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HomeMy WebLinkAboutItem05 Council MinutesAGENDA ITEM SUMMARY Meeting Date: 1/16/2018 Meeting Type: Regular Meeting Staff Contact/Dept.: Amy Sowa Staff Phone No: 541-726-3700 Estimated Time: Consent Calendar S P R I N G F I E L D C I T Y C O U N C I L Council Goals: Mandate 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. November 13, 2017 – Work Session b. November 20, 2017 – Work Session c. November 20, 2017 – Regular Meeting d. November 27, 2017 – Work Session e. December 4, 2017 – Work Session f. December 4, 2017 – Regular Meeting DISCUSSION/ FINANCIAL IMPACT: None. City of Springfield Work Session Meeting MINUTES OF THE WORK SESSION MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY, NOVEMBER 13, 2017 The City of Springfield Council met in a work session in the Jesse Maine Meeting Room, 225 Fifth Street, Springfield, Oregon, on Monday, November 13, 2017 at 5:30 p.m., with Mayor Lundberg presiding. ATTENDANCE Present were Mayor Lundberg and Councilors VanGordon, Moore, Woodrow and Pishioneri. Also present were City Manager Gino Grimaldi, City Attorney Mary Bridget Smith, City Recorder Amy Sowa and members of the staff. Councilors Wylie and Stoehr were absent (excused). 1. Community Development Advisory Committee (CDAC) Interviews. Community Development Analyst Erin Fifield presented the staff report on this item. Seven candidates have applied for five CDAC vacancies created by attrition (folks moving out of the Springfield urban growth boundary) and two members’ terms ending. The City received seven applications for five vacancies: Chelsea Jennings Tony Rodriguez Itzel Sandoval Terri Dillon Victoria Doyle Kelly Mason Bernice Pogue Council interviewed the first three candidates on October 16. The remaining four are scheduled to be interviewed tonight; however Ms. Dillon was not able to attend tonight’s meeting due to an accident. She asked that she be considered for future vacancies. Council is scheduled to make appointments on November 20. Of the five vacancies to be filled: 3 appointments are for 4 year terms o Two terms would start Jan 1, 2018 and serve 4 years (thru Dec 2021) o 1 term would start now to fill a vacancy (through Dec 2017), and would then serve a new 4 year term (through December 2021) 2 appointments are for 2 year terms o 2 terms would start now to serve the unexpired portion of 2 vacancies (thru Dec 2019) The Community Development Advisory Committee (CDAC) advises Council on matters related to the City’s housing and community development activities. The activities are primarily funded by federal Community Development Block Grant (CDBG) dollars, for the purposes of benefiting low and moderate-income residents and improving blighted areas. The CDAC recommends annual CDBG City of Springfield Council Work Session Minutes November 13, 2017 Page 2 funding priorities and allocations to Council in line with the adopted Eugene-Springfield Consolidated Plan. The following applicants were interviewed: Victoria Doyle Kelly Mason Bernice Pogue The Mayor and Council introduced themselves and asked the following questions of the applicants. 1. Why are you interested in serving on the Community Development Advisory Committee? (Mayor Lundberg) 2. What most interests you about affordable housing and community development? (Councilor VanGordon) 3. What skills and/or experience do you bring that will contribute to you being an effective community development advisory committee member? (Councilor Moore) 4. What do you see as the most pressing issue facing Springfield in the realm of housing and community development? (Councilor Pishioneri) 5. Because resources are so limited, some worthwhile projects may not get funded. How would you decide which projects receive funding and which do not? (Councilor Woodrow) Council discussed the qualifications of the six applicants that were interviewed over the last two meetings and also Ms. Dillon who was not present, but who had interviewed for another position recently. Council agreed to move the following applicants forward for appointment on November 20: Tony Rodriguez, Itzel Sandoval, Victoria Doyle, Kelly Mason, and Bernice Pogue. Mayor Lundberg referred to the work plan noted in the Council Briefing Memorandum. Ms. Fifield reviewed the work plan and explained how it was developed based on HUD funding. Mayor Lundberg said previously the CDAC set priorities to recommend to Council for approval. Then the Request for Proposals (RFP) would go out and the CDAC would review those applications. She understands the committee needs an orientation, but doesn’t want them to be overwhelmed. She would like to see the information condensed as much as possible to keep it simple. She is not sure about the CDAC reviewing the Request for Information (RFI). Councilor VanGordon said he had similar concerns. He would like to have their scope narrowed as much as possible. The Council often changes their mind on the recommendation so he is concerned with the CDAC putting in many hours on something the Council may change. Ms. Fifield said it is up to the cities of Springfield and Eugene to define how they want the citizen participation outlined in the Consolidated Plan. She described how it is explained in the current plan. Councilor VanGordon said he is fine going forward with this work plan and the work session in January, and then revisit this in February or March during another work session. There will need to be a general cleanup of the bylaws to better reflect how things are currently. Councilor Woodrow said the information that was sent out was overwhelming. Many people want to get involved, but they may be overwhelmed. She suggested providing the Bylaws and Consolidated Plan in notebooks for the CDAC members to review on their own, and come back with questions. City of Springfield Council Work Session Minutes November 13, 2017 Page 3 There is no need to have a full review of everything in the meeting as it could be too much. She asked if the CDAC met the requirement for public input as opposed to the RFI. Mr. Grimaldi said the intent of the RFI is to hear from the development community about possible options for a specific property. Councilor Woodrow said aside from that, she would see the CDAC as fulfilling the role of community input. She would like to focus on where they are going in the future with the incoming members; highlight where we are and where we want to be in the Spring. Councilor Pishioneri asked if the CDAC meetings are open to the public. Ms. Fifield said yes they are and agendas are posted. Councilor Moore said she understands the concern about overwhelming information. Her understanding of how this all works was the clearest when she heard about projects that were done in the past with CDBG funds. Councilor Woodrow agreed that information on past projects would be helpful. Mayor Lundberg said pictures of some of the projects that received CDBG funding are helpful for a visual of where the funds can be used. Unfortunately, we don’t have the same level of funding as we had in the past. Ms. Fifield said the intent of the packet was to provide the information as reference documents. The purpose of explaining the past was to help guide the task of the CDAC. There were issues regarding affordable housing brought up during the interviews which was great for staff, but it is not currently part of their task so the first meeting could help set the boundaries of what the committee is and what it will do. She will invite those that will be appointed to this Thursday’s meeting to get an overview of the committee. Councilor Woodrow said it might be best to wait to hold the meeting in January when the new members have been appointed since many of the committee members will be leaving at the end of the year. Ms. Fifield said perhaps some of the older members would have a good perspective to share. Mayor Lundberg asked if the RFI could go out without the CDAC meeting first. Ms. Fifield said it could. She would be looking for the CDAC to review the returned RFIs to make a recommendation to the Council. The January meeting will be focused on the One-Year Action Plan so doing both at that meeting might be too much. Part of the CDAC role is also reporting on the Consolidated Annual Performance Evaluation Report (CAPER), which is a requirement of HUD. The decision was made to fulfill that requirement by having Eugene hold the public meeting. Councilor VanGordon suggested sending the RFI, holding a short meeting on November 16 to discuss the CAPER, and providing an orientation for new members in December or January. Councilor Woodrow said perhaps they could hand out the orientation packet with pictures, bylaws and consolidated plan to new members at the November meeting and review the CAPER with old City of Springfield Council Work Session Minutes November 13, 2017 Page 4 members. The next meeting they could then ask questions and review the RFI’s. They could then keep the original schedule. Comprehensive Planning Manager Sandy Belson asked which applicants the Council wanted to appoint for the two-year term and who for the three-year term. Council was fine having staff identify who would have what term. 2. Historic Commission Interviews. Planner Mark McCaffery presented the staff report on this item. There are two vacancies on the seven-member Historic Commission as a result of two resignations. After a one month recruitment period that closed on August 25, 2017, the Department received applications from Jenna Fribley and from Leslie Jehnings. The vacancies on the Historic Commission are a result of the resignation of Commissioners Kerry Barbero and Terra Wheeler. The term held by Commissioner Barbero has expired in 2016. The term held by Commissioner Wheeler expires on October 19, 2018. Request is to fill one four-year term and the unexpired portion of Commissioner Wheeler’s first term. Qualifications for membership on the Historic Commission include expertise in the fields of architecture, history, architectural history, planning, or archeology; residency within the Metro Plan boundaries; or as residents, electors, or property owners within Springfield. In addition, the Council shall solicit recommendations for appointment from Willamalane and School District #19 (Municipal Code Section 2.502). Both the School District and Willamalane declined to recommend appointees to fill these vacancies during this recruitment period. State and Federal funding of the City’s historic preservation activities stipulate that a majority of the Commissioners have professional qualifications in a field related to historic preservation. Four current members possess these qualifications and also meet or partially meet the qualifications and standards set forth by the National Park Service regarding commissions. Ms. Fribley resides in Springfield and is an architect. Ms. Jehnings resides in Springfield and is a retired historic landscape architect. Springfield Municipal Code Section 2.506 states that any vacancy shall be filled for the unexpired portion of the term of the member creating the vacancy, and Section 2.504 states that appointed members shall hold office for four years with the terms staggered to provide overlapping and continuity. At the discretion of Council, appointments to fill one four year term vacancy and one retroactive vacancy on the Historic Commission can be scheduled for the November 20, 2017 Regular Meeting. The following applicants were interviewed: Jenna Fribley Leslie Jehnings The Mayor and Council introduced themselves to the applicants and asked the following questions: 1. Why are you interested in serving on the Historic Commission? (Mayor Lundberg) 2. What initiatives are you interested in working on if you are appointed as a Commissioner? (Councilor VanGordon) 3. What is it about Springfield’s history that interests you most? (Councilor Pishioneri) 4. Describe your familiarity with the City’s historic resources. (Councilor Woodrow) City of Springfield Council Work Session Minutes November 13, 2017 Page 5 5. Describe your professional and personal experience as it relates to your desire to become a Historic Commissioner. (Councilor Moore) Council discussed the qualifications of the applicants and chose to appoint Jenna Fribley (for the full 4-year term) and Leslie Jehnings (for the remainder of the vacating term) to the Historic Commission. 3. Priority Based Budgeting Outcomes Result Maps. Finance Director Bob Duey and Budget Officer Paula Davis presented the staff report on this item. The City is beginning its fourth budget year using the priority based budgeting (PPB) methodology which assists in the allocation of resources to services and programs in advancing community and Council goals. The methodology was expanded to include the strategic plan, long-term fiscal health and performance measures. At the September 25th work session Council participated in developing the short and medium range outcomes for each of the Council long term goals. During the September 25th all-day work session, Council was asked to identify specific outcomes for each Council goal where the outcome was described as progress towards the achievement of the goal. Each of these outcomes could have a performance measurement developed around them, be used by staff to update the PBB results map and ultimately be included in the allocation of resources during the budget conversations. City staff would then develop performance measures for each outcome that would identify progress towards Council goals. The outline of the results from the September 25th Council meeting was attached for the Council to review. The items listed in green were comments from the staff, but can be used by the Council if they choose. He explained further how the comments were consolidated and reformatted, and the outcomes for each goal. Council discussed the information presented. Councilor Woodrow said many of the staff comments were important, but were more supportive and did not have a specific action. Councilor VanGordon said there are a couple of green comments he would want to include in the Council comments, such as “Provide career, library youth services and opportunities that improve graduation rates” and “Incentive strategies that encourage diversity and availability of housing” which are under the first goal. He felt “Increase interactions with community; using social media and technology” could fit with “Encourage continued social networking interactions”. He would like to know more about “Implement inclusive survey methods to reach a larger number of residents” and what staff was referring to with that comment. Mr. Grimaldi said surveying is a challenge because people don’t all have land lines. Reaching out to the entire population and getting representative samples is getting more difficult. Councilor VanGordon said he is supportive of staff exploring alternative surveying options. The last one he thought could move up into the Council section was “Protect sensitive environmental areas from illegal or over use”. Councilor Moore confirmed that the goals, lead to action, which lead to something measurable. Some of the green items aren’t measurable. Several are related to the building and safety and she wondered if there was concern among staff about safety of the building. City of Springfield Council Work Session Minutes November 13, 2017 Page 6 Mr. Grimaldi said they are addressing some of those issues. Councilor Moore asked how they could attach measurables to these. Mr. Duey said that is the next step. Whatever they end up with tonight, staff will take and develop a results map. Every program should be measurable and have goals. There may be some practical work that is not listed, but is a core service and will be done. Ideally, they will try to figure out where to put resources to make the economy grow. Sometimes we get caught up in what we can’t afford to do. Councilor Pishioneri referred to “Continue participation in partnership with McKenzie Watershed Council”. He said our involvement with Metropolitan Wastewater Management Commission (MWMC) is far more important than the McKenzie Watershed Council in terms of impacting our environment. He would prefer to shift this to MWMC partnership. He likes the item “Protect sensitive environmental areas from illegal or over use”. Mr. Duey said some of this is overuse and inappropriate use of property near the river. Mayor Lundberg said she hears about illegal camping along the river. It is most critical to keep our riverfronts clean and that would be a priority for that measure. Regarding surveys, the City, as a member of Lane Council of Governments (LCOG), can get one free survey per year. They could do some targeted surveys, for instance for Main Street safety or EmX. It allows people to give their input. Mr. Duey reviewed the changes to the first goal made by the Council. Promote and Enhance our Hometown Feel while Focusing on Livability and Environmental Quality Promotes access to a variety of cultural, artistic and educational events Promote Springfield Promote public art Support and participate in family activities Work with TEAM Springfield to support education, recreation