HomeMy WebLinkAboutItem 04 Council Minutes
SPRINGFIELD
CITY COUNCIL
Meeting Date:
Meeting Type:
Department:
Staff Contact:
Estimated Time:
April 7, 2008
AGENDA ITEM SUMMARY
Regular Meeting
City Manager's Office
Amy Sowa, 726-3700 oP
Consent Calendar
ITEM TITLE:
COUNCIL MINUTES
ACTION REQUESTED:
By motion, approval of the attached minutes.
ISSUE STATEMENT:
The attached minutes are submitted for Council approval.
ATTACHMENTS:
Minutes:
a) February 19,2008 - Work Session
b) March 3,2008 - Work Session
c) March 3, 2008 - Regular Meeting
d) March 10,2008 - Work Session
e) March 10,2008 - Special Regular Meeting
f) March 11,2008 - Joint City Council/Planning Commission
Work Session
g) March 17, 2008 ...:.. Work Session
h) March 17, 2008 - Regular Meeting
i) March 24,2008 - Work Session
DISCUSSION/ None
. FINANCIAL IMPACT:
Sowa/agenda/minutes AIS
City of Springfield
Work Session Meeting
MINUTES OF THE WORK SESSION MEETING OF
THE SPRINGFIELD CITY COUNCIL HELD
TUESDAY, FEBRUARY 19, 2008
The City of Springfield Council met in a work session in the Jesse Maine Room, 225 Fifth
Street, Springfield, Oregon, on Tuesday, February 19, 2008 at 5:31 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.
1. Classification and Compensation Study.
Human Resources Director Bill Spiry thanked the Council for their discussion at the Goal Setting
Session on February 11: He was excited to be part of a City that was going places and
accomplishing great things. He noted the quality of employees at the City. The ability to recruit
and keep the high quality employees was getting more difficult. He discussed the number of
retirements the City would be experiencing and the current market of workers. Competition to
recruit and retain those workers would be tough, as all organizations were facing the same
challenges.
Mr. Spiry presented the staff report on this item. Council has authorized funding for consultant
services in the 2008 fiscal year to conduct a compensation & classification study for the City.
During the budget process Council requested that additional information be presented prior to
commencement of the study to ensure that the objectives and focus of this project will align with
City strategic objectives.
This presentation is intended to identify the objectives of the study, to describe the systems and
issues to be addressed through the study, and to describe what the study will entail. .
The goals of this study are to update and redesign the position classification system, to redesign
the compensation plan to most effectively support the strategic objectives of the City, and to
establish salary ranges that are appropriately competitive with our comparable and relevant labor
markets.
The City has budgeted $100,000 in this fiscal year to cover the projected cost of contracting with
a professional consultant to conduct the phases of the study.
The last evaluation of the City's classification and compensation system was conducted over 25
years ago. This has resulted in a system that is inflexible, unresponsive to rapidly changing
business need, and increasingly difficult and costly to administer.
City of Springfield
Council Work Session Minutes
February 19,2008
Page 2
The last comprehensive review of salaries for non-union positions took place in 1995. Review of
pay rates for unionized positions has been limited to collective bargaining and reactive job
specific adjustments.
The City has attempted to maintain total compensation rates (base pay plus the value of city paid
fringe benefits) that are approximately equivalent to the average of comparable governmental
agencies in the region.
An adequate position classification system and competitive salary ranges are critical to attracting
and retaining qualified employees. Attracting and retaining qualified employees "is essential to
providing quality services to the citizens of Springfield in the most cost effective manner.
Depending upon the negotiated implementation approach, the possible cost of implementation
beginning in FY 2010 could range from 2 percent to 4 percent of annual salary in addition to
COLA based adjustments that may be necessary at the time of implementation.
Mr. Spiry said staff was proposing a comprehensive evaluation of the systems, development of
new or modified systems to meet those needs in classification and compensation, and.
implementation of those systems relevant to our labor markets. The project target date of
implementation of the process was July of 2009. Collective bargaining would be involved. He
noted that both AFSCME and OPEU contracts expired in the Spring of 2009. Council needed to
make decisions regarding the system and the cost of implementing the system. He explained the
decision points for the Council.
Mayor Leiken said he appreciated the work staff had put forth on this topic. The City had put
forth an aggressive agenda over the past decade and had accomplished many of the Copncil
goals. The City had about 430 employees that had helped facilitate private investments of over
$IB over the last decade. He noted that the Oregon Department of Transportation (ODOT) had
said there were only about seven certified surveyors under thirty years of age in Oregon. They
were having to import surveyors from Canada and other areas because of the shortage. Council
needed to ask what they wanted the community to continue to look like. The changes and growth
happened because of Council's vision and the fact that the staff carried out those visions. They
were complicated issues. As our City continued to grow, there would be a lot of big issues, and
technical staff were needed to understand those issues. It was important to look at how the City
could attract and keep employees here. People wouldn't get rich working in the public sector, but
it needed to be fulfilling. He felt that most employees understood that and he appreciated that
fact. He felt this report on this process was well done, and he appreciated that staff was looking
into this. The City had some great accomplishments in economic development and was now
looking at a lot of staff retiring that were involve.d in many of those accomplishments.
Councilor Ballew asked if the cost raise shown on the chart for one year would be accumulative
as people went into new payscales.
Mr. Spiry said that was correct.
Councilor Ballew said when going through the job descriptions, it would be good to have
someone in the City looking at those descriptions to make sure they reflected the actual job done.
City of Springfield
Council Work Session Minutes
February 19,2008
Page 3
Mr. Spiry said that was true. In the second phase of the project when they did the job analysis,
they would include that type of study for efficiencies.
Councilor Pishioneri said he thought this was long overdue. He asked how many job descriptions
were currently in place.
Mr. Spiry said there were about 115 classifications for 430 positions.
Councilor Pishioneri supported this, but understood there was anxiety about this for the
employees.
Councilor Wylie said she thought it was a good idea. She felt it was something that needed to be
done. As an employer of 140 people, she understood the need for equity between positions.
Meeting those needs was difficult. An overall study would benefit everyone, would be more fair,
and would put the City in a better position to recruit. She was appreciative of this work.
Mayor Leiken noted the mobile generation and said it was a reality. He hoped employees would
stay here for a long time, but it was hard to guarantee that.
Councilor Ballew said classification and compensation was key to employee recruitment and
retention, but was not the whole package. Job satisfaction and corporate culture were also
factors.
Mayor Leiken asked Mr. Spiry to address the potential for outsourcing. He said a good example
was with the engineers. Taxpayers' money would have a challenging time attracting certain
engineers that could make a lot more in the private sector.
Mr. Spiry said the first focus of the study was what the City was doing now and what needed to
be done. After those were laid out, they would look at resources and determine how to align
resources up to accomplish what heeded to be done. Some outsourcing was being done currently
out of necessity because positions weren't getting filled.
Councilor Lundberg said she knew staff was looking for direction from Council regarding the
four options in the agenda packet. She was looking to the rest of the Council for their thoughts.
Councilor Ralston said he had worked at FarWest Steel for 23 years and had not received more
than a one and a half percent raise in any year. Going forward with the Classific~tion and
Compensation study was important, but he wanted it heavily compared to the private sector. The
benefits and pay raises for City employees were exceeding revenues coming in. The City also
needed to maintain roads and buildings. At some point, they needed to be fiscally responsible
. because the Council was elected to represent the constituents rather than City employees. He
hoped that part of the study indicated there were many jobs at the City that were over paid, that
could be reduced over a phased approach. This was all in an effort to be fiscally responsible. The
City employees needed to be part of the solution, or positions or services would be cut. He
suggested going forward with the full study in Option 1, but he wanted to see the numbers and
comparisons before moving forward.
City of Springfield
Council Work Session Minutes
February 19,2008
Page 4
Councilor Woodrow thanked Mr. Spiry for the work done on this already. There were a lot of
things to look at, and he was sure staff would look at those things and bring back additional
information to the Council. He was fme with Option 1.
Councilor Lundberg said the Council wanted to go forward with the entire study (Option 1), look
at those results and make decisions based on those results.
Councilor Ballew said she was most interested in knowing what the City would be committing to
financially based on the results of the study. .
Mr. Grimaldi said award of the contract with the consultant would be the next action on this
item.
Councilor Pishioneri said this project would be difficult. The message they needed to send out to
the citizens was that we were looking at taking care of the City as well as the employees. It
would be bittersweet on many levels, but something needed to be done.
2. Continuation of Pioneer Parkway EmX 30 % Design Corridor Review.
Transportation Manager Tom Boyatt presented the staff report on this item. On February 4, 2008
the Council was presented with the EmX 30% Plans corridor review to highlight the proposed
treatment of issues including but not limited to impacts to private properties, loss of on-street
parking, and changes to the Pioneer Parkway and International Way corridors.
Due to time constraints a number of issues were not reviewed with Council and will be addressed
at this meeting, and possibly at one or more additional meetings as necessary. The issues not yet
covered include project betterments to mitigate corridor wide operational impacts, signal
operations and intersection designs, sight distance concerns at International Way/ Sports Way,
mid-block station locations and treatment for pedestrians at these locations, and construction
phasing. ODOT project issues to be addressed include the IGA between ODOT and L TD, access
management, lane geometries and widths, and bike lane connectivity. Please see Attachment A
in the agenda packet for a list of the issues indicating what was covered on 2/4/08, and what
remains to be covered. Please also refer to the AIS packet from 2/4/2008 for description of the
issues, maps, and other graphics.
Staff will pick up the discussion by quickly summarizing the issues addressed at the meeting on
2/4/08 and addressing any questions, before moving on to discuss project betterments, the
balance of engineering issues and ODOT issues.
Next steps will be for L TD to submit 70 percent plans to staff, iron out any final details, and then
prepare a 100 percent plan set for City PIP approval. Following PIP approval by the City
Engineer, the project would begin construction. Construction is anticipated to occur in 2009 and
2010.
Mr. Boyatt said during the February 4 meeting Council asked for more information from LTD on
the property outreach and bus station locations on Gateway and Harlow Roads. CounCil could
discuss that information first or wait until the other issues were addressed. A document
addressing those issues was distributed by LTD.
City of Springfield
Council Work Session Minutes
February 19,2008
Page 5
Councilor Pishioneri said he was not satisfied that all options had been considered regarding the
crosswalk in the Pioneer Parkway section. He would like to see all options. The need for one of
the lanes to go into the greenway had not been articulated to him and he didn't believe there was
a need to use it. He wanted an option that did not cross the bike path.
Stef Viggiano, Assistant General Manager from L TD, said the option not to cross the bike path
was difficult. At some point, it would need to cross if Pioneer Parkway West was used.
Councilor Pishioneri referred to the intersection at Pioneer Parkway andQ Street and could see
that interchange occurring in that location.
Mr. Viggiano said in the section north of where it crossed now, there were some very large trees
on the west side. They wanted to stay away from the west side of the median so that made it a
logical place to cross over to avoid those large trees and instead move over to the east side where
the trees were smaller.
Councilor Pishioneri "asked why they couldn't have the busses travel in mixed traffic in that area.
Mr. Viggiano said the goal was to have as many exclusive lanes as possible:
Councilor Pishioneri said he would like to see additional alternatives.
Councilor Wylie said there was a lot of discussion and concern about this during the February 4
meeting.
Mr. Grimaldi asked if Council would like to see an option that took out larger trees, but avoided
the crossing. No.
Councilor Pishioneri said he would like them to explore other options. If they found nothing else
worked, they would know they had done their due diligence.
Mr. Boyatt clarified that it was an option to the southbound busway being west of the path.
Council wanted to fmd a way to avoid the conflict if possible.
Councilor Ralston said he missed the meeting on February 4. He noted that one of the fIrst things
he had opposed was the EmX having as many exclusive lanes as possible. The primary
transportation routes were for cars. They needed to share as many lanes as possible. He was not
supportive of crossing the bikepath. '
Councilor Wylie said she felt very differently than Councilor Ralston on that issue. She believed
it best to try to move the busses quickly and freely. She said the safety issues were the main
concern at the last meeting. She hadn't heard anything that would guarantee safety at that
crossing. She could support an alternative of either not going across the bikepath or the safety
issue addressed.
Councilor Lundberg confmned this was a review of issues previously discussed. Yes.
City of Springfield
Council Work Session Minutes
February 19,2008
Page 6-
Councilor Ralston said most of the route was not exclusive lanes. There needed to be another
way to address this issue.
Councilor Lundberg restated that this issue needed further work to address the safety concerns at
the crossing.
Mr. Boyatt asked if Council had further discussion on the frrst four key issues. There was none.
Mr. Boyatt referred to the Council Briefmg Memorandum from the February 4 agenda packet,
page 2 of 4, which included discussion of project betterments. They were looking at a corridor
impact mitigation approach that balanced the operational impact of having the EmX system on
the streets and going thorough traffic lights, taking up green time with improvements to the
roadway network. Staff had focused on the most congested point of the corridor going
north/south, near the Q Street interchange with Pioneer Parkway. Mr. Boyatt said that Brian -
Barnett, Traffic Engineer, had some ideas and former Councilor Fitch had also relayed some
ideas at the Pioneer Parkway sub-committee meeting. There were some changes that L TD could
implement as part of this project that could add value to the system. The City's focus now was
on the north side of Highway 126, where the Q Street dogleg exit came in at the intersection.
Staff was looking into adding a dedicated right turn lane there so the right turners would be
pulled out of the through bound north traffic. Some other adjustments on the north side of the
intersection could be made to allow left turns going south to east and left turns going north to
west could run at the same time. Now they each had to take turns because of the configuration of
the intersection. He asked Council if staff was on the right track in terms of betterments and if
Council was comfortable letting staff negotiate those betterments with LTD.
Councilor Pishioneri said traffic going westbound on Q Street approaching Pioneer Parkway East
was narrowed down to a single lane at the Hwy. 126 offramp. There was a safety area painted
there that was ballooned out to the west of that intersection that prevented cars from queuing in
to the southbound turn from Q Street. There was an island to the east of that which took a lot of
property that could potentially include a second lane towards 5th Street. He noted the backed up
traffic in that area.
