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HomeMy WebLinkAboutItem 08 Council Minutes SPRINGFIELD CITY COUNCIL Meeting Date: Meeting Type: Department: Staff Contact: Estimated Time: April 21, 2008 AGENDA ITEM SUMMARY Regular Meeting City Manager's Office Amy Sowa, 726-3700 ~ 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 2,2008 - TEAM Springfield, JEO Meeting b) April 7, 2008 - Work Session c) April 7, 2008 - Regular Meeting d) April 14, 2008 - Work Session DISCUSSION/ None FINANCIAL IMPACT: Sowalagendalminutes AIS j JOINT ELECTED OFFICIALS MEETING February 2, 2008 8:30 - 11 :30 a.m. Willamalane Park and Recreation District 250 South 32nd Street Springfield, OR Present: Chief Administrative Officers - Bob Keefer, Willamalane Park and Recreation District, Gino Grimaldi, City of Springfield, Nancy Golden, Springfield Public School District #19, Bob Linahan, Springfield Utility Board Chief Elected Officers - Willamalane Board members Lee Beyer, Danelle Ralston, Greg James, Gary Ross, and Helen Wagner; Springfield Mayor, Sid Leiken, and City Councilors Christine Lundberg, Anne Ballew, Dave Ralston, John Woodrow, and Joe Pishioneri; Springfield Public School District #19 Board members Laurie Adams, Jonathan Light, Al King, Garry Weber, and Nancy Bigley; Springfield Utility Board members Joe Mathieu, Virginia Lauritsen, and Bobbie Adams Staff Present: Chris Pryor, Jason Genck, Joel Miller, and Rita Grimes, Willamalane Park and Recreation District; Steve Barrett, and Jeff DeFranco, Springfield Public School District #19; Bill Grile, Jeff Towery, and Niel Laudati, City of Springfield. Guest Speaker: Priscilla Gould, Executive Director, United Way of Lane County Call to Order/W elcome/Introductions Mayor Sid Leiken called the Annual Meeting of the Joint CAOs and CEOs to order and asked the participants to introduce themselves. He expressed his thanks to Willamalane for sponsoring the meeting and to each participant for taking thy time to be there. He then introduced guest speaker, Priscilla Gould, Executive Director of United Way of Lane County. United Way Presentation -1000/0 Access Ms Gould presented information on the 100% Access Healthcare Initiative. 100% Access partners include CEOs from all the major healthcare organizations, directors of the primary healthcare safety net clinics who currently see the uninsured, and other top-level stakeholders from local governments, non-profit agencies and businesses from around Lane County. The goal of the 100% Access Initiative is to connect people with no insurance to existing health insurance programs and medical services, and to develop new cOlTIlTIunity-based options where gaps exist. See meeting handouts. TEAM Springfield Update and TEAM Springfield Agency Updates (CAOs/CEOs) School Board President, Garry Weber, presented the Springfield Public School District's White Paper. Bond projects included finalized designs for two new elementary schools, which are slated to open in fall 2009. The new schools are designed to be among the greenest schools in the county. Completed Bond projects include new tracks, technology, roofs, boilers, and siding. Summer 2008 projects include heating and ventilating upgrades to several schools. The District's literacy initiatives are thriving. Last year's scores showed substantial reading progress in early grades. Substantial progress has been made in developing the Talented and Gifted initiative to reach higher end students. Plans are underway for expansion of the Academy of Arts and Academics facility. The District's United Front efforts have resulted in federal grant money for the A3 expansion and for card swipe entrance systems to improve access control and lockdown capability at Springfield and Thurston High Schools. Superintendent Bob Keefer gave the update for Willamalane Park and Recreation District. He mentioned the new Community Recreation Center; the Dorris Ranch Master Plan Update; the River Bank Clean up along the West D Street greenway at Island Park; the development of two new parks - Quarry Park within the Mountain Gate development and Jasper Meadows Park in southwest Springfield; energy efficiency measures taken at both community pools; the development of an integrated cost-recovery program throughout the District; and a potential After-School Local Option Levy to be placed on the November 2008 ballot. He asked for the endorsement and support of the TEAM Springfield agencies for that levy. Bob Linahan, General Manager of Springfield Utility Board, reported on SUB's new renewable portfolio standards; green power offerings to its customers; climate change legislation which involves reducing greenhouse emissions in 2010 and by 2020 reducing greenhouse emission levels to 100/0 less than the 1990 levels. SUB will be signing a new 17 year power sales contract which will start October 1, 2011 and they are pursuing the purchase of an electric substation site in Glenwood and a water treatment plant site in North Gateway. City of Springfield Manager, Gino Grimaldi, presented the City's 2007 highlights including voter approval of a downtown urban renewal district; the issuance of more than 5,000 construction permits and more than 600 city business licenses; oversight of more than $151 million in commercial/industrial investment and nearly $45 million of residential investment including more than 200 new single family dwellings; passage ofHB 3337 allowing Springfield to establish its own, discrete urban growth boundary; helped 19 households with SHOP loans, 103 households with emergency home repairs and 26 households with emergency rental assistance; partnered with the Relief Nursery to secure property on South 42nd Street; co- sponsored Project Homeless Connect; expedited certain residential construction permits within one hour of submittal; expanded the Community Services Division/Building Safety website increasing accessibility and effectiveness; enhanced electronic permitting software eliminating contractor need to visit City Hall for some permits; implemented the 3rd Battalion approach with the City of Eugene to make combined fire and ambulance systems truly seamless. Planning is underway for improvements to Franklin Boulevard; planning and design is underway for a replacement fire station in Thurston; construction of the Justice Center is well underway with move in for Police Department scheduled for fall of 2008 and the jail expected to open one year later; and the new Oregon National Guard Armory facility is to be located off Marcola Road with space available for the US Forest Service and the Bureau of Land Management. The centennial anniversary of the Springfield Public Library is in April. The library serves around 700 patrons daily, and in addition to staff, operates with 3, I 00 volunteer hours. Bob Keefer gave the 2007 report on behalf of TEAM Springfield. Agencies contributed $35,000 to provide enhanced police patrols around the downtown area and Meadow Park. Random police bicycle patrols between May 1 and October 14, 2007 resulted in 281 documented illegal activities, 67 traffic stops, 95 individual stops, served 35 arrest warrants, and arrested 55 individuals charged with prostitution. TEAM Springfield Public Information Officers, published and distributed 2 TEAM Springfield newsletters, as well as a glossy, four-page flyer, Summer of Fun, distributed as an insert in the Register-Guard newspaper and through local public outlets. By donating $5,000, TEAM Springfield became an official sponsor of the Gift of Literacy. Project. Other donations to support cultural festivals and events included $5,000 to Springfield Utility Board for the July 4 Light of Liberty Celebration at Island Park, and $1,500 in sponsorship funds used to promote Fiesta Latina, also held at Island Park on September 14 and 15. In addition, TEAM Springfield provided $1,500 toward Springfield High School's Vocational Training Day, held at Lane Community College. 