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HomeMy WebLinkAbout05/02/2016 Regular City of Springfield Regular Meeting MINUTES OF THE REGULAR MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY MAY 2, 2016 The City of Springfield Council met in regular session in the Council Chambers, 225 Fifth Street, Springfield, Oregon, on Monday May 2, 2016 at 7:03 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, Public Information and Educational Analyst, presented this item. The 10th Annual Earth Day Poster Contest was a success with nearly 430 fourth grade students in the Springfield Public School District participating. The 2016 theme is"Earth Heroes!"Protecting our planet is everyone's responsibility so we asked students what they do to help save Planet Earth. The winning posters are on display in the City Hall lobby through mid-May. This is the first year the poster contest was held for fourth grade students only. Last year,we invited both fourth and fifth grades to participate as part of a transition plan to move the popular contest from fifth grade to fourth grade. The intent of moving the poster contest to fourth grade is to create more connections with multiple grades at Springfield Public Schools. Staff determined this Earth Day contest is a perfect fit for fourth graders,while we continue with Public Works Week for third grade students and Clean Water University for fifth grade students. Ms. Fossen asked Mayor Lundberg to present framed certificates for each of the five winners of the contest: • First Place: Jillian Chamberlain-Seitz • Second Place: Cohen Rose • Third Place: Mirella Farias • Fourth Place: Madison Blaine • Fifth Place: Lesly Deskin Mayor Lundberg said judging these posters was always very difficult because there were so many great posters, it was hard to choose only five. She presented certificates to the winners and congratulated the students. C,�i City of Springfield , Council Regular Meeting Minutes May 2,2016 Page 2 b. Salvation Army Week Proclamation. Mayor Lundberg presented the Salvation Army Week Proclamation to Major Mitham, Chris Stole,and George Wild from the Salvation Army with the proclamation. CONSENT CALENDAR 1. Claims 2. Minutes a. March 14, 2016—Work Session b. March 21, 2016—Regular Meeting c. March 28, 2016—Work Session d. April 4, 2016—Work Session 3. Resolutions a. RESOLUTION NO. 2016-10—A RESOLUTION TO AUTHORIZE THE CITY MANAGER TO ENTER INTO A 5-YEAR, TAX EXEMPT, LEASE PURCHASE AGREEMENT WITH PNC EQUIPMENT FINANCE TO FINANCE THE PURCHASE OF A NEW FIRE PUMPER. 4. Ordinances 5. Other Routine Matters a. Approval of the Liquor License Application for Along Came Trudy, Located at 1486 18th Street, Springfield, Oregon. 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, 2016. RESOLUTION NO. 2016-11 —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. City of Springfield Council Regular Meeting Minutes May 2,2016 Page 3 Each year,the City Council reviews and establishes the rates for local wastewater and stormwater user fees. 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 25,2016 work session. Council provided guidance to staff to prepare a resolution based on Option 2 in the April 25 agenda packet 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 3.5% 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 16-17. 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 and reduce the importance of providing coverage for debt service as an operating budget constraint in the long-term financial forecast. A resolution establishing the local and regional wastewater and local stormwater user fees for FY 16-17, is provided for Council consideration. Staff requests that the Council act on the resolution following the public hearing. Mayor Lundberg opened the public hearing. No one appeared to speak on this item. Mayor Lundberg closed the public hearing. IT WAS MOVED BY COUNCILOR WOODROW WITH A SECOND BY COUNCILOR WYLIE TO ADOPT RESOLUTION NO.2016-11. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. 2. Proposed Changes to Springfield Municipal Code 7.330 and 7.332. ORDINANCE NO. 1 —AN ORDINANCE AMENDING THE SPRINGFIELD MUNICIPAL CODE SECTIONS 7.330 AND 7.332 REGARDING PUBLIC PASSENGER VEHICLE SERVICES Kristina Kraaz, City Attorney,presented the staff report on this item. A work session was held on April 11, 2016 to discuss this proposed ordinance and the City of Eugene's proposed Public Passenger Vehicle(PPV)rules. Feedback was provided to the City of Eugene regarding the sufficiency of background checks, simplifying the insurance requirements, and simplifying the signage requirements. City of Springfield . Council Regular Meeting Minutes May 2,2016 Page 4 In response to Council's feedback and requests for further information on behalf of the Council,the City of Eugene has provided additional information, which was provided to the