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HomeMy WebLinkAbout11/21/2005 Regular . . . , . . I City of Springfield Regular Meeting MINUTES OF THE REGULAR MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY NOVEMBER 21, 2005 The City of Springfield council met in regular session in the Council Meeting Room, 225 Fifth Street, Springfield, Oregon, on Monday, November 21,2005, at 7:10 p.m., with Mayor Leiken presiding. ATTENDANCE Present were Mayor Leiken and Councilors Ballew, Fitch, Ralston, Lundberg, and Woodrow. Also present were City Manager Mike Kelly, Assistant City Manager Cynthia Pappas, City Attorney Joe Leahy, City Recorder Amy Sowa and members of the staff. Councilor Pishioneri was absent (excused). Mayor Leiken asked for a moment of silence in honor of Ed Harms, former Mayor and City Attorney, who passed away. Mayor Leiken noted some of Mr. Harms many accomplishments. PLEDGE OF ALLEGIANCE The Pledge of Allegiance was led by Mayor Leiken. SPRINGFIELD UPBEAT 1. Children's Book Week Bookmark Contest. Librarian Judy Harold presented this item. She gave a brief history of the Bookmark contest, which had be in place for twenty-five years, and the many children who have WOn over the years. She talked about a visit from an author of children's books to the Library during Children's Book Week. She discussed the impact of this contest On many students in Springfield. Mayor Leiken introduced the winners of the bookmark contest and presented them with packets: · First Grade - Sam Siegmund, Page Elementary · Second Grade - Nelson Cortes, Brattain Elementary · Third Grade - Kayla Carlisle, Yolanda Elementary · Fourth Grade - Keith Faught, Maple Elementary · Fifth Grade - Tie, Ashley Spinelli, Yolanda Elementary · Fifth Grade - Tie, Luna Sansone, Home School · Middle School Winner (8th grader) Nikki Brackett, Briggs Middle School (One winner chosen from 6th, 7th and 8th grade entries). 2. Groundwater Guardians Presentation. Chuck Davis from Springfield Utility Board presented this item. Mr. Davis gave a brief history of the Groundwater Guardians. He discussed some of the many volunteers who had served On the Groundwater Guardians. He discussed the national recognition the Groundwater Guardians had City of Springfield Council Regular Meeting Minutes November 21, 2005 Page 2 . received, including the Groundwater Educator of the Year award received by Stewart Perlmeter last year and the E. Benjamin Nelson Groundwater Service award received by Dennis Nelson with the State of Oregon, Springfield office. He said the Groundwater Guardians was a results oriented group, making lists of goals each year and following through. He gave examples of work done by the Groundwater Guardians this past year. He presented a new Groundwater Guardians plaque to the City of Springfield and a "Proud to be a Groundwater Guardian" sign. CONSENT CALENDAR IT WAS MOVED BY COUNCILOR WOODROW WITH A SECOND BY COUNCILOR LUNDBERG TO APPROVE THE CONSENT CALENDAR. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST (1 ABSENT - PISmONERI). 1. Claims 2. Minutes a. November 7,2005 - Work Session 3. Resolutions 4. Ordinances . 5. Other Routine Matters ITEMS REMOVED FROM THE CONSENT CALENDAR PUBLIC HEARINGS 1. Supplemental Budget Resolution. . RESOLUTION NO. 05-54 - A RESOLUTION ADJUSTING RESOURCES AND REQUIREMENTS IN THE GENERAL FUND, STREET FUND, SPECIAL REVENUE FUND, TRANSIENT ROOM TAX FUND, COMMUNITY DEVELOPMENT FUND, BUILDING CODE FUND, FIRE LOCAL OPTION LEVY FUND, POLICE LOCAL OPTION LEVY FUND, BANCROFT REDEMPTION FUND, BOND SINKING FUND, SEWER CAPITAL PROJECTS FUND, DEVELOPMENT ASSESSMENT CAPITAL FUND, DEVELOPMENT PROJECTS FUND, DRAINAGE CAPITAL PROJECTS FUND, G.O. BOND CAPITAL PROJECTS FUND, POLICE BUILDING BOND FUND, REGIONAL WASTEWATER CAPITAL FUND, STREET CAPITAL FUND, TRANSPORTATION SDC FUND, REGIONAL WASTEWATER SDC FUND, STORM IMPROVEMENT SDC FUND, SANITARY IMPROVEMENT SDC FUND, REGIONAL WASTEWATER REIMBURSEMENT SDC FUND, REGIONAL WASTEWATER IMPROVEMENT SDC FUND, TRANSPORTATION REIMBURSEMENT SDC FUND, TRANSPORTATION IMPROVEMENT SDC FUND, SEWER OPERATIONS FUND. REGIONAL WASTEWATER FUND. EMERGENCY MEDICAL SERVICES FUND, STORM DRAINAGE OPERATIONS FUND, BOOTH KELLY FUND, REGIONAL FIBER CONSORTIUM FUND, INSURANCE FUND. VEHICLE AND EQUIPMENT FUND AND SDC ADMINISTRATION FUND. City of Springfield Council Regular Meeting Minutes November 21,2005 Page 3 . Finance Director Bob Duey presented the staff report on this item. At various times during the fiscal year the council is requested to make adjustments to the fiscal year budget to reflect needed changes in planned activities, to recognize new revenues, or to make other required adjustments. These adjustments to resources