HomeMy WebLinkAbout05/11/1998 Work Session
j \
.
.
.
. .
MINUTES OF THE WORK SESSION MEETING OF
THE SPRINGFIELD CITY COUNCIL HELD
MONDAY, MAY 11, 1998
The city of Springfield council met in work session in the Jesse Maine Room, 225 Fifth Street,
Springfield, Oregon, on Monday, May 11, 1998, at 6:00 p.m., with Mayor Morrisette presiding.
ATTENDANCE
Present were Mayor Morrisette, Councilors Ballew, Beyer, Burge, Dahlquist, Maine and Shaver
(6:02). 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.
1. Wet Weather Flow Management Plan (WWFMP) - Citizen Advisory Committee
Recruitment.
Environmental Services Manager Susie Smith introduced Management Analyst Eileen Stein
and Public Relations Representative John Owens. Ms. ,Smith presented the staff report on this
issue. Council would receive a status report on the WWFMP project, being undertaken at the
direction of the Metropolitan Wastewater Management Commission (MWMC) and identify a
council liaison to serve in an ex-officio capacity on the WWFMP Citizen Advisory
Committee.
Under direction of MWMC, Springfield and Eugene staff are undertaking a project to develop
a Wet Weather Flow Management Plan (WWFMP). The plan is expected to identify
significant operational and capital needs of the regional and local sanitary sewer systems.
Therefore, the plan will be developed with the input of a citizens advisory committee and
elected officials from both cities, and MWMC, are requested to serve in an ex-officio capacity
on the CAC.
In March 1998, the MWMC awarded a contract with CH2M Hill to prepare the WWFMP.
The purpose of the WWFMP will be to identify and prioritize cost-effective operating and
capital improvements in the regional and local sanitary sewer systems to increase the ability
of the regional treatment plant to handle peak wet weather flows. The study effort is already
underway and has been primarily technical in nature so far.. During the winter months".
rainfall data, was gathered at several locations in the metropolitan. area. "Data modeling.,will,
begin soon to identify peak wet weather events and the associated impact on sub..,basin',areas .
and the regional system.
The CAC will be expected to address issues pertaining to feasibility, equity, cost-
effectiveness and prioritization of system improvements, management practices, and
regulatory actions. The CAC will provide input about underlying assumptions and guiding
values as the modeling progresses. The first meeting of the CAC is expected to occur in July,
1998, and will meet monthly until May, 1999, when the plan will be substantially completed
and ready for public review.
The CAC membership will be comprised of a broad cross-section of community interests.
Applicants are being sought from the general public, environmental, business and civic
Meeting Minutes
May 11, 1998
Page 2
.
organizations, neighborhood associations or affected geographical areas, past CAC members
or applicants, as well as elected officials from both cities and MWMC. The application
packet has been mailed to over 80 individuals and organizations, and ads in the Register
Guard, Springfield News and Eugene Weekly will appear over the next few weeks. The
application period closes on May 29, 1998.
Ms. Smith provided a slide presentation regarding this issue. She reviewed the Wet Weather
Flow Management Plan (WWFMP) project scope and CAC role. She reviewed infiltration
and inflow. She explained what wet weather flows are, who is responsible for the sewers,
management of wet weather flows, the role ofWWFMPand CAC.
Ms. Smith discussed discharge permits.
/'
Ms. Smith reviewed what was currently being done regarding III. She discussed the MWMC
Master Plan of 1997 and projected needs/timing, capital projects and computer model
regional sewer system flows. She also discussed the Eugene-Springfield project team created
to address the problem regionally. They conducted flow monitoring during the 1997-98 rainy
season. MWMC entered into a contract to develop a Wet Weather Flow Management Plan
(WWFMP).
Ms. Smith discussed smoke testing. She said they did know where the old pipes were but
there were other issues of concern in addition to old pipes.
.
Ms. Smith reviewed the regional and local efforts related to the WWFMP.' She said there was
broad participation throughout Eugene and Springfield Public Works Departments.
Ms. Smith discussed the collection system and wet weather flows and prioritizing problem
areas in the regional system, incorporation of population and development projections. She
also discussed the development and evaluation of alternative strategies and solicitation of
citizen considerations, input and recommendations.