Brian Barnett, Traffic Engineer, addressed Councilor Pishioneri's question. He said that was
complimentary to one of the ideas included in the packet of making a curbside lane a through
and right shared lane on Pioneer Parkway. That would alleviate some of that congestion.
Mr. Boyatt said part of the challenge was that there wasn't enough green (traffic light) time to
queue up in that area.
Councilor Pishioneri said that was true, but if they had double the capacity in that area, they
could get twice the traffic through the light in the same amount of time.
Councilor Ballew asked about pedestrian traffic there.
Mr. Barnett said there were signalized pedestrian crossings at the offramp and intersection.
Councilor Ralston agreed that the betterment would help with traffic flow.
City of Springfield
Council Work Session Minutes
February 19,2008
Page 7
Councilor Lundberg said anything that could improve that intersection would be appreciated.
Councilor Pishioneri said he would like to see updates as options were formed.
Councilor,Lundberg noted the property in that area that was unused.
Mr. Boyatt said he believed that anything in the four comers around that interchange was State
owned.
Jeff Lange from ODOT said that would be his assumption as well.
Councilor Lundberg asked what ODOT was planning to do with that land.
Mr. Lange said if it was used for highway betterment, ODOT would be supportive.
Mayor Leiken asked about money dedicated to Q Street through the PeaceHealth agreement.
Mr. Boyatt said they had already made improvements to the eastbound offramp second lane. He
explained those improvements.
Mr. Boyatt said the last issue was the pedestrian activated signal crossing south of the
roundabout. He said it had not been fully investigated, but staff recognized it was not something
Council wanted to see in the initial roll out of the project. He had included that if there was some
type of problem that developed in that area, it could be revisited regar:diIig safety concerns. It
was proposed to be about 200 feet south of the roundabout. He explained the reasoning for
originally putting the signal in that location.
Councilor Woodrow asked if there was currently a stop at Pioneer Parkway at that location.
Mr. Viggiano said they used the stop on 5th Street for that area. There was limited service on
Pioneer Parkway.
Councilor Woodrow asked what evidence prompted putting a station there.
Mr. Viggiano said the idea was to serve the residential areas to the east and west of Pioneer
Parkway.
Councilor Woodrow asked if there was no place on the north side of Harlow to accommodate
those residents.
Mr. Boyatt said that area was blocked in by the soundwall and the approach to the roundabout.
Councilor Woodrow would like more information on why that site was chosen for a station. He
had concerns about pedestrian crossing, especially those that were handicapped.
Mr. Boyatt said that 200 feet to the south represented the peak hour queuing that could be caused
by the pedestrian activation of that signal.
City of Springfield
Council Work Session Minutes
February 19,2008
Page 8
Councilor Woodrow said that it seemed like a signalized pedestrian stop would be the same as a
signlllized stop at. that intersection.
Mr. Barnett said the pedestrian crossing time was shorter than a crossing to service vehicles in a
full intersection. The crossing of Pioneer Parkway would be approximately 30 feet, rather than
the width of the full intersection, which would be 70-90 feet. The pedestrian crossing would be
much shorter in this mid-block section. The pedestrian crossing would remain green until a
pedestrian activated it.
Councilor Ralston asked where the signal would be 19cated.'
Mr. Boyatt said it would be back where the crosswalks were located by station. There could be
one on one or both sides.
Councilor Ralston questioned the need for stations in that location. He said he hated to see traffic
get stopped there when people were used to moving. He asked if it would be a short signal.
Mr. Barnett said the technology on how they would signalize that was yet to be determined. He
explained the options and noted that staff was still researching the options. He noted that the
location of the signal being about 200 feet from the roundabout crosswalk would be an
unexpected location for a signal.
Councilor Ralston asked if there was a proposal for both north and south sides.
Mr. Boyatt said both sides were no longer proposed. If they experienced trouble at that location,
they could come back to study it further.
Mayor Leiken asked how long the signalized crosswalk had been in use in Tucson, Arizona;
Mr. Barnett said about ten years and it was being proposed for inclusion as a standard. Portland
had a couple, but no other cities in Oregon.
Mayor Leiken noted the difference in populations between those cities and Springfield. He said it
was challenging to educate people on something new, but it was fine to look at it.
Mr. Viggiano said there was an existing pedestrian crossing there, so they were amenable to
trying it to see if it worked.
Councilor Lundberg said she was glad to hear that because it was a difficult task to educate
people about the roundabout. The roundabout did naturally slow traffic down and was safer for
pedestrians. People. would need to go to the roundabout to get to and from the station anyway, .
and traffic would be slower at the roundabout than 200 feet prior. She preferred not having an
additional signal, but to work with the signal already there or add an additional mechanism for
pedestrians.
Councilor Woodrow reiterated his concerns about a crosswalk on the south side of Harlow Road.
He explained. Putting a stop in that location didn't make sense to him.
City of Springfield
. Council Work Session Minutes
February 19,2008
Page 9
Mr. Viggiano said there was an existing multi-use path at that point and pedestrians were being
encouraged to access that path.
The only two crossings to access that multi-use path were at the roundabout and at Q Street.
Councilor Woodrow said traffic going south on Pioneer Parkway West were accelerating along
that stretch of road.
Mr. Viggiano said that crossing would not be on the next set of drawings.
Mr. Boyatt referred to the engineering issues (1, 2, 3, 5 and 6) listed on Attachment A. Signal
operations and intersection designs would be something that staff would deal with in the normal
process. The turning moVements at International Way/Sports Way related to the station in that
location and was a decision site distance issue, and staff felt they could come up with a form of
traffic control to address that issue. Utility plans would need to be shown, and would be LTD' s
decision when and how to locate utilities as long as relocation didn't adversely affect the City.
He referred to the path and lighting issues. The mid-block pedestrian crossings at International
Way had been resolved. He asked if Council wanted to discuss the station locations now or after
the ODOT issues were discussed.
Mayor Leiken asked to work on the ODOT issue fust.
Mr. Boyatt asked if Council had looked at the ODOT issues and if they had comments about
those issues. He referred to the access management strategy and how that related to combining
driveways downtown.
Jeff Lange, Project Leader from ODOT, said access management was prob.1ematic on all
projects. An access subteam had been put together which included LTD representatives, ODOT
representatives, Springfield representatives and a Lane County representative. This
subcommittee was tasked with coming up with an access management strategy for safety
purposes. That was not complete yet, but the team met and conceptually agreed on a direction.
They would be focusing only on things where they could make a difference, such as curbs
moving on Pioneer Parkway East and West, adjacent to Main Street. McKenzie Mist and
Willamette Valley Awards were the businesses they could need access changes. L TD had been
out to discuss these possibilities with the property owners.
Mayor Leiken asked what was meant by modified.
Mr. Lange said they were looking at combining the two accesses on Pioneer Parkway East into
McKenzie Mist to make a decent sized approach. ODOT felt it could be beneficial for both the
business and the project.
Lisa VanWinkle, Assistant to the Project and Public Outreach (LID); said she had spoken with
the son of the owner of the Willamette Valley Award property. The proposal from ODOT to
close the access from Pioneer Parkway West, would leave them with only access on Main Street.
The owner was opposed to that change. They were continuing to discuss. The owner of the
McKenzie Mist property, was currently not happy with a consolidated access from two points to
one point from Pioneer Parkway. Further discussions were underway.
City of Springfield
Council.Work Session Minutes
February 19,2008
Page 10
Councilor Pishioneri said if the access was closed into Willamette V alley Awards from Pioneer .
Parkway, that would affect where the customer would need to go when exiting the property.
Ms. VanWinkle said the property owner felt the entrance on Main Street was relatively narrow.
The business owner also noted how difficult it was for a vehicle to enter that access if another
vehicle was trying to exit that same access. The McKenzie Mist owners and business tenant were
initially willing to consider a consolidated access and had asked to see a diagram, which was
prepared. She didn't know how the business owner felt, but the property owner had said he had
changed his mind and no longer wanted to consider that. The L TD position was to help the
property owners and business owners talk with ODOT about their concerns. It would be an
ODOT decision.
Mr. Lange said they had proposals and were doing some fact finding to determine which issues
to address. Their goal was to come out with something that was reasonable for the properties.
Councilor Ralston asked if those were the only access conflicts on the whole route.
Mr. Lange said ODOT was only working on those along Main Street.
Councilor Lundberg said that included the route from the station down to the northern right-of-
way edge of the Q Street intersection at Pioneer Parkway. She asked if there were other access
issues at the GatewayIBeltline point.
Mr. Boyatt said the current drawings didn't conflict with any driveways on the International Way
segment, the Harlow Road segment or the Gateway segment. There was the station location issue
at EICharro Restaurant. He said Mr. Barnett would discuss station locations. He discussed a
particular issue near Pheasant and Laura Streets. He said the only other warning was whether or
not ODOT would be asking for bike lanes along Pioneer Parkway. He said it seemed redundant
to staff because we already had a multi-use pathway along that entire corridor. That could be a
location where flexing in the standards made sense.
Mr. Lange saId he would be meeting with some of the decision makers from ODOT, LTD and
would talk with folks at Springfield, to discuss design issues now rather than waiting until they
were at seventy percent plans. Part of that would include what they could do within their
(ODOT's) standards and what would require design exceptions. That discussion would include
bike connectivity. There was a wide footprint now, and ODOT was concerned about using every
inch of that without allowing bike routes.
Mayor Leiken said he wanted Springfield staff to be involved in that discussion as we moved
forward on urban renewal for downtown. This was part of a larger strategy for the downtown
corridor.
Mr. Boyatt said Kristi Krueger, as the project manager, would be there as a manner of course,
but he could also attend.
Councilor Lundberg recapped the ODOT issues. She said there were owners that were not happy
with the current access scenarios, so resolution was needed on those issues. Council would need
City of Springfield
Council Work Session Minutes
February 19,2008
Page 11
to know ongoing progress on those. The City currently had a multi-use path, so there was no
need for a new bike path. She noted that ingress and egress were key to many businesses. To
Tevitalize downtown, successful businesses needed to be encouraged and they didn't want to
destroy businesses in the process. It was important to solve those issues and she said it was
important for staff to participate and keep Council informed of the progress. Owners and tenants
were not always on the same page.
Mr. Grimaldi noted that Council was almost out of time.
Councilor Ralston suggested continuing the discussion to another time.
Councilor Lundberg agreed and said there were still a lot of concerns about pedestrian safety and
a lot of issues out on International Way.
Mr. Grimaldi went over some options for their continued discussion. They could either continue
this discussion during their joint meeting with LTD on February 25, although he would not
recommend it for a joint meeting. March 10 could be the next available time to bring it back to
Council during a work session.
Councilor Lundberg said they needed enough time to get some of these issues resolved as
discussion was ongoing now. Council wanted the EmX to be a complimentary service to the
downtown and Gateway. To make the project what everyone wanted was the ultimate goal. They
needed time for Council and L TD to talk to everyone.
Councilor Woodrow thanked Mr. Viggiano and the L TD staff for being patient. The magnitude
of what they were doing was not lost on the Council nor the benefit to the community. They
wanted to make sure everything was right the first time.
Mayor Leiken noted that tentatively March 10 would be the continuation of this discussion.
ADJOURNMENT
The meeting was adjourned at 6:57 pm.
Minutes Recorder - Amy Sowa
Sidney W. Leiken
Mayor
Attest:
Amy Sowa
City Recorder
City of Springfield
Work Session Meeting
MINUTES OF THE WORK SESSION MEETING OF
THE 'SPRINGFIELD CITY COUNCIL HELD
MONDAY, MARCH 3, 2008
The City of Springfield Council met in a work session in the Jesse Maine Room, 225 Fifth
. Street, Springfield, Oregon, on Monday, March 3, 2008 at 6:30 p.m., with Council President
Lundberg presiding.
ATTENDANCE
Present were Councilors Lundberg, Wylie (via conference phone), Ballew; Ralston, Woodrow
and Pishioneri. Also present were City Manager Gino Grimaldi, Assistant City Manager Jeff
Towery, City Attorney Matt Cox, City Attorney Bill Van Vactor, City Recorder Amy Sowa and
members of the staff.
Mayor Leiken was absent (excused).
1. 2009-2013 Capital Improvement Program - A Community Investment.
City Engineer Ken V ogeney presented the staff report on this item. The draft City of Springfield
2009-2013 Capital Improvement Program, A Community Reinvestment Plan, was reviewed at
the Planning Commission's February 5,2008 meeting. The Commission recommended Council
approval of the plan.
The CIP attempts to balance the use of scarce capital construction funds with the long list of
infrastructure needs for our community~ It is not a document with budget authority, but it serves
as a guide for programming funds and planning the annual workload of Publ~c Works staff.
There are a few completely new projects being proposed in the next five years of programmed
funding, and we are making significant progress toward completing the backlog of projects from
previous year's. capital plans. These items are detailed in the attached Council Briefmg
Memorandum.
Mr. V ogeney introduced Jeff Paschall, staff engineer. The CIP was a planning and programming
tool used to identify funding for the projects on the list. A public hearing was scheduled on the
CIP for March 17.
Mr. V ogeney highlighted some of the major projects that were underway, but were not in the CIP
because they already had funding: Bob Straub Parkway (County lead project); South 69th Street
Reconstruction, B Street to Thurston Road; and Harlow Pump Station Expansion.
Councilor Pishioneri asked about the 69th Street project. He asked how they would be addressing
safety issues on that proj ect and also how they would be addressing long term vegetation
abatement.
City of Springfield
Council Work Session Minutes
March 3, 2008
Page 2
Mr. Paschall said the safety issues would be to improve the American with Disabilities Act
(ADA) ramps on the sidewalk on the west side. They would also be placing a guard rail along the
drainage channel along the east side. There wasn't much that could be done about vegetation
abatement because of the channel in that location which was a water quality channel.
Mr. Vogeney said maintenance of the channel was done by the City's maintenance crews under
permits that allowed limited maintenance for the channel, including the vegetation.
