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HomeMy WebLinkAboutItem 06 Council Minutes AGENDA ITEM SUMMARY Meeting Date: 6/15/2015 Meeting Type: Regular Meeting Staff Contact/Dept.: Amy Sowa Staff Phone No: 541-726-3700 Estimated Time: Consent Calendar S P R I N G F I E L D C I T Y C O U N C I L Council Goals: Mandate ITEM TITLE: COUNCIL MINUTES ACTION REQUESTED: By motion, approval of the attached minutes. ISSUE STATEMENT: The attached minutes are submitted for Council approval. ATTACHMENTS: Minutes: a. April 27, 2015 – Work Session b. April 27, 2015 – Regular Meeting c. May 4, 2015 – Work Session d. May 4, 2015 – Regular Meeting e. May 11, 2015 – Work Session f. May 18, 2015 – Work Session g. June 1, 2015 – Regular Meeting DISCUSSION/ FINANCIAL IMPACT: None. City of Springfield Work Session Meeting MINUTES OF THE WORK SESSION MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY APRIL 27, 2015 The City of Springfield Council met in a work session in the Jesse Maine Meeting Room, 225 Fifth Street, Springfield, Oregon, on Monday April 27, 2015 at 5:30 p.m., with Mayor Lundberg presiding. ATTENDANCE Present were Mayor Lundberg and Councilors VanGordon, Wylie, Moore, Ralston, Woodrow and Pishioneri. Also present were City Manager Gino Grimaldi, City Attorney Mary Bridget Smith, City Recorder Amy Sowa and members of the staff. 1. Travel Lane County Presentation. Travel Lane County President and CEO, Kari Westlund, provided an update on how Travel Lane County has promoted Springfield over the past year, and plans for the future. Springfield offers a rich mix of history and a passion for progress. A vital partner in the local tourism industry, its hospitality offerings of hotels, restaurants, breweries, shopping districts and recreation provide a wealth of opportunities for both visitors and locals. Recent development and revitalization efforts continue to improve the landscape with gems like Sprout! Regional Food Hub and the new Simpson’s Mural to ever-expanding parks and sports fields lead by Willamalane Park and Recreation District and city leaders. Travel Lane County works to promote Springfield’s diverse collection of amenities through its marketing efforts and its Springfield-based Adventure Center welcomes visitors to Lane County. Ms. Westlund presented a slide show. The first slide showed visitor spending impacts in Lane County, which reached almost $850M in 2014. Visitors coming in spent $610M in the countywide economy, while others spent nearly $240M. The data showed a breakdown between east and west Lane County. There are nearly 10,000 direct tourism jobs in Lane County. Visitor spending in 2014 included hotel stays, private homes, vacation homes, campgrounds, and day travel. The largest sector of visitors stay in homes. This is true in nearly every market. Councilor Woodrow asked how they knew how many people stayed in homes rather than hotels. Ms. Westlund said she it was done using some sort of secondary model, but she was not sure how they get those figures. Although 23% stayed in hotels, it made up 41% of visitor spending. The next slide showed a breakdown of these dollar figures. She referred to a document she provided to the Council which included a breakout of the economic impact data. For every person that lives in Lane County, there is $23,800 visitor dollars coming into the county economy. Ms. Westlund discussed transient room tax collections in the county over the last eleven years. Over the last four years, transient room tax (TRT) is up an average of about 12%, a little higher in Springfield. In FY2014, the total amount of room tax collected was $2,276,750 with Springfield’s share at just over $1M. There is an administrative cost to the City of Eugene for handling the TRT dollars. Room tax is a direct correlation to lodging revenues. She described the market share of TRT City of Springfield Council Work Session Minutes April 27, 2015 Page 2 collections and distributions in the area. She described the distribution among cities, the County and marketing. Ms. Westlund said the TLC was formed in 1980 from the Eugene Chamber for destination marketing as a TRT investment tool. Their mission is to increase the number of overnight visitors to Lane County. In the mid-1990’s, TRT was raised to fund Travel Lane County (TLC). The Board is made up city and county representatives. The following are the Springfield representatives: Mayor Christine Lundberg, Dan Curtis, Jonas Kungys, Richard Boyles, JB Carney, Andy Vobora, Dan Egan, John Tamulonis and Courtney Griesel. Travel Lane County is part of a distribution marketing channel. Travel Oregon receives a 1% TRT from the entire state, about $13M-$14M annually. They have divided the state into seven regions and Lane County overlaps two. TLC works with 10 Chambers of Commerce, including the Springfield Chamber. The county-wide brand promises to offer “a variety of enriching, authentic, approachable adventures for all ages and abilities”. They roll the culinary and arts culture into it as complimentary adventures. She noted all of the attributes they consider as they promote the county. There are Community Brands with each area as well. For Springfield they have Rivers, Recreation, Sports, History & Culture, especially the Murals. TLC tries to work those attributes through the content of the materials for Springfield. TLC recently relaunched their website and it continues to grow. The Springfield page gets a lot of hits and includes a video done by staff. They are always looking for new photos to add to the page. They have the ability to build out microsites. She noted some of the uses for those sites, including one for Springfield as the “official” Springfield with the Simpsons Mural. In the last 30 days, 450 unique page views of the Simpsons site and tour section had been made, staying on for five minutes or more. Since launching the microsite last August, there have been 3368 unique page views. On the meetings and convention site, they did an ad shoot at SPROUT. They would like to do more photography and video for more of a Springfield leisure message around local food. Ms. Westlund referred to the copy of the Visitors Guide that had Springfield on the front cover. They are proud of the accomplishments of Springfield regarding recreation. TLC sponsors all of the community pages so can control photography and video. She distributed a brochure titled “65 Places to Go Fish in Lane County”. This is the first ever publication that a state agency has done like this with a local destination brand. It includes several places that people can access the river from Springfield. It has been very popular. Ms. Westlund referred to the handout in the agenda packet which includes a summary of different projects TLC has done focused on Springfield. They are ready to meet with all of the breweries to go to Phase 2 of the Ale Trail. The insert gives a sense of the earned media generated up until publication at the end of the calendar year. They would like to hear feedback from Council. Councilor Pishioneri asked about the TRT funds going to the fairgrounds. Ms. Westlund said part of those funds go into the bond retirement and part to operations. The history is that it is capital money for bond indebtedness and not operating. The change for the operating sweep to the Fairgrounds started about 10 years ago. It is at the discretion of the Lane County Board of Commissioners (LCBC) and has been consistent for a period of time. The genesis of room tax was for capital projects. Councilor Pishioneri asked about the funds spent in Creswell and Florence for projects. City of Springfield Council Work Session Minutes April 27, 2015 Page 3 Ms. Westlund said the Florence money came out of this capital account, but she is not sure about Creswell. Councilor Pishioneri said Springfield has been paying into this and he is looking for a capital investment in Springfield. Ms. Westlund said there had not been a project in Springfield or Eugene, unless you count the fairgrounds. Councilor Pishioneri said he would love to see an advocate for Springfield to get a project that they could take to the LCBC. Mayor Lundberg said that advocacy needs to come from the Council. Ms. Westlund said the TLC Board would be approachable for support on projects. Councilor Ralston asked about one of the community brand attributes in Westfir. Ms. Westlund explained that attribute which was a scenic byway. Mayor Lundberg thanked Ms. Westlund for her presentation. She also thanked the TLC for their assistance in getting the Mayor’s Soccer Tournament off the ground, and for continuing to put Springfield on the map. Councilor Moore said TrackTown is mentioned on the Eugene site only, but her understanding is that TrackTown is larger than Eugene only. Ms. Westlund said that is correct. Almost all of the TrackTown legends lived in Springfield. They need to work hard to get that connection. It is noted on the Springfield page that many of those legends lived in Springfield. 2. Main Street Traffic Safety. Brian Barnett, Traffic Engineer, presented the staff report on this item. Mr. Barnett noted that Angela Kargel, Region II Traffic Manager from Oregon Department of Transportation (ODOT) was in the audience. She has been a great partner with the City helping with the All Roads Transportation Safety (ARTS) applications, speed zone reduction discussions and a variety of other things. Mr. Barnett noted the five attachments to the agenda item summary and said Police had increased enforcement on Main Street and that information is being provided in the weekly Council updates. One of the things that is key to this discussion is recognizing that we have a very substantive situation to deal with that will require a long-term commitment. In order to accomplish good work, they need to be thoughtful in how they do it, allocate resources appropriately and recognize there are other priorities in the City. Mr. Barnett referred to Attachment 1 of the agenda packet and reviewed the list of actions completed or underway: City of Springfield Council Work Session Minutes April 27, 2015 Page 4 1) Agency Partners engaged a) ODOT, owner and operator of the street, is committed to improving the safety in the corridor and is in ongoing discussions with City staff 2) Engineering Projects a) Rapid Flash Beacon (RFB) crossings (8 planned) (City lead project with ODOT funds). Mr. Barnett noted the great work done by staff meeting with business and property owners on these crossings. Councilor Woodrow had been a great support on these projects. i) Four completed at 35th, 41st, 44th, and 51st Streets ii) Two are under design at 48th and Chapman Streets with anticipated construction Summer of 2015 iii) Two crossings are planned at 40th and 57th Streets. In light of the installation at 41st Street location the 40th Street location will be examined in late 2015 to see if it is still warranted. 57th Street requires reconsideration and an evaluation is expected early 2016 and may result in a relocation eastward to an unknown location. Funds may be redirected to new RFB locations or to Pedestrian Hybrid Beacon (PHB) locations. iv) Transit stop relocation (completed at new RFB crossings and under way with proposed crossings) b) Countdown Pedestrian Heads at traffic signals (completed by ODOT and City) c) 69th Street left turn signal improvement – flashing yellow arrow (completed by ODOT) d) Install reflectorized borders on traffic signal back plates (ODOT commitment) e) Design and construct a bike boulevard on Virginia & Daisy Streets from South 32nd Street to Bob Straub Parkway (City lead project with ODOT Bike/Pedestrian funds) f) All Roads Transportation Safety (ARTS) project funding application completed (ODOT Safety funds) g) Main Street Corridor Vision Plan Implementation (City of Springfield staff) h) Requested speed limit reduction on Main Street and Highway 126 3) Education Programs a) Redirect Public Works Week to bicyclist and pedestrian education b) Support Safety Town program for pre-kindergarten children c) Promoting existing educational materials d) Social media outreach begun e) Video production begun 4) Enforcement Activities a) Increased enforcement effort – See Attachment 5 of the agenda packet. Police Chief Doney responded to a question from Councilor Ralston and said the citations numbers over the last few months are an increase over similar periods of time. b) Requested Redflex Traffic Systems, a vendor of red light enforcement cameras, to implement traffic surveys at key locations Councilor Ralston said an article should be printed noting the enhanced enforcement so the public is aware. He had received emails from people seeing drivers still go through red lights. Chief Doney asked that Councilor Ralston forward those emails to him. They have had the media out riding with patrol officers so they are trying to get information to the public. City of Springfield Council Work Session Minutes April 27, 2015 Page 5 Councilor Pishioneri said he was most interested in seeing what kind of enforcement activity is being done in the high speed areas of Main Street, between 28th and 70th Street. Mr. Barnett said they have made significant progress prior to and since the accident with the items listed above, and will continue that effort. He reviewed the short-term actions they hoped to move forward with in the near future: 5) Agency Partners identified and engaged a) Springfield Public Schools (SPS) is primarily responsible for education of children in the community and operates the Safe Routes 2 Schools program b) Lane Transit District (LTD) owns and operates the transit stop locations and the transit service, and operates the Point 2 Point Solutions program 6) Enforcement a) Publicizing enhanced enforcement effort b) Reporting on enforcement statistics c) Deploy “Buster”, the radar speed feedback trailer 7) Education a) Signs aimed at pedestrians to be aware of traffic b) Educate drivers and pedestrians to not trust each other and look out for errors by others c) Teach pedestrians and drivers to make eye contact, improve scanning behavior d) Pedestrian video education 8) Engineering a) Request speed limit reduction b) Speed feedback radar signs c) Implement the Main Street Corridor Vision Plan, Short Term Strategies (City of Springfield with ODOT & LTD collaboration) He noted the excellent work done by Michael Liebler to get the crossings along Main Street, working with business and property owners, and keeping the costs below estimates when possible. He reviewed the longer terms items: 9) Enforcement a) Continue the short term actions 10) Education a) Continue the short term actions b) Traffic Safety banners over road 11) Engineering a) Implement the Main Street Corridor Vision Plan, Short Term Strategies (City of Springfield with ODOT & LTD collaboration) b) Add more signalized intersections and crosswalks c) Advance RFB beacon ahead of crosswalk RFB d) Add pedestrian hybrid beacon (PHB aka HAWK) e) Narrow traffic lanes or/and reduce number of lanes f) Remove southbound Hwy 126 off ramp to westbound Main Street g) Redesign entire corridor h) Street or lane narrowing City of Springfield Council Work Session Minutes April 27, 2015 Page 6 i) Add median islands j) Improve street lighting k) Enhanced crosswalk lighting l) Remove signals and add roundabouts m) Designating Main Street as a Safety Corridor Other suggestions that were submitted include: 12) Pedestrians carry crossing flags from one side to the other side of street 13) Speed bumps to slow traffic speeds 14) Advance warning beacon 15) Install pedestrian bridge(s) 16) Change flashing yellow beacons to flashing red beacons on RRFB 17) Rumble strips to warn of crosswalk ahead 18) Railroad style crossing arms at crosswalks 19) Sun visors on beacons 20) Time traffic signal timing to control speed 21) Longer pedestrian signal timing 22) Pedestrians wave arms or clothing or flags or umbrella (make like a big lion) 23) Citation cameras 24) Delay walk signal by 5 seconds 25) Add state police to enforcement efforts 26) Death Toll bill boards 27) Park a police car with a dummy in it in area to scare drivers into slower speeds and to stop at signals 28) Revise pedestrian J-walking laws 29) Add silver ring around red signal 30) Put the pedestrian crossings at intersections not mid-block 31) Better signage 32) In-pavement warning lights at crosswalks 33) Signage notifying drivers that they are approaching the crossing. 34) Provide “LifePaint” a spray on reflective paint 35) Main Street near 54th Street should be renamed “Hudson Highway” in memory of the children that passed. 36) Change the yellow light to red or one that stays yellow and adds flashing red circuit with a brilliant white strobe ring (like what is seen on high end luxury cars). 37) Installing a metal grate system similar to a cattle guard before the intersection may “catch driver’s attention” or putting in a flashing light similar to what the railroad uses may also help catch the attention of drivers and make them pay attention at the intersections. 38) Red Stop Lights is installed along with the Yellow Flashing lights at the pedestrian crossings for added visibility to motorists. 39) railroad arms that come down at crossings to act as an additional barrier to vehicles at intersections 40) There needs to be a longer delay between the time from the time the cross walk changes and the time the motorist given a green light. 41) Signs at each crosswalk stating: Pedestrians Be Aware of traffic at all times 42) Just like a person should behave in front of a mountain lion, pedestrians should make themselves as big as possible with raised waving arms, with a waving cloth, with an open (red if possible) City of Springfield Council Work Session Minutes April 27, 2015 Page 7 umbrella to create alert. The last suggestion for an open red umbrella I want to call The Red Umbrella Campaign for Crosswalk Safety. 43) The signs are at the side of the road not above traffic where most traffic control lights are located. 44) To grind the pavement creating a series of rumble bars that remind drivers they are coming up to an established cross walk. 45) Another type of sign (alphanumeric like a cellphone or a bank clock/thermometer) could create a mental interruption - to be effective. 46) Change the signal timing to slow people, everyone speeds to get the green lights 47) Drivers cannot see people standing at these crossings when they are behind the pole and drivers just go through them thinking no one is there 48) Crossings need better signage 49) Gateway crossings should be the standard for the future 50) Look at East Coast solution of using raised bumps on the ground along a crosswalk that have LED lights in them that flash when button is pushed 51) Put a speed bump or succession of speed bumps prior to the intersection at 54th and Main Street to help slow down traffic. 