Mayor Morrisette discussed fines associated with jurisdictions that do not act appropriately as"
far as discharge.
Councilor Burge said years ago perforated roof drain lines were used with a rock bed; _.He..
said a lot of that water would go back into the soils. Now rigid lines should be used:to take it,
to the street to go into catch basins. He wondered if that did not correct the problem. City
Engineer Al Peroutka said where infiltration occurred, sometimes those systems failed and
clogged up. It was important to have overflow hard pipe to ensure that it could be removed.
Ms. Smith said where the water goes is hard to say - in ground versus storm sewers. She said
this was not an isolated instance in our area. She said the collection of flow data has been -
conducted. Data inputs would help.
.
Ms. Smith discussed the private system versus the public line. She said depending on how
well the private line was constructed had impact on how well things worked. Mayor
Morrisette said Eugene and Springfield had one of the best systems in the Willamette Valley.
Ms. Smith provided-brief information regarding other systems in the area.
Meeting Minutes
May 11, 1998
Page 3
.
Councilor Shaver provided comments regarding the catch basin and safety overflow valve.
He discussed the property of the old facility. Ms. Smith said this issue would be further
reviewed.
Ms. Smith review~d recommendations and the best mix of possible strategies.
Ms. Stein reviewed information regarding the Citizen Involvement Committee. She
explained that the policy issues they will consider include the distribution and build out
assumptions used for planing, levels of protection against overflows and bypasses and how to
balance cost and other factors in locating new facilities.
Ms. Stein reviewed how to accomplish the best flow management plan system-wide, given
multiple jurisdictions and MWMC, how to address cost and other potential differences among
user groups and how to address private laterals.
Ms. Stein explained that at this time, they would like a councilor appointed as an ex-officio
liaison to the Citizen Advisory Committee. Councilor Ballew would serve in this capacity.
Ms. Stein reviewed the staff report, page B-4 and discussed the time lines included in the'
report. The process would begin in Spring 1998 and completed in July of 1999.
.
Ms. Smith answered questions from council. Councilor Maine asked if CH2M Hill has
conducted similar studies for other areas. Ms. Smith thought they had done a study for the
city of Salem. She would follow-up on this.
Public Works Director Dan Brown discussed the dilemma facing the city and no one wanted
to make these types of policy decisions by themselves and discussed the need to make a
unified decision.
Ms. Smith replied to a question from Councilor Ballew and provided information regarding
the rule making process to change goal number eleven of the State Land Use Goals Plan. She
said staff was working with DLCD to better protect the city. ,She would keep council posted
accordingly.
2. Fees and Charges Review
Finance Director Bob Duey presented the staff report on this issue. The previous review of
fees and charges by the city was halted prior to seeking council action after the passage of
Ballot Measures 47 and 50. The staff is requesting at this time to receive direction from
council on the adjusting of fees and charges for the 1998/99 fiscal year. Based on direction
received from the council between now and the end of June, a resolution adjusting the current
fee schedule will be prepared for council consideration after the beginning of the next fiscal
year.
.
The previous review of fees and charges by the city was halted prior to seeking council action
after the passage of Ballot Measures 47 and 50. At this time, staff is requesting to receive
Meeting Minutes
May II, 1998
Page 4
.
direction from council on adjusting fees and charges for the 1998/99 fiscal year. Based on
direction received from the council between now and the end of June, a resolution adjusting
the current fee schedule will be prepared for council consideration after the beginning of the
next fiscal year.
The city collects numerous fees and charges for the services that it offers. They range from
complex calculations for the collection of sewer user fees, to'the cost of a patron using a coin
operated copy machine in the library, to long term leasing arrangements for space at Booth-
Kelly or City Hall. Many of these revenues collected by the city are currently reviewed on an
annual basis and adjustments made accordingly.
The fees and charges that are part of this review are those that do not have a current routine
review process in place. The intent will be to allow those processes that are currently in place
to continue as currently designed, attempt to bring other fees to the level that is appropriate
for them and then next fiscal year build an improved process that allows the city to review all
fees on a timely basis.
Examples of fees that will not be part of this review because of the reasons stated above are:
.
