HomeMy WebLinkAbout07/10/2006 Work Session
City of Springfield
Work Session Meeting
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MINUTES OF THE WORK SESSION MEETING OF
THE SPRINGFIELD CITY COUNCIL HELD
MONDAY, JULY lO, 2006
The City of Springfield Council met in a work session in the Library Meeting Room, 225 Fifth
Street, Springfield, Oregon, on Monday, July 10,2006 at 5:50 p.m., with Council President
Woodrow presiding.
ATTENDANCE
Present were Councilors Woodrow, Ballew, Ralston, Lundberg, and Pishioneri. Also present
were City Manager Gino Grimaldi, Assistant City Manager Cynthia Pappas, City Attorney Joe
Leahy, Administrative Coordinator Julie Wilson and members of the staff.
Mayor Leiken and Councilor Fitch were absent (excused).
L TD Members present included Board Members Susan Ban, David Gant, Gerry Gaydos, Mike
Eyster, Dean Kortge and Debbie Davis. LID General Manager Mark Pangborn noted that there
was one position vacant on the Board.
1. Joint City Council and Lane Transit District (LID) Work Session.
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Assistant Public Works Director Len Goodwin and Transportation Planning Engineer Gary
McKenney were present. The previous joint meeting was held on June 12, 2004. At that
meeting the Council and Board discussed updates on the Springfield Station, the Franklin EmX
project, and the Pioneer Parkway EmX plan, and toured the Springfield Station project. At the
joint meeting on July 10 LID staffwill give brief presentations on Ridership and Service trends,
EmX Phase II Environmental Assessment, "Bus Plus" System Features, and Future EmX
corridors; City staff will provide presentations onBus Routes and Stops, and GatewayIBelt1ine
Design.
Mark Pangborn, LID General Manager, introduced this topic. He provided a power point
presentation. The following points were reviewed:
· LID Ridership, Service, and Service area population 1988-2005. He. reviewed the
population and service hours as well as customer trips.
DOver 9.1 million boardings in last 12 months
D Ridership up 10 percent due to possibly the following reasons:
Student transit pass
Gas prices
Population and employment growth
D Ridership by day of week
D Ridership by time of day
D Ridership per route (weekly boardings)
Councilor Ralston asked how boardings were calculated.
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Mr. Pangborn explained. They used the federal standard.
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Council Work Session Minutes
July 10, 2006
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Councilor Ballew asked what percentage of LID riders were Springfield residents.
Steph Viggiano from LID said Springfield was about twenty percent of the ridership and twenty
percent of the population.. He said L TD could calculate the percent of ridership of Springfield
residents.
. Comparative Operating Performance
D Transit property selection criteria
Service level comparable to LID
University community
D FY 2004-2005 data
D Fixed-route bus service only
D Tri-Met not included in averages
Mr. Pangborn discussed the following charts showing the comparisons of LID with other
comparable communities:
. Service hours per capita
. Boardings per capita
. Cost per service area
Councilor Ralston asked about the cost per boarding to run the bus. It was noted that overall
ridership was highly subsidized throughout the United States.
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Councilor Ralston asked how much of that cost was born by other vehicles on the road.
Mr. Pangborn said about 76% was paid by some sort of payroll tax, including the State of
Oregon. There was also advertising revenue. Federal funds were received for construction.
. Ride Source
D Federally mandated
D Increasing demand
D 121,171 rides per year
D 25 vehicles
[J State funding flat
D LID Contribution Increasing ($1.8M in FY 07)
The cost per ride on Ride Source is about $18 (LTD cost). Mr. Pangborn noted the efforts made
by LTD to move people fromthe Ride Source program to the fixed route buses.
Councilor Pishioneri asked about the distance of the Ride Source trips.
Mr. Pangborn said the cost to the rider on Ride Source was about $2.50. The federa11aw allowed
them to charge $l.25. Medicaid sometimes covered some of the cost.
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. Commuter Solutions Program (a joint program with Oregon Department of Transportation,
City of Springfield, City of Eugene, Lane Transit District, and Lane Regional Air Pollution
Authority)
. . Group Pass Programs
. Service Changes
D . Major service changes considered once per year in annual route review process
Public Hearings February and March
Decision by the Board in March
Changes implemented in September
D Possible changes:
Service fixes (overloads, scheduling problems)
Service enhancements (service requests; new development; improved frequency on
routes)
Modification / deletion of substandard service
D Comprehensive service re-design every 5-7 years
Councilor Lundberg referred to the chart that showed that Reno was making a couple of million
dollars more than LID. She asked why they had more revenue.