and requirements which change the current budget are processed through supplemental budget requests that the Finance Department schedules on an annual basis. This is the ftrst of four scheduled FY06 supplemental requests to come before council. The supplemental budget being presented includes: adjusting resources and requirements in the General Fund, Street Fund, Special Revenue Fund, Transient Room Tax Fund, Community Development Fund, Building Code Fund, Fire Local Option Levy Fund, Police Local Option Levy Fund, Bancroft Redemption Fund, Bond Sinking Fund, Sewer Capital Projects Fund, Development Assessment Capital Fund, Development Projects Fund, Drainage Capital Projects Fund, G.O. Bond Capital Projects Fund, Police Building Bond Fund, Regional Wastewater Capital Fund, Street Capital Fund, Transportation SDC Fund, Sanitary Improvement SDC Fund, Regional Wastewater Reimbursement SDC Fund, Regional Wastewater Improvement SDC Fund, Transportation Reimbursement SDC fund, Transportation Improvement SDC Fund, Sewer Operations Fund, Regional Wastewater Fund, Emergency Medical Services Fund, Storm Drainage Operations Fund, Booth Kelly Fund, Regional Fiber Consortium Fund, Insurance Fund, Vehicle and Equipment Fund and SDC Administration Fund. . The City Council is asked to approve the attached Supplemental Budget Resolution. The overall fmancial impact of the Supplemental Budget Resolution is to increase total appropriations by $24,754,763. Mr. Duey explained the change in the supplemental budget and the reasons for these requests. He said nearly seventy percent of the changes were due to combination of a large number of capital projects, particularly in the RiverBend area that had been carried over and the regional wastewater capital plans. He discussed reappropriations of about $6.9M, with $5.5M of that being capital projects that council had already approved. He discussed the incentive program. Mr. Duey pointed out new appropriations of$12,168,136, nearly $9M which was the refunding of the General Obligation (GO) capital bonds. Mr. Duey referred to the New Appropriations as noted on the bottom in Attachment 1 included in the agenda packet. He discussed the new appropriations. Councilor Ballew said it seemed there were a lot of mistakes made in the budget that were being corrected. She asked if that was normaL Mr. Duey said it was normal to have three or four errors each year. He said it was sometimes a lack of information and sometimes mistakes due to the volume. He said they tried to catch anything major. . Councilor Ballew asked about 'unallowable' expenditures. She asked if Department Directors knew what those were. . City of Springfield Council Regular Meeting Minutes November 21, 2005 Page 4 Mr. Duey said most of those related to grants. Mayor Leiken opened the public hearing. 1. Fred Simmons. 312 South 520d Place. Springfield. OR. Mr. Simmons said this was the largest budget correction in Springfield's history and it was very significant. He referred to $13,000 spent because of the visit of the representative of the Thai Royal Family. He said he spoke with Library Director Bob Russell who explained that the expenditure was actually reupholstering of worn furniture in the Library. He noted the number of transfers into the non-departmental fund categories. He said there was not a full explanation of what happened to those dollars later On. He said there should be further explanation of some of those transfers, especially the non-departmental, non-designated transfers that go into the general reserve category. He was suspicious of where those dollars had gone and would like to see further explanation to citizens. Mayor Leiken closed the public hearing. IT WAS MOVED BY COUNCILOR WOODROW WITH A SECOND BY COUNCILOR LUNDBERG TO ADOPT RESOLUTION NO. 05-54. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST (1 ABSENT - PISmONERI) 2. Annexation of Property Owned by John and Lynne Clouse to the City of Springfield, Journal Number LRP2004-000 11. . RESOLUTION NO. 05-55 - A RESOLUTION INITIATING ANNEXATION OF CERTAIN TERRITORY TO THE CITY OF SPRINGFIELD AND REQUESTING THAT THE LANE COUNTY LOCAL GOVERNMENT BOUNDARY COMMISSION APPROVE THE ANNEXATION BY EXPEDITED PROCESS. City Planner Jim Donovan presented the staff report On this item. The applicant is requesting annexation of approximately 3.8 acres of property located south ofMt. Vernon Road at the S. 57th Street intersection. The applicant requests annexation in order to permit the future development of a residential subdivision on the property, consistent with the standards of the Low Density Residential (LDR) zoning district. Subdivisions are not permitted in the Urbanizable Fringe Overlay