. Fees currently reviewed annually
Sewer user fees, EMS ambulance charges, FireMedmembership, SDC's
. Fees regulated by the State
Building Code (at State statutoriallimit)
. Negotiated Contracts
Booth-Kelly leases, City Hall leases, EMS account billing services
. Fees adjusted administratively
Routine photo office copy charges
. Internal fees
Indirects, internal service charges
The operating budget of the city for FY 1997/98 is $42M of which 50 percent is personal.
services. In the GeneralFund, the percentage of personal services to the total. operating
budget increases to 80 percent. These percentages are reflected closely when analyzing,the
cost of providing services to the public~ The computation of what the fun hourly cost of an,
employee (to include wages, benefits, administrative overhead, and indirects) actually is and
the amount of time an employee spends on a particular task becomethe,primary.JactorsoL
determining the cost of providing a service. The city's current time reporting system does not
support full cost allocation to the task level. In most cases, departments must perform test
periods where detailed records ar~ kept over a specified period of time to determine the
average time it takes to perform a specific task. The time and cost factors are then used to
determine the average cost of providing a specific service. Included ina futute phase of the
existing PeopleSoft project is a more extensive time and labor costing module that, when
implemented, will assist in these computations. As a non- Year 2000 compliance issue, the
implementation of this feature is a minimum of 18 to 24 months away.
.
The information is summarized from more detailed cost analysis sheets prepared for each fee
by the department imposing the fee. These more detailed sheets are available for further
Meeting Minutes
May 11, 1998
Page 5
.
review if requested by any of the councilors. The information is segmented by the six
departments that are currently bringing fees forward for review. In five of the departments
(Legal/Judicial Services, Public Works, Fire & Life Safety, Library, and Police) the
information is formatted to include recommendations.
In the sixth department, Development Services, the policy direction and cost recovery issues
are more complex and the direction staff is seeking tonight is expected to be less specific.
Two factors will be under consideration here and general direction on either will allow staff to
do further work on putting together a revised fees and charges schedule. The first is the
current policy of the council for an average recovery rate of 60 percent for planning services.
The changing of this percentage could be considered by the council in view of Ballot Measure
50 now having become law. The second issue is that as staff has reviewed planning service
costs, it was discovered that Public Works staff time is involved in plan and permitting
reviews to a much greater extent than previously considered. To recognize this additional
allocation of staff time to a service cost that previously had been omitted may have a
substantial effect on some fees. The Development Services attachment will provide more
details on these two issues.
Mr. Duey reviewed attachment B 2 of the staff report. This included a review of.
legal/judicial fees and charges. He reviewed the 1) miscellaneous fees; 2) special computer
report requests; 3) collection agency use; and 4) the non-sufficient funds fee. Mr. Duey
reviewed the proposed staff recommendations associated with each item.
.
Councilor Burge asked for clarification on item number two, special computer report
requests. He explained most often an attorney or insurance agent would be the customer. Mr.
Duey provided brief examples of potential users.
Any re~ommendations or revisions agreed upon would be included in the resolution to be
brought forth in the future.
Councilor Shaver asked about miscellaneous fees. Jfit was ,an item that happened once per.
year, there was no need for a study. However, if something took staff time, it could be
followed up on. Mr. Duey said department heads may need to provide some guesses or
estimates. Those would be pursued before bringing this back for. consideration. '.,
Mr. Duey reviewed the Public Works Department changes. . He explained. that. the city is
currently participating in a regional review of costs of the GIS system. Staff recommended
that the city wait until the completion of this study prior to adjusting or changing the fees in
this area.
Mr. Du'ey reviewed proposed changes for 1) sidewalkpermits; 2) curb cut permits; and 3)
encroachment permits.
.
Mr. Duey discussed other identified fees and said that all other identified fees currently being
charge&oare appropriate for the cost of providing service. Staff recommended for all other
fees to continue (current fee) and review/adjust annually based on current cost of providing
services.
Meeting Minutes
May 11, 1998
Page 6
.
Council could provide staff with direction to prepare a change in fee schedule resolution for
consideration this summer.
Councilor Burge said the cost of providing service should be covered in a user fee. He asked
about the need to reduce fees as appropriate with the cost of providing service.