52) Add flashing amber lights similar to ones we currently have in other pedestrian crosswalks around town; however, these would be out front of each common-intersection crosswalk along Main Street, and light up only when people are crossing. 53) share with your mayor or top local elected official about the Mayors’ Challenge for Safer People and Safer Streets 54) A new traffic signal on Main Street (highway 126) and Mountain Gate Drive (where Main Street intersects with Mountain Gate Community). 55) A new traffic signal on Main Street and 66th Street (in front of Ridgeview Elementary School). 56) Two new crosswalks on Main Street between 58th and 69th (currently there are no crosswalks between 58th and 69th). 57) Believe it is important to re-engineer the street layout of Main Street in order to reduce speeds and create shorter crossing distances for pedestrians. 58) Transit improvements may be one way to help implement some broader safety improvements for all users of the road along the corridor. 59) The curb-to-curb distance on the west side of the 54th and Main intersection is approximately 85 ft. wide and the curb-to-curb on the east side is about 97 ft. wide, which are both huge crossing distances with no pedestrian refuge islands and cars approaching 2-ways from all directions. He noted that one of the suggestions was to build median islands. There is an ARTS project that is being applied for that would consider medians in the entire corridor. There are substantial changes that can make substantial improvement in traffic safety, but they do also have a cost that is not financial. The Corridor Vision Plan has already given a new way to look at Main Street. Staff would like to table the final list at this time, but would like to hear Council’s input on all ideas. To be most effective, they would like to narrow their efforts. Councilor Woodrow said the focus by the community following the accident was the speed, although that particular accident did not involve speed. There were multiple factors involved such as pedestrian awareness. It is important to broaden our education scope beyond the schools. She would like to see the Chamber of Commerce communicate with businesses and let them know safety encompasses everyone paying attention to everyone. Mr. Barnett said that was their intent. City of Springfield Council Work Session Minutes April 27, 2015 Page 8 Councilor Woodrow said she is concerned that banners and other signs might be too distracting for drivers. They need to look at what is out there now and the visual image so we don’t add more distractions. The ideas are good, but if all are in the same place it will be too distracting. She noted that the pedestrian signs block the flashing lights. She had talked with Civil Engineer Michael Liebler so he is aware and going to look into it further. Mr. Barnett said he and Mr. Liebler agreed and are working with ODOT to remedy that issue. Councilor Woodrow said she also wants to make sure the pedestrian are able to see the light before they cross. Mr. Barnett said he could discuss that with her after the meeting. Councilor Ralston said he didn’t have a problem with the current speed, but would support a 5 mph reduction. He thinks the delayed walk signal should be considered. He has seen pedestrians not paying attention and expecting cars to stop. Pedestrians also need to be cited for infractions and that should be made known to the public. Mr. Barnett said pedestrians have been cited. He asked for clarification of the delayed walk signal. Councilor Ralston said he thought the walk signal should be delayed at the onsite of the red light by about 5 seconds or so. Mr. Barnett said staff would work with ODOT on that as that is their authority. Councilor Ralston asked about the Red Flex. He is not a proponent of red light cameras for citations, but is supportive if the information is used to determine how many people are running red lights. Mr. Barnett said he is also not in favor of red light cameras for citations. In this case, Red Flex has offered Police to collect information on how many red light violations are occurring. Then Council could determine whether or not to go forward with automatic red light enforcement. Chief Doney said he has experience with photo red light enforcement as well as radar van enforcement and has differing opinions on each. Red Flex has offered to come in and do surveys. He is willing to talk with anyone about his experience with red light cameras. This survey work is at no cost to the City and they will look at high volume crash intersections. It will then be an option for the Council to consider. He will find out from Red Flex if they will do manual surveys or camera surveys. Council will be notified before any survey begins and where they will be located. Councilor Ralston said gathering information is great to help determine problem intersections. Councilor Pishioneri referred to the item on the project schedule about removing the southbound Highway 126 off-ramp and said he was concerned about removing that instead of extending the island curbway from the off-ramp. Mr. Barnett said any of that type of action will require a significant amount of analysis before moving forward. That was listed as a placeholder. City of Springfield Council Work Session Minutes April 27, 2015 Page 9 Councilor Pishioneri referred to another item on the project schedule regarding two new crosswalks on Main Street between 58th and 69th Streets. He asked if there are plans to mitigate crossings in that section. Mr. Barnett said there are additional crossing locations in the Main Street safety study. One is between Highway 126 and 58th Street, but that may not be a good location. That would be a project that could be moved farther to the east to address those concerns. Councilor Pishioneri said he had noted speed location signs all over in the Tacoma area, as well as camera enforcement. He is supportive of camera enforcement and would like to see at least one on the far east end of town. The camera enforcement could be moved to different intersections. Councilor VanGordon said a lot of progress had been made since the last time they met. He agreed with Councilor Ralston about having a delay in the timing of the signals and would like that revisited, as well as timing of signals. He asked if the list could be grouped into themes for their next conversation. He is interested in the red light cameras. He also likes the survey and would like it done no only at high accident areas, but high citation intersections as well. Councilor Moore said she likes the speed signs that note the speed vehicles are traveling. She referred to lights in the pavement of the crosswalk. She asked if staff would be looking into the cost of that option and if they are currently being used in other cities in Oregon. She would like to have the list condensed and grouped. She thanked staff and ODOT for their work to date. Mr. Barnett said the in-pavement lights don’t have a better safety rate and are very costly to install and maintain. He also noted that ODOT prohibits those types of lights. Councilor Moore said it would be helpful to have notes on those items with that reasoning explained. Mayor Lundberg said she would like the same messaging about being safe to go out to everyone. She noted Point2Point which did the Eye to Eye campaign. She would prefer to use a positive and simple message rather than ‘don’t trust each other’ and teach it to children. She would like to have the flashing crossings standard across the City. Currently those in Eugene and Springfield are all different. She likes the ones in front of Autzen Stadium. There are so many signs along Main Street and they need to make sure they don’t have too much clutter. She likes signs that tell drivers the speed is lowering up ahead. When she was at the American Planners Association (APA) Conference in Seattle, she saw videos of community improvements. One was a simple planter design that was a small barrier along the sidewalk as a subtle signal to people not to cross. It also adds beauty along the street. She asked if they might look at adding something like that in the Main Street Corridor Vision Plan. Mr. Barnett said that is something that would be implemented in the Main Street Corridor Vision Plan. Councilor Pishioneri noted that there is only one speed sign as vehicles travel west on Main Street between 42nd and Highway 126. He would be willing to have other signs removed in order to add a speed sign. Mr. Barnett said they would approach ODOT about doing an audit of the signs on Main Street. Council thanked staff for all of their work. City of Springfield Council Work Session Minutes April 27, 2015 Page 10 3. Wastewater and Stormwater User Fees FY 2015-2016. Matt Stouder, Environmental Services Manager, and Katherine Bishop, Environmental Services Program Manager, presented the staff report on this item. User fees for local and regional wastewater and local stormwater are reviewed by the Council annually as part of the City’s budget development process. Staff is in the process of developing user fees for consideration and adoption by Council later this spring. The Metropolitan Wastewater Management Commission (MWMC) approved a schedule of Fiscal Year 2015-16 (FY 15-16) regional wastewater user charges on April 10, 2015 and will forward them to the cities of Springfield and Eugene for implementation. Each year, staff presents proposed user fee rates for local wastewater and stormwater programs to Council. These fees are established to provide adequate revenue to fund operations and maintenance, capital improvement programs, debt service payments, and meet environmental permit requirements for the City. In addition to local user fees, MWMC develops regional user fees to support the Regional Wastewater Program. On April 10, 2015, the MWMC adopted the FY 15-16 regional user fees with a 2.0% rate change that will increase the typical residential customer’s monthly bill by $0.48. Last year, Council approved a 4.0% stormwater rate change along with a rate forecast projecting a 4.0% increase in FY 15-16 and FY 16-17. Additionally, Council approved a 3.0% rate change last year for wastewater along with a rate forecast projecting a 2.5% increase in FY 15-16 and a 2.0% increase in FY 16-17. Staff has prepared FY 15-16 rate options for further discussion and Council consideration. The options show the combined change to local wastewater and stormwater user fees for a typical residential customer: Option 1(basic service level and smoothed rate increases) includes a 3.0% user fee rate increase in FY 15-16, resulting in a $1.02 monthly increase, which includes a local wastewater increase at $.053 and stormwater at $0.49 monthly, as discussed in Attachment 1. Option 2 (basic service level with pay-as-you go financing strategy) includes a 3.4% user fee rate increase in FY 15-16 resulting in a $1.16 monthly increase, which includes a local wastewater increase at $0.64 and stormwater at $0.52 monthly, as discussed in Attachment 1. Option 3 (reduced service level now and larger rate increases in future ) includes a 2.4% user fee rate increase in FY 15-16 resulting in a $0.82 monthly increase, which includes a local wastewater increase at $0.43 and stormwater at $0.39 monthly, as discussed in Attachment 1. A public hearing on the option Council selects is scheduled for May 4, 2015. A power point presentation showed a review of the Annual User Fee and Proposal for FY15-16. The revenue goals included: 1. Provide Adequate Operations and Maintenance 2. Fund the Adopted Capital Improvements Program 3. Maintain Debt Service Requirements 4. Increase Capital Reserves; Defer Future Financing 5. Maintain Fiscal Health and Favorable Credit Rating City of Springfield Council Work Session Minutes April 27, 2015 Page 11 Mr. Stouder described the system of wastewater and stormwater. The community said most people don’t think of these systems on a daily basis, but rely on them and place a high value on the systems. Recently, staff surveyed the community and found that the priorities included maintain healthy environment/rivers, protecting water quality, recreational opportunities, and promoting economic development. Staff also met with a focus group through MWMC with representatives from both Springfield and Eugene, to discuss rate increases. The group was generally supportive of rate increases when they knew it would protect our resources. Some of the challenges being faced include fixed operating costs, large and continuing capital needs, cost of inflation being greater than the Consumer Price Index (CPI), stringent environmental requirements, and debt service. Ms. Bishop reviewed the proposed rates. She referred to the three options being presented to the Council for consideration as noted above. Mr. Stouder noted the wastewater rate factors such as the revenue bond, capital improvement plan, ongoing system operations and maintenance, and planning for the future. He noted some of the capital projects including the Franklin Boulevard/McVay expansion, Pump Stations, and Jasper Trunk line extension. Ms. Bishop reviewed a comparison of wastewater rates. Springfield has come down where others have gone up, putting us closer to the average. She described some of the increases in other cities. She discussed the three options for the wastewater rates and forecasts. Councilor Pishioneri asked for an explanation of the disparity in rates between Eugene and Springfield. Ms. Bishop said the main reason is economies of scale, as Eugene is much larger than Springfield, meaning more customers to distribute those costs. Also, much of Eugene’s flow activity comes from their commercial and industrial customers. Mr. Stouder said the difference between the two cities over the last 20 years has remained constant. Recently, Eugene has done a lot of wastewater projects while doing some street projects, eliminating mobilization costs for the wastewater projects. Eugene also didn’t sell bonds so they don’t have debt service like Springfield. Ms. Bishop said Eugene has capacity in their system for growth. Some of the projects in Springfield include expansion of current systems. She continued to discuss the local wastewater options. Mr. Stouder spoke regarding local stormwater services. Some of the rate drivers for stormwater include debt service requirements, level of investment in capital improvements, increasing operating requirements, maintaining our financial position, and inflation. The City is also planning for the future and positioning to delay future financing and avoid rate spikes. He noted projects that had been completed and others that were scheduled. Ms. Bishop reviewed the fee comparison in stormwater rates. She reviewed the options for stormwater rates and the forecast for future years. Operating and maintenance costs will increase to meet future, more stringent regulations. Staff is hoping to move ahead with a pay-as-you-go model instead of going out for another bond. Mr. Stouder said the Council could also consider looking at the capital projects, increasing SDC revenue, or other options. City of Springfield Council Work Session Minutes April 27, 2015 Page 12 Ms. Bishop said the proposed option is Option 1. Discussion was held about the increase per average customer monthly. Councilor Moore asked if there would be a time when they would not be increasing rates. Ms. Bishop said not in the foreseeable future. Councilor Moore asked when the $10M debt would be paid in full. Ms. Bishop said they were twenty-year bonds and would be paid in full in 2029. Councilor Moore asked what would happen to those funds once the bond is paid off. Ms. Bishop said it was difficult to know what regulatory requirements will be in place at that future date. There will be situations in the future that will require major capital investments. The plan is to try to pay as they go instead of layering debt. Councilor Moore said there is not a big difference over the five year period with any of the options. Councilor VanGordon said he appreciated staff working to keep the increases as low as possible, and creating a better plan for moving forward. Councilors Ralston, Woodrow, VanGordon and Pishioneri supported Option 1. Councilor Wylie asked if other communities gave discounts for seniors. Ms. Bishop said she was not aware of any cities that offered a discount for seniors. There may be programs outside of the utility to assist low-income households. Councilor Wylie said senior incomes are stagnant and these increases affect the household budget. Ms. Bishop said a discount is not provided within the rate structure. Mr. Stouder said they would look to see if there are programs to assist seniors or low income households and would forward that information to the Council. Stormwater is a fixed cost and was discussed a year ago. One of the easiest ways to lower a bill is to reduce the amount of water usage. 4. Scenario Planning Update. Anette Spickard, Development and Public Works Director, presented the staff report on this item. She introduced Kristen Hull from CH2M Hill who presented a power point presentation. The Councils of Springfield, Coburg and Eugene as well as the Lane County Board of Commissioners are required under the Jobs and Transportation Act of 2009 to cooperatively select a preferred scenario to meet State goals for improved air quality by 2035 and to submit a report on this effort to the Legislature by close of the 2015 session. The selected scenario is not binding and does not have to be implemented by the jurisdictions. City of Springfield Council Work Session Minutes April 27, 2015 Page 13 Since the last update to Council on the Scenario Planning process on October 13, 2014, staff from all four agencies and ODOT have developed a preferred scenario that meets the requirements of the Jobs and Transportation Act of 2009. Based on the feedback received from Council in October, the scenario includes a set of seven strategy areas under which the City can choose some or all of the actions to achieve the State’s scenario planning goals. This cooperative approach reflects that each community is different and will have different needs and policy desires to achieve the overall goal. If the Council is comfortable with the preferred scenario there is no formal action required to be taken by the Council, such as passing a resolution, to complete the project. Instead, to demonstrate “cooperative selection” of the preferred scenario, the report to the legislature will note the date the scenario was reviewed with each Council and the Board of Commissioners. There is no financial impact to the City for conducting this project; all expenses were reimbursed by ODOT. While the City is not required to implement the preferred scenario, the final report to the legislature will identify funding as the major barrier to implementation and concludes that it is not realistic to expect implementation without a substantial state investment in the identified strategy areas. Ms. Hull noted the preferred scenario is a hybrid of Scenarios A, B and C and includes enhancing existing policies. As they pushed closer to Scenario C, they found they received better economic benefits and improved public health benefits through active transportation. Equity is difficult to assess without specific projects, so they will continue to look at that if they go forward with any of the investments. She reviewed the preferred scenario elements:  A significant investment in transit, active transportation and education and marketing programs.  