HomeMy WebLinkAboutItem 06 Council Minutes
AGENDA ITEM SUMMARY
Meeting Date:
Meeting Type:
Department:
Staff Contact:
. Estimated Time:
January 22, 2008
Regular Meeting
City Manager's Office
Amy Sowa, 726-3700 OJ
Consent Calendar
SPRINGFIELD
CITY COUNCIL ~
ITEM TITLE:
COUNCIL MINUTES
ACTION REQUESTED:
By motion, approval of the attached minutes.
ISSUE STATEMENT:
The attached minutes are submitted for Council approval.
ATTACHMENTS:
Minutes:
a) December 3,2007 - Work Session
b) December 3,2007 - Regular Meeting
DISCUSSION/ None
FINANCIAL IMPACT:
Sowa/agenda/minutes AIS
City of Springfield
Work Session Meeting
MINUTES OF THE WORK SESSION MEETING OF
THE SPRINGFIELD CITY COUNCIL HELD
MONDAY, DECEMBER 3, 2007
The City of Springfield Council met in a work session in the Jesse Maine Meeting Room, 225
Fifth Street, Springfield, Oregon, on Monday, December 3, 2007 at 6:40 p.m., with Mayor
Leiken presiding.
ATTENDANCE
Present were Mayor Leiken and Councilors Lundberg, Wylie, Ballew, Ralston, Woodrow, and
Pishioneri. Also present were City Manager Gino Grimaldi, Assistant City Manager Jeff
Towery, City Attorney Joe Leahy, City Recorder Amy Sowa and members of the staff.
1. Building Maintenance Funding Needs.
Public Works Director Dan Brown presented the staff report on this item. He introduced Stacey
Kintigh, the new Maintenance Supervisor in the Public Works Maintenance. The City does not
fund building maintenance at a level which ensures that our buildings will be safe and functional
for the duration of their life expectancies. At its January 2007 goal setting session, the City
Council directed staff to develop alternatives to provide funding to address both short and long
term building maintenance needs. Then, in February 2007 the Council received a City Building
Condition Report, prepared by DLR Group, architects, which identified $600,000 (in 2005
dollars) of deferred building maintenance as well as annual needs of $300,000 (in 2005 dollars)
for the next 5 years, rising to annual needs of$IM (in 2005 dollars) for the subsequent two
decades.
Excluding the Booth-Kelly complex, the new Justice Center, and the Springfield Depot, the City
buildings inventory is comprised of 13 buildings with an estimated replacement value of
$35,000,000 - $40,000,000.
The basic goal of infrastructure management is to keep the infrastructure in good working order
for its anticipated life. Industry standards for annual expenditures for building maintenance
range from 2 to 4 % of the replacement value of the facilities. DLR Group's City Building
Condition Report categorizes maintenance needs first by building and time frame (immediate;
within the year; the next five years; and long term - the next 24years), and then by prioritization
which considers safety, aesthetics, structuraVmechanical and working conditions. DLR
identified immediate needs of approximately $600,000 --- half of which are designated as safety
or structuraVmechanical needs --- and this is our backlog. The average need for the subsequent
five years is about $300,000 per year. As previously mentioned, all cost estimates in this report
are in 2005 dollars so, as time passes, the estimated costs will have to be adjusted for inflation.
Both the City Council and City staff realize the importance and urgency of the need for increased
building maintenance funding. We are the stewards of the public's infrastructure so it is
important that we strive to ward off premature failure of the infrastructure, including our City
buildings. The task team focused on compiling funding source suggestions and evaluatingthem.
The results are included as Attachments Band C. Although the team considered almost every
City of Springfield
Council Work Session Minutes
December 3,2007
Page 2
conceivable source, it turned out that all decent ideas seem to have already been considered and
evaluated by the City in previous searches for new revenues. Many of the options were found
insufficient by themselves to provide the revenue necessary to either eliminate the backlog
projects or to provide the annual revenues for building maintenance in perpetuity.
Mr. Brown noted that Mr. Duey was present to help answer any questions that Council may have
on this issue related to the funding. Staff recommends that increased building maintenance
funding be identified through the normal budgeting process for the FY09 Budget, rather than
implementing a new tax or fee to create a dedicated funding source for building maintenance.
City staff would look at the budget and try to identify the $300,000 needed per year over the next
five years in the normal budget process. One time funds may be able to come from reserves, but
the ongoing funds would need to be identified from more sustainable revenue sources or
reductions.
Councilor Woodrow said most private companies had a depreciation fund. The depreciation fund
was not necessllrily dollars, but a paper figure for taxes. He would like to see if the City could
establish a depreciation fund, putting a percentage of money into this fund that would build up
over the years. He was not sure what percentage that could be. He was wondering if staff could
bring back some information on this.
Mr. Grimaldi asked if a depreciation fund would be for capital replacement only or maintenance,
too.
Councilor Woodrow said it could be for either.
Mayor Leiken asked if the proximity of most of the public buildings was close to downtown.
Mr. Brown said the fire stations were spread out, but most other buildings were downtown.
Mayor Leiken said one of the challenges was to try to put any type of tax forward to the public.
It would be interesting to see if urban renewal funds could be used as well as some Booth Kelly
funds. It Was hard to get the public behind something like this, even though it was a practical
application. The challenge would be to get the public to understand the outcome and what it
would do for them. There could be a way to sell that, but it could be difficult. The City utilized
taxes well to get these things done. He would suggest getting that word out to the public.
Councilor Lundberg said she agreed with the recommendation. She looked at which was the
bigger asset - reserves or buildings. The buildings would cost more in the long run if not
maintained and were the biggest asset. The City had enough on our plate in terms of growth and
development and it was time to take care of what we had. She agreed some type of set aside fund
should be established. The City had taken care of our streets and she would like us to do the
same with our buildings.
Councilor Pishioneri concurred. He suggested that when staff looked at the budget process, they
look at where the funds came from and each department's ability to pay. It may not be a straight
across percentage. He would like to see stafflook internally at Public Works funds. He did not
want to go for other taxes.
City of Springfield
Council Work Session Minutes
December 3,2007
Page 3
Councilor Ralston said we needed to do the responsible thing and make the improvements, but
noted that the budget process was going to continue to be very difficult. He said he would be
very surprised if we could come up with the needed funds. There was not only this funding issue,
but the issue of increases in wages and benefits. He agreed with the Mayor that the citizens had
to recognize that it would be irresponsible for the City not to take care of their assets. He would
not approve new taxes, but thought perhaps General Obligation (G.O.) Bonds could be a way to
do this appropriately. He didn't feel the City could save enough money to do the work.
Councilor Ballew said this was a microcosm oqhe whole City. The City had made an effort to
be as lean as possible. In order to provide these services, the City needed more revenue, such as
the amusement/entertainment tax or restaurant taxes. She was fme with leaving this for one year,
but they needed to look at other options in the future to get more revenue, or service levels would
deteriorate. It was difficult to prioritize services.
Councilor Wylie said ongoing maintenance should be'part of the ongoing budget, and not part of
a rainy day fund. She asked if there would be some sort of revenue forecast at the January
Budget Committee meeting. Yes. She discussed some of the taxes listed in the council briefing
memorandum included in the agenda packet. She felt there should not be additional taxes for
something we should already have in our budget.
Mr. Brown said in the November 1995 election, a bond provided $2M for building maintenance.
He explained some of the projects that were completed with those funds. He agreed that building
maintenance was not something easy to sell to citizens.
Mayor Leiken said the work staff had done was very good.
Councilor Ralston said he would not support using reserves. Before long our reserves were
depleted. The reserVes were to be used for emergencies.
