Loading...
HomeMy WebLinkAboutItem 03 Council Minutes AGENDA ITEM SUMMARY Meeting Date: February 4, 2008 SPRINGFIELD CITY COUNCIL Meeting Type: Department: Staff Contact: Estimated Time: Regular Meeting City Manager's Office Amy Sowa, 726-3700 V Consent Calendar 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) January 14, 2008 -'- Work Session b) January 22,2008 - Work Session c) January 22, 2008 - Regular Meeting DISCUSSIONI 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, JANUARY 14,2008 The City of Springfield Council met in a work session in the Jesse Maine Meeting Room, 225 Fifth Street, Springfield, Oregon, on Monday, January 14, 2008 at 5:31 p.m., with Mayor Leiken presiding. ATTENDANCE Present were Mayor Leiken and Councilors Lundberg, Wylie (5:38 p.m.), 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 Attorney Bill VanVactot, City Recorder Amy Sowa and members of the staff. 1. Budget Committee Interviews. Budget Officer Bob Brew presented the staff report on this item. The Budget Committee has a vacancy in Ward 1 due to the December 31,2007 term expiration of Damell Manning. Mr. Manning resigned the Budget Committee in April of2007, shortly before the first meeting, and the position could not be refilled during the Budget Committee process. Mr. Manning served one term on the Committee and would be eligible to reapply; however he has not done so. The person appointed to the Ward 1 position will serve a three year term ~hat will expire on December 31, 2010. One application has been received for this position. The Budget Committee also has a vacancy in Ward 5 due to the resignation of Diana Garcia. The person appointed will serve the remainder of Ms. Garcia's term which will expire on December 31, 2009. Two applications have been received for this position. In response to the news release dated December 4,2007, a display ad in the Register-Guard on December 20 and 27,2007 and an article in the Springfield Extra seCtion of the Register-Guard on December 20,2007, one application has been received for the Ward 1 opening and two applications for the Ward 5 opening. The Council is requested to interview one applicant for Ward 1 (Mr. Jeff Morris) and two applicants for Ward 5 (Mr. Curtiss Greer and Mr. Daniel Bowie). Budget Committee appointments are scheduled to be ratified at the Regular Session Meeting on January 22, 2008. The Council chose the questions each would ask of the candidates. The Council interviewed Jeff Morris for Ward 1 and Curtiss Greer and Daniel Bowie for Ward 5. Council discussed Jeff Morris for the Ward 1 position. They felt he was a solid candidate and would be easy to work with. He had a lot of knowledge regarding budgetary issues. City of Springfield Council Work Session Minutes January 14,2008 Page 2 Council discussed the Ward 5 candidates and the qualifications of each. Based on budgetary experience, Council supported moving forward to appoint Daniel Bowie. Mr. Greer's interest in the community and the need to fmd a committee for him to be involved in was noted by the Council. Council came to consensus to appoint Jeff Morris and Daniel Bowie during the January 22 Council Regular Meeting. 2. Expansion ofWellness Program. Human Resources Manager Ardis Belknap presented the staff report on this item. In June 2007 Council approved $45,000 to expand the City's Wellness Program and begin using more of what is currently paid for illness and injury towards paying for health. Staff recommends that Council authorize the expenditure ofthe budgeted $45,000 and additional funds received from an unexpected Workers' Compensation dividend to develop and implement the expanded City Wellness Program. A well designed wellness program will encourage and assist employees to gain and maintain health. A healthy employee results in fewer and less severe on-the job injuries, lower medical costs, lower disability costs and ultimately lower life insurance costs. National studies report a return on investment (ROI) from $1.40 to $4.90 for ev~ry dollar spent on wellness programs. The median ROI is $3 in benefits per dollar spent on wellness. No unbudgeted funds would be used in this proposal. The expansion oftheWellness Program for City of Springfield employee, retirees, and dependents is anticipated to be $116,000 in the fIrst year and an additional $65,000 per year for on-going program (funded from Benefits Reserve and SAIF dividend in current Fiscal Year, Benefits Reserve in FY 2008-2009). The current year request would be expenditure of the previously budgeted $45,000 and a later supplemental budget request seeking authorization to appropriate $71,000 in additional funds received from an unexpected Workers' Compensation dividend. Councilor Woodrow asked if there were other cities in Oregon doing this. Ms. Belknap said a number of other cities were looking at it. The City of Corvallis was a little further along than Springfield and on a similar tract. EWEB had a wellness center and Eugene 4- J Schools has had one in place since the early 1990's. There were other cities moving towards wellness centers. There was a meeting on January 23 sponsored by the Oregon Coalition of Health Care Purchasers in which ten municipalities were enrolled to attend. Councilor Woodrow asked if those agencies with a wellness center in place had any statistics. Ms. Belknap referred to the statistics noted in the packet. Councilor Ralston asked about the unexpected dividend of $71 ,000. Ms. Belknap said it was from State Accident Insurance Fund (SAIF) it was not from anything the City had done, but rather a stockholder dividend. It was SAIF's recommendation to put this City of Springfield Council Work Session Minutes January 14,2008 Page 3 surplus into the wellness program. Staff would come back to Council with a supplemental budget item to transfer those funds. Councilor Ralston felt that made a lot of sense. Councilor Ballew said the schools took on a lot of things besides education. She was concerned with the City taking on wellness. She would like to see periodic checkpoints to determine if the City was saving money and how much was being saved. Ms. Belknap said that would be done. She noted the Diabetic program as an example. She explained. Any program put into place needed good measurement. She cautioned that the savings range may remain at the lower end because of the high deductible in the HIP program. The savings would be seen around loss prevention and chronic iIlness. Over the last few years, she . had pulled together every possible resource to put a wellnessprogram. The amount of time to pull all those resources together was not an efficient program. This would give the City more control over what our employees needed, as weIl as dependents and retirees, and would make it sustainable. Councilor BaIlew said she had concern about the benefits to dependents. She noted the number of accidents that occurred during training exercises. Ms. Belknap said the Fire Department was working on that issue and looking at their training exercises to lower that rate. Councilor Pishioneri complimented Ms. Belknap on her work on this. Every organization needed someone that would take an idea and run with it. He commended Ms. Belknap and her supervisor for her work. He discussed savings and the difference when overtime was affected (police or fire) compared to straight time. He asked what had been done with the $45,000. Ms. Belknap said it had not been expended yet. The conference room in the Carter Building was of interest for the Wellness Center. A law passed as of January 1,2008, requiring the City to , provide a lactation room, and that room was being used for that purpose at this time. The room was of the size and configuration, with an exterior entrance to it, for an onsite clinic. She antIcipated that the wellness center would be developed by the employees. Councilor Pishioneri said he was excited to see the results ofthis program. This program could be targeted for funding reductions during tough budget years, and he would like to see a strong defense to prevent that. Councilor Wylie asked ifthe center would be staffed. Ms. Belknap said it would be more of an office to see minor acute care. The City had several other gym facilities around the City, such as in the Maintenance Department and Police Department. Staff would first look at current facilities and how to use them to the maximum. Councilor Wylie asked about smoking cessation classes. City of Springfield Council Work Session Minutes January 14,2008 Page 4 Ms. Belknap said that would be something they would look at in the future. She said resources already available would be pulled into this program. Councilor Lundberg said benefit packages played a huge part in the budget. She would be interested to see this tracked so we could see savings from this. She asked if there were any direct linkages to health insurance premiums. and having a wellness center. Ms. Belknap said when she met with Pacific Source to go over the diabetic plan, that topic came up. She said she believed Pacific Source would use the minimum/maximum model. She explained and said nothing had been determined yet. Mayor Leiken said it was a good opportunity. The employees' duties had become more complex. When looking for new employees, having a wellness center included was important. It was a good opportunity to attract more applicants and was a plus for the City. 3. Wastewater Master Plan and Stormwater Facilitv Master Plan Updates. Environmental Services Manager Susie Smith, Engineer Matt Stouder, and Stormwater Facilities Planner George Walker presented the staff report on this item. The Wastewater Master Plan (WWMP) and Storm water Facility Master Plan (SWFMP) projects are nearing completion. Draft plans are under review and capital improvement projects have been identified. The following information provides a summary of the master plan projects to date, as well as the timing for their completion. The consultants have submitted the initial drafts of both the Wastewater Master Plan (WWMP) and the Storm water Facility Master Plan (SWFMP). The initial draft documents provide a summary of the need for these plans, and a description of the approaches used for preparing the plans. Sections are included describing the study area characteristics, their impact on the development of the hydrologic and hydraulic model tools used to identify problem areas, and develop solutions in the City's wastewater and stormwater systems. Subsequent sections of the documents present a draft-prioritized list of proposed capital improvements projects for each of these systems. The attached Council BriefIng Memorandum provides a more detailed discussion of the methods used to develop the plans and the results of these efforts. The WWMP and SWFMP provide basic data for the City capital improvements program, SDC methodology development and support for the development community. Staff is currently reviewing the draft plan documents and is providing comments to the consultant~ As the final documents are being prepared, staffwill initiate appropriate amendments to the Eugene- Springfield Metropolitan Area General