Mr. Vogeney discussed the overlay of Pioneer Parkway and noted that the City was working on
an intergovernmental agreement (IGA) with Lane County. The County would be overlaying
Hayden Bridge Way, Pheasant to 19th, so the City asked if they would do the Pioneer Parkway
overlay as well so it was well coordinated with better economies of scale. The funding would
come from Service Transportation Project (STP) funds. Combining the projects would provide
the City the opportunity to get the work done more efficiently.
Councilor Lundberg asked how they would stage the traffic during that construction.
Mr. Paschall said they were working on that scheduling. The work would be done in 2009 and
they would determine how to have the least impact on traffic which could include some night
work. .
Councilor Lundberg asked if it was coordinated with L TD and the ErnX.
Mr. Paschall said they would be coordinating with them.
Mr. V ogeney said the proposed sanitary sewer master plan and the proposed stormwater master
plan were not reflected in the CIP because they had not yet been adopted. On March 4, the public
involvement process would be started during the Planning Commission meeting. He also noted
that there was a request to add several projects to the CIP. He referred to Attachment A, page 2
and 3 which listed those projects. They included the following three drainage projects that would
eliminate either local flooding or winter icing issues: the 68th and D Street drainage project; the
South 59th and Aster Street drainage project; and the South 67th and Ivy Street drainage project.
The A Street overlay project was .also added to the CIP. This project would overlay A Street
from Mill Street east to 5th Street, and also 4th Street from Main Street to C Street prior to the
opening of the jail.
Mr. Vogeney referred to the CIP document (Attachment B in the agenda packet). He reminded
Council of the Capital Improvement review criteria (page 3 of 58 in Attachment B) and referred
to the definitions of project categories as listed on page 4 of 58 in Attachment B. Page 6 of 58 in
the attachment gave a summary of proposed expenditures by category. He discussed these
figures.
Councilor Ralston asked about the big difference between 2009/10 and 2010/11.
It was noted that it was the Jasper Natron sewer extension.
Councilor Ralston asked for the total amount of the additions to the CIP.
City of Springfield
Council Work Session Minutes
March 3, 2008
Page 3
Mr. Paschall said the three neighborhood improvements totaled about $.5M. They were included
in Attachment B, pages 25-29.
Councilor Ballew said a third of this plan was unfinanced and that was substantial. Some of it
might have to be financed at the same time the MWMC and the City raised their rates and that
concerned her. She referred to the unknown revenue source for the Jasper Natron extension and
maintenance of City buildings. There were big holes in this plan that needed to be further
discussed. .
Mr. V ogeney said generally staff brought a CIP that was balanced and had identified funding. In
this year's proposal, they wanted to identify the Jasper Natron Trunk Extension project as high
need, but without a funding source. Some of the questions Councilor Ballew had would be
addressed with the Capital Financing Plan which would be brought to Council along with the
SDC and user rates. The user rates on the local side would be partially driven by the sanitary
sewer master plan. There was still a lot of work to do.
Councilor Ballew discussed the City's participation in private projects and said it was time to
revisit that. She referred to oversizing and the cost to the City.
Mr. Vogeney said he would talk to the Public Works manager to see if that fit into the capital
financing plan discussion or if it would be brought to Council separately.
Councilor Woodrow referred to page 28 of 58, the South 59th drainage improvement. He asked if
that would resolve the weeping across Bob Straub and 58th Street.
Mr. Vogeney said the project on the CIP was in a different location. He explained where the
proposed project was located, which was further north and east of the location referred to by
Councilor Woodrow. The project was working through an existing wetland area.
Councilor Woodrow referred to page 56 of 58, Lighting of the Pioneer Parkway path. He asked if
LTD was paying for part of that with the EmX project.
Mr. Paschall said L TD would be putting up lighting along the path. The project listed in the CIP
was along Pioneer Parkway East and Pioneer Parkway West, not the path. The L TD design
would include putting in conduit and the City would put in the wiring and lights.
Councilor Pishioneri referred to areas along Jessica that had a great deal of weep age and were
often a sheet of ice during the extremely cold weather. He asked if that type of project was
eligible for abatement.
Mr. V ogeney said they would look into those areas. He confirmed the locations.
Councilor Lundberg asked Councilor Wylie if she had any questions.
Councilor Wylie noted that she couldn't hear much through the conference phone.
Mr. V ogeney discussed the Community Development Block Grant (CDBG) funding. He said it
was currently blank as a revenue source because the Community Development Advisory
City of Springfield
Council Wark Session Minutes
March 3, 2008
Page 4
Committee (CDAC) hadn't reviewed applications. There would be an application from Public
Works, but the approved funds had not been identified yet.
Councilor Ballew said different parts of the City got more attention from year to year. She would
like to see the proj ects spread around the City so everyone got something.
Mr. V ogeney said staff did try to work that in so there was something going on throughout the
City in terms of preservation or rehabilitation. He explained. He discussed the quarterly reports
which indicated the ward each project was located in.'-
Mr. Paschall discussed the A Street and 4th Street overlays that would be done after the Justice
Center was significantly completed. He noted the funding for this project as well as the other
overlay projects.
Public Works Director Dan Brown said the reason Public Works was overlaying those streets
was due to the closure ofB Street. By closing B Street, 4th and A Streets would be the new bus
routes and needed the overlay to make them able to handle buses.
Councilor Ballew said there was $25,000 left from the Justice Center budget fund.
Mr. Paschall said the budget funding followed the CIP funding.
Councilor Lundberg said this report was well done and very easy to read.
ADJOURNMENT
The meeting was adjourned at 7:00 pm.
Minutes Recorder - Amy Sowa
Sidney W. Leiken
Mayor
Attest:
Amy Sowa
City Recorder
City of Springfield
Regular Meeting
MINUTES OF THE REGULAR MEETING OF
THE SPRINGFIELD CITY COUNCIL HELD
MONDAY, MARCH 3, 2008
The City of Springfield Council met in regular session in the Council Meeting Room, 225 Fifth
Street, Springfield, Oregon, on Monday, March 3, 2008 at 7:05 p.m., with Council President
Lundberg presiding.
ATTENDANCE
Present were Councilors Lundberg, Wylie (via conference phone), Ballew, Ralston, Woodrow
and Pishioneri. Also present were City Manager Gino Grimaldi, Assistant City Manager Jeff
Towery, City Attorney Matt Cox, City Attorney Bill Van Vactor, City Recorder Amy Sowa and
members of the staff.
Mayor Leiken was absent (excused).
PLEDGE OF ALLEGIANCE
The Pledge of Allegiance w~s led by Council President Lundberg.
SPRINGFIELD UPBEAT
1. Police Recognition of Citizen: Craig Morris
Mr. Moms was unable to attend the meeting. Chief Smith said he would try to reschedule.
2. WalMart Check Presentation to Police and Fire and Life Safety.
Police Chief Jerry Smith introduced Ken Hutchinson, Manager from WalMart. Mr. Hutchinson
presented a check in the amount of$1500 to the K-9 unit of the Springfield Police Department
and $1000 to the Springfield Fire and Life Department.
CONSENT CALENDAR
IT WAS MOVED BY COUNCILOR PISHIONERI WITH A SECOND BY COUNCILOR
WOODROW TO APPROVE THE CONSENT CALENDAR. THE MOTION PASSED
W1TH A VOTE OF 6 FOR AND 0 AGAINST.
1. Claims
2. Minutes
a. February 4,2008 - Work Session
b. February 4,2008 - Regular Meeting
3. Resolutions
City of Springfield
Council Regular Meeting Minutes
March 3, 2008
Page 2
4. Ordinances
5. Other Routine Matters
a. Approval of Liquor License Endorsement for Stables Country/Rock Bar and Grill,
Located at 414 Main Street, Springfield, Oregon.
b. Authorize the City Manager to Sign a Contract with Technical Imaging Systems, Inc. for
Back Scanning Services for the LaserFiche Project jn the Development Services
Department.
c. Approval to Accept the Financial Report for June 30, 2007.
d. Approval to Accept the Financial Report for September 30, 2007.
e. Approval to ACGept the Financial Report for December 31, 2007.
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.
None.
BUSINESS FROM THE AUDIENCE
COUNCIL RESPONSE
CORRESPONDENCE AND PETITIONS
1. Correspondence from Gail Woodford, 2177 Fireside Court, Springfield, Oregon Regar~ing a
Proposal for a Candidate to be Honored in the Naming of the Springfield Justice Center.
2. Correspondence from Elizabeth Terry Beyer and Lee Beyer, 951 S Street, Springfield,
Oregon Regarding the New Public Safety Building Naming.
3. Correspondence from Phillip Farrington, Director of Land Use Planning and Development,
PeaceHealth, Regarding the Pioneer Parkway EmX Corridor Proposal.
IT WAS MOVED BY COUNCILOR PISmONERI WITH A SECOND BY
COUNCILOR WOODROW TO ACCEPT THE CORRESPONDENCE FOR FILING.
THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST.
BIDS
ORDINANCES
BUSINESS FROM THE CITY COUNCIL
1. Committee Appointments
2. Business from Council
a. Committee Reports
City of Springfield
Council Regular Meeting Minutes
March 3, 2008
Page 3
1. Councilor Ballew said she attended the Oregon Freight Advisory Committee
meeting. They discussed those projects recommended for funding for Reconnect
Oregon II.
2. Councilor Pishioneri said they discussed the issue of Lane County Commissioners
taking over planning and the Lane Council of Governments (LCOG) population
studies. He said he abstained Springfield's vote because the study merged Springfield
and Eugene projects. He said he indicated that wouldn't be valid since the urban
growth boundary (UGB) was not combined anymore. The letter from the LCOG
Board was to issue a recommendation to give the population information to the
County Commissioners to use. The City of Eugene and Commissioner Stewart also
abstained.
Councilor Lundberg asked about the information.
Mr. Grimaldi said the population projections started with smaller cities such as
Lowell, to plan for infrastructure needs. That started before passage ofHB3337. With
the implementation ofHB3337, Springfield and Eugene would need separate
population projections.
3. Councilor Pishioneri referred to the correspondence regarding the naming of the
Justice Center. He noted that in the City's naming policy, there was no procedure for
soliciting names from the community. He would like to let the community know of
the opportunity to submit a name. He wanted to know how the Council felt about
that. The policy was in place, but how the names were accepted was not part of the
. policy. He felt the public should know when the City was considering naming
something. .
Councilor Woodrow said that was a good idea when the time came. If the City was
going to make a decision to name any City property, the public should be invited to
be involved.
Councilor Ralston said he didn't see a need to include that in the policy. The City .
Council would know when there was something to be named, and the City could
announce it to the media that the City would be accepting applications.
Councilor Pishioneri said he just wanted to make sure the City Council was
comfortable with the City Manager letting the public know.
Councilor Lundberg said she had a lot of experience naming parks while serving on
the Willamalane Board. She noted that people had stepped forward already. She
would like to keep it as informal as possible and not so much of a solicitation as an
invitation for ideas. The name that had come forward was Ed Harms and it had come
forward far in advance.
Councilor Ballew said they wanted to avoid it becoming a contest.
Councilor Pishioneri said he wanted to invite the public to participate.
City of Springfield
Council Regular Meeting Minutes
March 3, 2008
Page 4
Mr. Grimaldi said there could be a couple of opportunities to let the public know. The
meetings were advertised to the public and the ultimate decision to name the facility
would be made in a public meeting where input could be received.
BUSINESS FROM THE CITY MANAGER
BUSINESS FROM THE CITY ATTORNEY
ADJOURNMENT
The meeting was adjourned at approximately 7: 19 p.m.
Minutes Recorder Amy Sowa
Sidney W. Leiken
, Mayor
Attest:
City Recorder
City of Springfield
Work Session Meeting
MINUTES OF THE WORK SESSION MEETING OF
THE SPRINGFIELD CITY COUNCIL HELD
MONDAY, MARCH 10,2008
The City of Springfield Council met in a work session in the Jesse Maine Room, 225 Fifth
Street, Springfield, Oregon, on Monday, March 10, 2008 at 6:35 p.m., with Mayor Leiken
presiding.
ATTENDANCE
Present were Mayor Leiken and Councilors Lundberg, Wylie (via conference phone), Ballew,
Ralston, Woodrow and Pishioneri. Also present were City Manager Gino Grimaldi, Assistant
City Manager Jeff Towery, City Attorney Bill Van Vactor, City Recorder Amy Sowa and
members of the staff.
1. Update on Appropriate Levels of Library Services.
Interim Library Director Debbie Steinman presented the staff report on this item. The Library
has been unable to meet most of the Oregon Library Association's Standards for Oregon Public
Libraries. The Library is not keeping pace with similar sized libraries in our State.
The two major areas in which Springfield Library is not able to provide an adequate service
level, for a community our size, are hours of operation and the second is acquisition of new
materials. The hours of operation go hand in hand with adequate staffing levels to keep the
library open.
The Oregon Library Association Standards specify that a Library serving a city with a population
greater than 50,000 citizens should have .33 FTE employees for each 1,000 people served in
order to meet the minimum "Threshold" standard. To reach an "Adequate" standard, Springfield
should have 040 FTE per 1,000 citizens. Our Library is currently operating below the
"Threshold" standard, at .24 FTE per 1,000 citizens.
The Springfield Library is currently open 42 hours per week. Using the same Standards as
above, we should be open 50 hours per week to meet the "Threshold" standard. To reach this
level, in our current building, the Library would need an additional 5.0 FTE to staff the public
service desks. Please see attachment 1 for comparisons of like sized Oregon public libraries.
Based on Council discussion and direction, information will be compiled and compared for the
new Library Director. The new Library Director will prepare and present a work plan to Council
and other stakeholders at a future date to be determined by the Council.
Ms. Steinman said she was here to determine level of interest and direction regarding how the
Library should try to address the level of service deficiency and a timeline for a work plan to
address that issue. She referred to Attachment 2 in the agenda packet, which included the
following talking points for tonight's discussion:
City of Springfield
Council Work Session Minutes .
