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HomeMy WebLinkAboutItem 03 Council MinutesAGENDA ITEM SUMMARY Meeting Date: 10/5/2015 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. September 8, 2015 – Regular Meeting b. September 14, 2015 – Work Session c. September 21, 2015 – Work Session DISCUSSION/ FINANCIAL IMPACT: None. City of Springfield Regular Meeting MINUTES OF THE REGULAR MEETING OF THE SPRINGFIELD CITY COUNCIL HELD TUESDAY SEPTEMBER 8, 2015 The City of Springfield Council met in regular session in the Council Chambers, 225 Fifth Street, Springfield, Oregon, on Tuesday, September 8, 2015 at 7:00 p.m., with Mayor Lundberg presiding. ATTENDANCE Present were Mayor Lundberg and Councilors VanGordon, Wylie, Moore, Ralston and Woodrow. Also present were Assistant City Manager Jeff Towery, Community Relations Manager Niel Laudati, City Attorney Mary Bridget Smith, City Recorder Amy Sowa and members of the staff. Councilor Pishioneri was absent (excused). PLEDGE OF ALLEGIANCE The Pledge of Allegiance was led by Mayor Lundberg. SPRINGFIELD UPBEAT CONSENT CALENDAR 1. Claims 2. Minutes a. June 22, 2015 – Work Session b. July 6, 2015 – Work Session c. July 6, 2015 – Regular Meeting d. July 13, 2015 – Work Session e. July 14, 2015 – Joint Elected Officials Meeting f. July 20, 2015 – Work Session g. July 20, 2015 – Regular Meeting 3. Resolutions 4. Ordinances 5. Other Routine Matters a. Authorize and Direct the City Manager to Execute the Intergovernmental Agreement (IGA) with Willamalane to Acquire Certain Portions of the Weyerhaeuser Haul Road. b. Authorize and Direct the City Manager to Execute the Intergovernmental Agreement (IGA) Amendment #2 with Willamalane for Mill Race Path Design, Engineering, and Construction Management Services. c. Authorize the Mayor to Execute the Funding Approval/Agreement with the Department of Housing and Urban Development (HUD) in Order to Receive and Make Available $466,694 in CDBG funding. City of Springfield Council Regular Meeting Minutes September 8, 2015 Page 2 IT WAS MOVED BY COUNCILOR WOODROW WITH A SECOND BY COUNCILOR WYLIE TO APPROVE THE CONSENT CALENDAR. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST (1 ABSENT – PISHIONERI). 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. Annexation of Territory to the City of Springfield – Annex 3.7 Acres of Property Located South of Jasper Road and East of South 41st Place, Springfield. ORDINANCE NO. 1 – AN ORDINANCE APPROVING THE ANNEXATION OF CERTAIN TERRITORY TO THE CITY OF SPRINGFIELD, AND WILLAMALANE PARK AND RECREATION DISTRICT; AND WITHDRAWING THE SAME TERRITORY FROM THE WILLAKENZIE RURAL FIRE PROTECTION DISTRICT (FIRST READING) Andy Limbird, Senior Planner, presented the staff report on this item. A request for annexation to the City of Springfield has been received from Bruce Wiechert, doing business as Bruce Wiechert Custom Homes Inc., for a vacant parcel adjacent to the existing “Filbert Meadows” residential subdivision area in south Springfield. The subject property is located south of Jasper Road and immediately east of South 41st Place and Stellar Way. The approximately 3.7-acre territory requested for annexation is inside the City’s Urban Growth Boundary (UGB) and is contiguous with the City limits. The applicant is requesting annexation to facilitate a second subdivision phase for the Filbert Meadows development area. The City Council is authorized by ORS Chapter 222 and SDC Article 5.7-100 to act on annexation requests. In accordance with SDC 5.7-155 and ORS 222.040, 222.180 and 222.465, if approved the annexation will become effective 30 days after signature by the Mayor or upon acknowledgement by the State – whichever date is later. The subject property is contiguous with the existing City limits along the west boundary and is currently vacant. The territory requested for annexation is part of a single tax lot with a current assessed value of $71,496. Staff advises that extension of existing public streets and utilities are anticipated for this area of south Springfield, so an annexation agreement has been prepared to accompany this request. Upon annexation, the territory would be subject to the Tentative Subdivision Plan process. The territory requested for annexation is zoned Low Density Residential with an Urbanizable Fringe Overlay (UF-10) in accordance with the Springfield Zoning Map. Upon annexation, the UF-10 overlay will be removed. The annexation area can be served with the minimum level of key urban facilities and services as required in the Eugene-Springfield Metropolitan Area General Plan. The staff report also confirms the annexation request meets the criteria established in Section 5.7-140 of the Springfield Development Code. City of Springfield Council Regular Meeting Minutes September 8, 2015 Page 3 Staff finds the proposal complies with the annexation criteria of approval listed in SDC 5.7-140, and Council is within its authority to approve annexation of the subject territory to the City of Springfield and Willamalane Park and Recreation District; and withdrawal of the subject territory from the Willakenzie Rural Fire Protection District. Staff recommends the City Council schedule the ordinance for second reading and adoption at a future meeting. Mayor Lundberg opened the public hearing. 1. Debbie Norwood, Springfield, OR. Ms. Norwood said that area has a lot of traffic and adding homes and cars going through 34th Street will make it worse. There is an elementary school across Jasper Road with parents and busses dropping off kids. She suggested they add another street going out of the development giving them access to 42nd Street. Currently, the main outlet is to 41st Street. She lives on 41st and knows the struggle getting out onto Jasper from that street. She is opposed to the annexation unless they can get another road for access. Mayor Lundberg said she would have Mr. Limbird talk to Ms. Norwood about the project. Mayor Lundberg closed the public hearing. NO ACTION REQUESTED. FIRST READING ONLY. BUSINESS FROM THE AUDIENCE Mayor Lundberg noted that Dottie Chase and Paula Goodbar had requested 6 minutes for their combined presentation. The request had been granted by the Mayor. 