HomeMy WebLinkAboutItem 06 Council MinutesAGENDA ITEM SUMMARY Meeting Date: 1/7/2019
Meeting Type: Regular Meeting Staff Contact/Dept.: AJ Ripka
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. April 23, 2018 – Work Session b. May 7, 2018 – Work Session
DISCUSSION/
FINANCIAL IMPACT:
None.
City of Springfield
Work Session Meeting
MINUTES OF THE WORK SESSION MEETING OF
THE SPRINGFIELD CITY COUNCIL HELD
MONDAY APRIL 23, 2018
The City of Springfield Council met in a work session in the Jesse Maine Meeting Room, 225 Fifth Street, Springfield, Oregon, on Monday April 23, 2018 at 5:30 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, and members of the staff.
Councilor Stoehr was absent (excused).
1. Community Development Block Grants (CDBG) FY2019.
Community Development Analyst, Erin Fifield, presented the staff report on this item.
The Community Development Advisory Committee (CDAC) has made a recommendation to Council for the DRAFT Springfield 2018/19 (CDBG) One Year Action Plan, following a public hearing on April 5, 2018 and the review of public comment. The recommendation prioritizes the strategy to
increase the supply of affordable housing, while maintaining the City’s current programs to assist low-income residents with home repairs and down payment assistance.
The CDAC held a public hearing and reviewed public comment on April 5, 2018, on the proposed substantial amendment to a prior year action plan. While the draft proposal would have reallocated
funds from the now-completed neighborhood lighting improvements project, a recent invoice from
SUB has prompted the committee to reconsider the substantial amendment and recommend a smaller amount to be reallocated in order to pay the invoice.
Councilor Moore asked about the recommendation of increasing the supply of affordable housing and if there is a specific plan.
Ms. Fifield explained that the approach is to submit a plan to HUD that focuses on the strategy that the Council would like to achieve. The activities and actual projects could then be decided outside of that
plan. Councilor VanGordon clarified that his understanding of the plan being presented is a high policy
level of what the Council wants to see and then the Council can make decisions to fill in the rest of the plan throughout the year.
Councilor VanGordon asked that staff continue to look for efficiencies and areas to cut costs in all of the programs when possible.
Councilor Pishioneri asked for clarification of how the dollar amounts were calculated and if the additional $50,000 being allocated to the program will be sufficient to encourage citizens to utilize the
programs.
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Council Work Session Minutes
April 23, 2018 Page 2
Ms. Fifield explained that, with the projects available, it is believed that the additional funding should
be enough to fund possible emergency home repair projects in this fiscal year.
Mayor Lundberg clarified that the money used for emergency home repairs have specific criteria that must be met before a repair can be funded. For example, funds cannot be used to replace a heat pump, but they can be used to replace a furnace, since heat is considered a basic need and air conditioning is
considered a luxury.
Ms. Fifield anticipates bringing this item, with additional details regarding allocation, to the Council in
May, 2018. She anticipates adjustments to the allocations once she receives final figures from HUD.
Mayor Lundberg requested a memorandum from staff that provides information about what repairs are
being made through the emergency home repair program.
Ms. Fifield informed the Council that she will conduct an environmental review of the site identified
previously by Council on 57th Street to determine if that property can be used for additional affordable housing. Once the review is completed, staff will issue a Request for Proposal (RFP) to be completed
this summer, so it can come back to the Council in the fall for further evaluation and possible project approval.
In closing, Ms. Fifield was asked by the Advisory Committee, in response to public comment received, to make a portion of the funds available to community groups. Ms. Fifield expressed her support for creating a pilot program that would make a portion of the funds available through an RFP
that community groups could apply . Councilor VanGordon expressed support of a pilot project, but would like to see it in partnership with a non-profit in the area.
Councilor Moore asked for clarification about purchasing land with the purpose of “land banking” for
future affordable housing projects.
Ms. Fifield explained that federal funds could be used to purchase property that would then be used for
a project already approved.
Councilor Pishioneri expressed his continued concerns that there is not enough funding being
allocated in the Emergency Home Repair (EHR) program based on the current projections and past trends.
In response to Ms. Fifield’s question about using funds for a pilot program, the Council expressed support for staff to bring back additional information about creating a pilot program that would include for-profit and non-profit organizations.