March 10,2008
Page 2
. What kind of information does the Council need to make decisions concerning Library
funding, service levels, and facilities
. How to access the communities wants and needs
. Assessment of current programs and services the Library has with Willamalane Park
District and the Springfield School District
. Assessment of Library facilities as a means to deliver services to the community
. What are the next steps to help the Council determine appropriate levels of Library
servIces
. Mayor Leiken referred to Attachment 1, which showed a chart of different cities. He asked about
the population served figures. Tigard and Klamath Falls served twice their population and he
asked if they had a district.
Mr. Steinman said she didn't believe Klamath Falls was a district. She said she could fmd out
why they were able to service that many people.
Councilor Ballew asked if there could be a City special district.
Mr. Grimaldi said there could be a district that corresponded with the City boundaries.
Councilor Ballew said she was wondering if they could have a special district with the City
Council as the Board of Directors within the bounds of the City, with their own tax base.
Mr. Grimaldi said that could be a possibility.
Councilor Ballew said that way they could keep the Springfield name on the library~
Mr. Grimaldi said a district could be formed or an agreement with the district and the City.
Councilor Ballew said something similar to the urban renewal district. It would insulate the
Library from the financial ups and downs of the City. She could be supportive of something like
that, but didn't want to see it separate from the City. The Library was part of the City's
personality.
Councilor Ralston said the Library was a nice thing to have, but citizens needed to be willing to
pay for it. To have a Library District, the citizens needed to indicate they were willing to pay for
it.
Councilor Lundberg said she had"circled the options she liked on Attachment 2. The concept of a
. special district was capitalizing resources from a broader base. Cooperative arrangements could
be considered with other public agencies such as Willamalane and the School District. She
would like to talk to focus groups to find out what it would take to expand the services to more
people. One option could be a bookmobile. A cooperative arrangement with schools since they
already have libraries could include sharing ~f systems and books.
Councilor Wylie said she and Councilor Ralston had talked last year about possibly charging for
a Library card on a sliding scale based on income levels. She gave an example. That could be a
City of Springfield
Council Work Session Minutes
March 10, 2008
Page 3
source of income. She hadn't run any numbers so she wasn't sure if it would be best as a per visit
fee or an annual fee. It might generate enough revenue.
Councilor Woodrow asked how many cards were issued.
. Ms. Steinman said about 17,000. About 7000 of those were new cards this year.
Councilor Ralston asked if everyone in the City got one.
Ms. Steinman said they could get one if they wanted to. They just needed to come in and ask and
provide proof of residency in Springfield.
Councilor Woodrow asked if we had the demographics on who had cards.
Ms. Steinman said she could get that for them.
Councilor Lundberg asked for information on the Library Board, Friends of the Library, and the
Library Foundation, such as their status, how active they were, their functions and what they
were doing. She suggested having these groups work together on an annual fund raising project
for materials, etc.
Councilor Pishioneri said in order to meet the state threshold, the Library would need to increase
by eight hours per week. During those eight hours, how many patrons would be served and how
much would it cost the City?
Ms. Steinman said they averaged 600-1000+ people per day.
Councilor Pishioneri said it would depend on which hours of the day were added. He would like
to know how much it would cost the Library to service those patrons during those extended
hours.
Councilor Ralston referred to the talking point "Cooperative services and programs with other
library providers". He asked what other library providers were out there besides schools.
Ms. Steinman said there was an independent library provider that contracted to. take over
operations, such as with the Jackson County libraries. It was a private provider and she believed
their name was LCIS. There were companies that did that sort of thing.
Councilor Ralston said it sounded like outsourcing. That was correct. Providing the service was
important and if it could be accomplished at a lower cost with an outside provider, he would like
to consider that option. He would like information on those costs. He referred to the talking point
"Merge with another agency". He asked what other agency the City could merge with. He asked
if it could include such cities as Lowell, Mohawk and other smaller nearby cities.
Ms. Steinman said they could look at forming a district.
Councilor Ralston said it wouldn't work without the buy-in from the citizens. He said he did not
like the idea of a levy.
City of Springfield
Council Work Session Minutes
March 10, 2008
Page 4
Mr. Towery said through intergovernmental agreements (IGA), the City could choose to provide
or receive services from other Library directors. He gave the example of Springfield's Fire and
Life Safety Department as the billing agency for other agencies. As an example, Springfield
could provide reference services to other cities. This would not be a merger or a district, but
there would.be money and services going between agencies.
Councilor Woodrow asked Mr. Grimaldi about allocation costs paid by the Library. He asked if
they paid by the square foot or byFTE.
Budget Officer Bob Brew said they didn't pay any internal charges because they were a General
Fund operation.
Councilor Woodrow asked how many FTE the Library was currently using for the elementary
outreach vs. the number of volunteer hours.
Ms. Steinman said the Library had one .2 position that was grant funded by the State that did
outreach services. There was a Children's Manager and Librarian I in the Youth Services
division. They spent about five hours per week doing tours and storytelling.
Councilor Woodrow asked if there were more volunteer hours.
Ms. Steinman said the volunteers didn't do tours or preschool outreach, but rather helped with
shelving books.
Mayor Leiken asked about the number ofFTE and Library hours prior to BM47 and 50.
Mr. Grimaldi said the number of hours in the Library had never been very high. There had been
some reduction in staff and reallocation of staff. It had always been low. The circulation had
varied. As the collection aged, the circulation went down, and that was not a good sign for a
Library .
Ms. Steinman said with the addition of technology, computer and internet use had increased.
Mayor Leiken said it was easy to ask for supplies rather than to expand hours and staffing.
Councilor Ralston was right that it was a question for the citizens how important the Library
was. The City hadn't asked that question nearly enough. He felt it was worth spending some
money on focus groups and reaching out to find out what Springfield citizens wanted.
Councilor Wylie said one thousand people a day used the services, and that said it was important.
The City could still do some focus groups and a survey. There were broader issues at hand.
Councilor Ralston said the City couldn't afford an excellent rating. Even bringing the standard to
adequate was significant. The next thing to do would be to get some kind of [mancial plan before
he could make any decision.
Councilor Woodrow said he agreed with the Mayor about asking the public, but they needed to
be careful how they asked. Less than a third of our population had Library cards. If it went out
City of Springfield
Council Work Session Minutes
March 10, 2008
Page 5
for a vote, many that used the Library would be youth that couldn't vote. If surveying, the City
would need to be very clear what we were asking.
Councilor Ballew noted that they hadn't talk about a new Library building.
Councilor Ralston said he couldn't even see if we could keep the Library, so he was not
interested in discussing a new building.
Councilor Woodrow said that question could be part of a survey.
Councilor Lundberg recapped the Council's direction. She said the Council wanted to ask citizen
before any decisions were made. There were a lot of possibilities. The Library was an important
cultural part of the City and it should be noted that the Library was important. There needed to
be a way to maintain that service. If it was important to all, the City needed to figure out how to
raise the bar enough.
Councilor Ballew said if we wanted to be attractive to people coming to Springfield, we needed a
Library .
Mayor Leiken said regarding a new facility, the Library and City needed to reach out to those
that might be able to help, such as private entities. He gave some examples.
Mr. Grimaldi noted that staff was also looking at space needs in City Hall. It was clear that we
were running outof space for City employees. He noted an example. The discussion regarding
Library services fit into that conversation.
ADJOURNMENT
The meeting was adjourned at 7:04 pm.
Minutes Recorder - Amy Sowa
Sidney W. Leiken .
Mayor
Attest:
Amy Sowa
City Recorder
City of Springfield
Regular Meeting
MINUTES OF THE SPECIAL REGULAR MEETING OF
THE SPRINGFIELD CITY COUNCIL HELD
MONDAY, MARCH 10,2008
The City of Springfield Council met in special regular session in the Library Meeting Room, 225
Fifth Street, Springfield, Oregon, on Monday, March 10,2008 at 7:06 p.m., with Mayor Leiken
presiding.
ATTENDANCE
Present were Mayor Leiken and Councilors Lundberg, Wylie (by conference phone), Ballew,
Ralston, Woodrow and Pishioneri. Also present were City Manager Gino Grimaldi, Assistant
City Manager Jeff Towery, City Attorney Bill Van Vactor, City Recorder Amy Sowa and
members of the staff.
PUBLIC HEARINGS - Please limit comments to 3 minutes. Request to speak cards are available
at the City Recorder's. Please present cards to City Recorder. Speakers
may not yield their time to others.
1. Rainbow Water District Withdrawal EC SP 07-60, City Planning Journal Number LRP2006-
00007 (Trotter).
ORDINANCE NO.1 - AN ORDINANCE WITHDRAWING CERTAIN REAL
PROPERTY KNOWN AS TROTTER LOCATED IN WEST SPRINGFIELD. EAST OF
ANDERSON LANE AND SOUTH OF KELLOGG ROAD AND INVOLVING
APPROXIMATELY 0.45 ACRES IDENTIFIED AS TAX LOT 600 T17S R03W S33 MAP
11: HERETOFORE ANNEXED TO THE CITY OF SPRINGFIELD FROM THE
RAINBOW WATER DISTRICT. (FIRST READING)
Planning Supervisor Jim Donovan presented the staff report on this item. He suggested he give
one brief staff presentation for all four water withdraw ordinances, since all four hearings were
statutorily required steps to remove these properties from the Rainbow Water District. Oregon
Revised Statutes (ORS 222.520) require that territory located in the Rainbow Water District,
which is annexed to the City of Springfield, be withdrawn from that district to. prevent double
taxation. ORS requires withdrawal prior to March 31 st of each calendar year. The owner
requested annexation in order to develop the property 'for urban use. The subject property was
annexed to the City of Springfield effective on December 4, 2007.
Legal notice for tonight's public hearing was published in the Register Guard newspaper as
required by ORS 222.520 and notices were posted in four public places. A second reading and
adoption is scheduled for March 17,2008.
Councilor Ballew said some of the water districts had an assessment of properties. She asked if
that was a property tax. Yes, it was not a benefit assessment. She asked if when we annexed
properties, we could have access to the higher property tax.
Mr. Tamulonis said the City tax rate was higher than the Glenwood Water District tax rate.
Mayor Leiken chose to wait to open the public hearing until all four ordinances had been read.
City of Springfield
Council Special Regular Meeting Minutes
March 10, 2008
Page 3
ORDINANCE NO.4 - AN ORDINANCE WITHDRAWING CERT Am REAL
PROPERTY KNOWN AS NEPUTE. LOCATED IN WEST SPRINGFIELD. NORTH OF
KELLOGG ROAD AND NORTHWEST OF THE INTERSECTION WITH POLTA V A
STREET AND INVOLVING APPROXIMATELY 1.03 ACRES IDENTIFIED AS TAX
LOT 800. T17S R03W S34 MAP 22: HERETOFORE ANNEXED TO THE CITY OF
SPRINGFIELD FROM THE RAINBOWW ATER DISTRICT. (FIRST READING)
\
Oregon Revised Statutes (ORS 222.520) require that territory located in the Rainbow Water
District, which is annexed to the City of Springfield, be withdrawn from that district to prevent
double taxation. ORS requires withdrawal prior to March 31 5t of each calendar year. The owner
requested annexation in order to develop the property for urban use. The subject property was
annexed to the City of Springfield effective on July 30, 2007.
Legal notice for tonight's public hearing was published in the Register Guard newspaper as
required by ORS 222.520 and notices were posted in four public places. A second reading and
adoption is scheduled for March 17,2008.
Mayor Leiken opened the public hearing for the four ordinances.
No one appeared to speak on any of the ordinances.
Mayor Leiken closed the public hearing.
NO ACTION REQUESTED. FffiST READING ONLY.
5. Mayor's Street Fund Task Force.
Mayor Leiken noted the members that had been asked to serve on the Mayor's Street Fund Task
Force. A sheet with those members was distributed to the Mayor and Council, City Manager,
Assistant City Manager, City Attorney and the media contact for the Register Guard.
Mayor Leiken said that Councilor Pishioneri would serve as the Council liaison for this task
force. He was impressed with the group that had stepped up to serve on this task force. Assistant
Public Works Director Len Goodwin had contacted all the members and all were willing to serve.
ADJOURNMENT
The meeting was adjourned at 7: 15 p.m.
Minutes Recorder Amy Sowa
Sidney W. Leiken
Mayor
Attest:
City Recorder
City of Springfield
Work Session Meeting
MINUTES OF THE WORK SESSION MEETING OF
THE SPRINGFIELD CITY COUNCIL AND
PLANNING COMMISSION HELD
MONDAY, March 11, 2008
The City of Springfield Council and Planning Commission met in a work session in the Library
Meeting Room, 225 Fifth Street, Springfield, Oregon, on Monday, March 11,2008 at 6:00p.m.,
with Council President Christine Lundberg presiding.
ATTENDANCE
Present were Councilors Lundberg, Wylie, Ballew, Ralston, Woodrow, and Pishioneri. Planning
Commissioners Chair Cross, Vice Chair Kirschenmann,. Carpenter, Beyer, Smith, Leezer and
Moore. Also present were City Manager Gino Grimaldi, Assistant City Manager Jeff Towery,
City Attorney Joe Leahy, Planning Commission Recorder Brenda Jones and members of the
staff.
Councilor Lundberg called the meeting of the City Council to order. Commissioner
Cross called the meeting of the Planning Commission to order.
1. CIBL/GOAL 14 Kickoff Meeting
In 2006, The City of Springfield began work on the Residential lands Study (RLS), which
includes both an inventory and needs analysis of residential lands within Springfield's
portion of the Urban Growth Boundary (UGB). In 2007, the Oregon Legislature passed
House Bill (HB) 3337 which requires Springfield to establish a separate Urban Growth
Boundary within sufficient buildable lands.
Planning Manager Greg Mott introduced the item, anticipating that the joint meeting would be
the first of many in the process mandated by the State. He hoped to complete the process by
December 31, 2009. He briefly noted the history of the item.