Plan and the Public Facilities and Services Plan (PFSP). Councilor Wylie commended staff on the MWMC annual report. Ms. Smith noted it was a collaborative effort by her staff with Rachael Chilton creating the design of the report. Ms. Smith said there was significant need in the area of upgrading and remedying the affects of an aging infrastructure system in the wastewater side. In addition to building new infrastructure and expanding our wastewater collection system for growth, we also need to rehabilitate and City of Springfield Council Work Session Minutes January 14,2008 Page 5 upgrade the existing system. She said this only pertained to the local system. The results of the planning process included a list of capital projects that add up to about $65M. She noted that Mr. Stouder would go into more detail regarding the wastewater plant and the areas of improvement being considered. Mr. Walker would be discussing the stormwater project. Ms. Smith discussed the difference between current storm water management and that in years past. The stormwater plan wasn't as far along as the wastewater plan. There would be a similar amount of funding needed for the storm water side as the wastewater side. She discussed ways that funding could be addressed. The SDC methodology would be updated, and more revenue would need to be generated from both user fees and SDC's. She noted that Assistant Public Works Director Len Goodwin was the Chief Financial planner for Public Works and was working with the Finance Department and an internal team to bring a capital financing plan to Council. Wastewater rates in Springfield were still very competitive and all the other cities were in the same situation regarding improvements that needed to be made. Last year, staff did not recommend an increase in storm water fees. They would probably need to make that recommendation this year. Councilor Ballew asked for clarification on what was expanded or built-out. She said it was important to know the age of the City's system. Councilor Ralston said he would like to hear separate numbers for storm water and sewer. He would like to hear what was being proposed and what needed to be done compared to what was scheduled to be done, and the cost difference between those. He would like it broken down for both projects. ,Ms. Smith said the City was planning on getting the Jasper Trunk included in the wastewater plan. The estimate for that project was about $12M and was included in the $65M. She noted that is was an expansion project. The wet weather flow management plan obligation for in flow rehabilitation was about $IM. Those were in fulfillment of our regional rehabilitation obligation. Some amount of that equivalent was factored into the rehabilitation part. Mr. Goodwin said the City programmed on a five-year CIP cycle. The needs of $65M went out over twenty years. Some ofthe needs could be things that would have shown up on the CIP anyway. Ms. Smith said the projects must be done right away, but payment for them would be spread over twenty years. She said there was not a lot of information on the storm water side. Matt Stouder, Springfield Civil Engineer, introduced himself. He addressed Councilor Ballew's question regarding the age of the City's system. He noted that about thirty-five percent of the City's system was sixty years old, about forty percent was in the range of twenty-five to forty years old, and about twenty percent was about twenty years old. The general purpose of the draft master plan was to address the existing sanitary sewer needs and to identify improvements to address those needs. The draft plan when final would replace the 1980 plan. The consultant, CH2M Hill, had given project estimates in three areas: I) Expanded service areas, as noted in Exhibit 1 in the agenda packet. These Wtlre future projects that would occur as development occurred to accommodate future growth. The cost for these projects was about $28M. He noted some of the larger projects in this list; 2) Improvements to the existing system, as noted in City of Springfield Council Work Session Minutes January 14,2008 Page 6 Exhibit 2 in the agenda packet. This included 'existing pipe improvement' and 'future basin rehabilitation'. The cost was about $25.5M for these improvements; and 3) Improvements to our existing program for future growth or full build-out, also noted in Exhibit 2 in the agenda packet. These projects would include future pipe improvement to add capacity to existing systems as growth occurred. The cost was about $11 M for those improvements. The total for the three areas was about $65M. The master plan was within the proposed budget and project completion was expected in the coming months. Councilor Pishioneri asked how old the Glenwood Pump Station was and if it was a significant project for the City. Ms. Smith said that was part of the regional system. Mr. Stouder said there hadn't been improvement identified for that station, although there was some space for additional capacity. Ms. Smith said that would be part of the MWMC system because it was part of the MWMC owned conveyance. Councilor Ralston said it didn't surprise him that there was a future pump station in the PeaceHealth area. He asked if the station proposed on Harbor Drive would address growth into Glenwood or just the east side of the river. Mr. Stouder said there were plans for a future system for Franklin Boulevard. The consultant examined pumping across the river from Harbor Drive or over the hill from the other direction. It was quite a bit more cost effective to go over the hill. Councilor Ralston referred to the pnority of capital improvement projects on Exhibit 3 in the agenda packet, and asked about Area #8. Ms. Smith said Mr. Walker would address that when he discussed the stormwater plan. Councilor Ballew asked if Glenwood was considered extended or a build-out. Mr. Stouder said an expanded system would be system that was not already in place and needed to be extended into an area. When a system that had been extended for future growth was connected to the new buildings (homes, businesses, etc.), it was considered a build-out. Deficiencies meant there was not enough capacity in the existing system and often involved adding larger pipes or additional lines. George Walker, Stormwater Facilities Manager, discussed the stormwater plan. He noted that Council had a lot of awareness about this plan and had offered suggestions that he was able to incorporate to make it a better plan. He felt the document was the beginning of a plan that would serve a lot of the community's needs, while remaining flexible enough to work with the community as it changed. He discussed some of the changes that had occurred in Springfield and with storm water since the first formal plan. In the past, stormwater was narrowly focused on flood control and getting water to the river as quickly as possible. There were now clean water requirements that needed to be included in the plan. Springfield had a lot of growth, City of Springfield Council Work Session Minutes January 14,2008 Page 7 development, and densification. Staff was very much aware that Springfield citizens had a lot more environmental awareness than in the past, which was a plus. The technology and information that staff used to prepare this plan was way beyond what was done in the past. Mr. Walker said staff had taken a watershed view of this plan. In the past plans, staff had always looked at the urban growth boundaries (UGB) and designed systems to address Springfield's needs. The new plan recognized that water flowed to and from Eugene and Lane County. There was more impact of storm water than every before. Groundwater issues and drinking water issues were being addressed. The GIS system allowed more input to make these decisions and gave an accurate model of what our storm water was doing because more data was available. He said the plan could be used for public safety and health, to identify flooding and potential property damage areas, to outline BMP (Best Management Practices) and water quality for the health side of the groundwater and to identify practices for compliance with the Endangered Species Act (ESA) and the Environmental Protection Agency (EP A). The plan gave guidance for community development. The Capital Improvement Project (CIP) list reached beyond what we typically managed and the plan provided support for updating our system development charge (SDC) methodology update and established a direction for long-term financial ability. The computer modeling allowed us to be flexible with the parameters and to adapt. The CIP's were more flexible than in the past. He explained. The projects identified in the plan covered a range of issues that allowed us to implement them at different levels, at different forms and in different timelines. Projects would be taken on as needed. He said the plan would be a policies and procedures manual for storm water for staff in all departments. Mr. Walker discussed some of the outcomes of this plan. He noted that this plan needed to be compatible with the Metro Plan, the Millrace Plan, Metro Waterways, and the OxBow Natural Resource Area. One of the outcomes was that the plan would develop facilities that would be community amenities and would incorporate neighborhoods. He explained. This plan reached outside of our community. He referred to Eugene's stormwater flier and that one of Springfield's rain gardens was on the cover. . Ms. Smith discussed the OxBow project and the need to have areas such as this to accept runoff. Thispartjcu!ar area takes about 25 to 35 percent runoff when at build-out. The City had the ability to do stormwater planning well in that area because Weyerhaeuser donated land to the City of Springfield for a portion of the property, and Willamalane also partnered in the project. Mayor Leiken said he appreciated Mr. Walker's comment that taking Council ideas and incorporating them made this a better plan. Springfield staff knew how to work together to take the vision of the policy makers and incorporate that into the work done. That had been . Springfield's success over the years and he hoped it would continue. As staff developed the plan, it needed to evolve. It was good to hear that staff and the Council continued to work together. It would be staffs job to develop those plans in the future to accommodate growth. It was good that Council was on a course, and better that staff was working hard to get there. He commended staff on working with the Council. Councilor Lundberg said the City used wells for drinking water and she noted the importance of sewer and storm water management. She asked for information about whether or not that made a difference in how we planned. City of Springfield Council Work Session Minutes January 14,2008 Page 8 Ms. Smith said because of the great job done on the Drinking Water Protection Plan adopted by the Council several years ago, there was very good mapping of critical areas of influence that affected our drinking water wells. The Planning division integrated land use development and knew where uses were sited and how stormwater