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HomeMy WebLinkAbout02/16/1999 Regular . . . t , . , , , MINUTES OF THE REGULAR MEETING OF THE SPRINGFIELD CITY COUNCIL HELD TUESDAY, FEBRUARY 16,1999 The city of Springfield council met in regular session in the Springfield City Council Chamber Room, 225 Fifth Street, Springfield, Oregon, on Tuesday, February 16, 1999, at 7:05 p.m., with Mayor Maine presiding. ATTENDANCE Present were Mayor Maine, Councilors Ballew, Fitch, Hatfield, Leiken, Lundberg and Simmons. Also present were City Manager Michael Kelly, Assistant City Manager Gino Grimaldi, City Attorney Joe Leahy, Senior Management Analyst Rosie Pryor, and members of the staff. PLEDGE OF ALLEGIANCE The Pledge of Allegiance was led by Mayor Maine. INVOCATION - The invocation was provided by Rev. John Luther, Hope Lutheran Church. SPRINGFIELD UPBEAT 1. City Manager Mike Kelly recognized Rob Fitzmaurice, Public Works Department, for ten years of service to the City of Springfield. 2. SarahLyn Brooks, Former Lane Shelter Care / Brethren Housing Emergency Services Program Director, introduced the new Program Director Char Hall. 3. Mayor Maine recognized two scout troops that were in the audience. CONSENT CALENDAR IT WAS MOVED BY COUNCILOR BALLEW, WITH A SECOND BY COUNCILOR LEIKEN, TO ADOPT THE CONSENT CALENDAR. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. 1. Claims a. January 1999 Disbursements for Approval. 2. Minutes a. January 11, 1999 - Work Session b. January 19, 1999 - Work Session c. January 19, 1999 - Regular Meeting 3. Resolutions Regular Meeting Minutes February 16, 1999 Page 2 . a. RESOLUTION NO. 99-9 - A RESOLUTION TO ACCEPT PERMIT PROJECT 3-032, MIMOSA PARK AND FUCHSIA GARDENS SUBDIVISION PUBLIC IMPROVEMENTS. b. RESOLUTION NO. 99-10 - A RESOLUTION TO ACCEPT PERMIT PROJECT 3-080, 1220 Q STREET SANITARY SEWER EXTENSION. c. RESOLUTION NO. 99-11 - A RESOLUTION TO ACCEPT PERMIT PROJECT 3-917, DUCK HAVEN SUBDIVISION, AT 31 ST AND V STREETS, PUBLIC IMPROVEMENTS. 4. Ordinances a. ORDINANCE NO. 5908 - AN ORDINANCE WITHDRAWING CERTAIN REAL PROPERTY LOCATED IN NORTHWEST SPRINGFIELD, A PARCEL OF LAND BEING Tl7S R03W S23 TAX LOTS 904, 906 AND PART OF 907, AND Tl7S R03W S23 MAP 43 TAX LOTS 2000 AND PART OF 2102; HERETOFORE ANNEXED TO THE CITY OF SPRINGFIELD FROM THE RAINBOW WATER DISTRICT, SECOND READING (98-57, RIVER GLEN SUBDIVISION). . b. ORDINANCE NO. 5909 - AN ORDINANCE WITHDRAWING CERTAIN REAL PROPERTY LOCATED IN NORTHWEST SPRINGFIELD, A PARCEL OF LAND KNOWN AS RIVER GLEN SUBDIVISION 1 ST AND 2ND ADDITIONS INCLUDING PORTIONS OF TAX LOTS 100,200,1500,1900,2000,2102, Tl7S R03W MAP 43; AND PORTIONS OF TAX LOTS 6000, 6100, 6200, AND 6300, T17S R03W S23 MAP 44; HERETOFORE ANNEXED TO THE CITY OF SPRINGFIELD FROM THE RAINBOW WATER DISTRICT, SECOND READING, (C SP 97-18 RIVER GLEN 1 ST AND 2ND). c. ORDINANCE NO. 5910 - AN ORDINANCE WITHDRAWING CERTAIN REAL PROPERTY LOCATED IN NORTHWEST SPRINGFIELD, A PARCEL OF LAND BEING A PORTION OF THE SOUTHEAST QUARTER OF SECTION 23; TOWNSHIP 17 SOUTH RANGE 3 WEST OF THE WILLAMETTE MERIDIAN; HERETOFORE ANNEXED TO THE CITY OF SPRINGFIELD FROM THE RAINBOW WATER DISTRICT, SECOND READING (C SP 98-13 ORCHARD VIEW SUBDIVISION). d. ORDINANCE NO. 5911 - AN ORDINANCE WITHDRAWING CERTAIN REAL PROPERTY LOCATED IN NORTHWEST SPRINGFIELD, A PARCEL OF LAND KNOWN AS RIVER GLEN SUBDIVISION INCLUDING A PORTION OF TAX LOT 1003, Tl7S R03W S23, HERETOFORE ANNEXED TO THE CITY OF SPRINGFIELD FROM THE RAINBOW WATER DISTRICT, SECOND READING (C SP 95-43 RIVER GLEN). . e. ORDINANCE NO. 5912 - AN ORDINANCE VACATING A PORTION OF A SUBDIVISION BOUNDARY LINE LOCATED ON THE EAST EDGE OF LOT 8 IN SYCAN COMMERCIAL PARK IN THE CITY OF SPRINGFIELD, LANE COUNTY OREGON, SECOND READING. Regular Meeting Minutes February 16, 1999 Page 3 . 