HomeMy WebLinkAbout07/13/2015 Work SessionCity of Springfield
Work Session Meeting
MINUTES OF THE WORK SESSION MEETING OF
THE SPRINGFIELD CITY COUNCIL HELD
MONDAY JULY 13, 2015
The City of Springfield Council met in a work session in the Jesse Maine Meeting Room, 225 Fifth
Street, Springfield, Oregon, on Monday July 13, 2015 at 5:30 p.m., with Mayor Lundberg presiding.
ATTENDANCE
Present were Mayor Lundberg and Councilors VanGordon, Wylie (5:47 p.m.), 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. Springfield Police Advisory Committee (SPAC) Interview.
Michael Harman, Services Bureau Manager, presented the staff report on this item.
The Springfield Police Advisory Committee has an open position for a representative of the minority
community. There is one remaining applicant to be interviewed.
The Springfield Police Advisory Committee recommended either Jose da Silva or Silvia Ceja for the
open Minority Community Representative position. On July 6 the Council interviewed Silvia Ceja,
while Jose da Silva was unavailable due to previously scheduled travel. At the request of Council, Mr.
da Silva's interview has been rescheduled for this evening.
The Mayor and Council introduced themselves to Mr. da Silva.
They asked the following questions of Mr. da Silva:
1.) Why do you want to serve on the Springfield Police Advisory Committee? (Mayor Lundberg)
2.) What concerns or suggestions do you have for our community? (Councilor Moore)
3.) What do you enjoy about the City of Springfield? (Councilor VanGordon)
4.) What perspective and experience will you bring to the Police Advisory Committee?
(Councilor Woodrow)
5.) In your opinion, where do you think the Springfield Police Department could improve the
most? (Councilor Pishioneri)
6.) How do you think our City will change over the next 10 years? (Councilor Ralston)
Council discussed the qualifications of Mr. da Silva as well as those of Silvia Ceja who also applied
for this position and was interviewed on Monday, July 6. Both were highly qualified. Council
consensus was to appoint Jose da Silva.
Council said they would like to encourage Silvia Ceja to apply for other positions on City committees.
Appointments for this position, as well as for the Faith Community Representative position (both
interviewed on July 6) are scheduled for the July 20, 2015 Council meeting.
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2. Eugene -Springfield Area Community Emergency Response Team (CERT) Organization and
Management Improvement Opportunities.
Ken Vogeney, City Engineer presented the staff report on this item. Mr. Vogeney introduced Myrnie
Daut, Risk Services Manager of the City of Eugene. The CERT Program and Emergency Management
Program are run under Ms. Daut's department. He introduced one of the staff members from that
department, Lindsey Cullums who worked with Americorp and has served as outreach coordinator for
CERT and other emergency management topics for the past year. Finally, he introduced one of
Springfield's CERT trainers and District CERT leader, Isa Aviad.
The Eugene -Springfield Area CERT has recently made several organizational changes and the City is
implementing a new volunteer management software system. These two changes combine to give the
City an opportunity to manage and utilize CERT members more effectively in both Springfield and
Eugene.
The Eugene -Springfield Area CERT program is undergoing significant changes. Staff needs to advise
Council of what these changes mean to our CERT structure, Volunteer Coordinator Program, IT
platform, insurance compliance and software programs.
To assist Springfield with its overall volunteer management, the Human Resources Department has
purchased a subscription to the Volgistics volunteer management system. Using Volgistics for all of
our CERT volunteers will streamline the City's processes for reporting hours and insurance
information, simplify the application and approval process for new volunteers, provide an on-line
scheduling tool, and improve our ability to communicate, activate and utilize volunteers when we need
their services.
The subscription service for Volgistics is based upon an annual fee for using the system and a monthly
fee for each administrator who is given access to manage the data, send messages, etc. There is no
additional cost per volunteer, so we are able to have an unlimited number of volunteers use the system.
Since CERT is a shared program with Eugene, we are negotiating a cost sharing agreement with them
and Springfield's share of the annual and monthly fees for CERT will be charged to the Emergency
Management Program budget.