Mr. Duey said some fees had a more formal review process. This included SDCs. He said as
fees and charges were improved and updated, a policy would assist in setting a recovery rate
accordingly. If a fee was excessive, it would be appropriate to reduce it.
Mr. Duey reviewed the Fire and Life Safety Department fees and charges.
He reviewed the Haz Mat Control Program and the fees associated with the services. He said
the Haz Mat Permit fees have not been increased since the program was initiated in 1990.
The fees range from $100 to $4,000. There are currently 160 businesses in the city that
require Haz Mat permits. The current billing totals $53,700. The fees are adopted as an
amendment to the Uniform Fire Code. Staffwill be adopting the 1997 Uniform Fire Code
'during fiscal year 98-99. The recommendation is to increase the fees at that time to range'
from $150 to $4,500. This will raise projected revenue to $72,550, or approximately 50
percent of the program budget.
.
Councilor Burge discussed the need to have a'uniform policy-to identify what.processwas'
related to cost recovery.
Mayor Morrisette discussed unfunded mandates.
Councilor Shaver supported the staff recommendations. He asked about the cost of
maintaining the program. Deputy Chief / Fire Marshall Dennis Shew provided information
about the program. He discussed cost for the program and said expenses were in the
$130,000 range. He said expenses have been reduced. He discussed,carryover,funding.into.,
the General Fund.
Councilor Shaver asked about the idea of deciding a level offaimess for recovery. He
suggested staff find out what the cost is for service and the need to adjust annual costs is what
they should review each year. He did not want to discourage the current process., He was,
only providing additional input for the process.
Mr. Shew provided additional information regarding the Uniform Fire Code Section 105.9
fees and permits. He discussed the inspection program.
The group further debated what the appropriate process was to consider fees and charges.
Council further discussed options and possibilities for further reviewing this issue.
Mr. Duey reviewed Library Department fees and charges.
.
Meeting Minutes
May 11, 1998
Page 7
.
The charging for a nonresident library card was addressed in the Report on Potential
Springfield Urban Subsidies Study completed by LCOG and presented to council on May 28,
1996. The advantages and disadvantages of the recommendations were reviewed. Staff
recommended to increase the fee for non-resident library cards from the current $36 to $51.
The six month fee would increase to $30 and the three month fee would increase to $16. A
new study has not been conducted. There is a possibility that it should be a little more than
$51.
Mr. Duey reviewed the 1) dog licensing; 2) special events coverage; 3) report requests; and 4)
vehicle impounds. Mr. Duey reviewed the staff recommendations for each. The vehicle
impound fee would be a newly established fee.
Mr. Duey reviewed Development Services Department fees. He referenced attachment G 4 of
the staff report. This included a summary total for fee reviews. Information included total
. number of staff hours, total 97/98 revenue, direct staff time cost, total staff time cost with 29
percent overhead and total staff time cost with an additional 10 percent overhead. Mr. Duey
reviewed the totals with revenue at 60, 65, 70, 75, 80 and 90 percent.
Council further discussed the level of service and quality of service, in conjunction to the cost
of delivering service.. Mr. Duey would-provide council with. additional information on the
cost of recovery, comparable and costs at 75 percent.
.
Councilor Maine discussed direct department overhead costs, CounciLfurther. discussed~the
general nature of some information.versus specific direct chargesjn.conjunction'with_a.'~'
particular service. Council discussed the difference between the cost for materials and
services and personnel costs.
RECESS
The council recessed at 7:35 p.m.
A reception in honor of Nan Kennedywas held in theLibrary. The,newsculpture, created.by
David Miller, and acquired in Ms. Kennedy's honor,.wasunveiled.
RECONVENE
The council reconvened at 8:00 p.m.
3. Non-Emergency Ambulance Services.
Deputy Chief / EMS John Garitz presented the staff report on this issue. Council reviewed
the concept of developing a dedicated basic life support, non-emergency ambulance system.
.
In order to provide more efficient and cost effective service to the community and to respond
to emerging trends in ambulance services, Fire and Life Safety personnel feel the need to
change the way non-emergency ambulance services are currently being provided.
Meeting Minutes
May 11, 1998
Page 8
.