5. Other Routine Matters a. Authorize the City Manager or Representative to Enter into a Contract with ImageMAX of Eugene in the Amount of$23,217 for a Small Document Scanner and Document Management Software, and with ImageSource of Olympia Washington in the Amount of $22,700 for a Large Document Scanner for the EDM Pilot Project. b. Provide Liquor License Recommendation to OLCC for the Club Lounge, Located at 420 Main Street, Springfield, Oregon. ITEMS REMOVED FROM THE CONSENT CALENDAR PUBLIC HEARINGS 1. 1999 - 2004 Capital Improvement Program. City Engineer Al Peroutka presented the staff report on this issue. The draft 1999-2004 Capital Improvement Program has been reviewed by the Planning Commission and the Council in Work Session and is now ready for public comment and final adoption. . Following its review and discussion on January 20, 1999, the Planning Commission voted to recommend that the City Council adopt the draft 1999-2004 Capital Improvement Program as proposed by City staff. The Council then reviewed the draft CIP at its January 25, 1999 work session. It is now being presented for public hearing and subsequent adoption. Mayor Maine opened the public hearing. No one appeared to speak. Mayor Maine closed the public hearing. IT WAS MOVED BY COUNCILOR BALLEW, WITH A SECOND BY COUNCILOR HATFIELD, TO ADOPT THE 1999-2004 CIP. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. 2. Vacation of Public Right of Way for a Partial West M Street Cul-De-Sac, Assessor's Map 17-03-27-34, TL 1601, Jo. No. 98-08-187. ORDINANCE NO.6 - AN ORDINANCE V ACA TING A PARTIAL WEST M STREET CUL-DE-SAC IN THE CITY OF SPRINGFIELD, LANE COUNTY, OREGON. Councilor Leiken declared a conflict of interest on this matter and excused himself from discussion. . City Planner Sarah Summers presented the staff report on this issue. This is a citizen initi~ted right of way vacation submitted in conformance with the requirements of Section 9.010 of the Springfield Development Code. The Springfield Planning Commission adopted a final recommendation of approval with conditions of this vacation request. The conditions of approval have been met. As required by statute, the City Council must take final action Regular Meeting Minutes February 16, 1999 Page 4 . on this request. If the Council agrees with the Planning Commission recommendations, the ordinance can be adopted by motion and vote at the March 1, 1999 Council meeting and second reading of the ordinance. The applicant is requesting this vacation to make use of property that can not be developed as a street. The subject right of way consists of the northern half of the end of a land-locked cul-de-sac approximately 287 feet west of Rainbow Drive. The dedication of further right of way to complete West M Street will not be possible because development has occurred on the necessary land. The Springfield Planning Commission conducted a public hearing on the vacation October 25, 1998. The Commission has recommended approval with conditions (4- o with 3 absent). These conditions have been met. One property with frontage on the subject right of way has frontage on West N Street. The other property with frontage on the subject right of way has an access easement. No other properties would be impacted by the proposed vacation. The right of way to be vacated was originally dedicated by the church (TL 1600 and 1602). There is no financial impact to the City resulting from this decision. Ms. Summers answered questions from Council. She discussed history regarding the property being discussed. Mayor Maine opened the public hearing. . 