and services Encouraging Council involvement in the community; Provide career, library youth services and opportunities that improve graduation rates – move up to Council section Encourage diversity and availability for new and affordable housing while fostering a sense of neighborhood Partnerships to promote and encourage a sense of neighborhood Complete land banking project for affordable housing Explore and identify neighborhoods, determine what is already in place and what we can add to Incentive strategies that encourage diversity and availability of housing – move up to Council section Fosters an involved, engaged and well-informed community City of Springfield Council Work Session Minutes November 13, 2017 Page 7 Activate new website Encourage continued social networking interactions Support Springfield staff participation in community projects Implement inclusive survey methods to reach a larger number of residents – Councilor VanGordon wants to know more about what staff was thinking about for this item. (see notes above). Increase interactions with community; using social media and technology – could fit with “Encourage continued social networking interactions” above Ensures public facilities and infrastructure are welcoming and accessible to a diverse community Complete bike system Develop and improve City Hall and Plaza area for public gathering space Manages and mitigates factors that impact the environmental quality of its air, water, land and other natural resources Continue participation in partnership with McKenzie Watershed Council (see Councilor Pishioneri’s comments above about switching this to MWMC). Wetland reclamation projects Protect sensitive environmental areas from illegal or over use – move up to Council section. Mr. Duey asked Council to review the second goal. Councilor VanGordon asked about the staff comment of “Update stormwater and sewer master plans” and “Update fire, safety systems, and storm water and sewer master plans”. He suggested that they both be put together under the same measure. Mr. Duey said they could combine them. Councilor VanGordon asked why fire and safety systems was included if this was for infrastructure. Mr. Duey said they were likely referring to fire codes, sprinklers and anything to do with fire safety in the community. Councilor VanGordon suggested putting that under a general building code section, or at least clarify what it referenced. He would like to keep the update to stormwater and sewer master plans as well as “Establish benchmarks for replacement funding of the city’s major infrastructure”. Councilor Pishioneri said updating those master plans would fit well under “Plan for community sustainability and responsible growth”. Council agreed with the changes proposed. Maintain and Improve Infrastructure and Facilities Plan for community sustainability and responsible growth Implement and track sustainable 5-year Community Improvement Plan (CIP) City of Springfield Council Work Session Minutes November 13, 2017 Page 8 Improve site readiness (make shovel-ready) Minimize natural disaster risk Support publically owned fiber infrastructure High valued and livable neighborhoods Repairs, enhances and continuously invest in well-maintained public infrastructure system Reduce deferred maintenance Reduce backlog of street maintenance and repairs Update storm water and sewer master plans – move up to Council section under “Plan for community sustainability and responsible growth. Ensures public facilities are well-maintained and meet the needs of the community Investing in replacement or improvement of key buildings or structures Minimize future impact and costs Designs, operates and manages a well-maintained technology infrastructure Maintain and improve IT infrastructure and security Update fire, safety systems; and storm water and sewer master plans – move up to Council section with the other item regarding stormwater and sewer master plans. Secures resources and advances community interest for priority projects Partner with development community to determine funding for infrastructure Identify priority projects while identifying funding sources Good stewardship Establish benchmarks for replacement funding of the city’s major infrastructure – move up to Council section Mr. Duey asked Council to review the third goal. Mayor Lundberg asked if they could use another word rather than diversity throughout this section so it is not the same word repeated throughout. Council discussed several topics in green and noted that all those in green would be removed unless specifically requested to move up by the Council. There were no changes to this section. Foster an Environment that Values Diversity and Inclusion (look for other words for diversity throughout – Mayor) Supports the arts; promotes participation in community events and diversity groups Foster arts reflective of the diverse community Expand outreach to diverse community through community events Participation and representation in diversity groups and activities Participation of staff/elected officials in community boards and organizations that support diversity City of Springfield Council Work Session Minutes November 13, 2017 Page 9 Promote outreach for small businesses, minority and women-owned businesses Increase small business outreach; minority and women-owned Participate in reverse vendor fairs Fosters an inclusive environment that maintains awareness of accessibility needs for disabled individuals Implement ADA transition plan Increase accessibility for disabled individuals Maintaining awareness of accessibility needs Create a welcoming community that promotes healthy families with avenues for upward mobility and prosperity Support groups who assist new arrivals to community Diverse economy that offers opportunities for all citizens Fair and equitable delivery of services to all citizens Increase access to transportation, technology, and housing Proactive response to incidents relating to hate and bias behavior or crimes Attracts and promotes a diverse workforce that is reflective of the community Outreach to diversified community for employment opportunities Promote vocational-oriented programs Increase workforce in our community Mr. Duey asked Council to review the fourth goal. Councilor Pishioneri asked for two of the green items to be moved up to the Council section. Mayor Lundberg asked about the 3rd bullet under “Engage greater number of citizens . . .”. The number was increased several years ago and is now a set number. Council agreed they did not need to increase that number. It will be removed. Strengthen Public Safety by Leveraging Partnerships and Resources Provide a continuum of public safety/social services responses that provides access to mental health services Leverage partnerships with service providers to identify entry points for those in need Develop alternative sentencing programs in municipal court for a diverse population Provide training for staff for early recognition and available alternative responses for those in need – move up to Council section Increase access to services addressing substance abuse Engage greater number of citizens in support for safer community Increase public safety outreach programs to promote safer neighborhoods Increase number of community members attending Citizen Police Academy City of Springfield Council Work Session Minutes November 13, 2017 Page 10 Increase number of people participating on Springfield Police Advisory Committee – remove Increase public safety programs in schools Promote household emergency management preparedness – move up to Council section Improve non-vehicular traffic safety through infrastructure improvements Evaluation and assessment of sidewalks, bicycle paths, lighting, and graffiti abatement Continued partnership with ODOT to reduce pedestrian risks through infrastructure Provide grant funding to assist property owners for sidewalk maintenance Reduce pedestrian/vehicle risk through improvements to infrastructure Stabilize public safety financing by considering alternative service models Review response times within City code for appropriateness Stabilize funding for fire services by investigating alternative models for service response Provide services focused on neighborhood level; Sergeants assigned to certain neighbors or communities Reduce property crimes resulting in safer neighborhoods Increase staff training for emergency management and public safety response Increase data collection and sharing among agencies Mr. Duey asked Council to review the fifth goal. The Mayor suggested removing specific names under business incubations. Councilor Pishioneri asked that they also remove the name of partnering agencies so it is left open to include any organization that would increase economic opportunities. Mr. Duey said he wants to make sure this syncs up with the Springfield Look program and will go back to compare the two. Encourage Economic Development and Revitalization through Community Partnerships Enables and encourages opportunities for local business to be successful Expand available business sites Support business incubations (NEDCO, Booth Kelly Makers Group) – remove names of specific programs Partner with TEAM Springfield and Chamber to increase opportunities – Change to “Partnerships that will increase opportunities.” Pursue and execute intergovernmental agreements with other agencies Stimulates economic growth by encouraging investments Achieve economic growth wins/successes; allocate funds to programs for economic development City of Springfield Council Work Session Minutes November 13, 2017 Page 11 Invest in programs for economic development; Build partnerships that encourage a regional approach to economic development Continued redevelopment of a vibrant downtown Advance opportunities and incentives that encourage private investment, bringing about new jobs and capital investment for businesses Fast and consistent speed to market Update development code for clarity Public access to high speed internet Partner with ODOT to finalize transportation plan Identify viable sites and invest public resources to bring about new jobs and capital investment Implement infrastructure improvements to increase accessibility Identify City with new technologies while promoting community growth Increase and identify City with new technologies: (Tech, natural resources, CLT wood products, healthcare) Promote and foster community growth while ensuring continued accessibility to City services Partner with community to market and promote Springfield Community engagement with the big picture and goal Advertise / promote public safety Implement Springfield Look initiative – move up to Council section Enables and encourages opportunities for citizens to be successful Support, pursue and increase partnerships that increase training opportunities Support partnerships that increase training opportunities for high school students Improve the quality of life for Springfield citizens; decreasing the poverty levels Mr. Duey asked Council to review the sixth goal. Councilor Pishioneri said he wants to make sure partnering with other agencies in the Wellness Clinic benefits the City. Discussion was held regarding the importance of having regular check-ins to make sure this still benefits the City. Other changes were suggested and are noted below. Provide Financially Responsible and Innovation Government Services Supports decision-making with timely and accurate reports and analysis Track budgets, actual expenditures and monitor loans Balance current revenue with expenditures Develop responsible budget that the identifies the communities highest priorities City of Springfield Council Work Session Minutes November 13, 2017 Page 12 Uses of measures to track progress Maintaining transparent, professional and responsive communication with citizens Strategic plan that allows for citizen input with financial investments that is tied to community needs Attracts, develops and motivates a high-quality, diverse, engaged and productive workforce Improve productivity in workforce Partner with other agencies to expand wellness clinic –do regular check-ins to make sure the City is still benefiting. Provide customer service training – add the word “continuous” between Provide and customer Establish strong recruitment and succession planning First issue resolution – add language to clarify (train and empower employees to provide resolution of issues) Attracts and develops a diverse workforce Protects, manages and optimized financial resources Efficiently manage costs Lobby for PERS and public contracting reform Work with State and Federal governments to explore funding options Pursue options/alternatives that will reduce reliance on fire and police levies Continue conversations with state and federal representatives Provide legislative support to staff, officials and regional partners – move up to Council section Set clear expectations and track and evaluate intergovernmental agreements, grants, and partnerships in a mutually beneficial manner – move up to Council section Respond to the needs of the community that are best accomplished collectively Delivers responsive and innovate services to customers while sustaining financial health Sustain a credit rating within a health range for our demographics Brainstorming sessions; welcoming suggestions and ideas Leverage new technologies to improve productivity in the workforce Observe financial policies and funding reserves appropriately Assess, evaluate, and adopt new technology, processes, and measures of service – – move up to Council section, combining it with the next two items (“be adaptive” and “maintain a consistent”). Determine how to measure the level of service. Be adaptive and proactive; using benchmarking to identify best practices Maintain a consistent level of service year after year Forward-looking; opportunities to share and explore innovative ideas Provides assurance of regulatory and policy compliance to minimize and mitigate risk Mitigate risk to the community while taking appropriate and calculated risks – Wordsmith to something measurable and then move up to Council section City of Springfield Council Work Session Minutes November 13, 2017 Page 13 Mr. Duey said staff will capture the outcomes as noted in this document. They will meet with departments over the next few months to evaluate programs and score them based on these outcomes and results. The new budget system has quarterly reporting on performance measurements. They are working with staff to determine how to report those back to Council. ADJOURNMENT The meeting was adjourned at 7:37 p.m. Minutes Recorder – Amy Sowa ______________________ Christine L. Lundberg 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, NOVEMBER 20, 2017 The City of Springfield Council met in a work session in the Jesse Maine Meeting Room, 225 Fifth Street, Springfield, Oregon, on Monday, November 20, 2017 at 6:00 p.m., with Mayor Lundberg presiding. ATTENDANCE Present were Mayor Lundberg and Councilors VanGordon, Wylie, Moore, Stoehr, Woodrow and Pishioneri. Also present were City Manager Gino Grimaldi, Assistant City Attorney Kristina Kraaz, City Recorder Amy Sowa and members of the staff. 