Mr. Pangborn said he could fmd out.
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Councilor Lundberg said there was a lot of potential for businesses to contribute, such as
PeaceHea1th.
Mr. Pangborn said PeaceHealth was the first private organization to buy group passes. He
discussed future service to new locations such aJ Peace Health, Symantec, and the Royal
Caribbean Call Center.
LID discussed Reno and the large visitor market in that area. LID's fare types are different and
can't charge as much. .1
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LID would call and find out about other comp~ies and the possibility of having them payor
subsidize for service.
Councilor Ballew asked about the total number of miles of all routes.
Mr. Pangborn said LID would need to calculate that figure.
Mr. Pangborn discussed capital purchases. He said they will look at a five year average of
capital expenses to determine whether or not L TD was spending too much in that area.
Traffic Engineer Brian Barnett referred to Attachment C which outlined the Lane Transit District
Annual Route Review Process for new routes or stops. Springfield's interest was for safe
operation and street wear. Springfield found the policy outlined in Attachment C worked quite
well.
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L TD Staff provided information regarding Pion~er Parkway EmX Status. The following points
were reviewed:
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Council Work Session Minutes
July 10, 2006
Page 4
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. Corridor selected in 2001
. Stakeholder process to identify design alterIlatives
. Alternatives analysis (technical reports)
. Public improvement
D Mailings/Open House/Stakeholder mtg./Presentations
D Corridor contacts
. Locally preferred design (AprillMay 2006)
. Environmental Assessment (July - Sept. 2006)
. Project approval (September 2006)
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Councilor Ralston said it was his understanding that the Pioneer Parkway design was not set in
stone. Council was to revisit that design again. i
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Mr. Viggiano said more information would be coming to Council after the Environmental
Assessment (EA) was completed. Council would then have the opportunity to formally approve
the project and the design in September. I
Councilor Ralston said he would like an opportJnity before making the final decision to allow
Council to state any objections to the proposed route. He said he had some serious problems
with this route. !
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Mr. Viggiano said a work session was schedu1e4 for September II and the decision was
scheduled on September 18. He said the goal was to keep Council updated as they went through
the process, but an earlier meeting could be sch,duled.
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Councilor Ralston said there were businesses at lhe end of the route that would be losing parking
and he wanted to address that issue. He wanted ft to go straight on Harlow Road, not jog over
when it came to the schoo1grounds. Those and other issues still remained for him.
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Councilor Ballew asked if LID was issuing soJething for public comment.
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Mr. Viggiano said the Environmental Assessmedt would allow comment. He said the option to
retain the parking at the south end of the route h~d been retained along Pioneer Parkway East.
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Councilor Ralston asked if there was an option for the corridor to go straight as it passed the
school.
Mr. Viggiano said that was not the design that came out of the public meeting, but there was an
alternative showing that. It was not being eva1u~ted in the EA, but could be included.
Councilor Ralston said he made it clear when Council voted on this that it was not a done deal
and Council would have additional input. He said he was disappointed to hear L TD was already
moving forward.
Mr. Viggiano said L TD was moving forward with the EA, but recognized that Council had not
given fmal approval.
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Council Work Session Minutes
July 10, 2006
Page 5
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Mr. Grimaldi asked Mr. Viggiano to discuss the steps following the.EA, such as changes that
could be made without starting the process over.
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Mr. Viggiano said the EA looked at the design tp.at was developed to about five percent of the
total design and was fairly conceptual. He said issues would come up as they went through the
design. If there were significant changes, such 4s additional property to purchase or remove
additional parking, a supplemental EA would need to be done. If the changes were minor
enough, the EA would remain. The Federal Transit has final authority related to specific
decisions made related to the project. He said going from five percent to one hundred percent of
design there would be changes and issues to res9lve. He referred to the Franklin Boulevard
corridor and changes made along the way in that process.