Council. Adopting the proposed code amendment will have no financial impact to the City. From the operator perspective, it is more cost effective to obtain one license and follow one set of standards in order to operate in both cities. The City of Eugene administers and enforces the business license requirements for public passenger vehicles for both Eugene and Springfield. Eugene recently updated their code and license regulations to allow for transportation network companies(TNCs)to operate in the area. For those operators to be able to conduct business in Springfield with the license issued by Eugene,the City Council needs to co-adopt the code amendments. There is no cost to Springfield for Eugene to provide this service,nor does Springfield receive any license revenue. The City of Eugene would like to work further with the City of Springfield to find more resolution on some of the concerns from the Springfield Council. Mayor Lundberg asked where vehicle inspections and the approval process were located in the rules or code. She described a two-step process. Ms. Kraaz said she didn't recall getting that detail from the City of Eugene. Mayor Lundberg said she may have received that information from the Uber representative she spoke with. She would like additional information on that piece. Ms.Kraaz said she would look into it and provide the response. Mayor Lundberg opened the public hearing. No one appeared to speak on this item. Mayor Lundberg closed the public hearing. NO ACTION REQUESTED. FIRST READING ONLY. 3. Licensing Fee for Medical Marijuana Dispensaries. RESOLUTION NO. 2016-12—A RESOLUTION OF THE COMMON COUNCIL OF THE CITY OF SPRINGFIELD AMENDING THE MASTER FEES AND CHARGES SCHEDULE AS ESTABLISHED BY THE SPRINGFIELD MUNICIPAL CODE TO AMEND THE BUSINESS LICENSE FEE FOR MEDICAL MARIJUANA DISPENSARIES. Mary Bridget Smith,City Attorney, presented the staff report on this item. The City seeks to lower the licensing fee applicable to medical marijuana dispensaries in the City of Springfield. Medical marijuana dispensaries are currently required to obtain a business license from the City and pay a fee of$1,092 per year under SMC 7.600 et seq. The City Council has recently adopted new business license and associated regulations for recreational marijuana businesses. The Council has set the license fee for recreational marijuana businesses at$2,000 per year. There are currently 8 medical marijuana dispensaries located in the City of Springfield, and to date, 7 of those have applied to OLCC City of Springfield , Council Regular Meeting Minutes May 2,2016 Page 5 to become licensed as recreational marijuana businesses. If those facilities become licensed as recreational businesses,they will pay the higher recreational marijuana license fees and will no longer pay the medical marijuana dispensary fee. The new proposed fee for medical marijuana dispensaries is $750 per year. If this Resolution is adopted,the medical marijuana dispensary fee will be lowered in the City's Master Fees and Charges Schedule and updated as per Council direction in the future. The financial impact is unknown because it is not definitely known how many current medical marijuana dispensaries within the City of Springfield will convert to recreational marijuana business, and whether any new medical marijuana dispensaries will locate in the City of Springfield. If 7 out of the 8 existing dispensaries convert their licenses to recreational marijuana businesses, and no new medical marijuana dispensaries locate in Springfield,then the financial impact of this proposed fee decrease would be a loss of$342 per year to the City of Springfield. This loss from the single remaining dispensary would be offset by$6,356 in additional revenue from the 7 potential recreational businesses, for a net gain of$6,014 to the City of Springfield. If the business had both recreational and medical marijuana,the business would only pay the higher fee for recreational marijuana, not both licenses. The fee for recreational marijuana is $2,000/annually. 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.2016-12. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. BUSINESS FROM THE AUDIENCE 1. Ralph Rodia, Salem, OR. Mr. Rodia said he was here to represent the Oregon State Beekeepers Association to discuss Springfield's rules regarding beekeeping. Many cities have rules regarding bees, some are extensive and some are very simple. The City of Springfield's rule is very simple yet also very restrictive. They are responding because a citizen, Wendy Mogstad,was told she was in violation of that rule because her property is 9686 square feet instead of 10,000 square feet. She was advised she would have to remove her bees from her property. Square footage has little or nothing to do with safety of bees. Bees will fly where they want,whether a mile, a block