1. Dottie Chase and Paula Goodbar, Emerald Arts Center, Springfield, OR. Ms. Goodbar, Executive Director of the Emerald Arts Center, thanked the Council for the additional time. She spoke regarding some of the parking issues and how it affects the Arts Center and the community on Main Street. The demographic for members, volunteers, workshop and class participants is older. The percentage of people older than 50 is approximately 60-75% of more than 300 people, for more than two hours at the Arts Center. They have received complaints from some of these people and the difficulty of trying to park in the three-hour lot due to the required backing in of vehicles. They understand this is safer when leaving the parking lot; however, they have had someone hit the curb while backing in and bumping the tree. They also have volunteers who are handicapped and the two handicapped designations are not easily accessible to the Center. The designated places are in the far northeast side of the parking lot and are usually unavailable by the time their folks arrive. There was also the question of whether or not they would have to move their cars after the three hours. According to the American with Disabilities Act (ADA), the handicapped parking rules and regulations are that accessible parking spaces should be dispersed and located closest to accessible entrances and buildings with multiple entrances along with adjacent parking. Since there are only two spots, they are close to City Hall and the Museum; however, since the Arts Center is sharing part of that parking lot they are not close to the Arts Center. In the past year, the Arts Center had more than 12,000 visitors through their doors. They not only visit the Center or volunteer, but also patronize the local restaurants and shops. The two-hour limit for the street parking does not allow enough time for visitors. Once they get into their car to move it, they will often opt to just leave. Their volunteers are required to volunteer for five-hours one day per month and at this time they have approximately 90-100 volunteers responsible in helping manager the Arts Center. They understand the option of purchasing permits for volunteers at $30 a month; City of Springfield Council Regular Meeting Minutes September 8, 2015 Page 4 however, as a non-profit they have not budgeted for parking permits. They would prefer their funding be used towards continuing arts education for adults and children, the Mayor’s Art Show, National Jury Show, and some of their other special programs. The Parking Program has also impacted their workshops. People come from outside of the area to attend the workshops. Those from out of the area rent cars, stay in hotels and spend money at the local restaurants, and spend a lot of money to attend a painting workshop. It is a major distraction to have to stop in the middle of a class to move cars. They ask the Council to give them a chance to explain this in more detail at a work session. Ms. Chase, President of the Board of the Emerald Art Center, said the Emerald Art Center plays an important role in the cultural community and should be kept healthy and thriving. The EAC is an over 55 year old organization located in the heart of Springfield’s designated cultural district and has dedicated its existence to the arts and culture. Springfield is making an innovative move to creating an identity of being an arts and culture city, promoting tourism by creating a destination point which in turn boasts economic growth. Arts, culture and tourism go hand in hand. Emerald Arts Center plays a major role in attracting tourism through its workshops, programs and special events. Tourism statistics show that at least 38% of the tourists in the Travel Lane County visit an art gallery, museum or performing arts event. Emerald Arts Center is unlike most businesses in that their patrons don’t just come and stay for a few minutes, but for several hours attending workshops and classes. During these particular times, the recently implemented parking restrictions have created an issue for them having a positive experience while attending an EAC offering. Emerald Arts Center is dedicated to being a catalyst for economic development, quality of life, and civic pride, and most of all a leader in promoting arts and culture in the City of Springfield. Mayor Lundberg said she had spoken with staff about this topic. She would be happy to meet with Ms. Chase, Ms. Goodbar and anyone else they would like to invite, along with staff to talk about it further. 2. Steve Moe, Eugene, OR. Mr. Moe said it was nice to have so many cars downtown that we had a parking problem in downtown! He spoke regarding the Ken Kesey event and that there were no crosswalks painted at that intersection. He distributed photos of intersections with no painted crosswalks, and a picture of possible paintings of crosswalks that could add color in downtown. He knew this was being discussed, but wanted to see them on the ground. Mayor Lundberg asked staff where we were on the crosswalk project. Mr. Towery said the focus in downtown had been on lighting, but staff could look at other safety issues and get back to the Mayor. 3. Michael Williams, Springfield, OR. Mr. Williams said he had worked with the Springfield Alliance for Equality and Respect (SAFER) for several years. One area of their emphasis was to make Springfield more supportive of our entire diverse population, particularly those in minority groups. He noted his disappointment in Councilor Ralston’s statement regarding diversity. For years he had been advocating a less diverse Springfield and country, even as Springfield becomes increasingly diverse. Council members are elected by the whole City and should represent the whole City while presenting concerns of their ward. He knows the City is not against diversity. He feels the minority input not needed is that of Councilor Ralston when it marginalizes entire groups of Springfield residents. City of Springfield Council Regular Meeting Minutes September 8, 2015 Page 5 4. Sarita Lief, Springfield, OR Ms. Leaf said she was also a member of SAFER and wanted to publicly register her deep disturbance regarding the comments of one of the Springfield City Councilors. Such seemingly mild sounding statements were the basis of some of the most horrendous atrocities in the 20th century. Everyone needs to take responsibility, including the City Council, to openly state their feelings now before they escalate. 