1. Main Street Safety Project Update. Senior Planner Molly Markarian presented the staff report on this item. She introduced Bill Johnston, Oregon Department of Transportation (ODOT) Project Manager and Kelly Hale, Lane Transit District (LTD) Project Lead. Ms. Markarian presented a power point and reviewed the process to date. In 2011, staff received Council direction to improve safety on Main Street. ODOT and the City worked over the next year to conduct a Main Street Safety Study for pedestrian safety. From that came recommendations for crossing improvements which have been installed through the city and collaboration with ODOT over the last six years. In 2016, ODOT through its All Roads Transportation Safety (ARTS) program awarded the City $3.9M to construct a raised center safety median on Main Street. At that same time, ODOT pledged to support the planning process leading up to that project. Since then, staff and ODOT have been working on project coordination and scope development with our partners. Ms. Markarian said the City and ODOT are sharing the cost of the planning phase, with ODOT covering the consultant cost and a share of the project. Staffing on the project includes a combination of a large consultant team (City and ODOT) and project management team including Ms. Markarian, Mr. Johnston from ODOT, and the consultant. Supporting the City is a team of engineers, planners and coordinators. There are 8 consulting firms tackling different components of this project. They will also have a technical advisory committee with additional staff from the City, LTD, ODOT, Springfield Utility Board (SUB), Springfield School District and Department of Land Conservation and Development (DLCD). Ms. Markarian referred to the timeline and discussed each task for the project. She noted that the Main McVay Transit Study has done a lot of work that will be used for tasks 4, 5 and 6, as well as tasks 7 and 8. They will be working with the project teams and committees to develop goals and objectives. Key Principles and Methodology come from SB408 legislation and will be addressed frequently through this project. The last few tasks will need Council input. One of the early steps is to develop the citizen engagement plan, which will be approved by the Planning Commission in their capacity as the Citizen Involvement Committee. They anticipate there will be advisory bodies, Planning Commission, City Council, corridor stakeholder’s advisory committee, and governance team. That plan will outline activities to facilitate public participation of stakeholders on the corridor and the general public. They tried to keep this process as short as possible, but it is a three-year process. City of Springfield Council Work Session Minutes November 20, 2017 Page 2 Ms. Markarian said the next steps would include finalizing the scope of work with ODOT and the consultant, finalizing the intergovernmental agreement (IGA) with ODOT, ODOT finalizing its procurement process with the consultant team, and launching the project in 2018. Councilor Woodrow said since 2011 she has worked with staff and ODOT on getting the crosswalks in on Main Street. Now they are looking at a three-year study with nothing being done. It will have been more than 10 years, with only 3 or 4 years of actually doing something practical for safety. She needs to know what to tell constituents who want something done now. There are a lot of people on Main Street and businesses are concerned about the median. She is not comfortable with the long timeline. Mr. Boyatt said staff shares her frustrations. There is a lot at stake for the property and business owners who will want to be involved in a process that will work. There are also a lot of safety concerns. It’s about a four mile corridor and a very complex planning project, trying to balance everyone’s interests, especially business and safety. The team has worked hard to keep the planning process from expanding even more. ODOT and city staff have learned over time that sometimes what looks like slow going on the front end, could actually work better in the long term. It’s important to be out in the corridor respecting everyone’s interest. Mr. Grimaldi said if issues are identified by staff that can be resolved immediately, the City can look into addressing those. Councilor Pishioneri said tasks 5 and 6 identify land use. He asked if that meant land use for today or in the future. Ms. Markarian said land use is subject to change, but it is the land use and environmental constraints that will help determine constraints for the environmental process. Councilor Pishioneri referred to task 6 regarding the “Future Baseline Travel Forecasts & Conditions Analysis”. He asked how future uses would be identified by the team if land use is subject to change. Mr. Boyatt said the no-build future is the background population and employment projection with no project. That growth allocates by zoning and plan designation what is in place today. There could be plan amendments and zone changes, so they will flag that for the consultants. Councilor Pishioneri said they haven’t seen much growth along Main Street, but he wants a mechanism in place to allow a big change if something comes along. Mr. Boyatt said they would have to adapt. Most of the data would be gathered, models built, and traffic analysis done. It would be crucial to be able to adapt to development of that scale. The best guarantee for this to happen is that the Council directs the work of the City. Councilor Pishioneri said his concern is that ODOT would also be involved and the City has no authority over ODOT on the roadway. Mr. Boyatt said they could include language in the IGA with ODOT to address that type of situation. Councilor Stoehr asked if there had been any study on the impact of lowering the speed limit. Traffic Engineer Brian Barnett said the reduced speed limit has reduced actual travel speeds about 2 or 3 miles per hour. There is no data available about accidents and the relationship between when the City of Springfield Council Work Session Minutes November 20, 2017 Page 3 reduced speed limit was implemented. More time would need to pass to gather meaningful information. He explained further. Councilor Stoehr asked if there had been any study done on the high risk intersections on Main Street that could help control costs and minimize impacts of this project on businesses. Ms. Markarian said that is included in the analysis piece. Councilor Stoehr asked if the medians correspond with high risk areas. Mr. Barnett said that would be part of the planning and analysis as the project rolls out. Councilor Stoehr said he would like to leave the road as is in lower risk locations. Mr. Barnett said there is no one place along the corridor that is lower risk. ODOT has determined the whole corridor is high risk. Councilor Stoehr asked if they had studied the impact of limiting through-trucks or tractor trailers. Mr. Barnett said Main Street is designated as a truck route. Mr. Johnston said there are mechanisms to change truck routes, but it is not simple. National routes are complicated and require congressional legislation. Councilor VanGordon said he would like to have crash data from ODOT as soon as possible while it is still somewhat new. Mr. Johnston said there is a process they must go through. They collect data which is then processed and analyzed. Councilor VanGordon said it is always helpful to get the information sooner rather than later. He has the same concerns about the timeline. He would like to look for opportunities to shorten the timeline, but also wants to make sure they balance the needs of the property owners and businesses. He doesn’t want to install something that does not work. As they get into the project, they may find some things go faster than expected. It is good to have the room to have conversations with property owners. At the end of this, they have the opportunity to do great things and make a noticeable difference. Councilor Moore asked about LTD and how public transportation fit into this project. Ms. Markarian said staff has been working with LTD to identify the best ways to coordinate and align the LTD and ODOT projects. Through the facility planning process, they are able to include LTD on the Technical Advisory Committee. By the end of the facility planning process, the transit project and safety project will be aligned and ready to delve into detail design. Councilor Moore asked about the stakeholder involvement. It is very important to get input from the public to get buy-in, and they haven’t heard much about it in a while. She asked if a mailer was going to go out to stakeholders on a regular basis. It is important for them to be heard through this process. Ms. Markarian said task 2 includes the approach to involve the public. It is one of the largest tasks, and will include people on the corridor and the general public who use the corridor. Staff will be City of Springfield Council Work Session Minutes November 20, 2017 Page 4 coming back to the Planning Commission and City Council once the public involvement plan is developed to get their feedback. Mayor Lundberg said this is a lot of extra work. She likes ODOT at the local level. She wants to make sure citizens don’t think we started all over again and have three more years before we even do anything else. She wants to make sure the public knows we are going through a full process before putting in medians. Each location will be carefully considered to accomplish safety and business access. It’s critical that those who were on the committee and attended open houses know that this project is moving forward. The projects should look seamless to the public as we coordinate. If possible, she would like to shorten the timeline and use the public outreach that was already done through this process which should match this process as well. She wants to see how it is being tightened up and shortened each time it comes to Council. Many businesses aren’t sure when things are going to happen so we need to give them a sense of when things will happen. Mr. Boyatt said they would message that to the public. In the first look at the corridor, a pizza franchise came in and made adjustments to their site to accommodate the new plan. People have a right to develop and staff will manage those on a case-by-case basis and stay as coordinated as possible. Mayor Lundberg said she is fine with some changes as long as the outcome is addressing safety and having the most efficient corridor for business and residential access. She asked who the consulting company was for this project. Mr. Boyatt said Jean Lawson is the sub-consultant to DKS for public involvement and is committed to doing face to face facilitation. Mayor Lundberg said she would like Ms. Lawson to be involved because the public involvement will be very sensitive. She appreciated that SB408 forces us to be responsive to businesses along the corridor. 2. Travel Lane County (TLC) Annual Report. City Manager Gino Grimaldi introduced Kari Westlund, Executive Director of Travel Lane County. Ms. Westlund thanked the Council for the opportunity to present this report to the Council. She introduced Andy Vobora, Vice President of Stakeholder Relations. She referred to the comprehensive report in the Council packet. There are two takeaways from the annual report. First, this is a county- wide report so includes all communities in Lane County. Visitors bring $672M dollars into the county economy. Those who live here also spent almost a quarter of a billion dollars, bringing the total to nearly $1B. The second thing is the work being done around targeted industry sectors. TLC has been meeting with economic development agencies in the county to focus on high tech, advanced wood products, food and beverage, and medical. She explained some of the work done in that area. For the last three years, TLC has worked at the community level to bring to life community identities, and tying trip motivators to locales. She explained how they tied in activities to local communities. That campaign has been very effective, but they wanted to serve Springfield, Eugene and Junction City specifically. They have created print ads, digital ads and a video. Also in the rest areas, they have backlits, some of which feature Springfield. The two videos include the Go campaign video and also a video to encourage conferences to come to Springfield. Links to both videos will be sent to the Council. City of Springfield Council Work Session Minutes November 20, 2017 Page 5 Mr. Vobora referred to the Springfield page from the website. Total page views over the last twelve months have been just under 20,000 views and people are spending a little over 2 minutes on the page. There is an Events page and an About Springfield page. They refresh the content all the time to keep it updated, and want to hear feedback on the city’s page so they can continue to add more information if needed. Ms. Westlund said last year hospitality revenue vastly exceeded the growth indicators for the state and nationally. Last year was record year due to two main factors: Eugene hosted an Olympic Trials; and in December, the ice storms drove a lot of local people to hotels. She wouldn’t expect to exceed that amount this year so the percentages are much smaller. When new product opens, the market follows new product. Eugene has significant meeting space as well as several new hotels. The accommodations revenue has quite a bell curve based on seasons. Willamalane does a great job to feed sports related business into Springfield hotels which can help in the winter. She is happy to meet with anyone one-on-one or in a future meeting. Councilor Stoehr said it must be difficult promoting conventions with no conference center in Springfield. Ms. Westlund said they would love to see a conference center in Springfield. Councilor Moore said has heard a lot about the 2021 event. She asked if TLC could come up with an informational sheet for the Councilors about that event. Ms. Westlund said she would get a one page document to the Council. Mayor Lundberg said TLC’s reports are great and easy to read. It is helpful to track our transient room tax (TRT) because it is a revenue source. ADJOURNMENT The meeting was adjourned at 7:00 p.m. Minutes Recorder – Amy Sowa ______________________ Christine L. Lundberg Mayor Attest: ____________________ Amy Sowa City Recorder City of Springfield Regular Meeting MINUTES OF THE REGULAR MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY, NOVEMBER 20, 2017 The City of Springfield Council met in regular session in the Council Chambers, 225 Fifth Street, Springfield, Oregon, on Monday, November 20, 2017 at 7:00 p.m., with Mayor Lundberg presiding. ATTENDANCE Present were Mayor Lundberg and Councilors VanGordon, Wylie, Moore, Stoehr, Woodrow and Pishioneri. Also present were City Manager Gino Grimaldi, City Attorney Mary Bridget Smith, City Recorder Amy Sowa and members of the staff. PLEDGE OF ALLEGIANCE The Pledge of Allegiance was led by Mayor Lundberg. SPRINGFIELD UPBEAT CONSENT CALENDAR 1. Claims a. Approval of the October 2017, Disbursements for Approval 2. Minutes a. October 16, 2017 – Regular Meeting 3. Resolutions a. RESOLUTION NO. 2017-27 – A RESOLUTION AUTHORIZING THE CITY MANAGER TO AWARD COMPETITIVE BIDS, REQUESTS FOR PROPOSALS, OTHER PERSONAL SERVICES CONTRACTS EXEMPT FROM BIDDING REQUIREMENTS UNDER THE PURCHASING REGULATIONS, AND APPROVE AMENDMENTS TO PUBLIC CONTRACTS IN CONFORMANCE WITH CITY OF SPRINGFIELD MUNICIPAL CODE AND ADMINISTRATIVE REGULATIONS DURING THE PERIOD COMMENCING DECEMBER 5, 2017 AND CONTINUING THROUGH JANUARY 7, 2018 WHILE THE COMMON COUNCIL IS IN RECESS. B. RESOLUTION NO. 2017-28 – A RESOLUTION TO ACCEPT CITY PROJECT P31009; JON’S LANDING PUBLIC IMPROVEMENT PROJECT (PIP). 4. Ordinances 5. Other Routine Matters a. REMOVE b. Approve the Intergovernmental Agreement and Authorize the City Manager to Sign the Agreement for the Revenue and Service Associated with Two School Resource Officers Assigned to the Springfield School District for Fiscal Year 2018. City of Springfield Council Regular Meeting Minutes November 20, 2017 Page 2 IT WAS MOVED BY COUNCILOR VANGORDON WITH A SECOND BY COUNCILOR PISHIONERI TO APPROVE THE CONSENT CALENDAR WITH ITEM 5A REMOVED. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. ITEMS REMOVED FROM THE CONSENT CALENDAR 5a. Approve the Purchase and Authorize the City Manager to Sign the Contract for the Procurement of Five Police Patrol Vehicles for Fiscal Year 2018. Mayor Lundberg said Senator Lee Beyer recently mentioned to her about public vehicles, specifically police vehicles, using an alternative fuel source. Today they spoke about electric vehicles. She wanted to know if there were other fuel sources that could be considered for city vehicles. She also wanted to make sure the vehicles proposed to be purchased were safe as there were previous issues with safety. Mr. Grimaldi said the previous issue with some Ford vehicles was that they leaked carbon monoxide gas entering the cabin. Springfield’s Police Department looked at that issue and discovered that when police equipment was installed in the vehicles, it made a hole allowing gas to enter the vehicle. The Springfield Police Department has a better installation method to prevent that from happening. Regarding fuel sources, they can look at alternatives. Mayor Lundberg said she would like information about whether the State contracting is looking at alternative fuel options for public vehicles. Senator Beyer had noted the amount of money spent on fuel for public vehicles in general. Councilor VanGordon said he is comfortable with going forward with the purchase of the five vehicles listed on the Consent Calendar. It may be something to address through economic development to see what types of partners may be out there to address this issue. He is interested in continuing this discussion. Councilor Wylie said she has been interested in alternative fuels for a long time. The legislature was interested in electrical vehicles and requiring charging stations. Electric vehicles may not be right for police because of performance requirements, but could be a possibility for staff use in the community. Councilor Pishioneri said he agreed; however, he would vehemently oppose alternatives for police vehicles if it downgraded the performance. He supported looking at the alternatives for fleet vehicles. Mr. Grimaldi said they needed to not only consider performance for police vehicles, but also the room in the vehicle to allow for the equipment. Councilor Woodrow said she is comfortable going forward with this purchase, but she doesn’t want to downgrade anything for our police officers. She has become aware of how technical and how efficient it is to try to get everything they need in the police vehicles so they are accessible and have good performance. Councilor Moore asked if the Police officer was in the vehicle that was totaled at the time of the accident. Lt. Jones said this purchase is to replace that vehicle. The officer was in the vehicle and was hit while in the intersection. The airbags deployed during the accident and the officer was banged up a little but returned to work the next day. They are police rated vehicles. City of Springfield Council Regular Meeting Minutes November 20, 2017 Page 3 Councilor Moore said she would imagine they are heavier than a normal vehicle. Lt. Jones said that is correct: heavy duty brake system, heavy duty suspensions and sway bars, stability control steering and driving. Councilor Wylie said electrical vehicles are being updated continually. She strongly supports the action to purchase the vehicles. IT WAS MOVED BY COUNCILOR VANGORDON WITH A SECOND BY COUNCILOR PISHIONERI TO APPROVE ITEM 5A. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. 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. BUSINESS FROM THE AUDIENCE COUNCIL RESPONSE CORRESPONDENCE AND PETITIONS BIDS ORDINANCES BUSINESS FROM THE CITY COUNCIL 1. Committee Appointments a. Community Development Advisory Committee (CDAC) Appointments. Comprehensive Planning Manager Sandy Belson presented the staff report on this item. The Community Development Advisory Committee (CDAC) advises Council on matters related to the City’s housing and community development activities. The activities are primarily funded by federal Community Development Block Grant (CDBG) dollars, for the purposes of benefiting low and moderate-income residents and improving blighted areas. The CDAC recommends annual CDBG funding priorities and allocations to Council in line with the adopted Eugene-Springfield Consolidated Plan. Of the five vacancies to be filled: 3 appointments are for 4 year terms o 2 terms would start Jan 1, 2018 and serve 4 years (thru Dec 2021) o 1 term would start now to fill a vacancy (through Dec 2017), and would then serve a new four year term (through December 2021) 2 appointments are for 2 year terms o 2 terms would start now to serve the unexpired portion of two vacancies (thru Dec 2019) Council interviewed six candidates during two work sessions: October 16 and November 13. City of Springfield Council Regular Meeting Minutes November 20, 2017 Page 4 IT WAS MOVED BY COUNCILOR VANGORDON WITH A SECOND BY COUNCILOR PISHIONERI TO APPOINT VICTORIA DOYLE AND TONY RODRIGUEZ TO THE COMMUNITY DEVELOPMENT ADVISORY COMMITTEE TO FILL CURRENT VACANCIES THROUGH DECEMBER 31, 2019. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. IT WAS MOVED BY COUNCILOR VANGORDON WITH A SECOND BY COUNCILOR PISHIONERI TO APPOINT ITZEL SANDOVAL AND KELLY MASON TO THE COMMUNITY DEVELOPMENT ADVISORY COMMITTEE FOR FOUR YEAR TERMS, EXPIRING DECEMBER 31, 2021. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. IT WAS MOVED BY COUNCILOR VANGORDON WITH A SECOND BY COUNCILOR PISHIONERI TO APPOINT BERNICE POGUE TO THE COMMUNITY DEVELOPMENT ADVISORY COMMITTEE TO FILL A VACANCY THROUGH THE END OF 2017, AND THEN CONTINUE TO SERVE FOR A FOUR YEAR TERM, EXPIRING DECEMBER 31, 2021. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. b. Historic Commission Appointments. Planning Supervisor Jim Donovan presented the staff report on this item. After a one month recruitment period that closed on August 25, 2017, the Department received applications from Jenna Fribley and from Leslie Jehnings Council interviewed Ms. Fribley and Ms. Jehnings on November 13, 2017. At the conclusion of this interview process the Council unanimously supported appointment of Leslie Jehnings to serve the unexpired portion of Commissioner Terra Wheeler’s first term, which expires October 19, 2018, and appointment of Jenna Fribley to serve a full four-year term. Formal appointment is requested. Appointments to the Historic Commission must be confirmed during a Regular Session by motion and a vote of the City Council. IT WAS MOVED BY COUNCILOR VANGORDON WITH A SECOND BY COUNCILOR PISHIONERI TO APPOINT LESLIE JEHNINGS TO THE HISTORIC COMMISSION TO SERVE THE UNEXPIRED PORTION OF COMMISSIONER TERRA WHEELER’S FIRST TERM, WHICH EXPIRES OCTOBER 19, 2018. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. IT WAS MOVED BY COUNCILOR VANGORDON WITH A SECOND BY COUNCILOR PISHIONERI TO APPOINT JENNA FRIBLEY TO THE HISTORIC COMMISSION TO SERVE A FOUR-YEAR TERM EXPIRING ON NOVEMBER 19, 2021. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. 2. Business from Council a. Committee Reports b. Other Business City of Springfield Council Regular Meeting Minutes November 20, 2017 Page 5 BUSINESS FROM THE CITY MANAGER BUSINESS FROM THE CITY ATTORNEY ADJOURNMENT The meeting was adjourned 7:19 p.m. Minutes Recorder Amy Sowa ______________________ Christine L. Lundberg Mayor Attest: ____________________ City Recorder City of Springfield Work Session Meeting MINUTES OF THE WORK SESSION MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY, NOVEMBER 27, 2017 The City of Springfield Council met in a work session in the Jesse Maine Meeting Room, 225 Fifth Street, Springfield, Oregon, on Monday, November 27, 2017 at 5:30 p.m., with Council President VanGordon presiding. ATTENDANCE Present were Councilors VanGordon, Wylie, Moore, Stoehr, Woodrow and Pishioneri. Also present were City Manager Gino Grimaldi, City Attorney Mary Bridget Smith, City Recorder Amy Sowa and members of the staff. Mayor Lundberg was absent (excused). 1. Library Advisory Board - Applicant Interviews. Library Director Emily David presented the staff report on this item. In response to a posting ending October 27, 2017, the Library Advisory Board received two applications to fill the seat of Robyn Sattler, who resigned from the Board in July, 2017. On December 31, 2017 the Library Advisory Board seat held by Dwight Dzierzek will expire. After interviewing both candidates, Mr. Dzierzek announced that because the Board had two qualified candidates, he would not seek reappointment therefore leaving a second Board position starting January 1, 2018. Ms. Linneman is a retired school and public librarian who has lived in Springfield for 5 years. She lives in ward, 2 volunteers as a SMART reader at Dos Rios/Two Rivers and as an Educational Interpreter at the Jordan Schnitzer Art Museum. Ms. Phelps, the mother of three young children, is a frequent and enthusiastic SPL user. She is also a student and avid reader and has tutored college and middle school students. She lives in ward 4. The Council introduced themselves to the applicants and interviewed Ralene Linneman and Mary Beth Phelps and asked the following questions: 1. Please tell us why you are interested in serving on the Library Board? (Council President VanGordon) 2. Have you attended a Library Board meeting? If so, what were your impressions? (Councilor Pishioneri) 3. Given your other work & community commitments will you be able to actively serve on the Library Board as well? (Councilor Stoehr) 4. The Springfield Museum is now managed by the Library, what is your experience with city museums or any museums in general? (Councilor Woodrow) 5. What do you see as the Library’s role in the community? (Councilor Moore) 6. One of the roles of the Library Board is to advocate for the Library and promote library services. How do you see yourself fulfilling this role? (Councilor Wylie) Council discussed the two applicants and their qualifications. Council consensus was to appoint both applicants to the Library Board. City of Springfield Council Work Session Minutes November 27, 2017 Page 2 2. Bicycle and Pedestrian Advisory Committee Interviews. Senior Planner Emma Newman presented the staff report on this item. City Council is interviewing the two remaining candidates from fall 2017 BPAC recruitment and considering them for appointment to the committee. Eleven of the thirteen BPAC candidates were interviewed October 9 and all eleven interviewed were appointed as new voting members on October 16. There are up to two remaining vacancies for voting members to fill. The committee bylaws state, “Applications shall be reviewed and evaluated by City Staff and the City Council. Committee positions shall be appointed by the City Council.” The bylaws also state, “Membership of the Committee shall consist of 10-16 voting members.” Minimum voting membership requirements have already been fulfilled. There will be fourteen voting members as of the beginning of January 2018, accounting for already appointed members. City Council may appoint up to two additional voting committee members, which would reach maximum membership according to the bylaws. There are five additional liaison positions, which would result in the total voting and non-voting membership being twenty-one. Due to scheduling conflicts the two remaining candidates, Holly Rockwell and Sandy Coffin, needed to be interviewed at a later date. Appointments are scheduled for the December 4, 2017 regular session. The Council introduced themselves to the applicants and interviewed Holly Rockwell and Sandy Coffin and asked the following questions: 1. Why are you interested in serving on the Bicycle and Pedestrian Advisory Committee (BPAC)? (Council President VanGordon) 2. Have you attended a BPAC meeting? If so, what were your impressions? (Councilor Pishioneri) 3. What is it about pedestrian and bicycle issues that interests you most? (Councilor Stoehr) 4. What initiatives are you interested in working on if you are appointed as a BPAC member? (Councilor Woodrow) 5. Describe your experience as it relates to your desire to become a BPAC member. (Councilor Moore) 6. Describe your familiarity with the City’s walking and biking infrastructure and amenities. (Councilor Wylie) Ms. Coffin said she would like to see more education on distracted pedestrians. She asked about the bylaws for three year terms. She is not sure she could commit for three years, but could commit for two years. Council discussed the qualifications for the two applicants and chose to appoint both Sandy Coffin and Holly Rockwell to the BPAC. 3. Draft Springfield Look Economic Development Strategy. City of Springfield Council Work Session Minutes November 27, 2017 Page 3 Economic Development Manager Courtney Griesel presented the staff report on this item. Ms. Griesel said this was a continuation from their discussion on October 9. The “Why” of this work is a compelling motivator to stay on track for implementation. The goal of the Springfield Look Plan is to improve the lives of Springfield’s citizens by increasing the per capita income and the number of family wage jobs in Springfield while providing the tools to reduce poverty in our community. Ms. Griesel said the important thing to remember is that they are doing a high level look at where we want to go long term, and how to measure that we are influencing our path to that place. Some of that is to drill down into actual activities that are programmed, partnered and resourced to make sure they happen. Ms. Griesel reviewed the project timeline. When they started, they were looking at a 9-12 month timeline. A lot of the work has to do with benchmarking, data assessment, industry assessment, and strategic alignment of vision to those assessments. Rather than continuing to bring back a consultant, it is better if we build the capacity internally, but that does take longer. Ms. Griesel reviewed where we have been. An economic performance evaluation and target industry report was done which identified the key current target industries. As a region, we are positioned where our infrastructure, workforce and regional partners are all investing in a way that would help most of these industries thrive in an expansion and retention scenario. We continue to have constant conversations with our retailers, niche markets, and other businesses. A competitiveness assessment was also done. It shows a lot of things we do well, and also things we need to develop. Currently, we are looking at our Strategic Initiatives. All of the tasks to date have come as reports to the Council. As they continue to move forward, they will be put together as chapters for a final report. Ms. Griesel said tonight is where they will discuss the key buckets of activities that the program does in economic development, and then some examples of projects and actions in those buckets. The three buckets are: focus on City’s competitiveness and how we maintain competitiveness; Springfield assets and how we market and grow them; and business outreach to both existing and new businesses. She reviewed the priority initiatives and gave a brief summary of those that had been discussed at the last work session: World-Class Service for Development Approvals Minimum Development Standards Strategic Development of Priority Sites Councilor Stoehr asked about sites for the trade sector. Ms. Griesel said they had identified about 5 sites – Glenwood, mid-Springfield, and one in Gateway. Those sites would be for traded sector, which is often manufacturing. She noted the types of sectors for each area being considered. In many cases when they are doing recruitment, staff may not know what item is being manufactured, just the site requirements. She discussed other information and factors they look for when meeting with companies. Councilor Pishioneri said the cost translates to 12 hours a week. Ms. Griesel said the cost is more associated with participation in the State’s certified state program. The costs listed are specialized project costs. If it’s ongoing and already funded, there is no additional cost. This is a resource need for an activity and is based on one-year. Building an inventory of certified sites helps the whole region. City of Springfield Council Work Session Minutes November 27, 2017 Page 4 Councilor VanGordon asked if we had site certified sites now. Ms. Griesel said the region as a whole only has one site. Councilor VanGordon asked if there was anyone close to being certified. Ms. Griesel said the City is partnering with two sites through the process. As they are working to get a Glenwood site certified, they are on a parallel track of recruiting a company to the site. This would work well in locations where the property owner is not local. That is the case for one mid-Springfield site. Councilor VanGordon asked if there are outside resources to help pay to get certified. Ms. Griesel said the benefit of partnerships in certified sites is that is elevates the site with the State. The downside is that funds are not available until the project is ready. There are funds and resources from the State to help get through the certification process. The cost listed is not always the City’s cost, but could be a combination of costs for the property owner or other interested parties. Ms. Griesel said the targets are to have 2 certified sites by the end of the year and have the State partnering with the City to identify the number of strategies we might complete in order to move a site forward for improvement. The final report will have the actual numbers for the targets. This will acknowledge the daily work which should then lead to creating the desired outcome. The next initiative is Formalize Business Incentives. This acknowledges that we have some great business incentives that we just don’t talk about enough. This is a process of being strategic in getting out that information and explaining the incentives. Sometimes incentives are things other than financial incentives such as partnering agencies, parks, etc. Some of this will also include conversations around prioritizing and how to provide incentives. She explained further. Process and outcomes will be measured. Ms. Griesel noted that the Innovation Hub was discussed at their last work session while the Chamber of Commerce was in attendance. This initiative continues to get traction, especially with FertiLab and RAIN as they have merged. This work is also feeding into discussions about medical, food and sciences and where those overlap. That is very good for the City as it lines up to some of the target industries. Councilor Stoehr asked about Creative Class and if that used to be called research and development. Ms. Griesel said it is more about an entrepreneur start-up, looking for a professional setting for their business to share ideas and learn. Councilor Moore asked about FertiLab. She thought it would be great if new ideas and businesses were near or in the Library building. Ms. Griesel agreed. She said the FertiLab space in downtown Springfield was currently fully occupied. They are receiving a lot of mentorship through this project. Councilor VanGordon asked if the $60,000 was the City’s cost. City of Springfield Council Work Session Minutes November 27, 2017 Page 5 Ms. Griesel said this is a massive project and the $60,000 is for pre-design. In this initiative, the idea originally brought forth by the Chamber was a physical place. To understand how that model would work takes a lot of pre-evaluation and pre-design. It will take money to move forward. Those costs could be paid by the City or by others. Part of this is doing a model analysis. Ms. Griesel referred to the Springfield Telecommunications Enhancement Project (STEP) which was discussed during the October 9 work session. It is great to have a partner in Springfield Utility Board (SUB) in this initiative. Councilor Stoehr said he had some concerns about ride sharing. All of the research he has done