Councilor Lundberg said being involved in that 1995 bond measure, she knew it was difficult to
sell to the public because it was something we should have in our budget anyway. The voters had
been very generous over the years and she was not comfortable asking for money for
maintenance since we just passed a measure for construction of the new Police facility. We
needed to figure out how to address this as an ongoing budget item. She referred to prioritizing
and felt that exercise was still legitimate.
Mr. Brown said we still had a number of years left on the 1995 bond measure;
Mayor Leiken said staff had a meeting with Representative Barnhart, Chair of the House
Revenue Committee scheduled. It was worth sitting down with the State legislature to discuss
some issues. Federal dollars were no longer allocated to cities and it was frustrating for the City
because this was where people lived and worked. He would like to talk to the representative
about what the legislature could do to help. There needed to be a partnership. He noted that all
government was considered one and the same to the public.
Mr. Grimaldi confirmed that Council agreed with the recommendations. He also noted the
suggestion for establishing reserves for building maintenance, improvements and replacement.
Staff could bring that information to Council during the budget discussions.
City of Springfield
Council Work Session Minutes
December 3, 2007
Page 4
ADJOURNMENT
The meeting was adjourned at 7:04 pm.
Minutes Recorder - Amy Sowa
Sidney W. Leiken
Mayor
Attest:
Amy Sowa
City Recorder
City of Springfield
Regular Meeting
MINUTES OF THE REGULAR MEETING OF
THE SPRINGFIELD CITY COUNCIL HELD
MONDAY, DECEMBER 3, 2007
The City of Springfield Council met in regular session in the Council Meeting Room, 225 Fifth
Street, Springfield, Oregon, on Monday, December 3,2007 at 7:11 p.m., with Mayor Leiken
presiding.
ATTENDANCE
Present were Mayor Leiken and Councilors Lundberg, Wylie, Ballew, Ralston, Woodrow and
Pishioneri. Also present were City Manager Gino Grimaldi, Assistant City Manager Jeff Towery,
City Attorney Joe Leahy, City Attorney Matt Cox, City Recorder Amy Sowa and members of the
staff.
PLEDGE OF ALLEGIANCE
The Pledge of Allegiance was led by Mayor Leiken.
SPRINGFIELD UPBEAT
1. "Be a Santa to a Senior" Proclamation.
Mayor Leiken read the first paragraph of the "Be a Santa to a Senior" proclamation. He explained
the purpose of this proclamation and the focus of the Home Instead Senior Care organization. He
proclaimed the month of December 2007 as "Be a Santa to a Senior" month.
CONSENT CALENDAR
. IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR
WOODROW TO APPROVE THE CONSENT CALENDAR. THE MOTION PASSED
WITH A VOTE OF 6 EOR AND 0 AGAINST.
1. Claims
2. Minutes
a. November 13,2007 - Work Session
b. November 19,2007 - Regular Meeting
c. November 26,2007 - Work Session
d. November 26, 2007 - Special Regular Meeting
3. Resolutions
~. RESOLUTION NO. 07-52 - A RESOLUTION TO ACCEPT PROJECT P20487 FROM
WILLIAM J. BOFFING JR. CONSTRUCTION, INC. IN THE AMOUNT OF
$10,894.00 AND L.R. BRABHAM, INC. IN THE AMOUNT OF $11,356.00. THE
TOTAL COST OF THE PROJECT, INCLUDING LABOR, TOTALED $29,258.46.
City of Springfield
Council Regular Meeting Minutes
December 3, 2007
Page 2
b. RESOLUTION NO. 07-53 - A RESOLUTION TO ACCEPT PERMIT PROJECT
P3046 1. THURSTON PLACE SUBDIVISION.
c. RESOLUTION NO. 07-54 - A RESOLUTION TO ACCEPT PERMIT PROJECT
P30466: COTTAGE HOUSE GARDEN.
. d. RESOLUTION NO. 07-55 - A RESOLUTION TO AUTHORIZE THE CITY
MANAGER TO ENTER INTO AN AMENDED INDEPENDENT CONTRACTOR
AGREEMENT WITH WEST YOST & ASSOCIATES IN THE AMOUNT OF
$125,900.00 FOR ENGINEERING SERVICES FOR THE DESIGN AND
CONSTRUCTION MANAGEMENT OF THE HARLOW ROAD LIFT STATION
P20381.
4. Ordinances
5. Other Routine Matters
a. Approval of Liquor License Endorsement for Chuck E. Cheese's, located at 3000
Gateway Street, Springfield, Oregon.
b. Approval ofthe Purchase of Police Vehicles for Fiscal Year 2008 for a Total of not more
than $189,500.
ITEMS REMOVED
PUBLIC HEARINGS - Please limit comments to 3 minutes. Request to speak cards are available
at both entrances. Please present cards to City Recorder. Speakers may
not yield their time to others.
1. Amendment to the Springfield Development Code Chapters 3, 4 and 5 Correcting Errors,
Grammar, and Sequencing of Information in Proper Order.
ORDINANCE NO. 6211 - AN ORDINANCE AMENDING THE SPRINGFIELD
DEVELOPMENT CODE CHAPTER 3 LAND USE DISTRICTS, SECTION 3.2-210; 3.2-
215: 3.2-230: AND 3.3-910: CHAPTER 4 DEVELOPMENT STANDARDS, SECTION 4.2-
140: 4.6-135; 4.6-145; 4.6-155: 4.7-195: AND TABLE 4.2-35 AND CHAPTER 5 THE
DEVELOPMENT REVIEW PROCESS AND APPLICATIONS, SECTION 5.12-120; AND
5.17-120; ADOPTING A SEVERABILITY CLAUSE: AND DECLARING AN
EMERGENCY (lo. No. LRP2007-00027)
Planning Manager Greg Mott presented the staff report on this item. The recent Code
reformatting project resulted in some errors of omission, grammar and proper sequencing of
information. These proposed amendments will correct these known "scrivener's errors."
The Code reformatting project involved the comprehensive rearrangement of all the Development
Code text from its former 44 Articles into 6 Chapters. The principle objectives were to place all
of these regulations and standards in more logical groupings; eliminate repetitive occurrences of
the same information; and make the document easier for everyone to use. The project was a
City of Springfield
Council Regular Meeting Minutes
December 3, 2007
Page 3
qualified success, that qualification being the sheer number of standards and regulations
undergoing re-numbering inevitably created opportunities for a variety of niggling errors that
have been discovered as time has passed and usage has increased. There could be, and probably .
are, other errors similar to those included in this Ordinance, but staff is requesting that the action
requested today proceed and that the Council exercise its usual forbearance when the next similar
ordinance is presented for consideration.
The emergency clause was requested to allow proper implementation of the Code to commence
with Council action. He noted that the proposed changes in legislative format were on the last
seven pages of Attachment 2 included in the agenda packet.
Mayor Leiken asked for the definition of Youth Hostel.
Mr. Mott explained. He said there had only been One in operation since he had been with the City.
Councilor Pishioneri said he had read through all ofthe changes. He asked if there was a way to
show the changes made in a separate document rather than the ordinance as a whole.
Mr. Mott said Attachment 2 described the changes being made in the Code. He gave an example.
A sentence in the AIS directing Council to the changes was noted in Attachment 2.
Mayor Leiken asked if further changes would be coming to the SDC regarding HB 3337.
Mr. Mott said he didn't foresee anything coming that would amend the SDC, but he did not know
for sure. As the City did the work necessary to implement HB3337, there could be changes to
address efficiency measures or to make better use of certain sites (residential, industrial or
commercial). Any changes would be a result of the work that progressed on HB3337. For the
most part, the SDC was not a policy document. The policy was in the plan and the SDC was used
to implement those policies. He explained further.
