HomeMy WebLinkAbout10/04/1999 Regular
.
.
.
...
..
MINUTES OF THE REGULAR MEETING OF
THE SPRINGFIELD CITY COUNCIL HELD
MONDAY, OCTOBER 4, 1999
The city of Springfield council met in regular session in the Springfield City Council Chamber
Room, 225 Fifth Street, Springfield, Oregon, on Monday, October 4, 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 City Manager Michael Kelly, 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 Pastor Bobby Nott, Faith Temple.
SPRINGFIELD UPBEAT
1. City Manager Mike Kelly recognized MeI Oberst, Development Services Department, for 10
years of service to the City of Springfield.
2. City Manager Mike Kelly recognized Kim Krebs, Springfield Municipal Court, for 10 years
of service to the City of Springfield.
3. Police Chief Jerry Smith recognized Christopher Allen Boggs, for life saving efforts.
4. Fire Chief Dennis Murphy recognized Mrs. Joanne Jones, for life saving efforts.
5. Fire Chief Dennis Murphy announced the City of Springfield is the recipient of Oregon Health
Division Commendation/Excellent EMS Award.
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.
1. Claims
2. Minutes
a. September 13, 1999 - Regular Meeting
b. September 13, 1999 - Work Session
c. September 20, 1999 - Work Session
-
Regular Meeting Minutes
October 4, 1999
Page 2
.
d. September 20, 1999 - Regular Meeting
e. September 27, 1999 - Work Session
3. Resolutions
4. Ordinances
a. ORDINANCE NO. 5937 - AN ORDINANCE AMENDING SECTIONS 5.000 AND
5.614(1) OF THE SPRINGFIELD MUNICIPAL CODE CLARIFYING THAT THE
CITY MANAGER OR HIS OR HER DESIGNEE IS THE ENFORCING OFFICER AND
MAY UNDERTAKE ACTIONS TO OBTAIN COMPLIANCE AND SIGN CIVIL
INFRACTION CITATIONS FOR PURPOSES OF CIVIL ENFORCEMENT OF CODE
INFRACTIONS (2ND READING).
b. ORDINANCE NO. 5938 - AN ORDINANCE AMENDING SPRINGFIELD
MUNCIPAL CODE SECTION NO. 5.700 (2ND READING).
5. Other Routine Matters
a. Approve June 1999 Quarterly Updated Financial Reports.
ITEMS REMOVED FROM THE CONSENT CALENDAR
.
PUBLIC HEARINGS
BUSINESS FROM THE AUDIENCE
1. Randv DreIling, 3895 East Amazon, Eugene, Oregon, spoke in support of the Oregon Trails
Tours Promotions and Adventure Vacations request for a letter of support for a 1999 tourism
grant application.
2. Nick Shevchvnski, 2445 Skyline, Eugene, Oregon, spoke regarding a notice of violation and
requested the opportunity to review files to see who filed the complaint. He referenced
Wesley Swanger, 2415 Marcola Road, Springfield, Oregon. He said he did not know if Mr.
Swanger would be willing to testify.
On September 20, 1999, a correspondence dated August 12, 1999, from Mr. Swanger, had
been submitted to the council. The issue related to dumping of dump-truck loads of dirt onto
lot 17 03 25 1 3 1100.
COUNCIL RESPONSE
CORRESPONDENCE AND PETITIONS
1. Correspondence from Randy DreIling, Oregon Trails Tours Promotions and Adventure
Vacations, PO Box 50806, Eugene, Requesting a Letter of Support for a 1999 Tourism Grant
Application.
.
Regular Meeting Minutes
October 4, 1999
Page 3
.
2. Correspondence From Dan Bessette, Karen Hecht and Amy Bessette, Expressing Opposition
to a New Four Lane Vehicle Bridge Across the Willamette River, Referencing the Draft
TransPlan.
3. Correspondence from Richard and Barbara Suter, 1060 West Hilliard Lane, Eugene,
Expressing Opposition to a New Four Lane Vehicle Bridge Across the Willamette River.
4. ,_ Correspondence From Paul and Beverly Spencer, III Thomason Lane, Eugene, Expressing
Opposition to a Proposed Bridge Over the Willamette River.
5. Correspondence From Catherine Brooke Shafer, 114 East Hilliard Lane, Eugene, Expressing
Concerns about the Proposed New Valley River Bridge.