Mr. Garitz answered questions from council regarding the level of service provided and the
condition of patients being transpqrted. Councilor Maine liked the idea of the service and
utilizing existing equipment. She supported further review of the options for the program.
She said the first priority was for emergency services.
Mr. Garitz said approximately 1.7 people per day are transported. He said they hoped that in
order to lower cost for services, new patients not being served would seek service. If the city
went into this business, Eugene could back Springfield up and Springfield could back Eugene
up as far as the unit being closest in proximity to respond.
Councilor Ballew said this represented an increase in service during a time of reduced
resources. She also expressed concern regarding increased liability.
Councilor Dahlquist and Maine asked about how long it would take to break even. She asked
where additional patients would come from. Mr. Garitz said currently some patients should
be transported with non emergency ambulance service but are not. It is possible they would
seek city services for transport should the program be implemented.
.
City Manager Mike Kelly summarized issues presented by Mr. Garitz. He said council could
consider further review of the pilot program within specific guidelines. He also discussed the.
changes in the health care profession along with patient choice issues. He said we have a
stable system in fire and EMS. That revenue sharing is now being threatened,by-the entire
health care field. This is the reason this issue is bring brought forth: He said this was the tip
of the iceberg to look into the future of health care and what role council would like.to have.
He said this issue was more of a policy issue at this time and the council was the appropriate
body to consider the policy issues. He said the first phase, non emergency ambulance health
care was presented to council for feedback and policy direction. He thought this issue should
be reviewed comprehensively as far as its benefit to the community.
Councilor Beyer asked if there was inclination for insurance carriers to deny claims knowing
that a customer may have Fire Med membership. Mr. Garitz replied no. City Attorney Joe
Leahy provided additional information regarding this issue. Mr. Garitz said any claims that.,
are denied which are medically necessary, are challenged. Mr. Leahy said initially Chief
Murphy approached legislature to be sure these issues were"covered." ChiefMurphy,jndicated. .."
that there were no problems in relation to Fire Med members-being denied insurance cOcVerage ....,
from insurance providers.
Councilor Maine said a collaborative community effort needed to occur on a wider basis. At
the appropriate level of service, she supported this.
Councilor Dahlquist agreed with comments made by Councilor Maine and said if we do this
and come back and say another ambulance is needed, the program would end up being more
expensIve.
.
Councilor Ballew was cautious. She was not supportive of providing non emergency
ambulance service. She said we could be in a bad position. She discussed the possibility of
having to use General Funds to pay for maintenance of the program. Mr. Garitz eXplained
Meeting Minutes
May 11, 1998
Page 9
.
that that is what they were trying to avoid and wanted to provide the best service at a
reasonable rate.
Councilor Burge said this was just the tip of the iceberg. He said he hoped additional input is
received, not just from council. He said this was a complex service issue.
Councilor Shaver said if there was a need, the city could meet the need or someone else
would. It could be either another jurisdiction or a private company. He would like there to be
one ambulance system. If the city provided it, it should be provided correctly.
Mr. Garitz discussed the process in which non emergency ambulance calls are currently
processed. Hospitals and nursing homes call a number other than non emergency telephone
numbers.
Mr. Kelly discussed options for bringing the item back to council. Council did not see this as
being part of this years budget.
Mr. Garitz further discussed the new program and associated costs. All program expenses
would need to be included to initiate the program. Revenue would be generated to cover the
costs. He clarified that staff was asking for authorization to use existing fees.
.
Council directed staff to bring back additional infonnationfor further review prior to .
authorization and implementation of the program.
4. Council Decision on Annexation Processing Policies
Development Services Director Susan Daluddung presented the staff report on this issue. The
council's discontinuance of delayed effective date annexations creates an unintentional gray
area regarding current annexation policy. There are two methods of annexation available:
expedited and double majority. The fonner occurs without council involvement; the latter at
a council public hearing. The staff is uncertain if the council wants to participate in
annexations or, if they do, what kind of circumstances would trigger that participation.
The passage of Ballot Measure 50 removed the financial advantag~tocities of delayed.
effective date annexations. Except for complicated service extensions, most cities reverted to -
their fonner practice of double majority or expedited annexations underORS 199 :or 222...
