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HomeMy WebLinkAbout09/11/2006 Work Session City of Springfield Work Session Meeting MINUTES OF THE WORK SESSION MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY, SEPTEMBER 11,2006 The City of Springfield Council met in a work session in the Jesse Maine Meeting Room, 225 Fifth Street, Springfield, Oregon, on Monday, September II, 2006 at 5 :31 p.m., with Mayor Leiken presiding. ATTENDANCE Present were Mayor Leiken and Councilors Woodrow, Ballew, Ralston, and Pishioneri. Also present were City Manager Gino Grimaldi, City Attorney Joe Leahy, City Recorder Amy Sowa and members of the staff. Councilors Fitch and Lundberg were absent (excused). Mayor Leiken acknowledged the 5th Anniversary of 9-11. I. Fat, Oil and Grease (FOG) in Sanitary Sewer System - Video. Pretreatment Supervisor for Pollution Prevention Bill Hamann from Environmental Services presented the staff report on this item. The Public Works Environmental Services Division manages an Industrial Pretreatment Program as mandated by the Clean Water Act. One element of this program relates to preventing food based fat, oil and grease (FOG) from impairing the sanitary sewer system. When not managed effectively, grease can build up in the sewer system, restricting flow. Both Eugene and Springfield administer separate Industrial Pretreatment Programs. However, because our wastewater plant is a regional facility, the programs operate under a model ordinance adopted by the Metropolitan Wastewater Management Commission (MWMC). Due to continued growth in Springfield over the last several years, we now have a disproportionate share (40%) of metro area industries requiring industrial permits. Both Cities' programs have a solid track record of reducing pollutants entering the sewer system from major industrial sources. However, pollutants also make it into the wastewater system from numerous domestic and small business sources. In order to address these sources in an economical manner, MWMC and the Cities have implemented pollution management requirements for area photo processors (to control silver discharges), dental offices (to control mercury discharges), and food service establishments (to control fat, oil and grease discharges). As our community has grown, keeping pace with increasing industrial pollution sources has challenged staff to adequately cover all aspects of the Industrial Pretreatment Program. With regard to the fat, oil and grease requirements, staff has been unable to maintain a comprehensive proactive program including regular inspections and enforcement. From time to time, blockages in the sewer generate significant follow up efforts on the part of Maintenance and Environmental City of Springfield Council Work Session Minutes September 11, 2006 Page 2 Services staff to identify and mitigate significant sources of food-based fats, oils and greases. At the September 11 th work session, staff will show a video illustrating this problem. Two cameras were on display: the first a large tract camera and the second a smaller camera that is placed inside the pipes. Mr. Hamann began the video showing the inside of an eight inch concrete line contaminated with FOG. He discussed the costs and work involved in cleaning out lines that are clogged with this residue. He noted that the contamination shown in the video came from several sources. He said the businesses that were creating the FOG were very cooperative with Environmental Services once they realized what was happening. He discussed problems in the line caused by the FOG, such as loss of capacity, sanitary sewer overflows and cost of cleaning. He said the build-up shown on the video took approximately two years to accumulate. The lines throughout the City are cleaned in a two-year cycle. He said the video was used as a tool to show businesses how the FOG affects the system. Councilor Pishioneri asked if there was a regulation regarding the location of the grease traps for businesses. Mr. Hamann said there was a difference between a grease trap and a grease interceptor. A grease interceptor was 1000+ gallons and a grease trap was a lot smaller. He explained how each worked. In Springfield, staff tried to work with businesses to determine what they needed to install to comply. Councilor Ballew asked about the cost difference between traps and interceptors. Mr. Hamann said a grease trap cost about $1500-$2000 and an interceptor about $5000-$10,000, more if there were plumbing issues or the ground needed to be dug up for installation. Councilor Pishioneri asked if the City worked with County inspectors. Yes. , Mr. Leahy said another tool was the Fire Marshal's office that looked at the kitchens for build up of grease. They, too, worked with the County Health Department. Recently there was some enforcement action and several restaurants were cleaned up. Mr. Hamann said once the grease was removed, it could be used for biodiesel. In the future, more places could voluntarily take out the grease if it was worth money. Councilor Ballew asked if the City could fme businesses if they failed to comply. Mr. Hamann said they had not had to fine anyone. Mr. Leahy said the City had the ability to . fine and recently the Fire Marshal did fme a business. It was a Municipal Court citation. 