or next door. There are some guidelines to minimize honey bee effects on neighbors using hedges and keeping enough water. Other communities have adopted these kinds of rules. The City of Eugene is much more lenient on their square footage requirements than the City of Springfield. He had provided information through email and distributed at tonight's meeting about the City of Hubbard. Their rules were adopted in March after the OSBA worked with the City on those rules. The rules were to protect citizens,yet allow beekeeping. They would like to see table the notice of violation for Ms. Mogstad or say that her square footage is close enough to the code. During the 2015 legislature,HB2653 was adopted directing the State Department of Agriculture, Oregon State University and OSBA to come up with some guidelines. Those will take three years, so he is asking Springfield to make their rules less restrictive. City of Springfield Council Regular Meeting Minutes May 2,2016 Page 6 2. Wendy Mogstad, Springfield, OR Ms. Mogstad said she was notified by the animal control officer that a neighbor had complained about her bees. She had already talked with her neighbors their concerns and how they could adapt their hummingbird feeders so bees would not feed from their feeders. That must not have alleviated their concerns. She would like the Council to take into consideration the nationwide and worldwide plight of the honeybee and help support them. 3. Raine Lee Ritalto,Portland, OR Ms. Ritalto said HB2653 came into being because of her battle to keep bees in Gresham where bees were prohibited. She started looking at the City's standards and found there were no standards in the State regarding bees. One of the goals of the bill is to get standards. Currently, it is very onerous for beekeepers when they move from one City to another. She said it would be helpful if they could at least have the same standard by County. From a beekeeping point of view, only keeping one hive is not sustainable. She explained. That limitation in Springfield's Code is a concern for her. She emailed the Mayor and Council a link to HB2653 and Gresham's code. It took three years for the City of Gresham to decide they would allow beekeeping, and now have a reasonable code. The City of Gresham now allows 6 colonies,and the City of Portland allows 15 colonies. She has a standard size lot with 6 colonies and an immediate neighbor who is bee allergic. They have never had an issue because she uses ways to mitigate bees leaving her property. Councilor Ralston said three years ago he read that bees were in danger. Glory Bees puts on a 'Save the Bee' drive in which people can buy hives, so he has been a beekeeper for three years. He understands what they are saying about the Code and agrees that being allowed to keep only one colony is unsustainable. He spends hours watching the bees, and they don't sting. They are not a hazard. Councilor Woodrow said her experience with bees goes back to her childhood so she understands the concerns. She would like to discuss this further. Councilor Wylie said she would also like to be supportive and look at the City's code on bees. Councilor VanGordon said he agreed and would like to have a further conversation regarding the Code. Councilor Pishioneri said he wants to be known as a bee friendly city. They could address issues as they occur. He likes the idea of getting signatures from neighbors as a possible solution. He wants to let people do what they need to do without government intrusion, but also wants to be respectful of neighbors. Mayor Lundberg said had asked for more information, and would also like to look into the situation with Ms.Mogstad to see what we can do. Mr. Grimaldi said staff would look into it and see what could be done. Mayor Lundberg said she liked the idea of a countywide measure so would like to have a conversation at the county level so we're all on a level playing field. She appreciates bees and there is a general consensus of the Council that they would be supportive. 4. Tom Mulhern, Catholic Community Services, Springfield, OR. Mr.Mulhern said action was proposed on the Council agenda regarding the Community Development Block Grant City of Springfield Council Regular Meeting Minutes May 2,2016 Page 7 (CDBG)program,which includes funding support for the G Street OASIS project,a collaborative program benefiting homeless families in Springfield. He thanked them for taking that action and providing funding for this program. This has been a great project so far with Councilor VanGordon serving on the task force,as well as staff member KarLynn Akins. This has been approached from a team standpoint for the community. There are currently six families enrolled and hope to be up to 15-20 families by the end of the month. 