indicates it is not a stimulus to the local economy, and could be a drain. Ms. Griesel said this scenario acknowledges a gigabit economy, and that those types of technologies have the ability to function here if the economy or community has enough demand. Having the ability to have those types of technologies allows the community to choose what is valuable to them. The gigabit economy in terms of publicly owned fiber is relatively cheap. Councilor Stoehr asked what gig-based economy would be accessing our fiber network. Ms. Griesel said industry is currently accessing some of it now, including medical or anyone doing rapid downloads of large files or real-time access to coding or live interfacing. Because the volume and quality of data is so large, it is hard to find an industry that doesn’t want access to high quality access. Councilor VanGordon said basically all business needs it and it’s important for the City to have to remain competitive. Councilor Moore said she had recently done some research on net neutrality. She asked if that came into play with this initiative. Ms. Griesel said it does. The availability of affordable fiber will only be as valuable as the people’s trust and integrity in the system they try to access. Ms. Griesel referred to the initiative of Real Estate Product Development. This also gets into general site readiness. One focuses on infrastructure up to the site, and the other is packaging it and getting it out to the market. This is building relationships with property owners and helping them take pride in the site and helping them think about redevelopment that benefits the community. Staff continues to look at the role the City plays in encouraging building of speculative buildings. It is a significant issue in our region, especially with growing industries that take those buildings quickly. She noted the partners in this initiative and the relationships they are building and maintaining. Ms. Griesel referred to the initiative Partner Development Team. This is an ongoing process and they meet once a month for an hour. She noted the partners involved in this initiative. Those attending are not allowed to just come in and ask for money, but come to share ideas and hear with other partners think. From this group came the Talent Match, another large recruitment event, and the entrepreneur and innovation fund came out of this group. Councilor Wylie asked about policy changes. City of Springfield Council Work Session Minutes November 27, 2017 Page 6 Ms. Griesel said they haven’t run against anything that would require policy updates. If there was a policy issue, each group would need to go back to their Board or Council. Ms. Griesel referred to the initiative of Business Retention and Expansion which is an ongoing process. Much of this is building relationships with larger employers, our locally based employers and those with headquarters in different locations, and staying in touch with business partners so we are aware of any growth or change. Swanson is an example of a company that chose to expand in Springfield. That elevates the Springfield mill sites in their global portfolio, which includes some of our words and our branding on their webpage. It is also helpful in recruitment to bring those companies in to meet with existing companies in our region. Councilor Moore noted several goals she especially appreciated: visiting external headquarters of Springfield businesses at least annually; inviting the Council members to join in outreach meetings; business appreciation; and downtown branding. Downtown has some amazing potential. Ms. Griesel said there is a very positive movement with the downtown business owners. Ms. Griesel referred to Industry Conference and said this was discussed at the October 9 work session, along with Recruit Target Industries. She explained the headquarter visits, getting industry to know Springfield well, and building relationships. Speaking further about the downtown, she noted that the businesses are working on a logo which will come back to Council soon. Ms. Griesel said part of the report is prioritizing three things we do every day: maintain our ability to be competitive; build out our assets; and remain intentional about our business outreach. These three areas are the footholds of what we do, yet they remain flexible as the economy changes and they adjust as needed when appropriate. In the next few months, Council will get a final report. They are still missing their competitive benchmarking, which is very data driven. Staff will bring that information back to the Council in executive summary format, and get Council’s feedback on whether or not this is the right format. Staff will also bring back the website, which will be new for economic development. It will allow us to put our successes out there. Councilor Wylie said she is very impressed. She thinks this will generate enthusiasm, which is half of getting to success. Councilor Moore asked about ‘aspirational community’. Ms. Griesel said it sets up a benchmark alongside some of the communities we compete with for business to see where we line up well, or where we don’t. Councilor Pishioneri said he came up with a cost of $192,000 per year. He asked if they had financial planning to do all of this. Ms. Griesel said they do not. First, they need to identify what they will do, the cost, and our partners. The team will likely grow as more people and experts in subject matter come into the picture. Currently, these are people in the field with resources that we could partner with, or that we are in contractual agreement. The cost shown is the full cost without partnership funds. An appendix will be attached that will list different tasks on an initiative project worksheet. The costs are not always our costs. Staff will not do anything not currently budgeted without coming to the Budget Committee with a request. City of Springfield Council Work Session Minutes November 27, 2017 Page 7 Councilor VanGordon said the list includes a lot that is in the works, and the projects can change over time, as could the teams. He asked what happened when the projects change. Ms. Griesel said in large scale where there is significant resource, there will be a discussion about adding something new. Some project work is going on in Springfield that they are trying to fit into this structure. They would then bring that to Council. There will be ongoing conversations and regular updates. The teams will meet quarterly and then report to the Council. Councilor VanGordon said from a policy direction, Council will be providing support for this plan, but not necessarily the cost. The work looks good. He suggested taking out all of the sub-bullet points from the report so it is just high level. After discussion, Council chose to leave all of the bulleted points in the report. 4. Library Programmatic Facility Design – Phase 2 Final Report. Library Director Emily David presented the staff report on this item. Last time they met in February, the Council gave staff and the consultant the go-ahead to start into Phase 2 of the Library Project, which includes the programmatic library facility design. FFA Architecture + Interiors took the information from Phase 1, which included staff and community input, best practices, and library standards to create a facility that meets the needs identified. Ms. David described the concept design created from all of that input. Further details can be determined by the Council as they move through the process. Ms. David introduced Troy Ainsworth from FFA Architecture + Interiors. Mr. Ainsworth shared the images of the design through a power point. The new proposal is for a three-story Library, adding consideration of a leasable tenant space. Some of the elements include an open plaza space that can connect with the Fountain Plaza currently in place, and a service corridor and book-drop. The first floor features primarily public spaces that are available for after-hours use such as retail, lobby, restrooms, multi-purpose room, etc. Also on this floor is the general staff work area and support space. This entire block could be open when the library is closed. Mr. Ainsworth said the second floor includes open space and the children’s collection, which takes the majority of the floor. A central service point would be near the stair entrance. One of the concepts of this design is a series of roof gardens or open spaces. The third floor is primarily adult collection services, as well as the young adult section. Mr. Ainsworth referred to a rendering that showed how the library could look, but noted it is not the final design. It is important that the building is highly sustainable with good natural light. He further described the connection with the plaza across the street. One of the goals is to make this a civic and open design, acting as a catalyst for further redevelopment in downtown. He discussed materials and design that were specific for the Springfield community. He described some of the other details in the drawing. Mr. Ainsworth reviewed the costs associated which are about $33M. Councilor Pishioneri said the building looks very large. He asked if the square footage included client space only or the entire space including staff. City of Springfield Council Work Session Minutes November 27, 2017 Page 8 Ms. David said they are not sure how many staff it will take for a building this size, but there are staff spaces on each floor for at least two staff at all times. Councilor Pishioneri asked if using CLT for the flooring added to the cost of the project. Mr. Ainsworth said it could add some cost, but it would be very close. It could be a wash in cost savings, and could also be an impetus for manufacturers to be competitive for this project. Councilor Stoehr said this is very innovative. He was glad to see the solar panels and asked if there had been a study done on how much those would save in energy costs. Mr. Ainsworth said it has not, but if the project moves forward, that should be done. Ms. David said this is the starting point. They will continue to look at options. Councilor Wylie said it is a very attractive rendering. It feels light and beautiful. She would like to explore using beams of advanced timber. She’s not sure she likes a flat roof due to the amount of rain we receive here. Mr. Ainsworth said the roof has a slight tilt. Councilor Wylie asked if the City Hall Gallery has a place in the new library. The people who come to the library appreciate it very much. It would enhance the library. Mr. Ainsworth said there is a display area, although it is not as large. Councilor Woodrow said she likes this rendering. She asked if the roof decks were enclosed. Mr. Ainsworth said the roof decks need more design work. Currently, they are open spaces. Ms. David said the one on the second floors is partially covered. Councilor Woodrow said she would like to enclose it so it is more usable with our rainy weather. It would be worthwhile to look at the practicality of solar panels on the roof. She has heard they are more expensive and not as practical in our area. The cost is very high and if she had to choose between public safety and library, she would choose public safety. She asked if there are ways to cut the costs. Councilor Moore said it is a beautiful design. One of the things she recalls discussing was having private/public retail on the ground floor. The Innovation Hub that was discussed for economic development could be incorporated into this building. She appreciates that they are considering this a civic building, and not just a library. She would like to encourage the community to be involved to do some fundraising to see what can be brought in before looking at a tax structure. There is a lot of support for a library/civic center in Springfield. Councilor Pishioneri said he agrees that open rooftops and ceilings are not being practical due to the weather. He also noted that there is a lot of open space which may be more than what we need. He is a proponent of a citizen survey. He asked if there was another plan or design. City of Springfield Council Work Session Minutes November 27, 2017 Page 9 Ms. David said the size was based on the library plan. FFA took information and determined this square footage was needed for our community. This is a starting point and nothing is written in stone. Mr. Grimaldi said they went to a three story plan to keep the footprint smaller and add some retail. Councilor Pishioneri asked if the square footage included the roof gardens. Mr. Ainsworth said it did not. It only included enclosed areas. Ms. David said there is a preliminary timeline of the events, including surveys. Councilor VanGordon asked if they would be using this basic design as the feeder for this timeline. Staff would come back to Council for another decision point based on the results of the community outreach. Ms. David said that is correct. The timeline gives 18-24 months for community outreach, educating the community on the project and what it means, and starting a capital campaign reaching out to potential donors. The City may not have to fund the full amount. There are also potential grants we can access. It’s expensive, but will be a great community center. Councilor Wylie said the Lane County Public Service building had a roof deck that was very nice and used by many people. She could see many people using at least one roof deck. She supports breaking down the cost of the building to fundraising donors during the capital campaign. The City has generous friends in the community who would like to give. The costs could be split between the donors and the City. The retail would also provide some revenue. Councilor Moore said solariums stay very warm, so there is something to be said for covered areas. Ms. David said there is a lot they could look at for those spaces. These were added in response to the community’s request for access to the outdoors. Mr. Ainsworth said there are many things to consider in the design. If they move forward, a lot of research would be done for roof decks and how they could be effective. Councilor Stoehr asked if there was any research about whether or not using cross laminated timber would extend the life of the building. Mr. Ainsworth said it doesn’t necessarily add to the life of the building, but adds a potential vitality to the economy of Oregon and has a unique look. It can do things structurally that traditional wood decking doesn’t do, and can reduce the amount of insulation required. It is very appropriate for 100 year buildings. Councilor Stoehr said he is comfortable putting this out for public input. Councilor VanGordon said with the Fire and Police levies, timing is important and they could be looking at about 2024. The capital campaign is a critical piece and he hopes they can raise 1/3 of the cost. Things will be worked out during the next phase. He would like to understand the cost of including retail compared to the revenue it could generate. Ms. Griesel said it could possibly cover costs long-term, perhaps in about 10 years. City of Springfield Council Work Session Minutes November 27, 2017 Page 10 Councilor VanGordon said he is comfortable going out and talking with the community. The rest of the Council agreed. Ms. David said staff would be checking in regularly as they move forward. Mr. Ainsworth thanked the Council for allowing them to work with the City on this project. Councilor Pishioneri said he would like to see the questions on the survey. The questions need to be neutral so they get an informed response from the citizens. The levy needs to be part of the survey. Ms. David said as they move forward with the outreach and start to get feedback, they will be back to Council with the survey questions. Mr. Grimaldi said they would want the survey to accomplish what they did with the Police and Jail survey before going out to the voters to get an idea do what had a chance of passing. In order to do that, they need to be objective. ADJOURNMENT The meeting was adjourned at 7:55 p.m. Minutes Recorder – Amy Sowa ______________________ Christine L. Lundberg 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, DECEMBER 4, 2017 The City of Springfield Council met in a work session in the Jesse Maine Meeting Room, 225 Fifth Street, Springfield, Oregon, on Monday, December 4, 2017 at 6:00 p.m., with Mayor Lundberg presiding. ATTENDANCE Present were Mayor Lundberg and Councilors VanGordon, Wylie, Moore, Stoehr, and Woodrow. Also present were City Manager Gino Grimaldi, City Attorney Mary Bridget Smith, Administrative Specialist AJ Ripka and members of the staff. Councilor Pishioneri was absent (excused). 