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HomeMy WebLinkAbout10/18/1999 Regular . . . r MINUTES OF THE REGULAR MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY, OCTOBER 18,1999 The city of Springfield council met in regular session in the Springfield City Council Chamber Room, 225 Fifth Street, Springfield, Oregon, on Monday, October 18, 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 Joe Leahy, 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. PLEDGE OF ALLEGIANCE INVOCATION - The invocation was provided by Reverend Lanning, Springfield Faith Center. SPRINGFIELD UPBEAT 1. Mayor Maine recognized Frank Hotchkiss, Human Resources Department, for years of service to the City of Springfield. All members of the council thanked Mr. Hotchkiss for his dedication to the organization. Mr. Hotchkiss expressed the pride he had in being able to work with the Mayor, Council, Management Team, City Attorney, Mr. Kelly and Mr. Grimaldi. 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. I. Claims 2. Minutes a. September 29, 1999 - Joint Elected Officials Meeting. 3. Resolutions a. RESOLUTION NO. 99-51 - A RESOLUTION TO ACCEPT PERMIT PROJECTS P30054, AMBLESIDE SUBDIVISION AND P30066 AMBLESIDE PHASE 2 PUBLIC IMPROVEMENTS. b. RESOLUTION NO. 99-52 - A RESOLUTION TO ACCEPT PERMIT PROJECT P30070, KEARNEY ACRES PUBLIC IMPROVEMENTS. Monday, October 18, 1999 Regular Meeting Minutes Page 2 . c. RESOLUTION NO. 99-53 - A RESOLUTION TO ACCEPT PROJECT P20079 FROM BABB CONSTRUCTION CO. DBA DELTA CONSTRUCTION CO. IN THE AMOUNT OF $58,186.98. 4. Ordinances 5. Other Routine Matters ITEMS REMOVED FROM THE CONSENT CALENDAR PUBLIC HEARINGS 1. Coos, Douglas, Lane Fiber Consortium. ORDINANCE NO.1 - AN ORDINANCE RATIFYING THE CREATION OF THE FIBER SOUTH CONSORTIUM AND AUTHORIZING AND DIRECTING THE CITY MANAGER TO EXECUTE THE INTERGOVERNMENTAL AGREEMENT CREATING THE CONSORTIUM ON BEHALF OF THE CITY OF SPRINGFIELD (FIRST READING). . Senior Management Analyst Len Goodwin presented the staff report on this issue. Staff from various local governments have reached a consensus on the terms of an intergovernmental agreement to govern the administration of the fiber infrastructure built by Williams Communications, Inc. in southwestern Oregon, pursuant to agreements between Williams and several cities. One branch of the network runs north from Bandon near Coos Bay and through Reedsport using county and state roadways and Bonneville Power Authority transmission towers through Eugene and Springfield to the Jasper regeneration station. The second branch runs from the same point near Bandon but will go east on county and state roads to near Roseburg, then north near Sutherlin, Drain, Cottage Grove and Creswell to the Jasper regeneration station. The draft agreement is not significantly different from the draft reviewed with the Council on June 14, 1999, and is substantially the same as the IGA establishing the Regional Fiber Consortium, which administers facilities from Coburg to Merrill. A second reading of the ordinance is scheduled for November 1, 1999. Mr. Goodwin noted that the city of Eugene was not listed and this was not intentional. The document will be updated to include the city of Eugene. Mr. Goodwin noted that a revision would be made to the staff report, page 5. The fourth sentence, Section 8 - Termination. The new language read as follows: Should a jurisdiction donate fiber or other materials or goods to the consortium, then subsequently withdraw, those donated items would stay with the consortium. Mayor Maine opened the public hearing. No one appeared to speak. Mayor Maine closed the public hearing. No action was taken. The ordinance received a first reading. . 