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Councilor Ralston wanted to be sure there was sbme flexibility when they got down to the
details. He wanted to continue to move forward~ but wanted a chance to address his issues.
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Discussion was held regarding the Franklin Boulevard corridor through G1enwoodand decisions
made before the EA. !
Mr. Viggiano discussed the bike lane in this corbdor.
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Photos were reviewed displaying the following: !
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. Pioneer Parkway (existing) I
· Pioneer Parkway (with transit lanes) i
. Pioneer Parkway EmX Unresolved Issues w~re reviewed.
D Environmental AssessmentJProject Apptova1
D Springfield Study of GatewayIBe1tline (possible impact on EmX)
D Funding I
Federal funding request !
Local match (including Connect Or~gon)
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Mr. Viggiano reviewed the Pioneer Parkway EniX Development Schedule
D Design and Engineering: 2007-08 I
o Construction: 2008-09 I
D Service Start: 2009-10
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Mr. Goodwin discussed the RiverBend construction project and the cooperation between the City
of Springfield, LID and PeaceHea1th to economtze the EmX construction costs.
Councilor Lundberg said the Pioneer Parkway Cprridor was a better plan that others, but she had
understood that Eugene was going to do Coburg Road to complete the system. She said part of
the piece that made the system work was the connectivity across to Coburg Road to relieve
congestion. She asked about the status of that cdrridor.
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Mr. Viggiano said the plan was to go through a Jrocess with the City of Eugene to select a third
corridor in 2007. Coburg would be one of those pptions discussed, but may not be selected. A
corridor on Highway 99 or West II th was more supported by the Eugene City Council. As the
system grew, it would improve the connectivity ~d eventuallyCoburg would be built.
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Council Work Session Minutes
July 10, 2006
Page 6
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Councilor Lundberg said it was not the fault of LID, but she was frustrated that it did not work
out.
An LID representative discussed constraints with the infrastructure along that corridor that
would have made the project very difficult.
Councilor Pishioneri asked if there was a plan in place for the interim for riders from RiverBend.
Mr. Viggiano said they did have an interim plan. He explained.
Councilor Ballew asked how people could provide comment on the EA.
Mr. Viggiano said it would be on the internet arid copies would be at the Libraries in Springfield
and Eugene as well as at LID. CD's would also be available for people to view. The hard
copies would be provided on a loan basis or at a charge.
L TD Staff reviewed the following:
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. Elements of EmX
D Exclusive Right-of-way
D Transit Signal Priority
D Level Passenger Boarding
D Off-Board Fare Collection
D Wider Stop Spacing
D High Level of Amenities at Stations
D Real-time Passenger Information
D New, Sleeker, "Green" Vehicles
D New Image (Brand)
D Automated Guidance
. Bus Plus levels 1-4 were reviewed.
D Level One: Transit Signal Priority.
D Level Two: Improved stops; somewhat wider stop spacing; selected queue-jumpers.
[J Level Three: EmX style stations with raised platforms and off-board fare collection;
wide stop spacing; extensive queue-jumpers.
D Level Four: Complete EmX design, including exclusive right-of":way.
. Future EmX Corridors (previously reviewed).
Councilor Ralston asked about the signal priority and if it would change the lights that were
already timed for traffic to move through smoothly.
An LID staff representative said those issues would be worked through and signal priority may
not be feasible at all intersections.
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Discussion was held regarding funding available for projects such as these corridors. LID
would be talking to the City of Eugene about the. next corridor in the near future. It is important
to have a system in place for the entire community. An LID representative discussed shuttle
services.
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Council Work Session Minutes
July 10, 2006
Page 7
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Mr. Viggiano discussed neighborhood connectors. He addressed a question from Councilor
Ballew and said the intent was to make service changes once the Pioneer Parkway corridor is
complete.
An LID representative thanked Council for their support up to this point. He reminded Council
of the challenge for funding. Transit failed in the late 1960's, but the Federal and now State
government recognized the importance of transit. Transit continues to remain important and
Springfield's support is critical. He said a work session would be scheduled before the
September 11 date to allow Councilor Ralston time to address his concerns.
The Joint Meeting was adjourned at 7:00 p.m.