Some change in the way drivers pay to use the system.  Continued investment in optimizing roadways in the region.  Continued support for the state’s assumptions about changes to vehicle and fuel technology.  Continued policies related to parking pricing and availability. Ms. Hull discussed preferred scenario outcomes. Community outreach was done with stakeholder workshops, a future builder online tool, a telephone survey, and targeted equity outreach. The next steps are to present the scenario to each jurisdiction. To date, they had already presented to Lane County, Eugene and Coburg. They hoped to wrap it all up by the end of June. Ms. Spickard said a draft of the legislative report was included in the agenda packet as Attachment 2. The summary report is nearly done and ready to send to the legislature. The Lane Transit District (LTD) Board also reviewed the report and provided feedback. The letter to the legislature identifies the time and effort that went into the project and the challenges the cities would face if they were required to implement this scenario. Councilor Ralston said he feels the State will eventually make the cities do this and that it has been a waste of time. He asked for an example of the actual preferred scenario. Ms. Hull said the preferred scenario is to push harder in terms of transit, education and marketing than they have today. They want to make a scenario smaller in changing the way people pay to drive, continue to optimize roadways (already in the Transportation System Plan (TSP)), and not make many changes to parking. It is not prescriptive because they didn’t want to make it look like they were picking things to implement. City of Springfield Council Work Session Minutes April 27, 2015 Page 14 Councilor Ralston said part of preferred scenario shows a reduction in vehicle transportation by 11%, which he does not support. His preferred scenario is between A and B. Even though this is just an exercise, it is likely the State will one day require cities to implement. Councilor VanGordon said they are not officially adopting this; it is just going to be sent to the State. He asked if Council’s feedback would change the report. Ms. Hull said if Council is not comfortable, the group can circle back to address concerns. Mr. Grimaldi said they should consider that accepting it now would eliminate additional staff time that is being dedicated to this project. Councilor VanGordon referred to Transit Strategy #2: Support a stable source of funding for transit operations and maintenance. He did not feel that from a strategy perspective, they would support an increase in funding for transit operations and maintenance. That strategy makes it sound like they are asking the City to support more money for LTD operations, which is outside the city’s threshold. LTD has their own board. He can understand the piece about supporting improvement in capital. He referred to Active Transportation Strategy #2: Dedicate a larger share of local transportation dollars to constructing and maintaining biking and walking projects. That indicated that the City would dedicate dollars to construct biking and walking projects, without providing the opportunity to evaluate policy options which could further reduce greenhouse gas emissions. Ms. Hull said these are intended to be a menu to choose from. They are not prescriptive, just ideas about how to implement. Councilor VanGordon said he was looking for something that captured looking holistically at transportation. Ms. Hull said they could add that as part of the menu. Councilor VanGordon said in looking at the pricing of pay-as-you-go insurance, it is not something Springfield could get behind. They need to look closer at the effect on the insurance market if this was adopted statewide. Ms. Hull said she could add those comments. Councilor Moore said she is impressed that they are currently making headway on some of these things, and exploring many of these things. We are already looking at ways to improve the health of Springfield and how to get around. Councilor Wylie said part of TransPlan, which the cities partners with other local governments, includes reduction of vehicle miles traveled (VMT). One of the ways to do that is with alternative modes of transportation. All of it works together. Having the bus rapid transit (BRT) in Springfield has been a benefit to our community in that area. These are reasonable things we are working towards. Councilor Ralston agreed that Springfield is already doing these things, and he feels that is sufficient. He doesn’t understand why they need to record that they will do more in order to make the State feel good. City of Springfield Council Work Session Minutes April 27, 2015 Page 15 Mayor Lundberg said the purpose of this exercise was to reduce carbon emissions, and cars are a very small percent of those emissions ye they have done a million dollar project to accomplish that. She asked Department of Land and Conservation Development (DLCD) whey they didn’t look at things that could have a bigger impact, such as advanced wood products and was told they hadn’t thought of that. She proposed they end this project and send it to the State. She asked that staff write a strongly worded letter to accompany our part of the report stating that we are doing a lot of things, and we will continue doing more things. The VMT fees and registration fees are only going to be paid by those living in our state, and not those who travel through on our roads. She proposed a toll bridge, not near town but for travelers on the interstate. She wants to capture in the letter that we need to make all neighborhoods better, not just lower income neighborhoods, in order to make it equitable. Mr. Grimaldi said staff will run the letter by the Mayor and Council President, and then share it with the rest of the Council. Mayor Lundberg she would propose that they advance things that reduce our carbon footprint in a more impactful way, so we can be credited with those things. ADJOURNMENT The meeting was adjourned at 7:51 p.m. Minutes Recorder – Amy Sowa ______________________ Christine L. Lundberg Mayor Attest: ____________________ Amy Sowa City Recorder City of Springfield Special Regular Meeting MINUTES OF THE SPECIAL REGULAR MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY APRIL 27, 2015 The City of Springfield Council met in regular session in the Jesse Maine Room, 225 Fifth Street, Springfield, Oregon, on Monday, April 27, 2015 at 7:52 p.m., with Mayor Lundberg presiding. ATTENDANCE Present were Mayor Lundberg and Councilors VanGordon, Wylie, Moore, Ralston, Woodrow and Pishioneri. Also present were City Manager Gino Grimaldi, City Attorney Mary Bridget Smith, City Recorder Amy Sowa and members of the staff. PLEDGE OF ALLEGIANCE The Pledge of Allegiance was led by Mayor Lundberg. BUSINESS FROM THE CITY MANAGER 1. 2015 Eugene-Springfield Consolidated Plan. RESOLUTION NO. 2015-11 – A RESOLUTION APPROVING THE EUGENE-SPRINGFIELD 2015 CONSOLIDATED PLAN FOR SUBMISSION TO THE U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT. Molly Markarian, Senior Planner, presented the staff report on this item. The Cities of Eugene and Springfield are required to submit a new five-year Consolidated Plan to HUD no later than May 15, 2015. Adoption resolutions from both City Councils must be included in the final submission to HUD. The Consolidated Plan is a HUD requirement and must be adopted every five years by communities that receive formula allocations of Community Development Block Grant (CDBG) funds, HOME Investment Partnership Program (HOME) funds, and other HUD funds. The City of Springfield receives CDBG funds as a HUD entitlement community and receives HOME funds as part of a HUD consortium with the City of Eugene. As such, the two Cities complete a joint Consolidated Plan. Both Cities also collaborate with Lane County in developing the Plan because they administer funding related to basic human services and homelessness. While the Consolidated Plan is a requirement of HUD, the Plan primarily serves as a tool to guide the use of federal HUD funds in the most effective and coordinated manner possible. In summer 2014, staff from the Cities of Eugene and Springfield commenced preparation of the 2015 Consolidated Plan. The Plan, which was developed through an extensive process including data analysis and community input and consultation, identifies housing, homelessness, and community development needs and resources and establishes priorities, strategies, and target performance goals to address these needs using HUD funds. The public comment period for the Draft Plan ended on March 25, 2015. The Consolidated Plan Advisory Committee comprised of members of the Springfield Community Development Advisory Committee, Eugene CDBG Advisory Committee, and the Intergovernmental Housing Policy Board, recommended adoption of the Draft Plan to the Eugene and Springfield City Councils on March 31, 2015. Staff has addressed all public comments received on the Draft Plan and prepared a Final Plan City of Springfield Council Regular Meeting Minutes April 27, 2015 Page 2 for adoption by the Eugene and Springfield City Councils. The adopted plan will be submitted to HUD by May 15, 2015. Once approved by HUD, the new Consolidated Plan will be in effect from July 1, 2015 through June 30, 2020. Councilor Moore said she served on that committee as part of the Housing Policy Board (HPB). She appreciated what staff had brought forward. There were some changes in the final plan based on some very good suggestions. They are all frustrated about the changes in funding, but hope there will be funding for some Springfield projects in the future. IT WAS MOVED BY COUNCILOR WOODROW WITH A SECOND BY COUNCILOR WYLIE TO ADOPT RESOLUTION NO. 1. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. 2. Fiscal Year 2015-2016 One-Year Action Plan of the Eugene-Springfield Consolidated Plan for Housing and Community Development. Molly Markarian, Senior Planner, presented the staff report on this item. One-Year Action Plans must be submitted to HUD prior to the beginning of each fiscal year as amendments to the five-year Eugene-Springfield Consolidated Plan. The purpose of the annual action plan is to indicate how the Cities intend to use federal Community Development Block Grant (CDBG) and HOME Investment Partnership Program (HOME) funds to fulfill the goals established in the Consolidated Plan. This is the first One-Year Action Plan under the 2015 Consolidated Plan and covers the period beginning July 1, 2015 and ending June 30, 2016. Each spring, the City Council approves funding allocations for use of CDBG and HOME funds for the next fiscal year. The proposed uses of funds are described and submitted to HUD each year in a document called the One-Year Action Plan. The Action Plan must be submitted to HUD by May 15, 2015. The proposed uses of funding must align with allowed uses of funds and with the local community needs and strategic plan identified in the 2015 Eugene-Springfield Consolidated Plan. During the February 2, 2015 work session, the City Council discussed the 2015/2016 CDBG budget and identified funding priorities of contributing to the operations of human service agencies through the Human Services Commission, Springfield’s Home Repair Program, Springfield’s Home Ownership Program, and Springfield’s Annual Request for Proposals from community agencies and groups, along with program administration and delivery. Springfield’s CDAC met on February 19, 2015 to review and refine those priorities which were then published for public comment. On April 2, 2015, the CDAC held a public hearing on the proposed use of CDBG funds and recommended approval of the allocations summary in attachment 1 of the agenda packet. One comment was received during the public hearing commending Springfield for its continued support of affordable home ownership opportunities. No written comments were received during the 30-day comment period. As discussed during the November 24, 2014, February 2, 2015 and March 9, 2015 work session, as a result of the 2013 HOME Rule and HUD monitoring, Springfield and Eugene are in the process of transitioning from a sub-recipient model to a lead entity model for the use of HOME funds. Staff are still working through the details of an intergovernmental agreement that will outline decision making and project selection processes for FY15/16. In the meantime, a high level funding allocation summary must be included in the Action Plan. On page 8 of attachment 1 of the agenda packet, the consortium funding anticipated is listed for the coming fiscal year, and the proposed uses of 5% of those funds going to support the operations of community housing development organizations, 10% of the funds going to administration, and the remainder being allocated to housing development. Specific City of Springfield Council Regular Meeting Minutes April 27, 2015 Page 3 project selection for housing development for these funds will occur through a joint RFP this Fall. In the interim, a joint body was needed to hold a public hearing on this high level allocation. The Housing Policy Board conducted a public hearing on April 6, 2015 and recommended adoption to both Councils. No comments were made during the public hearing and no comments were received during the 30-day comment period. The Draft Springfield CDBG section was published for public comment on March 5, 2015 and the Community Development Advisory Committee (CDAC) held a public hearing on this section on April 2, 2015. The CDAC recommended allocating CDBG funds for public services, housing programs, the annual CDBG project Request for Proposals (RFP), program and project delivery, and grant administration. Specific CDBG project selection will occur through Springfield’s CDBG RFP process in Spring 2015. The Draft Consortium HOME section was published for public comment on March 13, 2015 and the Intergovernmental Housing Policy Board (HPB) held a public hearing on this section on April 6, 2015. The HPB recommended allocating HOME funds primarily for housing development with small allocations for Community Housing Development Organization (CHDO) operating support and grant administration. Specific housing development project selection will occur through the Consortium’s Housing RFP process in Fall 2015. Mayor Lundberg said the allocation in the CDBG funds included $93,000 to administration, and an additional $17,000 for project delivery. Together those costs equal $140,000 for staff to run the programs. Over a period of time, she would like to look at a reduction in the administration piece to allow more funding into the program funds. Mr. Grimaldi said in order to do that, they would need to put other funds into the administration so more federal funds could be used for projects. Mayor Lundberg said that is correct. IT WAS MOVED BY COUNCILOR WOODROW WITH A SECOND BY COUNCILOR WYLIE TO ADOPT THE SPRINGFIELD CDBG AND EUGENE-SPRINGFIELD CONSORTIUM HOME SECTIONS OF THE FY2015-2016 ONE-YEAR ACTION PLAN. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. BUSINESS FROM THE CITY ATTORNEY ADJOURNMENT The meeting was adjourned 8:03 p.m. Minutes Recorder Amy Sowa ______________________ Christine L. Lundberg Mayor Attest: ____________________ City Recorder City of Springfield Work Session Meeting MINUTES OF THE WORK SESSION MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY MAY 4, 2015 The City of Springfield Council met in a work session in the Jesse Maine Meeting Room, 225 Fifth Street, Springfield, Oregon, on Monday, May 4, 2015 at 6:00 p.m., with Mayor Lundberg presiding. ATTENDANCE Present were Mayor Lundberg and Councilors VanGordon, Wylie, Moore, Ralston, Woodrow and Pishioneri. 