HomeMy WebLinkAbout01/22/2008 Regular
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 PARK PLAT AS PLATTED AND
RECORDED IN BOOK 14 PAGE 13 LANE COUNTY OREGON PLAT RECORDS
City Planner Andy Limbird p~esented 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 (approximately $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 I-I05 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 ofthe proposed vacation (Attachment 4 in the agenda packet).
Councilor Woodrow asked what part of the 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 identified 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. EU.l!ene. OR. Mr. Satre spoke on behalf of the
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.
UNLAWFUL POSSESSION OF MARIJUANA LESS THAN ONE OUNCE. AND AMEND
SECTION 5.l04. 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 themarijuana diversion program being consistent with state
law in regards to Dill 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 fmancial 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 Nie1 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 be an 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 if they unreasonably permit a dog to continuously cause
annoyance, etc., for more than fifteen minutes at any time ofthe 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 oftime 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 staff to 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.
During the consideration of the resolution, the Council indicated certain conditions should attach
to any sale ofthis 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 had an 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 ofthe 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 ifthey would be conftrming these
were bona fide buyers.
Mr. Tamulonis said they would be conftrming 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.
Noone 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 1 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, 20 10. 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 WAS 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 WARD 5 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 of the 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. Mayor/Council 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 in a voting quagmire.
Mayor Leiken said there was ongoing concern that there was not enough public
involvement, only policy makers at the MPC meetings. H~ 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 ofthe 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
(OTC). 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 Me 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 Project. 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. Staff will 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 of that 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 management 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 if B Street wasn't vacated.
Councilor Woodrow said he appreciated the concern about B Street, but wa~ cop,fident 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. She was supportive of
seeing how we could make it happen, but would prefer waiting until after the appeal.
Mayor Leiken asked if this could wait until after the appeal.
Councilor Pishioneri suggested staff move forward to find 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 J eff 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 p,lace,
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 if it 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. !t 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, former 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.
BUSINESS FROM THE CITY ATTORNEY
ADJOURNMENT
The meeting was adjourned at approximately 8:24 p.m.
Minutes Recorder Amy Sowa
Attest:
~-" IttJw A-
City~er