2. Amendments to Appendix 1, Development Code Fee Schedule, Springfield Development Code, Jo. No. 99-05-124. Monday, October 18, 1999 Regular Meeting Minutes Page 3 . ORDINANCE NO.2 - AN ORDINANCE OF THE COMMON COUNCIL OF THE CITY OF SPRINGFIELD AMENDING APPENDIX 1 DEVELOPMENT CODE FEES SCHEDULE, AS ESTABLISHED IN THE SPRINGFIELD DEVELOPMENT CODE, 10. NO. 99-05-124, AND DECLARING AN EMERGENCY. Finance Director Bob Duey presented the staff report on this issue. At the work session on March 1, 1999, council reviewed three types of fees; those referenced by the Springfield , Municipal Code, those administrative in nature, and those set by the Springfield Development Code (SDC). Council directed staff to adjust fees to recover 75% of the true cost of . providing services, based on the average cost, for both city limits and urbanizing areas. This ordinance for SDC fee schedule changes is the last in a series of three resolutions/ordinances presented to council to reach that directive. He said a public hearing is being held to provide an opportunity for public input. Twenty-five fees are being affected by the adoption of this ordinance. Of those twenty-five fee changes, three new fees are being proposed; Pre-Application Report Minimum Development, and Site Plan Review Minor Modification. All changes to the SDC Fee Schedule are being made to better enable the city to recover 75% of the cost of providing these services. It is anticipated that these changes will increase revenue by approximately $35,000 annually. Mr. Duey explained this item was discussed during the work session meeting held earlier this evening and the methodology was reviewed. He discussed the timeline in which annual reviews would be conducted, along with a possible three to five year reviews. . Mr. Duey provided information regarding adoption of the ordinance with an emergency clause. He explained that the months of October and November historically were lower development activity timeframes. New fees now implemented will allow people to be prepared when development does pick up and to proceed with intent that these fees will be in effect as soon as possible Mr. Duey answered questions from council. Mayor Maine opened the public hearing. 1. Roxie Cuellar, Lane County Home Builders Association, 1255 Pearl Street, Eugene, recommended council instruct staff to prepare more detailed accounting as it relates to the fee process. She said the HomeBuilders Association does not support the increase in fees. She provided council with a handout regarding the effect the proposed fee increase would have on builders. She said staff would need to look at efficiency factors. She said Springfield might see a decline in commercial permits. She said there would be a reduction in fees coming into the Planning Department. She said the city needed to become more efficient. She said the HomeBuilders Association was not opposed to a reasonable cost recovery increase in fees. Mayor Maine closed the public hearing. . Councilor Hatfield reviewed the three main factors taken into account regarding the fee increase. Mr. Duey discussed and reviewed the methodology used to determine the fee mcrease. Monday, October 18, 1999 Regular Meeting Minutes Page 4 . Mr. Duey explained that information used (time card records) included actual time estimates. He said a cost comparison to other jurisdictions could be provided if council requested this. Councilor Lundberg asked if Eugene and Lane County fee recovery rate was different than the city of Springfield. Mr. Duey did not know the answer to this but could look into it. ,Councilor Hatfield commented that it might be helpful to research cost recover rates of other agencies. He said the comparison could possibly identify costs, other charges and efficiency factors. Councilor Leiken said at a first glance the increase does seem large. He said the perception of the issue is a concern. He said he could not support this increase at this time and felt he needed more information. He concurred with comments made by Councilor Hatfield and concurred that cost comparison information was needed. Councilor Simmons said he felt comfortable with information provided by staff. He said there are issues related to accountability and cost recovery. He said he is willing to wait a week to review comparative data. He said the developer or buyer of the property should be the one to pay the cost associated with the fees. He suggested the issue be revisited on an annual basis. Councilor Lundberg did not want the community to out-price itself in the area of development. She said we still need to remain competitive. . No action was taken. The item will be brought back for council review in two weeks. 