Double majority annexations require a council public hearing followed by a Boundary
Commission public hearing. This process takes 60-90 days but, as with delayed effective date
annexations, the council gets to evaluate the proposal and forward a recommendation to the
Boundary Commission. An expedited annexation takes only about 25 days because it is
completed by staff, but the council does not participate. Neither the statute or existing city
policy (Resolution 95-29) specify which process must be used when a property owner wishes
to annex. The issue for the council to decide is whether or not to exercise some control over
when and where annexations to the city occur and what circumstances would define the
method of annexation. The draft annexation policy proposes clear and objective guidelines
for these decisions.
.
Meeting Minutes
May 11, 1998
Page 10
.
The three example annexations are used in the discussion for illustration only, not for
individual analysis. The council will likely review all of these at a future public hearings
even though Resolution 95-29 does not require such review. Two of these examples are in the
same development area (Gateway Campus Industrial). The FedEx site (+/- 6 ac.) is
contiguous to the city limits and all services currently abut the property. The Sony site (5 ac.)
is contiguous to the city limits, but services must be extended by the "extra-territorial
extension" process. The McDougal site (100 ac.) is non-contiguous and is not provided with
all services necessary for maximum development.
Staff requests direction on the following actions: 1) continue with current policy in Resolution
95-29 but replace delayed effective date with double majority; 2) amend Resolution 95-29 to
allow expedited procedure for all annexations; or 3) change policy based on factors identified
in draft annexation resolution (staff preference).
The following is a summary of policies reviewed by Ms. Daluddung:
a. Contiguous, improved property developed with urban uses and urban densities allowed by
the Metro Area General Plan shall utilize the expedited procedure or the double majority
method for annexation.
.
b. Contiguous, vacant, individual lots planned and zoned for a single dwelling unit by the
Metro Area General Plan, where no additional development density is attainable, shall
utilize the expedited procedure or double majority method for annexation.
c. Non-contiguous property, whether vacant or developed with urban uses and urban
densities allowed by the Metro Area General Plan, 100 feet or more from the city limits,
shall utilize the double majority method for annexation.
d. Contiguous, vacant property planned and zoned for urban uses and urban densities by
Metro Area General Plan for which said uses would generate 250 or more vehicle trips per
day.
e. Extra-territorial extension of sewer or water to any property within the jurisdiction of the
city shall be initiated only by council.
f. The extension of all public facilities, .including.streets,storm and sanitary.sewerand water;'
shall be consistent with city tech reports, CIP, Development Code, etc.
g. The extension and improvement of all public facilities shall be provided to the site at
developers' expense.
h. Applications pertaining to annexation, contracts with the city for fire and police protection
at a charge established by council.
.
1. The city shall coordinate service provisions with affected special service districts and city
departments and shall prepare ordinances for withdrawal from duplicative service
providers.
Meeting Minutes
May 11, 1998
Page 11
.
j. Until approval by Boundary Commission on all annexation applications, no public or
private construction, except preliminary grading, excavation and fill on private property,
which is subject to Boundary Commission approval.
Ms. Daluddung referenced Item A and explained its intended use.
Ms. Daluddung discussed Item B and said this was for a vacant, individual lot for single
dwellings.
She said council could provide any feedback and direction but thought for ease and
processing, expedited annexation could be utilized. This would be forwarded to the Boundary
Commission, the staff review body for an annexation proposal. She suggested the language
expedited and double majority be retained in the resolution for the times in which staff would
have discretion.
Councilor Maine asked for clarification regarding contiguous, improved property (developed
with urban uses). Ms. Daluddung referenced Item D which referenced contiguous, vacant
property planned and zoned for urban uses and urban densities by the Metro Area General
Plan for which uses would generate 250 or more vehicle trips per day. She said this was a
single proposal.
.
Ms. Daluddung clarified that both Items A and B were contiguous. She said when items were
not contiguous, it was a more controversial proposal and requires more Boundary
Commission review.
Ms. Daluddung referenced two development areas for annexations that are currently proposed
for development are from large development areas. One is from a 21 acre parcel, a 16 acre
parcel, a five acre annexation proposal, and a six acre proposal.
Councilor Burge said'a change in annexation policy might trigger a change in application.