Mr. Vogeney said the CERT group adopted bylaws last month and elected officers. The group decided
to divide the area into five districts, four in Eugene and one in Springfield for now. Once they get a
larger Springfield presence, that number could grow to two or three districts.
KarLynn Akins, Human Resources Analyst and Volunteer Coordinator described some of the benefits
of the Volgistics program for the CERT program.
Mr. Vogeney said Volgistics also allows them to move forward with the resolution that Council passed
in the Spring to extend Workers' Compensation to CERT volunteers.
Councilor Pishioneri said he likes what they are doing. He hasn't seen a cost associated with this yet,
and knew they were negotiating. He wanted to make sure they had the cost in place first. He asked
about the tracking and Workers' Compensation and how that worked when Eugene CERT members
worked in Springfield and Springfield members in Eugene.
Mr. Vogeney said if a CERT member is working on a City of Springfield event, they would be
covered by Springfield's Workers' Comp, regardless of where they live. If Springfield residents are
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working a Eugene event, they will be covered under whatever program Eugene is using. Eugene does
not extend Worker's Compensation coverage to its volunteers.
Councilor Pishioneri asked who was covering the cost of Volgistics.
Mr. Vogeney said the base fee is covered by Springfield because we need the system anyway. Since
there is a fee per administrator, Eugene will cover any expense for City of Eugene CERT
administrators, and Springfield will cover the expense for City of Springfield administrators. The
estimated cost is a couple of hundred dollars per year.
Ms. Akins said the program is cloud -based, so the City is not buying software or hardware, just the
access. The cost is already budgeted in Human Resources, and allows them to bring CERT into this
program. There is $500 in annual administrative fees and Eugene Springfield are working out how to
cover that cost. The administrator charge is $10 per administrator.
Councilor Moore asked if they were recruiting volunteers and providing training.
Mr. Vogeney said they are always in recruitment mode for the CERT Program. During the National
Night Out last week they had about 20 people sign up who were interested in attending the class in the
Fall. Currently, the trainings are being hosted in the Fall and Spring by the City of Eugene. They are
talking about shifting one of those trainings to Springfield. Information is on our website under the
Emergency Management page.
3. Downtown Lighting.
Courtney Griesel, Management Analyst, and Brian Barnett presented the staff report on this item.
The installation of the first phase of Downtown lighting was installed in Spring of this year. New and
upgraded fixtures were installed along three blocks of Main Street from Pioneer Parkway East to 6`h
Street. During the FY 16 Budget Process, Council and Budget Committee members directed staff to
present an outline of costs specific to future lighting installations.
Future proposed areas for Downtown Lighting improvements are split into three distinct project areas
with unique construction characteristics and costs;
• Area A — Main Street from the river to Pioneer Parkway East
Includes a total of 20 fixtures to be installed at an estimated cost of $155,000
• Area B — Main Street from 6`h Street to 10`h Street
Includes a total of 40 fixtures to be installed at an estimated cost of $276,000
• Area C — 5`h Street from Main Street to North B Street
Includes a total of 22 fixtures to be installed at an estimated cost of $200,000
The total estimated cost for Lighting Areas A, B, & C is $631,000. Similar to the Phase I lighting
installation completed earlier this Spring 2015, future lighting would be funded through internal
borrowing by the Springfield Economic Development Agency from City reserves. Based on
estimates, not all areas of lighting can be recommended at this time and retain flexibility in future
special projects. There is adequate internal borrowing capacity for the Downtown Urban Renewal
District to do two of the three proposed projects: Area A plus Area B at an estimated to cost $431,000.
This would complete the Main Street from I& Street to the bridges. Area C is not recommended at
this time because it has a higher cost per fixture, affects few businesses, provides a smaller impact for
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a relatively higher cost. In addition, limiting the lighting upgrades to Areas A and B retains some
flexibility in opportunistic funding of future special projects Downtown.