220 students attended the all day event where they participated in 40 minute panel discussions with businesses from 25 different areas, focused around the necessary preparation, education, and training needed for each occupation. TEAM Springfield increased efforts to revitalize downtown Springfield through increased police presence, assisting with the opening of the Wildish Theater, supporting dissemination of factual information about the proposed Urban Renewal District, and by sponsoring several concerts in the downtown during the summer. We investigated and evaluated the possibility of locating a "farmers' market" in downtown and, City crews, with financial assistance from TEAM Springfield, began repairing some of the damage caused by graffiti artists. Staffs from TEAM Springfield agencies, and the City of Eugene, are participating in an effort to document and abate graffiti in the Metro area. Round Table Discussion of Urban Renewal Vision Due to lack of time, the group discussed the Urban Renewal Vision together. Chart notes follow: 1. What do you want downtown to look like 15 years from now? . Unique and different (i.e. arts/crafts/ A3 High School) . Specialty retail- small office . District with neighborhood feel- blending local feel · Additional housing - mix of income levels, condos, etc. . Parking plan ~ protected · Slow traffic on Main Street - promoting foot traffic · Capitalize on Island Park and Mill Race (address visibility/access) . Address entry from Glenwood (re: 2nd Street assets) · A destination including entertainment . Building height variation · Bars (are a problem) across from City Hall, et al · Problematic buildings by Jim's Landing · Selective building purchases . Higher quality pubs . Ethnically diverselbalanced · Historical Commission help regarding histoncal heritage · Factor impact ofl-5 bridge/ramps . Reduce risk for private investment · Bend: Has balanced historical, downtown and related/tied its revitalization to its water . Cooperation with ODOT is important . Downtown is mqre ready to go but Glenwood has "the" potential . New basketball arena will stimulate restaurants, etc. on the river and downtown . We must believe!. . Carefully looking at South A Street's appearance . People/trip generators for teens and adults · L TD links us with Eugene 2. What needs to be in place to maintain and enhance a strong civic presence in downtown? . More park concerts . Key Chamber involvement . Variety of restaurants . TEAM Springfield work with ODOT regarding Main/South A Streets (jurisdiction exchange) . Transportation White Paper to TEAM Springfield . Leverage national holiday events downtown - all of them . Art . We have not yet capitalized on Island Park . 2-way traffic on Main/South A Streets will allow a closure to better link with Island Park . Like Pearl District - have a balance There being no more time for discussion, Mayor Leiken adjourned the meeting at 11 :30 a.m. Minutes recorder - Julie Wilson. 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, APRIL 7, 2008 The City of Springfield Council met in a work session in the Jesse Maine Room, 225 Fifth Street, Springfield, Oregon, on Monday, April 7, 2008 at 6:02 p.m., with Mayor Leiken presiding. A TfENDANCE Present were Mayor Leiken and Councilors Lundberg, Wylie, Ballew, Ralston, and Woodrow. Also present were City Manager Gino Grimaldi, Assistant City Manager Jeff Towery, City Attorney Joe Leahy, City Attorney Bill Van Vactor, City Recorder Amy Sowa and members of the staff. Councilor Pishioneri was absent (excused). 1. Regional Wastewater User Fees for Fiscal Year 08-09. Environmental Services Manager Susie Smith presented the staff report on this item. User fees for local and regional wastewater and for storm drainage were last reviewed by the City Council in May of 2007, and staff is in the process of developing Fiscal Year (FY) 08-09 local user fee options for consideration by Council later this Spring. The Metropolitan Wastewater Management Commission (MWMC) approved a schedule of FY 08-09 regional wastewater user charges on March 28th and is forwarding them to Springfield and Eugene for implementation. RC2ional Wastewater User Fees. The MWMC adopted an 11 % regional wastewater user fee increase following a public hearing on March 27th, and has forwarded the FY 08-09 rates to Eugene and Springfield for implementation. The new rates will increase the average monthly residential bill by about $1.56, and will generate about $2.2 million in increased revenue to MWMC annually. As the Council is aware, the primary factor driving regional wastewater user fee increas.es is the Commission's capital financing plan associated with construction of the 2004 MWMC Facilities Plan projects. The twenty-year capital projects plan is intended to provide sufficient environmental performance and treatment capacity to serve community growth through 2025, at an estimated cost of $196 million (in 2006 dollars). The Commission has taken a multi-year view of user rate funded revenue requirements. Accordingly, the action taken for FY 08-09 anticipates an 11 % increase in FY 09-10, and then annual increases of 5% for three years. More information on the Commission's rate action is provided in Exhibit 1. A graph showing a comparison of projected FY 08-09 wastewater user fees and system development charges (SDCs) for several communities in Oregon is shown in Exhibit 1, Attachment B. For illustrative purposes, Springfield's projected total average monthly residential bill (i.e., MWMC and City combined) includes a 100/0 local rate increase as a place holder. Local Wastewater and Storm Draina2e User Fees. Staff typically takes local wastewater/storm drainage user fee options to Council along with the new MWMC-adopted fees. This year is atypical in that the City is currently finalizing new long-range facility master plans City of Springfield Council Work Session Minutes April 7, 2008 Page 2 for the local wastewater and storm drainage systems. Similar to MWMC's Facilities Plan, the local plans will specify significant lists of capital projects needed to meet community growth and water quality objectives over the next twenty years. Neither the City's current user fees nor the system development charges (SDCs) anticipate the significant level of funding that will be required in the coming years to implement the forthcoming master plans. Impacts of available capital financing strategies and capital project phasing options on user fees are currently being evaluated. The goal of this evaluation is to schedule capital projects in accordance with City Council objectives and regulatory requirements in a manner that minimizes impacts to user fees. That said, staff anticipates that significant increases in both user fee and SDC revenue will be required over the next several years to fund capital programs. Options for local wastewater and storm drainage user fees are scheduled for review by the City Council at a work session on May 19th. Following this discussion, a draft schedule of user charges will be developed for a public hearing scheduled for June 2nd. Ms.. Smith noted that three increase options had been considered by MWMC: an 8% increase, an 11 % increase and a 33% increase. She explained the discussion by the MWMC for each option. Revenue needs were mainly driven by capital needs rather than operational needs. She did note that of the $35M spent on projects to date, all had been completed on time and under budget. She discussed some of the future challenges, such as the sub prime mortgage rate and how that impacted their bond insurer. MWMC was now forced to fund bond reserve accounts with cash. She explained further. Councilor Ralston asked if loan rates would be lower. Ms. Smith said they could be within the range of 4.30/0-4.70/0 which could translate into savings. Ms. Smith said about $66M worth of projects would be constructed in the following year with even more in the next few years. The large costs up front were due to the front loaded nature of the capital project. At this time, they were on track, and the engineer's estimates had been good. They were not predicting spikes in the cost of concrete and steel. Councilor Ralston noted that he just received word that the cost of steel at FarWest Steel (his employer) would be going up 35%. Ms. Smith referred to Attachment B, Exhibit 1, which showed a chart comparing the average residential wastewater user fees and sanitary sewer SDC's between Springfield and other cities in Oregon. The local SDC methodology project was underway now. Councilor Ballew said Eugene rates seemed extremely low. She asked when they would be coming out with new rates. Ms. Smith said discussed the issues that caused local rates in Springfield to be higher than in Eugene. She pointed out, however, that Eugene had not yet updated their local wastewater master plan. It was in their work plan for the coming year. That plan may include upgrades to their existing facilities that could drive up costs. City of Springfield Council Work Session Minutes April 7, 2008 Page 3 Councilor Wylie expressed concern over this increase for people on fixed incomes and with low- mcome. Ms. Smith talked about the upcoming discussion on the SDC methodology. Staff would be asking Council to consider how best to balance the cost between user rates and development. There were limited options in how to address the financial needs. She said Environmental Services continued to run a lean organization. Mayor Leiken referred to Councilor Wylie's concerns and said there did have to be a tipping scale. Springfield's SDC's and fees were becoming the highest in the state and that concerned him. He understood that there were regulatory issues that had to be dealt with, but said it would be a concern for both citizens and developers. It may be necessary to meet with our congressional delegates about those federal requirements. It was true that incomes were not increasing at that same pace. This could affect affordable housing as well. There were major issues for Council to consider. Councilor Lundberg said she always had a problem with the increases. She noted that this was only one piece of the puzzle. The City had a massive system that needed attention - streets, sewers and stormwater issues - and there was a lot to consider. This has to be dealt with, and the public was going to have to look at the bigger picture. Springfield had been growing and changing and it was now time to take stock of what we had and take care of it. Councilor Woodrow said over the last seven years, there had been increases averaging 8% each year. He asked staff to provide him with