HomeMy WebLinkAbout11/15/1999 Work Session
.'
.
MINUTES OF THE WORK SESSION MEETING OF
THE SPRINGFIELD CITY COUNCIL HELD
MONDAY, NOVEMBER 15,1999
The city of Springfield council met in work session in the Jesse Maine Room, 225 Fifth Street,
Springfield, Oregon, on Monday, November 15, 1999, at 6:00 p.m., with Mayor Maine
presiding.
ATTENDANCE
Present were Mayor Maine, Councilors Ballew, Fitch, Hatfield, Leiken, Lundberg and Simmons.
Also present were City Manager Michael Kelly, Assistant City Manager Gino Grimaldi, City
Attorney Joe Leahy, Senior Management Analyst Rosie Pryor, City Recorder Julie Wilson and
members of the staff.
1. Review of Process and Priorities for Five-Year RUD Consolidated Plan.
Mayor Maine reported that she attended the League of Oregon Cities Conference. At the
conference, the Springfield SHOP Program was recognized and an award was presented to the
city of Springfield.
.
Councilor Ballew announced the city was presented with an Award of Safety, from the
League of Oregon Cities. It recognizing injury frequency rate of 4.68 in FY 98-99.
City Planner Robin Johnson presented the staff report on this issue. No formal action is
required at this time. The Mayor and Council are requested to provide preliminary comments
to staff regarding housing, the homeless and community development priorities in preparation
for the draft of the five-year plan.
The Department of Housing and Urban Development (RUD) requires a five-year
Consolidated Plan that establishes objectives and priorities for the use of federal Community
Development Block Grant (CDBG) and Housing Investment Partnership Program (HOME)
Funds. The Council was briefed on priorities in the current Consolidated Plan, and the
process currently in place to identify emerging issues and priorities for the next five-year
plan.
The current Consolidated Plan was adopted by Eugene and Springfield in 1995 to cover the
period ending in June 2000. The plan is prepared jointly with the city of Eugene because we
are part of a Consortium to receive HOME Funds with Eugene. The Council independently
approves an Annual Action Plan for the use of CDBG and HOME funds. These Annual
Action Plans are based on the objectives and priorities established in the five-year plan. New
projects, changes tot he annual action plans or amendments to the full Consolidated Plan are
approved by the Council on an as-needed basis.
.
The plan includes a needs assessment for housing, the homeless and community development,
a housing market analysis and a set oflong term objectives and priorities to address identified
needs. Short-term strategies brought forward as a part of each Annual Action Plan are
intended as ways to implement the long-term objectives and priorities.
Springfield City Council Meeting
Work Session - 11/15/99
Page 2
.
Strategies entailing HOME or CDBG funding must meet certain eligibility requirements.
HOME funds may be used for acquisition, rehabilitation or construction of new housing or
tenant based rental assistance. CDBG funds must benefit low or moderate income persons,
eliminate slums and blight, or address an urgent need.
The process to adopt a new Five- Year Consolidated Plan is prescribed by HUD. Adoption of
the Plan is scheduled for April 2000. This fall Eugene and Springfield citizen advisory
committees will be working on priorities for the plan that will include a public event in
December. The draft document will be available in February 2000 and a final public hearing
will be held in March 2000.
Ms. Johnson discussed priorities of Springfield. She further discussed the consolidated
planning process. Council was asked for any feedback they might have regarding this
process.
Ms. Johnson said with information collected, it will be based on the past plan. Council would
like to review the information before the draft document is prepared. The group discussed the
goals of the Springfield community.
.
Ms. Johnson discussed CDBG application process and why we apply jointly with Eugene.
Ms. Johnson discussed the consortium we have with Eugene. She discussed the benefits of
doing so. She further discussed HUD requirements. She explained the process Lane County
uses to apply for CDBG funds. Their application is made to the State of Oregon. She also
discussed Oregon Economic Development Funds.
Councilor Simmons said the Springfield staff has a good working relationship with HUD.
Councilor Ballew said she also acknowledged comments made recognizing Springfield staff.
Ms. Johnson would report back in January 2000.
2. Add and Amend a Section ofthe City Code for the Schedule of Deposits for Public Works.
Projects.
City Engineer AI Peroutka presented the staff report on this issue. The proposed ordinance
relates to public works projects which are privately funded, engineered and constructed to
serve private developments, such as subdivisions. The ordinance clarifies that full recovery
of city costs for oversight of this private work includes overhead expenses. It also allows
staff to set and adjust the advance deposit amount for this work based on prior years
expenence.