3. Budget Transfer and Supplemental Budget Resolution. RESOLUTION NO. 99-54 - A RESOLUTION REDUCING APPROPRIATIONS IN THE GENERAL FUND, THE SPECIAL REVENUE FUND, THE TRANSIENT ROOM TAX FUND, THE BANCROFT REDEMPTION FUND, THE SEWER CAPITAL PROJECTS FUND, THE DEVELOPMENT PROJECT FUND, THE SEWER OPERATIONS FUND, AND THE REGIONAL W ASTEW A TER CAPITAL PROJECTS FUND; AND TRANSFERRING AND REAPPROPRIATING FUNDS IN THE GENERAL FUND, THE STREET FUND, THE TRANSIENT ROOM TAX FUND, THE SEWER CAPITAL PROJECTS FUND, THE DEVELOPMENT ASSESSMENT FUND, THE DEVELOPMENT PROJECTS FUND, THE GO BOND CAPITAL PROJECTS FUND, THE SEWER OPERATIONS FUND, THE EMERGENCY MEDICAL SERVICES FUND, THE BOOTH- KELLY FUND, THE INSURANCE FUND, AND THE VEHICLE AND EQUIPMENT FUND. . RESOLUTION NO. 99-55 - A RESOLUTION ADJUSTING GRANT PROCEEDS IN THE SPECIAL REVENUE FUND AND THE COMMUNITY DEVELOPMENT BLOCK GRANT FUND; THE ADJUSTMENT OF BEGINNING CASH IN THE STREET FUND, THE MUSEUM FUND, THE SPECIAL REVENUE FUND, THE TRANSIENT ROOM TAX FUND, THE COMMUNITY DEVELOPMENT BLOCK GRANT FUND, THE SDC CAPITAL PROJECTS FUND, THE DEVELOPMENT ASSESSMENTS FUND, THE DEVELOPMENT PROJECTS FUND, THE GO BOND CAPITAL PROJECTS FUND, THE SEWER OPERATIONS FUND, THE EMERGENCY MEDICAL SERVICES FUND, THE BOOTH !(ELL Y FUND, AND THE REGIONAL W ASTEW A TER CAPITAL FUND, AND Monday, October 18, 1999 Regular Meeting Minutes Page 5 . THE RECOGNIZING AND APPROPRIATING OF REVENUE IN THE GENERAL FUND, THE STREET FUND, THE COMMUNITY DEVELOPMENT BLOCK GRANT FUND, THE DEVELOPMENT PROJECTS FUND, THE SEWER OPERATIONS FUND, AND THE REGIONAL W ASTEW A TER FUND. Finance Director Bob Duey presented the staffreport on this issue. Several times throughout the fiscal year the council is requested to make adjustments to the budget to reflect needed changes in planned activities, to recognize new revenues such as grants or to make other required adjustments. The Finance Department annually schedules October transfer requests to adjust beginning cash balances to actuals, subsequent to the end of the prior fiscal year. The council is asked to approve the regular budget transfer resolution and the supplemental budget resolution. The overall financial impact of the regular budget transfer resolution is to reduce the budget by $1,650,399 due to adjustments in cash balances, prior year encumbrances, and a reduction in transient room tax proceeds; and to transfer and re-appropriate $2,309,148 Mr. Duey answered questions from council on this issue. Councilor Ballew wondered if the report could be a little more user-friendly. 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 NUMBERS 99-54 AND 99-55. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. ' 4. Rezone 1 Parcel from Low Density Residential to Medium Density Residential, Applicant, Frank Trotter, Jo. No. 99-07-172. ORDINANCE NO. 5939 - AN ORDINANCE CHANGING THE ZONING MAP FROM LOW DENSITY RESIDENTIAL TO MEDIUM DENSITY RESIDENTIAL FOR A PARCEL LOCATED SOUTH OF MAIN STREET, WEST OF 59TH STREET, ASSESSOR'S MAP 17-02-34-33, TAX LOT 400, AND DECLARING AN EMERGENCY. City Attorney Joe Leahy discussed a technical issue related to public hearing numbers four and six. He said the issue is currently under review. He said the referenced technical issue may be mentioned once again just as a matter of preserving the public record, by Al Cooper, attorney attending this evening to testify on public hearing number six. Mr. Leahy said he and Mr. Mott reviewed the issue and there may be some merit to the technical procedural issue. Mr. Leahy and Mr. Mott believe that in fairness to the applicant, it is best to continue with the hearing and let them state on the record the objection rather than referring it back to the Planning Commission. Considering the time expended in a referral back to the Planning Commission to clarify a recommendation, the applicant is better off continuing with the hearing this evening. The issue raised by Mr. Cooper will be corrected during further hearings. . Monday, October 