the actual figures. He didn't understand why Springfield paid as much as Eugene for the system when we had considerably fewer users. Ms. Smith said the regional charges from MWMC were charged uniformly throughout the system. On the local side, Springfield was in a different place regarding policy choices for financing capital infrastructure through user rates. The systems were being managed differently on the policy level. Eugene's plan was getting updated and their rates could increase. Eugene's rates had increased each year, but not at the same rate as in Springfield. Councilor Ballew said MWMC was formed over twenty years ago and had Federal funds to build the first treatment plant. Those funds were no longer available and the cities needed to pay for the new facility. Councilor Woodrow said he didn't like paying more for water leaving his house than water coming in to his house. Councilor Ballew noted that it cost more to treat it after it left the home. Councilor Wylie said she was concerned about hitting fixed income people with the same increase as others. She was supportive of the work that was needed, but she would like to look at a reduced rate for senior citizens or low-income residents. She didn't want people losing their homes due to the increase in their bills. Ms. Smith said on the Springfield side, Council had more latitude on the rate setting. MWMC was regional so had less latitude. In the past, the MWMC did look at a life line or reduced rate City of Springfield Council Work Session Minutes April 7, 2008 Page 4 for low-income. She didn't recall all the details, but it seemed that at the time MWMC looked at it, the legal counsel's opinion was that it was not lawful. She believed it had to do with Federal grant obligations and rate recovery. If Council wanted MWMC to evaluate that option, she could do more research. The biggest place to have an impact on the ability to shift costs from the user, would be to capture the eligible expenses from SDC. She noted that the first $109M of facilities had $80M in grants. It was now time to rebuild the plant. The money they currently had to borrow was to build the plant to last for another 20-30 years. The investment was being made now with the majority of the funding now, but that should level off. There would continue to be debt load, but the construction would be done. Councilor Ballew said the increase, although 11 % was minimal per month. MWMC only had user rates or SDC's as a source of income. 2. 2007 Revisions to Oregon Ethics Law. City Attorney Bill Van Vactor presented the staff report on this item. The 2007 Legislature made substantial revisions to Oregon's ethics laws. The purpose of this agenda item is to review those changes and address any questions the Mayor or City Council may have. Unfortunately the 2007 revisions to the Ethics Laws were not developed in an organized manner. While extensive work was done, the reforms were developed in two separate bills, Senate Bill 1 0 and House Bill 2595, and the two bills did not mesh nicely into what could be called comprehensive reform. While the reforms are very significant they create as many questions as they answer. The consequence is that Oregon Ethics Laws will be in a state of development for the next few years. This agenda item should be viewed as an interim report seeking to cover the highlights of the changes. There will be a continuing need for updates as the Ethics Commission issues opinions and adopts amendments to the rules. Some clarifying revisions are also likely for the 2009 legislative session. Since the January 28, 2008 Memo was written, the Ethics Commission did adopt interim rules on the gifts, OAR 199-005-0052-0035, a copy included as an attachment. One key clarification is that expenses paid by the public body to their own public officials need not be reported by the public official under ORS 244.100, OAR 199-005-0035(4). Another significant change to the -Ethics Laws was the enactment of a prohibition against hiring relatives (nepotism) now codified in ORS 244.177. In this case the City of Springfield was ahead of the curve and already a personnel rule addressing this issue, Policy 6.9, Nepotism. The key change in practice is that when these issues arise in the future there will need to be careful analysis to make sure any proposed action conforms to Springfield's Personnel Rule, Policy 6.9, as well as ORS 244.177. It is still legally permissible to have members of a family work for the City of Springfield so long as their chain of command does not result in a Public Official violating the prohibitions or participating in the appointment, employment or promotion of the relative. City of Springfield Council Work Session Minutes April 7, 2008 Page 5 Mr. Van Vactor gave a brief overview of the Oregon system that had been in place. Oregon was a 'sunshine state', which meant we did the public's business in the public arena. Most of our records were public, as were our meetings. When conflicts of interest came up, there were . specific guidelines to declare those conflicts. The ethics law applied to the elected City Council, the appointed City Government officials, and unpaid volunteers. Public officials were prohibited from using or attempting to use their positions to gain a financial benefit or to avoid a financial cost to themselves, a relative or their business if the opportunity was available only because of the position held by the public official. He described actual and potential conflicts of interest and the intent of the policy. The Oregon ethics law also defined legislative or administrative interest. He explained further. He discussed the Statement of Economic Interest (SEI). Some of the new laws regarding this reporting had caused some concerns for Council members of smaller communities that had not had to file in the past. Many jurisdictions had been required to fill out these forms for many years and didn't have the same concerns. In Springfield, the Mayor and Council, City Manager, Springfield Utility Board (as elected officials), Planning Commission and Municipal Judges had been reporting for years. He did note that there were some slight changes to the annual statement. Also, the City Council, as members of the Springfield Economic Development Agency (SEDA) board needed to file. All they needed to do was to add "Springfield Economic Development Agency (Downtown Renewal District and Glenwood Renewal District)" below the line on their form that listed City Council. Councilor Ballew said Council members were also members of other commissions, such as MWMC. She asked if they had to list those commissions as well. Mr. Van Vactor said the statute only listed certain commissions that were required to file and the MWMC was not included. He noted the cause for the changes in this law. The first significant change was the amount for gifts from $100 to $50. A gift was still defined as before. He noted that it excluded gifts to family members. Mr. Grimaldi said in the private sector, gifts were common. He asked if there would be an issue if the spouse of the public official received a gift from a private sector business that they had a relationship with. Yes. Councilor Ballew asked about political contributions. Mr. Van Vactor said they were exempt. Many of the changes were made to fit with the legislature and didn't fit as well with local goverrunent. The three things the public officials needed to consider when accepting a gift were: 1) are you a public official; 2) if the value of the gift over $50; and is there an administrative or legislative interest in the goverrunent. If you had all three, there was a significant gift issue. Discussion was held regarding gifts from one's employer. Mr. Van Vactor said that if the gift was given as part of a compensation plan, it wouldn't be an issue. Councilor Ballew asked about corporate sponsors for things such as a dinner at a League of Oregon Cities (LOC) event and everyone there was a public officials. She asked if that made a difference. City of Springfield Council Work Session Minutes April 7, 2008 Page 6 Mr. Van Vactor said it would be determined by the Oregon Ethics Commission. He gave an example. He referred to a chart in the packet prepared by Alison Kean Campbell, Metro Senior Assistant Attorney regarding gifts. Each gift needed to be analyzed. He reviewed some of the examples in the chart. He noted instances where approval for the public officials to represent the City at an event would need to be received in advance of the event. This could be covered by putting that item on the Consent Calendar for formal approval. Mr. Van Vactor further discussed the items on the chart. Reimbursement to Council members from the City would not need to be reported. Councilor Wylie asked about the Springfield Utility Board (SUB) fireworks display and barbeque. Mr. Van Vactor suggested formally approving attendance by Council by putting it on the Consent Calendar. There was no need to declare. Mr. Van Vactor went over the change in the definition of relative. He also noted that those required to file annual SEI forms needed to file a separate SEI quarterly. Sources of income of over $1000 need to be listed if they had an administrative or legislative interest in the governmental agency. Even if there