District, and annexation is required. The property is addressed as 5693 Mt. Vernon Road and is otherwise known as Lane County Assessor's Map Number 18-02-04-14, Tax Lot 1200 (see Attachment 1). The City Council is authorized by ORS 1 99.490(2)(a)(B) to initiate annexation upon receiving consent in writing from a majority of the electors registered in the territory proposed to be annexed. Signatures from 100% of property owners have been obtained, there are nO registered voters residing On the property. With council approval, this resolution will be forwarded to the Lane County Local Government Boundary Commission with a recommendation for an expedited process. . Article 6.030(2) of the Springfield Development Code requires that territories considered for annexation must be provided with "key urban facilities and services", as required by Metro Plan Policy 8.a, Page II-B-4. The Metro Plan defines these key urb'cm services as water, sewer, storm water. facilities, streets, electricity, parks, fire/emergency services, and schools. Staff finds that City of Springfield Council Regular Meeting Minutes November 21, 2005 Page 5 . all key urban services necessary to serve the site are available or programmed for construction in an orderly and efficient timeframe. The attached Annexation Agreement has been negotiated between the City Engineer and the applicant for proportional financial participation in pending street and utility projects; the attached Resolution authorizes the City Manager to sign the agreement. Councilor Ballew asked why an expedited process was being requested. Mr. Donovan said it was the Boundary Commission process to provide public notice ofthe annexation. Ifno one requested a hearing within twenty-five days, the annexation would be approved at the end of that twenty-five day period. He said expedited process was typically to speed the development process along. He noted that the Boundary Commission met every other month, so the expedited process allowed them to proceed. Councilor Ballew said she would like an explanation noted in the staff report when an expedited process was requested. Councilor Woodrow asked if this would be part of the Jasper Meadows development. Mr. Donovan said it was abutting, but not part of Jasper Meadows. Some of the utility facilities were being provided as part ofthe Jasper Meadows master plan. This property was adjacent to Phases I and II. . Mayor Leiken opened the public hearing. No one appeared to speak. Mayor Leiken closed the public hearing. IT WAS MOVED BY COUNCILOR WOODROW WITH A SECOND BY COUNCILOR LUNDBERG TO ADOPT RESOLUTION NO. 05-55. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST (1 ABSENT - PISmONERI) BUSINESS FROM THE AUDIENCE 1. David Calderwood. 28104 Spencer Creek Road. Eugene. OR Mr. Calderwood read from a letter from Dr. Larry E. Mullarkey which was distributed to the Mayor and Council and was entered into the record. Mr. Calderwood said he hoped council would read a report that he submitted and that was included in the agenda packet. . 2. Lorraine Still. P.O. Box 1213. Creswell. OR Ms. Still distributed a letter and attachments regarding her testimony. She said she and her husband were present to ask council to reject the mandatory rabies reporting. She said the intent of rabies reporting was to raise dog license compliance and increase revenue for LCARA. She said that goal was to be achieved by turning veterinarians into enforcement tools for the county by requiring them to report to LCARA the names and addresses of clients who had their dogs vaccinating against rabies. This would provide LCARA with a database of vaccinated dogs which would in turn be cross referenced with a data base of licensed dogs to fmd dogs not licensed. LCARA would then City of Springfield Council Regular Meeting Minutes November 21,2005 Page 6 . come after those whose dogs weren't licensed. She said this attempt of revenue gathering was wrong. She quoted Steve Cornacchia from an article in the Springfield News in the mid- 1990's when he was a Lane County Commissioner regarding government going door to door to check On the citizens. She said it was wrong to make the veterinarians the enforcer in requiring them to report rabies vaccination. She said she and her husband had lived in Lane County for nearly fifty years. They believed dogs should be licensed and vaccinated as were theirs, however mandatory rabies reporting was counterproductive and potentially dangerous in a health and safety standpoint. She discussed Senate Bi11556, which was withdrawn for lack of support. She discussed other cities that had rejected mandatory rabies reporting. She spoke of current rabies records which already made it easy for authorities to determine if a dog had been vaccinated in the event of a dog bite. She said mandatory rabies reporting put the veterinarians in the middle of government and confidentiality of veterinarians. She said people would go to communities where mandatory reporting was not required. She noted examples. She said people may stop vaccinating their pets against rabies for fear of being put in the database that may be used irresponsibility. . 