18, 1999 Regular Meeting Minutes Page 6 . City Planner Colin Stephens presented the staff report on this issue. The applicant requests a zone change from Low Density Residential (LDR) to Medium Density Residential (MDR) for one parcel located at 5895 Main Street to bring the site into compliance with the Metro Plan. The site is more specifically known as Tax Lot 400 on Assessor's Map 17-02-34-33. The subject property is located inside the Springfield city limits and is approximately 43,560 square feet in size with 66 feet of frontage onto Main Street. Properties along the south side of Main Street from South 58th Street to South 6ih Street, including the subject property, carry a Metro Plan designation ofMDR. The property owner has initiated this Zone Change to eliminate the Plan/zone conflict. The Springfield Planning Commission held a public hearing on Tuesday October 5, 1999, to hear testimony concerning this proposal. No one testified either in opposition or in support of the proposal. The Planning Commission voted 5 in favor, 0 against with 2 absent to recommend approval of this Zone Change to the Council. The applicant has received Tentative Partition Approval to divide this parcel into three lots. Rezoning to MDR is a condition of approval that must be fulfilled in order for the applicant to receive final partition approval. . Ballot Measure 56, passed by Oregon voters in November 1998, requires zone changes be approved by ordinance. Zone changes are subject to final action within 120 days as required by ORS 227.178. In order to provide legal notice and the requisite public hearings within 120 days, this ordinance, as well as all zone change ordinances, should be declared an emergency. Mr. Stephens reviewed relevant criteria for rezoning, Development Code, Article 12, Zoning District and Overlay District Changes Criteria, which included: 1. Consistency with the Metro Plan Text and Diagram; 2. Consistency with applicable refinement plans, special area studies and functional plans; and 3. That the property can be served by the orderly and efficient extension of key urban facilities and services as prescribed in the Metro Plan prior to in conjunction with development. Mayor Maine opened the public hearing. No one appeared to speak. Mayor Maine closed the public hearing. Mayor Maine referenced and discussed attachment 1-1, Site DescriptionlBackground Mr. Stephens provided clarification regarding this issue and said the actual construction of the street is required as a condition of approval for the partition. IT WAS MOVED BY COUNCILOR BALLEW, WITH A SECOND BY COUNCILOR HATFIELD, TO ADOPT ORDINANCE NO. 5939. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. . 5. Vacation of a Portion of Olympic Street Right-of-Way Previously Known as Old N Street (County Road #221), Located on Assessor's Map 17-03-36-11 TL 403, Jo. No. 1999-05- 0133, City of Springfield, Public Works Department. Monday, October 18, 1999 Regular Meeting Minutes Page 7 . ORDINANCE NO.4 - AN ORDINANCE V ACA TING APPROXIMA TEL Y 2250 LINEAR FEET OF A DEDICATED PUBLIC ROAD RIGHT-OF- WAY OF OLYMPIC STREET PREVIOUSLY KNOWN AS OLD N STREET, COUNTY ROAD #22 I, FROM ITS NORTHERLY TERMINUS AT THE INTERSECTION OF OLYMPIC STREET AND KA THRYN STREET TO ITS SOUTHERLY TERMINUS AT 42ND STREET IN THE CITY OF SPRINGFIELD, LANE COUNTY OREGON (FIRST READING). . City Planner Kitti Gale presented the staff report on this issue. The city is requesting the vacation of a portion of old Olympic Street right-of-way from its northerly terminus at the intersection of Olympic Street right-of-way from its northerly terminus at the intersection of Olympic & Kathryn Street to its southerly terminus at 42nd Street and transferring the property from public to private ownership. The right-of-way was acquired in 1861 and called County Road #221. Jurisdiction of the County Road was transferred to the City of Springfield in 1965 and renamed N Street. In 1975 this portion ofN Street was renamed Olympic Street. There were no acquisition costs. The existing roadbed in the proposed vacation is overgrown with blackberries and is no longer in use. The