was nothing to report, they needed to file. The last si,gnificant change was that the legislature defined nepotism. He explained. Springfield already had something like this in place that matched closely with what the State adopted. Councilor Ralston asked about the example of the daughter of a public official invited to a movie with a classmate whose parents could have an economic interest in the City. He said his son was often invited to attend games, and he didn't always know what the friend's parents did or if they had an economic interest in the City. Mr. Van Vactor said he hoped the 2008 legislature looked at this in depth and with the League of Oregon Cities (LOC) help, could address some of those issues. Councilor Wylie asked if forms would be sent to them each quarter. Ms. Sowa said the Oregon Ethics Commission would be sending out new forms to the elected officials each quarter. She had asked the Commission to email herTeminders as deadlines approached so she could in turn remind the Council. Mr. Van Vactor reminded Council to keep track of any trade missions or travel on behalf of another government agency. ADJOURNMENT The meeting was adjourned at 7:00 pm. Minutes Recorder - Amy Sowa (Si,gnature and attestation on following page) City of Springfield Council Work Session Minutes April 7, 2008 Page 7 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, APRIL 7, 2008 The City of Springfield Council met in regular session in the Council Meeting Room, 225 Fifth Street, Springfield, Oregon, on Monday, April 7, 2008 at 7:05 p.m., with Mayor Leiken presiding. ATTENDANCE Present were Mayor Leiken and Councilors Lundberg, Wylie, Ballew, Ralston, and Woodrow. Also present were City Manager Gino Grimaldi, AssistantCity Manager Jeff Towery, City Attorney Joe Leahy, City Recorder Amy Sowa and members of the staff. CouncilorPishioneri 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 S.C. REMOVED. THE MOTION PASSED WITH A VOTE OF S FOR AND 0 AGAINST (1 . ABSENT - Pishioneri). 1. Claims 2. 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 CouncillPlanning Commission Work Session g. March 17, 2008 - Work Session h. March 17, 2008 - Regular Meeting 1. March 24, 2008 - Work Session 3. Resolutions a. RESOLUTION NO. 08-07 - A RESOLUTION TO ACCEPT PERMIT PROJECT P30542. ROYAL BUILDING ALLEY IMPROVEMENTS. b. RESOLUTION NO. 08-08 - A RESOLUTION TO ACCEPT PERMIT PROJECT P30467: 23RD AND OLYMPIC STREET PUBLIC IMPROVEMENTS. City of Springfield Council Regular Meeting Minutes April 7, 2008 Page 2 c. RESOLUTION NO. 08-09 - A RESOLUTIONTO ACCEPT PERMIT PROJECT P30477~ 3RD STREET IMPROVEMENTS SOUTH OF S STREET. d. RESOLUTION NO. 08-10 - A RESOLUTION TO ACCEPT PERMIT PROJECT P30501: RAKOCZY-WELKER SUBDIVISION. e. RESOLUTION NO. 08-11 - A RESOLUTION TO ACCEPT PERMIT PROJECT P30473: NORTH A STREET IMPROVEMENTS. 4. Ordinances 5. Other Routine Matters a. Approval of the Liquor License Endorsement for Holiday Inn Hotels-Resorts, Located at 919 Kruse Way, Springfield, Oregon b. Acceptance of the Bid from Owen Equipment Company for the Purchase of Two (2) Mechanical Sweepers in the Amount of $313,256. c. (Removed) d. Acceptance of the 2006/2007 Comprehensive Annual Financial Report. ITEMS REMOVED 5. c. Approval of an Agreement with Lane County to Provide Engineering, Construction, and Administrative Activities as Needed to Construct the Pioneer Parkway Overlay Project (P20438) and Authorize the City Manager to Execute the Agreement on Behalf of the City. City Attorney Joe Leahy explained that two minor amendments had been made based on input from Lane County this afternoon. IT WAS MOVED BY COUNCILOR WOODROW WITH A SECOND BY COUNCILOR BALLEW TO APPROVE ITEM 5.C. AS AMENDED BY THE HANDOUT BEFORE COUNCIL DATED APRIL 7,2008 FROM JEFF PASCHALL AND LANE COUNTY MAKING MINOR TEXT CHANGES IN SECTIONS 8 AND 9. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST (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. None. BUSINESS FROM THE AUDIENCE 1. Alethalou Harmon. 145 Pioneer Parkway East. Springfield. OR. Ms. Harmon said she submitted a letter to Council last week. She first wanted to commend the Police Department. She worked with Captain Lewis for a March 13 evening event. He was very responsive, came to the activity and made his presence known. She noted that when trying to get people downtown they had to deal with panhandlers and undesirables and it didn't help their businesses. Captain Lewis's visibility was very effective and he had told them he would also be present at their May 8 event. Ms. Harmon also commended Carole Knapel, project manager for the Justice Center, for talking to Ms. Harmon about the construction and what was happening. Ms. Harmon said she was representing herself, Ruthie B's and Country Rose City of Springfield Council Regular Meeting Minutes April 7, 2008 Page 3 and they were still experiencing problems. The construction was having a negative impact on parking and people weren't as willing to walk far in the downtown environment. She felt compelled to speak before Council on this issue because the construction would be ongoing. She would like to have a couple of suggestions considered: stores using some banners that hung perpendicular to the building making them visible to people walking or driving by; a moratorium on sandwich boards; or other concessions the City could allow over the summer. She said she was willing to work on a committee or work with people for these considerations.' Businesses were suffering. She thanked Council for their time and asked if they had any questions. Councilor Ballew asked if they just wanted the banners allowed during the construction time. Ms. Harmon said she would like to see it extended into July because of the traffic with the Olympic Trials. She would like to report back to the City on feedback from her customers. The traffic moved so quickly on Main Street and it was difficult to see the businesses along the road. She noted other cities in Oregon that had desirable signage showing the stores along the roadway. She wanted to work within the guidelines of the City. She was representing three businesses, but felt others would be interested as well. She also asked for consideration of putting up a parking sign where parking was available on Pioneer Parkway. Councilor Lundberg asked to have staff work with Ms. Harmon and other businesses during the construction on possible variances. Mr. Grimaldi said he would put together a team. He acknowledged that the Council was interested in looking at some variances through the construction period. Ms. Harmon said she would be happy to report back with input from her customers. She felt that many other businesses could also be interested in these signs. They just needed guidelines. COUNCIL RESPONSE CORRESPONDENCE AND PETITIONS 1. Correspondence from Tom Draggoo, Springfield Renaissance Development Corporation, P.O. Box 841, Springfield, Oregon Regarding the Naming of the Justice Center. 2. Correspondence from Bob Keefer, Superintendent, Willamalane Parks and Recreation, 250 South 32nd Street, Springfield, Oregon Regarding the Listing of the Gray House on Springfield's Historic Landmark Inventory. 3. Correspondence from Senator Bill Morrisette, Regarding the Justice Center Name. 4. Correspondence from Kathy January and Larissa Worthington, Feline Assistance Network (FAN), Regarding Cat Issues in the Community. 5. Correspondence from Alethalou Harmon (Alethalou's Vintage Mall), Ruth Ballenger (Ruthie B's Antiques and Tea Room) and Sandra Shultz (The Country Rose) Regarding Construction, Street Closures and Crime in Downtown. .' IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR WOODROW TO APPROVE THE CORRESPONDENCE FOR FILING. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST (1 Absent - Pishioneri). City of Springfield Council Regular Meeting Minutes April 7, 2008 Page 4 BIDS ORDINANCES BUSINESS FROM THE CITY COUNCIL 1. Committee Appointments a. Historical Commission Confmnation. City Planner Molly Markarian presented the staff report on this item. On March 24, 2008, the Council interviewed and selected Sean VanGordon to serve his first, four-year term on the Springfield Historical Commission. Mr. VanGordon, a Springfield resident, has a background in Industrial Engineering and is currently a Project Supervisor for United Parcel Service. IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR WOODROW TO APPOINT SEAN V ANGORDON TO THE HISTORICAL COMMISSION WITH A TERM TO EXPIRE SEPTEMBER 30,2011. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST (1 Absent - Pishioneri). b. Room Tax Advisory Committee. City Planner Courtney Griesel presented the staff report on this item. The Springfield Room Tax Fund was established to enhance tourism activities, sports, and cultural attractions in the Springfield Community, especially those that generate additional economic activity and increases in room tax revenues. Applicants proposing projects needing Room Tax funds will submit an application for review by the R T A Committee which is charged with reviewing and recommending eligible Room Tax Fund recipients to the Springfield Budget Committee for the fiscal year 2008-09. They would meet on April 30, 2008 to review applications and recommend projects for presentation to the Budget Committee in May. City Council needs to select appointees to make up the Room Tax Advisory (R T A) Committee positions. At Council's discretion they may select any number or combination of the candidates listed in Attachment 1 fill the Committee. Councilor Ballew said the law for room tax funds had changed and she asked about uses for the room tax funding. Ms. Griesel said this committee would select projects that were tourism related that would bring more people into the community. She explained previous uses. Mr. Grimaldi said the law changed the percentage that went to tourism. He explained. Councilor Ballew questioned the need for a committee that only represented the hospitality industry. City of Springfield Council Regular Meeting Minutes April 7, 2008 Page 5 Ms. Griesel said the committee membership would not necessarily need to be made up of people from the hospitality industry. It could also include Budget Committee members. This committee would only make recommendations on a small percentage of the room tax funds. Mr. Grimaldi said this committee would only deal with dollars that generated tourism. If Council wanted to do it differently, it could be changed. Councilor Ballew asked about the amount of funds. Ms. Griesel said it was approximately $60,000 that this committee would address. Councilor Lundberg asked what the total amount of funds were. Ms. Griesel said she did not have that figure in front of her, but it was substantially more. The $60,000 was a small percentage of the whole. Councilor Ballew asked if all those listed were willing to serve. Yes. Mr. Grimaldi said Council could revisit their decision and determine not to allocate the funds. He reminded Council that they chose that option last year and were approached during the Budget Committee process and did end up allocating the funds. Councilor Lundberg said she had been on the Room Tax Advisory Committee in the past. It was an opportunity for the City to give back to the community with small projects. The scoreboard at the Willamalane Pool turned it into a regional facility that was able to host swim meets. In the past, the funds were used for worthy tourism related events. It was a fun committee and a small portion of the funds available. It was nice to give those dollars back how those taxes were generated. She was supportive of this committee. By going through this process, they could avoid issues coming forward to the Budget Committee. Ms. Griesel said the Convention and Visitor Association of Lane County (CV ALCO) had identified a staff member named Janis Ross to serve on this committee and the Springfield Chamber of Commerce Chamber had identified Dan Egan, Executive Director, to serve. Also, the Springfield area hotel representative was identified as Colleen Arruda, General Manager from the Holiday Inn. Discussion was held regarding how many others Council would appoint to the committee. It was determined that five would bean appropriate total, with the three representatives noted along with two Budget Committee citizen members. IT WAS MOVED BY COUNCILOR RALSTON WITH A SECOND BY COUNCILOR WYLIE TO APPOINT MAUREEN SICOTTE AND RITA CASTILLO TO THE ROOM TAX ADVISORY COMMITTEE. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST (1 Absent - Pishioneri). 2. Business from Council a. Committee Reports City of Springfield Council Regular Meeting Minutes. April 7, 2008 Page 6 1. Councilor Woodrow said the Citizens Advisory Committee (CAC) for the Springfield Justice Center met last week. The Arts Commission had notified the CAC that they had a large supply of art that had been donated to the City that could be used in the Justice Center if the CAC chose. The Arts Commission could facilitate getting the art there. The CAC looked at the photos of the artwork and decided it would be best to view them in person. 2. Councilor Ballew reported on the Metropolitan Wastewater Management Commission (MWMC). At the last meeting they approved the budget and capital improvement project. The budget would be c~ming to Council on the Consent Calendar soon if Council agreed. 3. Mayor Leiken said he had served on a panel to select the new Region II Manager for the Oregon Department of Transportation (ODOT). Jane Lee was appointed, replacing Jeff Sheik. The Mayor said he was very impressed with all three candidates, any of which could have done a good job. He was very pleased with Ms. Lee's appointment. Mayor Leiken reported on the Transportation Governance committees. He thought he would be able to report in May where the committees were going. These were advisory committees and the decisions would be up to the legislators. He noted that Representative Beyer had been attending the meetings and she would be fust in line for any transportation bills. The committees were hearing that cities were suffering in the area of operations and maintenance. BUSINESS FROM THE CITY MANAGER 1. Ratification of a Three- Year Contract with the Springfield Police Association (SPA). Human Resources Director Bill Spiry presented the staff report on this item. The collective bargaining agreement between the City and the Springfield Police Association (SPA) will expire on June 30, 2008. SPA and City negotiators have agreed to "roll-over" the terms of the current contract with very limited change in lieu of extended formal negotiations. Contract terms were tentatively authorized by Council on December 3, 2007, and the tentative agreement ratified by the membership of SPAin February. Provisions are effective July 1, 2008 with a three year term expiring June 30, 2011. In summary, the contract includes the following parameters. Term: 3 years - July 1, 2008 - June 30, 2011 Wages: . Effective July 1 of years, 2008, 2009 and 2010, the salary schedule for all employees shall be increased by the increase in the US CPI- W February to February with a minimum of two percent (2%) and a maximum of five percent (5%) . Effective July 1, 2008, 2009 and 2010, the salary schedule for employees employed in the classification of Community Service Officer II shall be increased by an additional one percent (1 %) City of Springfield Council Regular Meeting Minutes April 7, 2008 Page 7 The maximum projected fmancial impact of this agreement over the life of the contract would be $3,314,000 for cumulative compensation and benefits, based on an assumed maximum CPI-W based COLA in all three years, which is within Council guidance. Mr. Spiry explained some of the negotiations that took place. Councilor Ralston said the total accumulative amount was $3.3M and the City's tax base was not going up at the same rate. His rate at work didn't go up at the same rate. He knew this had to be done, but he didn't like it. IT WAS MOVED BY COUNCaOR LUNDBERG WITH A SECOND BY COUNCaOR WOODROW TO AUTHORIZE RATIFICATION OF AN AGREEMENT BETWEEN THE CITY OF SPRINGFIELD AND THE SPRINGFIELD POLICE ASSOCIATION (SPA) BARGAINING UNIT. 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 7:29 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, APRIL 14,2008 The City of Springfield Council met in a work session in the Library Meeting Room, 225 Fifth Street, Springfield, Oregon, on Monday, April 14, 2008 at 5:33 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 Recorder Amy Sowa and members of the staff. 1. . Continuation of Pioneer Parkway EmX 30% Design Corridor Review. Mayor Leiken said that he had met with legal counsel and determined to recuse himself from further discussion on this item. Because the EmX route was planned to go out International Way, and his wife was regional manager of Liberty Bank, whose corporate offices would be built in Springfield on International Way, he had a conflict of interest due to the financial interest through his wife's employment. He turned the meeting over to Council President Lundberg. Council President Lundberg presided over the remaining portion of the work session. She asked Transportation Manager Tom Boyatt to set the stage for the discussion during tonight's meeting. Mr. Boyatt referred to Attachment A in the agenda packet with included the remaining key issues regarding this design proposal. On February 4 and February 19, 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 several issues were not reviewed with Council and would be addressed at this meeting. These were station locations on Gateway and Harlow Streets and mid-block pedestrian crossings to provide enhanced access to curb-side stations on these two streets. Council also requested more information from L TD on property owner/tenant outreach and further assessment of options for the EmX crossing of the Rosa Parks multi use path. These remaining topics were higWighted on Attachment A to the AIS, and addressed in Attachment B, L TD Memo to Council, with graphics provided and referenced in additional attachments. Finally, L TD and City staff had been working on the two ODOT issues related to provision of bike lanes on Pioneer Parkway East and modifying access for two downtown businesses, McKenzie Mist and Willamette Valley Awards. Attachment B, LTD Memo to Council, provided an update on this effort. Next steps will be for L TD to submit 70% Plans to staff, iron out any final details, and then prepare a 100% Plan Set for City PIP approval. Construction is anticipated to occur in 