The City Council may determine to utilize this internal borrowing resource partially as recommended,
or in its entirety, for priority future lighting areas. Doing all three areas would limit the availability of
funds for any future desired investments by the Downtown Urban Renewal District in the near-term
future (2 to 4 years).
Ms. Griesel spoke regarding the lights that had been installed to date and `turned on' in January of this
year. She described the options listed above.
Mayor Lundberg said this would be a SEDA budget impact, for both Downtown and Glenwood.
Ms. Griesel said SEDA borrows from the City which affects borrowing capacity. Glenwood is
generating more tax increment so is not relying on internal borrowing. This does bind our ability to do
significant amounts of borrowing against our internal capacity for downtown projects. This would be
the big capital project until something else came along with a guaranteed, positive tax increment
benefit.
Mayor Lundberg said the decision point is whether or not this is a good investment for downtown.
Councilor Woodrow said they have seen a positive response from the lights and it would be good to
get Main Street finished with the lighting. If they don't continue they are limiting participation of the
businesses.
Councilor Moore asked about the phases in the areas.
Ms. Griesel said explained how they phases have changed since they originally looked at this project.
Councilor Moore said it would be appropriate for the citizens to know the cost involved. People think
that since we have the lights, it is a minimal cost. It could help with their understanding.
Councilor VanGordon said he is comfortable with focusing on where businesses are located. He
referred to a sponsorship program for the lights and asked if staff had an update on that program.
Mr. Barnett said it was still being scoped out.
Mr. Grimaldi said once they have the project scoped out, they will start to talk to people about
donations.
Ms. Griesel said that type of program could be ongoing even after the lights are installed.
Councilor Wylie said we are going above and beyond as a City and she thought there might be some
federal funds for sustainability and beautification of Downtown. She noted the grants received by
Hillsboro, some small and some large.
Councilor Moore said the Main Street Program could be another possibility.
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Councilor Pishioneri said he would like to see Area A and B lit up, but if we look at only one area, he
would support Area A as the core of downtown. That would give them time to look at Area B down
the road.
Mr. Barnett said the larger the project, the more efficient it will be in terms of administration, although
it may not be a large impact. They can be done independently.
Councilor Pishioneri said if there are significant savings in combining both areas, it could warrant
doing them together.
Mr. Barnett said the figures are just a preliminary estimate and each area is different.
Councilor Pishioneri said if it penciled out, he would support doing one area only then waiting to do
another area.
Councilor Woodrow said she would be more inclined not to do that since they had already told
businesses we would be lighting downtown. She would like to see as much as we can do to support
Downtown businesses.
Mayor Lundberg said she looks at how they can do the most with the public dollars available to make
the biggest difference. By far, Downtown lighting has been the most impactful. The initial lighting
was so welcome and well attended. She agrees they should look for grant dollars to help offset the
cost. Since the first section was completed, there is anticipation that they will complete that entire area.
From 10`h Street to Mill Street is considered the downtown core. She supports moving forward with
Areas A and B.
Mr. Grimaldi said if Council wants to move forward with both areas, staff will put it out to bid.
Council supported Areas A and B.
Councilor Pishioneri said he is fine with Areas A and B, but noted that it is their fiduciary
responsibility to make sure they can do that without sacrificing the financial strength of SEDA.
Ms. Griesel said once it goes out for bid, Council will have another opportunity to look at those again
and determine if it is financially feasible.
Mayor Lundberg said they don't have anything else to commit to in the Downtown at this time. The
two things the City has done in Downtown to make the biggest impact is parking and lighting.
4. Franklin Boulevard Project Update / Franklin Boulevard Resolution of Necessity.
Kristi Krueger, Principal Engineer, presented the staff report on these two items.
In 2008, the City had a layout with the Franklin Study for the corridor which had roundabouts on each
end. She described design at that time. In 2013, they had a new iteration to try to qualify for the
Categorical Exclusion (CE) in the environmental process. During that process, they found that the line
was impacting one side of the boulevard more than the other, so they moved the center line in order to
even out the impacts. In December 2013, they came up with an iteration that reduced impacts even
more. With that iteration, the Federal Highway Administration (FHA) gave the City approval to move
forward with the CE and proceed with design. In January 2014, they started the design process and did
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the survey work for the entire corridor. They are now going from McVay Highway all the way through
Glenwood to a 30% design. They will then focus only on McVay to Mississippi which is the area they
hope to construct. Further impacts were reduced through that process which she described.