1. Sanipac Supplemental Rate Increase. Councilor Stoehr recused himself from this discussion due to a conflict. Management Analyst Neil Obringer presented the staff report on this item. Sanipac, the City’s franchise hauler for solid waste, has requested a supplemental rate adjustment effective January 1, 2018 to accommodate increases in operating costs and lost material sales revenue due to the loss of foreign buyers of American recyclables. After discussion, Council can approve the rate increase and/or ask Sanipac to re-divert the recyclable materials collected in Springfield to the landfill. The latter option would also result in a rate increase. Mayor Lundberg said for future rate increases, she would like to see one document with both the current and proposed rates to make it easier to compare. Mr. Obringer introduced Josh Metcalf and Aaron Donley from Sanipac. Mr. Donley, Account Manager from Sanipac, provided an overview of the recycling market. China previously accepted up to 80% of the United States’ recyclables. Earlier this year, China announced that they were putting a ban on some recyclables and decreasing the threshold of contamination in those recyclables dramatically. Previously, recycling curbside had between 5-10% contamination which China had accepted. As of January 1, 2018, they announced they would limit that threshold to 0.3% of contamination. They have since changed that to 1%, which is still unattainable for most processors for curbside recycling. He further discussed the trade with China. On the west coast, many of the recyclables will have no place to be taken as of January 1, 2018. Mr. Donley referred to a chart showing the percentage of recyclables between the United States and China. Some other countries have stepped up to take some recyclables since China’s announcement, but there is still a significant impact. He further discussed the recycling market and the increased costs in order to get down to 1% contamination. Those costs are being passed on to haulers like Sanipac. Councilor VanGordon asked about our local contamination rate. Mr. Donley said it depends on a lot of factors. We are likely between 5-10%. City of Springfield Council Work Session Minutes December 4, 2017 Page 2 Josh Metcalf, District Manager of Sanipac, noted some of the items people throw into their recycling bins that affect the contamination. Councilor VanGordon asked if Sanipac was planning on making more investments to drive down the contamination rate. Mr. Donley said they are starting an education piece to clean up what is being put into the containers, and also doing a pre-sort at EcoSort to make sure the material is as clean as possible before sending it on to the material recycling facilities (MRF) in Portland. Councilor VanGordon asked what would happen if China changed back to 5% in a month or two. Mr. Donley said it might take some time for the market to re-adjust the pricing, but they would be happy to come back to the City of Springfield to provide an update on the situation. Mr. Metcalf said typically, Sanipac comes to Council in May for updates and increase requests. They will continue coming to the Council in the spring of 2018, and can address all variables and report on the state of the markets. Councilor Wylie said they used to do local sorting rather than comingling. She asked if there was an opportunity to return to that system. Mr. Donley said in hindsight if they had known this was coming, they would have retained that system as it was cleaner. It is possible to go back, but would be a large readjustment. Councilor Wylie said it may have to happen. The direction we are heading is to recycle in Oregon. People don’t want to pay more to recycle less. Mr. Donley said looking to restructure to a single sort would also be very expensive, unless the whole industry was developed more like that. Mr. Metcalf said originally when the industry decided to make that shift to commingled, it was meant to encourage participation in recycling and make it easier and user friendly. In retrospect, that was a decision that ultimately had many stakeholders involved. The standards for recycling will continue to be more strict. Councilor Wylie said we need to take China out of the equation and find other solutions for our own recycling. Mr. Donley said there are some companies in Portland interested in doing more plastic recycling. Mr. Metcalf said they have significant infrastructure, which allows them to continue to find markets for the material and be creative in finding viable solutions. The other thing that is great about the area we live is that we have EcoSort which allows an avenue to find markets for the material. Sanipac is working to find solutions. Councilor Wylie said she strongly encourages finding local markets. City of Springfield Council Work Session Minutes December 4, 2017 Page 3 Councilor Moore said the letter from Sanipac noted that the adjustment would be about $1/month for their most frequently utilized service level. She asked which level that was. Mr. Donley said the 35 gallon trash can, picked up once a week. The increase would be closer to $1.40. Councilor Moore said she understands the issue, but is also aware of our patrons. Every time we increase garbage fees, we risk having someone drop the service altogether and not taking care of their garbage appropriately. She said she uses the mini-can and asked how much they promote that size. Mr. Donley said when people sign up for service, they are presented with all of the options. It is a great idea to let people know that they can decrease their service. Mr. Metcalf said this is an unprecedented event driven by recycling. Councilor Moore asked about the option of sending all of the recycling to the dump. Mr. Donley said the Department of Environmental Quality (DEQ) has been meeting with haulers and stakeholders in Oregon weekly and has issued a blanket concurrence allowing haulers to go to the landfill with their material. There is a process and application in order to do that. The haulers approached DEQ with this option in the event a recycle facility was shut and they had nowhere to take the recycling. He noted the cities that have been approved for that option. Councilor Moore said her concern is that if she couldn’t recycle, which is a free service, her garbage would be more requiring a larger, more expensive cart. She agreed they needed to educate people about properly separating their recycling. Councilor VanGordon strongly encouraged Sanipac to invest in local infrastructure, and would love to hear in May how things are going. He is comfortable paying the additional fee. He doesn’t feel our citizens would be comfortable taking recycling to the landfill. Mayor Lundberg said education is very important. Most people really try to keep their recycling separate from other garbage or yard debris, but she can see how those living in multi-family units and don’t see the bill might be less diligent. It would be important to find a way to educate those families of the importance of separating their recycling. Mr. Donley said outreach to those living in multi-family units is more difficult due to transition of tenants. Sanipac is involved in property manager groups and provides presentations to them regarding recycling. Opportunity to Recycle has some requirements that landlords must pass on certain recycling information to their tenants. Sanipac provides the property managers the information to pass on. When the driver sees there is a problem, someone from Sanipac calls to let them know, and works with them to correct the issue. Mayor Lundberg said perhaps some signage near the receptacles would be helpful. Councilor Woodrow suggested making labels using pictures for the containers. Mr. Donley said they have developed those for problem sites, but it would be good to expand that to all sites so people are more aware. City of Springfield Council Work Session Minutes December 4, 2017 Page 4 Mayor Lundberg said there is an opportunity to try some things out in Springfield. She agrees that the more we can do regarding recycling locally, will bring the biggest benefit. Mr. Donley said they were going to make some changes to the recycle information sheet, eliminating certain plastics. He described. Plastics are the main issue for contamination. Councilor Moore said this needs to be made very clear to the customers. Mr. Metcalf said part of the process is trying to figure out an easy marketing campaign for each city. Councilor Moore said there may be more willingness for people to do more in order to recycle. Mr. Metcalf said they expect this to be an unprecedented opportunity to see behavior change. Mr. Donley said there are also changes as of January 1, 2018 with more plastics being eligible for deposits. Mayor Lundberg said marketing could also be done through the TEAM Springfield newsletter either as an insert, or an article. Mr. Donley thanked the Council for their time. 2. Transportation System Plan Implementation Project. Senior Planner Emma Newman presented the staff report on this item. Ms. Newman introduced the core team that has been working on the Transportation System Plan (TSP) implementation project: Michael Liebler, Mark Rust, and Kristina Kraaz. The goal of tonight’s work session is to provide the framework for reviewing materials to get more in depth discussion in future work sessions, and to discuss the public notice that will go out in mid-December to all property owners within the urban growth boundary (UGB) to notify them about the changes. This is also an opportunity for Council to raise any issues that staff can address for the next work session. Ms. Newman said with the passage of HB3337, both Springfield and Eugene needed to draft individual TSPs. City of Springfield adopted the Springfield TSP in 2014, which is planning out to 2035. That established the high-level goals, policies and actions for the future of transportation in Springfield. There are also state rules that require that the TSP not only be adopted, but that there are implementing regulations. That is what the implementation project is doing by taking the high level policies and actions and implementing them through updating the Springfield Development Code with amendments that are transportation specific, adopting a conceptual street map, and updating the TSP project list and map. There are also some amendments to the Engineering Design Standards and Procedures Manual for consistency. Ms. Newman said staff drafted changes to the Development Code, reviewed them with an oversight team consisting of management staff within the City, took them to a stakeholder sounding board including Councilor Wylie, and went through a Technical Review Team with City and other agency staff represented. It then went back to staff for revisions based on feedback, then out for another round of review. Staff revised the elements and brought those to the Planning Commission. Those will be coming to the City Council and Lane County Board of Commissioners for co-adoption. City of Springfield Council Work Session Minutes December 4, 2017 Page 5 Councilor Stoehr asked if the goal of the changes to the Development Code was to make the roads more mass transit friendly, more bicycle friendly, more pedestrian friendly, etc. Ms. Newman said she does have a goal plan which she will discuss shortly. A stakeholder sounding board provided feedback to staff about this project as they developed materials. Many of those members had served on the Stakeholder Advisory Committee to develop the TSP so were familiar with the policies adopted. A few positions were swapped out due to several people no longer being able to serve. The Stakeholder Sounding Board met for orientation on the project plus three meetings to review the various drafts of the material and provided input. They discussed the Springfield Development Code amendments and the draft Conceptual Map, and provided valuable feedback. Ms. Newman reviewed the process for this project and the next steps. On December 14, 2017 notice will be mailed to all real property owners within the Springfield UGB from both the City and the County. That notice will include an advertisement for an open house opportunity prior to the public hearing before the Planning Commission. The City and Lane County Planning Commissions will meet jointly a work session and public hearing on January 23, 2018, followed by separate meetings on February 6. The City Council and Lane County Board of Commissioners will meet jointly on February 20th for the co-adoption process. Ms. Newman said the goals of the project come directly from the TSP Chapter 7. The goals focus on the following areas: Needs of the transportation dependent and disadvantaged System connectivity Ways of supporting and promoting walking, biking, and taking transit Treatment of transportation facilities in the land use planning and permitting process Update and adapt the Conceptual Street map Mayor Lundberg said the term ‘transportation dependent’ is very ambiguous. She asked if that could be clarified. She assumes it means those that do not have a single car, but rely on public transportation, although everyone depends on transportation. Councilor Moore said the term ‘disadvantaged’ also has many meanings. Ms. Newman said they would take that back and try to make it more clear. She noted that the three main sections to this project will be adopted through a land use planning process. The first piece is the Springfield Development Code changes. She described some of those changes. They will also be providing some additional Engineering Design Standards and Procedures Manual language which will be coming soon to Council. In the Development Code amendment packet, there is staff commentary to show the changes and why they are being made. Ms. Newman said Part 2 is the Springfield Conceptual Street Map. The map was updated by staff and a subgroup of the technical review team, and project oversight team. The Conceptual Street Map comes into consideration with the development review process. Some local streets shown could continue to be shown on the map for many years to come and never be built unless a developer comes in and it affects the area in which that street connectivity needs to change. It helps achieve the system connectivity goal for the City and serve all modes of transportation as stated in the TSP implementation goal. Any updated adoption of this map was specifically stated in the charge for this project with Chapter 7 direction. The draft’s intent is to implement the policy direction and ensure we City of Springfield Council Work Session Minutes December 4, 2017 Page 6 have a high quality of community in Springfield in which people have multiple ways to access different destinations and secondary emergency access is provided to sites. It shows arterial, collectors and multi-use off-street paths as they are adopted in the TSP. The black on the map shows the conceptual local streets which are subject to the Springfield Development Code street connectivity standards. By showing the conceptual local streets on the map, it provides a clear objective and fast pass for developers to take if they wish to do so. Otherwise, they can provide findings through the development review process to support their change. Ms. Newman provided some examples of the types of local streets shown for connectivity and emergency access. Ms. Newman said the third component of the project is the TSP project list and figure updates. She noted some of the changes listed in this section. There is consistency with the Regional Transportation Plan (RTP) which is adopted through the Metropolitan Policy Organization (MPO). There are additions of identified needs and opportunities that have come up over the last several years since the TSP was adopted. Finally, there are housekeeping changes. All of the content for this project is posted on the webpage and will also be published with the newer version prior to the notice going out. Staff will provide a summary of the feedback received at the open houses. Ms. Newman said although the TSP Implementation Project is taking on quite a lot, there is still more to be done. She explained. Councilor Stoehr said when he talks with people who live on gravel streets, they are generally split between wanting their road paved or not. Some are concerned about the cost of paving, and some are concerned their street might become a thoroughfare through their neighborhood. He asked if the residents are going to be given input into whether paving occurs or not. Ms. Newman said public notice will be given to all real property owners in Springfield. Prior to a project being built, they would be given another notice about development review. The City is having enough challenges financially maintaining our collector and arterial streets in good conditions, so will not likely be building new local streets. Mr. Liebler said if any type of development came in that triggered the need for an improvement on the road, property owners would be notified at that time about the level of improvement and how it relates to their individual circumstance. If it was a Council initiated public improvement project, the citizens would also be notified. With our limited funds, the City hasn’t had many local paving projects. Councilor Moore asked about sections on bicycle parking and whether or not that had been incorporated yet. Ms. Newman said there are changes to the bike parking section which are based on a regional bike parking study done as a collaborative effort in 2013. Staff can provide more information on that section during the next work session. The cross sections shown in the draft code amendments were