5. Shelley Corteville, Springfield, OR Ms. Corteville said she was a member of SAFER. She knows Councilor Ralston will not change and has a right to voice his opinion. As a Springfield resident she disagrees with his point of view. She was, however, troubled that they hadn’t heard from the Mayor or other councilors that she knew deeply cared about everyone in Springfield. She would encourage them to use their voice. Many residents were feeling frightened and unwanted. This is a community they live in and we all live in. It is not an all- white community, nor should we want it to be all white. She asked that they let the community know they oppose the statements. Everyone has a voice. 6. Manuel Majia, Springfield, OR Mr. Majia said he resides in Springfield and was an involved community member that works for social change. As a Springfield resident, he was astonished and outraged at how Councilor Ralston had spoken. On July 19, 2011, Councilor Ralston was interviewed by KVAL news regarding comments he made regarding Centro Latino Americano, and during the interview Councilor Ralston mixed up the statistic saying 100% of people receiving services were ‘illegal immigrants’. He noted that Centro provided services for all in the immigrant community. There is no data for who receives those services because it is not required. He has received services and has a green card. He also noted Councilor Ralston’s remarks against Mr. Clement who was a well-known pastor in the Springfield area for a position that would allow him to work with our judicial system. He quoted Councilor Ralston’s response from that meeting. He asked for Councilor Ralston’s resignation. 7. Johanis Tadgo, Springfield, OR Mr. Tadgo spoke as a Springfield resident who has been involved in voter registration, public forums, community events and many other forums of civic engagement, and he was a person of color. He said he had lived in the community with his family for 20 years and had encountered a lot of ignorant statements and actions towards his community. These actions are a problem when Councilor Ralston promotes hate speech. He noted the incorrect remarks from Councilor Ralston regarding Centro Latino Americano and noted that he and his family had received these services for many years. He feels Councilor Ralston is deliberately limiting people of color to gain access to services that benefit the specific needs for the immigrant community. Those in a position of power should help the constituents, not further spread white supremacy. We are all community and should be investing in our community not just a specific part. They need to help people that are competent and able to do the work that needs to be done. They can’t find solutions to their problems if they continue to think a certain way that has been proven not to work. The community needs people like Mr. Clement and others that understand the issues and will make change to accommodate all of the community. He quoted Councilor Ralston from the July 20 Council meeting. He said he wants the resignation of Councilor Ralston. 8. Oscar Gonzales, Springfield, OR. Mr. Gonzales read a portion of an email sent to the Council by his brother. “Mr. Ralston should embrace those of us who may have a different background or speak a different language. If the global economy has taught us anything, not only should we be proficient in more than one language, but also culturally competent and aware. Springfield has transitioned to a once primarily mill town to a varied landscape of employment opportunities from health care, education and a myriad of private businesses. City of Springfield Council Regular Meeting Minutes September 8, 2015 Page 6 Latinos in the community have helped to both create and staff these services. We are Spanish speaking, we’re bilingual, we’re bicultural, and we serve the entire community with our bilingualism and biculturalism. It is a strength not a deficiency. The City of Springfield is growing Latino population consists of business owners, restaurateurs, educators, union members, organizers and more importantly voters. Springfield is a better place because of its diverse community. In order to best serve that community, people of all races need to be brought together to better understand one another and work toward the betterment of the entire community. You, Councilor Ralston, instead of creating the right environment, are creating a hostile environment that is detrimental to our entire community.” It is for that reason, they were asking for Councilor Ralston’s resignation and for the City Council to recommend this at this point. As an educator for 25 years, fighting these issues in Arizona and California and now it is coming to Oregon. They need to work together instead of against each other. They are here to stay and it was to the betterment all to being the discourse of collaboration instead of divisiveness. COUNCIL RESPONSE CORRESPONDENCE AND PETITIONS 1. Correspondence from Che O’Ryan, Springfield, OR Regarding Main Street Speed Limit and Safety (staff response attached). 2. Correspondence from Hanna Budan, Springfield, OR Regarding Springfield Police Handling Neighborhood Concerns. 3. Correspondence from Lin Marie, Eugene, OR Regarding Ban of Single Use Plastic Bags. 