was managed in those areas and the uses that might develop anew. Those were all factored into this plan and all plans could be overlaid. It all went into future planning for future well sites. Mr. Walker said one of the technologies was the GIS systems. As wells were put in, the systems could track the wells and time of travel zones. It allowed for adaptive planning. Councilor Lundberg said that would be important public information. Councilor Ballew asked how soon until the final plans were complete. Ms. Smith said the agenda packet outlined the next steps. The wastewater plan was further along than the stormwater plan. She explained why. Staff would bring both plans together in the process because both required review by the Planning Commission, the City Council and public outreach. In the next three or four months, staff would bring this to the Planning Commission, do some outreach, and bring them back to Council in about Mayor June. It needed to coincide with the fmalization of the City's updated system development charges (SDC's). Councilor Woodrow asked if both private residents and businesses paid a stormwater fee for the amount incurred. Ms. Smith said residents paid a flat fee and businesses and industries paid an impervious service charge. Councilor Woodrow asked if the Oregon Department of Transportation (ODOT) paid a fee for the highways that ran through the City. Ms. Smith said they did not. 4. Thurston Fire Station #16: P20534. Project Manager Carole Knapel presented the staff report on this item. On October 15,2007, the Council approved the Functional and Space Program for the Thurston Fire Station #16 Project and directed staff to proceed with the design of a facility which would incorporate Best Management Practices and which would address issues of gender neutrality, ADA accessibility, turnout and equipment storage "Blue Line" separation and apparatus storage. The Council authorized the project to include approximately 9550 square feet. The project design team has been working with representatives of the Fire Life Safety Department, Development Services, and IT to develop a building layout which incorporates the Functional and Space Prognim as approved by the City Council. Because of the site limitations, the project team has developed a two-story option as well as a single story option. The project team has identified the advantages and disadvantages of each option, as well as the construction cost for each option. City of Springfield Council Work Session Minutes January 14,2008 Page 9 In order to provide for public review and comment on each option, two Open House sessions have been scheduled. On January 15, there will be an Open House at City Hall and on January 17, there will be an Open House at Thurston High School. Attendees will be asked to provide comments on each option. At the Council's Regular Session on January 22,2008, the project team will present the options as well as all public comments and will request that the Council direct staff to proceed with the design of their preferred option. A summary of the budget and cost estimates for the design options is shown below. Construction Budget $1,766,750 Single Story (Pitched Roof) Two Story (Pitched Roof) Two Story (Low Pitch Roof) Two Story (Low Pitch Roof) $1,697,000 $1,955,000 $2,051,000 with stucco exterior $1,979,000 without stucco exterior Ms. Knapel introduced City staff members Carol Stineman, Engineering Technician working on the project, and Mark Walker, Deputy Chief or Operations in the Fire and Life Safety Department. She also introduced Paul Bentley, architect; Eran Schlesinger, Landscape Architect; Jennifer Holcomb, KPFF Engineering; and Rodney Stewart, Project Team Member and Vice- President ofIntemational Association of Fire Fighters (IAFF). The plans represented the work done by the entire team. Ms. Knapel referred to the diagram of the one-story option. She discussed the advantages and disadvantages of this option. Mr. Walker discussed the future option of adding a training tower to the site no matter which design was chosen. That tower would be very small and basic. Ms. Knapel continued with her discussion on the one-story option. Councilor Pishioneri asked about the training conference areas and if they would be available for public use. Mr. Walker said there were security concerns because there were not always Fire personnel available to oversee meetings. The building had been designed, however, to accommodate public meetings hosted by the Fire Department. They would be held in the conference room that was close to the public entrance and the American with Disabilities Act (ADA) public restroom. There was some separation between the conference room and the operational side of the building, more so with the two-story design. Ms. Knapel referred to the two-story option with the flat roof. She discussed the advantages and disadvantages of this option. She noted that the two-story option allowed for future growth if needed. The cost of both two story options was more than the one-story option. City of Springfield Council Work Session Minutes January 14,2008 Page 10 Ms. Knapel referred to the two-story option with the pitched roof. The Development Services Department (DSD) Director would make the decision on a variance for the height restriction. She discussed the advantages and disadvantages for this option. Councilor Wylie asked about the square footage for the one-story and two-story options. Mr. Bentley explained why there was a difference in square footage between the one-story and two-story options. Much of it related to the elevators and stairs in the two-story options. Councilor Woodrow asked about the personnel capacity for the one-story. Ms. Knapel said the one-story and two-story options both had the same personnel capacity of six. Councilor Woodrow asked if all points could be reached from Station 16 within four minutes. Mr. Walker said they could reach all points within four minutes. Councilor Woodrow asked how that would be affected if the urban growth boundary was moved to the east. Fire Chief Dennis Murphy said unless it went out to Cedar Flats, it would continue to be able to serve east Springfield from its current location. Councilor Ballew said she liked the one-story and wanted the pitched roof. She didn't expect they would be expanding at that location, but rather building at other locations to address growth. She felt there was less impact with the one-story option. It was on target with the budgeted amount. Councilor Lundberg said the one-story design was within budget, fit in the neighborhood, and fit for future growth. She agreed that it wasn't often that the public was in the fire station. Expanding this fire station was not likely. It would be more likely we would add another station at another location. She asked if any other fire stations had been expanded in Springfield. Yes, Fire Station #3 at 28th and Centennial. Councilor Lundberg noted that the design would go through the public process. Ms. Knapel noted the dates, times and locations of the two scheduled open houses. Councilor Wylie said the one-story met their needs, came in on budget, and was a good use of space. She would not support a flat roof. Councilor Ralston said he liked the non-stucco and liked the look of the two-story pitched roof option. Councilor Pishioneri thanked 'Staff for the options. He felt the flat roof option was not a good option. The single story design was within the budget, good for the area and matched surrounding architecture. He looked forward to hearing the public comment. For the value, he felt the single story was best at this time. City of Springfield Council Work Session Minutes January 14,2008 Page II Mayor Leiken asked if the firefighters had a preference. Mr. Stewart said any option would be better than their current situation. Operationally, the more space they had at this station the better. The reason they chose a two-story design was to make the structure, including the rooms the size they needed, fit on the site with room available to add a fire hydrant and for more training. The smaller footprint of the two-story made sense. He noted the number of times the public did come by the station for a variety of reasons, and noted the nice public access on the two story design. The architect had said they could make a focal point at the comer of 68th and Main identifying the building as a fire station. The footprint was the largest asset He explained some of the benefits with more land space available. Mayor Leiken asked about the life expectation of this station on that site. Chief Murphy said about fifty years. The only thing that would change that was if we extended our UGB much farther east than we currently envisioned. Another option would be to create sur- teams, such as an evacuation site like they had in Eugene. He discussed the limitations if the building took up the entire site. Springfield's current fIre stations were generally only used by the public by event. The Gateway station permitted that type of activity. Fire and Life Safety Personnel would be appreciative of any option. Mr. Walker said one of the considerations also discussed was that the two-story gave them the option for expansion. He discussed the unforeseeable future needs for this station over the next 50 years and the options available with the two-story. Mayor Leiken said he concurred with Councilor Ralston that the two-story building was best. He understood that the Council was the stewards of the public's money, but they were also stewards of what our city should look like in the future. Councilor Ralston said the two-story pitched roof better fit the needs and alIowed flexibility. He didn't feel the additional cost was unreasonable for a building that would last fifty years. Councilor Wylie said she could be persuaded. Some good points were made in regard to looking to the future. Councilor Pishioneri said he hadn't heard potential options regarding the property surrounding the current site. There could be land available to purchase at a later date if expansion was needed. He was looking at being a steward for the City, staying under budget and meeting the needs of the community and fIrefighters. He further discussed the additional cost of building the two-story. Discussion was held regarding maintenance costs of each option, costs for additional land purchased in the future if needed and costs overall. Chief Murphy discussed the reasons for building two-story. He noted that in Thurston, they could still do a one-story. Councilor Pishioneri discussed the access on South 68th Place and said it would be better than off of Main Street. He asked if the building would be moved forWard from its current location. City of Springfield Council Work Session Minutes January 14,2008 Page 12 Ms. Knapel said placement on the site hadn't been finalized. Mr. Bentley said it could be moved closer to the front as long as there was still room for parking apparatus up front. Councilor Woodrow asked about the number of estimated parking spaces in the one-story compared to the two-story. Ms. Knapel said there were twelve