reconstruction project of Olympic Street has provided access to 42"d Street and the right-of-way is no longer needed. . The city of Springfield Public Works Department is requesting the vacation of 2,250 feet of old Olympic.street right-of-way (previously known as old N Street, County Road #221) because it isno longer needed since the new, reconstructed design of Olympic Street provides better access to 42"d Street. The proposal requests a vacation of that portion of Olympic from its northerly terminus at the intersection of Olympic and Kathryn Streets to its southerly terminus at 42"d Street. These 2,250 linear feet of r-o-w will revert from public to private ownership and the property will be given back to the abutting property owners. A public hearing before the Planning Commission was conducted October 5, 1999. A public hearing and first reading before council was conducted on October 18, 1999. Ms. Gale said she spoke with Councilor Simmons earlier today and discussed this issue. She said that Councilor Simmons has often mentioned concerns regarding the city giving away right-of-way. She said Councilor Simmons did point out that, in this case, there could be opportunity for a bike path. Following discussion with Councilor Simmons, Ms. Gale gathered additional information and provided the following information to council for their consideration. She said one criteria for a vacation is to examine the records and conceptual plans to see if the particular property is noted for some future plans. She said a bicycle path has been approved and funded on the East Side of 42"d Street. She reviewed the map included in the staff report, attachment 2-1. She said she spoke with the Traffic Department and she was not part of or familiar with the bike path research. She said it might have been completed by an independent grqup. Ms. Gale said this information was not entered as a consideration for the bike path. . Ms. Gale discussed the pros and cons of the bike path with the Traffic Department. She said if the bike path were considered an amendment to the bicycle plan would be required. She said there is no money in the plan for this proposed bicycle path. She said there would be Monday, October 18, 1999 Regular Meeting Minutes Page 8 . costs associated with development, maintenance, lighting, fencing, paving, and the issue of where the revenue would come from. Ms. Gale said the owners of the abutting properties have plans to build a bulk fuel facility on adjacent land. From their point of view a bicycle or pedestrian path through this area would pose security and safety issues for them. Ms. Gale said with the proposed path on the east, there is a crossing that has been designed at Olympic and 42nd Streets to connect that neighborhood to the west. Ms. Gale said council may recommend that staff go back to the Traffic Department for further analysis to consider the bicycle / pedestrian way. She said additional information could be gathered and presented to council at a future date. Mayor Maine opened the public hearing. . 1. Larry Thorp, representing the Dannen's, owners of the property immediately north of the proposed vacation, 1011 Harlow Road, Springfield testified. Mr. Thorp said staff contacted him and advised him of comments raised by Councilor Simmons related to the bicycle path. Mr. Thorp said the Dannen's purchased the noted property to relocate their existing business (bulk fuel facility) at the location. He said if public access is maintained along the south side of the property, they will most likely build a cyclone fence. There is already a cyclone fence on the opposite side, where Stone Container Corp. is. He said you could physically place a bicycle path there. He said you might need to put in a new crossing. It is possible but not practical. He said the Dannen's would oppose the proposal. He supported going ahead with vacation approval. Mayor Maine closed the public hearing. Councilor Simons referenced the property that has been in the public domain for many years. He said this particular route has history. He said to dispose of it goes beyond the benefit of the Dannen's interest. He discussed utility and right-of way easements, and the need to protect easements. He discussed limiting development in areas due to restricted access. He did not want to see right-of-way given away. He was opposed to this proposal. Councilor Ballew said this item should be further reviewed and was comfortable with delaying action on the item. Councilor Simmons and City Attorney Joe Leahy discussed the staff report, page 5-2, Section 5. Council provided consensus to delay action on this item. The property owner would be kept informed on the status of this issue. 