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HomeMy WebLinkAboutItem 04 Council MinutesAGENDA ITEM SUMMARY Meeting Date: 4/2/2018 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. March 5, 2018 – Regular Meeting b. March 19, 2018 – Regular Meeting DISCUSSION/ FINANCIAL IMPACT: None. City of Springfield Regular Meeting MINUTES OF THE REGULAR MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY MARCH 5, 2018 The City of Springfield Council met in regular session in the Council Chambers, 225 Fifth Street, Springfield, Oregon, on Monday March 5, 2018 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 1. Mayor’s Recognition. a. Women in Construction Week Proclamation. Mayor Lundberg read from the proclamation recognizing National Association of Women in Construction (NAWIC) Chapter 77 and its many dedicated volunteers who work on behalf and support women in construction and proclaiming March 4-10, 2018 as Women in Construction Week. Robin Langkamp, Local NAWIC President, came forward to accept the proclamation. b. Kris McAlister Recognition. Mayor Lundberg read from her letter to Kris McAlister thanking him for his efforts in the City of Springfield and throughout the Eugene-Springfield community to bring awareness and solutions for housing and homelessness. Mayor Lundberg noted that Mr. McAlister was instrumental in the work done during the Point in Time Count (PIT), spending 17 hours collecting surveys throughout Springfield. Mr. McAlister came forward to accept the letter from Mayor Lundberg. Councilor VanGordon said Mr. McAlister works tirelessly and attends any meeting regarding homelessness. Councilor Stoehr said it is great to work with Mr. McAlister and see what he has accomplished in helping homeless people. 1. Other a. K9 Tjenco Retirement Recognition. City of Springfield Council Regular Meeting Minutes March 5, 2018 Page 2 Sergeant Brian Humphreys presented this item and introduced K9 Tjenco and his trainer Officer Daren Kendrick. He noted the accomplishments of Officer Kendrick since joining the Springfield Police Department since 2002, and of K9 Tjenco during his time with the department from 2011 until his retirement in 2017. During his tenure as a police dog, K9 Tjenco assisted his fellow police officers on over 1200 calls for service, and was responsible for capturing 200 criminals and over $25,000 in recovered property. Tjenco is known for his love of people and his community. He has participated in a number of fundraising events for the Special Olympics including Tip-A-Cop and the Polar Plunge. Tjenco made Officer Kendrick jump in the ice cold Willamette River the past 3 years, including this past February. Tjenco was awarded a Gold Medal by the Eugene/Springfield Special Olympics for his participation and commitment to Special Olympics. Even in retirement K9 Tjenco remains a department liaison, appearing at many department functions. Officer Kendrick will miss having Tjenco as a partner at work, but Tjenco is quickly adapting to his life in retirement as a family pet. The newest member of the K9 Unit, Gryff, is now partnered with Officer Kendrick. Sergeant Humphreys introduced the other K9 officers in attendance, and their partner officers. Chief Lewis said the K9 program has always been an asset to the department, but had been exceptionally effective over the last 4 or 5 months. He introduced Al Carlson, the founder of Springfield’s K9 program in the 1980’s, who was in the audience. b. Groundwater Guardians Presentation. Environmental Services Tech Meghan Murphy presented this item and introduced Amy Chinitz from the Springfield Utility Board. Ms. Chinitz said this was the 21st year of the Groundwater Guardians in Springfield. She provided data on groundwater everywhere and specifically in Springfield. She noted the many ways we can all keep our groundwater clean. The Groundwater Guardian team is dedicated to spreading the word and educating students and citizens about groundwater. She displayed signs that are currently at all Willamalane Parks in Springfield. Councilor Wylie said the park signs are more friendly than those along our streets. Mayor Lundberg asked if they could look into making similar signs for around the City. Ms. Chinitz said she would look into that. CONSENT CALENDAR 1. Claims a. Approval of the January 2018, Disbursements for Approval. 2. Minutes a. January 16, 2018 – Work Session City of Springfield Council Regular Meeting Minutes March 5, 2018 Page 3 b. January 16, 2018 – Regular Meeting c. January 22, 2018 – Work Session d. February 5, 2018 – Work Session e. February 5, 2018 – Regular Meeting 3. Resolutions 4. Ordinances 5. Other Routine Matters a. Amend/Not Amend the Springfield Museum Committee Bylaws so that all Applicants are Interviewed by the City Council after which Council will make Formal Appointments. b. REMOVED IT WAS MOVED BY COUNCILOR VANGORDON WITH A SECOND BY COUNCILOR PISHIONERI TO APPROVE THE CONSENT CALENDAR WITH ITEM 5B REMOVED. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. ITEMS REMOVED FROM THE CONSENT CALENDAR 5. b. Approve Amended Springfield Arts Commission (SAC) Bylaws and SAC Charge. This item was removed due to some changes proposed during the preceding work session. 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. Supplemental Budget Resolution. RESOLUTION NO. 2018-07 – A RESOLUTION ADJUSTING RESOURCES AND REQUIREMENTS IN THE FOLLOWING FUNDS: GENERAL, STREET, SPECIAL REVENUE, BANCROFT REDEMPTION, DEVELOPMENT PROJECTS, REGIONAL WASTEWATER CAPITAL, SANITARY SEWER OPERATIONS, STORM DRAINAGE OPERATIONS, AND VEHICLE & EQUIPMENT FUNDS. Finance Director Bob Duey presented the staff report on this item. At various times during the fiscal year, the Council is requested to adjust the annual budget to reflect needed changes in planned activities, to recognize new revenues, or to make other required changes. These adjustments to resources and requirements change the current budget and are processed through supplemental budget requests scheduled by the Finance Department on an annual basis. This is the second of three scheduled FY18 supplemental budget requests to come before Council. The supplemental budget being presented includes adjusting resources and requirements in General, Street, Special Revenue, Bancroft Redemption, Development Projects, Regional Wastewater Capital, Sanitary Sewer Operations, Storm Drainage Operations, and Vehicle & Equipment Funds. City of Springfield Council Regular Meeting Minutes March 5, 2018 Page 4 The overall financial impact of the Supplemental Budget Resolution is to increase Operating Expenditures of $225,078, inter-fund transfers $55,823 and Capital Projects $4,538,250. These are offset by new revenue $192,771 and the use of reserves ($4,570,557). Mr. Duey reviewed the changes in the supplemental budget. Mayor Lundberg asked about the SWAT rifle and long range communication device. Police Chief Rick Lewis said the rifle is a sniper rifle and the optics are very expensive. They no longer need to purchase the long range communication device through this process because they were able to get it through military surplus. He explained its capabilities. Councilor VanGordon asked if the equipment listed was purchased with General Fund dollars. Mr. Duey said the equipment fund is department specific for replacement of computers, printers, etc. This is new equipment for the City Attorney’s Office. Next year the department will start setting money aside for replacement. 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 PISHIONERI TO ADOPT RESOLUTION NO. 2018-07 WITH THE LONG RANGE COMMUNICATION DEVICE REMOVED. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. BUSINESS FROM THE AUDIENCE 1. Kris McAlister, Springfield, OR Mr. McAlister expressed his support for the ADU changes. He appreciates the work done by the City. He is also representing the Springfield Shelter Rights Alliance (SSRA) who also supports these efforts. They feel this is a great way to help with infill as well as provide opportunities for those less fortunate. 2. Mike Eyster, Springfield, OR Mr. Eyster commended the City on the work done on the ADU ordinance. He was able to sit in on most of the discussions and was impressed. It was hard work and there was a lot of deliberation. Homelessness and poverty is extremely complex, but he felt this is an action that is a step in the right direction. COUNCIL RESPONSE CORRESPONDENCE AND PETITIONS 1. Correspondence from Melissa Ziering, Springfield, OR Regarding Library Use for those outside City Limits. Councilor Woodrow asked if anyone had contacted Ms. Ziering. City of Springfield Council Regular Meeting Minutes March 5, 2018 Page 5 Library Director Emily David said she had emailed Ms. Ziering to find out if her children were in the Springfield School District, in which case they would qualify for a Library card. She also let Ms. Ziering know of an initiative where Glenwood residents would be allowed a Springfield Library card which could be another option if they live in Glenwood. The only contact information she has with Ms. Ziering is the email address. IT WAS MOVED BY COUNCILOR VANGORDON WITH A SECOND BY COUNCILOR PISHIONERI TO ACCEPT THE CORRESPONDENCE FOR FILING. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. BIDS ORDINANCES ORDINANCES 1. Amend the Springfield Development Code to Make it Easier to Add an Accessory Dwelling Unit, Journal #811-17-000057-TYP4. ORDINANCE NO. 6376 – 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 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. Councilor Pishioneri was recused from discussion and action on this item due to a potential conflict of interest. Community Development Manager Sandy Belson presented the staff report on this item. The City Council has developed 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 (ADUs). One way to encourage ADUs is by revising the development code to make it easier and potentially less expensive to add an ADU. The proposal is to encourage ADUs by providing more flexibility in the development code requirements and allowing ADUs not just in the Low Density Residential zoning district but also in the Medium and High Density Residential zoning districts and the Washburne Historic Overlay District. The proposed code amendments were first developed based on Council direction, staff input, and public comments. The Planning Commission then held a public hearing on the proposed amendments and forwarded its Order and Recommendation. The City Council held a public hearing on December 4 to hear comments regarding the Planning Commission’s recommendation. The Council left the record open for written comments through December 18. The Council held work sessions on January 16, February 5, and February 12 to review these comments. During regular session, the Council will conduct a fourth reading of the ordinance and deliberate toward a decision on the Ordinance. The City Council may adopt, amend or extend review of the recommended code amendments. City of Springfield Council Regular Meeting Minutes March 5, 2018 Page 6 Ms. Belson noted an additional change on Attachment 2, page 8 of 13 regarding paving. Councilor Stoehr said he believed the additional amendment was consistent with paving requirements. Ms. Belson said that was correct. She explained. Councilor Woodrow asked about the entrance of an ADU in the Washburne Historic District. She is not sure why there are so many fine details in the Washburne District that are separate from requirements of the rest of the City. She would like to leave that out and if it becomes an issue later they can address it at that time. She wants to be able to allow whatever looks best and fits best with the property. Along with that, she is still confused about the parking in Washburne. Councilor VanGordon agreed and would like to strike that section. The parking provision seems too complex for what is being done throughout the rest of the City. He would be in favor of striking sections 2 and 3, and have the Washburne District follow the same rules as the rest of the City. Council agreed. Ms. Belson said both of those provisions came from the Historic Commission. By the nature of the Washburne Historic District, any ADU would need to be reviewed by the standards of the Historical Overlay District which may address those issues. Councilor Woodrow said she understands, but feels the regular standards should be citywide, making it simpler for someone wanting to put in an ADU anywhere in the City. The Washburne District has specific standards already in place which would then come into play for someone wanting to build in that location. Councilor VanGordon agreed and said his intent was to make the process easier. Mayor Lundberg said when they first started with the ADU discussion, it was to get more affordable housing. Someone brought up recently that ADUs could also be used as short term rentals, which defeats the purpose and is not the intent of doing this. Bend and Hood River have rules around conditional use for ADUs and a percentage limit of number of Airbnb’s. She does not want to encourage the rental scenario of quick turnover at high cost. She would like to look at that at some point and bring that discussion to the Council. Councilor Woodrow said it would be worthwhile to take care of it up front and address it now. Councilor VanGordon said he is comfortable going forward now, and coming back for a work session for the short-term rental discussion. They need all of the facts to educate themselves. Ms. Belson said this was brought up at the last work session and Council did ask for more information so she reached out to a professor at the University of Oregon who has graduate students who do this kind of research. She will work with her to encourage one of her students to choose this as a topic over the next term. They could also address this subject during their update on the system development charges (SDCs) waiver and they could consider not allowing the waiver for short-term rental use. Councilor VanGordon said that would be a good conversation. Basic data about what that industry looks like will be important. City of Springfield Council Regular Meeting Minutes March 5, 2018 Page 7 Mayor Lundberg asked Ms. Belson to look at Bend, Hood River and other communities that address short-term rentals. Councilor Moore agreed and would like to consider some regulations during a separate work session. She feels they need to move forward with the ordinance tonight. Ms. Belson said Council requested removing sections 2 and 3 under B of Section 3.3-940, and the other she had presented regarding paving. IT WAS MOVED BY COUNCILOR VANGORDON WITH A SECOND BY COUNCILOR WOODROW TO ADOPT ORDINANCE NO. 1 WITH THE AGREED UPON CHANGES. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST (1 RECUSED – PISHIONERI). BUSINESS FROM THE CITY COUNCIL 1. Councilor Moore commended Ms. Belson on her presentation on Council’s strategies to meet the housing needs that she gave recently. She noted that the Bicycle and Pedestrian Advisory Committee (BPAC) is pursuing what it would take to get lighting along the D Street bike path. She met with Kate Reid (Willamalane) and Niel Laudati about joining with Willamalane to apply for the HEAL Cities Campaign. Ms. Reid is taking it to the Willamalane Board to get their input. A draft resolution will be drafted as the first step in the application process, and may be brought to the Council for a work session. If accepted into this campaign, the City would come up with policies for a healthy city, many of which were already in place. She reminded everyone about the Friends of the Library Book Sale this Friday and Saturday. 2. Councilor Woodrow said she would like a work session on the HEAL city. 3. Mayor Lundberg said she met with Kaiser Permanente and so far they are building things in Eugene and not Springfield. The new director didn’t know what HEAL cities was, but the person that works more closely with Springfield knows. She encouraged them to open a clinic in Springfield. BUSINESS FROM THE CITY MANAGER BUSINESS FROM THE CITY ATTORNEY 1. An Ordinance Amending the Springfield Municipal Code Regarding Criminal Misdemeanors and Violations. ORDINANCE NO. 1 – AN ORDINANCE AMENDING THE SPRINGFIELD MUNICIPAL CODE SECTIONS 5.100 AND 5.104 ADOPTING BY REFERENCE THE OREGON REVISED STATUTES FOR CRIMINAL MISDEMEANORS AND VIOLATIONS, AND CONTAINING A SEVERABILITY CLAUSE (FIRST READING) City of Springfield Council Regular Meeting Minutes March 5, 2018 Page 8 City Attorney Mary Bridget Smith presented the staff report on this item. Springfield Municipal Code Sections 5.100 through 5.104 adopt by reference and make state misdemeanor and violation crimes an offense against the City of Springfield so they may be prosecuted in Springfield Municipal Court. This Section is updated on an annual basis to capture any changes that have occurred in the incorporated statutes during the most recent legislative session. She reviewed some of the changes during the latest legislative session. There is no financial impact with this ordinance. Mayor Lundberg asked if the State was looking further into distracted driving besides cell phone distractions. She hoped they would look into that issue. Ms. Smith said she was not sure if they were looking into that at this time. Councilor Moore said she read a report about distracted pedestrians. She asked if the State had addressed that as well, and if not whether or not it could be addressed in the City. Ms. Smith said she would also look into that issue. Councilor Pishioneri suggested looking at ORS 811-507 regarding distracted driving. NO ACTION REQUESTED. FIRST READING ONLY. ADJOURNMENT The meeting was adjourned 7:53 p.m. Minutes Recorder Amy Sowa ______________________ Christine L. Lundberg Mayor Attest: ____________________ City Recorder City of Springfield Regular Meeting MINUTES OF THE REGULAR MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY MARCH 19, 2018 The City of Springfield Council met in regular session in the Council Chambers, 225 Fifth Street, Springfield, Oregon, on Monday March 19, 2018 at 7:00 p.m., with Mayor Lundberg presiding. ATTENDANCE Present were Mayor Lundberg and Councilors VanGordon, 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. Councilors Pishioneri and Wylie were absent (excused). PLEDGE OF ALLEGIANCE The Pledge of Allegiance was led by Mayor Lundberg. SPRINGFIELD UPBEAT CONSENT CALENDAR 1. Claims a. Approval of the February 2018, Disbursements for Approval. 2. Minutes a. February 12, 2018 – Work Session b. February 26, 2018 – Work Session c. March 5, 2018 – Work Session d. March 12, 2018 – Work Session 3. Resolutions a. RESOLUTION NO. 2018-08 – A RESOLUTION TO ACCEPT CITY PROJECT P21052; SPRINGFIELD MILL RACE STORMWATER FACILITY, BOOTH KELLY TRAILHEAD AND MILL RACE PATH 4. Ordinances a. ORDINANCE NO. 6377 – AN ORDINANCE AMENDING THE SPRINGFIELD MUNICIPAL CODE SECTIONS 5.100 AND 5.104 ADOPTING BY REFERENCE THE OREGON REVISED STATUTES FOR CRIMINAL MISDEMEANORS AND VIOLATIONS, AND CONTAINING A SEVERABILITY CLAUSE. 5. Other Routine Matters a. Authorize the City Manager to Negotiate and Sign the Intergovernmental Agreement for the Software Maintenance and Support Costs Associated with the Shared Public Safety Software. City of Springfield Council Regular Meeting Minutes March 19, 2018 Page 2 IT WAS MOVED BY COUNCILOR VANGORDON WITH A SECOND BY COUNCILOR WOODROW TO APPROVE THE CONSENT CALENDAR. THE MOTION PASSED WITH A VOTE OF 4 FOR AND 0 AGAINST (2 ABSENT – PISHIONERI AND WYLIE). 