3. Carolyn Hancock. 2663 Nova Street. Springfield. OR Ms. Hancock said she lived in Springfield by choice because she believed Springfield listened to people who lived here and the City Council voted accordingly. She said requiring veterinarians to report rabies vaccinations to LCARA would decrease the number of people who would get their pets vaccinated. She said responsible pet owners already vaccinated their pets and licensed them. She said she was the owner of Shelties and had been doing pet therapy in nursing homes for the past thirteen years. Ms. Hancock discussed her own pets and that she vaccinated and licensed them. When her Shelties became too old to do pet therapy, and she bought a new one to take its place, she would be out of compliance with the number of dogs she would own. She would then be forced to choose which old dog to put to sleep and she felt that was unfair to a dog that had spent its life giving love to the elderly and disabled. She said this was just a money making proposition for LCARA. She said the ordinance was only the beginning. She discussed changes that could occur in the future if this was put into place. She said Springfield was independent and worked with their residents, not controlled them. . 4. Martha DeWees. McKenzie Animal Hospital. 5303 Main Street. Springfield. OR Dr. DeWees was the OWner of McKenzie Animal Hospital. She was also President of the Board of the Emergency Veterinarian Hospital which was moved from Eugene to Springfield in the early 1990's. Dr. DeWees said she believed dog control was important and urged Springfield to work with Lane County. She said she was concerned, however, about the mandatory rabies reporting. She said from what she understood, Lane County said this was a health concern, but she said the database was already available through the veterinarians. She noted that rabies was the only disease that could be vaccinated for after exposure. She explained and noted it was not an emergency. Medical officials were required to report all dog bite injuries and the decision to put someOne through a post exposure rabies vaccination series depended On several factors, including whether or not the bite was provoked or not. The public health veterinarian would be brought in to that discussion and the vaccination of the dog would be considered. The purpose of the database kept by each veterinarian was to verify the vaccination was current. She said she did not believe mandatory rabies reporting would bring improvement in public health, in fact in her own experience with mandatory rabies reporting, she felt it might cause a decrease in people vaccinating their pets. Education and teaching people the value of dog control was the way to go, not requiring reporting of . City of Springfield Council Regular Meeting Minutes November 21,2005 Page 7 vaccinations. She discussed Lowell's decision to take the mandatory rabies reporting section out of the ordinance. 5. Fred Simmons, 312 S. 52nd Place, Springfield. OR. Mr. Simmons discussed the Coburg question. He said the data presented by staff showed the capital cost of the plant, but did not reflect the interest that was paid On the original bond issue. When Coburg presented their data, they did not include interest On capitalization that they would have to do in their facility. Before making a valid decision On whether or not to bring Coburg in, council needed all the facts, including the prediction of what that interest cost was On the original construction and any other interest cost that had been paid. He said Coburg should also include the interest costs. With these interest costs calculated in, the two figures may be closer together than originally thought. He said council needed to consider the rate payers that paid that interest in that capital cost. . 