Ms. Krueger said the 30% design has now transferred over to other design groups at CH2M Hill, the
consultant for this project. They are now working on the vertical alignment in order to have a 3-D
model to work from with the rest of the design. This project will be done in concrete which requires
less maintenance. After the 30% is when they start getting into the fine details from McVay Highway
to Mississippi. The City has applied for a TIGER Grant and will find out this Fall whether or not the
City will be awarded the grant.
Staff has been meeting with Springfield Utility Board (SUB) to discuss water and electric facilities.
They will be undergrounding all of the electrical utilities which is a very complex project. Ms.
Krueger has been communicating with the Academy of Arts and Academics (A3) school's director
regarding the possibility of having a class of students work with an A3 teacher and a local metal artist
to develop a large piece of art for the double roundabout. Redmond, Oregon did a similar project
which has been installed. A3 is very excited about the project. There has been public outreach, but
until they have the 30% design complete don't have a lot to share. Staff has been updating
stakeholders on the project, and all business and property owners in Phase I have been emailed the
layout presented to Council. She has worked with several business owners who have questions or
ideas. Once the 30% design is complete, they will provide it to all of corridor and Glenwood, and will
hold an Open House in the Fall.
Ms. Krueger spoke regarding the right-of-ways. There are three properties the City is considering
purchasing for right-of-way. Two of them are on the southeast corner of Mississippi and Franklin
Blvd, and the third is a vacant Quonset but property. Staff has sent out the initial letter and is working
on the appraisals in order to go through the negotiation and offer process. They aren't able to start the
rest of the process for Phase I until the 30% design is complete. Staff will do everything they can to
have successful negotiations, but would like to be able to move forward with the eminent domain
process if negotiations aren't successful. Staff would come back to Council if they were to move into
condemnation. When they go through the negotiation process, staff would like the City Manager to
have the authority to sign off on the purchase of the properties.
Ms. Krueger noted the different color of lines on the maps and what they each represented. Some are
for future right-of-way needs for transit or other uses, some are travel lanes, bike lanes, and swales.
Staff has been working with Lane Transit District (LTD).
Councilor Moore said it looked like the lines on the north side showed impact to more businesses.
Mr. Krueger described how the lines were changed to create the least amount of impact to both sides
when going through the NEPA process.
Councilor VanGordon asked if staff was talking with other utilities about lines being underground.
Ms. Krueger said SUB asked the City to talk with them from the beginning. They decided to include
discussions about Riverfront as well as Franklin Boulevard to try to make it all as successful as
possible. Once the 30% design is complete, they will speak with all of the utilities. They do have a
utility coordinator on the team. The normal process is to wait to talk to the utilities much later, but
they decided to start those discussions earlier. As they start negotiations with the property owners,
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they want to make sure they are only talked with once, not by multiple agencies, so they can get all of
the information at the same time.
Councilor Pishioneri asked about the sidewalk widths and street widths and why they were so wide.
Ms. Krueger said in looking back at properties affected, there was not a lot of difference in the
impacts. She described the expected development area, access and sidewalk widths. They have gone
through many iterations to try to reduce the impact while keeping a good facility. When looking at the
bike facility, they need to look in the future at three wheel trikes and carts behind bikes for children
and safety. They have been successful minimizing impacts, while keeping a good facility, but they will
bring up that concern when they meet with the bike community.
Councilor Pishioneri referred to the area from Mississippi Avenue to Henderson and the area with
parallel parking on the south side. He noted that diagonal parking was most efficient. He was looking
for ways to reduce the width by seven feet.
Ms. Krueger explained the work done to look at all possible options while still maintaining a protected
bike lane for safety.