6. Correspondence From Mary Buckingham, 666 Sunnyside Drive, Eugene, Expressing
Opposition to the Proposed Bridge Project.
IT WAS MOVED BY COUNCILOR BALLEW, WITH A SECOND BY COUNCILOR
HA TFIELD, TO ACCEPT AND FILE CORRESPONDENCE NUMBERS ONE THROUGH 6.
THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST.
BIDS
.
I: Bid Award for the Construction of Restroom Utility Building for the Springfield Sports
Center.
Economic Development Manager John Tamulonis presented the staff report on this issue.
Four bids were received on this construction project. Contract award is now necessary to
enable work to proceed.
This project is the construction of rest rooms and utility room/storage area north of the parking
lot at the Springfield Sports Center on Sports Way.
Construction Systems 2 is the low bidder on this project. Sufficient funds are budgeted in
Room Tax Fund 208-63440-650075 ($61,230) to allow award of the contract.
IT WAS MOVED BY COUNCILOR BALLEW, WITH A SECOND BY HATFIELD, TO
A WARD THE BID FOR CONSTRUCTION OF RESTROOM UTILITY BUILDING FOR
THE SPRINGFIELD SPORTS CENTER, TO CONSTRUCTION SYSTEMS 2, IN THE
AMOUNT OF $53,581. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0
AGAINST.
ORDINANCES
BUSINESS FROM THE CITY COUNCIL
1. Committee Appointments
.
a. Budget Committee Appointment.
Regular Meeting Minutes
October 4, 1999
Page 4
.
The Budget Committee has a vacancy in Ward 4 due to the resignation of John Erickson.
The person appointed would serve a three-year term, which will expire on December 31,
2002. In response to the news release, applications were received for the Budget
Committee vacancy in Ward 4 from Dwight H. Dzierzek, and Claudete Eikenberry.
Interviews of Dwight H. Dzierzek and Claudete Eikenberry were conducted by the Council
on September 27, 1999. The candidate selected by council to serve as a member of the
Budget Committee for Ward 4 must be appointed to the position and their appointment
ratified.
IT WAS MOVED BY COUNICLOR BALLEW, WITH A SECOND BY COUNCILOR
LEI KEN, TO APPOINT DWIGHT DZIERZEK TO THE WARD 4 BUDGET
COMMITTEE POSITION. MR. DZIERZEK WILL SERVE A THREE-YEAR TERM
WHICH WILL EXPIRE ON DECEMBER 31,2002. THE MOTION PASSED WITH A
VOTE OF 6 FOR AND 0 AGAINST.
2. Business from Council
a. Committee Reports
1. Councilor Ballew reported she attended an ODOT training session. She said it was a
good session and ODOT is making a sincere effort to get the word out and inform
people that they are very interested in public input.
.
2. Councilor Lundberg said a news conference was held this morning regarding the
census project. She said she was a committee member and was representing
Springfield. She discussed the importance of accurate accounting for the census.
3. Councilor Lundberg discussed a newspaper article written regarding the Housing
Policy Board. She discussed low-income rental units for students. She discussed the
importance of Springfield participation.
4. Mayor Maine reported that she, Councilor Ballew and Len Goodwin have
participated in fiber consortium meetings. Mayor Maine thanked Len Goodwin for
his assistance related to this issue. She said he has provided much assistance. She
will keep council posted on this issue.
5. Councilor Simmons requested that staff members utilize the checkout boards within
their departments.
6. Mayor Maine reminded council to complete their Springfield Tomorrow survey
forms and turn them in. Rosie Pryor had additional forms if anyone needed one.
b. Other Business
BUSINESS FROM THE CITY MANAGER
.
1. Amendment to the Guaranteed Cost Per Front Foot Street Improvement Program Policy.
Regular Meeting Minutes
October 4, 1999
Page 5
.
Housing Program Specialist Kevin Ko presented the staff report on this issue. The Guaranteed
Cost per Front Foot Street Improvement Program was developed by the Community
Development Advisory Committee in May of 1981, and adopted by the Springfield City
Council in July of 1981. It was amended in December 1981 and again in February 1984.
Exemptions to the assessment for the benefit of low and moderate-income residents are
covered in section lID of the program policies.