6. Harold Bowen, 160 N. 35th Street. Springfield, OR Mr. Bowen said he had lived in Springfield since 1964 and at his current residence since 1972. He said over the last three years, his whole home vibrated and the property shook. He said he had walked across the street and it was shaking there also. He said there were two things that had changed. The first was the store and the other was the house next door with a heat pump. He was told the heat pump was up to code and there was nothing that could be done. He wondered what could be done. He said he had talked with a number of people about this. He said in 2003 he got pneumonia because he couldn't sleep in his bed or walk across the floor due to the shaking. He was recently diagnosed with shingles and believed it was due to his nerves because of the shaking. He was hoping someOne could help. He noted shaking at the hospital as well which the nurse confIrmed. Mayor Leiken asked if a staff person could work with Mr. Bowen On this issue. Mr. Kelly said staff would gather more information, make a site visit and try to work with Mr. Bowen to determine if there was something the city could do. 7. Flo Brewer, P.O. Box 186, Junction City, OR Ms. Brewer spoke against the mandatory rabies reporting. She said this was presented to Junction City as a health crisis in the county during the fIrst reading. At the second reading, more facts were presented to the City Council in Junction City and they referred it to their Public Safety Committee. The item was currently tabled due to the facts received not agreeing with the original facts. She urged council to get all the facts and make a decision. She said there had only been two cases of rabies reported in Oregon over the last thirty or forty years. She said most rabies were from bats and most often contracted by cats. 8. Steve Moe, P.O. Box 847, Springfield, OR Mr. Moe said he was happy with the choice of Gino Grimaldi for City Manager, but was not happy with the process. He said the two internal candidates were not treated fairly. Mr. Moe said he noted that many of the subcontractors working On the Walgreens building On Mohawk were from out of town and he would prefer to have local contractors be able to bid and have a good chance to work On the new Public Service building. . 9. Gery VanderMeer, 2604 J Street, Springfield, OR Mr. VanderMeer said last week council received a staff report summing up the fmdings from the Mayor's committee for funding of City of Springfield Council Regular Meeting Minutes November 21,2005 Page 8 . . the jail for the new justice center. He said he had attended all but three of those meetings. He discussed the AMR phone survey, and said the third question asked "are you aware that the jail won't be built unless voters approve funds to staff it?". He said during the campaign for the jail he did not believe it was mentioned that any additional taxes would be mandated as part of the jail construction. He said the voters were told no bonds would be sold until the source of the jail funding was identified. He felt there was deception in the survey. He said the most plausible survey question was not included in the survey. He said that question would be "would you prefer that the city shift existing funds to run that jail rather than raise taxes?". He said in the best case scenario, only four out often voters would be likely to approve any new revenue stream to fund this jail. Springfield desperately needed the jail, but voters would not approve anything unless they knew every effort had been made to internally fmd the funding for the jail. During the committee meeting, Springfield Police Chief Smith had been told by the Lane County Sheriff that Springfield arrestees were the ftrst to be matrixed out of the Lane County jail. A large portion of Springfteld's police resources were being used to deal with these repeat offenders. He said the jail would provide a solution to this problem, but also reduce the approximate $l.2M the city was currently spending each year to deai with failure to appear problems. He said the committee report only asked that any of the $1.2M that was currently being spent should be allocated to the jail. No more studies needed to be made. The Public Safety Coordinating Council had already identifted the funds and the city needing to spend them now. He said it would take political courage by City Council, to allocate $600,000 to funding the jail. He said the voters needed to be convinced that the city was being responsible before they would allow any additional revenue stream to support the jail. He said he hoped to speak to council at a later date in more detail On this matter. Mayor Leiken asked when the Rabies Reporting issue would be coming back to council. Ms. Pappas said it would come before council On November 28,2005. COUNCIL RESPONSE CORRESPONDENCE AND PETITIONS 1. Correspondence from Brian Antone, 6790 Jacob Lane, Springfield, OR Regarding the Levi Landing Subdivision. 2. Correspondence from Nick Shevchynski, 2315 Marcola Road, Springfield, OR Regarding a Claim for Damages. 3. Correspondence from David Calderwood, 28104 Spencer Ck. Rd., Eugene, OR Regarding Mandatory Rabies Reporting. 