Mayor Leiken said the City would need to address Metro Plan text with our partnering
jurisdictions. That could cause other changes to be made to the SDC. He appreciated that our staff
continued to work on this and adjusted to the changes.
Councilor Ralston asked.about a change regarding RV's from a 'permanent new' to 'residential
use'. He asked if that meant people could live in their RV's parked in their driveway.
Mr. Mott said they could not. He explained that the Code used to be definitive about permitted
uses ofRV's within the City. They were prohibited for any use other than in a licensed mobile
home park or for a caregiver or person being cared for to reside. The exception regarding the
caregiving was only on a temporary basis after going through a process. That was what the update
referred to.
Mayor Leiken opened the public hearing.
No one appeared to speak. .
Mayor Leiken closed the public hearing;
City of Springfield
Council Regular Meeting Minutes
December 3,2007
Page 4
IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR
WOODROW TO ADOPT ORDINANCE NO. 6211. THE MOTION PASSED WITH A
VOTE OF 6 FOR AND 0 AGAINST.
2. Amendment to the Springfield Development Code Chapters 3, 5 and 6 Establishing New
Annexation Procedures.
ORDINANCE NO. 6212 - AN ORDINANCE AMENDING THE SPRINGFIELD
DEVELOPMENT CODE TABLE OF CONTENTS PAGE. SECTION 5.7-100 AND 5.23-
100; CHAPTER 3 LAND USE DISTRICTS, SECTION 3.3-825; CHAPTER 5 THE
DEVELOPMENT REVIEW PROCESS AND APPLICATIONS. SECTION 5.1-140;
TABLE 5.4-1; SECTIONS 5.7-105 THROUGH 5.7-165; SECTION 5.12-120; SECTION
5.12-130; ADDING SECTION 5.23-100 THROUGH 5.23-125; AND CHAPTER 6
DEFINITIONS. DELETING THE TERM ANNEXATION AGREEMENT; ADOPTING A
SEVERABILITY CLAUSE; AND DECLARING AN EMERGENCY (]o. No. LRP2007-
00026).
RESOLUTION NO. 07-5.6 - A RESOLUTION OF THE COMMON COUNCIL OF THE
CITY OF SPRINGFIELD AMENDING THE ADOPTED MASTER SCHEDULE OF
MISCELLANEOUS FEES AND CHARGES. RATES. PERMITS, AND LICENSES TO
PROVIDE FOR THE ADDITION OF "ANNEXATION FEES (MINOR BOUNDARY
CHANGES)" AND "EXTRATERRITORIAL WASTEWATER OR WATER LINE
EXTENSIONS."
Planning Manager Greg Mott presented the staff report on this item. The 2007 Oregon
Legislature abolished the Lane County Boundary Commission effective January 1,2008.
Pursuant to ORS 222 City Boundary Changes the City Council assumes sole responsibility for all
annexations, including extraterritorial extension of services and territory withdrawals, effective
January 1,2008.
Based on new laws, the City Council is now the approval authority for annexations. All statutory
provisions necessary for this transition to occur are included in this proposal. On November 20,
2007, the Planning Commission conducted a public hearing on these amendments; one person
spoke in support. The Planning Commission forwarded a recommendation of approval
(Attachment B).
The fees in Attachment C, Exhibit B, page 2 show new charges based on City processing cost .
recovery of 80 percent. No exceptions or waivers are included in this proposal. If Council
prefers to include a fee waiver or reduction for health hazard annexations or other special
circumstances, or special fee for expedited annexation proposals, staff can return in January with
some amendment options for Council consideration.
Mr. Mott said because of the timing of implementation ofthe new law, it was necessary to
implement this now for any annexations that came to staff before the end of the year. He
described the amendments recommended by staff. Starting January 1,2008, the City would be
responsible for processing the applications, confirming tax lots, and notifying affected agencies of
annexations. He described the proposed process for future annexation requests, including public
hearings for all proposed annexations. The criteria was derived from policy that was within the
Metro Plan.
City of Springfield
Council Regular Meeting Minutes
December 3, 2007
Page 5
Mr. Mott said the difference in the law was that in the past, non-contiguous annexations were
allowed. ORS 222 did not allow non-contiguous annexations. He said definitions regarding
contiguous had been included in the amendments in the SDC. He explained the definition.
Council may be faced with options such as annexation of right-of-way, and that was included in
the amendment. If a proposal was for service extension, by this statute the City could authorize
service extensions - not technically considered an annexation anymore under this statute. The
Code language remained authorizing that decision to be up to the City Council.
Mr. Mott said it was staffs objective to process these annexation requests in a timely fashion,
with a benchmark of 65-70 days from the date the application was received to the public hearing.
Current processes were not normally done any faster than this.
Mr. Mott referred to Attachment B included in the agenda packet. This attachment related to
extra-territorial extensions. It was not required by law to include that, but if they did include it,
they would have control over it. It was up to Council to determine whether or not it could be a
consideration before Council. He noted that exceptions for fee waivers were not included in these
amendments. If Council would like to think about that, staff could bring it back to them for
consideration. He referred to the resolution which included the new fees. He explained the
increase in these fees since the City would be performing the process. The fees were at about 80
percent cost recovery. Those fees could be adjusted at a future date.
Mayor Leiken opened the public hearing.
1. Jerry Ritter, 1865 Yolanda Avenue, Springfield, OR. Mr. Ritter acknowledged Mr. Mott, Mr.
Grimaldi and other staff for their work on this and their communication with him. The work
was not trivial. It was important to understand why we had this extra work and why the Lane
County Boundary Commission (LCBC) went away. He said nearly the entire Lane delegation
sponsored SB4l7, because of complaints going back over a decade about this commission
being completely unaccountable to the public and unresponsive to public input. This was a
part of a series of changes in State annexation laws that had been affected over the last two
sessions. The reason'for the changes was because there were a few cities (not Springfield),
that had been abusing annexation authority and had shut the public out of the decisions. He
referred to section "5.7.l25(B)(2) and (B)(3)" which states that "publicly owned right of way
could be added to annexation initiated by these two methods (in ORS 222.173) without
consent". While that was true, abuse of this was a problem for some other cities. Those cities
were doing it primarily to create islands after ORS 195 went away in 2005. He urged the
Council, that when they were considering public right of way annexations, they have a very'
legitimate reason for doing so. He expressed his appreciation to Springfield for not following
up on the aggressive annexation policies and proposals of the Metro Plan.
. Mayor Leiken closed the public hearing.
Councilor Ralston said Council could decide ifthey wanted to have extra-territorial extensions.
He asked if they needed to make that decision tonight.
Mr. Mott said Council could amend this in the future as they chose after it's adopted. He wanted
them to know that they were not regulated by law to regulate extra-territorial extensions, whereas
City of Springfield
Council Regular Meeting Minutes
December 3,2007
Page 6
. in the past the LCBC had to regulate them. Staff included it in the amendment because they felt it
left the City in a better position.
Mr. Leahy said the proposed amendments included the staffs best recommendation as a starting
point. There could be some fine tuning as they went along. Mr. Mott and Mr. Leahy would be
meeting with the County and the City of Eugene to discuss extra-territorial extensions and
provide Council with more information. They had not yet had a chance to do that in the tight
timeline available.
Councilor Ralston asked if the statewide planning goals still applied. Yes. He confirmed th~t
Council could add this later if they left it out now . Yes.
