Loading...
HomeMy WebLinkAbout03/15/1999 Regular , . . MINUTES OF THE REGULAR MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY, MARCH 15,1999 The city of Springfield council met in regular session in the Springfield City Council Chamber Room, 225 Fifth Street, Springfield, Oregon, on Monday, March 15, 1999, at 7:00 p.m., with Mayor Maine presiding. ATTENDANCE Present were Mayor Maine, Councilors Ballew, Fitch, Hatfield, Leiken, Lundberg and Simmons. Also present were Assistant City Manager Gino Grimaldi, City Attorney Tim Harold, Senior Management Analyst Rosie Pryor, City Recorder Julie Wilson and members of the staff. PLEDGE OF ALLEGIANCE The Pledge of Allegiance was led by Mayor Maine. INVOCATION - The invocation was provided by Reverend David Lanning, Springfield Faith Center. SPRINGFIELD UPBEAT 1. Mayor Maine read a proclamation declaring March 17, 1999 as Ladies Auxiliary VFW Day. CONSENT CALENDAR . IT WAS MOVED BY COUNCILOR BALLEW, WITH A SECOND BY COUNCILOR HATFIELD, TO ADOPT THE CONSENT CALENDAR. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. Councilor Simmons commented on Consent Calendar Item Number 5( e), the State Funding for Construction of the 42nd Street multi-use path, Project 2-081, with ODOT. He suggested the city do what is necessary to ensure that the project does not interfere with the flood control features of the railroad base. He did not want us to be in a position of having problems in the event of a flood. 1. Claims a. February 1999 Disbursements for Approval. 2. Minutes a. February 16, 1999 - Regular Meeting b. March 1, 1999 - Work Session c. March 1, 1999 - Regular Meeting 3. Resolutions . Regular Meeting Minutes March 15, 1999 Page 2 . a. RESOLUTION NO. 99-15 - A RESOLUTION INITIATING PROJECT NO. 2-100 WATER STREET IMPROVEMENTS FROM M STREET TO APPROXIMA TEL Y 55 FEET NORTH OF N STREET AND VICINITY. 4. Ordinances 5. Other Routine Matters a. Approval to Accept a Bid from Guaranty Chevrolet in the Amount of $18, 159, for the Purchase of an Engineering Division Survey Van. b. Approval to Accept a Bid from Kendall Ford in the Amount of$17,880.62, for the Purchase of a Maintenance Division Utility Passenger Vehicle. c. Approval to Award a Subject Contract to Essex General Construction, Inc., in the Amount of $69,000, to Repair a Maintenance Storage Building. d. Approve Declaration of Dedication of Right-of-Way for Rainbow Drive. e. Approve Entering Into Agreement No. 16,982, Concerning State Funding for Construction of the 42nd Street Multi-Use Path, Project 2-081, With the Oregon Department of Transportation. ITEMS REMOVED FROM THE CONSENT CALENDAR PUBLIC HEARINGS 1. Adopt a Resolution Amending Certain Rates, Permits, Licenses, Fees and Charges. . RESOLUTION NO. 99-16 - A RESOLUTION OF THE COMMON COUNCIL OF THE CITY OF SPRINGFIELD ADOPTING AN AMENDMENT MASTER SCHEDULE OF RA TES, PERMITS, LICENSES, AND OTHER FEES AND CHARGES AS ESTABLISHED BY THE SPRINGFIELD MUNICIPAL CODE. Finance Director Bob Duey presented the staff report on this issue. He explained that the chart contained in the staff report was incorrect and provided revised information. He noted that the proposed resolution did contain the correct information. At the work session of March 1, 1999, council reviewed three types of fees, those referenced by Springfield Municipal Code, those of an administrative nature, and those set by the Springfield Development Code. This resolution for fees referenced within the Code is the first of three resolutions that will be presented to council. Each time recommended changes to the Master Fee Schedule are presented to the council the entire schedule, not just the changes, will be presented so that the schedule remains current. The only fees being recommended for change at this time are those referenced on the exhibit to the staff report. 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 RESOLUTION NO. 99-16. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. 