4. Correspondence from David Suchart, Director, Lane County Management Services Regarding the October 10, 2005 Work Session Discussion of the Rabies Reporting. . 1. Bid Award for Police Communications Grant. . City of Springfield Council Regular Meeting Minutes November 21,2005 Page 9 Police Chief Jerry Smith presented the staff report On this item. The Police Department is seeking council approval to upgrade two existing radio console positions, and to purchase a third radio console position, with Homeland Security Grant money to improve the capacity and interoperability of the Police Radio System. In June of2004, the Police Department was awarded $65,000 in Homeland Security Grants to upgrade the police radio system and add a third operating position. Completion of this project will increase the capacity of the Police Dispatch center to handle additional radio traffic. The grant does not require matching funds from the city. After the award of the grant, the department contacted DAY Wireless to begin actual design work within the available grant budget. Equipment purchased must be compatible with the existing Motorola Astro radio system, and DAY Wireless is the only local authorized Motorola dealer. Councilor Ballew asked if the radios requested were in the offices or in the cars. Chief Smith said the console was in the dispatch center. Councilor Ballew asked what it would look like. Chief Smith explained. He said the third station would be set up similar to the other two stations. . Councilor Ballew asked if they were asking for funding for an additional position. Chief Smith said they were not, just equipment. IT WAS MOVED BY COUNCILOR WOODROW WITH A SECOND BY COUNCILOR LUNDBERG TO APPROVE TO AWARD A CONTRACT FOR UPGRADE OF 2 EXISTING POLICE DISPATCH RADIO CONSOLES, AN ADDITION OF A 3RD RADIO CONSOLE POSITION, NOT TO EXCEED $65,000, TO DAY WIRELESS USING 2004 HOMELAND SECURITY GRANT FUNDS. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST (1 ABSENT - PISmONERI). ORDINANCES BUSINESS FROM THE CITY COUNCIL 1. Committee Appointments a. Community Development Advisory Committee (CDAC) Appointment. . Housing Manager Kevin Ko presented the staff report on this item. Three positions On the CDAC are scheduled to expire on December 31,2005, due to term expirations of Stuart Gourley and Patricia Scarci and the resignation of Elizabeth Stubbs. All positions are at-large appointments. The terms for the three available positions will begin upon appointment by the Springfield City Council and will continue through December 31, 2009. r . City of Springfield Council Regular Meeting Minutes November 21,2005 Page 10 The CDAC consists of six at-large positions from the community, One representative from the City Council and one representative from the Planning Commission. The CDAC advises the City Council on all matters related to the city's housing and community development activities which are funded annually by Community Development Block Grant (CDBG) funds and HOME Investment Partnership Program (HOME) funds received from HUD. Applications are encouraged from lower income earners, residents of lower income neighborhoods, racial and ethnic minorities, senior citizens, disabled individuals and female heads of households. All applicants must live within the city limits of Springfield. The positions are available as a result ofthe upcoming term expirations of Stuart "Corky" Gourley, Patricia Scarci and Elizabeth Stubbs On December 31, 2005. The notice of available positions was posted on October 6, 2005 and applications were being accepted through November 7, 2005. Two qualified applications were received for the three available positions. Staff presented the applications of Andrea Adams and Erin Lynch to the Council at the November 14,2005 work session. Council recommended Adams and Lynch for appointment to the CDAC. Staff is requesting that Council appoint Adams and Lynch to fill two of the three available positions on the CDAC. If the council approves the appointments of Adams and Lynch, a notice of an available position on the CDAC will be posted for the final open position. We are hoping to have all vacant positions filled prior to the fIrst CDAC meeting at the end of January. . IT WAS MOVED BY COUNCILOR WOODROW WITH A SECOND BY COUNCILOR LUNDBERG TO APPOINT ANDREA ADAMS AND ERIN LYNCH TO SERVE ON THE COMMUNITY DEVELOPMENT ADVISORY COMMITTEE (CDAC) WITH TERMS TO EXPIRE DECEMBER 31,2009. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST (1 ABSENT - PISmONERI) 2. Business from Council a. City Manager Contract. Human Resources Director Bill Spiry presented the staff report On this item. The terms of the attached proposed Employment Agreement between the city and Gino Grimaldi are consistent with the terms of the Letter of Understanding adopted by council On November 7, 2005. This agreement has been reviewed by Council President John Woodrow and the City Attorney, and is being recommended by the Judiciary Committee for adoption. The proposed Employment Agreement between the City of Springfield and Gino Grimaldi provides for a starting annual base salary for Mr. Grimaldi of $142,961, with periodic cost of living adjustments to be based upon cost of living adjustments granted to non-union employees of the city. The contract provides that Mr. Grimaldi may participate in the city's deferred compensation program, with matching contributions to be made by the city not to exceed $5,200 annually. The contract also provides that Mr. Grimaldi will be paid an annual car allowance of $4,800. The terms ofthis agreement will commence upon Mr. Grimaldi's date of employment, which will begin nO later than July 1, 2006. . Mr. Spiry noted some of the other aspects of this contract. City of Springfield Council Regular Meeting Minutes November 21, 2005 Page 11 . IT WAS MOVED BY COUNCILOR WOODROW WITH A SECOND BY COUNCILOR LUNDBERG TO APPROVE THE EMPLOYMENT AGREEMENT BETWEEN THE CITY OF SPRINGFIELD AND GINO GRIMALDI. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST (1 ABSENT - PISmONERI). b. Committee Reports 1. Councilor Lundberg reported On Region 2050. She said the group was trying to make progress regarding process and product that would come from Region 2050. She said Lane Shetterly from the Department of Land Conservation and Development (DLCD) and John VanLandingham attended last week's meeting. Dialogue was continuing via email. Councilor Lundberg presented a framed certificate from Brattain Elementary thanking the city for their contribution to the playground improvement. She said the kids in the surrounding neighborhood did not have a lot, and thanks to the Community Development Block Grant (CDBG) funding allocation last year there was now a wonderful playground. . 2. Councilor Fitch said notification was received on Friday that Veteran's Administration (VA) Housing and Urban Development (HUD) would be awarding $300,000 to the Wildish Theater toward getting it finished. The Springfield Renaissance Development Corporation (SRDC) was working with the school district for additional funding, as the school would be using the facility for its Arts School. They were also analyzing what other funding might be available. She thanked the Mayor and everyone else that had put in the time and effort to make this happen. 3. Councilor Ralston said he and Councilor Pishioneri were on the Highway 126 Task Force. He said any COncerns council had regarding this item could be forwarded to either of them. He said the Fire and Life Safety (F&LS) Blue Ribbon Committee had its last meeting. Next week the chair of the committee would give a presentation to council. He said the City of Eugene did appoint David Monk to the Lane Regional Air Pollution Authority (LRAP A) Board. 4. Councilor Ballew discussed the League of Oregon Cities (LOC) conference. She attended a training for six hours on Sunday. 5. Mayor Leiken asked Library Director Bob Russell to come forward. He said Springfield was able to receive library books from the King of Thailand. Mr. Russell did a great job putting this together and Mayor Leiken thanked him. He said it was a very nice ceremony and a dignitary from the King's office came out to present the books. There were other potential visits including one from the Crown Prince. He said Thailand government was similar to British rule. The King had ruled for 60 years. . Mr. Russell said the last word he had received was that the Crown Princess would be attending rather than the Crown Prince. He said it was a very accomplished family of four children. He said the two daughters had PhD's and were college professors and One of the SOnS was a fighter pilot. He thanked Mayor Leiken for his kind words. City of Springfield Council Regular Meeting Minutes November 21,2005 Page 12 . Mayor Leiken said Eugene, Springfield and the University of Oregon were the only Ones in the United States that received this gift from Thailand. He again commended Mr. Russell for his part in this. BUSINESS FROM THE CITY MANAGER 1. Justice Center Architect - Review of Contract. (This item was moved from the Work Session to the Regular Meeting.) Project Manager Carole Knapel presented the staff report on this item. On October 3,2005, staff presented the recommendation of the Architect Selection Committee. The committee recommended Robertson Sherwood as the top-ranked fIrm. The council