Councilor Ballew said she was concerned about extensions, particularly for sanitary sewer. She
understood the IGA with MWMC stated that services would only be provided to residents of the
City. She felt leaving this in was contrary to that, and asked if it was too late to remove it.
Mr. Leahy said as those requests came to Council, they could articulate their concerns at that
time. This allowed the Council with more flexibility and discretion.
Councilor Ballew said she did not want people asking for this service if they weren't becoming
part ofthe City. She was concerned about making decisions regarding supplying water because
she felt that was Springfield Utility Board's (SUB's) issue.
Mr. Mott said the LCBC had been in control of that because most circumstances were extending
to an existing water district. There were laws that regulated that type of activity and moving from
one water district to SUB. The agreement with SUB was that they were the water provider for the
properties in the City out to the urban growth boundary (UGB). Normally, the property would
need to annex first before getting water and sewer. He discussed the issue with the homes on
South 79th Street. Currently, those residents couldn't be annexed but Council could choose to
extend services.
Councilor Ballew referred to Grandview Estates. She said the property was non-contiguous, but
was contiguous to an island. She asked how that worked and if it was legitimate to expand the
island.
Mr. Mott said the definition of contiguous was any property that was currently in the City. Any
property that abutted that City property would be continued contiguous. That was an
interpretation that could be used.
Mr. Leahy said it would increase the size of the island annexation. He explained the new statute
and how it related to restrictions on public streets.
Councilor Ballew asked about 80 percent cost recovery. She thought Council asked staff to get
1 00 percent.
Mr. Mott said he received information to get 80 percent cost recovery. He recalled that Council
had asked staff to gradually build up from 50 percent recovery about 10 years ago. He discussed
cost recovery.
City of Springfield
Council Regular Meeting Minutes
Oecember 3,2007
Page 7
Councilor Ballew asked for more information regarding cost recovery.
Mr. Grimaldi said staff would be coming back to Council after the break to discuss fees and
charges and that information would be discussed.
Councilor Woodrow asked about ifthere was an expedited fee at the Boundary Commission. No.
Mr. Mott said staff was not recommending an expedited process for annexations. There was an
expedited process for certain land use applications that did cost more.
Mr. Leahy said the expedited fee was for a system that was less staff intensive than the norm.
Councilor Pishioneri discussed the residents on South 79th Street. He asked if this would assist or
hinder those folks from reaching that goal.
Mr. Mott said it was in the Council's purview to extend the sewer without annexing. In the past,
in order for the City to extend water service, both the City and LCBC had to approve it. This
change transferred the sole responsibility and decision making for this to the Council.
Mr. Leahy said if Council decided to include the extra-territorial provision in the SDC, staff
would be back with more information. He further discussed the issues surrounding South 79th
Street. Money issues had been a problem, as well as getting enough residents to back it.
Councilor Pishioneri noted a typo on Attachment C, Exhibit A, page 1 of 12.
Councilor Lundberg said this change to the annexation process was a huge undertaking and
responsibility. It was a good thing, but carried a lot of weight. She appreciated having a say over
the water services. All utilities were connected and it was good to have it all together. She
referred to the issues at Santa Clara/River Road. She wanted to take a long-range look at this
issue during Goal Setting, including annexation of right of way.
Mr. Mott said annexation was a growth management tool that was connected to the Metro Plan.
Staff was not able to suggest changes to the Metro Plan text at this time. The Metro Plan was
'written with the LCBC as an entity. Some ofthose policies needed to be changed, but must be
done in conjunction with Lane County and Eugene. The recommended amendments were an
effort to have this in place when annexation requests came to Council.
Mayor Leiken said LCBC gave the City Council some cover in the past. It was now the
responsibility of the City Council !:llone. The City was likely to be looking at expanding the UGB
and when they did, there could be some issues with some of the residents and regarding
infrastructure. Council would need to be very conscious about ex parte contact. It was going to be
important for staff to communicate to the City Manager and the City Manager to the Council on
how things were going. As they went through these issues, the City needed to be flexible as they
were in other areas. This was new and he hoped staff would determine as they went through this
what worked and what didn't. Annexation agreements could be very complex.
Mr. Mott said the element that was a constant was that the annexation agreement needed to be
completed before coming to Council as part of the hearing.
City of Springfield
Council Regular Meeting Minutes
December 3,2007
Page 8
Mayor Leiken said the annexation agreements were excellent tools to help fund the infrastructure.
Staff had put together the best annexation agreements he had ever seen.
Councilor Ballew asked if this could be amended to add the extra territorial extensions later.
Mr. Leahy said they. could add it in later.
Councilor Ballew said she would like to leave it out now because she had a lot of questions. It
would be her preferenc~ to exclude the extra-territorial extension.
Mr. Leahy said if it was left out, the City would be silent on that issue and would have nothing to
respond to if asked by a citizen. Staff would be back with some recommendation to address it
later.
Councilor Ballew said she would like to leave out the extra-territorial item because one of the
services you got when annexing to the City was water and sewer.
Mayor Leiken asked how staff felt about leaving it out.
Mr. Mott confirmed what Mr. Leahy had said about the City being silent on this issue if it's not
. included. He said he was not sure if there was language in the Metro Plan that said SUB acted on
the City's behalf.
Councilor Ballew said there were too many questions to add this provision at this time.
Mr. Mott said they could delete the sections in the ordinance pertaining to extra-territorial
extensions without interfering with the emergency clause. He said this would include deleting
Section 20, Chapter 5, Sections 5.23-100 through 5:23-125 and also the definition. The motion
from the Council could be to adopt the ordinance with that section and any other reference to
extra-territorial extensions in the ordinance deleted.
Councilor Woodrow asked if staff could bring back answers in January to the questions brought
up by Council on this topic.
Mr. Leahy said they could try. If Council adopted the ordinance with this section deleted,
property owners would have to annex to receive water and sewer since the City would be silent
on the extra-territorial extension.
Mr. Mott pointed out that this didn't relate to extra-territorial extensions when a health hazard
existed. That was State law. .
Councilor Ralston said he would prefer to leave this in because it would leave more flexibility.
Council could choose not to apply it at a later date.
Councilor Lundberg said this was one policy direction with no answers. She agreed with
Councilor Woodrow and would like to get answers to their questions in January. She said it was a
huge change and responsibility for the Council. It was a policy choice not to extend services
unless people wanted to annex. Council could discuss this and make a change later. She didn't
foresee that waiting would hold anyone up on their annexation.
City of Springfield
Council Regular Meeting Minutes
December 3,2007
Page 9
Councilor Woodrow noted Councilor Ballew's experience on the MWMC and preferred to wait
until there were answers to her questions.
Councilor Pishioneri said he agreed with both Councilors Ballew and Ralston. This section was
important for neighborhoods that needed something like this in place, but he understood that it
could be in conflict with something already in place. If it didn't conflict with something else, he
would support adding it back in.
Discussion was held regarding voting on the entire ordinance or just this part.
Mr. Mott said staff would bring the infonnation back to Council. He reminded Council that the
City would still regard the health hazard circumstances consistent with ORS 222, even if deleted
from our Code now.
IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR
WOODROW TO ADOPT ORDINANCE NO. 6212 WITH THE DELETION OF SECTION
20, CHAPTER 5.23-100 THROUGH 5.23-125 AND INCLUDING ANY OTHER
REFERENCES TO EXTRA-TERRITORIAL EXTENSIONS IN THE ORDINANCE. THE
MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST.
IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR
WOODROW TO ADOPT RESOLUTION NO. 07-56 . THE MOTION PASSED WITH A
VOTE OF 6 FOR AND 0 AGAINST.