2. Sanitary Sewer Facility Master Plan Summary and Update.
City Engineer Ken V ogeney presented the staff report on this item. The Sanitary Sewer Facility
Master Plan (SSFMP) update was initiated in 1999. The contract was extended in early 2003
with an anticipated completion date of October 2003. A consultant, CH2M-Hill, completed
preliminary work on the project before they determined that the electronic sanitary sewer
infrastructure data the City had at that time was insufficient to complete the project. In 2004
staff engaged in an effort to survey the City's sanitary sewer infrastructure, and compile an
updated electronic database. Council allocated additional funding to address the costs
encountered in the survey and data-collection process.
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The survey effort required two years of work by the combined efforts of Water Resources,
Survey, Maintenance, Technical Services and Engineering staff, and the resulting data is a
complete representation of the City's sanitary sewer system. This data is in the process of being
forwarded to CH2M-Hill, and work has been re-initiated to develop a computerized model of the
sanitary sewer system that can be updated to retain future utility as the City grows. The new
model will become the foundation for building the updated SSFMP.
The existing contract with CH2M-Hill is in the process of being extended. Additionally, the
existing scope of work is being amended, utilizing the most advanced and up to date modern
technological model available.
Under the updated schedule for the project, a final SSFMP will be submitted to the Council for
review and adoption in February 2007. This Master Plan is a companion project with the Metro
Wastewater Metropolitan Commission's (MWMC) Wet Weather Flow Management Plan
(WWFMP), and may result in further analysis of the City's sewer lateral program.
The contract with CH2M-Hill is fully funded through completion. Costs for this project have
. been allocated in the adopted budget for FY 06-07. However, staff anticipates that the adoption
process for the SSFMP may result in additional costs. Additional funds have been allocated in
the proposed Capital Budget to. ensure that there is sufficient funding to complete this process.
Councilor Ballew asked what staff wanted from this fma1 report.
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Mr. V ogeney said it would give staff a better understanding of how to design in new areas such
as Jasper Natron and Glenwood. It would identify problems or constraints in the existing
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Council Work Session Minutes
July 10, 2006
Page 8
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system. When the plan is complete, the City would have a prioritized list of capital projects to
address existing constraints and a plan to provide service to new areas. They would be able to
update theSDC project lists and plan out for future CIP's.
Councilor Ballew asked about costs involved.
. Mr. Vogeney said this effort would focus on areas the Wet Weather Flow Management Plan did
not address. He explained. He said he did not have a figure on the costs at this time.
3. Review of Schematic Design and Budget for the Justice Center - P50434.
Project Manager Carole Knape1 presented the staff report on this item. Since March 21, 2006,
the project design team has been working with representatives of the Police Department,
Municipal Court and Prosecutor's Office to develop a building layout which incorporates the
Functional and Space Program as approved by the City Council. Final schematic design review
meetings were conducted with these User Groups in May 2006. In addition, the project team has
worked with the Community Advisory Committee (CAC) to develop an exterior design which
reflects the character and values of the community and the downtown neighborhood. In addition
to these sessions, the CAC hosted an Open House on June 14,2006 in order to provide the
community an opportunity to review these design concepts. Comments received during the Open
House indicated that the design is appropriate for the function and location of the project.
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In order to ascertain that the project can be constructed within the construction budget, a cost
estimate was completed. To obtain the best estimate, the project architect and the construction
manager/general contractor (CM/GC) each completed a separate estimate. These estimates were
reviewed and discussed with the project team. The final, reconciled estimate indicated that the
project was over budget by approximately $2.148 million. Attachment A is the Reconciled
Schematic Design Estimate. This document represents the collaboration of the architect, CM/GC
and the City staff. The City Finance Director participated in some of these discussions regarding
the cost estimate. He indicated that his bond sale schedule demonstrates an opportunity for
interest earnings which would provide additional revenue for the construction costs. He
suggested that the project team include approximately $l million in interest earnings to the
construction cost budget. Following this direction, the project team agreed to identify
approximately $1.148 million in project cost reductions. I
The project team worked to develop a list of value engineering items which would reduce the
cost of construction. The goal was to prioritize the potential reductions in order to minimize the
impact to the functions and space requirements. Working together, the project team has
identified $961,300 in cost reductions which will not affect the building functions or
requirements. Attachment B is the Schematic Design Value Engineering list. These items include
reductions which have been selected as preferred by the project team and User Groups. Other
items were reviewed but not selected. A third category includes items which may be selected as
more design and cost information become available during the next phase of the project design.