Responding to a question from Commissioner Beyer about the need for a new Commercial
Lands Study given how recently one had been done, Mr. Mott said that study would inform the
proposed analysis. He recalled the past study had been an analysis of the current inventory and
the demand that continued development patterns would create on the inventory, which indicated
a need for approximately 200 acres of additional commercial land. There was no economic
opportunities analysis or economic development strategies. The new study would also respond
to changes to Goal 9 and recognized that the community would have its own urban growth
boundary.
Gary Winterowd and Robert Conrad of ECONorthwest, consultants for the project, were also
present. Mr. Winterowd solicited the council and commission's expectations for the study, their
key concerns, what they would like to see out of it, and what would make the study successful.
He indicated several similar meetings were scheduled throughout the process and the consultants
would also work with a stakeholder committee.
City of Springfield
Council/Planning Commission Work Session Minutes
March 11, 2008
Page 2
Mr. Winterowd briefly reviewed the steps in the process of establishing a new urban growth
boundary.
Commissioner Kirschenmann asked the process for identifying commercial property. Mr.
Winterowd indicated it was a two-step process, an inventory of existing land and a site needs
analysis. He said the State required that the site needs analysis to be based on the community's
economic development strategy. He believed that the City had a strategy but it was not
necessarily articulated in policy, and part of the project was to articulate that policy to determine
what types of sites future businesses will need to locate in Springfield.
Responding to a follow-up question from Commissioner Kirschenmann, Mr. Winterowd
explained that the consultants began with the City's Geographic Information System (GIS).
database and aerial photographs and matched that information with permits. The process also
included field verification of sites.
Commissioner Beyer wanted to spend the least amount possible to meet .State goals and reach the
community's goals. He believed that the City already had a good sense of its commercial areas
and noted the discussions the council had about its vision for Glenwood, downtown, Gateway,
and Mohawk. In regard to the industrial land supply, Commissioner Beyer wanted to have a
better sense of what was actually available. He questioned, for example, how much potential
still remained for the industrially designated land near Jasper Road given the amount of
residential development that occurred and the wetlands the area contained.
Commissioner Beyer was inclined to focus on the technical aspects of the study. He suggested
that the Metro Partnership be consulted about the nature of the businesses making inquiries both
locally and elsewhere and attempt to see if the community had land to meet that demand. He
wanted to have as much land available as the City could reasonably serve that provided people
opportunities to have jobs. He expressed concern about the future of the remaining wood
products industry and said the community must consider where new jobs would come from.
Commissioner Beyer acknowledged the potential of land re-use but said that was often difficult
to do. If selected as a strategy, the community.as represented by the council would have to
decide how much it was willing to invest to make that happen. He noted the investments made
in Glenwood and downtown, which could use all the money available.
Commissioner Beyer wanted the examination to be broad, quick, and cost-effective.
Councilor Ballew concurred with the remarks of Commissioner Beyer. She wanted to ensure the
study was designed so the community did not have to "reinvent the wheel."
Commissioner Carpenter wanted to know if the industry the community had today would be
anything like the industry that could be anticipated in the future. Although a soft dollar could
. bring more manufacturing back to the area, he did not think that could be counted on, and did not
anticipate any heavy industry locating to Eugene-Springfield at all. He thought people needed to
be careful when claiming they needed "really big parcels of land near waterways or railroads
anymore."
City of Springfield
Council/Planning Commission Work Session Minutes
March 11, 2008
Page 3
. Commissioner Leezer asked how the study encompassed current economic conditions. Mr.
Winterowd pointed out the study did not have to consider short-term housing or business cycles
because it had a 20-year planning horizon. He acknowledged that it was very challenging to look
20 years out and consider land use and infrastructure needs for a changing world but suggested
there was merit to thinking longer term than 20 years because of the enormous capital
obligations created by new infrastructure.
Responding to a question from Ms. Moore about how uses such as Peace Health were classified,
Mr.. Winterowd said that the lines between commercial and industrial uses were becoming more
blurred, particularly in a more service-oriented economy. Strictly speaking, Peace Health was
considered a commercial use, although in some communities it was classified as an institutional
use. He anticipated that in the coming discussion of economic strategies, the community would
talk both about what businesses it wanted and which it wanted to discourage.
Commissioner Beyer recalled his past contention that the City's industrial and commercial zones
made no sense anymore in regard to what businesses wanted. He believed that some businesses
wanted to locate near railroads or in less aesthetically pleasing locations and did not require or
want to pay for pleasant industrial parks while others, whether they were manufactures or call
centers, wanted to be an business park. He suggested the aesthetic background a business needed
or desired was an emerging distinction. Mr. Winterowd agreed. Many industries were seeking
high amenity sites. Commissioner Beyer did not believe the community's business parks
compared well to those in the greater Portland and Seattle areas.
Councilor Woodrow wanted to know what industries were currently located in Springfield. He
said until Springfield knew what it had he questioned how it could know what it wanted to have
in the future. Mr. Winterowd again emphasized the long-term nature of the study. He said the
State did not make distinctions about site availability in terms of proximity to transportation, for
example, and considered all sites available in the long-term. Commissioner Beyer added that the
State considered the planning context rather than the market context in regard to whether a site
was available; the State considered whether a site was in the plan, and if it could be made
available.
Commissioner Cross questioned whether there was a formula the consultants used to determine
the amount of land needed in each category given the changing economy. Mr. Winterowd said
the State had modified the process to allow communities to tie their site needs to their economic
visions. That gave communities flexibility to "err" on the side of having more land available.
The consultants would go through that analysis using some proven methodologies that met State
planning requirements. He suggested that to some degree, the issue was one of self-
determination, which was why the consultants wanted to know what the community wanted.
ECONorthwest would help facilitate that dialogue with the community.
Commissioner Beyer suggested that precedent for the project existed in the lands inventory
established by Eugene and Springfield for the Metropolitan Area General Plan. He said that
generally, the lands identified had been used for the purpose intended, although he
acknowledged many wetlands identified for industrial use had been removed from the inventory.
Mr. Conrad acknowledged the difficulty of projecting future needs but suggested part of the "art"
of the process was identifying sites that could be used by a wide range of uses and avoiding
City of Springfield
Council/Planning Commission Work Session Minutes
March 11, 2008
Page 4
being tied down by tightly written codes. He said that Eugene and Springfield had correctly
identified the emergence of high tech industries, as evidenced by the location of Sony to
Springfield. However, Sony had gone away and now the site was occupied by a call center for
high tech products. He pointed out that Junction City was seeing new development in the form
of a prison, which had not been on anyone's radar screen in the 1980s. Mr. Conrad said that one
of the first things the consultant did was check with the Metro Partnership on what inquiries it
was receiving. The consultants then inventoried such sites both inside and outside the urban
growth boundary.
Councilor Ralston did not believe that Springfield could reasonably say what would happen in 20
years, but pointed out the City had supported House Bill 3337 because the council thought it
important to expand the urban growth boundary to allow for less expensive future development
to occur. He believed the goal of the process was to make the case to Eugene and Lane County
for expanding the boundary, and he did not care about the details. He did not want to micro-
manage the results.
Responding to a question from Councilor Ballew about who would approve any expansion of the
UGB, Mr. Grile believed that the Department of Land Conservation and Development would
have to approve the expansion after it was adopted by the Springfield City Council and Board of
County Commissioners. He said that decision could be appealed to the Oregon Court of
Appeals, so it was important to ensure the study was accurate.
Councilor Pishioneri wanted Springfield to be able to anticipate the areas of the study on which
it would be attacked. He agreed with Councilor Ralston that he did not want to get bogged down
in details. He called for a process that was short and cost-effective. Mr. Winterowd concurred.
He said the consultants' goal was to give the best information possible to the commission and
council so they can make the best decision possible.
City Attorney Joe Leahy reminded the council and commission that Springfield hired
ECONorthwest to do an independent study. The goal of the study was not to expand the UBG,
but to collect information so Springfield could determine if that was necessary. The consultant
must provide sufficient information to stand behind their recommendations.
Commissioner Smith asked if the consultants or staff already had a sense of where it made the
most sense to expand. He asked what the data was showing that could be considered a "no
brainer." Mr. Winterowd emphasized that the study was a planning process and it was easy to
get bogged down in numbers and lose sight of the greater goal. He believed the technical
analysis would provide more information about whether a UGB expansion was justified. He
invited input into the topic of potential expansion areas, and noted an evaluation of whether such
areas could be served and how that was funded must also occur. Mr. Winterowd believed it
would be a challenge to the consultants to communicate the results of the technical analysis and
tradeoffs involved to the council and commission, and encouraged continued questions.
Commissioner Beyer asked the consultants to provide information about communities that had
managed to preserve its large industrial sites from being subdivided. Mr. Conrad said that was a
very difficult issue from the policy perspective. He anticipated the consultants would respond to
the City's input with a list of site needs, some of which would be large. He suggested that there
might be a need to reserve some large sites with the option to allow them to become smaller sites
City of Springfield
Council/Planning Commission Work Session Minutes
March 11,2008
Page 5
as market conditions changed. Perhaps the City could also look more long-term to renew the
supply of larger sites. He said that business parks could also have large site needs. Responding
to a follow-up question from Commissioner Beyer, Mr. Conrad confirmed that the consultants
would share examples of trends with the council and commission. Commissioner Beyer
requested that information in graphic form when possible.
Councilor Pishioneri wanted data on the cost of providing services to new development as
opposed to the revenues received.
Mr. Winterowd observed that cities engaged in business recruitment and economic development
to create a better economic balance. He emphasized the importance of considering Springfield in
a larger regional context and for Springfield to have a clear vision of what it wanted in the future.
He did not think it would be difficult to articulate an economic development vision for
Springfield, adding the consultants had a good idea of the community's values and would
continue to test that interpretation with the council and commission.
Commiss'ioner Moore wanted the consultants to remember what a fantastic and unique place
Springfield was. S~e said that the geography of the community was one of those factors. It was
a great place to live and grow and have a business, and she hoped that things would come
through and be reinforced in the study. Mr. Winterowd said that those elements were addressed
in.the analysis as "comparative advantages," and Springfield had comparative advantages that
drew businesses to it.
Councilor Lundberg emphasized the importance of family wage jobs to the City Council. She
also cited the importance of anchor businesses such as Peace Health, which had drawn in other
businesses and which helped to establish Springfield as a regional medical center and became
part of its image over time. She emphasized the importance of flexibility and creating the
potential for land redevelopment and reuse. She thought that flexibility was important to the
changing vision of Springfield from a small town to a more recognizable metropolitan area.
Councilor Lundberg also thought it important to know why companies did not locate in
Springfield.
Councilor Ralston emphasized the importance of ensuring affordable housing was included in
the community's vision.
Commissioner Carpenter asked how the consultants accounted for constrained industrial parcels,
such as brownfields. He also asked how sites that become available in the future would be
accounted for. Mr. Winterowd said the Goal 9 rule provided a liberal definition of what was
considered buildable, and Springfield could decide if it wanted to include such sites in the
inventory. He said that was another reason why it was important for Springfield to articulate an
economic development vision. In regard to transitioning sites, he agreed'that those were a big
consideration and there were strategies the community could use to facilitate their transition to
another use, such as commercial, or distinguish in the code between retail commercial and non-
retail commercial, each of which had a different land use impact. He said it was important how
those uses were organized spatially in the community.
City of Springfield
CouncilJPlanning Commission Work Session Minutes
March 11, 2008
Page 6
Councilor Ballew suggested that Springfield might not know what it wanted because it did not
know what to hope for. She thought it might be helpful if the council and commission had a
model of the cost-benefit of commercial or industrial uses and the associated public expenditure.
She asked what commercial businesses wanted in sites compared to what they did not want. Mr.
Winterowd suggested it depended on the commercial business involved. He said that it was a
challenge when considering the many potential businesses involved.
Councilor Lundberg called for a brief meeting break.
Following the break, the consultants provided a PowerPoint presentation entitled Springfield
UGB Planning. The presentation included the study goals, an overview of the two-track work
program, key issues, and the State policy context for the study. Councilors and commissioners
asked questions clarifying the information presented.
Those present briefly discussed the composition of the sfakeholders committee. Staff provided a
brief overview of the recruitment process and noted that the Planning Commission, acting as the
Citizen Involvement Committee, would consider the membership on March 18.
ADJOURNMENT
The meeting was adjoumedat 8:06 pm
Minutes Recorder - Brenda Jones
Sidney W. Leiken
Mayor
Attest:
Amy Sowa
City Recorder
City of Springfield
Work Session Meeting
MINUTES OF THE WORK SESSION MEETING OF
THE SPRINGFIELD CITY COUNCIL HELD
MONDAY, MARCH 17, 2008
The City of Springfield Council met in a work session in the Jesse Maine Room, 225 Fifth
Street, Springfield, Oregon, on Monday, March 17, 2008 at 6:00 p.m., with Mayor Leiken
presiding.
ATTENDANCE
Present were Mayor Leiken and Councilors Lundberg, Wylie (via conference phone at 6:24pm),
Ballew, Ralston, and Woodrow. Also present were City Manager Gino Grimaldi, Assistant City
Manager Jeff Towery, City Attorney Joe Leahy, City Recorder Amy Sowa and members of the
staff.
Councilor Pishioneri was absent (excused).
1. Unimproved Street Conditions Report.
Public Works Director Dan Brown gave a brief history of the City's policy on maintaining and
upgrading streets throughout the City. Funding for streets had always been scarce; therefore,
Council had made it a priority to maintain streets that had been constructed to City standards.
Council policies in Springfield had historically prevented staff from constructing asphalt mats,
overlaying or doing other preservation activities on the asphalt mats except under rare
circumstances. The Springfield City Council had consistently made it a goal to promote
improvement of the remaining 3D miles of unimproved streets. Public Works had seen very few
street improvement petitions come forward over the last 15 years. Many property owners resisted
being assessed for street improvements, yet expected their street to be preserved. Council's
official policy had been to direct preservation resources to maintain the improved street system,
whereby owners had paid for the improvement to urban standards and the City committed to
perpetually maintaining them.