Mayor Lundberg said 30% design is not the final design. She said staff was looking for direction from
Council to go forward, and to approve the resolution for condemnation. The City had a history of
making it work for people so they could come to a reasonable solution. She asked who was part of the
bike community that staff would be meeting.
Ms. Krueger said bike community members were from the Bike/Pedestrian Committee.
Mayor Lundberg said she wants to know where those people live. She noted that Better Eugene
Springfield Transit (BEST) who is concerned about the roundabout, but most of those members are
from Eugene. This does link both communities, but she wants to make sure they temper the input so
there is an adequate number from Springfield. There are not a lot of opportunities for changes after
the 30% design is complete.
Ms. Krueger said there is opportunity from the McVay Highway to Glenwood Boulevard in the future,
but the area from Mississippi Avenue to the McVay Highway would be moving forward in Phase I.
They can make changes as long as they stay within the envelope. She has been talking with property
owners and business owners and trying to be as transparent as possible. Those affected are working
with the City.
Mayor Lundberg said hadn't heard from anyone that owns a business or property in Glenwood lately
so she assumes things are going fine and she is good with that. She wants to make sure Council is
clear on what they are agreeing to move forward with and when there is an opportunity to make any
changes to details.
Councilor Wylie said this seems very ambitious. She is not opposed to that, but is opposed to
impacting functional businesses. They need to be very cautious when moving forward and be sensitive
to businesses.
Ms. Krueger said staff has been working closely with businesses, property owners and development
group. There is a big relocation process in this and the City will help them relocate in Springfield or
Glenwood if needed. Many businesses will stay.
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Councilor Ralston said he doesn't support future transit lanes due to the space they require so would
look at taking out those extra traffic lanes. He asked if we are committed to busses having designated
lanes in the future.
Mr. Grimaldi said the extra lanes preserves options for many transportation services.
Councilor Pishioneri discussed bike lanes and sidewalks, and how they interact with traffic. He likes
that it allows for expansion in the future, but the wide bike path doesn't make sense. If they moved the
bike path to be congruent with the sidewalk, they could gain 17 feet. They could buy up space and
move the future transit lane next to existing traffic. He said it doesn't make sense for bikes to travel
between big vehicles.
Mayor Lundberg said staff has been working on this and the design had been like this for many years.
Councilor Ralston said if the lane is for future use, it should be next to existing lanes. It sounds like
they are planning it for exclusive bus lane.
Mayor Lundberg said they need a certain amount of space and need to know that as they go out to talk
with property owners.
Ms. Krueger said some of this was already in the Glenwood Refinement Plan. If they go narrower,
development will occur to that line and they won't be able to get it back.
Mr. Grimaldi said it would be costly to change the design if they move forward.
Mayor Lundberg said they had gotten the money from federal government for this design.
Mr. Grimaldi said tonight's discussion was an update. Significant discussion over the years had
produced this cross section.
Mayor Lundberg said she wants to make sure they talk with Springfield bicyclists.
Councilor Moore said she is happy to see a safe corridor for bicyclists. It would be nice to have trees
between bikes and the traffic, and the bike path next to the walking path. She thanked staff for their
hard work.
Councilor Ralston asked if they were locked into the lane design or if they could add a lane in the
future.
Mr. Grimaldi gave an example of reconfiguring the street in ten or fifteen years.
Ms. Krueger said if exclusive EmX lanes go in that area, the roundabouts are designed to
accommodate. The bike facility is adjacent to the travel lane which is how they normally are, and this
design was the safest.
Mayor Lundberg said staff did very well and have worked very hard. She had been in meetings with
property owners and had seen Ms. Krueger meeting with property owners. She is always looking for
ways to make things work.
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Council was fine with the resolution of necessity so staff will bring it back to Council for action on
July 20, 2015.
116181MR&WE
The meeting was adjourned at 7:17 p.m.
Minutes Recorder — Amy Sowa
Christine L. Lundberg
Mayor
Attest:
4� 4Wl L --
Amy Sow
City Recorder