2009 and 2010. City of Springfield Council Work Session Minutes . April 14, 2008 Page 2 Councilor Ballew said she spoke with a business owner with a business at the comer of Q Street and Pioneer East. He did not like the EmX corridor, but his main concern was the impact construction of the corridor would have on the access to his business. Councilor Lundberg asked if the overlay project the City was planning along Pioneer Parkway would be coordinated with the L TD EmX corridor project. Mr. Boyatt said they were separate projects. City Engineer Ken Vogeney said the overlay project would be a phased project, paving the northbound lanes first and the southbound seqond. The City was contracting with Lane County to coordinate the work with LTD. Mr. Grimaldi asked what the duration of the overlay project would be. Mr. Vogeney said it was scheduled to last about two or three months. Mr. Boyatt said often the key was traffic control and additional signs showing access into businesses. That wasa challenge with every project. Mr. Boyatt said staff had worked with LTD on several issues that had been checked off so it felt like they were making forward progress. Mark Pangborn, General Manager from Lane Transit District (L TD), began the presentation from LTD. He referred to the packet of materials that L TD had put together to make it easy for Council to follow. They also had a number of people in the audience that could answer many of Council's questions. He introduced Joe McCormack who was running the power point. presentation. He also introduced Charlie Simmons, Project Manager (LTD); Graham Carey, Engineer for the EmX (L TD); Lisa Van Winkle, Assistant to the Project and Public Outreach (LTD); and Chris Hemmer and Jack Gonsalves, from Parsons BrinckerhoffUSA. Mr. Pangborn said all of the issues laid out in Attachment A were summarized in Attachment B, the memo from LTD. The first issue was the Business and Property Owner. LTD organized a special meeting for the business and property owners on International Way, which Councilor Lundberg attended. Each of the issues was reviewed at that meeting. His sense at the end of the meeting was that the attendees had a niuch better understanding of what was going to happen in front of their property and that the solutions addressed their concerns. He noted some of those concerns. He asked Councilor Lundberg if she remembered any other issues. Councilor Lundberg said that she had felt the project had been done backwards to what she would normally consider a public process. Because of that, she felt that the people were resigned to the project and would try to make the best of it. She gave L TD credit for working to take this project that was already on paper and re-evaluate it to fit all the issues. She said this was such a huge project that had so many impacts. She agreed that at the end of the International Way meeting there were no additional issues and she hadn't heard from anyone with concerns. She felt the property owners were comfortable that the City and L TD would figure out solutions as City of Springfield Council Work Session Minutes April14,2008 Page 3 the project went along. There would be plenty of public process between now and the fmal design. Mr. Pangborn said that during the construction phase of their first corridor on Franklin Boulevard, L TD worked very hard to be sure no business was ever cut off from access. They take that very seriously because even a day or two without access to a business could be detrimental to that business. Mr. Pangborn said the next issue he would be discussing related to design items discussed at . previous work sessions. The first was the EmX Path Crossing. He asked Mr. Hemmer to come forward to describe where L TD started on this design aspect and where they were now. Mr. Hemmer said after the first work session, the design team took their original concept and made another run at the design. They evaluated three different concepts which were on display and also shown in the agenda packet in Attachment C, page 3, 4 and 5. He explained the three concepts and the advantages and disadvantages of each. Because of the issues with those three concepts, another concept was designed that L TD felt addressed the safety issues raised by Council at an affordable cost (Attachment C, pages 6 through 10). This concept was based on models in Portland, used with the Max system, and in New Jersey. At both locations, there were zero incidents involving the transit and pedestrians, and both had much hIgher volumes of pedestrian traffic. This concept included an S crossing alignment. This aligned the pedestrian and bicyclist.' s eyesight towards the crossing, rather than having to turn their head and neck to look for the bus. This alignment also shortened the distance the pedestrian had to cross. The curvature of the S crossing also served to slow bicycle traffic to a reasonable speed to allow them to look and assess the situation before crossing. Passive signage (additional reminders) was also added, including on pavement markings that would say "stop here" and "look before crossing". The final treatment to this crossing was an active treatment. This made use of the system already on board the ErnX vehicles that could detect where the vehicles were in the system, and would activate a warning system with a "vehicle approaching" flashing sign, and a audible warning device. LTD also suggested adding.a third treatment, a signal that said "walk" or "don't walk". That sign would also be used in conjunction with the traditional EmX signal that would tell the bus whether it could proceed or not. Councilor Ballew asked how fast the buses would be traveling on this section of roadway. Mr. Hemmer said they would be traveling at thirty to thirty-five miles per hour. Councilor Woodrow asked where this section was located on the parkway. Mr. Hemmer said it was approximately 100-150 feet north of the apartment complex north ofF Street. The location was shown on Attachment D, page 2. Mr. Hemmer said the design team sat with City staff a couple of weeks ago to review this design. City staff made a couple of recommendations that had now been adopted into the design. The first was to relax the angle of the curvature to make it easier for bikes to maneuver. The second was to widen the crosswalk and the approach to the curb and to add a stripe to help mitigate any potential pedestrianlbicyclist conflicts. City of Springfield Council Work Session Minutes April 14, 2008 Page 4 Councilor Pishioneri asked whose responsibility it would be to take care of any graffiti on the SIgnS. Mr. Boyatt said that would be part of the right-of-way a.greement. The responsibility would be that ofLTD's, whether City crews did the work or LTD. Councilor Pishioneri asked how much room it took for a bus to stop that was going thirty miles per hour. Mr. Hemmer said about 300 feet for aggressive stopping. The bus could stop faster than that in an emergency, about 200 feet. Councilor Pishioneri asked about the stopping distance if the bus was traveling twenty miles per . hour. He thought perhaps this section could be a reduced speed area for the buses if needed. Mr. Hemmer said the aggressive stop at twenty miles per hour would be about 200 feet. Councilor Pishioneri asked about the striping and if they had thought about texturing the curbs. Mr. Hemmer said they hadn't thought about a texture along that area, but that was a very good idea. They had looked at including some rumble strip or a different type pavement that would cause an audible or tactile feeling and warning for bicyclists as they approached. Councilor Pishioneri said the signals looked like they were placed too far into the crossing and wouldn't be easily visible to the pedestrians and bicyclists. Mr. Hemmer said that was correct. The final placement would be moved to a more appropriate location upon assessment. Councilor Pishioneri asked if the auditory warning would be disruptive to the surrounding neighborhoods. Mr. Gonsalves responded. He said the audible warning would be positioned at the pole and pointed down. Many of these signals were made to sound several decibels over the ambient (surrounding) noise, so would be louder in the daytime than at night. It could be self-adjusting. There would most likely be a verbal warning in both English and Spanish. Councilor Lundberg asked about the texture and wanted to make sure it wouldn't be something that could cause a tripping hazard. Mr. Hemmer said it would only be a change of material. Different materials had different noise and feel characteristics. It w,ould not be raised in a way to cause a tripping hazard. This would be an additional feature, not a primary safety device. Mr. Boyatt said there were many options that could be put into place. Mr. Hemmer said it could be something as simple as a sequence of score lines in the pavement. City of Springfield Council Work Session Minutes April 14, 2008 Page 5 . Mr. Pangborn continued with the design issues listed on page 2 of Attachment B. The next issue was Business Access on State Highway. Any time an ODOT facility was involved in a project, their rules came into play. One of those rules had to.do with ingress and egress which affected two properties along the corridor - McKenzie Mist and