6. Zone Change from Low Density Residential to Neighborhood Commercial for a Parcel Located at the Southeast Corner of Main and nnd Streets, Assessor's Map 17-02-35-31, TL 4900, Jo. No. 99-08-194. . ORDINANCE NO. 5940 - AN ORDINANCE CHANGING THE ZONING MAP FROM LOW DENSITY RESIDENTIAL TO NEIGHBORHOOD COMMERCIAL FOR A Monday, October 18, ] 999 Regular Meeting Minutes Page 9 . PARCEL LOCATED SOUTH OF IV1AIN STREET, EAST OF SOUTH nND STREET, ASSESSOR'S MAP 17-02-35-31, TAX LOT 4900 AND DECLARING AN EMERGENCY. City Planner Sara Summers presellted the staff report on this issue. This is a citizen initiated zone change submitted in conformance with the requirements of Section 12.010 of the Springfield Development Code. The Springfield Planning Commission adopted a final recommendation of approval of this zone change request. The council must take final action on this request. .If council agrees with the Planning Commission recommendation, the ordinance can be adopted by motion and vote. The applicant is requesting this zone change from Low Density Residential to Neighborhood Commercial to allow commercial development of the site. Site Plan review will be required for any development of the property. The Springfield Planning Commission conducted a public hearing on the zone change on October 5, 1999. The Commission has recommended approval (5-0 with 2 absent). An emergency is declared in order to meet the 120-day state mandated application-processing deadline. There is no financial impact to the city resulting from this decision. Mayor Maine opened the public hearing. . 1. Al Cooper, 975 Oak Street, Eugene, representing Mr. Hill, said he appreciated the Springfield Planning Commission. He said the city had a thorough site review process , and acknowledged the integrity of those involved. He discussed Springfield Code and , state law and said there was indication that this type of zone change should stop at the . Planning Commission level. This factor was called to Mr. Leahy's attention. He also discussed an initiative petition measure that was passed in 1998 that effects this. Mr. Leahy agreed that this was correct. He was please with Mr. Leahy's suggestion to keep things on track and allow council to take action. Mayor Maine closed the public hearing. Councilor Hatfield supported the proposal. IT WAS MOVED BY COUNCILOR BALLEW, WITH A SECOND BY COUNCILOR HATFIELD, TO ADOPT ORDINANCE NO. 5940. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. BUSINESS FROM THE AUDIENCE COUNCIL RESPONSE CORRESPONDENCE AND PETITIONS 1. Correspondence From Gail Hacker, M.D., 1003 Elkay Drive, Eugene, Expressing Concern Regarding the Proposed Valley River Bridge. 2. Correspondence From Richard Lari, M.D., 1003 Elkay Drive, Eugene, Expressing Concern Regarding the Proposed Valley River Bridge. . Monday, October 18, 1999 Regular Meeting Minutes Page 10 . 3. Correspondence From Mona Arbuckle, 123 Mayfair Lime, Eugene, Protesting the Building of a Bridge Connecting Goodpasture Island Road / Delta Highway with River Road near Rasor Park. 4. Correspondence From M. Johnson, 110 East Hilliard Lane, Eugene, Expressing Concern Regarding the Building. of a Valley River Bridge. 5. Correspondence From Jim and Sophie Swirczynski, 297 Hawthorne Avenue, Eugene, , Expressing Concern Regarding the Proposed Valley River Bridge. 6. Correspondence From Kathryn Hall, 410 Sunnyside Drive, Eugene, Expressing Concern Regarding the Proposed Valley River Bridge. 7. Correspondence From Ernesto Maestas, 386 Sunnyside Drive, Eugene, Expressing Concern Regarding the Proposed Valley River Bridge. 