2. Public Hearing for Project 2-067, J Street From 21 st to 25th Street, and Vicinity. . Regular Meeting Minutes March 15, 1999 Page 3 . ORDINANCE NO.1 - AN ORDINANCE ADOPTING THE REPORT OF THE CITY ENGINEER FOR THE INST ALLA TION OF PAVING, CURBS, SIDEWALKS, DRAINAGE, LIGHTING AND STREET TREES FOR PROJECT 2-067, J STREET FROM. 21 ST TO 25TH STREET, AND VICINITY (FIRST READING). City Engineer Al Peroutka presented the staff report on this issue. The project was initiated by council on a March 16, 1998 and a neighborhood meeting was held on February 17, 1999. Property owners representing 10 of the 19 parcels along the project length attended the neighborhood meeting. There was very strong support for the project. No one voiced opposition to the project. The project is scheduled for construction when the school is not in session this summer. Several concerns expressed by property owners relate to speeding traffic and elimination of head-in parking in front of the school. Staffis currently working with the School District staff to address the reduction of parking available to the school, driveway curb cut locations and handicap access needs. Traffic calming concerns are being addressed by including curb extensions to narrow the pedestrian crossing at the 21 st Street intersection, and maintaining appropriate school zone signing. The property owners suggested a raised sidewalk street crossing, however, current council policy restricts use of raised sidewalks to park locations. The Fire and Life Safety Department is generally opposed to this method of traffic calming. Also, a couple of owners suggested adding a flashing yellow light to the school zone sign. Engineering studies have shown that the flashing light does not have an effect on the. speed of traffic. Staff does not recommend either the raised sidewalk or flashing light proposals. . Last year, council appropriated approximately Y:z of the Community Development Block Grant (CDBG) funding for the J Street project under the premise that the balance of the grant funds would be appropriated in the following year. Currently, $95,000 is appropriated in the FY 1998/99 budget. The balance of the grant funds along with related assessment, drainage and street fund appropriations are included in the proposed FY 1999/00 budget. Also in April, council will be presented with the Springfield Development Committee recommendations for allocation of the CDBG funds for this year. The balance of the J Street CDBG funds is included in this funding request. Mr. Peroutka answered questions from council regarding this project. Mr. Peroutka then discussed the design aspects of the project. Mr. Peroutka noted that a correspondence was received from Mark and Amy Gilman, 2326 J Street, expressing concern regarding the project assessment cost. Mayor Maine opened the public hearing. 1. Ellen Peters, 2440 J Street, expressed opposition to the project due to the project costs and discussed traffic issues. 2. Gerald Smith, 2130 J Street, spoke in support of the project. He also provided a display of photos. Several members of the audience stood to express that they were in support of the project. . 3. Amv Gilman, 2326 J Street, Springfield, expressed opposition to the project and discussed concerns regarding project costs. Regular Meeting Minutes March 15, 1999 Page 4 . 4. Hanalie Rozen, 1551 B Street, Springfield, testified that she was not clear if the city was acquiring part of the right of way and paying property owners. Mr. Peroutka said a professional assessor would calculate what the approximate value would be. Mayor Maine continued the public hearing to the April 5, 1999 council meeting. The ordinance received a first reading by title. Council asked when the income schedule was updated or reviewed. Mr. Peroutka explained that the income schedule is reviewed on an annual basis. He said the information was generated by Lane County and it is the same information used by HUD for income class information. He said the same standard information is used throughout Lane County. Councilor Simmons raised issues regarding the potential for opposition as related to the assessment schedule and income periods. All options available for the citizens should be looked into. BUSINESS FROM THE AUDIENCE 1. Carol Seaton, 2640 C Street, Springfield, expressed concern regarding the city franchise with Sanipac Incorporated garbage service. Ms. Seaton provided a copy of her security deposit agreement with Sanipac for the sum of $50 and discussed an issue related to an account being forwarded for collection processing. She wanted the power taken away from Sanipac. She said she would be back before council again to testify. . COUNCIL RESPONSE CORRESPONDENCE AND PETITIONS 1. Correspondence From Sterling Stein, Springfield Middle School Student, 1084 G Street, Springfield, Expressing Support for Sanipac Rate Increases. IT WAS MOVED BY COUNCILOR BALLEW, WITH A SECOND BY COUNCILOR HATFIELD, TO ACCEPT AND FILE THE CORRESPONDENCE. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. 2. Correspondence From Mark and Amy Gilman, 2326 J Street, Springfield, Expressing Concern Regarding the Cost for the J Street Improvement Project. IT WAS MOVED BY COUNCILOR BALLEW, WITH A SECOND BY COUNCILOR HATFIELD, TO ACCEPT AND FILE THE CORRESPONDENCE. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. BIDS ORDINANCES 1. Rezone 17 Properties From Low Density Residential to Community Commercial, Applicant, City of Springfield. . Regular Meeting Minutes March 15, 1999 Page 5 . ORDINANCE NO. 5914 - AN ORDINANCE REZONING LAND IN ACCORDANCE WITH THE 0 STREET REFINEMENT PLAN AND DECLARING AN EMERGENCY. City Planner Colin Stephens presented the staff report on this issue. The applicant requests the rezoning of 171 properties located on the north side of Q Street between 2nd Street and 5th Street from Low Density Residential to Community Commercial in order to bring the area into compliance with the Metro Plan and Q Street Refinement Plan. The 17 properties are zoned Low Density Residential by the Springfield Zoning map but are designated as Commercial by the Metro Plan and Community Commercial by the Q Street Refinement Plan. The refinement plan's mechanism is for administratively rezoning these properties as 2-acre development area to its highest and best use. The Springfield Planning Commission held a public hearing on December 1, 1998 and again on January 20, 1999. No persons testified against the rezoning at either meeting. A provision of Ballot Measure 56, approved by Oregon Voters in November 1998 requires the rezoning of property to be adopted by ordinance. Mr. Stephens answered questions from council regarding this issue. . IT WAS MOVED BY COUNCILOR BALLEW, WITH A SECOND BY COUNCILOR HATFIELD, TO ADOPT ORDINANCE NO. 5914. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. . BUSINESS FROM THE CITY COUNCIL 1. Committee Appointments 2. Business from Council a. Committee Reports 1. Councilor Fitch reminded the Mayor and Council members to complete and return their City Attorney evaluation forms. 2. Councilor Ballew reminded all that the Statement of Economic Interest forms needed to be turned in by April 15. 3. Councilor Simmons reminded all to pay attention to the memo provided to council, via March 11, 1999 Communication Packet, regarding the pending listing of threatened salmon on the Upper Willamette River. 4. . Councilor Simmons reported on the McKenzie Watershed Council and their work plan. 5. Councilor Leiken reported on a Lane Regional Air Pollution Authority meeting and discussed burning and associated fees. He said flat fees would no longer be used. . Regular Meeting Minutes March 15, 1999 Page 6 . 6. Mayor Maine reported on the Public Safety Coordinating Council. She discussed a subcommittee that was established to consider financing options. Councilor Hatfield agreed to be a representative on that committee. 7. Mayor Maine briefly discussed the united front trip. She discussed storm water plan issues and possible funding. She explained that during an upcoming work session prior to a Joint Elected Officials meeting, additional information will be provided regarding intergovernmental issues and activities. 8. Councilor Ballew discussed Trans Plan and financing. She said it is in the planning stages and the plan will be brought to council this summer. b. Other Business BUSINESS FROM THE CITY MANAGER 1. Addendum to Library Automation Contract, and Intergovernmental Services Agreement to Provide Automation Services to Other Units of Local Government. Library Director Bob Russell presented the staff report on this issue. The proposal presented entering into an intergovernmental services agreement with the Cities of Junction City, Cottage Grove, Oakridge, Siuslaw Library District, and Fern Ridge Library District. Under the proposed agreement, the city would provide automation services and system administration for other governmental units. . Under the terms of the proposed contracts, the City of Springfield will purchase a server upgrade, additional software