He'discussed indirect costs related to this issue. He discussed the deposit schedule. Staff
would like the ability to administratively set the percentage of what the deposit would be
rather than being required to bring it before council for revision or approval.
Mr. Peroutka reviewed the expense overage / percentage over deposit report that was handed
out to council.
.
Springfield City Council Meeting
Work Session - 11/15/99
Page 3
.
Mr. Peroutka discussed the two policy changes requested which included:
1. Clarify that indirects are part of costs to be recovered for city oversight of permit projects.
2. Allow for administrative setting of deposit amounts based on prior year's experience
(staffwill target having sufficient deposits for 90% of projects.
Mr. Peroutka provided clarification regarding the expense overage chart and how the figures
were calculated.
Councilor Hatfield further explained the logic of staff wanting to raise the deposit and his
understanding of the increase in deposit amounts.
Mr. Peroutka said when a refund is given to the developer; they are not paid any interest.
Mayor Maine commented that staff might need to be prepared to do so.
Councilor Simmons said it was not that there was a trust factor, but this is a policy decision
and should be dealt with at a policy level.
Customer Satisfaction was discussed.
Mr. Peroutka said staff was not opposed to retaining the process as it is and require council
approval. Staff considered that this might eliminate one step for both staff and council.
.
Supervising Civil Engineer Don Branch provided information regarding a situation in which a
developer was billed following completion and adoption of a project. He provided details of
how this caused some difficulty for the developer and the city.
City Attorney Joe Leahy discussed section 3.018(2) and discussed revision to the language.
This item was scheduled for the regular meeting. The item would be pulled at this time and
brought back to council at a future date.
3. Update on Springfield's Water Resources Management Program.
Environmental Services Manager Susie Smith, Maintenance Manager Ed Black and City
Planner Mel Oberst presented the staff report on this issue. The purpose of this work session
is to inform the council about the following water resource management issues: 1) current
stormwater quality; 2) regulatory requirements and framework to meet quality objectives; 3)
future outcomes for Springfield's water resources management program; and 4) program
strategies and resource requirements.
.
Development Services and Public Works staffs plan, design, construct, operate and maintain
facilities, which convey stormwater to the local rivers. Additionally we regulate development
and land alteration activity to manage the quality and quantity of runoff that enters the public
storm sewer and surface drainage system. As Springfield grows we are challenged to manage
urban development and activities in ways that improve the quality of our urban runoff.
Springfield City Council Meeting
Work Session - 11/15/99
Page 4
.
Rapid community growth in the 1990's caused the city to focus staff resources mainly on new
development. However, staff anticipated the impacts of the Clan Water Act (CW A) on the
city and altered some stormwater management practices to meet water quality objectives. For
example, the practice of rapidly conveying stormwater to the rivers via pipes is being replaced
by facilities, which employ retention and natural pretreatment to filter pollutants and allow
percolation of runoff into the ground. We, however, have not had the resources necessary to
fully evaluate and update our stormwater facilities plans, development requirements, and
erosion control program and maintenance practices. These efforts are needed to address the
city's long-range water resource management needs.
Current water quality and capacity concerns necessitate the development and implementation
of a comprehensive water resource management program in 2000. The scope of this program
will guide by federal legislation - the CW A and the Endangered Species Act (ESA).
Springfield is directly affected by the inclusion of the McKenzie and Willamette Rivers on
the State's list of "water quality limited" streams; the recent listing of Spring Chinook salmon
as "threatened" under the EASA; and the October 29, 1999 finalization of new National
Pollutant Discharge Elimination System (NPDES) requirements for stormwater.
An interdepartmental staff team has been established to guide the development and
im plementation of a water resource management program that will achieve objectives of the
CW A and ESA, and will ultimately result in obtaining a municipal stormwater permit from
the Oregon Department of Environmental Quality. Additional background regarding ongoing
efforts was provided during the work session.
.
Council was provided with a copy ofthe report Water Resources Presentation to the
Springfield City Council. This was a copy of the slide presentation presented to the council.
Ms. Smith asked council for direction on future presentations and how much detail they
would like. Mayor Maine requested that the item be scheduled for another work session to
further discuss this prior to the holiday recess.
Council agreed with the recommendation by Mayor Maine.
ADJOURNMENT
The meeting was adjourned at 7:00 p.m.
Minutes Recorder - Julie Wilson
~Jl;l~
Maureen M. Maine
Mayor
Attest:
.