3. Annexation of Territory to the City of Springfield (Jackson, Case Number LRP2007 -00009).
RESOLUTION NO. 07-57 - A RESOLUTION INITIATING ANNEXATION OF
CERTAIN TERRITORY TO THE CITY OF SPRINGFIELD AND REQUESTING THAT
THE LANE COUNTY LOCAL GOVERNMENT BOUNDARY COMMISSION APPROVE
THE ANNEXATION BY EXPEDITED PROCESS.
Planning Supervisor Linda Pauly presented the staff report on this item. The Property Owners,
Daniel and Shannon Jackson have requested annexation of approximately 9 acres of property
located west of 19th Street and north of Yolanda Street, within Springfield's UF-lO Urbanizable
Fringe Overlay District. The subject territory is described as Assessor's Map Number 17-03-24-
31 portion of Tax lot 2000, and is more accurately described in Attachment 1, Exhibit A. The
subject territory is no contiguous with the Springfield City Limits, but abuts other non-contiguous
land which was annexed in 1998-99. The site contains one residence. The applicant requests
annexation in order to' seek development of additional residential uses, consistent with the
standards of the Low Density Residential (LDR) zoning district. The proposed urban densities
are not permitted in the Urbanizable Fringe Overlay District, thus annexation is required.
Article 6.030(2) of the Springfield Development Code requires that territories considered for
annexation must be provided with "key urban facilities and services," as defined in Metro Plan
Policies 8.a and b, Page II-C-4. Among these key urban services are water, sewer, stonn water
facilities, streets, electricity, parks, fire/emergency services, and schools. Staff finds, based on
analysis, that key urban services are available to serve the territory, with the exception of public
sanitary sewer service, public stonnwater management service and street connectivity to
City of Springfield
Council Regular Meeting Minutes
December 3, 2007
Page 10
adjoining property that are being provided for in an Annexation Agreement which has been
negotiated with City staff and the applicant (Attachment 4).
City Council is authorized by ORS 199.490(2)(a)(A) to initiate annexation using the triple
majority method. This requires consent in writing from a majority of the land. owners of the
territory to be annexed, who also own more than half of the land in the territory proposed to be
annexed and of real property therein representing more than half ofthe assessed value of all real
property in the territory proposed to be annexed. According to Lane County Elections, there are
two registered electors currently residing within the territory proposed for annexation. Signatures
from 100 percent of the property owners and all registered electors have been obtained. With
Council approval, this resolution will be forwarded to the Lane County Local Government
Boundary Commission (LCLGBC) prior to the December 31, 2007 LCLGBC filing deadline and
will be reviewed at their February 7, 2008 meeting. The City Engineer has provided the attached
Draft Annexation Agreement. Negotiations on the annexation agreement have begun. This
resolution will be forwarded to the LCLGBC only when the Annexation Agreement has been
finalized and signed by the applicant and the City Manager.
According to the Lane County Regional Land Information database, the 2007 total assessed value
of the applicant's property is $241,783. Upon annexation, the applicant proposes to develop the
property with a 31- lot subdivision in accordance with SDC 16.020.
Mayor Leiken opened the public hearing.
No one appearedto speak.
Mayor Leiken closed the public hearing.
Councilor Pishioneri asked ifthe intersection at 19th and Yolanda was still County. Yes. He asked
who would be responsible for any required changes to that intersection because of development.
Mr. Benoy, Supervising Civil Engineer, responded to that question. The financial arrangements
for the extension of 19th Street were part of the negotiation being worked out with the owner.
Councilor Pishioneri said some of the lots were large enough to be subdivided again, increasing
that number of homes in that area and the amount of traffic.
Ms. Pauly said 19th Street was designated as a collector in the City's conceptual street plan. It was
anticipated that 19th would be a major street in that part of the City. The right of way dedication in
the annexation agreement would allow for a full collector street right of way, which may include
a center turn lane if required. The City was anticipating that growth.
Mayor Leiken asked if they were planning 31 homes on 9 acres. If so, those would be large lots.
Ms. Pauly said the developer was still planning on how many houses to build.
IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR
WOODROW TO ADOPT RESOLUTION NO. 07-57. THE MOTION PASSED WITH A
VOTE OF 6 FOR AND 0 AGAINST.
City of Springfield
Council Regular Meeting Minutes
December 3,2007
Page 11
4. . Annexation of Territory to the City of Springfield (Pickett, Case Number LRP2007-00004).
RESOLUTION NO. 07-58 - A RESOLUTION INITIATING ANNEXATION OF
CERTAIN TERRITORY TO THE CITY OF SPRINGFIELD AND REQUESTING THAT
THE LANE COUNTY LOCAL GOVERNMENT BOUNDARY COMMISSION APPROVE
THE ANNEXATION BY EXPEDITED PROCESS.
Planning Supervisor Linda Pauly presented the staff report on this item. The Property Owners, L.
Russell and Lea Pickett have requested annexation of 0.48 acres of property located at 2320
Laura Street on the west side of Laura Street north of Lindale Drive, within Springfield's UP-10
Urbanizable Fringe Overlay District. The subject territory is described as Assessor's Map
Number 17-03-27-11 Tax Lot 2700 and adjacent Laura Street right of way, and is more
accurately described in Attachment 1, Exhibit A. The subject territory is contiguous with the
Springfield City Limits and contains one residence. The applicant requests annexation in order to
seek development of additional residential uses, consistent with the standards of the Medium
Density Residential (MDR) zoning district. The proposed urban densities are not permitted in the
Urbanizable Fringe Overlay District, thus annexation is required.
Article 6.030(2) of the Springfield Development Code requires that territories considered for
annexation must be provided with "key urban facilities and services," as defined in Metro Plan
Policies 8.a and b, Page II-C-4. Among these key urban services are water, sewer, storm water
facilities, streets, electricity, parks, fire/emergency services, and schools. Staff fmds, based on
analysis, that key urban services are available to serve the territory, with the exception of public
sanitary sewer service, public storm water management service and street connectivity to
adjoining property that are being provided for in an Annexation Agreement which has been
negotiated with City staff and the applicant (Attachment 4).
City Council is authorized by ORS 199.490(2)(a)(A) to initiate annexation using the triple
majority method. This requires consent in writing from a majority of the land owners of the
territory to be annexed, who also own more than half of the land in the territory proposed to be
annexed and of real property therein representing more than half of the assessed value of all real
property in the territory proposed to be annexed. According to Lane County Elections, there are
two registered electors currently residing within the territory proposed for annexation. Signatures .
from 100 percent of the property owners and all registered electors have been obtained. With
Council approval, this resolution will be forwarded to the Lane County Local Government
Boundary Commission (LCLGBC) prior to the December 31,2007 LCLGBC filing deadline and
. will be reviewed at their February 7, 2008 meeting. The City Engineer has provided the attached
Draft Annexation Agreement. Negotiations on the annexation agreement have begun. This
resolution will be forwarded to the LCLGBC only when the Annexation Agreement has been
finalized and signed by the applicant and the City Manager.
According to the Lane County Regional Land Information database, the 2007 total asse'ssed value
of the applicant's property is $197,431. Upon annexation, the applicant proposes to redevelop the
property with six housing units in accordance with SDC 16.020.
Mayor Leiken opened the public hearing.
No one appeared to speak.
City of Springfield
Council Regular Meeting Minutes
December 3,2007
Page 12
Mayor Leiken closed the public hearing.
Councilor Ralston asked about annexing the right-of-way and if it was Laura Street. Yes. He
asked if it was a County road.