8. Correspondence From Terry S. Connolly, Director of Government Affairs, Eugene Area Chamber of Commerce, 1401 Willamette Street, Eugene, Encouraging the Council to Adopt the TransPlan in the Near Future. IT WAS MOVED BY COUNCILOR BALLEW, WITH A SECOND BY COUNCILOR HATFIELD, TO ACCEPT ACCEPT CORRESPONDENCE NUMBERS ONE THROUGH EIGHT FOR FILING. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. . BIDS 1. Bid Award for the Installation of a New Natural Gas Unit Heater System at Booth Kelly Center. Community Services Manager, Dave Puent, presented the staff report on this issue. Three bid submittals were received for this project on October 4, 1999. Contract award by council is now necessary to enable work to proceed. The project consists of the installation of new natural gas unit heaters to replace the antiquated and inefficient existing hot-water boiler system. The new system is designed to provide 15 BTU per square foot of floor area, which is sufficient to provide adequate freeze protection for the complex. Each existing tenant space will be separately metered. With the base bid of $55,750 and the addition of eight sealed combustion units at $4,400 for all sealed units, Home Comfort is the low bidder on this project. The base bid from Home Comfort includes 2000 lineal foot of electrical wiring. Sufficient funds are budgeted in the Booth Kelly Fund 618-63302-799999 ($79,595) to allow the award of the contract. Staff recommends council award the bid to Home Comfort. Home Comfort has met all bid specifications. . IT WAS MOVED BY COUNCILOR BALLEW, WITH A SECOND BY COUNCILOR HATFIELD, TO AWARD THE SUBJECT CONTRACT TO HOME COMFORT IN THE AMOUNT OF $60,150, SUBJECT TO REVIEW AND APPROVAL BY THE SPRINGFIELD CITY ATTORNEY'S OFFICE. Monday, October 18, 1999 Regular Meeting Minutes Page 11 . ORDINANCES 1. Amend a Section of the City Code for the Schedule of Deposits for Public Works Projects. ORDINANCE NO.6 - AN ORDINANCE AUTHORIZING AND DIRECTING THE PUBLIC WORKS DIRECTOR TO ESTABLISH A SCHEDULE OF DEPOSITS TO BE . MADE IN CONNECTION WITH PUBLIC WORKS PROJECTS TO BE CONSTRUCTED WITHIN THE CITY, ADDING SECTION 3.018TO THE SPRINGFIELD MUNICIPAL CODE, AND AMENDING SECTIONS 3.014 AND 3.016 OF THE SPRINGFIELD ~MUNICIPAL CODE (FIRST READING). Senior Civil Engineer, Don Branch, presented the staff report on this issue. The ordinance amends the sections of the municipal code, which require deposits by private developers for city staff engineering review and oversight of private construction of public works infrastructure. The amendments give public works staff the authority to set the deposit amounts based on prior year's experience and clarifies that indirect costs will be included in the costs charged. . In the past year, the majority of permit projects for public infrastructure designed and built by private developers had insufficient initial advance deposits to cover all costs of city staff review, inspection and testing services for the projects. These insufficient deposits triggered a re-billing process during the review and inspection of the projects to recover full costs from the developers as required in the present code. This has been a problem over the last several years. While reviewing the methodology for determining the amount of advance deposit for developers, it was found that the deposit form developed in the 1970's needed to be updated to cover actual costs. This is because the formula used to determine the deposit amount did not increase deposit amounts proportionately with cost inflation. The new deposit form, which is proposed by staff, generates a larger advance deposit amount and should relieve the problem of re-billing. If the advance deposit amount is larger than the final city engineering costs, the excess is refunded to the developer. The amendments to the code allow staff to set deposit amounts based on the prior year's experience rather than having council set the deposit amounts. They also clarify that indirect costs of city staff time should be included in the deposit amounts and charges to developers. Mr. Branch provided additional information regarding this issue. He explained that each employee tracks time spent on specific projects. He explained the different time lines in which payment is made to the city. Mr. Branch explained that projects do not get double billed. Councilor Simmons expressed concern that actual costs are correct and the importance of not double billing. No action was taken. The ordinance received a first reading. BUSINESS FROM THE CITY COUNCIL 1. Committee Appointments . 