parking spaces for staff and four for guests, including one ADA parking spot. It was the same for all designs. Mr. Schlesinger explained why the parking spaces were the same for both options. Councilor Lundberg said the station was just now starting to meet the needs for this area. She was not foreseeing that we would need anything more for a long time. The one-story option was within budget. She discussed the Justice Center and that they had to stay within budget for that project. In all fairness, the costs set for the fire station should stay within that budget. She liked that it fit into the neighborhood better and was fulfilling the needs of the community. It was important to be wise with the taxpayers' money. She noted the conditions the firefighters were currently living in and how any of the options would be a nice improvement. Councilor Pishioneri said he spent a shift with the firefighters at the station. The current circumstances were very rough. The one-story design fit the needs, but he was still open to the other options. Councilor Lundberg reminded Council that there would be two open houses. Ms. Knapel said the first was scheduled for Tuesday, January 15, from 5-7 p.m. in the City Hall lobby, and the second was scheduled for Thursday, January 17, from 5-7 p.m. in the Thurston High School Cafeteria. Council could hold off on their decision until February 4 if needed. Mayor Leiken called for a five minute break 7:45p.m. - 7:53p.m. Council reconvened at 7:53p.m. 5. Request to Allocate Contingency Funds to the St. Vincent DePaul (SVDP) Project. Housing Assistant Jodi Peterson and Development Services Director Bill Grile presented the staff report on this item. The City has partnered with SVDP in the effort to provide affordable housing to very low-income seniors in our community since 2003 when SVDP proposed to construct a 55 unit, three story affordable housing facility in Springfield using HUD 202 funds. In 2003 the City awarded $330,000 in Community Development Block Grant (CDBG) funds to SVDP to purchase the site at 3rd and S Streets. The HUD 202 funds are awarded through a competitive application process. Site control is key to a successful application. With the City making the first commitment and investment in the project, SVDP aggressively pursued the HUD 202 funding. Three funding rounds, years and applications later, SVDP received an award of$5,181,000 in HUD 202 funding in November 2006. City of Springfield Council Work Session Minutes January 14,2008 Page 13 SVDP immediately encountered a funding gap for the $6.2 million dollar project. The gap was attributed to the loss of future Lane County Road Funds designated for affordable housing projects and additional City requirements for sewer and storm water when developing the site (due in part to the seller not disclosing certain issues with developing the property and changes in the requirements for storm water and sewer since the purchase in 2003). In funding year 2007 SVDP applied for and was awarded $330,000 in HOME Investment Partnership funding. At this point, the City has committed $660,000, total, to the project. Once SVDP received the award from the City they began the plan review process and the documents required by HUD to release the HUD 202 funds. Late in that process SVDP discovered that approximately $111,000 in Willamalane SDCs were due as.part of the permitting fee. These charges were not communicated to SVDP, and thus were not part of the original budget process and original request for HOME funds. Staffis reviewing internal procedures to ensure that this situation is avoided in the future. SVDP staff recently indicated that final paperwork required for release of the grant is due to HUD by January 25th. SVDP stressed that it cannot proceed with HUD's process if there is a funding gap and it stands to lose the $5,181,000 HUD 202 funding with a known shortfall. Staff is certain that had SVDP known of the additional project costs at the time of the second application for funding, it would have requested additional funding at that time. Staff also acknowledges some responsibility for the shortfall as we could have recognized the issue earlier. Although it is customary for projects of this size to have a contingency budget, the Federal funds do not allow funds to be awarded for the sole purpose of anticipating the unexpected. Instead, HUD allows the City to allocate additional funding to a project while it is still underway. There are HOME contingency funds available to cover the SVDP shortfall. A contingency funding award of $99,000 to this project would adequately meet SVDP's needs and not deplete the fund or preclude the City from assisting other non-profits. Awarding contingency funds of up to 30% of the project award is a routine matter and is part of the City's Consolidated Plan and has been approved by the City Council. This action can be taken administratively by staff without going through the public process. The importance of the . project and the dollar amount requested prompts to seek Council guidance here. Staff would draft the amendment to allow for only enough funding to fill the project gap. SVDP has indicated that they can use other grant funds to cover the $12,000 difference between a HOME contingency award and the actual Willamalane SDCs fee. If they are required to wait untilthe next funding round to request additional funding the project will be idled and a construction season will be lost. Without HOME funds to close the gap SVDP may lose the $5,181,000 award fromHUD. Councilor Ballew said she as supportive. St. Vincent DePaul had shown they delivered on time and even early. Councilor Pishioneri asked if the City provided exceptions or reductions to non-profits for SDC's. City of Springfield Council Work Session Minutes January 14,2008 Page 14 Ms. Peterson said the City did not. Mr. Grile added that the City had no discretion but to collect Willamalane's SDC's. Mr. Grimaldi said the City had not forgiven SDC's on a project, including schools. Ms. Peterson noted that the City made other allowances in planning fees. Councilor Pishioneri said it was a great project and it would be foolish to say no. Councilor Wylie said she was very supportive of this project. It was part of the partnership when the City was looking at low-income housing and suitable housing for people that may be displaced. It looked like we had a workable solution. Mr. Grile said staff would draft an amendment to the plan and bring it back to Council. Ms. Peterson said the project had a completion date of December 2008. ADJOURNMENT The meeting was adjourned at 7:57 pm. Minutes Recorder - Amy Sowa Sidney W. Leiken Mayor Attest: Amy Sowa City Recorder City of Springfield Work Session Meeting MINUTES OF THE WORK SESSION MEETING OF THE SPRINGFIELD CITY COUNCIL HELD TUESDAY, JANUARY 22, 2008 The City of Springfield Council met in a work session in the Jesse Maine Meeting Room, 225 Fifth Street, Springfield, Oregon, on Tuesday, January 22, 2008 at 6:03 p.m., with Council President Lundberg presiding. ATTENDANCE Present were 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 ofthe staff. Mayor Leiken absent (excused). 1. 2008 Proiect Homeless Connect for Lane County (PHC). Housing Manager Kevin Ko presented the staff report on this item. The 2008 Project Homeless Connect for Lane County (PHC) event will be taking place at the Lane Events Center on Thursday, February 7,2008. The first PHC event for our area was held a year ago, and exceeded all expectations by providing services for over 1000 homeless and at-risk persons. With the success oflast year's event, organizers are expecting a larger turnout this year. A few of the many services that will be provided at the PHC event this year include food, haircuts, bicycle repair, medical and dental services, homeless services, benefits and Veterans' Administration services. Mayor Leiken is an Honorary Chairperson for this year's event, along with Mayor Piercy of Eugene and County Commissioner Stewart. The City of Springfield is contributing staff and CDBG financial assistance to this event. Housing Programs Specialist Kevin Ko is the Logistics Coordinator for PHC, and he is responsible for setting up the facility to accommodate the numerous agencies, services, guests and volunteers that are expected. Kevin is also responsible for setting up and managing the bicycle repair and exchange area. New for this year, reconditioned bicycles will be available for exchange if a guest has a bicycle that is broken or beyond repair. Local bike shops are participating by collecting donated bicycles and reconditioning them at their expense. Please see attachment 2 for more information about this service. The Springfield Library will be contributing good quality used paperback books and children's books to the event. These will be available free to homeless and at-risk guests, and will surely help to brighten the spirits of those who attend this event. Last year, over 300 community volunteers helped with Project Homeless Connect. We anticipate the need for 450+ volunteers for the 2008 PHC event. The success of this year's event will depend on the recruiting enough volunteers to meet the demand. Please refer to Attachment 3 for information about how to volunteer for the event, and other ways that the community can help make the 2008 event a success. City of Springfield Council Work Session Minutes January 22, 2008 Page 2 Mr. Ko said volunteers were still needed for this event. He discussed the many services available for those in need during this event. Councilor Ralston asked about funding from Springfield. Mr. Ko said the City contributed $2500 from Community Development Block Grant (CDBG) . funds as an administrative action. He explained why it came before Council last year. Councilor Ralston asked that Council approve it if this was going to be the standard donation each year. Councilor Ballew asked how the homeless were being notified of the event. Mr. Ko explained some of the notifications and said the outreach was done by one of the other agencies. Councilor Pishioneri said he attended last year and it was very rewarding. He discussed some of the services provided. He said he would be attending again this year and could try to get additional volunteers. He fully supported the financial support from the.City. There were nearly 600 children from Springfield that were homeless based on last year's count. The City had an obligation to minimize that. Good job to all involved. Councilor Lundberg asked if the School District and Willamalane were involved. Mr. Ko said the Springfield School District was involved, but he wasn't sure about Willamalane. Councilor Lundberg asked for brochures or posters that could be posted at her worksite. Mr. Ko said he would bring over some posters for Council before they left for the evening. 