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. Main-McVay Transit Study. Tom Boyatt, Community Development Manager, presented the staff report on this item. Mr. Boyatt introduced Project Manager John Evans from Lane Transit District; LTD Board Chair Gary Wildish; project consultant team members Steph Viggiano, Linda Wannamaker and Chris Watge; and stakeholder advisory committee members Brett Rowlett, Emma Newman, and Randy Hledik. The purpose of the Study is to identify a narrowed range of potential transit improvements in the Main Street – McVay Highway corridor that provide improved mobility and transportation choices for residents, businesses, visitors and commuters. Potential improvements would strive to enhance the safety and security of the corridor, improve the integration of walkers, cyclists, transit riders, autos and freight along and through the corridor, and improve connections to and from adjacent neighborhoods. The range of potential improvements includes options that improve regional connectivity and equitable transit access to destinations such as employment, educational institutions, shopping, appointments, and recreational opportunities for area residents. In the summer of 2012, LTD and the City began work on the Main – McVay Transit Study, funded by a grant from the Federal Transit Administration. This work builds on the partnership between the City and LTD to successfully deliver the previous downtown to downtown and Gateway EmX lines. The current Study was overseen by a staff project management team and developed through the efforts of a Stakeholder Advisory Committee (SAC) with oversight by the Main Street Projects Governance Team (GT). Significant public involvement was conducted throughout the Study, Transit Study Final Report, Chapter 3 Community and Agency Input. The final Study recommendations before Council have been developed by the SAC and have been recommended to Council and the LTD Board by the GT. On May 18, 2015, in regular session, Council has scheduled time for public comments on the Transit Study recommendations. Council may consider a resolution accepting the Study recommendations and approving the work to reach an LPA. With an LPA in place, LTD could then complete a NEPA process and compete for state and federal funding to build the identified improvements. Mr. Boyatt presented a power point. Things considered in this study regarding Main Street included overcrowded buses, pedestrian and rider safety and access, and projected employment and residential City of Springfield Council Work Session Minutes May 4, 2015 Page 2 growth. These problems will worsen over time as populations increase. He noted some of the issues with both Main Street and the McVay Highway. The study’s charge was to analyze the need, technical viability and public support for potential Main Street transit improvements. Mr. Evans spoke regarding the process for this study. Following public outreach, the Stakeholder Advisory Committee was formed. Information was vetted through the SAC, and then recommendations funneled to the Governance Team which was made up of Springfield City Councilors and LTD board members. Tonight’s presentation is the second to the last stage of this process. As part of the decision making process, there was opportunity for public input at each stage. The public will have a chance to weigh in on feelings about the recommendations to date on May 18. He described the community input including focus groups, listening booths, written comments, website input, e-mail, etc. Mr. Boyatt said the project looked at a wide variety of potential opportunities to improve transit service. Through the course of the project, that was narrowed to the current recommendation. This first recommendation is to advance, as most promising, to the Main Street corridor a no-build alternative, an enhanced bus alternative, and a bus rapid transit alternative. That would be advanced for a more detailed analysis for design, impacts, costs, and benefits, resulting in a locally preferred alternative for the Council to consider for support. For the McVay Highway, it would include a no-build and enhanced bus with a foot note that both gasoline alley and old Franklin Boulevard would be considered for the best option. They would also keep bus rapid transit (BRT) as a concept in case of increased development and/or an opportunity arose from another BRT route into that area. The second recommendation was to conduct further study on the alternatives with the intent of Locally Preferred Alternatives for Main and McVay. The third recommendation from the SAC is for the City to investigate further opportunities to install crossing facilities on Main Street east of 58th Street. That is something that Brian Barnett and Michael Liebler are working with ODOT to develop. Councilor Pishioneri asked if there had been a public opinion poll taken for this project. There was not. He felt that was important to know what the citizens wanted. Mayor Lundberg said that is why they formed the Stakeholder Advisory Committee. A survey should have been discussed prior to the process. She asked about the timeline for this process. Mr. Boyatt said they would present during a work session before the LTD Board on May 11. Council would have a follow-up meeting during their regular session on May 18. That would be the decision point to decide whether or not to go into a Locally Preferred Alternative (LPA) process. The next steps including possible ways to design and deploy enhanced bus treatments would take about 3-6 months, and they would come back to Council for a decision in about 5-7 months. Mayor Lundberg said doing a public poll would be out of keeping with the normal due process. The due process is to get public input. Nothing has come in that would override the current process. Councilor Pishioneri said there had been great battles and heartache between LTD and businesses. He would like to look at where the public is on this process and feels it should have been done long ago. He feels it should be easy to articulate the questions for a poll. With that behind the elected officials, it would be easy to say this is something the public wants. Mayor Lundberg said they have not done that with the urban growth boundary (UGB) expansion or other big topics, and is outside of their normal process. City of Springfield Council Work Session Minutes May 4, 2015 Page 3 Councilor Wylie said she had served on the EmX Steering Committee since it had begun. The amount of resistance is deceptive and is mostly from outsiders and not many local businesses. Mayor Lundberg and Councilor Woodrow have worked for the last few years on the Main Street Governance Committee, involving the public on many levels to make sure the public was involved in this process and had the opportunity to speak. Councilor Ralston said it makes a difference on which recommendation they choose. Mayor Lundberg said they would recommend three alternatives. She asked the Stakeholders Advisory Committee (SAC) to come forward. The SAC members joined the Council at the table. Mr. Hledik said he has served on several committees in the Glenwood and Springfield area. The Stakeholder Advisory Committee (SAC) was made up of 17 people and represented a diverse number of interests, including citizens at large, businesses, property owners, seniors, disabled, trucking and freight industry, bicyclists and pedestrians, higher education, elementary schools, other jurisdictions and advocacy groups. A member of the “Our Money, Our Transit” group was invited, but only attended briefly and then dropped out. There was a deliberate attempt to have broad representation. More than 17 people would have been unwieldy. There was a steep learning curve, it was very technical and a lot of information and a lot of homework. Members studied the issues and spoke freely on those issues. It was also staff facilitated, but because of the nature of the work involved, that was good. Staff presented the committee information and the SAC did the analysis. Everyone had an opportunity to question the information presented. Their recommendation was not totally unanimous but was overwhelming a majority. Mr. Rowlett said he enjoyed being involved in the SAC and felt staff was very helpful. He represented Lane Community College (LCC) and said there is high support from the students at LCC for enhanced transit and EmX. They make up a large number of ridership for LTD and they would like to see more transportation into Springfield. Safety has been a big issue on 30th Avenue with three students killed in that area over the last 7 years. They are looking for options to make it safer for bikers and walkers, and he would love to see a route from LCC to Glenwood. They are excited to see the redevelopment of Glenwood and how the colleges could participate with that connection. The SAC started with all options on the table, and narrowed it down to things that were realistic. LCC would love to see BRT come out to the college. Enrollment at LCC will grow again and there could be development in both Eugene and Springfield in that area at the same time. His recommendation was to try to be smart when planning for the future. His understanding is that they rely heavily on federal funds for BRT and would like to pursue that further. The SAC received community feedback that also went to staff about this process and the Main Street Corridor study. In looking at recommendations to forward on to the elected officials, they were looking primarily at transit, but also pedestrians and bicyclists. They need safe routes for all. Ms. Newman said it had been an honor to serve on the SAC. It has been a long process to get to the final recommendation. There were a lot of conversations on safety such as lighting, connecting bicycle corridors, and how to use this project to facilitate those safety improvements and invest in our community. It was good to hear out everyone’s opinion. The SAC has a desire to move this forward to address problems stated. The Route 11 bus is very crowded. One of the things the school district is interested in is connecting the Thurston area and giving those students and residents access to more of our community. She hopes they take the SAC’s recommendation to move forward. City of Springfield Council Work Session Minutes May 4, 2015 Page 4 Councilor Moore asked how much involvement there was from the Oregon Department of Transportation (ODOT). Ms. Newman said David Helton was the ODOT representative, and other ODOT staff also attended the meetings. Mr. Boyatt said ODOT Area 5 Manager Frannie Brindle was also part of the Governance Team. Councilor Pishioneri thanked the members for serving on the SAC. He said he needs to be convinced this is something the city wants. Listening to them and the process, they did their due diligence and he appreciates that. This is a huge project that will cost taxpayers a lot of money. Councilor Ralston asked how any of this helped with congestion. Mr. Boyatt said congestion is on several levels: over demand for transit and leaving people at stations; and average daily trips in the corridor. The more people that are willing to ride the bus rather than drive, will provide a benefit to reducing congestion. Looking ahead at some of the design concepts with enhanced bus and BRT, there are solutions that include having the bus out of the travel lane. Those details would be explored in the LPA process. Councilor Ralston said anyone that can afford to drive a car will drive a car. People they are targeting probably can’t afford a car or can’t drive. He doesn’t want to make congestion so bad people are forced to take transit. If they can move the buses out of traffic, that is fine. Mayor Lundberg said the discussion is to decide what to move forward for public input on May 18. Mr. Boyatt said during the May 18 public hearing citizens could speak and the Council could make their decision. Mayor Lundberg said they have opportunity for the public to give input before making a decision to this forward to the LTD Board. She thanked the SAC members for their work. It was a long process and she appreciates their work. Councilor VanGordon asked what the difference in funding options were for enhanced bus or BRT. Mr. Evans said there is and it depends on how it is designed. Typically, they envision that enhanced bus doesn’t necessarily have the level of station enhancements or pedestrian sidewalks, but would have queue jumps and traffic signal priority similar to EmX. It may or may not be as rapid as EmX. What makes EmX faster than regular bus service is the raised platform stations which allow quick loading for all passengers. Councilor VanGordon asked if they would have the same funding source for Option 1 or Option 2. Mr. Evans said under current legislation for that type of funding, it needs to be a majority of exclusive transit ways. That can be defined as what they have on Pioneer Parkway or could be defined as priority treatment for transit vehicles. Legislation is subject to change, but currently there are more dedicated funds for EmX than enhanced transit. Councilor VanGordon said his concern is that we may have to come up locally with dollars for enhanced. He would like to evaluate the one with the opportunity for the most available dollars. City of Springfield Council Work Session Minutes May 4, 2015 Page 5 Mr. Evans said there is a range of funding available and they can look at that during the LPA. Councilor VanGordon said he would like to see more of that information before the public hearing. He was concerned the enhanced transit would need to be locally funded. Mr. Evans said it is not likely it would be all locally funded. Mr. Viggiano said typically these types of projects are funded through a Federal program called “Small Starts Program”. Enhanced transit as described would not be eligible for those funds. BRT could be defined broadly and can be through “Small Starts”, but would need to include certain elements that enhanced transit does not. There may be other federal funds available. Mayor Lundberg said the second problem they are trying to solve is pedestrian and rider safety and access. As part of the EmX project along Pioneer Parkway, the City got lighting and artwork. That entire corridor changed dramatically because of EmX. The biggest issue on Main Street is getting people back and forth safely. One option is to have medians and if there was an exclusive EmX line, it could help with that issue. There are a lot of things she wants Council to think about as this is a big decision. The public will be well notified of the public hearing and they did go through a thorough process to get to this point. She feels LTD could do things better and coordinate with the City to get their messages out together. Bus service is so important to so many people, especially along Main Street. She asked Council to think carefully over the next two weeks on this. Conducting a study and considering EmX does come with a level of funding that could make a better and safer corridor. It would be helpful to know the order of the other corridors being considered. This has been carefully studied and it is now time for the Council to make a decision. They will make sure everyone knows they can attend and comment during the May 18 meeting. ADJOURNMENT The meeting was adjourned at 6:50 p.m. Minutes Recorder – Amy Sowa ______________________ Christine L. Lundberg Mayor Attest: ____________________ Amy Sowa City Recorder City of Springfield Regular Meeting MINUTES OF THE REGULAR MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY MAY 4, 2015 The City of Springfield Council met in regular session in the Council Chambers, 225 Fifth Street, Springfield, Oregon, on Monday, May 4, 2015 at 7:00 p.m., with Mayor Lundberg presiding. ATTENDANCE Present were Mayor Lundberg and Councilors VanGordon, Wylie, Moore, Ralston, Woodrow and Pishioneri. 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. PLEDGE OF ALLEGIANCE The Pledge of Allegiance was led by Mayor Lundberg. SPRINGFIELD UPBEAT 1. Mayor’s Recognition a. Earth Day Poster Contest Winners. Amber Fossen said this was the 9th Annual Earth Day Poster Contest. This year they received 408 entries! In honor of Earth Day 2015, both fourth and fifth grade students in the Springfield School District were asked to share why “Water Matters!” to them. The winners were called forward and received a plaque from Mayor Lundberg. They were: Fourth Grade Winners • First Place: Emily Reyes • Second Place: Madison White • Third Place: Paige Gault • Fourth Place: Cassie Zerr • Fifth Place: Kassandra M. Fifth Grade Winners • First Place: Jay Veach • Second Place: Katie Anderson • Third Place: Zoe Johnson • Fourth Place: Quealey Carpenter • Fifth Place: Alyssa Blilie The winning posters from each grade are on display in the City Hall lobby for the entire month of May. Mayor Lundberg thanked all of the students and said all of the entries were outstanding. City of Springfield Council Regular Meeting Minutes May 4, 2015 Page 2 b. National Nurses Week Proclamation. Mayor Lundberg read from the proclamation. Nurses Nancy Deyhle and Kevyn Paul came forward to accept the proclamation. Mayor Lundberg thanked them for all they do as nurses. c. Kids to Parks Day Proclamation. Mayor Lundberg read from the proclamation. d. Salvation Army 150th Anniversary Proclamation. Mayor Lundberg read from the proclamation. Salvation Board Member Chris Stole and Major Mitham Clement came forward to accept the proclamation on behalf of the Salvation Army. Ms. Stole noted that Chief Tim Doney was also a Board member of the Salvation Army. e. Municipal Clerks Week Proclamation. Mayor Lundberg read from the proclamation. Springfield City Recorder Amy Sowa came forward to accept the proclamation. 2. Other a. Employee Recognition: Dean Bishop, 25 Years of Service. Gino Grimaldi, City Manager, presented the staff report on this item. He acknowledged Mr. Bishop’s years of service with the City of Springfield and the many things he does to keep our traffic moving smoothly. He noted the many projects Mr. Bishop had been involved in over the last 25 years, including traffic control for all events in the City. Mr. Bishop is also a very talented musician (piano), woodworker and sailor. Mayor Lundberg said she received all of the praise at a group home when a light was put in, but she knows it was his work that helped with that light. Mr. Bishop said he had enjoyed working for Springfield. Councilor Woodrow noted that he helped coordinate the Springfield Christmas Parade every year. Councilor Pishioneri thanked Mr. Bishop for his service during the Vietnam War. CONSENT CALENDAR 1. Claims 2. Minutes a. March 23, 2015 – Work Session b. April 6, 2015 – Work Session c. April 6, 2015 – Regular Meeting d. April 20, 2015 – Work Session e. April 20, 2015 – Regular Meeting City of Springfield Council Regular Meeting Minutes May 4, 2015 Page 3 3. Resolutions 4. Ordinances 5. Other Routine Matters a. Allow Pavement Overlay Activities Outside of the Hours of 7:00 a.m. and 6:00 p.m. for Grinding and Paving Work for the Franklin/McVay Sanitary Sewer Extension Project. IT WAS MOVED BY COUNCILOR WOODROW WITH A SECOND BY COUNCILOR WYLIE TO APPROVE THE CONSENT CALENDAR. THE MOTION PASSED WITH A VOTE OF 6 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. Setting Local and Regional Wastewater and Stormwater User Fees Effective July 1, 2015. RESOLUTION NO. 2015-12 – A RESOLUTION OF THE CITY OF SPRINGFIELD SETTING LOCAL AND REGIONAL WASTEWATER (SEWER) USER FEES AND LOCAL STORMWATER (DRAINAGE) USER FEES AS SET FORTH IN THE SPRINGFIELD MUNICIPAL CODE. Matt Stouder, Environmental Services Manager, presented the staff report on this item. Each year, the City Council reviews and establishes the rates for local wastewater and stormwater user fees and adopts regional wastewater user fees set by the Metropolitan Wastewater Management Commission. Council action is needed to establish new user fees for FY 15-16. These rates are established to provide adequate revenue to fund operation and maintenance (O&M) of Springfield’s wastewater (sanitary sewer) and stormwater systems, and a portion of the Capital Improvement Program (CIP) for each program. The Council also adopts the user fees set by the Metropolitan Wastewater Management Commission (MWMC) for the Regional Wastewater Program. The City Council reviewed and discussed options for local wastewater and stormwater user fee adjustments at its April 27, 2015 work session. Council provided guidance to staff to prepare a resolution based on Option 1 for both wastewater and stormwater services. Staff has prepared a schedule of user charges for a public hearing, based on the 2.5% increase in the local wastewater user fees and a 3.7% increase in the local stormwater user fees. In addition, the Council was informed that the MWMC adopted a 2.0% increase in the regional wastewater user fees that also needs to be incorporated into the schedule of user charges for FY 15-16. Staff continues to explore options to reduce pressure on user fees while continuing to meet environmental and regulatory standards. A successful strategy will take multiple years to implement and will, in part, depend on the City’s ability to significantly reduce reliance on user rates as a source of capital, by improving the ability of System Development Charge (SDC) revenues to fund a greater portion of the capital investment. This could reduce and/or defer the need to rely on future debt financing City of Springfield Council Regular Meeting Minutes May 4, 2015 Page 4 and reduce the importance of providing coverage for debt service as an operating budget constraint in the long-term financial forecast. Mayor Lundberg opened the public hearing. No one appeared to speak. Mayor Lundberg closed the public hearing. IT WAS MOVED BY COUNCILOR WOODROW WITH A SECOND BY COUNCILOR WYLIE TO APPROVE RESOLUTION NO. 2015-12. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. 2. Liquor License Endorsements for the Renewal Period of 2015-2016. Sophia Seban, Property Management Specialist, presented the staff report on this item. On December 19, 1994, Council approved Ordinance No. 5768 that established specific criteria to be used when reviewing an application for a liquor license endorsement. Council may recommend denial based upon reliable, factual information as it relates to any of the criteria listed in Section 7.302 of the Springfield Municipal Code. Some of the required information for liquor license renewal, i.e., ownership of the establishment, cannot be determined until staff receives the actual application. However, some determination about meeting the listed criteria can be made now since the criteria relates to the level of police activity associated with the establishment. In the Police report, Lieutenant Rappe notes a slight increase in police activity compared to last year due mainly to criminal trespass and the addition of newly licensed premises such as Candlewood Suites. The public hearing this evening is scheduled for Council to receive community testimony relative to the liquor license renewal endorsement. At the conclusion of the public hearing, Council is requested to provide one of the following recommendations to the Oregon Liquor License Commission for the license renewal of the listed establishments: 1. Grant; 2. No Recommendations; 3. Do Not Grant Unless (applicant demonstrates commitment to overcome listed concerns); or 4. Deny. At this time, staff has no information that would tend to support negative recommendations on these renewals. Accordingly, subject to any public input received at the hearing, and final submission of applications meeting all of the criteria, staff recommends that the Council provide a positive recommendation for renewal to the Oregon Liquor Control Commission. Ms. Seban said there were two establishments that were not included in the Police Activity Report due to recent applications. These liquor licenses are eligible for renewal. Although the police responses have increased by 3%, the overall increase is due to criminal trespassing which are generally calls requested by the establishment to keep more control on the premises. Councilor Pishioneri asked if the Police Department had any concerns with any of the business that applied for renewals. Ms. Seban said based on the Police reports, none of them had risen to an area of concern. Councilor Pishioneri noted two establishments that had a higher level of calls for service. City of Springfield Council Regular Meeting Minutes May 4, 2015 Page 5 Ms. Seban said they had been at that level in years past. There was not significant change. Mayor Lundberg opened the public hearing. No one appeared to speak. Mayor Lundberg closed the public hearing. IT WAS MOVED BY COUNCILOR WOODROW WITH A SECOND BY COUNCILOR WYLIE TO GRANT THE LIQUOR LICENSE ENDORSEMENTS FOR THE RENEWAL PERIOD OF 2015-16. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. 3. Self-Certification Inspection Housing Checklist for Licensed Rental Properties. ORDINANCE NO. 1 – AN ORDINANCE AMENDING SPRINGFIELD MUNICIPAL CODE SECTION 7.342 REGARDING BUSINESS LICENSES REQUIRED. (FIRST READING) Matt Ruettgers, Building and Land Development Manager, presented the staff report on this item. As part of the City’s Business License program for rental properties, staff is recommending the addition of a Self-Certification Inspection Housing Checklist as a requirement to obtain a rental business license or license renewal. In the City of Springfield’s continued commitment to safe rental housing, staff has researched and developed a Self-Certification Inspection Housing Checklist to be included as a part of the application and renewal of business licenses for rental properties. The inclusion of this form in the license/license renewal process would require property owners to evaluate the condition of their rental properties and self-certify that the minimum requirements for health and safety protection, and the preservation of these dwellings, have been met at the time of application for business license or annual renewal. The change to Springfield Municipal Code Section 7.342 would establish, as part of obtaining a rental business license, the requirement to complete a Home Safety Checklist. If adopted at the second reading on May 18th 2015, the Checklist will be included with rental license renewals, which will be mailed shortly after adoption. Those checklists will be due to the City by July 1, 2015. Because this is a new process, an extension for the deadline can be allowed. The license is required for four-plexes and larger. Single family homes that rent out bedrooms would not be included. Councilor Moore said this was appropriate. She would hope the minimum requirements are being met by landlords. Councilor Pishioneri asked if any of the items on the checklist are different than what is required by State law. Mr. Ruettgers said there was not. The purpose of the checklist is to put responsibility on the property owners and managers to ensure they are providing safe housing. City of Springfield Council Regular Meeting Minutes May 4, 2015 Page 6 Mr. Grimaldi said the City did not have an active inspection program. This is as way to communicate to property owners to make sure they understand the requirements, and for the City to have a checklist showing they have met the requirements. Councilor VanGordon asked if the property owner would be denied a license if they did not comply. Mr. Ruettgers said that is correct. There are some items on the checklist that don’t apply to all properties. Councilor VanGordon asked if this was just a way to communicate to property owners about the requirements. If so, he is not sure self-reporting is the best way. Mr. Grimaldi said it was not the complete solution. If Council would like a work session to discuss this further, staff could get that scheduled. Councilor VanGordon said he would be interested in a work session. Questions were raised about enforcement and liability issues. Mayor Lundberg said currently we just issue a license assuming they are doing the right thing. This puts the responsibility back on the property owner. The City would not be going out with this checklist. She felt they should include the Code language that defines and explains some of the requirements such as the “approved emergency exit”. Mr. Ruettgers said that information was not included with the checklist, but is available online. Councilor Pishioneri said another checklist item was that “all gas lines are free of leaks”. Not all property owners are going to manually check each gas line. He said he would hope they were, but wondered if there would be a legal issue if something happened and each line hadn’t been checked. Councilor Woodrow said they are only asking property owners to self-report on the checklist. If they have a concern if there is a leak, they can hire someone to do that inspection. Councilor Pishioneri asked if the landlord would need to hire an inspection service to do that and how often. He is supportive of making housing safe for our citizens, but feels this process needs some additional work. Mayor Lundberg said the point of this is to avoid situations with faulty facilities. She asked if the Council wanted a work session to clarify. Councilor Ralston asked about the costs to implement this reporting. Mr. Ruettgers said it would be part of the licensing, so would not require additional staff. Councilor Moore asked if they had a place for renters to come for information or to report issues with their rental. Ms. Smith said a renter has recourse through State law or Lane County Legal Advocacy. The Oregon State Bar also has a lot of information. There is not anything city produced for renters and this is not part of that program. This is focusing on the landlords. There are other options for renters. City of Springfield Council Regular Meeting Minutes May 4, 2015 Page 7 Council agreed they would like a work session on this item. Mayor Lundberg opened the public hearing. No one appeared to speak. Mayor Lundberg closed the public hearing. No action requested. First reading only. 4. 16th Street Vacation. ORDINANCE NO. 2 – AN ORDINANCE VACATING A PORTION OF 16TH STREET BETWEEN G AND I STREETS. (FIRST READING) McKenzie-Willamette Medical Center is requesting vacation of a two-block segment of 16th Street between G and I Street to facilitate a planned expansion of the hospital campus, including the principal hospital building, ancillary facilities, parking lots and walkways. McKenzie-Willamette Medical Center has initiated the vacation action in accordance with Section 3.200 of the Springfield Municipal Code and Section 5.2-120 of the City’s Development Code. The two-block section of right-of-way proposed for vacation is a 36-foot wide paved street within a 60- foot wide right-of-way. Sixteenth Street is classified as a local street and currently provides a continuous connection between Main Street and Centennial Boulevard. According to the applicant’s project narrative, the subject street vacation is requested to facilitate expansion of the existing hospital building and ancillary facilities, and to improve the function, safety and security of the hospital campus at 1460 G Street. The right-of-way requested for vacation is inside and central to the Hospital Support Overlay District (HS), a delineated zone to the east and south of the McKenzie-Willamette Hospital that is identified for future hospital expansion and related hospital support services. The HS District boundary encompasses public streets and private properties generally between 14th Street/Mohawk Boulevard to the west and 18th Street to the east, and between F and J Streets. Staff advises that vacation of the right-of-way also would require provision of a public utility easement across the vacation area to allow for maintenance, repair, and replacement of existing utility infrastructure. A public access easement also would be required to accommodate a planned multi-use bicycle/pedestrian connection to replace the existing sidewalk that runs along the east edge of the subject right-of-way. Mr. Limbird noted some changes in Section 4 of the ordinance that were made after the agenda packet was put together. That language was distributed to the Mayor and Council. Those changes describe the vacation area easements in more detail. In accordance with Section 3.204(1) of the Springfield Municipal Code, disposition of public right-of- way requires that the applicant pay an assessment of special benefit for the value of the vacation area that inures to the benefiting property. Section 3.204(3) states that the City Council may waive the requirement for an assessment of special benefit if the vacation is deemed to be in the public interest. City of Springfield Council Regular Meeting Minutes May 4, 2015 Page 8 If the City Council determines that waiver of the assessment of special benefit is warranted for this vacation request, staff recommends commemorating that action through adoption of a Resolution. Councilor Woodrow asked if this had been reviewed by first responders. Mr. Limbird said it had been reviewed by the Fire Marshal’s office. Points of entry would be on G and I Streets and the vacation would not block emergency access. The Fire Marshal noted that if the vacation occurred, provision for some type of connections through H Street should be considered. Staff and the Fire Marshal’s office will review that at the time of site plan review. There were two phone calls inquiring about this, but no written comment to date. Councilor Moore referred to the staff report, Section C5 regarding the right-of-way reverting back to public ownership if the hospital did not proceed. She would like to see that in the resolution. Councilor Ralston said vacation makes it harder for people to get into H Street. He suggested making a loop at the end for access. Mr. Limbird said the plan is to create a ‘c’ at the end of that turnaround to allow access. The right-of-way is also wide enough to allow two-way traffic. It would, however, cut off direct access to 16th Street. Councilor Pishioneri said the traffic analysis mostly addressed south-bound on 16th rather than other directions of travel. Shutting off this road would push people further into the neighborhood or put them all on Mohawk. Mr. Limbird said the traffic engineer could respond regarding the findings. There is a lot of delivery truck access on the east side of the hospital, as well as employees who park in that location. There is a lot of inbound traffic to those locations. Traffic Engineer Kelly Sandow of Sandow Engineering responded to the question. She said most of the traffic heading southbound are people coming off of Centennial Boulevard onto 16th Street They are then cutting through and heading south past the hospital. Her assumption would be that those were mostly work to home trips going into the neighborhood. Councilor Pishioneri asked if something was sent out to the impacted areas allowing them an opportunity to respond. Mr. Limbird said notice was mailed out to properties 450 feet in all directions from the center line of the road. The mailout went to hundreds of businesses, residents and property owners. Some of those who had contacted the city are out of town property owners checking on access for their tenants. The tenants would have also received the same notice. The notification was more generous than what was required. There will also be notification through the application process. Councilor Pishioneri asked if staff had received feedback. Mr. Limbird said he had only received two phone calls and those concerns were addressed. Councilor Moore said she is excited about the hospital expanding in Springfield. She asked if the City could partner with the hospital for some community outreach and needs being met if they decide to City of Springfield Council Regular Meeting Minutes May 4, 2015 Page 9 waive the assessment. She would like to see the City get something that would benefit the community as a whole. Mr. Limbird said staff is offering this for Council consideration. Representatives from the hospital are in attendance and could speak to that tonight or after the meeting. Staff will proceed with any direction received from the Council regarding that topic. Mayor Lundberg opened the public hearing. 1. Joe Rodemacher, Springfield, OR. Mr. Rodemacher spoke in opposition to the vacation of 16th Street. The notice sent out said there would be no negative effect to traffic circulation, but it will have a negative affect for people travelling to and from the neighborhood. The notice stated that the applicant “shall post two signs approved by the director on the subject property, or if a right-of-way is proposed to be vacated notice shall be attached to a telephone pole or similar utility pole within the vacation area”. The signs were posted very low on surveyor stakes, not visible to drivers who would be most affected. The 450 foot area doesn’t come close to encompassing those who will be affected. This will affect drivers from Centennial to Main, and 14th to 21st. He opposes this vacation due to the disruption to traffic circulation for a large number of people. The letters should have gone out to that entire area from 14th to 21st and Centennial to Main Street. 2. Douglas Jones, Springfield, OR Mr. Jones said he just found out about this vacation in the last 48 hours. He saw the flyer and thought it was for a lost dog or cat. He made phone calls in the area around him and no one knew about this at all. Not long ago, that area lost the light at 14th and E Street, putting more pressure on 16th Street in terms of traffic. He supports the hospital, but didn’t believe they had done their best in letting everyone know. 3. Kimberly Clark, Springfield, OR Ms. Clark did not appear to speak. 4. Chris Carter, Springfield, OR Mr. Carter did not appear to speak. 5. Jay Thom, Springfield, OR Mr. Thom said due to convergence of certain public institutions and the hospital, there is a geographic barrier dividing north and south Springfield. Some of those barriers include Springfield High School, Silke Field and other athletic fields, Willamalane Park and Pool, and McKenzie Willamette Hospital. This is forming a mega-block from 7th to 21st Street with only three streets that allow access north to south in that area from Centennial to Main Street: Mohawk, 10th Street and 16th Street. By taking away 16th Street, they are taking away a critical north/south arterial corridor, making it difficult to go from north to south Springfield. The City of Eugene does not vacate streets. His proposal is to suggest that the architect go back to the plans and keep the grade of 16th Street and expand the hospital by going above or below grade. This vacation will cause a lot more congestion in the residential neighborhoods all around the park, high school and hospital. 