2. Business from Council , ' . . . Monday, October 18,1999 Regular Meeting Minutes Page 12 a. Committee Reports b. Other Business 1. League of Oregon Cities (LOC) Annual Conference, Designation of Voting Delegate. The 1999 Annual (LOC) Conference and Business Meeting is scheduled for November 12-14, 1999, Hilton Hotel and Conference Center, Eugene. A representative should be designated as the voting delegate for the city. An alternate delegate should also be designated. IT WAS MOVED BY COUNCILOR BALLEW, WITH A SECOND BY COUNCILORS HATFIELD AND FITCH, TO RECOMMEND THAT MAYOR MAINE BE DESIGNATED AS THE VOTING DELEGATE. Mayor Maine would serve as the designate and Councilor Ballew would serve as the alternate. Mayor Maine suggested that council members attending sessions bring back . information to share with other members of the council. BUSINESS FROM THE CITY MANAGER 1. Other Business a. Councilor Fitch announced that a Bus Rapid Transit Steering Committee is scheduled tomorrow. b. Councilor Leiken said Lane Regional Air Pollution Authority (LRAP A) has formed a committee to assist in the search for a new LRAP A director. c. Councilor Lundberg discussed the Human Services Commission group. She said the group had a discussion regarding HOME funding. She said the group also tabled a letter to encourage new legislation regarding utility boards being required to contribute to low income energy credit. Councilor Lundberg will keep council updated on this issue. d. Councilor Ballew reported on Metropolitan Wastewater Management Commission (MWMC). They recently discussed wet weather flow management. e. Mayor Maine and Councilor Ballew briefly discussed the possibility of increasing the the council budget to allow for more council attendance at training and seminars. Mayor Maine also suggested council members accompany staff members, in a policy role, to training sessions when appropriate. f. Mayor Maine reported on a Metro Policy Committee (MPC) meeting. The group discussed the joint public hearing scheduled this Wednesday, October 18, 1999. Dinner is scheduled at 5:30, the hearing scheduled at 6:30 p.m. She discussed logistics and process for the public hearing. g. Councilor Simmons reported on the Watershed Council. He said they have a good group. BUSINESS FROM THE CITY ATTORNEY RECESS INTO EXECUTIVE SESSION . ' . . . Monday, October 18, 1999 Regular Meeting Minutes Page 13 Council rece'ssed into executive session at 8:40 p.m. CONVENE INTO CONTINUED REGULAR MEETING Council re convened into regular session at 8:57 p.m. BUSINESS FROM THE CITY MANAGER 1. 1999-2001 Contract Between the City and the International Association of Fire Fighters Local 1395. Risk Manager Craig Gibons presented the staff report on this issue. When staff last met with council regarding these negotiations, staff informed council that mediation had not produced the compromise needed to settle the contract. The next step was Arbitration and staff needed to prepare a "Final Offer" to submit. Following that August 28 council session and before the planned Arbitration Hearing, another mediation session was held. At that session, both sides agreed to a two-year contract. An executive session was held this evening to discuss this issue. IT WAS MOVED BY COUNCILOR BALLEW, WITH A SECOND BY COUNCILOR HATFIELD, TO RATIFY A TWO YEAR CONTRACT WITH IAFF LOCAL 1395 TO BE EFFECTIVE JULY 1, 1999 THROUGH JUNE 30, 2001. THE CONTRACT WILL BE EFFECTIVE ON ITS EXECUTION DATE WITH SALARY AND INSURANCE RETRO ACTIVE TO JULY 1, 1999. THE MOTION PASSED WITH A VOTE OF 6 FORAND 0 AGAINST. ADJOURNMENT The Meeting adjourned at 8:58 p.m. Minutes Recorder - Julie Wilson ~~ aureen M. Maine Mayor City Recorder