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 5 FOR AND 0 AGAINST (1 ABSENT – PISHIONERI). BIDS ORDINANCES BUSINESS FROM THE CITY COUNCIL 1. Committee Appointments 2. Business from Council a. Councilor Woodrow reminded everyone about the Open House at the Justice Center on Saturday, September 12 from 10am – 2pm. There will be tours, goodies for the kids and safety information. b. Councilor Wylie asked about having a full discussion on the testimony provided. She noted the fourth goal of the City Council is to “Foster an Environment that Values Diversity and Inclusion”. That goal comes up in everything the Council does. She noted that the City Council cannot control or change Councilor Ralston’s position because he is an elected official. It is his constituents that elected him and his constituents that determine whether or not he stays in office. The Mayor or Council does not have the ability to say whether or not Councilor Ralston stays or leaves. Each one of them is doing what they can in their own way. City of Springfield Council Regular Meeting Minutes September 8, 2015 Page 7 As a group, they have chosen to put diversity as a goal for all they do. The Mayor has spent a great deal of time sponsoring activities and events that emphasize diversity. Council cannot control each other. Councilor Ralston said this has always been about illegal immigration. Many of those that receive services from Centro Latino are not here legally and don’t speak English. When others move to another country, they are expected to learn the language of that country. Only the United States does not enforce immigration. He does represent his constituents. Those in the audience are a minority and there is a vast majority of people that support what he’s saying and it has nothing to do with hating Latinos. He said his girlfriend is Latino and she has nine brothers all raised Latino. The Council is all on board with diversity. The article does not say that all of those serving on the Police Advisory Committee have diversity as a number one goal. They made a special position for the minority to make sure there would be representation. They also made a position for the faith-based community so he didn’t feel it was necessary to have another minority. That was all that comment was meant to be. He wasn’t saying he wasn’t voting for him because he was a minority as the decision of who was selected had already been made. The Register Guard continuously takes words out of context and other things are written that he never said. If someone is here legally, he has no problem. Mayor Lundberg said we are a welcoming community and do have a goal. In a recent survey, 90+% of the residents surveyed said that cultural diversity and acceptance of our diverse culture was important, very important or extremely important for our Springfield community. She does not condone Councilor Ralston’s comments, but Councilor Wylie is correct that it is an elected position and all of the opinions of a community are represented. She works very hard and will be at the NAACP send-off and will speak there on this topic. The Council as a whole is extremely supportive of who we are, who we are becoming and how diverse our community is becoming. She doesn’t want anyone to feel unwelcome in the Springfield community. They are working hard to get over that and show that we are a progressive community that welcomes everyone. The rest of the Council agreed. She will do the best she can in the right way. Councilor Woodrow said she didn’t speak out at the July meeting out of respect for the process and not to get distracted by this other topic. Councilor VanGordon said there are two distinctions. He disagrees with Councilor Ralston on a lot of immigration issues. Councilor Ralston is not going to change his opinion and the best way to move forward is to work on the diversity goal and make sure this community is open and welcoming to everyone. As elected officials, they can’t control each other. They are each accountable to the citizens of Springfield. This issue would get settled at the ballot box. He encouraged them to continue to speak their opinion and take the opportunity to use the democratic process. Councilor Moore thanked those that spoke out. She has a sign by her front door that says “Hate Free Zone”. That is her home and how she feels. This is a hate free city. She doesn’t agree with Councilor Ralston’s statements, but she has no control over his statement and can only speak for herself. She also noted that she knew both candidates for the faith based community position and knew Mitham was a wonderful person. The appointment of the other applicant had nothing to do with race or nationality, but had to do with the qualifications of both applicants. Springfield is a great community and she appreciated that they could speak about this openly because that was important. City of Springfield Council Regular Meeting Minutes September 8, 2015 Page 8 a. Committee Reports b. Other Business BUSINESS FROM THE CITY MANAGER 1. Glenwood Amendments to the Eugene Springfield Public Facilities and Services Plan (PFSP) a Refinement Plan of the Eugene Springfield Metropolitan Area General Plan (Metro Plan). ORDINANCE NO. 6341 – AN ORDINANCE AMENDING THE EUGENE-SPRINGFIELD METROPOLITAN AREA GENERAL PLAN CONSISTENT WITH POLICY G.3 IN CHAPTER III, SECTION G. PUBLIC FACILITIES AND SERVICES ELEMENT; AMENDING TABLE 6, TABLE 8, AND TABLE 18, AND MAP 3 AND MAP 4 OF THE PUBLIC FACILITIES AND SERVICES PLAN TO UPDATE THE PROJECT LISTS AND MAPPED LOCATION OF PLANNED PUBLIC FACILITIES IN GLENWOOD; AND ADOPTING A SEVERABILITY CLAUSE. Mark Metzger, Senior Planner, presented the staff report on this item. The Public Facilities and Services Plan (PFSP) is a refinement plan of the Metro Plan that contains the project lists, maps, estimated costs and timing for significant water, stormwater, sewer, and electric infrastructure. As significant new infrastructure projects are identified, the PFSP and the Metro Plan must be amended to show these projects. On July 14, 2015, the City Council and the Lane County Board of Commissioners conducted a joint public hearing concerning proposed amendments to the PFSP to add storm water and electrical facilities in Glenwood. That same day, two e-mails were received requesting that the record be held open. At the hearing, Charles Stewart, the author of one of the e-mails, appeared in person to reiterate his concerns about sites E9 and E10 shown on Map 4 of the PFSP. The Council and County Commissioners voted to close their respective hearings and to hold the record open until August 14, 2015 at 5:00 PM. The record closed with one additional e-mail being added to the record on July 15th. That e-mail also requested the record be held open, but offered no additional comments. No other comments or additions to the record were received during the extended comment period. The citizen comments and a brief response to those comments are included in the agenda packet. Sites E9 and E10 are EWEB facilities near the LCC basin. The comments received do not apply to the proposed Glenwood PFSP amendments and do not alter the findings. Staff believes the findings show that the amendments conform to the approval criteria for Metro Plan and Refinement Plan amendments found in SDC 5.14-135 and 5.6-115. IT WAS MOVED BY COUNCILOR WOODROW WITH A SECOND BY COUNCILOR WYLIE TO ADOPT ORDINANCE NO. 6341. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST (1 ABSENT – PISHIONERI). City of Springfield Council Regular Meeting Minutes September 8, 2015 Page 9 2. Ratification of Contract with American Federation of State, County, and Municipal Employees (AFSCME). Candace Steffen, Human Resources Analyst, presented the staff report on this item. Staff has concluded negotiations with AFSCME for a three-year successor labor contract spanning July 1, 2015 – July 30, 2018. The current contract with this bargaining unit expired on June 30, 2015. As of August 5, 2015, AFSCME membership has ratified the tentative contract settlement. The proposed contract includes changes to compensation and contract language. The new successor contract is consistent with Council guidance and the main provisions are summarized below: Wage and Cost of Living Adjustments: • Year One (FY 2016): 1.5% wage adjustment • Year Two (FY 2017): 2% wage adjustment • Year Three (FY 2018): 2.5% wage adjustment Language Modifications: • Annual vacation accruals capped at 24 years of service • Moved existing MOUs and SOPP language into contract including language about safety, Joint Labor Committee, classification and compensation, licensing and certification, project assignment, traffic pager pay, union representation • Updated Workers Compensation language to be consistent with other union contracts and current practice • Inserted language around ramifications of the Affordable Care Act and what would trigger reopeners in regards to insurance and cost shares • Included language for voluntary participation according to VEBA rules • Included language about employees and covered dependents ability to use the Health Clinic In May, Council gave authority to not exceed 6% over three years which equates to $332,400 assuming 2% each year. By shifting a half percent to the later year, we were able to use the savings to incentivize the work unit to accept the vacation caps and still come at guidance. Councilor VanGordon asked if the wages were fixed or had a CPI cap. Ms. Steffen said they were fixed. IT WAS MOVED BY COUNCILOR WOODROW WITH A SECOND BY COUNCILOR WYLIE TO AUTHORIZE CITY MANAGER TO RATIFY COLLECTIVE BARGAINING AGREEMENT WITH AFSCME. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST (1 ABSENT – PISHIONERI). 3. League of Oregon Cities Conference – Voting Delegate Designation. Jeff Towery, Assistant City Manager, presented the staff report on this item. The annual business meeting of the League of Oregon Cities will be held on Saturday, September 26, 2015, in conjunction with the League of Oregon Cities Conference, September 24-26, 2015, at the Riverhouse Hotel and Convention Center, Bend, Oregon. Each city is entitled to cast one vote at the business meeting. Therefore a voting delegate is needed to represent Springfield. City of Springfield Council Regular Meeting Minutes September 8, 2015 Page 10 Those attending from the City of Springfield include City Councilors Wylie and Moore. IT WAS MOVED BY COUNCILOR WOODROW WITH A SECOND BY COUNCILOR WYLIE TO DESIGNATE COUNCILOR MOORE AS THE VOTING DELEGATE AND COUNCILOR WYLIE AS THE ALTERNATE FOR THE UPCOMING LEAGUE OF OREGON CITIES ANNUAL CONFERENCE, SEPTEMBER 24-26, 2015. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST (1 ABSENT – PISHIONERI). BUSINESS FROM THE CITY ATTORNEY ADJOURNMENT The meeting was adjourned 7:50 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 SEPTEMBER 14, 2015 The City of Springfield Council met in a work session in the Jesse Maine Meeting Room, 225 Fifth Street, Springfield, Oregon, on Monday, September 14, 2015 at 5:30 p.m., with Mayor Lundberg presiding. ATTENDANCE Present were Mayor Lundberg and Councilors VanGordon, Moore (5:38pm), Ralston, Woodrow and Pishioneri. Also present were City Manager Gino Grimaldi, Assistant City Manager Jeff Towery, City Attorney Mary Bridget Smith, Administrative Specialist Amy Jo Ripka and members of the staff. Councilor Wylie absent (excused). 1. Library Advisory Board Interviews. Emily David, Acting Library Director, presented the staff report on this item. The Library Board is seeking to fill one (1) current and four (4) upcoming vacancies as four board position terms expire on December 31, 2015. The Springfield Library Advisory Board interviewed four candidates at their September 1st regular meeting in an effort to fill a current vacancy caused by the resignation of Gary Ross (term expires on December 31, 2016) as well as fill four (4) other board positions expiring on December 31, 2015. One of these is that of Victoria Stephens who was appointed last year to complete an unexpired term while three of the positions are full four-year terms that are expiring. Two incumbents, Barbara Stramler and Robyn Sattler have applied for reappointment. The Board fully supports the reappointment of both Stramler and Sattler. In addition the board recommends the appointment of Kim Thompson and Linda Mears to the positions beginning January 1, 2016 and ending December, 31, 2019. They also recommend the appointment of Kristine Fuller to the position currently open and expiring on December 31, 2016. At that time, Fuller would be eligible to apply for reappointment to a full four-year term. Candidate Shari Furtwangler withdrew her application prior to the Council interviews. Council introduced themselves to the following candidates: • Barbara Stramler • Robyn Sattler • Kim Thompson • Linda Mears • Kristine Fuller They interviewed Barbara Stramler and Robyn Sattler with the following questions: 1. Why are you interested in continuing to serve