Ms. Daluddung said council could state ifthe total development area is larger, an annexation
hearing would need to occur (e.g., if this is phase one of a potentially larger development,
even if phase two or three is not currently planned for). She said only the first two policy
items would be discretionary. If staffdiscretion were to be added, it could be done; Ms.
Daluddung would add it if it is what council desired. Items C and D did require public
hearings.
City Attorney Joe Leahy said the language could be worded in a more general nature and state
"....ifthe Planning Director suspects that there is a larger development, etc..."
The two current proposed developments were presented to council. One was for the FedEx .
project. This was north of Sony property, between Shorewood and Cascade Fabrication, the
property belonging to Mr. Rice. FedEx would like to develop on this property. They plan for
a 6.2 acre development area. Phase one employment figures were 50 - 70 employees. They
were applying for 121 employee parking lot.
.
Meeting Minutes
May 11, 1998
Page 12
.
Ms. Daluddung said services were available and they were contiguous and would generate
over 250 vehicle trips per day. She said they have already submitted their annexation
application and were not subject to a public hearing unless council so directed.
Councilor Burge discussed the significant traffic problems in the area. He said there were
many issues of concern. Ms. Daluddung explained services were available and ready to be
delivered to the site and it was planned and zoned for that specific use. It can be added to city
boundaries. Ms. Daluddung discussed the development application process. Mr. Leahy
recommended Ms. Daluddung provide a written response to the applicant laying out specifics
discussed by council and state that a thorough review of the use will be reviewed as that
requested use places demands on the system in relation to transportation.
Councilor expressed concern regarding discretIon to forward items to council and discussed
the meeting schedule of the Boundary Commission. If there is a proposal that indicates a
double majority is required but timing is of the essence, language could be included to state
that council could approve (this) not having to go to the Boundary Commission - but would
still go to council for review. Ms. Daluddung explained that it could not be done because of
the double majority proposal but said the "type" could be changed though. She would further
look into this and provide council with additional input when the resolution is brought back to
council for review. She explained this was just a proposal to receive council input.
.
Ms. Daluddung would bring back a resolution completing the annexation review for FedEx
and the Sony Day Care development and forward those to the Boundary Commission. The
capacity issue would be added and she would research the majority issue.
Another issue was how council would become aware of things that may be critical in
neighborhoods. She said as a neighborhood association president, she received notification of
projects. She suggested staff think about notifying council when there is an issue so they can
be aware of hot spots. Ms. Daluddung discussed notification requirements and council could
be added to the notification list.
.
City Manager Mike Kelly provided council with information regarding a previous work
sessipn meeting in which Traffic Engineer Brian Barnett provided a detail~d presentation
regarding traffic issues. At that time council was asked for direction regarding capacity
allocation, annexation, etc. Items discussed included peak hour traffic issues, concerns of
people that want to annex and information regarding the task force created. Council
consensus was that council was aware of the problem, they did not think it' was as bad in
Springfield as it was in Portland or other areas. At that time, council agreed that the existing
system could work for a while and staff would continue to study it. Staff could come back
with something definite and council was not ready to give direction on any of the things they
asked about. Staff had concerns about annexation and the capacity to those in the city. Staff
had provided the council with the option at that time to provide direction. Mr. Kelly said
there was a need to remain united on how remaining capacity would be allocated. A revised
interchange was the only answer. That is about $25 - 30 million away. Short term
improvements could be done. The city needed to be in conformance with land-use policies.
He said a transition plan could be put together but there was no magic solution. If council
wanted to reserve capacity for property already annexed, staff needed to be informed.
/'
Meeting Minutes
May 11, 1998
Page 13
.
Mayor Morrisette had a discussion with an ODOT staff member. Further clarification was
needed regarding the capacity issue.
City Attorney Joe Leahy discussed policy decisions in detail. He said more options would be
presented to council in the future regarding this issue.
Councilor Burge expressed concern regarding impacts and deliver of services.
ADJOURNMENT
The meeting was adjourned at 9:35 p.m.
Minutes Recorder - Julie Wilson
~~9/!~
A
Mayor
.
:s
~x\\?i",~14.
Giltj<~M'6t
Ass i stant City Manager Gi no Grima~iai
.