Willamette V alley Awards. McKenzie Mist currently had two driveways on Pioneer Parkway East. ODOT had asked that the two driveways be combined into one. L TD and City staff had worked hard to pnsh ODOT to consider a wider single driveway to allow easy access for trucks and cars. Mr. Pangborn asked Mr. Simmons to report on Willamette Valley Awards access. Mr. Simmons noted that currently, Willamette Valley Award had a driveway on Pioneer Parkway West that allowed both ingress and egress. ODOT's first recommendation was to close the access completely and use the access off Main Street. There were a number of reasons that would not work for the property owner. L TD worked with the City and Mr. Hemmer had done an analysis of all the truck turn in and safety issues. L TD then went back to ODOT and recommended a right-in only turn on Pioneer Parkway West. They had heard today that ODOT approved that ingress. The owner had mentioned that he was considering redeveloping that property in the future. Part ofODOT and the City's process was that when redevelopment occurred, the access would be re-examined. The location of the ingress was pointed out by Mr. McCormack on the power point. Mr. Pangborn said the next issue was that of Bike Lanes on Pioneer Parkway East and Pioneer Parkway West. There was currently a multi-use path in the middle of those streets that bicyclists used and L TD' s position was that it was sufficient. L TD wanted to preserve as much of the median and grass as possible and adding a bike lane next to the street would take an additional foot of that greenway. Discussion was held regarding the bike lane ODOT was requiring and the current multi-use lane. Mr. Pangborn said L TD staff would continue to work with ODOT on this issue. Councilor Lundberg said she would not approve the design with the bike path included. Mr. Boyatt said his recommendation would be for Council to approve the 30% design without the bike lane on the street. That decision would be recorded and could be used in the continuing discussions with ODOT. It seemed unfair to hold L TD up on their project while this work continued with the State traffic engineer to try to come to a compromise. At their last meeting, Council directed staff to work with LTD to address that issue with ODOT. They were still working through that issue and would bring back any resolution to Council for their approval. Councilor Ballew asked if Pioneer Parkway East and West were State roads. Mr. Boyatt said they were. There was general agreement that someday the City would facilitate that transfer of those roads from ODOT to the City. There were still a lot of details to work out and would take some time. Councilor Pishioneri asked what would happen if ODOT made a final determination that the bike lane was required and how that would affect the west side of Pioneer Parkway. City of Springfield Council Work Session Minutes April 14,2008 Page 6 Mr. Boyatt said there appeared to be enough width on the west side from Centennial Boulevard to F Street. There were some ideas staff was considering for the section from F Street to Main Street. Councilor Pishioneri asked if consideration had been made to time and merge the two EmX lanes so less green space would be taken if the bike lane was required. He said it would be similar to what was done on Franklin. Mr. Boyatt said they had not gotten to that level in the conversation, but he would note that in case it came to that point. Mr. Pangborn said they hadn't looked at that option yet because they still felt this was the best solution. They would consider that later if needed. Councilor Wylie said when talking about this issue, Council needed to be clear that they did not want the additional bike lane, because there was clearly a bike/pedestrian lane in the middle of the parkways. Mr. Boyatt said that Kristi Krueger, Civil Engineer for the City, reminded him that the bike lane requirement was layered with the design standard that required a shoulder. We currently didn't have a shoulder along the parkway. Discussions with ODOT included a five foot area that would be the shoulder and the bike lane. There were still discussions needed with ODOT on the design. Councilor Lundberg said she was totally opposed to the additional bike lane. She could go forward with approving the 300/0 design without the bike lane knowing that staff would continue to meet with ODOT on this issue. It was always more di.fficult for bicyclists to be riding next to vehicles. Councilor Ballew agreed that she did not approve the additional bike path. Mr. Pangborn said the next issue was Betterments. He described some of the betterments listed 01). Attachment B, page 3. He highlighted the Q Street intersection. Although the EmX going through wouldn't affect the intersection, if they could help improve it through their project it would benefit everyone. He asked Mr. Hemmer to explain the intersection. Mr. Hemmer described the Q Street intersection as it was today and some of the changes that had been made over the years. He described proposed changes to allow concurrent left turns on the parkways and additional lanes for other turns. These changes would improve wait times at the intersection for both traffic and the EmX. L TD would conduct a more detailed traffic analysis to identify other possible improvements to the intersection. Councilor Pishioneri asked if a dedicated slip lane could be put in to turn east on Q Street from the northbound Pioneer Parkway. He asked if the angle of the turn from the offramp coming from the freeway onto Q Street could be made less sharp. He also addressed the right turn only lane on westbound Q Street and suggested that lane include the option of going straight. They could then have two lanes turning left at that signal. City of Springfield Council Work Session Minutes April 14,2008 Page 7 Mr. Hemmer said they were evaluating how those two options performed regarding traffic improvements. Councilor Woodrow noted the issues with that e~it off the freeway. Mr. Hemmer said he had received the draft results of the evaluations of those two areas and would be reviewing those with City staff soon to assess the cost benefit analysis. Councilor Pishioneri asked if the left turn from eastbound Q Street onto northbound Pioneer Parkway was concurrent with the left turn from westbound Q Street onto southbound Pioneer Parkway. Mr. Hemmer said due to the geometry of that turn that could not be remedied with this project, those turns could not occur concurrently. He explained and said any left turn there would be redundant to other options off of Laura Street. Councilor Lundberg said she would anticipate that people would cut through the Walgreen parking lot as a short cut over to the Laura Street intersection. She noted the area beside the 1-5 offramp on Q Street where pedestrians had cut a path through the grassy area to avoid the Q Street/Pioneer Parkway intersection. Mr. Hemmer said that was correct, many pedestrians did use shortcuts. Councilor Lundberg said those areas could maybe be used later to help with traffic and pedestrian traffic. Mr. Hemmer said it was not unusual to take those types of shortcuts and make the route official if it didn't conflict with other traffic issues. Those shortcuts could also be blocked, but that involved materials that would need to be maintained into the future. Mr. Pangborn said the last two issues related to L TD stations on Harlow and Gateway and the mid-block crossing. He referred to a picture in the power point (also on page 13 of Attachment C) showing the two stations. He noted that the bus would be traveling in mixed traffic along Gateway and Harlow Roads, similar to the bus route on Franklin Boulevard. He showed a picture of a curb-side station (page 14, Attachment C). He discussed the advantage of this type of station and some of the amenities at each station, including lighting on the underside of the covering. He said these stations had been easy to maintain, resistant to vandals and had good visibility. Councilor Wylie said they were very safe and sturdy. Mr. Pangborn said one of L TD' s concerns that had been addressed in all their stations was safety, visibility and lighting. Councilor Ballew asked if the lighting would be an issue for surrounding neighbors. Mr. Pangborn said the station light would only be backlighting for the kiosk facing the road, and the under-lighting at the station which would be contained. There was also a small amount of City of Springfield Council Work Session Minutes April 14, 2008 Page 8 lighting on the cement to prevent tripping. Mr. McCormack brought up a photo of the station lit up at night as an example. Mr. Pangborn said they had worked hard to put the stations at the appropriate locations for the riders as well as with safety in mind. Councilor Ralston said he and Councilor Woodrow were still concerned about the Hayd~n Bridge Station and where it was located. Mr. Pangborn noted the location of the nearest station in that area and the need, in LTD's opinion, for this station. When they moved stations to fit the EmX corridor, there were complaints that they had moved them too far apart. They tried not to leave too much of a space . between stations and the Hayden Bridge station took care of that need. Approximately 