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. BUSINESS FROM THE AUDIENCE COUNCIL RESPONSE CORRESPONDENCE AND PETITIONS BIDS ORDINANCES ORDINANCES BUSINESS FROM THE CITY COUNCIL 1. Committee Appointments a. Budget Committee Appointments. Finance Director Bob Duey presented the staff report on this item. On March 12 the City Council interviewed two applicants for the two vacancies on the City’s Budget Committee. After discussion the Council asked that both candidates’ names be brought back to Council in regular session for formal appointment. IT WAS MOVED BY COUNCILOR VANGORDON WITH A SECOND BY COUNCILOR WOODROW TO APPOINT KORI RODLEY (WARD 3) AND GABRIELLE GUIDERO (WARD 4) TO THE BUDGET COMMITTEE WITH TERMS EXPIRING DECEMBER 31, 2020. THE MOTION PASSED WITH A VOTE OF 4 FOR AND 0 AGAINST (2 ABSENT – PISHIONERI AND WYLIE). b. Museum Committee – Citizen Appointments. City Manager Gino Grimaldi presented this item for Library Director Emily David. The Museum Committee is a new committee and these are the first four appointments. A total of four candidates applied for the four openings on the Museum Committee. Jenny Hornby, Adam Howard, Mary Beth Phelps, and Stacy Roth were interviewed by the Council on March 12, 2018. Consensus was to move forward with formal appointments for all the applicants at the March 19, 2018 Regular Meeting. IT WAS MOVED BY COUNCILOR VANGORDON WITH A SECOND BY COUNCILOR WOODROW TO APPOINT MARY BETH PHELPS AND ADAM HOWARD TO THE City of Springfield Council Regular Meeting Minutes March 19, 2018 Page 3 SPRINGFIELD MUSEUM COMMITTEE FOR A TWO YEAR TERM STARTING APRIL 1, 2018 AND ENDING MARCH 31, 2020. THE MOTION PASSED WITH A VOTE OF 4 FOR AND 0 AGAINST (2 ABSENT – PISHIONERI AND WYLIE). IT WAS MOVED BY COUNCILOR VANGORDON WITH A SECOND BY COUNCILOR WOODROW TO APPOINT JENNY HORNBY AND STACY ROTH TO THE SPRINGFIELD MUSEUM COMMITTEE FOR A THREE YEAR TERM STARTING APRIL 1, 2018 AND ENDING MARCH 31, 2021. THE MOTION PASSED WITH A VOTE OF 4 FOR AND 0 AGAINST (2 ABSENT – PISHIONERI AND WYLIE). 2. Business from Council a. Committee Reports 1. Councilor Woodrow reported on the Human Services Commission meeting in which they received a report from Food for Lane County (FFLC). Some of the things noted in this presentation were that there are still 52% of children in Lane County that are eligible for free or reduced lunches and 37% of adults are eligible for food assistance, which is close to the national level. The difference after the recession is the type of food. They are now giving out healthier food and information on eating healthy. Lane County is set up with California Produce Associates in Texas and Arizona for perishable food. The Divert Program in Portland takes all the out of date food and converts it into energy. Unfortunately, people aren’t taking the time to sort food that still has a few days left and could be distributed from food that has expired and should go to Portland. It is all going to Portland. During the presentation, it was noted that $1 equals 3 meals which represents the cost of distributing the food. Last year, Catholic Community Services gave out 2 million pounds of food to Springfield residents. The senior retired group is growing, as are their needs. The college student population is another group in need, representing all ages and demographics. The message from the presentation is that hunger isn’t necessarily noticeable and even with the improved economics, hunger is still there. There are always opportunities to volunteer. Mayor Lundberg agreed that they are a very good agency that does good work, and also hires those with disabilities. 2. Councilor Stoehr said the Planning Commission is continuing their work on the transportation plan and hearing a lot of public comment. He appreciated the work they are doing. 3. Councilor Moore said she visited Franz Bakery with the Mayor. Franz contributes quite a bit to Food for Lane County. It was amazing to learn how far bread travels from the plant in Glenwood. It was great to see the expansion. She also attended the Glenwood Open House. She thanked the staff that coordinated this event. People were very happy to get library cards, and it was fun to connect. City of Springfield Council Regular Meeting Minutes March 19, 2018 Page 4 4. Councilor VanGordon said there was a guest editorial on Accessory Dwelling Units (ADUs) and Springfield’s housing strategy. It is nice to get recognition for being innovative as a City. Our strongest place is when we are on the leading edge of city policies in Oregon. 5. Councilor Woodrow said affordable housing is directly tied to the needs that Food for Lane County addresses. 