Mr. Brown said most of the City's unimproved asphalt mat streets were 40 to 50 years old and in
rough condition. Maintenance work performed on these streets was done to address immediate
road hazards and was much less extensive than activities invested to maintain improved streets.
Mr. Brown noted that often the amount spent on the maintenance of the unimproved and gravel
streets was the same as what was spent on the improved streets. More was needed however if the
City was to keep these streets from completely disintegrating. We more frequently received
feedback from residents living on unimproved streets that believed the City should provide more
maintenance on their street because they "pay the same at the pump as anyone else."
Mr. Brown said staff was here to ask Council if they would like to consider changing the long-
standing prohibition against doing overlays on asphalt mat streets. If Council were to change the
policy, it would do nothing to hurry people along to submit petitions to improve their streets. An
advantage of doing the overlay was that it could make the money and time spent on those roads
more effective and more appreciated. He referred to the three options staff outlined for Council:
City of Springfield
Council Work Session Minutes
March 17,2008
Page 2
~ Do nothing.
~ Change the policy to allow preservation overlays on unimproved streets.
~ Refer the issue to the Mayor's Street Preservation Task Force.
Mr. Brown said that if Council were to change the policy to allow overlays, staff estimated that
$30,000-$50,000 pulled out of the overlay fund would enqble the program to be implemented.
He explained one of the issues with that option.
Maintenance Manager Brian Conlon continued with the presentation. He discussed the issues
involved in citizen complaints regarding the unimproved streets and their deteriorating condition.
The primary activity of the maintenance division was pothole patching and that would continue
unless more extensive work was done. Ten miles of the unimproved streets in Springfield was
made up of minor arterial and collector streets. Both Olympic Street and Commercial were
unimproved.
Mr. Conlon discussed the skin patching that maintenance had been using over the last ten years.
He noted that Mr. Brown had encouraged him to put an article in the American Public Works
Association (APW A) newsletter about this procedure to share with other cities. The PW
Maintenance Division had the equipment and experience to do thin-lift asphalt overlays that
performed surprisingly well for many years. Staff estimated that they could do thin-lift asphalt
overlays for about $60K per mile on the average unimproved street. The current 5-year CIP had
approximately $400K programmed annually for pavement preserVation maintenance. ~f the City
Council were to change the policy to allow for pavement preservation on unimproved streets, a
budget level of $30K to $50K would help to begin addressing unimproved pavement failures.
Councilor Ballew said it seemed to be a question of equity. It seemed that the unimproved streets
were already getting more funding than improved. Before she would change the policy, she
would like to see more analysis of what was currently being spent per mile on maintenance for
improved and unimproved streets. She noted the value to residents of improving their streets.
Councilor Ralston asked about the cost per mile of the thin-lay asphalt. He referred to some of
the photos of streets that had received the thin-lift overlay and asked how much of that was done.
F
Mr. Brown said not much because it was not in accordance with Council policy. Maintenance
staff was concerned because they would go out and patch a lot of potholes, then go back and
patch the patches. Those repairs didn't last, the road became very bumpy, and there was little
satisfaction for the residents, motorists and City staff. The thin-lift overlay would be much more
effective and staff wouldn't have to continually go back to patch. In the end, it could cost less
than current practice. Staff could work up some cost comparison data on that for Council.
Councilor Ballew said she would also like to see the cost benefit.
Councilor Woodrow said he would like to see a cost amilysis to see what it cost staff per mile
over a period of time for pot hole patching versus thin-lift overlay. Leaving the unimproved
l>streets the way they were would not get those citizens to petition to get their street improved any
faster than if they applied the thin-lift overlay. He would like to refer this to the Street
Preservation Task Force for their feedback.
City of Springfield
Council Work Session Minutes
March 17, 2008
Page 3
Councilor Lundberg agreed. Looking at the map, the streets were varied and in different parts of
town. She asked if there could be a logical progression of which streets to address first. Some
may be in a depressed area and would need CDBG funds. She asked staff to categorize the
streets and have the Task Force look at it first and address the funding issue. She liked the idea
of overlaying if it preserved the street longer.
Councilor Ralston said he had noticed the difference on the road going into FarWest Steel which
had received thin-lift overlay. He felt it was more cost effective in the long run and would have a
more positive response.
Councilor Ballew said at that cost, staff could only do one mile a year.
Mayor Leiken agreed that the Task Force was the best group to look at this. He appreciated staff
looking at this from a different perspective. Maintenance of our streets was crucial and this issue
would coincide with the w6rk of the Task Force. He thought it would make a lot of sense, after
Council had made a final determination on this issue, to send an article to the public about the
overlay process and why it could benefit communities. He said he appreciated staff bringing this
forward.
Mr. Brown thanked Council for asking staff to bring a map showing the location of the
unimproved streets in Springfield.
Councilor Lundberg asked if it was possible to get a smaller (11 x 17) version of the map to get
to Council in a Communication Packet.
Mr. Brown said they could provide that for Council.
Councilor Ralston asked if all the streets on the map were in City limits.
Mr. Brown explained the color coding and noted which streets were in the City and which were
in the urban growth boundary (UGB).
Councilor Wylie joined the meeting by conference phone (6:24 p.m.)
2. Franklin Boulevard Study Update.
Transportation Manager Tom Boyatt presented the staff report onthis item. The Council has
placed a priority on realizing the redevelopment potential of the Glenwood Riverfront area. It is
generally understood that attracting higher density, high quality, mixed-use Riverfront
redevel(')pment depends in large part on an associated overhaul of Franklin Boulevard. The
adopted 2004 Glenwood Riverfront Plan includes placeholder concepts for Franklin Boulevard
and the Franklin/McVay intersection. These concepts tend to isolate the Riverfront Opportunity
Area from Franklin Boulevard, as well as propose a 'double one way couplet' of four traffic
signals to address the travel demand on the Franklin/McVay intersection.
The current Franklin Study refines the original concepts by bringing the edge of the Riverfront
Area onto Franklin Boulevard using modem multi-way boulevard design, and by replacing the
four signal "square about", with a modem two lane roundabout at McVay/Franklin.
City of Springfield
Council Work Session Minutes
March 17, 2008
Page 4
The next step in the process of project refinement planning is to go to the Planning Commission
then the City Council this Spring to amend the Glenwood Refinement Plan and TransPlan to
reflect the evolution of design. It is important to understand that actual design will be further
refined with subsequent project development steps like NEPA.evaluation, detailed traffic
analysis, more refined project cost estimates, and value e~gineering.
Attachment A - DRAFT Fr~nklin Boulevard Study Concept Report provides a good summary of
the 10 month refinement planning process. Attachment B - Franklin Boulevard Study
PowerPoint Materials, is a slide presentation of the planning process and the design concepts
being forwarded. Attachment C is a ~trip map of the Franklin Boulevard Study Hybrid Concept.
Mr. Boyatt noted that Council members had seen this presentation as SEDA Board members a
week ago. He said he would go through it more quickly tonight, but also try to address some of
the questions brought up during the SEDA meeting. He asked if Council had any pressing issues
they would like to start with.
Councilor Ralston said the plan looked great, but he questioned where the money would come
from. A lot of businesses would be affected. He referred to the roundabout site and the
businesses that would affect. Without significant development and funds, this project was not
practical. The City needed a plan for relocating or compensating businesses.
Mr. Boyatt said he would address the issue of the roundabout as he went through the slides. He
would also discuss where the funds would come from.
Councilor Ballew asked if the Franklin Boulevard study was in the Regional Transportation Plan
(RTP).
Mr. Boyatt said studies were not required to be constrained or in the local plan. A project for
Franklin Boulevard was in both plans and a concept for a piece of that project was in the
Glenwood Refinement Plan.
Councilor Ballew asked if any Federal Plans needed to be amended for this project.
Mr. Boyatt said there was a placeholder project in the Federal plan. The amendments w~uld
provide further definition and clarity around the concept and the process.
Mr. Boyatt discussed the project overview, which included Franklin Boulevard (improvements
from 1-5 to the Springfield bridges), McVay Highway (improvements from Franklin Boulevard
. to the railroad trestle) and the intersection of Franklin and McVay. He reviewed the decision
process. The stakeholder advisory committee and project management team would make a
recommendation to the Planning Commission who would then make a recommendation to the
City Council for a decision. This process would be broken down into smaller pieces. He
displayed the project timeline and said they were close to being on time with this project. He
discussed the project purpose, which was to promote the implementation of the City's land use
plans and conlmunity development goals for the Glenwood community and provide for safety
and convenience of those walking, biking, driving, using transit and delivering freight.
City of Springfield
Council Work Session Minutes
March 17,2008
Page 5
Mr. Boyatt referred to a design in the agenda packet (attachment B, page 6) which was currently
in the adopted plans. This design showed the four signal, double one-way couplet. He compared
that design with the proposed roundabout design. He referred to several photos of multi-way
boulevards in other cities.
Councilor Ralston said the thinner the better as far as a multi-way was concerned. He also felt
that in looking at the proposal, developing to the south was the better model. He explained.
Mr. Boyatt said staff had followed Council's guidance and tried to work with the north right-of-
way line to the south. They also had put a wider footprint on the map as a starting point. Through
value engineering and other processes, they could reduce that footprint.
Councilor Ballew asked if the north side would still be impacted to a degree.
Mr. Boyatt said it was inevitable there would be some impact on the north side, especially in
those areas where there was a curvature in the roadway. He provided examples. The strategy now
was to have enough of a concept to roll it out as redevelopment occurred. The placement of the
first pieces of infrastructure developed would be the guide of subsequent segments. There was
. some potential to move things to the north if warranted by existing businesses. It was important
to have flexibility within the parameters to make the best fit possible.
Councilor Ballew said the proj ect would also be based on development and the value of
properties.
Mr. Boyatt said that was correct. That same situation had been experienced in the Gateway area.
He said an intensive design charette process was conducted last summer and alternatives were
developed. A team of City staff, consultants and the advisory committee brought nine
possibilities to the Council in September. Part of the evaluation framework included cost, natural
environment, community values and economic development and transportation perforniance.
The criteria that mattered in the evaluation was cost, property impacts, business acquisitions,
separating through and local traffic, and establishing a comfortable pedestrian environment. He
referred to the Evaluation Summary chart in attachment B, page 19, which showed ratings for
cost, community values, and transportation performance.
Councilor Ballew asked about 14th Street and noted that if they were starting from scratch, that
would be the straightest route.
Mr. Boyatt said the alignment of 14th Str~et was rejected due to its massive cost and numerous
challenges. The stakeholder committee had developed a draft recommendation, a concept which
was a hybrid of pure arterial, pure multi-way, and part arterials and multi-way. He noted that the
three people that appeared at the SEDA meeting had received notific~tions to the open houses.
Staff would continue to provide additional outreach. He described the differences in the sections.
He distributed a document showing the Multiway Boulevard Urban Design Concepts. He also
showed a picture of the proposed roundabout compared to the four way signalized intersection.
Traffic engineering and value engineering had not been done, so there were still a lot of
_ unknowns. Those types of studies would need to be done before moving ahead.
City of Springfield
Council Work Session Minutes
March 17,2008
Page 6
Mr. Boyatt said the stakeholders and staff believed this recommendation supported the
Riverfront Plan and would support Glenwood revitalization. It was a proactive plan for Franklin
Boulevard and they wanted to do it as right as possible. Staff was lo~king for guidance from
Council on whether to move forward on this or not. The next steps of moving forward would be
to give the project more definition in TransPlan and the Glenwood Refinement Plan. There was
probably merit in development services and transportation staff preparing a work plan on how to
do that. It was time for the TransPlan to be updated and the Glenwood Refinement Plan was'
coming up for review soon. They needed time to determine how to blend those elements together
to be efficient. They would also talk as a group about how to reach out more to the property
owners and businesses that were most impacted by the project and find out their specific
concerns.
Mayor Leiken recommended looking at old maps of the original alignment of Gateway. Going
with the original alignment plan could have been more efficient than what was going on now in
that area. The City was at that type of crossroads again. He agreed that they needed to have the
communication in place with the property and business owners.
Councilor Ballew said Eugene, Lane County and the State of Oregon all needed to be involved in
this process as they all had stake in Franklin Boulevard.
Mr. Boyatt said he was confident they could get to agreement. What existed on the ground today,
limited what could be done in the future. Those obstacles needed to be thoughtfully considered.
They would be partnering with Eugene on enhancing the multi-way design. Eugene had
jurisdiction of Franklin Boulevard on the west side ofl-5. Springfield was talking with ODOT
about taking over jurisdiction on the east side. .
Councilor Ralston said it would be prudent to amend the TransPlan. It would.take significant
development or redevelopment dollars to be able to move forward with any of this project.
Councilor Wylie said she thought it was good staff work. Planning was so necessary to do
because the City would want to act on the development goals and the planning needed to be done
ahead of time. It encouraged her to see the City making progress on this plan. She would like to
see.more access to the people that lived or worked along Franklin Boulevard. She was pleased
with the direction the City was going.
Mr. Boyatt said he would move forward to the next steps.
3. Yard Debris Pickup.
Assistant Public Works Director Len Goodwin presented the staff report on this item. Sanipac
proposes to offer a subscription based yard debris pickup program beginning May 1, 2008. If
Council believes the parameters proposed by Sanipac are appropriate, staff will complete
negotiations and reduce the terms to a formal agreement to be exec~ted by the City Manager.
When Sanipac presented its annual report to Council on October 22, 2007, one ~f the principal
issues for discussion was the potential for offering a yard debris collection program to
Springfield residents. Residents of Eugene have had such a program for several years, and the
City of Springfield
Council Work Session Minutes
March 17,2008
Page 7
absence of such a program has, for the past two years, been the .principal reason for customer
service requests to the City.