2. Contract with Local Tow Companies. City of Springfield Council Work Session Minutes September 11,2006 Page 3 Police Chief Jerry Smith presented the staff report on this item. The contractual arrangement with local towing companies for removal of vehicles is up for renewal. The City, through its police department, has a contractual arrangement with local towing companies for the removal of vehicles as requested by the police department. The police department requests services from authorized tow companies on a rotating basis on a regular basis. Substantive changes from the current agreement include the facilities requirement for storage and the rates and charges that may be imposed by the tow companies. At the direction of Council in previous discussions, a three year agreement has been developed mandating that Tow Companies must have storage and business facilities located within the City of Springfield or within one mile of the Springfield City limits. There is a provision in the proposed contract granting until July, 2007 to comply with this restriction. In meeting with the tow companies, the issue of rates was discussed and the last rate changes under this agreement were in 2003. Rates proposed in this agreement were based upon a comparative study of other similar sized jurisdictions in Oregon, including Albany, Eugene, Bend, Medford, Tigard, Corvallis, Lane County and Washington County. Chief Smith said Captain Lewis had done a lot of research regarding the rates charged in other cities. He said page 9 of contract referred to the siting of the storage facilities and business offices of the tow company. Councilor Ralston asked why the City paid the bill for towing a vehicle for evidence. He asked if the City could charge the person who was arrested. Chief Smith said it was a due process iss\le as it would be for the state and the city, not requested by the owner. If the person was pulled over for a Driving Under the Influence of Intoxicants (DUll), the owner would be charged for that cost. State law provides that under the DUll, Driving Without a License or Driving Without Insurance, the political jurisdiction could impound the vehicle and charge administrative fees. It does not provide the City the authority to charge a citizen that has been charged with a crime when and the Police feel the vehicle was of evidentiary value and chose to seize the vehicle. Councilor Pishioneri said there was a difference between evidentiary seizure and impoundment. He explained the difference. If a person was eventually convicted, the City could recover the costs. Chief Smith said the City does not seize many vehicles. Councilor Ralston asked if the City had a daily fee for holding a vehicle. Chief Smith said evidentiary vehicles would be kept at the City's vehicle storage. Those held for DUll, etc. would be held at the Tow Companies lot at the owner's expense. City of Springfield Council Work Session Minutes September 11, 2006 Page 4 Councilor Ralston referred to page 10 of the contract which referred to the term 'statutory time period' and asked what it meant. Chief Smith it was in the Oregon Revised Statutes (ORS). He believed it was 30 days. Councilor Pishioneri offered some recommendations for some rewording of the contract: I. Page 4, 2nd paragraph of subsection 7: "City may, at its option, cancel the request. . .". He said it wasn't clear that included without compensation. 2. Page 5, subsection 9.h.: "... language offensive to citizens;" He asked if"or towards any city representative" could be added. 3. Page 6, subsection II.D: "... approaching traffic of impending danger:" He asked to add, "nor shall it be used after leaving the scene". 4. Page 1 0, subsection 16. He asked to have something included related to personal property not being held that is tools of a person's trade. He referred to civil law related to that issue. Mr. Leahy said he would check on the 4th issue and would make changes accordingly. Councilor Pishioneri continued with the following question: 5. Page 11, subsection 19.B: He asked if the tow companies would be able to charge for materials such as flares, cable, etc. Mr. Leahy said he did not believe the tow companies could charge extra for that. The contract covered all of those costs. He said they could make it clear in the contract. Councilor Ballew referred to the list of reimbursements. She asked where they fell in regards to other jurisdictions. Chief Smith said it was in the upper half, and was more than it had been. Mr. Leahy said the proposed changes would be made and the contract would come back to Council during their September 18 Council meeting. 3. League of Oregon Cities Conference - Voting Delegate Designation. City Manager Gino Grimaldi presented the staff report on this item. The annual business meeting of the League of Oregon Cities will be held on Saturday, September 30, 2006, in conjunction with the League of Oregon Cities Conference, September 28-30, 2006, at the Portland MarriottlDowntown Waterfront. Each city is entitled to cast one vote at the business meeting. Therefore a voting delegate is needed to represent Springfield. Councilor Woodrow moved with a second by Councilor Pishioneri to appoint Mayor Leiken as voting delegate to the LOC. All Councilors agreed. ADJOURNMENT City of Springfield Council Work Session Minutes September 11, 2006 Page 5 The meeting was adjourned at approximately 5:59 pm. Minutes Recorder - Amy Sowa " Attest: ~~ Amy So / City Recorder