Ms. Pauly said the new improvement project that went in on Laura Street had been annexed into
the City. That portion was about 50 to 60 feet from the subject property.
Councilor Ralston asked if the City was responsible for the road once the area was annexed. No.
Ms. Pauly said the next step would be for the applicant to develop the property, make
improvements, and go through the public improvement process.
Mr. Leahy said the City and County would determine whether or not the City or County would
discuss any type of jurisdictional transfer of the road once the property was annexed.
Councilor Ballew said this was medium density residential. She said it seemed there was a lot of
industrial around this property.
Ms. Pauly said there was actually a lot of higher density uses around this property. The industrial
is further away.
IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR
WOODROW TO ADOPT RESOLUTION NO. 07-58. THE MOTION PASSED WITH A
VOTE OF 6 FOR AND 0 AGAINST.
5. Annexation of Territory to the City of Springfield (Springfield Faith Center - Case Number
LRP2006-00030).
RESOLUTION NO. 07-59- A RESOLUTION INITIATING ANNEXATION OF CERTAIN
TERRITORY TO THE CITY OF SPRINGFIELD AND REQUESTING THAT THE LANE
COUNTY LOCAL GOVERNMENT BOUNDARY COMMISSION APPROVE THE
ANNEXATION.
City Planner Andy Limbird presented the staff report on this item. The property owner,
International Church of the Foursquare Gospel, has requested annexation ofa 4.13 acre parcel
located at 600 Hayden Bridge. Way. The site currently contains a :f:15,600 ft2 church and parking
lot. The purpose of the annexation is to facilitate a future building expansion and to allow the
existing church to connect with City sewer service. The legal description of the property to be
annexed is more particularly described in Attachment 1, Exhibit A.
In accordance with Springfield Development Code Article 6.030(2), the site already is (or can be)
served with a full suite of urban facilities and services, including but not limited to City utilities
and police and fire protection. Although the property is zoned residential, there are no existing or
proposed dwellings on the site that would generate demands for school, library, or park and
recreation services. There are three existing public sanitary sewer lines in the vicinity of the
subject site, thereby offering several options for extending a sewer service to the property.
Because the required City utilities are available but not immediately adjacent to the property
City of Springfield
Council Regular Meeting Minutes
December 3,2007
Page 13
lines, it is the determination of Public Works staff that an Annexation Agreement is required for
this request. The Annexation Agreement language offers a choice from the three options.
The City Council is authorized by ORS I 99.490(2)(a)(A) to initiate annexation by the triple
majority method upon receiving consent in writing from more than half of the owners ofland in
the territory proposed to be annexed, who also own more than half of the land in the territory
proposed to be annexed and representing more than half of the assessed value of all real property
in the territory proposed to be annexed. Consent from 100 percent of the property owners
representing 100 percent of the assessed value of the property has been given. The site does not
contain any residential dwellings, and Lane County Elections advises there are no registered
electors at the subject property. With Council approval, this resolution will be forwarded to the
Lane County Local Government Boundary Commission (LCLGBC) for further consideration
priotto the filing deadline of December 31,2007, and prior to the abolishment of the LCLGBC
on July 1,2008. The City Engineer has provided the attached Draft Annexation Agreement. This
resolution will be forwarded to the LCLGBC only when the Annexation Agreement has been
finalized and signed by the applicant and the City Manager.
The property to be annexed contains an existing church building and is located inside the Urban
Growth Boundary (UGB). The current City limits run along the eastern boundary of the site.
The applicant requests annexation in order to connect the existing church to City sewer and to
facilitate application for a future building expansion in accordance with the City's Site Plan
Review process. Lane County Assessor's records attribute an assessment value of$856,2l0 to
the property. However, religious institutions are exempt from property taxes.
Mayor Leiken opened the public hearing.
No one appeared to speak.
.Mayor Leiken closed the public hearing.
Councilor Ballew asked Mr. Leahy how they define 100 percent of the owners for a church.
Mr. Leahy said the by-laws ofthe church specified who the owners were.
IT WAS MOVED BY COUNCn.,OR LUNDBERG WITH A SECOND BY COUNCILOR
WOODROW TO ADOPT RESOLUTION NO. 07-59. THE MOTION PASSED WITH A
VOTE OF 6 FOR AND 0 AGAINST.
6. Consideration of Exemption from the City of Springfield Contract Review Board Rules to
Allow Use of the Construction Manager/General Contractor (CM/GC) Project Delivery
System for Addition/Remodel of the Springfield Fire Station #3 and to Combine the Fire
Station #3 Project with the Fire Station #16 Project. (P20547; P20534).
RESOLUTION NO. 07-60 - A RESOLUTION AUTHORIZING AN EXEMPTION TO
BIDDING REQUIREMENTS PURSUANT TO ORS 279C.335(2) AND SPRINGFIELD
PUBLIC CONTRACTING ORDINANCE 2.7l0(2)(d) FOR ADDITION/REMODEL OF
THE SPRINGFIELD FIRE STATION #3 AND TO COMBINE THE FIRE STATION #3
PROJECT WITH THE FIRE STATION #16 PROJECT.
j
City of Springfield
Council Regular Meeting Minutes
December 3,2007
Page 14
Project Manager Carole Knapel presented the staff report on this item. Oregon Revised Statutes
(ORS) allow for alternative methods of contracting when the project presents unique construction
requirements and when there are budget limitations, schedule constraints and a complex project
scope. The Fire Station #3 project may benefit from combining this project with the Thurston
Fire Station #16 project and the use of the CM/GC strategy because it meets these characteristics.
In order to utilize this strategy, Council must conduct a public hearing, consider testimony, and
adopt a resolution exempting the project from competitive bidding.
The Fire Station #3 project was initiated in 2004 as a result of an overall review of the Fire and
Life Safety facilities. At that time it was recognized that, at a minimum, the facility must be
improved to provide individual sleeping rooms and restrooms in order to meet requirements of
gender equity. Funding for this project was provided through a combination of G.O. Bond funds
and Bancroft funds in the FY 04-05 budget. A total of $285,000 is available for construction of
these improvements.
Staff proposes to utilize a Construction Manager/General Contractor (CM/GC) method of
contracting for the Fire Station #3 project by including this work in the contract for the
construction of the Thurston Fire Station #16 project. In order to use the CM/GC strategy, the
project must meet certain requirements, including: I) using the CM/GC method will likely result
in substantial cost savings, and 2) it is unlikely that the exemption will encourage favoritism or
substantially diminish competition. The attached findings and conclusions of law detail how the
project meets these requirements.
Mayor Leiken opened the public hearing.
No one appeared to speak.
Mayor Leiken closed the public hearing.
Councilor Woodrow asked if Station #3 was on 28th Street. Yes.
IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR
WOODROW TO ADOPT RESOLUTION NO. 07-60. THE MOTION PASSED WITH A
VOTE OF 6 FOR AND 0 AGAINST.
BUSINESS FROM THE AUDIENCE
COUNCIL RESPONSE
CORRESPONDENCE AND PETITIONS
BIDS
ORDINANCES
BUSINESS FROM THE CITY COUNCIL
1. Committee Appointments
City of Springfield
Council Regular Meeting Minutes
December 3,2007
Page 15
a. Budget Committee Appointment.
Finance Director Bob Duey presented the staff report on this item. Mark Molina was
appointed to complete Hilary Wylie's term through December 31,2007 representing Ward 2.
At the expiration of the current three-year term for this position, Mr. Molina has applied for
his fIrst full three-year term beginning January 01,2008 and would serve until December 31,
2010.