on the Library Board? (Mayor Lundberg) 2. What are some examples of Library Board success that have occurred during your tenure as a Commissioner? (Councilor Pishioneri) 3. What contributions have you made to the Board during your tenure? (Councilor Ralston) 4. What specialty or skill do you possess that has especially benefitted the Board? (Councilor VanGordon) 5. What do you think the role of the Board is? (Councilor Woodrow) City of Springfield Council Work Session Minutes September 14, 2015 Page 2 6. What vision do you have for the future of the Board? (Councilor Moore) They interviewed Kim Thompson, Linda Mears and Kristine Fuller with the following questions: 1. Why are you interested in serving on the Library Board? (Mayor Lundberg) 2. Describe your professional and personal experience as it relates to your desire to become a Library Board member. (Councilor Pishioneri) 3. What initiatives are you interested in working on if you are appointed as a Board member? (Councilor Ralston) 4. Describe your familiarity with the City’s library services. (Councilor VanGordon) 5. What is it about Springfield’s library service that interests you most? (Councilor Woodrow) 6. Have you attended a Library Board meeting? If so, what were your impressions? (Councilor Moore) Mayor Lundberg asked if the candidates had any questions of the Council. The Council discussed the qualifications of each candidate. They were pleased with the slate of candidates. Consensus was to reappoint Barbara Stramler and Robyn Sattler to the Library Board, and appoint Kim Thompson, Linda Mears and Kristine Fuller during the September 21 regular meeting. The new members’ terms would begin January 1, 2016. 2. Springfield 2030 Plan Update: Economic Opportunities Analysis Final Report and Proposed Urban Growth Boundary (UGB) Amendment to Add Land to the UGB Designated for Employment; Natural Resources; Public Facilities; Parks and Open Space (Metro Plan Amendment File No. LRP 2009-00014). Linda Pauly, Principal Planner, presented the staff report on this item. Staff has: 1) completed its evaluation of land needed to provide adequate employment opportunities for the planning period ending 2030 consistent with Oregon Statewide Planning Goal 9: Economic Development; and 2) refined the proposed Springfield UGB amendment to address land needs that cannot be met within the existing UGB. Adoption of Springfield’s Commercial and Industrial Lands Buildable Lands Inventory and Economic Opportunities Analysis (CIBL/EOA) is critical to Springfield’s ability to plan, zone and develop the community consistent with the community’s livability and economic prosperity goals and redevelopment priorities. Planning the land supply to meet current and projected employment needs will support the City’s ability to attract needed jobs to bolster and diversify the local economy. The CIBL/EOA Final Report is a technical report prepared by the City’s consultant ECONorthwest. The CIBL/EOA provides empirical data to establish the amount and type of land needed to accommodate forecasted employment growth and target employers over the planning period. The types of industries that Springfield wants to attract to meet economic development objectives are: high-wage, stable jobs with benefits; jobs requiring skilled and unskilled labor; employers in a range of industries that will contribute to a diverse economy; and industries that are compatible with Springfield’s community values. Springfield’s need for large sites cannot be met within the existing UGB. Staff proposes to expand the UGB in two areas — North Gateway and Mill Race — to add suitable sites adjacent to the City that are larger than 20 acres. The proposed UGB amendment adds approximately 257 acres of suitable employment land to meet the identified need for 223 acres of sites larger than 5 acres. Springfield’s final UGB may include some or all land discussed at the work session or other lands identified through City of Springfield Council Work Session Minutes September 14, 2015 Page 3 the 2030 Plan public process, consistent with the prioritization requirements of ORS 197.298 and the Oregon Land Use Goal 14 Administrative Rule. Ms. Pauly said the 2030 Plan is a new set of land use policies that will guide the City for attainment of the community’s livability and economic prosperity goals, and redevelopment priorities as Springfield grows. This next step in the 2030 planning work addresses the City’s employment land needs for the planning period 2010 through 2030, and to demonstrate Springfield’s compliance with Oregon statewide planning goal 9. The CIBL/EOA has been finalized and prepared for public review and adoption. She referred to the reports which were included in the agenda packet. Staff distributed a Summary Report dated August 2015 on the CIBL/EOA to the Council. This document was posted on the City’s website. Ms. Pauly said the EOA identified the kind of jobs and industries that are a good fit for Springfield, and identifies target industries that will provide high wage stable jobs and benefits, jobs requiring both skilled and unskilled labor, and industries that will contribute to a diverse economy. She presented a power point showing the proposed areas and the size of sites within those areas. When looking at redevelopment sites, they took into consideration the redevelopment that adds capacity. She described some of the employment categories. Ms. Pauly said the urban growth boundary (UGB) proposal would add 257 acres of suitable employment land and 455 acres of public land, parks and open space. She described the public land, parks and open space. She referred to a map showing the two study areas. Councilor Pishioneri asked if Willamalane owned all property between the eastern city limits and the current UGB, and if it was included in this proposal. Ms. Pauly said they did own that as part of the Jaqua property. It was not included in this proposal. Mr. Towery said all or most of that property was currently in the UGB. There is other open space already in the UGB; some owned by Springfield Utility Board (SUB) and some owned by Willamalane Parks and Recreation District. Councilor VanGordon asked if the land