based on feedback from the stakeholder sounding board. Those provide an option for how the minimum street and curb right-of-way could be built out. Mayor Lundberg said she would like to discuss planter strips to make sure there is flexibility per area. They need to have language in the code that provides discretion to gain or buffer areas. The other area is parking. One of the main incentives for people to take transit is lack of parking where they want to City of Springfield Council Work Session Minutes December 4, 2017 Page 7 go. She would like to look at the minimum standards for parking and figure out how to look at that as it relates to transit. She would like to look into how many ADA parking spaces are required. She doesn’t want the parking spaces smaller. Ms. Newman said staff can bring that section back with examples. The approach that has been taken has been well received by the stakeholders to provide a buffet of options that allow the developer to reduce parking. One of those areas is along or nearby a frequent transit corridor, such as Gateway and Main Street. ADJOURNMENT The meeting was adjourned at 7:01 p.m. Minutes Recorder – Amy Sowa ______________________ Christine L. Lundberg Mayor Attest: ____________________ Amy Sowa City Recorder City of Springfield Regular Meeting MINUTES OF THE REGULAR MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY, DECEMBER 4, 2017 The City of Springfield Council met in regular session in the Council Chambers, 225 Fifth Street, Springfield, Oregon, on Monday, December 4, 2017 at 7:06 p.m., with Mayor Lundberg presiding. ATTENDANCE Present were Mayor Lundberg and Councilors VanGordon, Wylie, Moore, Stoehr, and Woodrow. Also present were City Manager Gino Grimaldi, City Attorney Mary Bridget Smith, 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 Lundberg. SPRINGFIELD UPBEAT 1. Mayor’s Recognition 2. Other a. Children’s Bookmark Contest Winners. Library Director Emily David presented this item. She said 16 artists had been chosen for the 2017 Library Bookmark Contest. The Library has held a bookmark contest for grades kindergarten through middle school for 37 years, with the upper grades participating over the last five years. This year, approximately 1000 students entered the contest with their unique bookmark concepts. All their designs about reading, libraries or the year’s theme “Libraries Rock!” are on display in the Children and Teen Areas of the Springfield Public Library. The Mayor and Council were given copies of the bookmarks. Mayor Lundberg congratulated each of the winners: Kindergarten: Gretchen Jack (Maple) 1st Grade: Addison Perrine (Walterville) 1st Grade: Reiah Huntoon (Douglas Gardens) 1st Grade: Penelope Smart (Guy Lee) 2nd Grade: Olivia Chamberlain (Two Rivers – Dos Rios) 3rd Grade: Alexander Plascencia (Centennial) 4th Grade: Avarie Cramer (Centennial) 4th Grade: Jaylyn Haldeman (Two Rivers – Dos Rios) 4th Grade: Megan Walker (Guy Lee) 5th Grade: Amal Aliyah Delgado (Page)* 6th Grade: June Smith (Homeschool) 7th Grade: Madison White (Briggs) 8th Grade: Evie Smith (Homeschool) 10th Grade: Simon Lee (Homeschool) 12th Grade: Jailee Binford (Baker Web Academy) City of Springfield Council Regular Meeting Minutes December 4, 2017 Page 2 12th Grade: Grace Lee (Homeschool) *Aliyah Delgado and her family have moved overseas. We delivered Aliyah’s bookmarks to her at school before she moved. We wish her and her family the best in their new adventure! CONSENT CALENDAR 1. Claims 2. Minutes a. November 6, 2017 – Work Session b. November 6, 2017 – Regular Meeting 3. Resolutions 4. Ordinances 5. Other Routine Matters a. Authorize City Manager to Negotiate and Execute a Contract with PacificSource Health Plans, to 1) Provide 2018 Third Party Administration (TPA) Services for City Self-funded Medical, Prescription and Vision Claims and 2) Purchase Stop-loss Medical Insurance Coverage. b. Approval of Liquor License Application for The Washburne Cafe, Located at 326 Main Street, Springfield, Oregon. c. Approval of Liquor License Application for El Angel Authentic Mexican Restaurant, Located at 2120 Main Street, Springfield, Oregon. d. Authorize City Manager to Sign a Contract Extension with Metro West Ambulance, Inc. for Pre-scheduled and Inter-facility Non-emergent Basic Life Support Ambulance Transports in ASA #5. e. Approve the November 7, 2017 Special Election Report of Board of Canvassers and Proclamation for the election of City Measure #20-273, Five-Year Levy for Springfield Jail Operations and Police Services. IT WAS MOVED BY COUNCILOR VANGORDON WITH A SECOND BY COUNCILOR MOORE TO APPROVE THE CONSENT CALENDAR. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST (1 ABSENT – PISHIONERI). ITEMS REMOVED FROM THE CONSENT CALENDAR 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. Amend the Springfield Development Code to Make it Easier to Add an Accessory Dwelling Unit, Journal #811-17-000057-TYP4. ORDINANCE NO. 1 – AN ORDINANCE MAKING IT EASIER TO ADD AN ACCESSORY DWELLING UNIT BY AMENDING THE SPRINGFIELD DEVELOPMENT CODE SECTIONS 3.2-210, 3.2-215, 3.3-235, 3.3-915, AND 3.3-940 TO ALLOW ACCESSORY DWELLING UNITS IN THE MDR AND HDR ZONING DISTRICTS AS WELL AS THE City of Springfield Council Regular Meeting Minutes December 4, 2017 Page 3 HISTORIC OVERLAY DISTRICT; AMENDING PROVISIONS FOR ACCESSORY DWELLING UNITS IN SECTION 5.5-105 THROUGH 5.5-145; AMENDING DEFINITIONS IN SECTION 6.1-110; ADOPTING A SEVERABILITY CLAUSE; AND PROVIDING AN EFFECTIVE DATE (FIRST READING). Comprehensive Planning Manager Sandy Belson presented the staff report on this item. Tonight, Council will be holding a public hearing on Accessory Dwelling Units (ADUs). She described what is meant by an Accessory Dwelling Unit. The City Council has been developing an affordable housing strategy with the goal of increasing the supply and accessibility of housing in Springfield throughout the housing continuum. One of the strategies is to encourage the construction of accessory dwelling units. Some steps that have already been taken to encourage ADUs are the waiver of system development charges (SDCs) for ADUs on a temporary basis and promoting awareness about the possibilities for ADUs. Another way to encourage accessory dwelling units is by revising the development code to make it easier and potentially less expensive to add an accessory dwelling unit. That is what tonight’s public hearing addresses. Ms. Belson said as the Council considers the code amendments and listens to the testimony, there is a balance. They are looking to encourage development of ADUs within the City by reducing regulatory hurdles, while at the same time protecting the character of existing neighborhoods within the City. She reviewed the approval criteria: Springfield Development Code Section 5.6-115 lists the approval criteria for an amendment to the code. A. In reaching a decision on the adoption or amendment of refinement plans and this Code’s text, the City Council shall adopt findings that demonstrate conformance to the following: 1. The Metro Plan; 2. Applicable State statutes; and 3. Applicable State-wide Planning Goals and Administrative Rules. Ms. Belson said within the Metro Plan, there are policies about citizen involvement. Staff has a citizen involvement plan they have been following for this project, and legal notice was published in the Register Guard as required on November 22. Within the Metro Plan, there are policies relevant within the residential land use and housing element regarding density, housing type and tenure, and affordable, special need and fair housing. The Springfield 2030 Comprehensive Plan has policies that are applicable to the Council’s decision. These criteria have to do with planning for growth and needed housing, fostering housing choice and affordability, encouraging housing diversity, and quality neighborhoods. There is also a policy from the 2035 Springfield Transportation System Plan regarding parking. That policy is to manage the on-street parking system to provide adequate capacity and turnover for surrounding land uses. State statutes that would be applicable include a new bill that requires all cities with a population of over 15,000 to allow ADUs in areas that are zoned for detached, single-family dwellings. Those ADUs can be subject to reasonable local regulations relating to siting and design. Because of this statute, they added allowing ADUs in high density zone in addition to low- density and medium-density. That same bill also had language requiring clear and objective standards for housing development. This bill made all allowable housing in Springfield considered needed housing, so all housing must have clear and objective standards. That affected some of the definitions and design requirements the City can have. City of Springfield Council Regular Meeting Minutes December 4, 2017 Page 4 Ms. Belson reviewed the Code Amendments as recommended by the Planning Commission: Expanding areas that would allow ADUs to include medium and high density residential zones Allow ADUs in the Washburne Historic District. Staff asked the Historic Commission if they supported that change and they did. The recommendation includes allowing ADUs within the Washburne Historic District as a Type II procedure with certain standards, such as historic standards. Removing the minimum size requirement of 300 square feet. This would mean the practical minimum would be regulated by building codes. Rulemaking for HB2737, the small homes code, is in process with rules released in early 2018. As Council had requested, staff is looking at the following: Removing the ratio requirement (currently an ADU cannot exceed 40% of the size of the primary dwelling), while maintaining the maximum size of 750 square feet. Changing the code to allow an existing small dwelling to become and ADU (if it’s less than 750 square feet) and build a primary dwelling. Allowing more flexibility in the location of the entry of the ADU The amendments include waiving the on-site parking requirement for an ADU if there is on-street parking on both sides of the street (and no adopted plans to remove on-street parking), and the on-street parking abuts the property and is paved. This would require a Type II procedure with parking a utilization study. Amendments allow an unpaved parking space on-site if there is a paved driveway that serves the parking space for the ADU, removes the requirement for the property owner to live on site (although the Historic Commission recommends requiring the property owner live on site – she explained), allowing manufactured homes (Type 2) and approved towable structures as an ADU as long as they are permitted, inspected, and approved by the local authority (manufactured homes are not allowed in the Historic District), and allow more options for meeting design standards (match existing house; if ADU detached, meet clear standards; and if it doesn’t match or meet standards and is detached, would be a Type II procedure to determine compliance). Ms. Belson reviewed citizen comments. Mayor Lundberg opened the public hearing. 1. Carrol Crawford, Eugene, OR. Ms. Crawford said she had been involved in the tiny house movement for some time. She is the founder of the Tiny House/Tiny Villages meet-up group, and represents over 600 people. This is a very wise way to solve some of the serious housing shortage problems. She also represents an active group called YIMBYs (yes in my backyard). There are many people who would love to have a small house in their backyard for various reasons. She is concerned about the elders and their future and the choices they will have to make if these choices are not made now. Living affordable, small and sustainable is highly recommended. She appreciates the term towable and movable because circumstances may require a tiny home to be moved. She asked Council to consider passing this and felt it was an easy way to solve housing shortages. It is also smart to downsize and be sustainable. 2. Rick Satre, Springfield, OR. Mr. Satre said he was speaking as an individual and long-time Springfield resident. He spoke in support of the proposed code amendment. Land supply in Oregon is severely constrained, in particular regarding housing. In many places, housing demand is outstripping the available supply of land. This constraint is adding to the upward City of Springfield Council Regular Meeting Minutes December 4, 2017 Page 5 trajectory of housing costs. Housing is expensive. 30% is a widely used and accepted benchmark regarding housing affordability, and in Springfield (as in many communities) many renters and homeowners are struggling with affordability as their housing costs far exceed that percentage. This proposed code amendment does something about both of those things: 1) it increases land utilization, and 2) helps with affordability making small home available. This code amendment supports community by creating more options and opportunities for individuals and families to live in Springfield affordably and comfortably. Design matters and ADUs need to fit into the fabric of a neighborhood and this proposed code amendment addresses that concern. This proposal adds flexibility with respect to ADU’s size, primary entrance, ownership, and parking, yet there are still development standards. This proposal specifically sites Type II manufactured homes and towable structures that if otherwise permitted would be permitted as an ADU in Springfield. Flexibility, affordability, design, and community matters and this proposed code amendments hits all of those. 3. Brianna Nicaello, Eugene, OR. Ms. Nicaello said she speaks on behalf of herself as someone deeply invested in land use issues, both personally as a renter, and professionally as a planner in the private sector. She is in favor of these code amendments and is so proud to see Springfield leading the way on affordable housing. The code amendments are some of the most progressive in Oregon. Considering our housing crisis, these proposed amendments have the potential to make a tremendous impact on both the economic mobility of Springfield homeowners and the lack of housing supply in Springfield. ADUs tackle this pervasive issue by adding infill to single family neighborhoods in a way that integrates into the existing neighborhood while still increasing density. Moreover, homeowners are able to increase the impact of their home investment by adding an additional property for rent, loved ones to stay, or young professionals trying to make it in the community. She urged the Council to accept the code amendments, although she noted there were some sections that may warrant further review on their part. She agrees with the staff recommendation to delete the provision regarding interior entrances in the clear and objective design standards. This provision is unclear and is already addressed thoroughly through the existing building code. She asked for them to not add a provision requiring home ownership within the Washburne Historic District. The code amendments propose excellent standards for this area that will result in high quality and compatible development near downtown Springfield. This criterion, while well intentioned, may create barriers for homeowners to take full advantage of their property. Moreover, this criterion is an example of how we try to solve issues best left to code enforcement and inspection through land use. Finally, she asked the Council to revisit the parking standards proposed in the code amendments. Regardless of whether the space is on-street or off-street, requiring it to be paved can be a burden for homeowners. Paving can cost thousands of dollars, and should not be a deterrent to building a dwelling unit. While the code amendments do have some flexibility, requiring the building to meet the on-street parking standard may be a bit extraneous. While it’s understandable to ensure on-street parking is available, she requested that be extended to just one side of the street. She thanked the Council for their consideration. 4. Bruce Berg, Springfield, OR Mr. Berg said he lives in the Washburne Historic District and is on the Historic Commission as well. He is speaking on his own behalf. When he moved to the Washburne Historic District, there was no historic district. Most of the properties in the district were rentals and the area was falling apart. The reason the Washburne Neighborhood Association was formed was to provide implements of standards to increase home ownership and improve the homes, creating more of a sense of a neighborhood. The Historic Commission strongly asks the Council to require one of the two units be homeowner occupied. Homeowners are going to be more involved in the Neighborhood Association, and City of Springfield Council Regular Meeting Minutes December 4, 2017 Page 6 retain the feeling of a neighborhood. He appreciates renters, but feels they don’t have the same level of investment in the neighborhood as homeowners. To retain the integrity of the Washburne Neighborhood Association, and the Washburne neighbors, it’s important one of the two dwellings is occupied by the homeowner. He asked what the recommendation was for the minimum size. Mr. Grimaldi said there wasn’t a specific minimum size recommended. It was noted the building code would dictate the size. 5. James Yarnall, Springfield, OR Mr. Yarnall said he supports the concept of making it easier for ADUs to exist. He was not clear on whether or not the property owner could build their own ADU or if it had to be contracted. If someone is capable of meeting building codes, he feels a homeowner or property owner should be allowed to construct their ADU to reduce the overall cost. He saw information that said each small dwelling had to have its own private sewer. He felt that was excessive as the existing sewer line from the house would be adequate. He suggested they allow a connection to the existing sewer. Electricity should be separate from the main house. 