2. Plan for the Investigation of the Use of Deadly Force by Police Officers. Police Chief Jerry Smith presented the staff report on this item. Chief Smith introduced District Attorney Doug Harcleroad, Lane County Sheriff Russ Burger and Oregon State Lieutenant Mike Bloom who were present in the audience. Senate Bill 111 passed by the 2007 Legislative Session requires that each county adopt a plan for the investigative response to "officer involved shootings." The legislation prescribes the constituency of the Planning Authority, specific elements that must be included in the plan and requires that the plan be completed and approved by two thirds of the governing bodies in the county. The plan must also be approved by the Attorney General after the Councils approve the plan on or before July 1,2008. A public hearing was conducted by Lane County District Attorney Doug Harcleroad on December 17, 2007 at Harris Hall. The plan as constructed will have no impact upon the process used by the City of Springfield Police Department with respect to the investigation of officer involved shootings. Springfield has requested an outside investigation of these incidents as a matter of practice. Mental health, City of Springfield Council Work Session Minutes January 22, 2008 Page 3 debriefmgs and other elements in the plan are consistent with the practices employed by the City of Springfield. Chief Smith noted that this plan did not change anything the Springfield Police currently did in these situations. He discussed the plan. further. The plan and statute required a public education component. Work was underway to increase that component from the current practice. Councilor Ballew said not all cities in Lane County were on the signature page of the plan. She asked if some cities did not have a Police Department. Chief Smith said that was correct. Councilor Woodrow congratulated all those involved in preparing this plan. Councilor Pishioneri said he had read through this plan several times and had provided comments to the Planning Authority. He agreed that the process was still the same, but the plan ' provided a written document for the public to see. Councilor Wylie said she too had read it thoroughly and felt it was good work. 3. Fee and Charges Work Session. Budget Officer Bob Brew presented the staff report on this item. The City of Springfield imposes a variety of discretionary fees and charges on Springfield citizens and on those wishing to do business within the City limits. Council directed staff to present general information on theses charges with special emphasis on cost recovery efforts. Income from the City's various fees and charges are an important part of the revenue stream needed to operate the City. The cost of providing the services associated with some of these fees and charges is easily determined. For other charges, it is more difficult. For several years, City staff have worked on developing a cost-recovery model for land use activities. The City now recovers a significantly higher proportion of its costs on these types of permit fees. The City's schedules of fees and charges are brought before Council at least once per year. A draft calendar of this process is attached. Mr. Brew explained some of the fees and how they were affected by State or Federal rules. He explained cost recovery models. He said currently the City was at about 70 percent cost recovery for FY07. The target was about 75 percent. He explained how that percentage could vary. Councilor Ballew said if our fees seemed high, it could be because other jurisdictions hadn't yet taken advantage of their fees. She referred to new electronic timecards and asked if that helped with cost recovery. Mr. Duey said the same level of detail and amount of records were still maintained. Phase 1 was intended to make it easier for employees to track their time for general activities. They had not City of Springfield Council Work Session Minutes January 22, 2008 Page 4 yet gone to the level of requesting that cost recovery be reached with the timecards. The amount of work it would take on a daily basis by staff to do that would be extensive. Councilor Ballew asked if staff could do quarterly or annual check on cost recovery for that system. Mr. Duey said they could try to do that on a periodic basis. The electronic entry was to make it easier for the staff entering their time. Councilor Ballew expressed concern that we were only recovering fifty-five percent in other areas. Councilor Pishioneri referred to PeopleSoft and the programs available on that system. He gave an example. .Mr. Duey said the City used the County PeopleSoft program. Public Works used it for details such as project costs. Each department used the level of detail to suit their work situation. Councilor Pishioneri noted the feature on PeopleS oft that could be used on projects for multiple departments. Mr. Duey said they would work with Development Services to see what level they could use in that program. Councilor Ballew asked about reference to a three percent annual increase in fees and if Mr. Duey was reluctant to do that. Mr. Duey said he was not reluctant to implement that increase. ADJOURNMENT The meeting was adjourned at 6:26 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 TUESDAY, JANUARY 22, 2008 The City of Springfield Council met in regular session in the Council Meeting Room, 225 Fifth Street, Springfield, Oregon, on Tuesday, January 22, 2008 at 7:00 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 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 FOR AND 0 AGAINST. 1. Claims a. Approval of the November 2007, Disbursements for Approval.. b. Approval of the December 2007, Disbursements for Approval. 2. Minutes a. December 3,2007 - Work Session b. December 3, 2007 - Regular Meeting 3. Resolutions a. RESOLUTION NO. 08-01 - A RESOLUTION TO ACCEPT PERMIT PROJECT P30504, MORA WK CENTER. b. RESOLUTION NO. 08-02 - A RESOLUTION APPROVING THE LANE COUNTY DEADLY FORCE PLAN AS CREATED BY THE LANE COUNTY DEADLY PHYSICAL FORCE PLANNING AUTHORITY. 4. Ordinances 5. Other Routine Matters City of Springfield Council Regular Meeting Minutes January 22, 2008 Page 2 a. Approval of the Liquor License Endorsement for Patty's Cafe, Located at 1820 Pioneer Parkway, Suite B, Springfield, Oregon. b. Approval of the Liquor License Endorsement for Mountain Valley Pizza/Caligals, Located at 3161 Gateway Street, Springfield, Oregon. c. Authorize the City Manager to Sign a Sole-Source Contract with ZOLL Data Systems to Purchase an Electronic Patient Care Report (ePCR) Application for a Cost Not to Exceed $68,770. d. Authorize the City Manager to Sign a Contract to Purchase Five Thermal Imaging Cameras for a Cost Not to Exceed $46,805. e. Approve the Digital Imaging as Originals Policy and Authorize the City Manager to Implement the Policy. f. Authorize the Police Chief to Sign the Interagency Deadly Force Investigations Team Memorandum of Understanding. 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. Vacation ofa Portion of 18th Street Public Right-of-Way North ofQ Street, Case No. LRP2007 -00024. ORDINANCE NO. 6213 - AN ORDINANCE VACATING A PORTION OF 18TH STREET PUBLIC RIGHT OF WAY WITHIN RONALD P ARK PLAT AS PLATTED AND RECORDED IN BOOK 14 PAGE 13 LANE COUNTY OREGON PLAT RECORDS City Planner Andy Limbird presented the staff report on this item. The City Council opened the Public Hearing and conducted First Reading of the Vacation Ordinance at the regular meeting on November 19,2007. At the applicant's request, the Public Hearing was continued to the regular meeting on January 22, 2008 to allow the applicant time for preparation of an Assessment of Special Benefit for the vacation area as required by the Springfield Municipal Code. The applicant's Assessment of Special Benefit for the vacation area is included with the staff report (Attachment 2), and the amount of$33,743 has been deposited with the City. Public Works staff reviewed the applicant's analysis and calculated an estimated land value for the vacation area using different criteria which resulted in a comparable net amount (approxlmately $33,000). Therefore, the applicant's proposal is supported by staff. The subject right-of-way is an irregular-shaped portion of 18th Street lying to the north of Q Street. The subject right-of-way was platted with the adjacent Ronald Park subdivision in 1948, but was subsequently truncated when Q Street was realigned to accommodate the 1-105 on-ramp and interchange. The right-of-way requested for vacation is partially developed with a 20-foot wide asphalt mat surface and provides access to an existing dwelling. The three abutting tax lots that have frontage on the vacation area were recently rezoned from Medium Density Residential (MDR) to General Office (GO)pursuant to Planning Action ZON2007-00011. All three tax lots with frontage on the subject right-of-way are owned by the applicant. The applicant is proposing to combine the vacation area and the adjacent tax lots into a single development site for a commercial office building. City of Springfield Council Regular Meeting Minutes January 22, 2008 Page 3 The Planning Commission held a Public Hearing on October 16, 2007, and adopted a recommendation in support of the proposed vacation (Attachment 4 in the agenda packet). Councilor Woodrow asked what part ofthe intersection at 18th and Q Street would be improved that would discount the amount by $35,000. Mr. Limbird said staff did not recommend discounting the amount by $35,000. The property owner would need to pay for any improvements. The improvements would not be above and beyond the normal requirements for a developer. He discussed the area that would be improved by landscaping. He discussed the amount of $9355 identi:fied as costs for improvements. This was agreed upon by staff and the applicant. Mayor Leiken opened the public hearing. 1. Rick Satre 132 East Broadway, Suite 536, Eugene, OR. Mr. Satre spoke on behalf ofthe applicant. This was the second time coming before Council on this vacation. He reiterated Mr. Limbird' s comments that staff from DSD and PW worked together to identifY the assessment of special benefit and recommended some improvements the applicant would be making. There would be some level of public improvement on that property. With staffs support and assistance, both had arrived independently at similar amounts for the property. He thanked Council for their consideration. Mayor Leiken closed the public hearing. IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR WOODROW TO ADOPT ORDINANCE NO. 6213. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. 