6. Colin McArthur, McKenzie Willamette Hospital (Applicant’s Representative) Mr. McArthur said the applicant requests to vacate the two-block segment of 16th Street extending from G Street to I Street. This request aligns with the original vision and regulations of the HS overlay zone. These updates anticipate the future expansion of the hospital campus within the overlay zone boundary. These updates were intended in part to facilitate expansion and retention of the hospital in its current location. Representatives from McKenzie Willamette and the design City of Springfield Council Regular Meeting Minutes May 4, 2015 Page 10 team are here to speak on the project, highlight their reinvestment in Springfield, and convey the importance of this request in realizing the vision. Mr. McArthur said there are three criteria of approval. The first criterion addresses easements which does not apply to this request. The second criterion contains three sub-parts which address consistency within Springfield’s Comprehensive Plan (Metro Plan) framework, City Code, and the function of the transportation system. The first sub-part evaluates conformance with the Metro Plan and other local plans. Staff confirmed that no adopted refinement plans or conceptual plans apply to this area, and the request does not change plan or zone designations, and helps achieve the Comprehensive Planning goals of implementing directives for hospital support. The second sub-part evaluates consistency with the Springfield Development Code which found this aligns with the intent of the HS overlay zone. The third sub-part seeks to ensure the vacation facilitates a safe and efficient transportation system and that there is greater public benefit from the vacation. The applicant prepared a street connectivity study to analyze the effects of the vacation. The study demonstrates: the request will improve the site and help create a pedestrian, walkabout campus; the signage , driveway and walkway design will help direct traffic; improve access or reduce speeds on campus; north-south access through the hospital will be maintained but reconfigured; and the street grid will continue to operate within minimum acceptable level of service standards. The vacated right-of-way will be incorporated in a major hospital campus expansion that maintains utility and multi-modal access for pedestrians and cyclists. The area will serve a greater public purpose than its current status as a local street. Compliance is further insured through the conditions requiring recording of a public utility easement and public access easements within the vacated area. They have no objections to those two conditions applied by staff. Staff recommends approval of the vacation with those two conditions. Approval of this request is vital to the project and in the public interest. 7. Chad Campbell, CEO of McKenzie Willamette, Springfield, OR. Mr. Campbell said they are very excited about this project. It is a $90M expansion building a four-story building that will benefit the community. Their employees (about 850) are very excited. The hospital has been looking at staying or moving, and they are excited to stay at the current location. Part of the street vacation will allow safety and their ability to expand. The expansion will help the community by expanding services, bring more job growth, and support Springfield by working together and continue their partnership. They feel they have been a great community partner and will continue that great relationship. He thanked the Council for their consideration. He acknowledged City staff and their process. 8. Brian Willer, Architect and Project Manager, Representing McKenzie Willamette: He has been working on this project since 2010 in both master planning and designing. It has been a long process and he shares Mr. Campbell’s enthusiasm for this project. It has been great working with the community and staff on this project. This project will nearly double the size of the emergency department, which is currently very inadequate. The cardiovascular and surgical services will be consolidated which will increase efficiencies for the hospital and hopefully improve outcomes. They will be adding a patient tower for the ED (Emergency Department) and Surgery areas. That tower will be stressed to allow additional floors in the future. This is going to grow and that’s why the request for the vacation is so vital. They are looking fifteen years from now and possible future expansions. The vacation is for safety. There are currently two parking areas across the street and having them contiguous for biking and walking is very important. He urged Council to approve the vacation. City of Springfield Council Regular Meeting Minutes May 4, 2015 Page 11 Councilor Pishioneri asked about the tower. Mr. Willer said with the expansion, they will be demolishing part of the building and adding private beds. Councilor Pishioneri asked if another analysis was needed for the number of beds. Mr. Willer said they have done that and are in good shape. Those capacities are analyzed about every five years so they have planned it so additional floors can be added if needed. 9. Steven Wildish, McKenzie Willamette Board of Directors: Mr. Wildish said as a member of the McKenzie Willamette Board of Trustees, and a resident of the Eugene/Springfield community, he is pleased to speak in favor of vacation of 16th Street for the planned expansion of McKenzie Willamette Medical Center. The upgrades to the hospital will provide our community with a first-class facility helping our professionals to provide the very best in health care. The vacation of 16th Street is critical to the design of the new McKenzie Willamette Medical Center, allowing visitors and patients to easily access the east entrance of the hospital. Removing traffic on 16th Street will increase safety for all those accessing the hospital and make the campus environment more of a pedestrian, rather than a vehicular, setting. He thanked the City of Springfield’s willingness to be a partner with McKenzie Willamette in making this project possible. True to the spirit of what makes Springfield special, they can lend a hand in providing an asset to our community that will serve us for generations to come. 10. Mike Schwartz, McKenzie Willamette Board of Trustees Chair. Mr. Schwartz thanked the City for being great partner with McKenzie Willamette to get this project to this point. One of the things they should be proud of is that McKenzie Willamette is the only hospital in Oregon to be named “Top Performer in Key Quality Measures”. It is also the only Lane County hospital with chest pain accreditation. They opened a satellite wound care clinic that has been very successful, and a cardiac pulmonary rehabilitation center. They are creating positions in both cardiology and cardiovascular surgery, and just opened a primary care physician’s clinic next door. They have a $1.5M Ob/Gyn floor that just opened that is state of the art. Their mission is “Caring for people in extraordinary ways”. Their values are to take the moral high road and do the right thing. Their goal is to give the best patient care in the community. Their 30-minute response time in the emergency department has been spectacular. This expansion allows them to build an $80M-$90M tower. He recommends approval of the ordinance for vacation of a portion of 16th Street. Mayor Lundberg said this is s first reading so no action would be taken tonight. 11. Irene Carlile, Springfield, OR Ms. Carlile said she heard there was going to be a medical building on the empty field near St. Alice. She is not sure why they can’t build something in that field, rather than through this street. Closing this street will hurt traffic going through the city. There are already a number of streets that can’t be used with the School and Willamalane. She would like them to find another way to expand without taking away 16th Street. 12. Nicolas Cazares, Springfield, OR Ms. Cazares said he is part owner of a home on H Street. The home and property in question is in the middle of that block on the north side. His uncle resided in that home for the last twenty or more years. He purchased the home from an elderly City of Springfield Council Regular Meeting Minutes May 4, 2015 Page 12 couple who did not want to sell their home to the hospital because more people will be affected the more of a foothold they have in this area. It could be the entire area that was already sectioned off. Anything in that area can be accessed by this hospital. He believes there was a criminal agenda to chase his family out of Lane County and away from his uncle before he died so they didn’t pose a risk in acquisition of his property. He noted issues with his uncle’s home and his questionable death. Mr. Cazares said he has been stalked and harassed with death threats while trying to get his family into a good, safe neighborhood away from 69th Street. He has been trying to start a business and was oppressed, harassed and cyber harassed. He noted the FBI involvement in trying to cover up his uncle’s death. St. Vincent DePaul who was the property management company, was aware of the harassment. He asked if the community was aware of the possible manipulation by land developers and interested parties. Mr. Grimaldi said Council will be revisiting this ordinance on May 18 during a public meeting. Councilor Moore said she would like to see language added into the resolution about the right-of-way reverting back to public ownership if the hospital did not proceed. Ms. Smith said that could be added into the resolution. Mayor Lundberg closed the public hearing. Councilor Moore said she had other questions she would get answered before May 18. No action requested. First reading only. BUSINESS FROM THE AUDIENCE COUNCIL RESPONSE CORRESPONDENCE AND PETITIONS 1. Correspondence from Jim Straub Regarding the Urban Growth Boundary (UGB) Expansion in College View. IT WAS MOVED BY COUNCILOR WOODROW WITH A SECOND BY COUNCILOR WYLIE TO ACCEPT THE CORRESPONDENCE FOR FILING. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. BIDS ORDINANCES 1. Ordinance Amending Springfield Municipal Code 6.020 and 6.060. ORDINANCE NO. 2 – AN ORDINANCE AMENDING CHAPTER 6 VEHICLES IN TRAFFIC SECTION 6.020 “RESTRICTED IN TIME” AND SECTION 6.060 “ENFORCEMENT” OF THE SPRINGFIELD MUNICIPAL CODE. (FIRST READING) Courtney Griesel, Management Analyst, presented the staff report on this item. City of Springfield Council Regular Meeting Minutes May 4, 2015 Page 13 Beginning July 1st, 2015, the City of Springfield will begin full enforcement of parking in Downtown. The program is structured to include managed permit parking, clarity on how citizens should park on-street as well as resolving citations/fees. These actions would require an ordinance amending multiple sections 6.020 and 6.060 of the Springfield Municipal Code. The City of Springfield has entered into a contract with Republic Parking Northwest to provide Downtown Parking Program services. The Springfield Municipal Code currently allows for parking enforcement and parking permitting but in order to most effectively provide these services, several key amendments to the code are needed. • 6.020(1) - Provide more clarity as to where a vehicle may move after exceeding the posted time-stay. • 6.020(2)(e) –Establishes authority for Council to set fees for permitting parking on municipal lots. • 6.020(2)(f) – Identifies specific parking lots and zones. • 6.060(3) – Establishes authority for Council to set fines associated specifically with the violation of prohibited parking activities. • 6.060(4) – Sets placement of citation and responsibility for payment. • 6.060(5) – Establishes time-period for which tickets must first be addressed by citizen. • 6.060(6) – Requires that the issued citation state penalty for failure to comply. • 6.060(7) – Establishes authority to review and resolve citations through administrative hearings process. • 6.060(8) – Provides for additional communication to citizens who do not respond to tickets within an initial established time-period. • 6.060(9) & 6.060(10) – Allows for the City or contracted enforcement entity to use methods of immobilization (booting) or impound (tow) for vehicles with outstanding citations as well as manage collection of delinquent fines, and impose additional charges (ex. Late fees, collection fees, impound/boot fees, etc.). Council is asked to conduct a first reading of the proposed ordinance amendments to Chapter 6 of the Springfield Municipal Code in order to allow for implementation of the Downtown Springfield Parking Program. No immediate fiscal impact is anticipated from these amendments. No action is requested. This is a first reading only. There were no questions from Council. BUSINESS FROM THE CITY COUNCIL 1. Committee Appointments a. Arts Commission Applicant Appointments. Assistant City Manager Jeff Towery, presented the staff report on this item on behalf of Librarian Kristen Cure. The Arts Commission has one vacancy on its board of nine commissioners. One position opening was advertised. The vacancy was due to a resignation with 8 months remaining in the term. The Arts City of Springfield Council Regular Meeting Minutes May 4, 2015 Page 14 Commission received one application. The applicant attended the April 14, 2015 Arts Commission meeting for an interview. On April 20, 2015, the applicant was interviewed by the City Council. In response to a news release in March of 2015, the Arts Commission received one application. The applicant was interviewed by the Arts Commission at their April 14, 2015 meeting. On April 20, 2015, the applicant was interviewed by the City Council. The Arts Commission recommends that Kimberly Lyddane be appointed to the Arts Commission to complete the vacancy left by a resignation for a partial term that expires December 31, 2015. Kimberly Lyddane has a M.S. in Arts Management from the University of Oregon and is the Special Events and Volunteer Coordinator at Willamalane Park and Recreation District. The Arts Commission believes Kimberly Lyddane is eligible and qualified to serve on the commission. The Council is requested to appoint the candidate, Kimberly Lyddane to the Arts Commission during the Regular Meeting. IT WAS MOVED BY COUNCILOR WOODROW WITH A SECOND BY COUNCILOR WYLIE TO APPOINT KIMBERLY LYDDANE TO THE ARTS COMMISSION WITH A TERM EXPIRING DECEMBER 31, 2015. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. 2. Business from Council a. Committee Reports 1. Councilor Woodrow said Mayor Lundberg was honored at the Travel Lane County (TLC) luncheon with the Inaugural Community Leadership Award. The award was carved and was beautiful. It was very well deserved. Mayor Lundberg said she was happy to accept the award on behalf of the City of Springfield. 2. Councilor Moore attended the FertiLab pitch for funding at the Wildish Theater. She heard that Ms. Griesel was very involved in getting them into the building on Main Street. The winner was the Cricket Flour Company. It is great to see all of the young people in downtown with amazing ideas being presented to FertiLab. It is called the FertiLab Innovation Cube at 138 Main Street. b. Other Business BUSINESS FROM THE CITY MANAGER 1. Ratification of the Metropolitan Wastewater Management Commission (MWMC) FY 2015-16 Regional Wastewater Program Budget and Capital Improvement Program (CIP). Matt Stouder, Environmental Services Manager, presented the staff report on this item. As provided for in the MWMC Intergovernmental Agreement (IGA), the City of Springfield, the City of Eugene, and Lane County, as governing bodies, must ratify the annual MWMC’s Budget and CIP. City of Springfield Council Regular Meeting Minutes May 4, 2015 Page 15 The FY 2015-16 (FY 15-16) Regional Wastewater (RWP) Budget and CIP document was approved by the MWMC on April 10, 2015. In preparing and reviewing the Budget and CIP, the MWMC convened three work sessions and a public hearing prior to taking action to adopt the FY 15-16 MWMC Budget. The FY 15-16 Budget funds all operations, administrative services, and capital projects planned for the Regional Wastewater Facilities. The approved operating budget is $17.35 million, which includes a total increase of 4.0% ($665,625) in FY 15-16. The CIP outlines and describes the capital projects planned for the next five years. The FY 15-16 RWP Budget and CIP document reflects a continued focus on the completion of facilities upgrades and expansion, and operations and maintenance activities to provide wastewater treatment for a growing community through 2025 in a manner that protects the public’s health and safety, and the environment. The Commission took a corresponding action to adopt a 2.0% increase in regional wastewater user charges in order to fully fund the Budget and CIP. In accordance with the IGA, the MWMC contracts with the City of Eugene for operations and maintenance services, and with the City of Springfield for administrative services. The attached budget document provides regional program and budget summaries as well as detailed budgets for services provided by Eugene and Springfield. The budget document also provides information about how the RWP activities are driven by the MWMC established goals and performance measures. The FY 15-16 RWP Budget and CIP must be approved by the MWMC and ratified by Lane County, the cities of Eugene and Springfield, and then finally adopted by the MWMC, prior to the beginning of the next fiscal year (July 1, 2015). The Eugene City Council is scheduled to ratify the MWMC Budget and CIP on May 11, 2015, and the Board of Commissioners is scheduled to ratify the MWMC Budget and CIP on May 19, 2015, with MWMC final budget adoption on June 12, 2015. Mr. Stouder highlighted some of the projects planned for the coming year. IT WAS MOVED BY COUNCILOR WOODROW WITH A SECOND BY COUNCILOR WYLIE TO RATIFY THE FY 2015-16 REGIONAL WASTEWATER PROGRAM BUDGET AND CAPITAL IMPROVEMENT PROGRAM (CIP). THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. BUSINESS FROM THE CITY ATTORNEY ADJOURNMENT The meeting was adjourned 8:34 p.m. Minutes Recorder Amy Sowa ______________________ Christine L. Lundberg Mayor Attest: ____________________ City Recorder City of Springfield Work Session Meeting MINUTES OF THE WORK SESSION MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY MAY 11, 2015 The City of Springfield Council met in a work session in the Library Meeting Room, 225 Fifth Street, Springfield, Oregon, on Monday May 11, 2015 at 5:30 p.m., with Mayor Lundberg presiding. ATTENDANCE Present were Mayor Lundberg and Councilors Wylie, Moore, Ralston, Woodrow and Pishioneri. 