. Councilor Pishioneri said he is fine programming overtime money for extra enforcement of Main Street. If they make a change to the speed limit, he would want even more patrols. City of Springfield Council Work Session Minutes March 16, 2015 Page 6 Mayor Lundberg said she has also been driving on Main Street more often and she noticed that the yellow flashing lights went off when it was dark. The only reason she saw the person in the crosswalk was because they had a shadow. They definitely need more streets lights in conjunction with the flashing lights in order to make people visible. Councilor Moore said Paul, the principal at Gateway School, sent an email about having a school crossing near their school on Main Street. She asked if that would be something the City or State would put into place. If it is changed to a school crossing zone, the fines are doubled. Mayor Lundberg said she would prefer to educate the kids first. The City is already looking at downtown treatments for crosswalks, etc. which will assist both students and drivers. ADJOURNMENT The meeting was adjourned at 6:46 p.m. Minutes Recorder — Amy Sowa Z iii � '-/ ;-,,- /"6 ' Christine L. Lundberg Mayor Attest: Amy Sowa City Recor9er