6. David Wade, Eugene, OR. Mr. Wade said he is a housing consultant with a focus on smaller homes, and is here to share some information and commend the City for the progressive steps they are taking as they look at amending their code. He agrees that they are enroute to having some of the most progressive codes in the state. He helped Square One Villages affordable housing non-profit do a workshop called “Backyard Housing 101” in October and they had close to 100 attendees come to learn how to build ADUs on their properties. It was a lot of fun to see the interest in this type of housing. He did warn against having a property ownership requirement. Cole Peterson, one of the founding members of Accessory Dwellings.org in Portland said they found that to be the number one barrier to folks building an ADU. The issue arises when a homeowner considers the prospects of moving to another property. If they don’t have an ADU and they move from the property, they have the option of renting out their property. If they have an ADU, they no longer have that option. He thanked the Council for their consideration. 7. Kris McAlister, Springfield, OR. Mr. McAlister said he is here as a member of the Springfield Shelter Rights Alliance (SSRA) and also as an active member of the Poverty and Homelessness Board. He feels the ADUs help with their strategic plan in regards to helping address housing, not just affordable housing, but low-income housing. With the sizes and spaces allowed through these changes, it allows some of our indigent population and those living on fixed incomes to stay in the community. The proposed changes to the code meet those guiding principles behind that goal. He is honored to see this work and hopes the Council continues to look at options to expand all of Springfield. His comments aren’t directed to the Washburne District since he does not own property there, and those he works with can’t afford to live there. In terms of Springfield as a whole, he feels this would be able to be a supportive network to the strategic plan as well as being an example to the State. 8. Michael Carrigan, Springfield, OR. Mr. Carrigan said he is here as the staff support for the Springfield Shelter Rights Alliance (SSRA). He thanked Sandy Belson and the other planning staff for their cutting edge, wonderful ongoing work to create more affordable shelter and housing in the City of Springfield. Affordable housing is in short supply in Springfield and Eugene as rising rents and home prices tighten the housing market. He supports the proposed amendments to the code that aims for the construction of smaller, more affordable housing across the City. His daughter is a student at Lane Community College (LCC) and she and her City of Springfield Council Regular Meeting Minutes December 4, 2017 Page 7 friends are having a very challenging time finding affordable places to live. She currently lives in an ADU on their property which provides her a safe and affordable place to live. Other young people deserve to have the same opportunity. The article in the Register Guard mentioned that ADUs are rare in Springfield, so they applaud that the City took the first step to encourage them in July by waiving system development charges (SDCs). More needs to be done and he supports the additional code changes. He is also involved in a group called Square One Village which has created Emerald Village in west Eugene. He would love to have the architects involved in that project get involved in the ADUs in Springfield. He asked the Council to support the code changes to make Springfield a better and more exciting place to live. 9. Sue Miller, Eugene, OR. Ms. Miller said Bob Wright was with her as a resource since he designed the ADU she will be discussing. Her law office was in Springfield for many years. She shared her experience of building two small houses – one in 1981 and one in 2017. Both were disability accessible. There are a couple of issues she wanted to address. The first was owner occupancy. She lives in the main house and rents the ADU to a couple. She likes to be an owner living there and feels the tenants get better quality maintenance. It is also advantageous to her. She appreciates the need for flexibility and suggested requiring an immediate family member live on the property, rather than the owner. Another option is to have it owner-occupied for five years or some set time so it is established as a well maintained property. She is not quite sure she understands the size and feels they should not consider anything under 800 square feet. Her experience is that it gives a couple or single parent enough room for a stable household. Mayor Lundberg asked Ms. Miller to provide her points in an email to the Mayor and Council. 10. Chelsea Jennings, Springfield, OR. Ms. Jennings said she supports the proposed changes to the Springfield Development Code regarding ADUs. She and her partner currently live with her mother in the home where she grew up. They plan to purchase the home and build an ADU in the backyard for her mother. They have been working hard on this goal for a few years ago, but have been faced with challenges, mostly financial. Many of the proposed changes regarding ADUs that the Council is considering will help them achieve their goal. The proposed changes that would have a direct and positive impact on their situation would include removing the minimum size requirement of 300 feet, allowing more flexibility in the location of the ADU, and waiving the on-site parking requirement if there is on-street parking available. All of these changes would allow them to build an ADU sooner than they originally expected. Lane County is facing a housing crisis that will only continue unless more proactive changes are made. As a young person trying to pay off student loans which prevent her from purchasing a home with ease and in a reasonable amount of time, she speaks for many people like herself that are looking for any opportunities to be homeowners and better their lives. In addition, as her mother begins to age and her mobility begins to decline, she would like to be able to prepare not only for her future, but for hers. Building an ADU on the property that she can safely and affordably reside in close to her family, will lift a huge weight off she and her mother. In addition, when she and her partner are ready to start a family, their children’s grandmother will be right there. She thanked the Council for taking affordable housing options seriously and taking the necessary steps to create more opportunities for the residents of Springfield to stay close to their families, live comfortably and affordably, and better their lives. She urged the Council to adopt all proposed changes to the Development Code regarding ADUs. Mayor Lundberg closed the public hearing. City of Springfield Council Regular Meeting Minutes December 4, 2017 Page 8 City Attorney Mary Bridget Smith said the Council could close the record tonight, or leave the record open if they thought there might be additional public input. Depending on changes that Council would like to make, they may need to schedule another first reading. Councilor Moore asked about the requirement of paving up to 18 feet and water runoff. She asked how difficult it would be to change that requirement. Ms. Belson said it is up to Council to set the standard. Staff would recommend keeping a paving requirement for the reasons stated in the staff report such as tripping hazards and protecting the public investment of the sidewalk and street. Ms. Smith said Council could deliberate and discuss certain issues tonight and when this is brought back to the Council, they could have further discussion. If they get all questions answered tonight, they could choose to move forward at the next meeting without further discussion. Councilor Moore said she understands the concern about gravel, but there are some materials that are not concrete or asphalt that could achieve the same thing as paving. Councilor VanGordon said he had similar questions around parking and paving. He asked why 18 feet was chosen rather than a lesser number. Ms. Belson said 18 feet is the standard length of a parking space so the idea is that most people are going to have the 18 feet paved to meet the requirements of the primary dwelling unit. She would need to confirm with other staff whether or not 9 feet would be sufficient. Councilor VanGordon said to keep the cost options down, he would like to explore a smaller number of feet. He asked for clarification on the on-street parking and how that affects parking on the property. Ms. Belson said if there is parking on both sides of the street, and there is parking abutting the property, no on-site parking is needed. If the person lived on a panhandle lot or cul-de-sac, and there is no parking abutting the property, on-site parking would be required according to the current language. Councilor VanGordon asked what minimum size of house will come out of the changes from the State Building Code. Ms. Belson said based on her recollection, about 180 square feet would be an effective minimum size to meet building codes for kitchen, bathroom, living and sleeping areas. Councilor VanGordon said if someone brought in a 75 square foot plan, it would not likely pass building code. Ms. Belson said it was not likely. Councilor VanGordon said it is important to continue this conversation as we move forward. He appreciated hearing all of the public testimony. We are going to have a housing crisis, and more homes are what will fix that issue. This is an opportunity to help get more homes. He is supportive of the changes knowing that they may need to come back after having this in practice for a while. He is not supportive of adding the homeownership requirement for the Washburne Historic District. He understands the concern, but feels we need to respond to the marketplace in order to add more homes. City of Springfield Council Regular Meeting Minutes December 4, 2017 Page 9 This may be one of the things they revisit at a later date. He would like to see more information on the difference between having parking on one-side of the street compared to both sides. Councilor Woodrow said she would like to leave the record open in order to see the written testimony that is yet to come forward. Regarding home ownership occupancy, she likes the idea of having a family member reside in one of the homes in the Washburne District. She appreciates the comments on Washburne – it is a unique area. She appreciates the 18 foot paved area, but wondered if they could explore the possibility of having it part of a phase 2 of an ADU, stipulating that within 2 years (or some other time frame), they must have the paved area. Councilor Stoehr said they can all agree we need more affordable housing in Springfield. This is a way to challenge the public to start building ADUs. The SDCs have been waived, and this could be another way to encourage building of ADUs. He suggested looking into some sort of designated superintendent on the property where an ADU is built in the Washburne Historic District to oversee the tenants. Councilor Moore said she was in the meeting where the Washburne Historic District provisions were discussed, so she understands their concerns. She is also aware there are stricter standards they need to meet to match any additional housing. She would like to leave the record open to receive additional input about that from others in that neighborhood. Councilor VanGordon said they could leave the record open and have another work session before final deliberation to go over the parking and homeownership issue. Mayor Lundberg said she would also like to look at the size issue with some examples of the variety of sizes. When they first started discussing ADUs, it was a way to address the housing shortage and how to use our land most efficiently. She would love to see a house built out of advanced wood products, which is supposed to be very energy efficient. That would be another way to promote advanced wood products. Council would like to leave the record open, and hold another work session before deliberations. Ms. Smith said the Council is currently scheduled for a second reading on January 16. They can look for a work session prior to that meeting. IT WAS MOVED BY COUNCILOR VANGORDON WITH A SECOND BY COUNCILOR WOODROW TO KEEP THE RECORD OPEN UNTIL DECEMBER 18, 2017. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST (1 ABSENT – PISHIONERI). No action requested on the ordinance. First reading only. 2. Sanipac Supplemental Rate Increase. RESOLUTION NO. 2019-29 - A RESOLUTION OF THE COMMON COUNCIL OF THE CITY OF SPRINGFIELD AMENDING THE MASTER SCHEDULE OF MISCELLANEOUS FEES AND CHARGES, RATES, PERMITS AND LICENSES IN ORDER TO AMEND THE AMOUNT OF THE GARBAGE AND REFUSE RATES Management Analyst Neil Obringer presented the staff report on this item. As discussed during the work session, Sanipac, the City’s franchise hauler for solid waste, has requested a supplemental rate adjustment effective January 1, 2018 to accommodate increases in operating costs and lost material sales revenue due to the loss of foreign buyers of American recyclables. A resolution before the City of Springfield Council Regular Meeting Minutes December 4, 2017 Page 10 Council would amend the Master Fees and Charges Schedule to incorporate a 5.9% rate increase effective January 1, 2018. Ms. Smith noted that Councilor Stoehr recused himself of this matter. Mayor Lundberg opened the public hearing. No one appeared to speak. Mayor Lundberg closed the public hearing. IT WAS MOVED BY COUNCILOR VANGORDON WITH A SECOND BY COUNCILOR WOORDOW TO ADOPT RESOLUTION NO. 2017-29. THE MOTION PASSED WITH A VOTE OF 4 FOR AND 0 AGAINST (1 ABSENT – PISHIONERI; 1 RECUSED – STOEHR). BUSINESS FROM THE AUDIENCE COUNCIL RESPONSE CORRESPONDENCE AND PETITIONS BIDS ORDINANCES BUSINESS FROM THE CITY COUNCIL 1. Committee Appointments a. Bicycle and Pedestrian Advisory Committee Appointments. Senior Planner Emma Newman presented the staff report on this item. Ms. Newman said the Bicycle and Pedestrian Advisory Committee (BPAC) recruited a number of applicants this fall. Tonight, the decision before the Council is whether or not to appoint Holly Rockwell and Sandy Coffin to the BPAC with terms expiring December 21, 2020. IT WAS MOVED BY COUNCILOR VANGORDON WITH A SECOND BY COUNCILOR WOODROW TO APPOINT HOLLY ROCKWELL AND SANDY COFFIN TO THE BPAC WITH TERMS EXPIRING DECEMBER 31, 2020. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST (1 ABSENT – PISHIONERI). b. Library Advisory Board – Citizen Appointment. Library Director Emily David presented the staff report for this item. Ms. David said Council interviewed the two applicants on November 27, 2017 and Council consensus was to move forward their appointments. Staff is asking Council to appoint Ralene Linneman to finish out a term that will end December 31, 2019, and Mary Beth Phelps to a term of four years ending December 31, 2021. IT WAS MOVED BY COUNCILOR VANGORDON WITH A SECOND BY COUNCILOR WOODROW TO APPOINT RALENE LINNEMAN TO THE SPRINGFIELD LIBRARY City of Springfield Council Regular Meeting Minutes December 4, 2017 Page 11 ADVISORY BOARD TO COMPLETE THE REMAINING TWO YEARS OF A FOUR YEAR TERM ENDING DECEMBER 31, 2019. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST (1 ABSENT – PISHIONERI). IT WAS MOVED BY COUNCILOR VANGORDON WITH A SECOND BY COUNCILOR WOODROW TO APPOINT MARY BETH PHELPS TO THE SPRINGFIELD LIBRARY ADVISORY BOARD FOR A FOUR YEAR TERM STARTING JANUARY 1, 2018 AND ENDING DECEMBER 31, 2021. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST (1 ABSENT – PISHIONERI). 2. Business from Council a. Committee Reports 1) Councilor Moore acknowledged Councilor VanGordon and Economic Development Manager Courtney Griesel who were named in the Top 20 Under 40, as well as one of our businesses, 100 Mile Bakery. She is very proud of the Springfield representation. 2) Councilor Moore acknowledged Monica Compton and Tonja Blakeley’s willingness to step up to organize and support the Springfield Christmas Parade this year. Councilor Woodrow said they did a great job. b. Other Business BUSINESS FROM THE CITY MANAGER BUSINESS FROM THE CITY ATTORNEY ADJOURNMENT The meeting was adjourned 8:18 p.m. Minutes Recorder Amy Sowa ______________________ Christine L. Lundberg Mayor Attest: ____________________ City Recorder