5. Bob Genoves, Springfield, OR. Mr. Genoves said he had a couple of complaints. He walks the streets with his dogs and he finds a lot of the streets are unpaved with no curbs. He doesn't understand. He also said he noticed there is a bond about painting schools in Springfield. We will have the best painted schools in Oregon with the worst graduation rate. He thinks the priorities aren't right. 6. Larry Kirk, Springfield, OR. Mr. Kirk said the Council wants to lower the speed limit(on Main Street),but that isn't the answer. The answer is good patrol. The accidents and deaths are from people not paying attention,not from speed. Lowering the speed limit isn't the solution. He said he would use $750,000 in stimulus funds for police officers to put on Main Street until the funds are gone. He said he drove truck for years and never had an accident because he always assessed the situation. He spoke regarding the young girl who was out of her parent's car at an intersection to give to a panhandler. He doesn't think that situation happened and if it did it would have been a child endangerment situation and the councilor should have called the police. Councilor Pishioneri recalled the situation referred to at the intersection and the circumstances around that situation. COUNCIL RESPONSE CORRESPONDENCE AND PETITIONS BIDS ORDINANCES BUSINESS FROM THE CITY COUNCIL 1. Business from Council a. Committee Reports i. Councilor Woodrow said it was nice for the Mayor and her to go on the EmX tour with the Governor. It was great to meet the Governor and other people who are involved in the study and what the future might hold for the community.No decisions have been made, but they are looking forward to the process. ii. Mayor Lundberg reports on her trip to Washington DC for the ThinkBike Event workshop. She learned a lot and met with staff to debrief about the possibilities of how to make our streets safer and accommodate everyone on the road. City of Springfield Council Regular Meeting Minutes May 2,2016 Page 8 BUSINESS FROM THE CITY MANAGER 1. Public Right-of-Way Use Agreement to Allow Private Developer JM Hotel, LLC to Place, Construct, and Maintain: Earth and Structural Fill, Vegetation, Stormwater Facilities, and Remove and Reconstruct an Existing Access Road. Jeff Paschall, City Engineer,presented the staff report on this item. Local developer JM Hotel, LLC, have proposed to build a four story 81 room Fairfield Inn and Suites in Glenwood. The new hotel will be along the south side of Franklin Boulevard just west of the existing Candlewood Suites Hotel. As part of the Development,the developers have proposed to use a portion of existing public right of way to construct stormwater improvements and vegetation for site beautification and amenity. In addition,the developer will remove and reconstruct an existing gravel road that provides access to the Whilamut Passage Bridge,the Glenwood North Channel, and the Glenwood Slough. Chapter 3.224 of the Springfield Municipal Code provides for utilizing a public way use agreement to authorize the placement of privately owned devices or structures within a public way. The developers of the Fairfield Inn and Suites desire to use approximately the southern 45 to 20 feet of the Franklin Boulevard right-of-way to construct the desired facilities. These facilities will be built using private funds,and maintained by JM Hotel,LLC. The proposed Public Way Use Agreement allows the developer to build and maintain the fill, vegetation, and stormwater in perpetuity while preserving the public's rights and releasing the City from financial liability regarding the installed facilities. The Agreement binds the developer,JM Hotel,LLC,and future heirs and successors. In the unlikely event that the facilities become problematic for the City, Section 10 of the Agreement provides the opportunity for the City to terminate the Agreement upon 60 days'notice. IT WAS MOVED BY COUNCILOR WOODROW WITH A SECOND BY COUNCILOR WYLIE TO AUTHORIZE THE DEVELOPMENT AND PUBLIC WORKS DIRECTOR TO ISSUE A PUBLIC RIGHT OF WAY USE AGREEMENT TO JM HOTEL,LLC TO PLACE, CONSTRUCT,AND MAINTAIN: EARTH AND STRUCTURAL FILL,VEGETATION, STORMWATER FACILITIES,AND REMOVE AND RECONSTRUCT AN EXISTING ACCESS ROAD. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. 