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. Councilor VanGordon was absent (excused) 1. Joint Meeting with the Springfield Arts Commission. Kristen Curé, Librarian, presented the staff report on this item. Those attending from the Arts Commission were Chair Niles Shartz, Rick Dunaven, Gary LeClair, Wanda Seamster, Donald Durand, and Kym Lyddane. Mr. Shartz thanked the Council for the opportunity to serve on the Arts Commission, and the Development and Public Works department for all of their help in setting up for the many events. He also thanked the Library for their support and Ms. Curé for her assistance. The Springfield Arts Commission was established in 1986 at the end of the City’s Centennial Celebration to promote the arts and culture of Springfield. The commission provides opportunities for artistic creation, exhibits, performances and events. The Arts Commission facilitates cooperation among local organizations to make art accessible through youth workshops, monetary grants, a variety of public arts exhibits, the creation and maintenance of Art Alley, and support for the Second Friday Art Walk program. In creating these arts opportunities and events, the commission seeks to enrich the cultural life of our community and attract visitors from beyond it. The Arts Commission accomplishes all this with an active nine-member citizen board, an operating budget of about $7500, and part-time staff support. In FY15 alone, the Springfield Arts Commission created, supported and facilitated 57 different arts events reaching thousands of Springfield families and visitors. Ms. Seamster said Art Alley was started by the City Council in order to encourage downtown businesses to improve the landscape for pedestrians and visitors. To date, Art Alley includes 15 painted murals, one sculpture and one tile mural. They are currently evaluating all of the art for maintenance needs. The first repair will be on the Jessie Bostelle Memorial Mural at 5th and Main. Last year, the Arts Commission worked with the City Manager’s Office to add the official Simpsons’ Mural, proof positive that we truly are the real Springfield. This year, the Arts Commission and City Manager’s Office are working again to create the Ken Kesey Mural, which will be installed at 4th and Main. The mural will begin in mid-August with a week-long installation and unveiling. They have a new professionally designed brochure that is a self-guided tour of Art Alley as well as other public art in Springfield. It is free and available throughout Lane County, including Eugene Cascades and Coast/Travel Lane County Visitor Centers. Mr. Schartz said the murals are a challenge with maintenance due to the graffiti prevention surface. They are working with an area painter to find paint that will work to restore the murals. City of Springfield Council Work Session Minutes May 11, 2015 Page 2 Mr. LeClair said the Arts Commission allocates a portion of their annual budget to help Springfield organizations through the Heritage Grants. To be eligible for funding, the event must take place in Springfield, and preference is given to Springfield groups. In 2014, they expanded from one Heritage Arts Grant cycle to three grant cycles each fiscal year. That has resulted in lowering individual grant amounts. In FY15, the Arts Commission received 15 applications totaling $7300 in requests. Due to the higher number of applications, their funds have been decreasing each year. He referred to the list of the groups that had received assistance in 2013, 2014 and 2015. They reach out to the community for the applications and have had great success. Mr. Schartz said when they only had one grant cycle, they would average between $2800 and $3300 in requests. Since going to three cycles per year, the amount of requests has increased. It is becoming more of a challenge to decide how to allocate the funds. Many of the requests are very viable and worthwhile. Ms. Lyddane said since 2013, the Springfield Arts Commission has partnered with the Springfield Public Library on 19 youth art projects. These projects have brought out over 1000 children, teens and their families. Programs range from spring break art programs that align with the Springfield Public Schools science, math and art curriculum, to Summer Reading family performances that will bring professional puppet and theater groups from around the state to Springfield. Mr. Durland said the City Hall Gallery is operated by the Arts Commission and has been showcasing the work of local artists since 1989. There have been hundreds of exhibits over the years. It has become a popular vehicle for the arts community and this year they received 22 applicants to exhibit. The Arts Commission reaches out to the community at different artistic levels and tries to determine a quality to all of the groups who display their work. The Art Gallery is a key point for the Friday night Art Walk. The Gallery runs the entire year and has been very successful, without much controversy. Mr. Shartz said when he first joined the Arts Commission, they were changing out the gallery about every 6-8 weeks and only had about six people apply. Since the start of the Second Friday Art Walk, they have changed out the gallery once a month and were recruiting artists to fill the additional months. As the Art Walk has progressed, they have been getting a number of applicants, even having to turn some down. The quality of the art has also increased since the Art Walk has started. Mr. Dunaven said the Art Commission began participating in the Second Friday Art Walks in 2011. The Commission continues to support and promote the Second Friday Art Walk as a valuable part of Springfield’s cultural life. It brings a lot of people and activity to the downtown. In addition to hosting a featured exhibit and live music at City Hall each month, the Arts Commission provides the primary funding for the Art Walk including: monthly marketing, guided tours, performance art installations, and an annual advertisement in the tourist publication of “Eugene, Cascades to Coast”. The Arts Commission also created the outdoor banners that hang over Main and Mohawk Streets and the commission funds the monthly printing of the posters and maps that advertise the event. This after-hours event is a great way to engage the community, promote local visual artists and musicians as well as attract visitors to Springfield. Mr. Dunaven said the Arts Commission will develop more ways to collaborate with other community groups to bring to the Art Walks meaningful activities that will engage a growing number of residents and attract visitors from our surrounding communities. All of this makes Springfield an arts destination, and the number of visitors is growing all the time. Over the past two years some such collaborative Art Walk themes have included the first Springfield Chalk Festival, the Downtown Lighting Festival and the upcoming “Fiesta Cultural” which is a collaboration with the Eugene and Cottage Grove Art Walks to feature Latino Art during Hispanic Heritage Month. City of Springfield Council Work Session Minutes May 11, 2015 Page 3 Mr. Schartz said Jim McHugh and NEDCO are the main coordinators of the Art Walk. Mr. McHugh has done a great job, but they need to eliminate some of that from him so the Eugene Springfield Art Project (ESAP) will now be doing the production of the Art Walk. Emerald Art Center will also now be involved in the Art Walk by printing posters, putting out the news releases, and printing the maps. Mr. Dunaven said Paula Goodbar, Peter Herley, and Marc Gunther (“Time”) started the Art Walk to help fill the empty spaces downtown. Recently, Ms. Goodbar has taken it over and is the driving force. She has been consistent the whole time and they are fortunate to have her. Mr. Shartz said the Arts Commission provided $1200 to ESAP per year and $500 to the Emerald Arts Center for printing and publication. They have a good future in the Art Walk and he feels it will build. With the growing success of the Arts Commission programs and the expansion of the Heritage Arts Grants, the commission will actively recruit partners willing to invest in developing a vibrant arts scene in Springfield. To meet growing demands, the Arts Commission will evaluate its first request for additional funding in nearly a decade. The Arts Commission is committed to creating more arts projects and programs in Springfield that will expand our cultural life while inviting others into our community to share it. Mayor Lundberg said she had seen the request to the City from the Arts Commission. She asked about the programs that receive Heritage Grant funds. Mr. Shartz said all programs are done in Springfield. They gave a grant of $500 to Lane Arts Council to create a mural walk for Springfield. The event will take place in Springfield, but the group is from outside of Springfield. They try to look at groups inside Springfield, but as long as they are bringing tourism to Springfield, they consider those as well. The majority of those on the waiting list are from outside Springfield. Mayor Lundberg asked how many people come to the events that are paid for with the Heritage Art Grants. She agreed that many of those coming are visitors to Springfield. The Arts Commission is paid through transient room tax (TRT) funds so it would be helpful if they could show it is bringing in visitors. She asked for more information about those numbers as they consider the request. Mr. Shartz said they give the Lane Arts Council $500 and they estimate it brings about 50 people to the event. The Art Walk with the gallery, music and maps, costs about $280 per event and they average about 300 people per event. Both of those average between $5 and $10 per person. Mr. Dunaven said they put in two new art galleries in last Art Walk. SUB granted ESAP a gallery in their open storefront. The Art Walk generates excitement and activity downtown. Mayor Lundberg said that is what they want to see. Councilor Ralston said it is fascinating when the Simpsons mural went in and there is a tavern downtown called Moe’s that sells energy drinks and beer from the Simpsons. He asked how they could connect that to raising funds for the Historic Commission. Mr. Shartz said the Arts Commission is not allowed to raise funds that way. Mayor Lundberg said the Art Walk did a good job promoting all of the downtown businesses. The Arts Commission did a stellar job with all of the programs. The request will be for next year. City of Springfield Council Work Session Minutes May 11, 2015 Page 4 Ms. Curé said they have been talking with the Library Director and will put something together for next year’s budget. Ms. Shartz said the biggest concern is funding the Heritage Art Grant. Ms. Curé said she has been the staff liaison to the commission for the last three years. When she first started, they had a surplus from past years that they have been able to use to meet the growing demand. It was Council direction to spend those surplus dollars, and this year those funds will be spent down. Mayor Lundberg said that is correct. For additional funding, the Council just needs justification. The Arts Commission is doing a fabulous job and helping Springfield to be seen as an art community. Councilor Woodrow said the Art Walk has grown so much in the last year. One of the indicators of how the Arts Commission has matured and grown and works with the city. It has truly blossomed. Mr. Shartz said they have had a lot of great commissioners in the past, but he feels they have the best team since he has been on the commission. All members are doing what they can. Councilor Moore said it would be nice if they could expand the Arts Commission to other areas in Springfield such as Mohawk and Gateway. Many of the transit dollars are coming from Gateway. She referred to art work in parks. Mr. Shartz said they have thought about putting art in traffic circles throughout Springfield. The Arts Commission is partnering with Willamalane on some projects and have some artwork in the Community Center and are looking at putting some sculptures at Ruff Park. Ms. Lyddane said Willamalane had put together a National Education Association (NEA) grant to bring artists to do after-school maker center art. The Arts Commission is supportive and wants to partner with them by putting the student’s art out into the community. Ms. Shartz said Niel Laudati had brought up a project at the Vietnam Memorial on I Street and Mohawk, and including women who served. It is a large area that could easily be changed to make it nice. That part of park is not used. Councilor Moore said the Mohawk Hawks (businesses in the Mohawk area) would be willing to work on that project. Mr. Dunaven said they are also working with Niel on the sculpture in Gateway off of I-5. Councilor Pishioneri said in Utah, they had a couple of pinnacles with lights indicative of the temperature and is also used as a warning device. Mr. Durland asked about the latest City planning on the revitalization of downtown as outlined in the Downtown Plan. Mr. Grimaldi said the Council will be considering design standards next week. Lighting is still to be completed, but they are looking for funding sources. Councilor Moore said in the past there had been many downtown revitalization efforts that had not continued on, but this one is moving forward. City of Springfield Council Work Session Minutes May 11, 2015 Page 5 Mr. Durland said there is not a lot of publicity, and letting the public know is good. Mayor Lundberg said that is a good point. Sometimes the public is busy and the City has to remind them what has been accomplished and what they are working on. Mr. Shartz said he has seen downtown transform in the last four years. Mayor Lundberg thanked the Arts Commission for coming and for their hard work. 2. Fire Special Operating Levy Renewal. Bob Duey, Finance Director and Randall Groves, Fire Chief, presented the staff report on this item. The current Fire Special Operating Levy passed by voters in November of 2010 that provides for the staffing of an engine crew at Springfield’s Station #3 will expire on June 30, 2016. To renew this levy for the year beginning July 1, 2016 requires that the Council place a special operating levy request on the ballot for consideration by Springfield voters. Staff is asking that Council provide direction to staff on the preparation of a ballot title to be formally adopted at a June 15 public hearing. If this is put on the November 2015 ballot, it would be in place in time for the FY2017 budget. Mr. Duey said the levy came about in the early 2000’s when the City was building Station #5. Before the station got up and running, property tax limitation Measure 5 was enacted so we lost the funding that had been set aside for the station. At that point, the Council chose to open Station #5 and close Station #3 for the fire engine. Station #3 stayed closed until the levy was put into place to get all five stations fully staffed. The first levy was on the ballot of November 2002 and was renewed twice. He noted that service at all of the stations is very important as the number of calls is rising. Chief Groves said Station #3 is in the center of the combined fire department service area. They rarely send one unit alone, especially for structure fire, complex rescues, and hazardous materials releases. The nexus of Station #3 into the response area is critical, which is why they station the ladder truck at that location. Stations #4 and #5, which are closest to I-5, are two of the busiest stations. Station #3 often takes over for those two when they are busy. Mr. Duey referred to a table of the past levies and why they were set at those amounts. It is appropriate to have a healthy reserve. He explained how they look at current levy revenue and how they project the future costs to know how to set the new levy amount. The reserves had been depleted substantially over the last five years. Some of the taxing factors they are considering with the current levy amount include the Swanson Mill Fire, Symantec, McKenzie Willamette Hospital and the Gateway Mall. The City lost 7% of our real market value from 2009 to 2014, and have only gained about 4% back. He was taking into account a moderate growth factor, salary projections for the Fire Department, the PERS rate impact, and a bond that will be paid off this fiscal year. Next year property taxes will be down due to the payoff of that bond, which will be a reduction of about .23/$1000. This will help offset the levy somewhat. Compression is another issue to consider, but can be very difficult to determine and is different by household. He explained. For the current tax year, compression came into play at about 4½% for both the Police and Fire levies. As the economy improves, compression could lessen. He is not sure how it will affect next year. Councilor Pishioneri asked about the compression and the effect of the bond measure being paid off. City of Springfield Council Work Session Minutes May 11, 2015 Page 6 Discussion was held regarding the rate and that the bond was not part of the $10 cap for compression. Mr. Duey further explained the effect of compression. Councilor Pishioneri noted that the approval rate for the levy went down when it was raised to .40 in 2006, but increased when it was put back to .36 in 2010. He is concerned about going back to a higher rate. Mr. Duey said the levy funding is built around 9 firefighters and associated overtime. Moving one position back to the General Fund was about .04/$1000. To get back to .36/$1000, they would need to put two positions in the General Fund. Councilor Moore said only those that live in city limits pay on the levy. She asked if they could increase the rates of the Rainbow Water District, Glenwood Water District and Willakenzie Water District. Mr. Duey said in contract negotiations with those agencies, he calculates the cost of the personnel for the levy. They are paying their percentage share of the levy services. Councilor Moore asked if the current fire stations are adequate to cover the growth in Glenwood. Chief Groves said Engine #13 from Eugene is closest to that area. They may move assets between stations, but are currently well positioned without the need of a new station. Councilor Moore asked about overall funding for Eugene/Springfield Fire Department and how that is affected. Chief Groves said it is challenging, but they are working through it to make sure everything is clear. He provided an example. Councilor Moore asked if they are looking at maintaining this type of funding for the long term. Mr. Grimaldi said that would be the governance rather than the funding. A fire district is not in his plan at this time. Councilor Moore said she understands special districts sometimes have more funds. Councilor Wylie said when the current bond is paid off, taxpayers will have a .23/$1000 savings. They have made a lot of savings with the merger and moving two firefighters to the General Fund could be a good move. She would like to keep the levy at .36/$1000. Councilor Ralston said he didn’t think the issue is whether or not to keep Station #3 running. That is an important station. Costs are going up and if they told the citizens that they would have the reduction of the bond measure, they would be more likely to support the higher amount. He would prefer to be conservative with a modest increase bringing it back to .40/$1000. He wouldn’t necessarily support .44/$1000, but could support .40/$1000. Councilor Woodrow said it could be a good transition away from the levy to move positions to the General Fund. She