authorized staff to negotiate a contract with the firm. . On October 3,2005 the council authorized staff to begin negotiations with the top-ranked fIrm Robertson Sherwood. The city's negotiation team includes Cynthia Pappas, Dan Brown, Bob Duey, Dave Puent, Carole Knapel, Susanna Julber and Joe Leahy. The team has met weekly to discuss the contract terms and fee. The draft contract includes the provisions as required in the Request for Proposals. The Architect will prepare up to four site options for the facility. These options will be review by the Community Advisory Committee and staff. The options will then be presented to the City Council for the fmal decision regarding the site and massing of the facility. The Architect will design the facility in a manner which will accommodate phased construction so that the City can determine whether to COnstruct the facility in a single phase or in two phases. The Architect will participate in the public involvement process by meeting regularly with the Community Advisory Committee (CAC), by participating in community workshops and presentations and by providing materials for displays and Web-based publications. The design of the facility will incorporate sustainable design and energy saving opportunities in order to ensure that the facility is as efficient as possible to operate. The Architect has presented a fee proposal of $2, 118,000 and reimbursable expenses of $110,000 for this work. The city's negotiation team is working to review the fee proposal and to negotiate costs. Staff anticipates bringing a recommended contract to council for approval at the Regular Meeting On November 28,2005. Ms. Knapel said there were specific items that were included for the architect to perform during the course of the work in response to the issues that were important to Springfield. The architect would present four site options for staff and the CAC. Staff would then bring the recommendations from staff and the CAC to council so council could decide which options they would want to go forward with on the project. She said the architect would accommodate a phased construction schedule, which would allow council to determine if they wanted to move forward with building the jail at the same time as the other components of the Justice Center Project and to make a decision at any point in the process to build them separately or at the same time. . Ms. Knapel discussed the public involvement process which would involve the architect meeting with the CAC and providing information for other community workshops and presentations. This would allow them to share the project with as many people as possible. Sustainable design energy efficiency measures would also be incorporated using LEAD measures, although it would City of Springfield Council Regular Meeting Minutes November 21,2005 Page 13 . not be necessary to get certified by LEAD. She said negotiations on the fee proposal had continued and there was a reduction in the fee of about $63,000. She said the City Manager had asked her to address whether or not there was a difference in price if the low-bid process or Contract Manager/General Contractor (CM/GC) were used. She said that was difficult to answer. She explained how the costs could change throughout the project. She said staff would come back to council next week with a contract. Councilor Ballew said she would like to see a chart showing how the $2.lM was being allocated. Ms. Knapel said she could provide a chart over time and based On task. Councilor Ralston asked where Sherwood Robertson was located. Ms. Knapel said they had an office in Eugene. She reported that proposals had been received this afternoon for the CM/GC. All three proposals were from local firms or were combined with local firms. The recommendation from the CAC for the CM/GC would include a local firm. She said Robertson Sherwood was local and had combined with a justice firm out of Atlanta. BUSINESS FROM THE CITY ATTORNEY Mr. Leahy said the information requested by Councilor Ballew had also been requested by the negotiation team and was being put together. He said the architecture firm had done a number of projects in Eugene and Springfield. . Councilor Ballew said she loved the bookmarks from the Bookmark Contest and commented on her two favorites. Mayor Leiken asked Mr. Kelly the official date of his retirement. Mr. Kelly said it would be either December 5 or 6. He and Ms. Pappas were discussing that. He discussed the Goal Setting Session On December 5 and the Budget Committee Meeting on December 6. He said it would depend on his role at those meetings. ADJOURNMENT The meeting was adjourned at 8:21 p.m. Minutes Recorder Amy Sowa Attest: Ci~~ .