2. Refined Franklin Boulevard Resolution of Necessity. RESOLUTION NO. 2016-13 —A RESOLUTION EXERCISING THE POWER OF EMINENT DOMAIN AND AUTHORIZING A RESOLUTION PURSUANT TO ORS 223.005, ORS 223.105 and ORS 35.600-625 CONCERNING ACQUISTION RIGHT OF WAY NECESSARY FOR THE FRANKLIN BOULEVARD REDEVELOPMENT PROJECT(PHASE I) (Project No. P21066) Mary Bridget Smith, City Attorney, presented the staff report on this item. The City of Springfield has completed 90%design of Franklin Boulevard(Phase I)Reconstruction Project and is requesting the Council adopt a Refined Resolution Authorizing Right of Way Acquisition Needed for Phase I as required by law. City of Springfield Council Regular Meeting Minutes May 2,2016 Page 9 Council adopted a previous Resolution of Necessity in July of 2015 but that was based on an earlier design and 90%design impacts less property. The project goal remains to successfully negotiate with the property owners and come to an agreement for just compensation to acquire property needed for the project. However,this refined Resolution of Necessity and IGA will allow the City to proceed with condemnation proceedings in those situations when agreement on public acquisition cannot be reached. Mayor Lundberg said the resolution doesn't mean they are exercising eminent domain,but just gives authority to do so if they are not able to reach a settlement. Ms. Smith said that is correct. The City has worked hard to minimize the impact to property owners with the design.Now, staff is working with property owners to come to a settlement for acquiring the property to increase the right-of-way. If they can't come to a settlement,they will need to file a condemnation action at Lane County Circuit Court in order to get possession of the property and not miss the construction season. They would then talk about just compensation. Councilor Ralston asked how many properties are involved. Ms. Smith said about 20 properties, with 13 property owners. IT WAS MOVED BY COUNCILOR WOODROW WITH A SECOND BY COUNCILOR WYLIE TO ADOPT RESOLUTION NO.2016-13.THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. IT WAS MOVED BY COUNCILOR WOODROW WITH A SECOND BY COUNCILOR WYLIE TO AUTHORIZE THE CITY MANAGER TO EXECUTE AN IGA WITH LANE COUNTY FOR DELEGATION OF EMINENT DOMAIN AUTHORITY. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. 3. Ratification of the Metropolitan Wastewater Management Commission (MWMC)FY 2016-17 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. The FY 2016-17(FY 16-17)Regional Wastewater(RWP)Budget and CIP document was approved by the MWMC on April 8, 2016. 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 16-17 MWMC Budget. The FY 16-17 Budget funds all operations, administrative services, and capital projects planned for the Regional Wastewater Facilities. The approved operating budget is $17.7 million,which includes a total increase of 2.0%($351,158) in FY 16-17,when compared to the prior year. The CIP outlines and describes the capital projects planned for the next five years. The FY 16-17 RWP Budget and CIP document reflects a continued focus on the completion of facilities upgrades, plant performance improvements, 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. On May 2, 2016 the City City of Springfield Council Regular Meeting Minutes May 2,2016 Page 10 Council will hold a public hearing on the FY 16-17 regional rates within the City. Following the public hearing, Council is scheduled to adopt a resolution to set the FY 16-17 regional user fee rates within the City of Springfield. 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 16-17 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, 2016). The Eugene City Council is scheduled to ratify the MWMC Budget and CIP on May 9, 2016, and the Board of Commissioners is scheduled to ratify the MWMC Budget and CIP on May 17, 2016,with MWMC final budget adoption on June 10, 2016. IT WAS MOVED BY COUNCILOR WOODROW WITH A SECOND BY COUNCILOR WYLIE TO RATIFY THE FY 2016-17 REGIONAL WASTEWATER PROGRAM BUDGET AND CAPITAL IMPROVEMENT PROGRAM(CIP). THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. 4. CDBG Fiscal Year 2016-2017 One-Year Action Plan and Substantial Amendments to Prior Year Action Plans. Erin Fifield, Community Development Analyst,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 Springfield CDBG section of the FY2016-2017 One-Year Action Plan indicates how Springfield intends to use CDBG funds to fulfill the goals established in the Consolidated Plan. Significant changes to prior year One-Year Action Plans require a substantial amendment to the One Year Action Plan in which funds were first awarded, as part of the Consolidated Plan's Citizen Participation Plan. Ms. Fifield described the projects in the One-Year Action Plan and the changes to the prior year Plan. These actions are in line with Council direction provided during the work session on April 18,2016. IT WAS MOVED BY COUNCILOR WOODROW WITH A SECOND BY COUNCILOR WYLIE TO ADOPT THE SPRINGFIELD COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) SECTION OF THE FY2016-2017 EUGENE-SPRINGFIELD ONE-YEAR ACTION PLAN.THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. IT WAS MOVED BY COUNCILOR WOODROW WITH A SECOND BY COUNCILOR WYLIE TO ADOPT THE SUBSTANTIAL AMENDMENTS TO PRIOR YEAR CDBG ONE- YEAR ACTION PLANS. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. City of Springfield , Council Regular Meeting Minutes May 2,2016 Page 11 5. Glenwood Cross Laminated Timber Parking Garage Design Services Contract with SRG Partnership. Courtney Griesel, Community Development Manager,presented the staff report on this item. SEDA seeks to build a CLT parking garage in the Glenwood Area to serve riverfront redevelopment. The City is proposing to enter into an agreement with SRG Partnership, Inc. for architect services. The costs of these services are proposed to be funded by SEDA, as approved in the FY16 and FY17 budgets. Due to the unique design and initial conceptual work developed as part of partnerships with SRG and the University of Oregon for submittal to the Oregon BEST CLT Design Competition, staff proposes this work be authorized through a sole source contract with SRG Partnership, Inc. The Glenwood Riverfront CLT parking structure is located in the north riverfront area of Phase I of the Glenwood Refinement Plan. The Refinement Plan promotes density and a mix of uses while intentionally limiting the development of surface parking lots. This intentional plan generates the demand for structured parking, a necessary piece of infrastructure identified by the development community when evaluating the redevelopment area potential. The City and SEDA propose to leverage SEDA investments for design and development of a parking structure sized to adequately serve the immediately surrounding north riverfront area. As the garage is envisioned to utilize CLT, an innovative and non-traditional construction material, incentive and support will be required to assist in project realization. This contract will begin the process of shaping and funding the structure design which will serve as the basis for public and private partnerships. The proposed contract with SRG Partnership includes Glenwood area CLT parking garage design services specific to: • Development of Schematic Design in an amount not to exceed $289,435 • Detailed Design Development in an amount not to exceed $389,115 • A total contract not to exceed amount of$678,550 • A final product/deliverable date of December 31, 2017 Staff is requesting Council provide authorization to the City Manager to complete remaining minor contract negotiations with SRG Partnership, Inc. for architect services specific to design of the Glenwood CLT Parking structure and to execute the agreement so long as the additions/deletions do not impact the proposed not to exceed amounts or final deliverable date. IT WAS MOVED BY COUNCILOR WOODROW WITH A SECOND BY COUNCILOR WYLIE TO AUTHORIZE CITY MANAGER TO COMPLETE MINOR NEGOTIATIONS AND SIGN A CONTRACT WITH SRG PARTNERSHIP FOR SCHEMATIC DESIGN AND DESIGN DEVELOPMENT SERVICES SPECIFIC TO THE DESIGN OF A CROSS LAMINATED TIMBER(CLT)PARKING GARAGE IN GLENWOOD.THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. IT WAS MOVED BY COUNCILOR WOODROW WITH A SECOND BY COUNCILOR WYLIE TO APPROVE THE INTERGOVERNMENTAL AGREEMENT WITH THE SPRINGFIELD ECONOMIC DEVELOPMENT AGENCY(SEDA) TO ALLOW SEDA TO MAKE FINANCIAL PAYMENTS TO THE CITY FOR REIMBURSEMENT OF SRG DESIGN SERVICES. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. BUSINESS FROM THE CITY ATTORNEY Ms. Smith said there were actually 12 owners for the 20 properties affected by the Franklin Boulevard project. City of Springfield Council Regular Meeting Minutes May 2,2016 Page 12 ADJOURNMENT The meeting was adjourned 7:55 p.m. The City of Springfield Council met in regular session in the Council Chambers, 225 Fifth Street, Springfield, Oregon, on Monday May 2, 2016 at 8:04 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. Glenwood Cross Laminated Timber Parking Garage Design Services Contract with SRG Partnership. City Attorney Mary Bridget Smith presented this portion of this item. The SRG contract has a sole source justification to work with that firm. It is very particularized work they are doing for the City. The sole source justification is in the agenda packet and is in an amount over$100,000 so requires Council approval. Mayor Lundberg said there are several groups that do CLT buildings. She asked for more information on why this was a sole source contract. Courtney Griesel, Community Development Manager, said they are the architectural firm that was involved in the original concepts which the Oregon Best Competition design was built from. SRG has an intrinsic level of knowledge of that concept and were the entry partner with the City in that competition. SRG also has extensive experience in parking garages. They are one of the first experienced designers for CLT buildings in Oregon, but are not the only designers. IT WAS MOVED BY COUNCILOR WOODROW WITH A SECOND BY COUNCILOR WLYIE TO APPROVE SRG AS THE SOLE SOURCE JUSTIFICATION OVER$100,000. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. ADJOURNMENT The meeting was adjourned 8:06 p.m. Minutes Recorder Amy Sowa ./) Christine L. Lundberg Mayor Attest: City Recorddir