2. Unlawful Possession of Less Than One Ounce of Marijuana and Springfield Municipal Code Jurisdiction of Fine Proceeds. ORDINANCE NO.2 - AN ORDINANCE AMENDING THE SPRINGFIELD MUNICIPAL CODE (SMC), CHAPTER 5 - PUBLIC PROTECTION TO ADD SECTION 5.117. UNLA WPUL POSSESSION OF MARIJUANA LESS THAN ONE OUNCE. AND AMEND SECTION 5.104, MISDEMEANORS AND VIOLATIONS - STATE STATUTES ADOPTED (FIRST READING). City Attorney Matt Cox presented the staff report on this item. Springfield Municipal Court Judge Strickland proposes that the Springfield Municipal Court add specific language to the SMC thereby allowing prosecution ofUPCS less than one ounce of marijuana violations through SMC language and allowing the municipal court to retain jurisdiction over fine proceeds collected. The City Attorney's office has worked with the municipal court to draft the attached ordinance. This matter came before the City Council at a Work Session on November 13, 2007. Certain City Councilors had concerns regarding the marijuana diversion program being consistent with state law in regards to DUI diversion programs with a 10 year cut off. This change was made to Paragraph 4 of the proposed Ordinance pursuant to the Council's instructions. City of Springfield Council Regular Meeting Minutes January 22, 2008 Page 4 The Springfield Municipal Court already has a UPCS less than one ounce of marijuana violation diversion program in place. There should be no cost to the City to add this violation into the SMC Chapter 5 - Public Protection. The City will receive fmandal benefit in the fines collected for UPCS less than one ounce of marijuana staying within the City's jurisdiction and not being forwarded to the Oregon Department of Revenue pursuant to ORS 475.864. The Police Department will have to instruct its officers to cite UPCS less than one ounce of marijuana violators under the Springfield Municipal Code as opposed to the ORS in the future if this ordinance passes and comes into control regarding UPCS less than one ounce of marijuana citations. Councilor Lundberg asked if this updated information could be included in the Police blotter information. Mr. Cox said he would talk to Niel Laudati about that. Councilor Pishioneri suggested putting out to the public a brief description of some of the current changes in the law related to this. It was suggested these changes could be highlighted in the Springfield section of the Register Guard. Mayor Leiken opened the public hearing. No one appeared to speak. Mayor Leiken closed the public hearing. NO ACTION REQUESTED. FIRST READING ONLY. 1. Barking Dogs, Continuous Annoyance Ordinance. ORDINANCE NO.3 - AN ORDINANCE AMENDING SPRINGFIELD MUNICIPAL CODE (SMC) 5.402, DEFINITIONS REGARDING BARKING DOGS, AND 5.420, BARKING DOGS PROHIBITED VIOLATION (FIRST READING). City Attorney Matt Cox and Animal Control Officer Tracy Sparks presented the staff report on this item. The proposed ordinance is brought to the Council for First Reading and Public Hearing. Ms. Sparks will be available for questions at the First Reading. At the October 15, 2007, work session, Councilors expressed some concern in regards to whether or not this noise ordinance was consistent with the 50-foot radius of SMC 5.284 (copy attached). Councilors wanted to know whether or not a 50-foot radius would be appropriate regarding this Barking Dogs Ordinance. Thereafter the City's Animal Control Officer and the City Attorney's office met and looked at SMC 5.284. Tracy Sparks believes that the 50-foot radius as described in 5.284 will not be appropriate for the Barking Dogs Ordinance. This is because in practicality only dogs outside of a residence cause problems which result in a citation being issued to a dog owner. Often these dogs are inside yards which are right up against a neighbor's property and the City of Springfield Council Regular Meeting Minutes January 22, 2008 Page 5 50-foot radius language would be too limiting in those situations. Ms. Sparks can explain at the First Reading why she does not believe this proposed consideration should be added to the Barking Dogs Ordinance. Another Councilor raised a concern in regards to a dog that would bark intermittently throughout the day, and whether or not there should bean infraction for a dog that barks for a certain duration, even if intermittently, within an hour's time, etc. Ms. Sparks looked at this issue and does not seek to change the draft language. Ms. Sparks would like to keep the language as , proposed where a person will be cited ifthey unreasonably permit a dog to continuously cause annoyance, etc., for more than fifteen minutes at any time of the day or night. There should be no financial impact on the City. , Ms. Sparks discussed the research she had done regarding the two issues brought forth by Council during their work session on October 15,2007. Councilor Ralston asked for clarification on the fifteen minute time and if the time was continual. Ms. Sparks said it was a continual fifteen minutes. Mayor Leiken opened the public hearing. 1. Paul Darling, 6576 Main Street, Springfield, OR. Mr. Darling said he appreciated the Council and the good they had done in Springfield. He lived off Main Street which was a very busy and somewhat noisy highway. He had one-quarter acre and loved dogs. He felt this ordinance was a 'one dog fits all' ordinance. He said he tried to be careful at night to keep his dogs quiet. There were cases when it wasn't the dog's fault, such as when other people or animals did something to cause the dog to bark. He discussed his neighbors that had put a hot tub next to the fence. The activity with the neighbors and their kids in the, hot tub often caused his dogs to bark. He described steps he had taken to keep his dogs away from ,that part of the yard, including additional fencing in further on his own property. He suggested that the City provide citizens with a suggestion sheet of what could work if they had a barking dog, such as bark collars or other options. This sheet could be given with the first warning to assist with the problem from the beginning. He discussed identifying different areas around town that could be 'dog zones' that allowed a longer amount of time to allow the dog to bark. He would be willing to serve on a committee to look at some of these options and move people away from confrontation. Mayor Leiken closed the public hearing. Councilor Ralston said in the case where neighbors caused the dog to bark, the owner was not liable for barking dogs. He noted where that could be found in the ordinance. Mr. Darling said he felt there were a lot of solutions. Councilor Lundberg asked Ms. Sparks to address Mr. Darling's suggestions. City of Springfield Council Regular Meeting Minutes January 22, 2008 Page 6 Ms. Sparks assured Mr. Darling and Council that no one would have their dog taken away because of a barking dogs' violation. The complainant needed to have facts and a defmition,and that was addressed in the ordinance. NO ACTION REQUESTED. FIRST READING ONLY. 2. Sale of Surplus Real Property. Assistant Public Works Director Len Goodwin presented the staff report on this item. On September 17,2007, the Council, by resolution, declared certain real property surplus and directed staffto offer it for sale. Staff have received two offers to purchase the property in question and recommend that Council select one of the offers and direct staff to enter into negotiations on the terms of a sales agreement. This action involves a parcel of property, consisting of 0.47 acres, more or less, which constitutes a remnant parcel left over from the construction of Martin Luther King, Jr. Parkway. The parcel abuts the property of the two offerors. As Council can observe, neither of the two offers submitted for this parcel comply with the terms set forth in Resolution. Neither offer is accompanied by a MAI appraisal and, in addition, the offer submitted by Women's Care Properties, LLC was submitted after the deadline for submission of offers. Because neither proposal was accompanied by an appraisal, Ci~y staff examined the property and adjoining properties and records of sales and property values. On the basis of that examination, Ms. Little, who manages property held by the City for investment and rental purposes, has formed the opinion that the value of the property is approximately $30,000. Statutory standards for the disposal of property of the City allow for significant flexibility in the procedure used for disposal, and contain no prohibition against waiving any irregularities that the Council may determine to be immaterial. Given that the staff opinion of value is consistent with the terms of at least one offer, staff believes that the irregularities associated with the offers can be waived. For the same reason, staff recommends that the offer' of Women's Care Properties, LLC, be accepted. I During the consideration of the resolution, the Council indicated certain conditions should attach to any sale of this property. Those conditions included the prohibition against placement of billboards, placards or other advertising material on the property. Staff recommends that in directing that negotiations be undertaken with Women's Care Properties, LLC, that restriction, and any others the Council deems prudent, be included in any agreement of sale. If the Council decides to accept an offer, when an agreement is completed, staff will present that agreement for the approval of the Council. . Councilor Ralston asked if a person could put a cell tower on that property. Mr. Goodwin said that could be restricted per the agreement. He didn't feel putting a cell tower on this piece of property would be feasible due to the easements for utilities. Mayor Leiken opened the public hearing. 1. Catherine York, 3100 MLK, Jr. Parkway, Springfield, OR Dr. York said she was a physician practicing at the Women's Care Clinic. They had been operating there for a couple of months and were happy to be in Springfield. Originally, the clinic had planned for a greater number of parking spaces, but because of the many easements, had installed fewer spaces than City of Springfield Council Regular Meeting Minutes January 22, 2008 Page 7 originally' planned for patients and employees. They had tried a couple of ways to alleviate the problem, such as having an agreement with a neighboring church to use their parking lot during the week. That was still not an ideal situation for either the church or the clinic because people had to walk across the street and it was a poorly lit area. The clinic wanted to be a good neighbor and didn't want traffic to impact the neighbors. They appreciated Council's consideration for the sale of this property to alleviate the problems the clinic had encountered. Mayor Leiken closed the public hearing. Councilor Pishioneri said one of the things that was important when PeaceHealth was proposed out in Gateway was concern about a walkway or bike path to allow pedestrians from that area to reach the river. He asked how putting parking in this area would affect that access. Mr. Goodwin said the path would remain in its current location. The parking would be south of that path and would not interfere. Councilor Wylie asked how many employees worked at the clinic. Ms. York said about twenty-five to thirty. The administrative offices were located there as well. There were five doctors, one midwife and support staff. Councilor Ballew asked if there would be a problem putting parking over those easements. Mr. Goodwin said that would be addressed in the site plan review. It should not be an issue, and could be removed to access if needed. IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR WOODROW TO APPROVE A MOTION TO DIRECT STAFF TO WAIVE IRREGULARITIES IN OFFERS FOR THE PURCHASE OF SURPLUS REAL PROPERTY OF THE CITY, ACCEPT AN OFFER, AND NEGOTIATE A SALES AGREEMENT WITH THE SELECTED PURCHASER. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST ~ 3. Sale ofKrey Property. Community Development Manager John Tamulonis presented the staff report on this item. Mrs. Mildred E. Krey, Trustee of the Non-Marital share created in the Krey Trust, donated to the City a 50% share in the 0.9-acre property on the 4900 block on the south side of Main Street in mid.;. 2007 (Attachment 1 in the agenda packet). The City hadan appraisal of the property value (Attachment 2 in the agenda packet) with a recent update that concluded a Fee Simple Market Value of $367,000, effective October 29,2007. The City advertised for the potential sale of the property through an RFP process and received three offers by the due date of December 7,2007 (Attachment 3 in the agenda packet). City received a Preliminary Title Report by Cascade Title Company showing Mildred E. Krey, Trustee of the Non-Marital Share and the City of Springfield each as to an undivided one-half interest of the property known as 4909, 4911, and 4915 Main Street Springfield. Cascade Title City of Springfield Council Regular Meeting Minutes January 22, 2008 Page 8 Company indicated they would write title insurance on the property. The City also had a Level I environmental study completed which pointed to the need to remove asbestos tile, lighting ballasts, and moldy debris. The City's costs of the studies, legal and other relatively incidental costs are estimated to be about $15,000. Mrs. Krey's attorney Tom Wurtz indicates her willingness to agree to sign a Sale Agreement for the highest offer received: from CLADD Enterprises, LLC for the proposed price of $350,000 for the property "as is". The City's share would be $175,000 before netting out legal services and costs of studies. Councilor Ballew said the offers made were similar. She asked if they would be confrrming these were bona fide buyers. Mr. Tamulonis said they would be confrrming that and would let Council know if there were any problems. Councilor Ballew would like a back-up offer. Mayor Leiken opened the public hearing. No one appeared to speak. Mayor Leiken closed the public hearing. IT WAS MOVED BY COUNCILOR LUNDEBERG WITH A SECOND BY COUCILOR WOODROW TO APPROVE THE CITY MANAGER TO SIGN A SALE AGREEMENT WITH MRS. MILLIE KREY'S CONCURRENCE, TO SELL THE KREY PROPERTY TO CLADD ENTERPRISES, LLC, WITH THE CITY'S SHARE OF THE PROCEEDS TO GO FOR SUPPORT OF THE JUSTICE CENTER AND POLICE SERVICES IN THE COMMUNITY OF SPRINGFIELD IN ACCORDANCE WITH A RESTRICTED DONATION AGREEMENT AND COVER THE PRELIMINARY COSTS FOR PREPARING FOR THE SALE. THE MOTION PASSED WITH A VOTE OF 6 FOR AND o AGAINST. BUSINESS FROM THE AUDIENCE COUNCIL RESPONSE CORRESPONDENCE AND PETITIONS 1. Correspondence from Kathryn Terhune Cotton, 520 Pacific Avenue, Springfield, Oregon Regarding the Need for Resources for Pet Overpopulation. IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR WOODROW TO ACCEPT THE CORRESPONDENCE FOR FILING. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. Councilor Ralston noted that he had met with some of the people interested in this issue and hoped to bring some information to the full Council during a work session in the futUre. City of Springfield Council Regular Meeting Minutes January 22, 2008 Page 9 BIDS ORDINANCES BUSINESS FROM THE CITY COUNCIL 1. Committee Appointments a. Budget Committee Appointments. Budget Officer Bob Brew presented the staff report on this item. The Budget Committee has a vacancy in Ward I due to the December 31,2007 term expiration of Darnell Manning. The person appointed to the Ward 1 position will serve a three year term that will expire on December 31, 2010 . Jeff Morris has interviewed for this position. The Budget Committee also has a vacancy in Ward 5 due to the resignation of Diana Garcia. The person appointed will serve the remainder of Ms. Garcia's term which will expire on December 31, 2009. Daniel Bowie has interviewed for this position. Interviews of Jeff Morris and Daniel Bowie were conducted by the City Council on January 14,2008. The candidates selected by council to serve as members of the Budget Committee for Wards 1 and 5 must be appointed to the positions and their appointments ratified. IT W AS (MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR WOODROW TO APPOINT JEFF MORRIS TO THE WARD 1 BUDGET COMMITTEE POSITION WITH A TERM EXPIRING DECEMBER 31, 2010. 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 APPOINT/NOT APPOINT DANIEL BOWIE TO THE WARDS BUDGET COMMITTEE POSITION WITH A TERM EXPIRING DECEMBER 31,2009. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. b. Temporary Extended Terms for Two Library Board Members. RESOLUTION NO. 08-03 - A RESOLUTION AUTHORIZING TEMPORARY EXTENDED TERMS FOR TWO LIBRARY BOARD MEMBERS. Interim Library Director Debbie Steinman presented the staff report on this item. The terms for Library Board members Ruth Haberman and Jonna Vandewalker expired on December 31, 2007. Due to the recent vacancy in the Library Director position, the Board feels it would be beneficial to extend the terms of Ms. Haberman and Ms. Vandewalker through the recruiting and hiring process of the Director. The Library is preparing for the recruitment and hiring of a new Library Director. The terms of two ofthe Library Board Members, Ruth Haberman and Jonna Vandewalker, expired on December 31, 2007. The Library Board felt that it was important to keep consistency in the ' City of Springfield Council Regular Meeting Minutes January 22, 2008 Page 10 Board membership during the recruitment and hiring of the new Director and is asking the Council to approve a Resolution extending Ms. Haberman and Ms. Vandewalker terms for six months or until a new Director is hired. Both Ms. Haberman and Ms. Vandewalker are willing to continue on the Board until that time. As their extended terms near expiration, the Library will advertise to fill these two positions. The applicants that fill these positions will complete the terms with an expiration date of December 31, 2011. IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR WOODROW TO ADOPT RESOLUTION NO. 08-03. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. c. MayorlCouncil Committee Assignments. Mayor Leiken referred to the list of Council assignments for boards, commissions and committees and confirmed those assignments. 2. Business from Council a. Committee Reports 1. Councilor Ballew said there would be a special Metropolitan Policy Committee (MPC) meeting at the suggestion of one of the Eugene Councilors. This meeting would be to add additional Statewide Transportation Improvement Program (STIP) projects to the list. She felt that some at the meeting were making up some of their own criteria. Mayor Leiken agreed. One of the issues was that there weren't a lot of transportation projects in this area. From a policy standpoint, many people didn't understand how to get things put forward from the MPC to the Board of Commissioners, ratified and to the State. He was unable to attend the meeting, but noted that Vice Chair Bobby Green would run the meeting. Councilor Ballew would also be attending. Councilor Lundberg said she hoped some of the members of MPC would be reminded that the purpose of the MPC was to be a problem solving committee, not a policy setting group. She felt they were going down paths that weren't appropriate. Councilor Ballew discussed the Metropolitan Policy Organization (MPO) and that some policy decisions were made at that level. Individual cities, however, had jurisdiction over their own projects. Councilor Lundberg expressed concern that they could get ina voting quagmire. Mayor Leiken said there was ongoing concern that there was not enough public involvement, only policy makers at the MPC meetings. He noted that the public involvement process happened in each jurisdiction. Councilor Wylie said elected officials were elected to represent the public. City of Springfield Council Regular Meeting Minutes January 22, 2008 Page II Councilor Ballew said she was going to attend a State Advisory Committee meeting tomorrow (Wednesday, January 23) and a Federal Forest meeting next week. She asked Council if they would like her to share information from these State committees. Yes. She noted that on Friday (January 25) she would be attending a joint Fiber Optics meeting in which they would fmalize the merger of the two consortiums. 2. Mayor Leiken discussed the Martin Luther King, Jr. event that was held at Springfield Middle School on Monday, January 21. He said about 400 people attended. He felt Springfield's event grew because of the connection with the youth. The event went very well. Mayor Leiken also reported that last week he attended a meeting as Chair of the League of Oregon Cities Transportation Committee. He said it was a good group. Next week's schedule included: Monday - the Governor's Governance Committee; Tuesday - the Oregon Department of Transportation (ODOT) Committee meeting; the week after next - the Business Strategy Committee. He noted the importance of having Councilor Ballew on the Freight Advisory Committee. Truckers expected an increase in freight, and would be discussing how to deal with that increase. 3. Councilor Ballew reported on the Oregon Metropolitan Planning Organization Consortium (OMPOC) meeting that she attended last week in Eugene. The Freight Advisory Committee was also in Eugene, She was glad to see more of the state committees holding their meetings in our area. 4. Mayor Leiken said there were two vacancies on Oregon Transportation Commission (OTe). These positions could be filled by people from the coast and central Oregon. Councilor Ballew further discussion the OMPOC meeting. 