7:00 p.m.: Councilor Pishioneri left for the remainder of the meeting - excused. Councilor Ralston said the roundabout would be an obstacle for people to get across to that station. Mr. Pangborn said there was crossing that needed to take place. Councilor Woodrow asked if there was traditional bus service on Hayden Bridge further east. Mr. Pangborn said there was, but L TD didn't know what would happen with that traditional service. Once the EmX corridor in that area was complete, L TD would meet with the City to reconfigure the routes to best meet the needs of their riders. Mr. Boyatt said L TD staff had discussed with City staff the need to cross connect the east/west travelers on Hayden Bridge Road. Mr. Pangborn said that was correct and could be a transfer point. Mr. McCormack noted that someone needing to go to the hospital that lived on the side of the road of the Hayden Bridge Station would need to ride the route all the way around because currently everything coming off Harlow went south. He explained further. Councilor Lundberg said the population centers in that neighborhood were very densely populated and the Hayden Bridge station would be important. She referred to the Hawk signal in the packet. Mr. Pangborn said that would be discussed next. Councilor Lundberg said there wasn't any other station in the vicinity of the proposed Hayden Bridge station and it wasn't bad to get across the roundabout because traffic flowed better and there were more openings. It was safer now as a roundabout than it was as an intersection. Councilor Woodrow said the issue he had with this station last time was that it was located farther south on Pioneer Parkway and there was no entrance at that location. He felt the location closer to the roundabout would be better. City of Springfield Council Work Session Minutes April 14,2008 Page 9 Mr. Pangborn said L TD would be working on service in that entire area. He discussed the transfer in the Thurston area and the positive way it affected ridership. The increase in ridership meant they had to increase their service in that area. . A citizen in the audience, Mr. Mel Barnes, said they changed the route from every 15 minutes to every 10 minutes. Mr. Pangborn said the final issue was the mid-block crossing. He said where there was a station, it was preferable to have a traffic light to allow people to get to the station as safely as possible. There were five places where there were stations but no traffic lights. At those locations, it didn't make sense to put in a traffic light, so mid-block crossings could be installed. These crossings would have a pedestrian refuge in the middle of the street. He referenced a photo showing the design L TD would use (page 18 in Attachment C). The sixth was the crossing on the Eugene Water and Electric Board (EWEB) path. He asked Mr. Barnett to explain the issue at that crossIng. Mr. Barnett said the underlying issue was that the parkway was at high speed relative to the other parts of the EmX system where mid-block crossings were proposed. There was no crossing defined at this location (he referred to a photo - also on page 19 in Attachment C), but there was an informal crossing by pedestrians. About eight years ago, there was a fatality when someone came off the Rosa Parks path and tried to get to the EWEB path and was struck and killed. This was a 45 miles per hour segment of the roadway. There was justification for a crossing at this location. Mr. Barnett outlined three options to accomplish the crossing: I) to use a full scale traffic signal and have a pedestrian crossing associated with that traffic signal; 2) a Hawk crossing; or 3) a warning light that didn't require an action by the driver, but simply alerted the driver there was a pedestrian crossing present. By state law, the vehicle should stop for the pedestrian. He further discussed the Hawk signal. He said it was intended to provide a high level of protection for the pedestrian while diminishing the amount of delay for the driver. In addition, because of the nature of the Hawk signal remaining dark except when a pedestrian activated the signal, it tended to be something the driver was more willing to respect rather than a green signal that stayed steady green most of the time until a pedestrian activated the signal. The pedestrian would be detected, the lights would turn flashing yellow, steady yellow, and then steady red. The walk . indication would come up for the pedestrian to start walking. Near the end of the light's cycle, the red lights would flash, still requiring vehicles to stop and warning the pedestrian to get through the crosswalk. If no pedestrians were in the crosswalk, the vehicle could just stop at the flashing red light and then proceed. This had been proven very effective in locations where it had been installed. Councilor Ballew asked if it the signal was on a timer. Mr. Barnett said it was a fixed time based on walking speeds, but the time could be lengthened if needed. Councilor Woodrow asked for the location of the EWEB path. City of Springfield Council Work Session Minutes Aprill4,2008 Page 10 Mr. Barnett noted the location of the EWEB path. He said he felt this signal was safer for the pedestrian because the light was only activated and lit when a pedestrian was ready or crossing. Councilor Lundberg said she had tried to go out of her way to avoid putting a crossing on that section of Pioneer Parkway. The apartment houses were at the Safeway end and the EWEB bike path only had the back fences of properties and was not normally where someone would walk to get to the' bus. The next biggest concentration of housing was at the townhouses, which had a separate crossing. Putting up a signal would just invite people to cross in an area that was inherently unsafe. It could also annoy drivers who like that long stretch of road with no stops. She wouldn't support this crossing. It wasn't far to the stop at Pioneer Plaza and Walgreens and there was plenty of time at that intersection for pedestrians to cross. Mr. Barnett said he understood what she was saying. He noted that it did appear that people were crossing at this site. It was Council's decision whether or not to put in a signal. If they chose to put in a signal at this crossing, he would recommend the Hawk signal. Councilor Lundberg asked if the reasoning for this crossing was to get to one of the stations. Mr. Barnett said the reasoning for this signal was due to several factors: the area was already being used as a crossing, and the increased crossing distance from th~ Rosa Parks path to the EWEB path once the ErnX line was constructed. They either needed to determine how to prohibit the crossing or find a way to address it. Discussion was held regarding the use of the EWEB path and the dirt path shown on the photo. Councilor Lundberg asked for additional information on the EWEB path and other paths in that area and where they went. Councilor Ballew said that Council would prefer not to have a crossing in this location, but if one was needed, the Hawk signal would be the best choice. Mr. Boyatt said L TD was fairly neutral on this issue. If possible, he would suggest that in the resolution that staff would bring to Council next week, this crossing treatment could be removed from the 30% Design discussion to allow L TD to move ahead. This issue could be brought back to Council once a final decision was made. Councilor Lundberg said it made more sense to discuss this issue separately. The condition of the smaller path was in disrepair and people rarely used it. She agreed that it should be pulled from the 30% discussion and brought to Council for a future discussion. Mr. Boyatt said they could leave a placeholder for this issue in the 30% Design. Mr. Pangborn said LTD was neutral, but would do whatever Council felt was necessary. Councilor Ballew noted the issues discussed tonight. She said the approval for the 30% design needed to note that Council did not appr.ove the additional bike lanes along Pioneer Parkway. Staff and L TD had worked on the access management issues to get to this point. City of Springfield Council Work Session Minutes April 14, 2008 Page II Mr. Grimaldi said staff could bring back a resolution for Council consideration next week. Councilor Lundberg asked if approval of the 30% Design needed to be conducted as a public hearing. Mr. Grimaldi said it could be if Council chose. Councilor Lundberg said she would prefer holding a public hearing before Council took their vote so citizens could provide input. Approval of this was very close to the fmal design and she would prefer it was in a public hearing. Councilor Ballew asked Mr. Pangborn if that would fit in with L TD's time frame and would allow enough time for adequate notice. Mr. Grimaldi said there would be adequate time for notice if it was brought back next week. Mr. Pangborn thanked Council for going through this long process. There was still a long way to go and L TD would work very closely with City staff as they proceeded. They would bring additional issues to Council. Councilor Lundberg thanked L TD staff for working hard to resolve the issues to date. ADJOURNMENT The meeting was adjourned at 7:32 pm. Minutes Recorder - Amy Sowa Sidney W. Leiken Mayor Attest: Amy Sowa City Recorder