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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: . .