The project team will be meeting with the CAC on July 5 to review these proposed reductions
and obtain their input and their recommendations to City Council regarding these reductions.
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Ms. Knapel referred to the Attachments included in the AIS packet. She reviewed the various
components listed in the document. Ms. Knapel reviewed the chart on the wall and identified the
different costs. Ms. Knapel reviewed the proposed reductions and total construction cost.
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Council Work Session Minutes
. July 10, 2006
Page 9
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Councilor Ballew asked a question about the construction costs.
Ms. Knape1 referredto the amount that was the construction costs and the other was the reduced
construction costs. The project cost of$5A91M was the project cost beyond construction.
Included in that were various consultant fees, the architect's fees, surveyor and other fees. She
discussed the cost for asbestos abatement and the requirement to have that done before they
begin demolishing the existing building.
Councilor Ballew asked about the contingency amount of$957,000.
Ms. Knape1 said that was the escalation contingency amount.
Councilor Ballew said that was only about five percent and didn't seem like much.
Ms. Knapel said it was only about four percent and was very stringent. It was based on the
CM/GC strategy. She explained how they calculated those costs.
Councilor Lundberg asked about the CM/GC general conditions and if they came under
construction costs.
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Ms. Knapel explained those costs and said they were under construction costs. She discussed the
reduction in cost from changes in materials. Construction of the ancillary building was being
simplified. She explained the reasons that building was more expensive than other areas, in part
due to the exterior treatment being used. She said exterior treatment would be changed slightly,
but would remain aesthetically appealing and less expensive.
Councilor Ballew said brick facing seemed contrary to seismic safety.
Architect Carl Sherwood said that was not an issue. He explained.
Ms. Knape1 discussed the service court wall and the reduction in height. She discussed lightning
protection and said it could possibly be eliminated. That type of protection was not necessary for
this facility. She discussed reductions in the cost of the fencing around the parking area with the
elimination of one gate. She outlined the parking area and where the gates would be located.
Councilor Ralston asked about the two options regarding the ancillary building.
Ms. Knapel said Option #25 - deleting the ancillary building was something considered, but not
recommended. Option #27 - reduce size of ancillary building was still a possibility if further
reductions were needed later in the project. The plan was to do another cost estimate during the
next phase of the project. '
Councilor Pishioneri dis,cussed inmate property storage. He said the $5,000 would be well spent
to retain a space saver system.
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Ms. Knape! said these modifications were presented to the Citizen Advisory Committee (CAe)
on Wednesday, July 5. The CAC voted to recommend Council accept the modifications with the
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Council Work Session Minutes
July 10, 2006
Page 10
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exception of one member who did not want to remove. the lightning protection system. Ms.
Knape1 introduced Carl Sherwood, the architect for this project.
Mr. Sherwood discussed the building design, parking to the north and the use ofB Street.
During the construction period, it would be proposed to close off 4th Street and fence it in for
secured parking. The area needed for construction staging was also discussed. The relationship
between police and secured parking drove the design. Vehicle access points were reviewed. The
site and landscape plan was further reviewed in detail.
Mr. Sherwood further reviewed the building design and parking. The building design is low and
horizontal. Design materials (steel and glass) were discussed. Solid vertical elements were
proposed to the public view/face of the building. Space for court and prosecutor were reviewed.
The proposed upper level of the facility was reviewed.
Mr. Grimaldi noted that this plan would come before Council on Monday, July l7, 2006 for
approval. Mr. Grimaldi said Council would be approving the design and the changes proposed.
Councilor Ballew asked if we currently had training facilities for the Police.
Chief Smith said the community meeting room / EOC will provide space for training. Currently,
the Multi-Purpose Room is used for training. They currently have a small weight room.
Councilor Pishioneri asked about 4th Street and if it would remain open.
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Ms. Knape1 said it was determined there was no benefit in closing 4th Street.
Ms. Knapel introduced Assistant Project Manager Jim Polston.
ADJOURNMENT
The meeting was adjourned at approximately 7:45 pm.
Minutes Recorder - Amy Sowa
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Attest:
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Amy SO~
City Recorder
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