licenses, and automation project management data-loading services, to allow the other libraries to operate under our automation system. In addition, our Library Technical Specialist will function as system administrator; his time will be compensated by the other libraries, at full salary and benefits, plus 40% for administrative expenses, and a 12 percent profit. Mr. Russell discussed the benefits of the proposal and answered questions from council. He discussed the fact that this may lead to other opportunities; Mr. Russell answered questions regarding the State lLibrary system. Councilor Fitch said this was a great way to help smaller communities and it is a win-win situation. IT WAS MOVED BY COUNCILOR BALLEW, WITH A SECOND BY COUNCILOR HATFIELD, TO APPROVE ADDENDUM NUMBER 2 TO THE PROPRIETARY SOFTWARE LICENSE AND HARDWARE SALES AGREEMENT WITH SIRSI CORPORATION AND APPROVE INTERGOVERNMENTAL AGREEMENTS WITH THE CITIES OF JUNCTION CITY, COTTAGE GROVE AND OAKRIDGE, FERN RIDGE LIBRARY DISTRICT, AND SIUSLA W LIBRARY DISTRICT. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. 2. Workers Compensation Claims Management Firm. . Regular Meeting Minutes March 15, 1999 Page 7 . Risk Manager Craig Gibons presented the staff report on this issue. As part of the April 1 change to a fully insured workers compensation program, the city needs to engage a claims handling firm to handle the remaining open claims from the self-insurance program. This is a request for council authority to contract with the firm ofESIS, Inc. to provide that service for about 15,000. In conformance with our City Code, three firms were contacted for proposals. One, Liberty Northwest declined to submit a proposal. Two other Portland firms submitted written proposal for this contract. They were Sedgwick of Oregon, Inc. and ESIS, Inc. Both firms have good reference and both firms' contract price is about $15,000, depending on the number of claims open on April 1, 1999. The fundamental difference between the firms is: Sedwick has an annual fee on each open claim as opposed to ESIS' one lifetime fee per claim. The incentive to resolve claims quickly obviously rests with the lifetime fee. Since staff ability to influence the quality of service the firm provides our employees is equal, preference is to contract with ESIS for prompt claims resolution. Mr. Gibons answered questions from council. IT WAS MOVED BY COUNCILOR BALLEW, WITH A SECOND BY COUNCILOR HATFIELD, TO APPROVE EXECUTION OF A CONTRACT FOR A CLAIMS MANAGEMENT FIRM, ESIS, INC., TO HANDLE THE REMAINING OPEN CLAIMS FROM THE WORKERS COMPENSATION SELF INSURANCE PROGRAM, FOR A COST OF APPROXIMATELY $15,000. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. . 3. Other Business Risk Manager Craig Gibons provided council with an update on the emergency contract with Centerline. On March 8, 1999, between Quarry Road and the Gunderson Springfield site, there was a landslide located immediately adjacent to the west end of the building. The landslide covered up part of the rail spur Gunderson uses for their business. Three houses are located on Quarry Road. Due to the large cracks that had appeared on the road the Fire Department notified residents that they were unable to bring medic units and fire trucks down the road, therefore emergency services could not be provided. There was concern regarding the stability of Quarry Road. If there were more movement, would the road give away causing the houses to move. The city hired a soil-engineering expert to evaluate the area and give the city advice. The advice of the engineer was to remove soil from the top of the hill first and then go to the bottom of the hill, where the landslide exists, and begin removing the soil. In order to remove the soil, the city entered into a contract with Centerline Excavation and Construction Company. Because of the urgency that necessitated the prompt execution of the contract the competitive bidding process was waived. Cleanup was completed on March 12, 1999. Mr. Gibons answered questions from council. BUSINESS FROM THE CITY ATTORNEY . CONTINUE MEETING Regular Meeting Minutes March 15, 1999 Page 8 . Mayor Maine continued the meeting to March 22, 1999 for the purpose of holding a Glenwood Rezoning Public Hearing. Minutes Recorder - Julie Wilson ~7:yjM~ Mayor Attest: ( J~ l\0LClM^-- City Recorder . .