referred to by Councilor Pishioneri was counted as available for jobs when the analysis was redone. Ms. Pauly said it was not. Most of that land is in the residential inventory and is sloped, having constraints. The Alternatives Analysis is the City’s look at all potential sites for expansion. She referred to a map in the power point that showed all the areas the City was required to consider for employment needs. Over the last several years, Council had reviewed and discussed a number of alternatives as required by law before narrowing it down to those proposed. Ms. Pauly discussed the North Gateway site of approximately 132 acres of suitable land. This area is held in three separate ownerships; two of those ownerships have more than 50 suitable acres, and the third has 22 acres. The southerly sites are adjacent to current City limits and UGB. She referred to a maps showing staff’s recommendation of plan designations in that area. She described the designations. Ms. Pauly discussed the Mill Race site of approximately 125 suitable acres. Two of the large sites in this area are each held by one owner and could be suitable for redevelopment. They are adjacent to the current UGB. She notes other properties in that area and described the land proposed for public land and open space, most of which is owned by SUB and Willamalane. City of Springfield Council Work Session Minutes September 14, 2015 Page 4 Mayor Lundberg asked about land owned by Willamalane and how it creates a strange boundary. Ms. Pauly said the way the Council will adopt the UGB is similar to how they adopted the current UGB in that they adopt the map. The data behind the map is included in a technical supplement and describes every tax lot. The technical summary will identify any place where the boundary splits a parcel in the expansion area. The map needs to show which parcels are in or out of the UGB. In any case where it is not clear from the map, they will have a written description. Mayor Lundberg noted a situation in the past in which it was very difficult to tell if a property was in or out of the UGB because of the way the line was drawn on the map. Ms. Pauly said that was when they used a marker to outline the boundary. In 2013, when Council adopted their own UGB, parcel specific information was created for clarity. Council is scheduled for work sessions on this topic again on October 5 and October 19 to talk about the urbanization element policies. Those policies will describe the areas that are added to the UGB and how those lands will be managed in the interim before they are annexed. A joint work session with the Lane County Board of Commissioners is scheduled for December 7, with a joint work session and public hearing on January 26, 2016. Several open houses will be scheduled at City Hall over the next several months. Additional dates are being scheduled for joint meetings with the County for eventual adoption. Councilor Moore said there was negative response to industrial, yet it can include campus industrial. She asked why campus industrial was not used during these discussions. Ms. Pauly said Campus Industrial is included in the urbanization element policies. Council may decide to use that designation for new land or could do something different. More planning will occur before they make those decisions. Mayor Lundberg said they will be looking at their target industries that provide stable employment when making those decisions as well. ADJOURNMENT The meeting was adjourned at 6:33 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 SEPTEMBER 21, 2015 The City of Springfield Council met in a work session in the Jesse Maine Meeting Room, 225 Fifth Street, Springfield, Oregon, on Monday September 21, 2015 at 6:00 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. City Hall Seismic Study and Retrofit Recommendations. Jeff Paschall, Civil Engineer, and Ken Vogeney, City Engineer, presented the staff report on this item. Springfield City Hall is at risk of significant structural damage in the event of an earthquake that produces moderate to severe shaking at City Hall. Staff has prepared recommendations to incrementally retrofit City Hall to reduce this risk over time. In December 2014, the City contracted with Hohbach-Lewin Inc., Structural Engineers, of Eugene, to perform a structural seismic evaluation of the existing Springfield City Hall building for the purpose of determining structural sufficiency and occupant safety in a seismic event. The evaluation concluded that an earthquake that produces moderate to severe shaking at City Hall will likely cause significant structural damage, thereby rendering the building unusable. In addition, the existing building could experience structural collapse throughout from an earthquake that produces very strong to severe shaking at City Hall. Based upon their conclusions, Hohbach-Lewin, Inc. prepared a set of recommended structural seismic retrofit actions that the City could take to improve City Hall’s seismic performance. When these recommendations are fully implemented, the building should experience minimal structural damage from an earthquake that produces moderate shaking at City Hall. However, an earthquake that produces very strong to severe shaking at City Hall will still cause significant structural damage, but the building should not catastrophically collapse. Staff has developed a proposal for implementing the recommended structural seismic retrofits. Some of the recommended retrofits can be accomplished with little disruption to the normal business functions at City Hall. Others will probably require relocating the staff and equipment from part of the building into other locations to accommodate the construction activity, and then moved back again when construction is completed. Staff’s proposal includes implementing the recommended retrofits beginning in the current fiscal year and completing them over time as funds become available. Hohbach-Lewin, Inc. included construction cost estimates for their recommended structural seismic retrofits for a total estimated cost of $1,000,000. However, these costs do not include all of the other City of Springfield Council Work Session