feels the message to the citizens should focus on Station #3 and the importance of that station. It needs to be noted that Station #3 needs the funding to stay fully staffed. She liked the idea of relaying to the citizens that the bond being paid off will reduce their taxes .23/$1000, which helps to balance the levy. It needs to be clear that this does not specifically relate to the merger. City of Springfield Council Work Session Minutes May 11, 2015 Page 7 Mr. Duey said the timing of the reduction of bond measure will come out in tax statements prior to when the ballot comes out. Councilor Moore asked how Eugene funds their portion of the fire department. Chief Groves said through the General Funds as well as contract district funds. Mr. Grimaldi said they have a higher percentage of property tax revenue and weren’t hit as hard as Springfield when Measure 5 became effective. Councilor Moore asked about the Police levy. Mr. Grimaldi said they will bring that to the council for discussion next year. Councilor Wylie said it is important to the taxpayer that the levy makes sense to them and it is fair. If the City is raising it too much, it may not seem fair. Everyone wants to support Station #3, but it is the amount they are asking the taxpayer to pay that is the question. Councilor Ralston said the .23 is very important. He asked if they could take that .23/$1000 and roll it into the General Fund, offsetting the levy amount. Mr. Duey said they lose the ability to levy the .23/$1000 when the bond retires. Mayor Lundberg said levies make government more accountable on a regular basis. She would like to see them move one or two positions into the General Fund because there is always the fear for those whose positions are funded by the levy that they could lose their job if the levy fails. The Police levy will also be coming forward which will not likely go down due to the PERS impact so she wants to keep that in mind. She asked when the School District measure will be retiring. She noted the amount of their levy. Councilor Ralston said they would need to let citizens know that keeping the levy amount at .36/$1000 is the best cost for them. He is supportive of trying to get what we can moved into the General Fund to alleviate the levies. Councilor Moore asked about the General Fund. Mr. Grimaldi said the City is seeing a deficit, although lower than it was, but there are still a lot of unknowns. To move another position into the General Fund would take some managing. Councilor Moore said there are other services in the General Fund and it is not growing at a rapid rate. Mr. Grimaldi said the increase in the General Fund after this recession was lower than expected. Mayor Lundberg said it was hard to predict. This is a core service. Mr. Duey said he would like to come back with examples of ballot titles, but he could remain flexible with the rates in the next work session. If Council needs additional information or has questions, he could work on that for the next work session. Council discussed the rates and determined that .44/$1000 was too high. City of Springfield Council Work Session Minutes May 11, 2015 Page 8 Mr. Grimaldi said staff could bring two options to the next meeting - .36/$1000 and .40/$1000 and the impacts of each on the General Fund. Councilor Pishioneri said the department was doing a fantastic job. Councilor Moore asked if they would know more about PERS at the next meeting. Mr. Duey said they would not. He will need to know if they are going to move people from the fire levy to the General Fund before this goes forward. Councilor Ralston asked what it would take to put it all into the General Fund. Mr. Duey said it would be about $1.7M or $1.8M. Mr. Grimaldi said if they could move one or two at a time, they could eventually get there. Councilor Wylie said through the budget process, they could look at moving positions off the levies as a priority and eventually doing away with both levies. They want to have a healthy budget. Mr. Grimaldi said when they look at expenditures, they can look at these positions. Chief Groves said they had worked as a department to keep their costs down and he feels good about that. They are now at the limit of their cuts. Councilor Ralston asked if it is cheaper to have four levies, or a 20-year capital bond. It was noted that bonds can’t pay for personnel. Mr. Grimaldi said parts of budget can be funded through bonds. Mayor Lundberg said they have looked at that possibility. ADJOURNMENT The meeting was adjourned at 7:05 p.m. Minutes Recorder – Amy Sowa ______________________ Christine L. Lundberg Mayor Attest: ____________________ Amy Sowa City Recorder City of Springfield Work Session Meeting MINUTES OF THE WORK SESSION MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY MAY 18, 2015 The City of Springfield Council met in a work session in the Jesse Maine Meeting Room, 225 Fifth Street, Springfield, Oregon, on Monday, May 18, 2015 at 6:15 p.m., with Mayor Lundberg presiding. ATTENDANCE Present were Mayor Lundberg and Councilors VanGordon, Wylie, Moore, Woodrow and Pishioneri. Also present were City Manager Gino Grimaldi, Assistant City Manager Jeff Towery, City Attorney Mary Bridget Smith, Administrative Assistant AJ Ripka, and members of the staff. Councilor Ralston was absent (excused). 1. Discuss Utilizing a Self-Certification Inspection Housing Checklist as a Submittal Requirement for Licensing Rental Properties. Matthew Ruettgers, Building and Land Development Manager presented the staff report on this item. In the City of Springfield’s continued commitment to safe rental housing, staff from the Building Safety Program, Fire Marshal’s Office, and City Attorney has researched and developed a Self- Certification Inspection Housing Checklist. This Checklist would be added to Municipal Code Section 7.342 and would become a requirement of the application and renewal of business licenses for rental properties containing 4 units or more. The inclusion of this form in the licensing/license renewal process would require property owners to evaluate and verify the condition of their rental properties and self-certify that the minimum requirements for health and safety protection, and the preservation of these dwellings, have been met at the time of application for business license or annual license renewal. Mr. Ruettgers said this discussion was initiated by the City Manager’s office to research how other jurisdictions dealt with rental housing. The intent of the checklist is to bring awareness to and provide property owners with information regarding minimum requirements contained in State/International Building and Fire Codes for the occupancy of rental units. Failure to submit a completed checklist with all applicable items verified would result in the denial of the rental license or license renewal. Staff presented these Municipal Code amendments at a public hearing (First Reading) on May 4, 2015. At the conclusion of the public hearing Council agreed to meet at work session for additional discussion of this proposal prior to a potential second reading and adoption. Councilor Woodrow said she understood the intent of the checklist. A property owner could self- report that everything was fine in order to get their license, while inadvertently overlooking some things. She asked what would happen to that property owner. Mr. Ruettgers said self-certification would be taking the property owner at their word regarding the requirements. If it was discovered they did not verify some of the information, the license would not be issued and it would become a land use or code enforcement issue. When they looked at developing this checklist, they looked at what other jurisdictions were doing from no specific requirement City of Springfield Council Work Session Minutes May 18, 2015 Page 2 (Springfield’s current policy), to an education process in which a checklist similar to that presented would be provided to the property owner along with the license, to the self-certifying option being presented, to a required inspection. Eugene uses the required inspection on some of their sorority and fraternity houses. The most extreme circumstances would be a rental housing code in which they would have required inspections, which could result in fines for citations. Councilor Woodrow said her biggest concern is that we would be issuing a license based on the information the property owner is providing. She asked if the City had liability if something went wrong as a result of the owner reporting in error. City Attorney Mary Bridget Smith said the City would not have a liability if this had been explained as a self-certifying checklist. Councilor Pishioneri asked when the self-certification would occur. Mr. Ruettgers said the letter that would be submitted with the self-certification checklist would allow the property owner a set amount of time to complete, but would be required at the time of renewal. Councilor Pishioneri said in a renter/landlord agreement, it is the renter’s responsibility to keep the property free of debris, etc. This put the onerous on the landlord, which could be an issue if the renter is not being compliant. Mr. Ruettgers said the checklist as set up does put the responsibility on the landlord. Mr. Grimaldi said the Council has the option of modifying the list. Councilor Pishioneri said this document may give some merit to potential negligence on a landlord who is trying to do their due diligence but is not qualified to do a certain level of inspection or work. He hasn’t seen comments back from the major property owners in the City regarding this checklist. He would like to see those comments before he can support it. Ms. Smith said it could be used against a landlord, but would ultimately be based on the facts. In terms of the City finding a middle of the road policy decision to try to inform landlords of the kinds of conditions rental properties should be in, the checklist is intended to do that rather than building a rental housing code. Councilor Pishioneri said it would be appropriate to have the major property owners and managers provide this to their counsel for review and comment before moving forward in order to protect the landlords and the City. Councilor VanGordon said he would also like to see feedback from landlords. He asked about the section on doors and windows. He feels it is vague in the description of what it means to be in good condition. He would like to see that language made clearer. On the checklist, there is a box for “verify” or “not applicable”, but not a place for “no”. He would like that added to the form. If the landlord certifies and misrepresents the state of the property, the penalty is removal of their license. He would like some stronger language about lying to the City, the length of time of the denial and whether or not they could reapply. Councilor Moore asked if the requirements came from the Building Safety Code. City of Springfield Council Work Session Minutes May 18, 2015 Page 3 Mr. Ruettgers said the Building Safety Code speaks to all residential structures. The checklist is based on the basic State standards, but has been simplified for the general public. Councilor Moore confirmed that there is not enforcement of the Building Safety Code requirements. Ms. Smith said this checklist is for property owners to get their license for rentals of four or more units. The City does have a code enforcement program for some things related to housing. The landlord and tenant have their remedies through State court and landlord/tenant court. Our enforcement in this context is limited to the ability to get a business license, which the City currently provides without a checklist, or to code enforcement issues, not building code issues. Councilor Moore spoke regarding a recent incident with an apartment building that did not meet the standards. She asked if they had a license. Mr. Ruettgers said they did have a license. Mayor Lundberg said this is a good faith effort to have some accountability. Under the current system, property owners just get their license. If nothing else, it provides a list of what the City expects the property owner to have in place which are the basic requirements. Councilor Pishioneri said he is not opposed, but would like more information. There are renters that will bring issues to the City’s attention, and there are other renters that will not bring up the issues which leads to situations such as the fire at the apartment building downtown. This gives the City the ability to address this without being complaint driven, and gives a way to address problems. Councilor Woodrow said for the most part, there are good landlords that want to comply. This checklist gives them the opportunity to bring everything to their mind. The majority will go through this with diligence to make sure their property is livable. Councilor Moore asked if there is anything in this letter that states that the City can follow through with compliance, or inspect the property. It does not say that the City could go in and do an inspection. Mr. Ruettgers said the current process includes a courtesy inspection based on a complaint, or a reference to the renter to contact Legal Aid. An inspection prior to issuing a business license would be the next level of this process. Currently, the Fire Department does that for university housing in Eugene. For them to be able to do that on all rentals in Springfield would require additional staff. Councilor Moore asked if they could add a sentence stating “the City has the right to check for compliance” or something similar. She agrees that most landlords will be happy to comply, but those that don’t need to be held accountable. Ms. Smith said she is hesitant to have that if the aim is to have a self-certifying checklist. The drawback is that the City doesn’t have the ability to enforce and inspect. She understands wanting to let them know there is accountability. Councilor VanGordon suggested they bold and underline the section in the letter and checklist that the property owner has to go out and make the inspection, rather than just check off the boxes. Mayor Lundberg said she would like to hear from some of the larger property owners and managers. The smaller landlord may be able to physically check their properties, but owners of large apartment City of Springfield Council Work Session Minutes May 18, 2015 Page 4 complexes, etc. will not be able to do that type of inspection. They need to be careful in how they do this and what they say they are requiring. Councilor Wylie said some of the larger property owners would have to hire someone to inspect, which would be a cost. If they find violations, they then need to pay to have those repaired. Councilor Pishioneri said this could be precarious for the City to be involved in as these are civil matters. We have regulation through State law, but this would add another layer. Mayor Lundberg said the other choice is to do things the way they have been doing them. She asked staff to bring information on how many communities have something in place and does it accomplish the goal. Councilor Wylie said she is not opposed to making sure these facilities are safe, but they need to be careful how they are trying to enforce. Mr. Grimaldi said normally the business license renewals are due July 1. Trying to schedule another work session in time to meet that deadline is not doable. He offered some options for Council’s consideration: • Put this off for one year • Don’t make any change • Craft a reminder letter to property owners asking them to look at the requirements Mayor Lundberg said she preferred the option of sending a reminder letter. Councilor Wylie asked if these things were required for landlords anyway through State law. Ms. Smith said there are standards for landlord/tenant law which are called ‘habitability’ which is a fairly low standard. There are State law responsibilities. Councilor Woodrow said she is comfortable with a reminder letter and looking at this in the future for other options. Mr. Ruettgers asked if the letter should include the items on the checklist as a reminder. Councilor Pishioneri said the letter could state that these are required and is a concern of the City. Councilor Moore said just stating that the Building Safety Code sets these requirements is enough. Mayor Lundberg asked staff to draft that letter. ADJOURNMENT The meeting was adjourned at 6:43 p.m. Minutes Recorder – Amy Sowa City of Springfield Council Work Session Minutes May 18, 2015 Page 5 ______________________ Christine L. Lundberg Mayor Attest: ____________________ Amy Sowa City Recorder City of Springfield Regular Meeting MINUTES OF THE REGULAR MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY JUNE 1, 2015 The City of Springfield Council met in regular session in the Council Chambers, 225 Fifth Street, Springfield, Oregon, on Monday, June 1, 2015 at 6:59 p.m., with Mayor Lundberg presiding. ATTENDANCE Present were Mayor Lundberg and Councilors VanGordon, Wylie, Moore, Ralston, Woodrow and Pishioneri. Also present were Assistant City Manager Jeff Towery, City Attorney Mary Bridget Smith, City Recorder Amy Sowa and members of the staff. CONSENT CALENDAR 1. Claims 2. Minutes 3. Resolutions 4. Ordinances a. ORDINANCE NO. 6338 - AN ORDINANCE AMENDING THE SPRINGFIELD MUNICIPAL CODE, SECTIONS, 4.707 “TAX FOR PROVIDING UTILITY SERVICE,” 4.716 “AUDITS” AND ADOPTING A SEVERABILITY CLAUSE (SECOND READING. 5. Other Routine Matters a. Liquor License Application: Ocean Garden Restaurant, Located at 5676 Main Street, Springfield, OR. IT WAS MOVED BY COUNCILOR WOODROW WITH A SECOND BY COUNCILOR WYLIE TO APPROVE THE CONSENT CALENDAR. THE MOTION PASSED WITH A VOTE OF 6 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. BUSINESS FROM THE AUDIENCE COUNCIL RESPONSE CORRESPONDENCE AND PETITIONS BIDS ORDINANCES City of Springfield Council Regular Meeting Minutes June 1, 2015 Page 2 BUSINESS FROM THE CITY COUNCIL 1. Councilor Moore spoke regarding the recent Housing Policy Board meeting in which they talked about transitioning. She also attended the Veteran’s Homelessness meeting in which attendees came up with strategies and discussed specific action items to alleviate homelessness for veterans. She noted that this is a larger issue than just Eugene. Councilor Ralston said he also attended the Veteran’s Homelessness meeting. Notes from the meeting would be presented to attendees. He noted that the solutions generally came down to the need for funds and getting landlords to take vouchers. BUSINESS FROM THE CITY MANAGER BUSINESS FROM THE CITY ATTORNEY ADJOURNMENT The meeting was adjourned 7:02 p.m. Minutes Recorder Amy Sowa ______________________ Christine L. Lundberg Mayor Attest: ____________________ City Recorder