6. Mayor Lundberg said part of what brought us to realize there is a need for housing, was the statistic that shows our populations. She would like to know how many units of single family and multi-family units equate to certain population growth. Perhaps they could look at what their target would be for population growth and how to relate that to the number of housing units. It might give them a better idea when looking at the multiple housing tax exemptions and other incentives Staff will provide that information in a memo to the Council. b. Other Business BUSINESS FROM THE CITY MANAGER 1. Wastewater Flow Monitoring and Analysis (P41041) Contract to Support the Capacity, Maintenance, Operations, and Management (CMOM) Program. City Engineer Jeff Paschall presented the staff report on this item. As part of the CMOM Program, the City has a requirement to complete the analysis of flow monitoring data and development and calibration of a wastewater system hydraulic model. Staff has determined that the most efficient and cost effective approach to complete this project is to negotiate a contract with Novac Industries. During the summer of 2017, an Intergovernmental Agreement (IGA) was negotiated with Eugene to complete analysis of the wastewater collection system flow data and develop a hydraulic model. This model is critical for identifying future rehabilitation needs, updating the City’s Wastewater System Master Plan, and analyzing the inflow and infiltration (I/I) impacts of private laterals on the collection system. Through the IGA, key Eugene staff were identified to complete the critical data analysis and build and calibrate the hydraulic model, as this work requires a very specialized skill set. The assigned staff recently resigned from the City of Eugene to relocate to the Portland area and begin work as an independent contractor (Novac Industries) specializing in system flow monitoring and hydraulic modeling. With this development, it is unlikely that Eugene will be able to fulfill the scope of the IGA under the original schedule, and discussions have begun to dissolve the agreement. In the meantime the City still has a requirement and a need to complete the analysis of flow monitoring data and development and calibration of a wastewater system hydraulic model. It is proposed that the City enter into an agreement with Novac Industries to complete development of a wastewater hydraulic model. This is seen as the most efficient and cost effective way to complete the project as Novac Industries has a unique knowledge of the City’s wastewater collection system and basin characteristics that are critical in developing a sound model. Mr. Novac was a key contributor to the development and completion of Eugene’s wastewater hydraulic model and began work on the City of Springfield’s hydraulic model, and has been working closely with City of Springfield Operations staff in flow monitor selection, installation, and data collection. City of Springfield Council Regular Meeting Minutes March 19, 2018 Page 5 This City has negotiated the same hourly rate as the original IGA, and the level of effort is in line with original expectations. Sufficient wastewater capital funds are programmed to negotiate and execute a contract not to exceed $240,000 with Novac Industries. Councilor Moore said she understood this had something to do with seepage when we have a lot of rain. She asked if this work would identify which pipes needed to be replaced. Mr. Paschall said the model is calibrated on everything 10 inches or larger. After they calibrate the model, the next phase will be a micro-basin model which will get them to the individual mains that go out to the houses. With the model at the 10 inch pipes, they will get a good idea of where the I/I is occurring based on the flows during both wet and dry weather, and identify the impacts of the laterals on the I/I. Councilor Moore asked if there is a requirement for the property owner to fix their lateral if we identify the need. Mr. Paschall said that will be a policy decision by the Council. This project will help staff gather data to help provide some options. Mayor Lundberg said that could be a difficult issue for those property owners and neighborhoods that need repair. We may want to look at some possible assistance programs at some point. Councilor Moore asked about the cost with the new contract. Mr. Paschall said modeling is a unique skill set, requiring detailed software. The hourly rate is less than the last contract, and the estimate of work is in line with developing a model of this size. IT WAS MOVED BY COUNCILOR VANGORDON WITH A SECOND BY COUNCILOR WOODROW TO AUTHORIZE NEGOTIATION AND EXECUTION OF A SOLE SOURCE CONTRACT WITH NOVAC INDUSTRIES NOT TO EXCEED $240,000. THE MOTION PASSED WITH A VOTE OF 4 FOR AND 0 AGAINST. (2 ABSENT – PISHIONERI AND WYLIE). BUSINESS FROM THE CITY ATTORNEY ADJOURNMENT The meeting was adjourned 7:21 p.m. Minutes Recorder Amy Sowa ______________________ Christine L. Lundberg Mayor Attest: ____________________ City Recorder