Minutes September 21, 2015 Page 2 work that would be necessary to implement these recommendations, such as repairing walls or installing a new roof membrane or relocating staff and equipment during the construction. Staff estimates that these additional costs will probably exceed $1,000,000, although additional study and design are needed to prepare a complete scope of work and cost estimate. It is important to note that the structural seismic evaluation included the basic building structure only. The evaluation did not consider all of the non-structural components such as furnishings; interior non-structural walls; building utilities such as water, electrical, technology/network equipment, heating and ventilating equipment, etc.; that are necessary to occupy and conduct business from City Hall. Mr. Paschall displayed diagrams showing some of the structural enhancements inside and below City Hall. He noted some of the easier fixes in the proposal and how some could be tied in with other scheduled maintenance projects. Staff recommended going forward with the design for retrofits. The final phase would be the long range facility upgrade and financing plan. Councilor Pishioneri referred to the hazard level in the displayed chart and asked if they could relate a type of event that would cause the building to collapse. He asked about history of such events in this area. Staff responded that an event such as the Cascadia Subduction that occurred in the 1700’s was in this location and would have destroyed the building as it is today. The improvements would bring the building up to a recognized safety standard, but the amount of damage would be based on the amount of shaking and movement to the building from an event. Discussion was held regarding the likelihood of a catastrophic event in this area that would impact the building. Mayor Lundberg said the goal was to make the building safe enough for people to get out of the building as safely as possible. Councilor Ralston said tying the beams together was a good idea. He doesn’t feel we are facing the large catastrophic events that are being discussed. He supports the simple retrofits. Mr. Vogeney said the life of the building could be extended with good maintenance and with retrofits. He noted the budget for the retrofit and the long-range plans. Mr. Grimaldi said the Council would see the long-range plans before staff moved forward with them. Staff noted that additional consultant work would be needed to determine the exact design and construction of further improvements. Each improvement could be completed independently of other improvements, yet each would improve the safety of the building. In order to continue to keep the building viable for City Hall, other upgrades and maintenance will be needed. Mayor Lundberg said Councilor VanGordon had contacted her and said he was fine going forward with the recommendations. She asked Council for direction. Mr. Grimaldi said once they got more information, they could hold another work session to discuss the projects in the Capital Improvement Plan (CIP) list. City of Springfield Council Work Session Minutes September 21, 2015 Page 3 Councilor Wylie said when it came back, they needed more details about what would be done and at what cost. Council agreed with staff recommendations to move forward with the $200,000 for initial projects and design work, and coming back later to determine what they might add to the CIP. 2. Bicycle/Pedestrian Advisory Committee (BPAC) Bylaws Amendment. Emma Newman, Senior Transportation Planner, presented the staff report on this item. The Bicycle and Pedestrian Advisory Committee (BPAC) has been under the authority of the Committee for Citizen Involvement (CCI). This discussion is to consider amendments to the bylaws that would shift authority to the City Council. The City Council has the authority to amend the BPAC bylaws. Changes to the BPAC bylaws have been proposed. The first element includes amendments to the bylaws that would change the authority from the CCI to the City Council. The second element is rewording the termination section with regards to attendance to match the common language of other city advisory committees. The attached bylaw amendment document shows the details of the proposed changes. Mayor Lundberg referred to page 2, Article 3, Section 4, “The Chair, in consultation with City Staff, may also remove a member from the Committee if a member is found not to meet the Committee’s adopted Code of Conduct”. She felt it was awkward for the Committee Chair to be put in that position and would felt it was more appropriate that it be a recommendation to the Council, with the Council making that decision. Councilor Pishioneri noted that in the previous section it states, All Bicycle and Pedestrian Advisory Committee appointees serve at the pleasure of the City Council” and changing the wording to a recommendation from the Committee Chair is more in line with that statement. Councilor Woodrow agreed with the change. The Mayor noted that when someone is terminated, there is a letter sent to that member and it is more appropriate for that letter to come from the Mayor rather than the Committee Chair. Staff will review this section and confirm it matches the Council Operating Policies and Procedures. Councilor Pishioneri asked that staff review all committee Bylaws to make sure they are all consistent. Mr. Grimaldi said staff will also be checking to make sure the language matches the Council Operating Policies and Procedures. Because Council is asking for that change, and staff needs to do some research, he suggested pulling this item from the regular meeting and coming back with the additional amendments at the next regular meeting. Ms. Newman asked if Council was comfortable with staff meeting with the current members to touch base and find out if they would like to re-apply for appointment. Mayor Lundberg said that was fine. ADJOURNMENT City of Springfield Council Work Session Minutes September 21, 2015 Page 4 The meeting was adjourned at 6:45 p.m. Minutes Recorder – Amy Sowa ______________________ Christine L. Lundberg Mayor Attest: ____________________ Amy Sowa City Recorder