1. Wvane Neilson, 940 West M Street, Springfield, spoke regarding the proposal. Mr. Neilson said West M Street was a private road. He said it goes down 20 ft. to the other lot and there is also a fire hydrant there. He would like to see that portion of the road left as it is. He said the area works as a turn around for people. If the road is shortened, access to one driveway will be lost, in addition to the fire hydrant. Ms. Summers discussed lot 1600 and said that it was granted an access easement and public utility easement that goes up to West M Street. This would have to be accessible for fire trucks so they could use that access. It would be a much better access than other alternatives. Ms. Summers said a fire hydrant would remain. She discussed lot line adjustments along with other information regarding property access. City Manager Mike Kelly discussed attachment 2-8 of the staff report. He explained that the shaded portion is what has gone to the Planning Commission, as recommended to Council, for approval of formal vacation of the right-of-way. Sometime in the past, the parcel was dedicated for public purpose use by the current or previous owners. He eXplained that the shaded portion noted on the map was the parcel actually dedication for street purposes. Mr. Neilson testified that access out to Rainbow does exist. Mr. Kelly explained that that similar access situations exist throughout the city. There is no formal dedication for street purposes, although the roads exist for common use. When streets are improved, formal dedication is sought. The city has the right to use under prescriptive use and defined right of ways. Mr. Kelly provided additional information along with options council could consider. Mr. Neilson said his main concern was to retain both the fire hydrant and the driveway. . Regular Meeting Minutes February 16, 1999 Page 5 . City Attorney Joe Leahy said that language could be drafted to assure that there be sufficient area around the fire hydrant, satisfactory to the Fire Marshall so that the fire hydrant is accessible to address any fire concerns along the private portion of West M Street. Mayor Maine closed the public hearing. No action was taken as the ordinance received a first reading by title. Mr. Leahy was asked to be sure that the appropriate language was contained in the ordinance when it is brought back for a second reading and adoption. BUSINESS FROM THE AUDIENCE 1. Hanalei Rozen, 1551 B Street, spoke on behalf of the Springfield Together group. She invited all to attend a workshop regarding items related to Arbor Week. She discussed tree planting. The event will be held in two weeks at the Willamalane Senior Center. Ms. Rozen introduced the new letterhead for the Urban Forest Advisory Committee. She also discussed the event "Greening our Ways - Arbor Week" which was scheduled for April 4-10,1999. She hoped the group would have an opportunity to meet with the council during a work session meeting. She was also asking for endorsement of the campaign. Council approval is needed if the group advertises it as a citywide campaign. . 2. Dallas Vance, 1355 Water Street, spoke regarding the placement of a motor home on his property. He explained that a person was residing in the motor home and he recently received a notice of code violation. He needed time to work the situation out and explained that this was not a permanent situation. He discussed the cost to file an application to qualify for a hardship provision. Council suggested that Mr. Vance work with Code Enforcement staff regarding a time frame in which Mr. Vance could work within. Mr. Kelly explained that staff would contact Mr. Vance and schedule an appointment to meet with him. COUNCIL RESPONSE CORRESPONDENCE AND PETITIONS BIDS ORDINANCES BUSINESS FROM THE CITY COUNCIL 1. Committee Appointments a. Bicycle Committee Appointment . Regular Meeting Minutes February 16, 1999 Page 6 . This item was discussed during the work session meeting this evening. IT WAS MOVED BY COUNCILOR BALLEW, WITH A SECOND BY COUNCILOR HATFIELD, TO REAPPOINT CHRISTOPHER URHAUSEN TO THE BICYCLE COMMITTEE, FOR A SECOND THREE-YEAR TERM, WITH A TERM EXPIRATION DATE OF DECEMBER 31, 2001. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. b. Library Board Appointment This item was discussed during the work session meeting this evening. IT WAS MOVED BY COUNCILOR BALLEW, WITH A SECOND BY COUNCILOR HATFIELD, TO APPOINT STAN PAINE TO THE LIBRARY BOARD WITH A TERM EXPIRATION DATE OF DECEMBER 31,2002. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. c. Planning Commission Appointment. This item was discussed during the work session meeting this evening. . IT WAS MOVED BY COUNCILOR BALLEW, WITH A SECOND BY COUNCILOR HATFIELD, TO APPOINT TIM MALLOY IMMEDIA TEL Y, WITH A TERM EXPIRATION OF APRIL 30, 1999 AND REAPPOINT HIM EFFECTIVE MAY 1, 1999, WITH A TERM EXPIRATION OF APRIL 30,2003. THE MOTlON PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. IT WAS MOVED BY COUNCILOR BALLEW, WITH A SECOND BY COUNCILOR HATFIELD, TO APPINT STEVE MOE, EFFECTlVE MAY 1, 1999, FOR A FOUR YEAR TERM, WITH A TERM EXPIRATION DATE OF APRIL 30, 2003. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. 2. Business from Council a. Committee Reports 1. Councilor Hatfield reported on a recent Commercial Lands Study meeting. He said there is somewhat of a shortage of commercial land. The group will report back to council in the future. 2. Councilor Fitch reported on the Bus Rapid Transit group. She explained that they have held work sessions to discuss their issues. . 3. Councilor Ballew reported on a Metropolitan Wastewater Management Commission meeting. Budget discussions have included a review of the capital projects and operations and management. Regular Meeting Minutes February 16, 1999 Page 7 . 4. Councilor Ballew reported on the bus relocation siting efforts and a recommended area for relocation at South A street, in an area between 4th and 5th. 5. Councilor Simmons reported on the Watershed Council. They received a briefing from the National Marine Fishery group. 6. Councilor Leiken reported on a Lane Regional Air Pollution Authority meeting. He said they were involved in the burning ofthe New Carrissa. He discussed the pollution measuring devices used. 7. Councilor Lundberg reported on the HSC group. They discussed the family soup kitchen. The fact that singles are not served is a problem. Only family groupings are served. 8. Mayor Maine said Senate Bill 299 would be presented before the Senate Committee. This could pave the way for the relocation of the millrace intake. b. Other Business BUSINESS FROM THE CITY MANAGER f 1. Request for Proposal Award for Fire Med Public Information and Education Campaign. Deputy Chief/EMS John Garitz presented the staff report on this issue. A request for proposals (RFP) was solicited for public information and education materials and services related to the 1999 FireMed membership campaign. Proposals were assessed and a vendor was selected to provide services. Council authorization is required to enter into a contract with this vendor. Since the program was initiated in 1986, the FireMed ambulance membership program has conducted an annual public information and education campaign targeting the Springfield and Eugene ambulance service areas as a membership drive to solicit new members to join the membership program and to renew existing members. As in previous years, a request for proposals was solicited from interested vendors to provide creative services, media purchasing, arid printing for the 1999 membership campaign. Eight vendors responded to the RFP. The proposals were evaluated using the criteria contained in the RFP. The top three vendors were invited for an interview with program staff. Based upon their proposal, references, and interview, Baden and Company Advertising was judged most responsive and offered the best overall value to the City. ,-' '- . FireMed is ajoint program of the Cities of Eugene and Springfield. Springfield furnishes program administrative services to Eugene under contract. By running a combined program, including a combined membership campaign, the cities are able to avoid duplicative services, reducing costs to both cities. Sufficient funds have been appropriated specifically for this purpose in the FireMed's FY 1998-99 budget. Under our management services contract with the City of Eugene, Eugene would reimburse approximately 75% of the cost of