Council has considered this issue in the past and has been unwilling to require a universal
program, as is the case in Eugene, expressing the belief that it would not be supported by a
majority of Springfield customers. Council did direct that if a subscription based program could
be developed at a reasonable charge, it would consider at least a pilot effort to help gauge
support for the program. City staff and Sanipac have met several times and developed a proposal
for a subscription based program which could be available for $4.75 a month, a figure that
compares favorably with Eugene's rate of $3.20 a month, particularly when you consider that
rate has not been changed since 2001. The major features of the program are described in
Attachment A. Sanipac believes that the program can be self-sustaining if at least 2,500
customers (slightly under 20 percent of the customer base) participate, although the program
would more confidently be self-sustaining ata participation rate of about 3,500 customers. This
program would run for two years, at which time both the City and Sanipac would evaluate
whether it was being effective at reducing the level of trash transported to the landfill, as well as
meeting customer satisfaction goals.
Mr. Goodwin said if Council was comfortable with the yard debris subscription program,
Sanipac would move forward with advertising and starting the program. He noted that Sanipac
was looking at a rate increase, the first since 2003. The yard debris program didn't have anything
to do with rate increase. The yard debris program could reduce the number of large garbage cans
and increase the number of smaller cans. That was good news because it meant less waste going
to the landfill.
Councilor Ralston said he was o.k. with it as long as people wanted to subscribe.
Councilor Ballew asked that Council get a report on the program every six months or a year.
Mr. Goodwin said the City expected Sanipac to report back every quarter.
ADJOURNMENT
The meeting was adjourned at 7:04 pm.
Minutes Recorder - Amy Sowa
Sidney W. Leiken
Mayor
Attest:
Amy Sowa
City Recorder
City of Springfield
Regular Meeting
MINUTES OF THE REGULAR MEETING OF
THE SPRINGFIELD CITY COUNCIL HELp
MONDAY, MARCH 17,2008
The City of Springfield Council met in regular session in the Council Meeting Room, 225 Fifth
Street, Springfield, Oregon, on Monday, March 17,2008 at 7:00 p.m., with Mayor Lejken
- -
presiding.
ATTENDANCE
Present were Mayor Leiken and Councilors Lundberg, Wylie (via conference phone), Ballew,
Ralston, and Woodrow. Also present were City Manager Gino Grimaldi, Assistant City Manager
Jeff Towery, City Attorney Joe Leahy, City Recorder Amy Sowa and members of the staff.
. - Councilor Pishioneri was absent (excused).
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 WITH ITEM 1.a.
REMOVED. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST (1
ABSENT - Pishioneri).
1. Claims
a. removed
2. Minutes
a. February 11,2008 - Work Session
b. February 19,2008 - Regular Meeting
c. February 25,2008 - Work Session
3. Resolutions
a. RESOLUTION NO. 08-04 - A RESOLUTION TO ACCEPT PERMIT PROJECT
P30508: LAUREN ESTATES. .
4. Ordinances
a. ORDINANCE NO. 6217 - AN ORDINANCE WITHDRAWING CERTAIN REAL
PROPERTY KNOWN AS TROTTER LOCATED IN WEST SPRINGFIELD. EAST OF
City of Springfield
Council Regular Meeting Minutes
March 17,2008
Page 2
ANDERSON LANE AND SOUTH OF KELLOGG ROAD AND INVOLVING
APPROXIMATELY 0.45 ACRES IDENTIFIED AS TAX LOT 600 T17S R03W S33
MAP 11; HERETOFORE ANNEXED TO THE CITY OF SPRINGFIELD FROM THE
RAINBOW WATER DISTRICT.
b. ORDINANCE NO. 6218 - AN ORDINANCE WITHDRAWING CERT Am REAL
PROPERTY KNOWN AS INTERNATIONAL CHURCH OF FOURSQUARE
GOSPEL. LOCATED IN NORTH SPRINGFIELD. NORTH OF HAYDEN BRIDGE
ROAD, EAST OF 5TH STREET. WEST OF 7TH STREET AND INVOLVING
APPROXIMATEL Y4.l3 ACRES IDENTIFIED AS TAX LOTS 12600 AND 12700.
T17S R03W S23 MAP 34 AND OTHERWISE KNOWN AS 600 HAYDEN BRIDGE
ROAD. SPRINGFIELD: HERETOFORE ANNEXED TO THE CITY OF
SPRINGFIELD FROM THE RAINBOW WATER DISTRICT.
c. ORDINANCE NO. 6219 - AN ORDINANCE WITHDRAWING CERTAIN REAL
PROPERTY KNOWN AS NEPUTE. LOCATED IN WEST SPRINGFIELD. NORTH
OF KELLOGG ROAD AND NORTHWEST OF THE INTERSECTION WITH
POLTAVA STREET AND INVOLVING APPROXIMATELY 1.03 ACRES
IDENTIFIED AS TAX LOT 800. T17S R03W S34 MAP 22: HERETOFORE
ANNEXED TO THE CITY OF SPRINGFIELD FROM THE RAINBOW WATER
DISTRICT.
d. ORDINANCE NO. 6220 - AN ORDINANCE WITHDRAWING CERTAIN REAL
PROPERTY KNOWN AS EV ANS/BETZ OAKDALE A VENUE LOCATED IN THE
GA TEW A Y AREA OF NORTHWEST SPRINGFIELD. WEST OF GAME FARM
ROAD AND INCLUDING PROPERTIES OWNED BY EV ANS/BETZ AND THAT
PORTION OF OAKDALE AVENUE PUBLIC RIGHT OF WAY BETWEEN
GAMEF ARM ROAD AND PHEASANT BOULEVARD. THE WITHDRAWAL
INVOLVES APPROXIMATELY 0.69 ACRES IDENTIFIED AS TAX LOTS 2500,
2600. AND 2700. T17S R03W S22 MAP 42 AND 0.45 ACRES OF OAKDALE
AVENUE RIGHT OF WAY (1.14 ACRES TOTAL); HERETOFORE ANNEXED TO
THE CITY OF SPRINGFIELD FROM THE RAINBOW WATER DISTRICT.
5. Other Routine Matters
a. Approval of Liquor License Endorsement for Memos Mexican Restaurant, Located at
737 Main Street, Springfield, Orttgon.
b. Approval to Authorize the City Manager to Execute a Contract with Christenson Electric,
Inc. in the Amount of $122,216.00 for Material and Labor and Approximately $15,000
for Additional Materials and Labor Costs to Provide Horizontal Station Wiring and
Backbone (R!ser) Cable Plant Installation for the City of Springfield Justice Center.
c. Approval to Authorize the City Manager to Sign an Independent Contractor Agreement
for Air and Ground Ambulance Joint Marketing.
d. Approval to Authorize the City Manager to Sign a Contract to Purchase Two Ambulance
Units from Hughes Fire Equipment, Inc. for an Amount Not to Exceed $445,964.00.
e. Approval of the Guaranteed Maximum Price of $87,811 for the Temporary Facilities
Required at Thurston Fire Station #16.
ITEMS REMOVED
City of Springfield
Council Regular Meeting Minutes
March 17,2008
Page 3
1. a. Approval of the February 2008, Disbursements for Approval
IT WAS MOVED BY COUNCILOR WOODROW WITH A SECOND BY COUNCILOR
BALLEW TO APPROVE ITEM 1.A. FROM THE CONSENT CALENDAR. THE
MOTION PASSED WITH A VOTE OF 4 FOR, 0 AGAINST, 1 ABSTENTION (Lundberg)
AND 1 ABSENT (Pishioneri).
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. 2009-2013 Capital Improvement Program - A Community Reinvestment Plan.
City Engineer Ken V ogeney presented the staff report on this item. The City of Springfield 2009-
2013 . Capital Improvement Program - A Community Reinvestment Plan, has been drafted by
staff, reviewed by the Planning Commission (2/05/08), and the City Council in work session
(3/03/08). It is now ready for public hearing and adoption.
The draft City of Springfield 2009-2013 Capital Improvement Program, A Community
Reinvestment Plan, was reviewed at the Planning Commission's February 5,2008 meeting. The
Commission recommended Council approval of the plan. The City Council then reviewed the
draft elP in work session on March3, 2008 and approved the CIP as drafted to be brought-to
public hearing at this meeting. After hearing public comments, Council is requested to adopt the
Capital Improvement Program by motion.
Mayor Leiken opened the public hearing.
No one appeared to speak
Mayor Leiken closed the public hearing.
IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR
WOODROW TO ADOPT THE 2009-2013 CAPITAL IMPROVEMENT PROGRAM - A
COMMUNITY REINVESTMENT PLAN. THE MOTION PASSED WITH A VOTE OF 5
FOR AND 0 AGAINST (1 ABSENT - PISHIONERI).
2. Supplemental Budget Resolution.
RESOLUTION NO. - 08-05 - A RESOLUTION ADJUSTING RESOURCES AND
REQUIREMENTS IN THE FOLLOWING FUNDS: GENERAL. SPECIAL REVENUE.
TRANSIENT ROOM TAX. DEVELOPMENT PROJECTS. POLICE BUILDING BOND
CAPITAL. REGIONAL WASTEWATER CAPITAL. STREET CAPITAL. BOOTH-
KELLY. REGIONAL FIBER CONSORTIUM. INSURANCE. AND VEHICLE &
EQUIPMENT.
Budget Officer Bob Brew pr~sented the staff report on this item. At various times during the
fiscal year the Council is requested to make adjustments to the annual budget to reflect needed
changes in planned activities, to recognize new revenues, or to make other required adjustments.
City of Springfield
Council Regular Meeting Minutes
March 17, 2008
Page 4
These adjustments to resources and requirements change the current budget and are processed
through supplemental budget reql;lests scheduled by the Finance Department on an annual basis.
The supplemental budget being presented includes adjusting resources and requirements in the
General Fund, Special Revenue Fund, Transient Room Tax Fund, Development Projects Fund,
Police Building Bond Capital Fund, Regional Wastewater Capital Fund, Street Capital Fund,
Booth-Kelly Fund, Regional Fiber Consortium Fund, Insurance Fund, and Vehicle& Equipment
Fund..
The City Council is asked to approve the attached Supplemental Budget Reso'lution.
The overall financial impact of the Supplemental Budget Resolution is to increase total
appropriations by $460,206 and increase total FTE by 1.0.
Mr. Brew discussed several of the items in the supplemental budget.
Councilor Ballew asked about the Fiber Consortium and the tot~ll when the change was made.
Mr. Goodwin said it would put about $140,000 as the total. They discussed the additional
amount.
Mayor Leiken opened the public hearing.
Noone appeared to speak.
Mayor Leiken closed the public hearing.
IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR
WOODROW TO ADOPT RESOLUTION NO. 08-05. THE MOTION PASSED WITH A
VOTE OF 5 FOR AND 0 AGAINST (1 ABSENT - Pishioneri).
BUSINESS FROM THE AUDIENCE
COUNCIL RESPONSE
CORRESPONDENCE AND PETITIONS
1. Correspondence from Christopher Monnette, Director of Reservations, Royal Caribbean
International, 1000 Royal Caribbean Way, Springfield, Oregon Regarding the Pioneer
Parkway/EmX Project.
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 5 FOR AND 0 AGAINST (1 ABSENT-
Pishioneri).
BIDS
ORDINANCES
City of Springfield
. Council Regular Meeting Minutes
March 17, 2008
Page 5
BUSINESS FROM THE CITY COUNCIL
1. Business from Council
a. Committee Reports
1. Councilor Ralston reported on the Human Services Commission (HSC). The County
had a lot if financial problems and the outlook was not good. The HSC forwarded a
letter to the City asking that the City maintain the same level of support as last year,
including the $20,000 one time additional amount. They were looking at the cities for
help. The County was considering referring it as a levy item. He pointed out that
Springfield had been successful in their measures, but the County hadn't been able to
get support for their measures. Andrea Ortiz was the current Chair and Dave Ralston
was the Vice-Chair for the third time.
He said there was too much to talk about regarding the Lane Regional Air Protection
Agency (LRAP A).
2. Councilor Wylie asked if there was any news about the County money. Mayor
Leiken said he would address that shortly.
3. Councilor Ballew reported on the League of Oregon Cities (LOC) Finance and
Taxation Committee. She attended a meeting last Friday and they were beginning to
put together their lobbying program. There was concern about the federal forest
program. She would be meeting on that subject next week in Salem. The City of
Portland was sponsoring proposals for changing the urban renewal so they could
apply urban renewal funds from one redevelopment agency area to a satellite
somewhere else. Following the last legislative session, the State was required to do
reporting on existing enterprise zones regarding what jobs were there and how
successful they were. She discussed the department that was subcontracting to do the
reporting.
4. Councilor Lundberg reported on the EmX. She said there was a meeting with Lane
Transit District (LTD) and many of the owners of property along International Way.
The meeting went better than she anticipated, but there were still many concerns
about the width of the proposed corridor and who would be maintaining the green
spaces. She encouraged those in attendance to attend Council work sessions and
public hearings before the corridor was approved so their voice could be heard. This
would help get the project to a place where everyone could accept it and allow the
EmX to do what it was supposed to do - move people from the employment centers
and reduce traffic. She was happy with the progress regarding discussions with
property owners.
5. Councilor Woodrow reported on the Police Planning Task Force (PPTF). He said he
attended PPTF a week ago on Thursday. The Police Chief went over the number of
accolades versus complaints against police officers. The responses were two to one
for the accolades.
City of Springfield
Council Regular Meeting Minutes
March 17,2008
Page 6
6. Mayor Leiken said the Metropolitan Policy Committee (MPC) meeting was one of
the more agreeable meetings he had attended in a long time. In the end, the Oregon
Transportation Commission (OTC) had a draft earmark policy that didn't sit well
with the whole group. Mayor Piercy and Mayor Leiken agreed it was not a good
policy. A legislative person from the Oregon Department of Transportation (ODOT)
came to the meeting and got the message from Mayor Leiken and Commissioner
Green.
Mayor Leiken reported on the United Front trip. He said during the first meeting, he
asked why they were there if there were no funds available. Out of all the years he
had attended, this was the most unproductive trip ever. The Secure Rural Schools did
not get renewed and the House and Senate were blaming each other. Mayors Volta
(Coburg), Williams (Cottage Grove), Piercy (Eugene) and Leiken got together and
suggested that the Lane County mayors write a letter or pass a resolution in support
of the counties for Washington DC. The message from Lane County to the legislators
was not being heard. Mayor Leiken talked to Mr. Grimaldi and the LOC about
writing a similar letter or support to the counties. He talked about the road funds and
the leverage from the counties. Unless something drastic happened it didn't look
good for the counties.