5. Councilor Ralston asked about committee appointments and referred to Lane County Boundary Commission. They will no longer be in existence as of June 2008 so will be removed from this list. 6. Councilor Woodrow attended the Franklin Stakeholders meeting. There was a good design plan for Franklin Boulevard, withstanding the two roundabouts. There were still a lot of questions about the Mc V ey/Franklin intersection. BUSINESS FROM THE CITY MANAGER Mr. Towery asked to change the order of the meeting to allow time for Bob Keefer from Willamalane to get to the meeting in time for the Gray House item. 1. Thurston Fire Station #16 Public Comments and Project Status - P20534. Project Manager Carole Knapel presented the staff report on this item. At the January 14,2008 Work Session, the staff presented three schematic design options for the Thurston Fire Station City of Springfield Council Regular Meeting Minutes January 22, 2008 Page 12 # 16 Proj ect. At that time, staff advised that two Open House sessions had been scheduled in order to obtain public comment about each of the options. At the Council Work Session on January 14, the staff presented three schematic design options. The cost of each option is as follows: Option Cost Approved Const. Cost Difference Single Story (Pitched Roof) Two Story (Pitched Roof) Two Story (Low Pitch Roof) Two Story (Low Pitch Roof) $1,697,000 $1,955,000 $2,051,000 with stucco $1,979,000 w/o stucco $1,766,750 $1,766,750 $1,766,750 $1,766,750 ($69,750) $188,250 $284,250 $212,250 At the time of the Work Session, the staff indicated that two Open House sessions had been scheduled to provide public comment on the designs. The Open House sessions have been scheduled for January 15 and January 17, 2008. Staffwill compile the public comments and present the comments to Council during the January 22, 2008 meeting. In addition, during the next two weeks, the project team will meet to determine if any further reductions can be made to the construction costs for any of the proposed schematic design. At this time, Council may determine to select one of the proposed schematic design options and direct staff to proceed with the design ofthat option. In the alternative, Council may direct staff to return on February 4,2008 with a detailed itemization of the public comments and/or possible modifications to the schematic design options. Ms. Knapel referred to the number of cards from neighbors voting for certain options following the open house hearings. Ms. Knapel said Council had the option of selecting an option this evening, or asking staff to compile the information from the open houses before making their decisions. Mayor Leiken said in the work session the majority of Council wished to delay this. He asked if they still felt the same. He said he wouldn't mind looking more closely at the public comments. Councilor Lundberg said she would like to hear the information on the comments received. With the change in the agreed upon price, she wanted to feel comfortable in making that change. She was interested in cost savings over time. Councilor Ballew suggested looking at future maintenance costs for each design. Councilor Pishioneri said he had other things he wanted answered. He was pleased with the attendance at the open houses and liked talking to neighbors., He appreciated the information he received, but was not ready to make a decision. A Council member asked what it would do to the construction timeline if Council put off the decision for two weeks. City of Springfield Council Regular Meeting Minutes January 22, 2008 Page 13 Ms. Knapel said the goal was to be in construction this summer. If Council waited to make their decision in two weeks, that time could be made up later. Councilor Wylie discussed the difference between the one-story and two-story. She would like staff to calculate the closest cost difference. Ms. Knapel explained the difference in cost between plans and the original approved budget. Councilor Ralston said he had no problem postponing, but was pleased to see that so many people voted for two-story. The one-story was cheaper, but the public saw value in other things. Mayor Leiken commended staff for the number of people attending the open house. It was clear the public had an interest in this. Ms. Knapel said staff could return to Council on February 4 with a compilation of the comments received at the open houses. The team would be meeting tomorrow to look at ways to reduce the cost of all options. Councilor Pishioneri asked about value engineering. He didn't want to take away quality in trying to reduce costs. Ms. Knapel said they had ideas from Hyland regarding methodology that could reduce costs without compromising quality. 2. Funding for Justice Center Ancillary Building. Finance Director Bob Duey presented the staff report on this item. In order to keep the' construction of the Justice Center within the identified budget, on January 22,2007 the City Council directed staff to reduce the then current scope of the Justice Center facility by four specific projects in order to reduce the projected expenditures by $510,000. Recent discussions by the Citizen's Advisory Committee, the Police Planning Task Force and project staff has confirmed that all 4 projects are still considered high priority items for eventual inclusion in the Justice Center facility. For the project manag~ment staff, of the four tabled' projects a particular interest at this time is the ancillary building and a final determination of the number of square feet that are to be constructed. If the additional square footage for ancillary building is to remain on the contingency project list through this phase of the construction, then no additional action needs to be taken by Council at this time. If a decision were to be made to advance the timing of the ancillary building additional square footage so that the enlarged facility would be included in this phase of the construction, then Council would need to at this time direct staff to begin the process of re-design and cost estimates. After review, provide staff with the necessary direction to proceed with the Justice Center project by either; 1) Direct staff to continue to include the ancillary building on the list of potential additions to the justice center project; or 2) Direct staff to proceed with the construction design of the full ancillary building by asking the architects to develop a new price for its inclusion. City of Springfield Council Regular Meeting Minutes January 22, 2008 Page 14 Mr. Duey reviewed some of the costs of items that had been removed a year ago. Decisions were made .for budgetary reasons, but could be added back later. He noted that at that time, there was no agreement as to when the items would be added back in. The only thing that had changed over the past year was the budget timing. Staff felt it was a good time to check back with Council regarding the ancillary building size. Mr. Duey said the budget for the project had remained the same. He felt it was too early in the project to go to contingency funds to pay for this addition. The functional part of the ancillary building was just as important as it was a year ago and the Police would like to see it go back in. He referred to the Council Briefing Memorandum included in the agenda packet and noted the potential funding options listed on the back page of that document. He explained the funding options. Councilor Ralston said it was his personal belief that the ancillary building was important. Coming back much later would not be feasible. He would like to go forward. Councilor Ballew said she was concerned about the current appeal with the Land Use Board of Appeals (LUBA) regarding the vacation on B Street. Mr. Leahy said the appeal was scheduled for February 7, 2008. In the event that the appeal was upheld on the part of the applicant, the ancillary building could still be built across B Street. Councilor Pishioneri said he was supportive of adding it back in. He discussed financing and asked if the current rate changes would help with the Fire Station loan. Mr. Duey said it would be difficult to anticipate where the loan rates would be at the time of the loan. Mayor Leiken agreed it was too difficult to know about percentages. He was also concerned about the B Street appeal and the alternate location of the building ifB Street wasn't vacated. Councilor Woodrow said he appreciated the concern about B Street, but was copiident the architect could redesign the ancillary building to fit on the current property if B Street was closed. The building was an important space for the Police Department. He supported staff going forward getting the information on adding the building back to the project. Doing it later would cost a lot more. Councilor Lundberg said the LUBA appeal was soon, so she was fine with the building. She had come to realize how important this building was to the Police Department. S4e was supportive of seeing how we could make it happen, but would prefer waiting until after the appeal. Mayor Leikenasked if this could wait until after the appeal. Councilor Pishioneri suggested staff move forward to fmd out the cost. Mr. Duey said they could start the process of determining the cost, but would wait until the appeal decision was made before proceeding further. City of Springfield Council Regular Meeting Minutes January 22, 2008 Page 15 IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR WOODROW TO MOVE FORWARD WITH COMPLETION OF THE FULL ANCILLARY BUILDING. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 1 AGAINST (Ballew). 3. Gray House Intergovernmental Agreement. Assistant City Manager Jeff Towery presented the staff report on this item. The City and Willamalane jointly purchased the Gray Homestead property in July, 2006 consistent with the Heritage Park Pre-Development Agreement adopted by the City and the District earlier that year. The proposed Intergovernmental Agreement (IGA) formalizes the arrangement contemplated in the pre-development agreement. In summary, the facility is jointly owned and the District provides day-to-day management and maintenance of the house and grounds. The District will pay all utilities and retain any rental revenue generated from the site. Both parties will jointly agree on the final use of the facility, currently expected to be as a community meeting place, similar to the Tomseth House at Dorris Ranch. The City has the option to convey its interest in the property to the District in the future. The City Attorney and Agent of Record have both reviewed and approved the IGA. Mayor Leiken asked about the house and ifit would hold community events. He asked if the house had been inspected. Mr. Keefer said it would be similar to the Tomseth House and hold small meetings. It would not be advertised' as a large event center, but could be used for smaller events, such as a small family reunion. They would make sure it complied with all codes. Current inspections had show that one corner of the house was sloughing, but other than that was pretty structurally sound. They had found a number of interesting items in the house, including newspapers from the 1870's used as part of the insulation on the second floor. Councilor Lundberg said the Tomseth House had a caretaker. She asked if the same would be true for this house. Mr. Keefer said there would be a time, about a year or so, when a caretaker would live there. The developer had ten years to fix up the house and get a development in place. Once the development was in place, there may not need to be a caretaker at the house. Councilor Pishioneri asked when the public would have access to the house. Mr. Keefer said after the ten year period. There was some latitude to work with Mr. Carver to allow limited access during the ten years. Mayor Leiken felt the agreement was very good. He appreciated celebrating Springfield's rich heritage with this homestead. He attributed the start of this to Mike Kelly, f9rmer Springfield City Manager, and for the partnerships in getting this property for the City and the parks. " IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR WOODROW TO AUTHORIZE THE CITY MANAGER TO EXECUTE THE PROPOSED AGREEMENT WITH WILLAMALANE PARK AND RECREATION, City of Springfield Council Regular Meeting Minutes January 22, 2008 Page 16 DISTRICT FOR MAINTENANCE AND MANAGEMENT OF THE GRAY HOMESTEAD PROPERTY. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. ) , .J BUSINESS FROM THE CITY ATTORNEY ADJOURNMENT The meeting was adjourned at approximately 8:24 p.m. Minutes Recorder Amy Sowa Attest: City Recorder Sidney W. Leiken Mayor ,