Interview of Mark Molina was conducted by the City Council on November 26,2007. The
candidate selected by council to serve as a member of the Budget Committee forWard 2
must be appointed to the position and his appointment ratifIed. .
Mr. Duey noted that positions for Wards 1 and 5 were still vacant as no applicants were
received for those positions during the fIrst recruitment period. Staff would be putting out the
advertisement this month, interviewing applicants in mid-January and scheduling
appointments on January 22. Staff decided to delay the Budget Committee meeting until
those two positions were in place.
IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY
COUNCILOR WOODROW TO RE-APPOINT MARK MOLINA TO THE WARD 2
BUDGET COMMITTEE POSITION WITH A TERM EXPIRING DECEMBER 31,
2010. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST.
2. Business from Council
a. Committee Reports
.1. Councilor Ballew said the Governor had formed a task force on federal forest
payments and county services and she had been appointed as a member.
2. Councilor Ralston reported on the Housing Policy Board (HPB). Discussion had been
held at these meetings regarding the potential for setting aside property for affordable
housing if the urban growth boundary were expanded. They found that State law
prohibited that provision. There was something called voluntary, exclusionary zoning
that allowed arrangements that could be made. Jo1m VanLandingham was going to
forward some information on to Councilor Ralston which he would then forward to
staff and the Council. He felt it was the only way we could guarantee affordable
housing.
3. Councilor Woodrow said the subject of the ancillary building came up during the
citizen advisory committee meeting for the police facility. Ifthe City didn't build the
full size ancillary building now, it would cost about one and a halftimes as much if
increased to full size later. The committee asked staffto give them more information
on that.
Councilor Woodrow also noted that the Tuba Concert would be at 1 :OOpm on
Saturday, December 8 in the Museum Parking Lot and the Christmas Parade would
start at 2:00pm.
City of Springfield
Council Regular Meeting Minutes
December 3, 2007
Page 16
4. Councilor Ralston reminded everyone that Roxie Cuellar moved out of area and
would be off of the HPB by the end of December. They would need a replacement.
Melanie Shinn had been taking her place and he didn't know if this might be
something she wanted to do.
Last week the Human Services Commission (HSC) discussed reorganizing the
structure. When discussing the Community Health Center becoming separate, it was
brought up that they would go back and ask the cities for more funds. He noted that
last year the. Springfield Budget Committee allocated the requested amount but said it
would be the last increase. Councilor Ralston told the HSC not to count on
Springfield giving more money. Discussion during the HSC meeting was held about
the jurisdictions and the amount each gave. He further discussed the funding
difficulties the clinic would face.
Councilor Wylie commented on this issue. She said originally, a non-profit was
going to make the application, which would have resulted'in much lower costs, but
the County chose to take it. The Oregon Health Plan would have funded it if they
hadn't taken such a financial setback. She said she supported Councilor Ralston in
this matter.
5. Mayor Leiken said he was named Chairman of the League of Oregon Cities (LaC)
Transportation Committee. He congratulated Councilor Ballew and also noted that he
had been appointed to the Governor's Statewide Transportation Committee,
representing the LaC.
BUSINESS FROM THE CITY MANAGER
1. City Property Naming Privilege.
Community Relations Coordinator Niel Laudati presented the staff report on this item. The
attached document outlines a proposed process for both Honorary and Philanthropic naming
opportunities. Along with opportunities for public engagement, the policy stipulates that the final
decision in all cases rests with the City Council. Additionally, the committee makeup will
include input from Council and naming recommendations may also contain a termination date
and/or a condition requiring reviewing the continuation ofthe naming privilege.
Mr. Laudati said he worked with Mr. Leahy on the attached policy. This was brought to Council
during their work session and now inclUded recommendations made by Council at that meeting. It
now included a possible termination date or a review process - an unnaming privilege. The final
policy also included that the final decisions rested with the Council.
Councilor Ballew suggested that when naming something, they should include 'City of
Springfield' in the name so it was known as a City facility.
Mr. Laudati said they could do that.
Councilor Pishioneri thanked Mr; Laudati for his work on this policy.
City of Springfield
Council Regular Meeting Minutes
December 3,2007
Page 1 7
IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR
WOODROW TO APPROVE THE CITY PROPERTY NAMING POLICY. THE MOTION
PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST.
2. Contract Award for Consultant Services to Perform a Commercial and Industrial Lands
Inventory; an Economic Opportunities Analysis (EOA); and any Required Goal 14
Urbanization Amendments Necessary to Accommodate'Commercial, Industrial and
Residential Lands Inventories.
Development Services Director Bill Grile and Planning Manager Greg Mott presented the staff
report on this item. Two proposals were received for this RFP for Commercial and Industrial
lands inventory, EOA, and Goal 14 urban growth boundary amendments for all land inventories:
Johnson Gardner; ECONorthwest. The ECONorthwest proposal was significantly higher but
more realistically addresses the true nature and scope of work to be performed. Section 2.708 of
the Springfield Municipal Code requires competitive contracts for consultant services take into
account experience and expertise, and does not consider cost alone.
This project fulfills a priority Council Goal and includes the following specific tasks:
Commercial and Industrial lands inventories; Economic Opportunities Analysis; Economic
Development Strategies; Goal 14 analysis of alternative sites for commercial, industrial and
residential inventories; preparation of findings in support of comprehensive plan amendments re-
designating sites within the urban growth boundary for alternative use; and expanding the urban
growth boundary. .
The following proposals were received and opened on October 16,2007:
· Johnson Gardner $67,830.00 (See Attachment 1 for a detailed cost summary)
· ECONorthwest $131,976.00 (See Attachment 2 for a detailed cost summary)
Johnson Gardner is the low "bidder" on this project. However, staff who participated in the
interview process and who will be charged with oversight of the project, recommend accepting
the proposal by ECONorthwest for several reasons. The firm has directly applicable experience
in 20+ Oregon communities; 30+ years experience in this metropolitan area; has co-authored
state-wide goal and administrative rule provisions governing this work; and is currently
completing residential lands contract with Springfield on time and on budget. A detailed staff
analysis supporting this recommendation is'contained in Attachment 3.
Negotiations with ECONorthwest could reduce the final contract figure. The project would be .
funded using approximately $80,000 from this fiscal year's (contract services) with the remainder
funded from next year's budget.
Mr. Grile described the services that the awarded company would need to provide and why staff
believed ECONorthwest had a better understanding of those services. Staff would like to
negotiate the contract to a lower amount.
Councilor Ballew asked if ECONorthwest would get paid on actual billable hours. She asked if
staff would have some control over the tasks performed and costs.
Mr. Gri1e said that was correct and staff would have some control.
City of Springfield
Council Regular Meeting Minutes
December 3,2007
Page 18
Mayor Leiken asked if there was anything negative on Johnson Gardner or did they just feel that
ECONorthwest was willing to put more into the project.
Mr. Grile said he was familiar with one of the partners of Johnson Gardner. He didn't feel they
would be able to do what the City needed with the work they identified in their proposal. During
the interview there was plenty of opportunity to answer how they would provide those services.
Staff felt this was an important project and they didn't want to present Council with a product that
wasn't their best.
Councilor Ralston said integrating the industrial, commercial and residential land supply was key.
ECONorthwest was in a better position to integrate those and was worth the extra dollars.
IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR
WOODROW TO APPROVE AWARD OF THE SUBJECT CONTRACT TO
ECONORTHWEST LLC IN THE AMOUNT OF $131,976.00. THE MOTION PASSED
WITH A VOTE OF 6 FOR AND 0 AGAINST.
Mr. Grile said staff would do their best to negotiate the contract to a lesser amount.