Mayor Leiken said he was not sure what the final numbers would be from the Corps
of Engineers regarding the Mill Race project. Bob Keefer, Superintendent from
Willamalane Parks and Recreation District, and Len Goodwin, Assistant Public
Works Director, were trying to find out if we were getting any funds.
.Mayor Leiken reported on the Transportation Governance Subcommittee. He said
their last meeting was very good. People were starting to get it figured out. The
. representative from Medford, Linda Ludwig (LOC) and Mayor Leiken shared the
, same message. Cities were on board on what a legislative package for transportation
should be. He would be on a panel to interview the new Region II Manager for
ODOT on March 28.
. Mayor Leiken said he attended an event at Agnes Stewart Middle School called the
Battle of the Books. He said it was one of the more fun events he had attended in a
long time. He moderated the elementary school students. The students had to know
the name of the book and the. author following certain key questions. The winners
from Springfield went to the Regiona1s in Roseburg and took second place.
BUSINESS FROM THE CITY MANAGER
1. City Council Adoption of a Resolution Initiating Annexation of Public Property in the
Vicinity of the West End of the Glenwood Bridge over the Willamette River.
RESOLUTION NO. 08-06 - A RESOLUTION INITIATING ANNEXATION OF
CERTAIN TERRITORY TO THE CITY OF SPRINGFIELD PURSUANT TO SECTION
5.7 OF THE SPRINGFIELD DEVELOPMENT CODE.
Planning Supervisor Jim Donovan presented the staff report on this item. Annexation of the rights
of way and public property at the west end of the Glenwood Bridge over the Willamette River is
" City of Springfield
~ouncil Regular Meeting Minutes
March 17,2008
Page 7
the fITst step toward future public improvements by the City of Springfield. Annexation also
transfers legal jurisdiction within the rights of way and public property to the City of Springfield
.and allows the City of Springfield Police Department to respond to ongoing public nuisance
complaints occurring on the area proposed for annexation.
Financial impacts of annexation on construction and maintenance of future public right of way
improvements will be brought to the City Council for consideration during the ensuing public
process: With the exception of public staff time dedicated to the annexation process, there are no
other significant financial impacts associated with this initiation by Council Resolution. If
initiated, the proposed annexation ordinance would be scheduled to come before the City Council
at fl public hearing on or about April 21, 2008. A second reading and adoption of a proposed
ordinance annexing the subject area could occur on or about May 19,2008.
Mr. Donovan said staff would bring a full report to Council in a few weeks. Annexation of this
property would put the Springfield police in the lead role to deal with nuisance issues at this
location, and allow Springfield Police officers to arrest for disor4er~y conduct and public
drinking.
Councilor Woodrow asked if notice would go out on this annexation.
Mr. Donovan said notice would be put in the Register Guard and notice to affected parties. There
was no requirement for this type of annexation to notice out to 300 feet from the area, but could if
directed by Council.
Councilor Ballew asked if the right-of-way rested with the County or State.
Mr. Donovan said it was with a State facility owned and operated by the State under some County
land use and other jurisdiction.
Mr. Grimaldi said there wasn't a transfer of responsibility for maintenance of the right-of-way.
Mr. Donovan said that was separate action to transfer maintenance responsibilities.
Mr. Leahy said currently, if there was a code violation in this area, Springfield couldn't Cite.
Councilor Ballew sai~ it remained State property until the City took over jurisdiction. She was
unclear about who handled the maintenance for that area.
Mr. Grimaldi said the State maintained the area and that would continue.
Mr. Leahy said the City would have authority to enforce code violations.
Councilor Ballew confmned that the right-of-ways were being used to outline the annexation
area.
Councilor Lundberg said the purpose was. to give the City the ability to enforce the code. She
asked if there was a plan by the Police Department to deal with the transient population and the
added issues they would need to deal with. She would like feedback on such a plan.
City of Springfield
Council Regular Meeting Minutes
March 17,2008
Page 8
Mr. Leahy said Councilor Lundberg's question was a good one. Whatever was done would be
better than the current situation.
Mayor Leiken complimented staff for taking this on. This was a big topic by the citizens and this
was a good starting step. He thanked staff and ODOT.
Councilor Ballew said she had a concern that if Police discouraged occupancy under the bridge
by the transients, the transients would move into Springfield neighborhoods. The plan needed to
be well thought out.
IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR
WOODROW TO ADOPT RESOLUTION NO. 08-06. THE MOTION PASSED WITH A
VOTE OF 5 FOR AND 0 AGAINST (1 ABSENT - Pishioneri).
BUSINESS FROM THE CITY ATTORNEY
ADJOURNMENT
The meeting was adjourned at approximately 7:40 p.m.
Minutes Recorder Amy Sowa
Sidney W. Leiken
Mayor
Attest:
City Recorder
City of Springfield
Work Session Meeting
MINUTES OF THE WORK SESSION MEETING OF
THE SPRINGFIELD CITY COUNCIL HELD
MONDAY, MARCH 24, 2008
The City of Springfield Council met in a work session in the Jesse Maine Room, 225 Fifth
Street, Springfield, Oregon, on Monday, March 24, 2008 at 6:07 p.m., with Mayor Leiken
presiding.
AITENDANCE
Present were Mayor Leiken and Councilors Lundberg, Ballew, Ralston, and Woodrow. Also
present were Assistant City Manager Jeff Towery, City Attorney Joe Leahy, City Attorney Matt
Cox, City Recorder Amy Sowa and members of the staff.
Councilors Wylie and Pishioneri were absent (excused).
1. Historical Commission Interviews.
City Planner and Historical Commission staff liaison Kitti Gale, presented the staff report on this
item. The Historical Commission has one opening on its seven-member commission. The
recruitment for this opening began February 7,2008, and closed March 10,2008. Two
candidates have applied. The first applicant is Sean VanGordon. The second applicant is
Kimarie Lamb.
Section IX, 3.8 of the Springfield City Council Operating Policies and Procedures, 'states that the
H. . . Mayor and Council will hold formal interviews of applicants for positions on the Budget
Committee, Historical Commission, and Planning Commission and a recommendation from
these bodies is not necessary although they may have a representative present to participate in
the interview process. . ."
Springfield Code 1-10-1, Historical Commission Charge, requires that the seven-member
Commission shall be residents; electors; property owners within Springfield; appointees of other
Springfield public agencies such as Willamalane Park & Recreation and School District #19; or,
specialists with expertise in such fields as history architecture, preservation, architectural history,
planning, or archaeology who live within the Metro-Area General Plan boundaries. For state
certified funding it is recommended that a majority (4) of the Commission have professional
qualifications.
. The vacancy on the Commission is that of Commissioner Tama Tochihara, who had served on
the Commission since April, 2004. Due to family obligations, Ms. Tochihara chose not to apply
for a second term.
The Mayor and Council chose which questions they would ask of each applicant.
Ms. Gale introduced Historic Commission chair Roxie Metzler who sat in as the applicants were
interviewed.
City of Springfield
Council Work Session Minutes
March 24, 2008
Page 2
Mayor Leiken welcomed the applicants.
Sean VanGordon was. the first applicant interviewed.
Kimarie Lamb was the second applicant interviewed.
Council discussed the qualifications of each applicant and recommended moving forward to
appoint Sean VanGordon t6 the Historical Commission.
It was noted that Ms. Gale was retiring at the end of this week. There had not been a replacement
hired to fill her position to date.
Councilor Woodrow asked if the Historical Commission had a recommendation on which
applicant to appoint to the Historical Commission.
Ms. Metzler said not to her knowledge.
M~. Gale said each candidate had been invited to attend a Historical Commission meeting.
Kimarie had attended and Sean had not. She said in the past the Historical Commission had
always interviewed applicants, but Council had not asked for their recommendation, so they no
longer held interviews.
Ms. Metzler said either candidate would be a great asset to the commission. She would very
much like to have whichever one wasn't selected remain involved in some way.
Ms. Gale noted that appointments would be made on April 7, 2008 during the regular meeting.
/ Ms. Gale distributed a green folder on behalf of the commission that inCluded a summation of
the Springfield Historic Preservation Program. The City didn't have a preservation plan, but had
all the elements of a preservation plan. The City had a terrific preservation program. She wanted
to lobby Council that this program couldn't continue at the same high quality without time for a
staff person. Tentatively in May, there was someone taking over Ms. Gale's housing
responsibilities, but no one had yet been appointed to take over her preservation duties. The
Historical Commission was quite concerned.
Ms. Metzler said she would be putting together a letter to the Council describing the program
that Ms. Gale had developed over the years. She would also lobby for sufficient time for a staff
person to continue this effort.
Mayor Leiken said Ms. Gale had been great to work with..He wished her the best on her
retirement. The City was losing a valuable asset. Ms. Gale had always been accessible to
Council, and had a .wealth of knowledge.
Councilor Woodrow thanked her as well.
Councilor Ballew asked if anything was planned during May preservation month.
Ms. Metzler said there was a big conference in our area. Kuri Gill, Historical Commission
member, was planning on bringing people over from the conference for a walking tour of
City of Springfield
Council Work Session Minutes
March 24, 2008
Page 3
Springfield. There were a number of activities planned. This year would be more of a
showcasing of what we do in Springfield. That event would take place on May 4-7, 2008.
Mayor Leiken noted that the City had retained many older and historic buildings in downtown.
He was glad people were coming over to Springfield.
Ms. Gale said the City had an excellent planning department in Springfield with quality
employees. With the quality of staff in the department, the quality of work would continue.
2. 2007 Annual Financial Report.
Accounting and Audit Manager Mike Crocker presented the staff report on this item. In
accordance with Oregon statutes and the City's Charter, the city is required to complete an
annual audit and financial statement.
Grove, Mueller & Swank, PC, the city's independent auditors, have completed their audit of the
city's 2006/2007 Comprehensive Annual Financial Report (CAFR) and have issued their opinion
thereon. Mr. Swank from Grove, Mueller & Swank, PC will review the audit .process, their audit
report and the financial report during the work session. '
As a preliminary summary for the council's information, you may note that the auditors found no
material weaknesses in the city's internal financial controls and they issued a "clean opinion" on
the city's annual financial report, which indicates we are properly accounting for the city's
. fmancial resources and that we are using adequate controls to prevent any improper use of City
resources.
The auditors did have management points not critical to the audit which were not material and
therefore not presented in a written report.
Mr. Crocker introduced himself and Chuck Swank, from Grove, Mueller & Swank, PC, who
would be reviewing the audit for Springfield.
Mr. Swank reviewed the audit that his firm performed for the City, the Springfield Economic
Development Agency (SEDA) and the Regional Fiber Consortium. He said it was the auditors'
job to put an opinion on each of the financial statements, but it was the City's job to put the
statements together. Putting this document together annually took a lot of time and effort from
the staff in the Finance Department and they did a great job. He noted that the
Eugene/Springfield area had quality people putting finances together in the cities, schools, transit
district and other agencies.
Mr. Swanl<: said overview information could be found on the transmittal letter (page iii in the
City's Financial Statement document) and the Management's Discussion and Analysis (MD and
A), on page 3 in the document. Those documents told a lot about what was in the fmancial
statements. In the middle of the document was a budgetary statement. He explained what that
statement meant. He referred to page 58 in the agenda packet, which showed the Schedule of
Revenues, Expenditures and Changes in the Fund Balance (NonGAAP Budgetary Basis)-
Budget and Actual for the General Fund. He explained the figures in that document. He referred
to the statistical section in the report. He explained the information in that section. The
City of Springfield
Council Work Session Minutes
March 24,2008
Page 4
compliance section was found in the document on pages 133 and 134. That section outlined the
reporting requirements of the State of Oregon. He explained some of those requirements. The
last section of that document included the Federal requirements, which Springfield was required.
to adhere to. He explained.
Councilor Ballew asked about the $95,388 listed under Amount Provided to Subreceiptant on
page 140 in the document.
Mr. Swank said the City received funds from the Federal Government and then turned around
and awarded those to another agency.
Councilor Ballew still had questions about the amount.
Mr. Duey said he and his staff could get that information.
Councilor Ralston had a question about page.58 and the contingency funds.
Mr. Duey explained.
Councilor Ballew asked about the difference between the GAAP accounting and what the City
did.
Mr. Duey explained. It was mostly full accrual.
M/ Swank said the new auditing standards were coming out in June 2008. He gave an examp.le
of how those changes would affect the organization. Documentation standards would be
increased substantially.
Mr. Duey noted several other Oregon cities that had issues that had brought about these stricter
standards.
Mr. Swank said because of the increase in documentation, audit fees would increase.
Mr. Duey noted that interviews would occur for new auditors for next year. The Finance and
Judiciary Committee had been involved in the process and would bring a recommendation to the
Council in April.
Mr. Swank commented that there was a shortage of accountants.
Mr. Duey said this audit report would be on the Council Consent Calendar on April 7 for
Council's approval.
Mayor Leiken thanked Mr. Swank for his work and the presentation.
3. Letter of Support to Willamalane for Grant Application.
Mayor Leiken said Willamalane was applying for a grant to make improvements to the Jack B.
Lively Community Park. Ms. Sowa distributed the draft letter of support to be signed by the
City of Springfield
Council Work Session Minutes
March 24, 2008
Page 5
Mayor and sent to Willamalane. Mayor Leiken noted that he had sent out an email to the
Councilors several days ago asking if there were any concerns about sending this letter.
Councilor Lundberg reminded Council of the new policy requiring such requests for letters of
support to come to the Council for approval.
Council consensus was to send the letter with the Mayor's signature.
ADJOURNMENT
The meeting was adjourned at 7:04 pm.
Minutes Recorder - Amy Sowa
Sidney W. Leiken
Mayor
Attest:
Amy Sowa
City Recorder