When the program was created, there were no non-profit housing providers in Springfield, and
virtually all housing for low-income households was owned and/or subsidized by the Housing
Authority and Community Service Agency (HACSA). However, since 1989, non-profit
agencies such as St. Vincent de Paul and the Springfield CDC have been instrumental in
increasing the supply of affordable housing for low income residents of Springfield.
The purpose of the proposed amendment is to provide relief from city street assessment for
eligible non-profit housing providers who serve very low and moderate-income residents of
Springfield. In its current form, the Program does not allow for such relief. It seems
reasonable that, since the city provides development assistance to these agencies in the form of
CDBG and/or HOME program grants and loans, it should not dilute the benefits of such
assistance through street improvement assessments.
.
This amendment will not shift the cost burden to other properties. The assessment will be paid
from CDBG funds or other identified funding sources for the project. Other non-profit
organizations (fraternal, religious, social club, etc.) will continue to be assessed in accordance
with existing program policy. Non-residential properties owned by non-profit housing
providers (offices, service facilities, etc.) will also continue to be assessed in accordance with
existing program policy. The annual cost impact will be minimal, since most streets will not
have an eligible non-profit owned property on it. The cost impact per eligible property will be
approximately $5,500, based on current average assessments.
Mr. Ko discussed the policy and the possibility of amending language in order to avoid abuse
of the program due to concerns raised by the council.
Councilor Simmons said the goals of this policy are appropriate, although, the mechanism has
some potential for abuse. The group discussed 501(c)(3) status. Councilor Simmons
supported the concept but said a check mechanism was required to protect against abuse.
Mr. Ko answered questions from council. The group further discussed allocation ofCDBG
funds, the grant process, and appropriate allocation of funds.
,
Councilor Lundberg discussed criteria associated with obtaining federal funding.
City Attorney Tim Harold provided information regarding IRS guidelines related to 501(c)(3).
Councilor Simmons discussed the need to provide a mechanism for this type of exemption,
which would provide a sanction against someone who takes public money, uses it
inappropriately and abuses the program. He said there is a need to be watchful to be sure
abuse does not occur.
.
Regular Meeting Minutes
October 4, 1999
Page 6
.
Mr. Ko further discussed the program and the possibility of revising the language. He also
discussed income certification. Mr. Ko said he understood direction council was providing
and he would bring this item back to council for further review.
2. Contract Award for Architectural Services.
Library Director Bob Russell presented the staff report on this issue. In 1995 Springfield
citizens approved General Obligation Bonds for a number of projects, including the
remodel ing and expansion of the library. This contract is for the provision of architectural
services for this project.
A request for proposals for automation-associated redesign, and the library expansion project
was issued in June of 1995. Robert/Sherwood Architects was the only firm to bid on the
project. Services for automation-associated redesign were performed that summer. However,
because there were delays in the expansion space being vacated by other tenants, the
expansion was postponed.
The schematic design phase has now been completed. Under this contract,
,Robertson/Sherwood will perform the following services:
.
a. Prepare construction documents, based on the design approved during the
schematic design phase.
b.', Assist the city with administration of the bid period.
c. Assist the city with administration of the construction project, including reviewing
contractor submittals, attending weekly project meetings, processing change
orders and applications for payment, and conducting substantial and final
completion inspections.
The cost for these services is on an hourly basis, not to exceed $24,800.
This contract is sole source to Robertson/Sherwood Architects. The justification is in
Springfield Municipal Code, Paragraph 2.714(2)b. Contracts for a subsequent phase of a
phase, project or activity if the contract is to be made with person, firm or organization that
performed the immediately proceeding phase.
IT WAS MOVED BY COUNCILOR BALLEW, WITH A SECOND BY COUNCILOR
HATFIELD, TO APPROVE CONTRACT WITH ROBERTSON/SHERWOOD
ARCHITECTS PC FOR ARCHITECTURAL SERVICES FOR THE EXPANSION AND
REMODELING OF THE SPRINGFIELD PUBLIC LIBRARY, AT A COST NOT TO
EXCEED $24,800. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST.
3. Other Business
BUSINESS FROM THE CITY ATTORNEY
ADJOURNMENT
.
The meeting was adjourned at 8:00 p.m.
Minutes Recorder - Julie Wilson
Regular Meeting Minutes
October 4, 1999
Page 7
.
1V~~-1~
Maureen M. Maine
Mayor
Attest:
.
.