3. Springfield Fire Station #16 - Recommended Construction Manager/General Contractor
P20534.
Project Manager Carole Knapel presented the staff report on this item. The City received two
proposals in response to the Request for Proposals (RFP) for CM/GC services for the Springfield
Fire Station #16 Replacement project. Proposals were submitted by John Hyland Const. Inc. and
McKenzie Commercial.
The proposals were reviewed in accordance with the published selection criteria including the
experience of the firm, the experience ofthe proposed staff, the firm's approach to the project, the
firm's knowledge of the local construction industry and the proposed fee for the work. The
Selection Committee included Dave Puent, Al Peroutka, Carol Stineman, Mark Walker, Paul von
Rotz, and Carole Knapel. The project architect participated as a non-voting member.
Each proposal was reviewed and scored by each committee member and the firms were then
interviewed on October 29,2007. Each member could award up to 175 maximum points
combined for the written proposal and the oral interview. Both firms were determined to be well-
qualified to complete this project. The average of all scores for John Hyland Construction Inc.
was 154.33 and the average of all scores for McKenzie Commercial was 154.25. While the scores
are virtually tied, the staff is recommending the selection of John Hyland Const. Inc. based on
two factors. First, Hyland proposed a fee of 4.95% (approximately $87,615) for the work, while
McKenzie was slightly higher at 5.5% (approximately $97,350). Second, Hyland's proposed on-
site project manager has served in this role on other projects of a similar size while McKenzie's
proposed on-site staff did not have the same level of previous experience.
Staff is requesting authorization to proceed to negotiate a contract with John Hyland Const. Inc.
for Construction.Manager/General Contractor services for the Thurston Fire Station #16 Project.
Once a contract has been negotiated, staff will return to the City Council in January 2008 to
request approval of the agreement.
\
City of Springfield
Council Regular Meeting Minutes
December 3,2007
Page 19
IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR
WOODROW TO AUTHORIZE STAFF TO CONDUCT NEGOTIATIONS WITH JOHN
HYLAND CONSTRUCTION, INC. THE MOTION PASSED WITH A VOTE OF 6 FOR
AND 0 AGAINST.
4. Approve Exterior Design Option for the Justice Center - P50434.
Project Manager Carole Knapel presented the staff report on this item. On January 22,2007, the
City Council approved the Design Development Phase and cost estimate for the Justice Center
Project. At that time, the Council approved a list of items which would be added back to the
project if funds were available. The User Groups and the Community Advisory Committee have
reviewed the exterior finishes of the project and have developed a recommendation for a
modification which is a change in scope that will require the use of contingency funds. This
modification will therefore change the priority list of items to be added back to the project.
During the design development stage of the Justice Center Project the initial cost estimates
indicated that the construction cost exceeded the approved project budget. At that time, the
project team worked to identify value engineering items which would reduce the cost of the
project without impacting the functions within the building. One of the items recommended at the
time was the reduction in the amount of brick veneer on the exterior of the building. The brick
was replaced with a metal panel system at several locations. This produced a cost savings of
$23,000.
As the construction has progressed and project team members have had the opportunity to review
the metal panels, they have identified some concerns regarding the maintenance and the
appearance of the panels. As a result, they requested that the architect develop some options to
the metal panel system. The architects developed two options to the metal panel system and
presented those options to the Community Advisory Committee (CAe) on November 27,2007.
The CAC reviewed the options and are recommending that the Council approve a modification of
the design to replace the metal panels with brick veneer in some specific locations along the west,
east and north sides of the Police Courts building. The cost of this modification is estimated by
the architect to be approximately $16,500. Ms. Knapel noted that a more current estimate for this
change was closer to $21,000. The CAC had proposed to move forward with this change if it
came to less than $25,000.
Because this modification affects the exterior of the building, it is critical that a decision on this
change be made immediately.
Councilor Woodrow said he and Councilor Pishioneri were both on the CAC. The CAC was in
agreement that the brick provided better safety for the building, and was also more attractive. The
biggest concerns with the metal siding were graffiti and weatherization. He asked that the brick
option remain open for the north side of the building in the event BStreet was not vacated.
Councilor Ballew asked what type of metal had been considered.
The architect described the type of metal and said it was made of steel. If it deteriorated to the
point where the finish was gone, the entire panel would need to be replaced.
Councilor Ballew said it seemed it would be easier to get graffiti paint off metal than brick.
City of Springfield
Council Regular. Meeting Minutes
December 3, 2007
Page 20
Councilor Woodrow said not necessarily. He explained further.
Councilor Pishioneri said the CAC looked at this thoroughly and this looked like the best option.
He supported replacing these at locations A, Band C and waiting on location D until the vacation
ofB Street was final.
Councilor Ballew asked if this would reduce the contingency fund. Yes. She asked if they
anticipated using the rest of the contingency.
Ms. Knapel said they had used some contingency for other items, such as unanticipated site
conditions. They were carefully guarding the contingency so they could come back to Council to
determine how to use any remaining funds. The Police and Courts building was being done now,
but they didn't know ifthere would be additional"c'ost on the jail until they got started.
Councilor Ballew asked about balance of contingency.
Ms. Knapel said it was about $600,000+. It started out at about $746,000.
Mr. Leahy asked Ms. Knapel how the $600,000+ figure was affected by the Balheizer and
Hubbard issue.
Ms. Knapel said that was accounted for already.
Mr. Leahy said he had wanted Council to have all the numbers.
IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR
WOODROW TO APPROVE THE PROPOSED EXTERIOR DESIGN OPTION FOR THE
JUSTICE CENTER PROJECT. THE MOTION PASSED WITH A VOTE OF 6 FOR AND
o AGAINST.
BUSINESS FROM THE CITY ATTORNEY
1. City Representatives to the 2nd Annual Festive Holiday Gala Concert at the Wildish Theater,
December 7,2007.
RESOLUTION NO. 07-61 - A RESOLUTION AUTHORIZING CITY COUNCIL
REPRESENTATION TO THE 2ND ANNUAL FESTIVE HOLIDAY GALA CONCERT AT
THE WILDISH THEATER IN DOWNTOWN SPRINGFIELD ON DECEMBER 7,2007.
City Attorney Joe Leahy presented this item. The Richard E. Wildish Community Theater is
holding its 2nd Annual Festive Holiday Gala Concert. The Mayor and Council members are
. invited to attend as representatives of the City.
The Richard E. Wildish Community Theater is holding its 2nd Annual Festive Holiday Gala
Concert in downtown Springfield. The event is scheduled for Friday, December 7 at 8:00pm and
the Mayor and Council have been invited as representatives of the City.
City of Springfield
Council Regular Meeting Minutes
December 3,2007
Page 21
The City has supported the Wildish Theater project by authorizing the use of Community
Development Block Grant (CDBG) funds, Booth Kelly funds, and Room Tax funds for the
completion of the Wildish Theater. Also, the Common Council wishes to encourage events and
economic endeavors downtown as part of the City's downtown urban renewal effort. A resolution
has been attached to appoint Mayor Sid Leiken and Councilors Ralston, Woodrow and Pishioneri
as representatives to the 2nd Annual Festive Holiday Gala Concert scheduled for December 7,
2007.
IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR
WOODROW TO ADOPT RESOLUTION NO. 07-61. THE MOTION PASSED WITH A
VOTE OF 6 FOR AND 0 AGAINST.
ADJOURNMENT
The meeting was adjourned at approximately 9: 13 p.m.
Minutes Recorder Amy Sowa
Sidney W. Leiken
Mayor
Attest:
City Recorder