2. Wastewater and Stormwater User Fees FY 2018-19.
Environmental Services Manager Matt Stouder and Environmental Services Program Manager Katherine Bishop presented the staff report on this item.
Each year, staff presents to Council proposed user fee rates for local wastewater and stormwater programs. These fees are established to provide adequate revenue to fund operations and maintenance,
capital improvement programs, debt service payments, and meet environmental permit requirements
for the City. In addition to local user fees, the Metropolitan Wastewater Management Commission
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Council Work Session Minutes
April 23, 2018 Page 3
(MWMC) develops regional user fees to support the Regional Wastewater Program. On April 13,
2018, the MWMC adopted the FY 18-19 regional user fees with a 2.5% rate change that will increase the typical residential customer bill by $0.64 monthly (assuming 6.684 units or 5,000 gallons).
Last year, Council approved a 3.5% stormwater rate change along with a rate forecast projecting a
3.5% increase in FY 18-19 and FY 19-20. Additionally, Council approved a 2.5% rate change last year
for local wastewater along with a rate forecast projecting a 3.0% increase in FY 18-19 and FY 19-20. Staff has prepared FY 18-19 rate options for further discussion and Council consideration, with Option
2 being the recommended option. The options show the combined change to local wastewater (assuming 6.684 units or 5,000 gallons) and stormwater user fees for a typical residential customer: Option 1 – (basic service level) includes a 2.0% user fee rate increase in FY 18-19, resulting in a $0.75 monthly increase, which includes a local wastewater increase at $0.46 and a stormwater increase at
$0.29 monthly.
Option 2 –Recommended (basic service level with pay-as-you go financing plan) includes a 2.5% user
fee rate increase in FY 18-19 resulting in a $0.93 monthly increase, which includes a local wastewater increase at $0.57 and stormwater at $0.36 monthly.
Option 3 (basic service level with greater level of pay-as-you go financing plan) includes a 3.3% user
fee rate increase in FY 18-19 resulting in a $1.13 monthly increase, which includes a local wastewater increase at $0.69 and stormwater at $0.44 monthly.
Councilor Wylie asked why the rates for Eugene are lower than Springfield’s. Ms. Bishop and Mr. Stouder explained that factors in that difference include the number of citizens in Eugene, allowing the
cost to be distributed over a larger customer base, and they combine their sewer projects with street
projects, allowing them to fund part of their wastewater project with street funds. In addition, the City of Springfield has had to go out for bonds in the past and Eugene has not.
Councilor Moore asked if grey water usage is allowed within the city code for citizens to use for watering gardens, washing hands, etc.? Mr. Stouder expressed that he would have to do some
research, but will follow up with an answer to Councilor Moore’s question.
Councilor VanGordon expressed his support for Option 2 and pointed out that he would like
information next year as to when staff thinks that the City can get to the point of “pay as you go” for future projects vs. financing projects with bonds.
Councilor Pishioneri expressed his support for Option 2 and commended staff for their work and forwarding thinking.
Mayor Lundberg confirmed that the Council supports Option 2 and that it is important that staff bring back information that will help the Council, when making decisions moving forward, to achieve the
desired “pay as you go” plan as soon as possible.
A public hearing on Option 2 is scheduled for May 7, 2018.
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Council Work Session Minutes
April 23, 2018 Page 4
3. Regional Infrastructure Fund (RIF) Grant for Booth Kelly Crane Shed Redevelopment Project.
Economic Development Director Courtney Griesel and Associate Project Manager Jim Polston
presented the staff report on this item.
The Crane Shed Project was first identified during the 2012 City of Springfield Sustainable City Year
partnership with the University of Oregon. The project called to ‘activate’ the areas beneath the
existing crane shed, offering a place for the community to gather, dine, enjoy entertainment, and shop. This concept was met with much excitement and interest.
Staff sees the Booth Kelly Crane Shed Redevelopment Project as an opportunity project for RIF submittal, with a total request of $1 million split between two phases of work:
(a) Planning, Design Development, Construction Documents/Permitting, and Site Preparation ($200k).
Funded by: Request for RIF This phase would include further investigation and design to determine the feasibility and design elements needed to construct crane shed facing retail/commercial facades. A study to conclude the
number of façade entries possible and ideal, delineation of common spaces, access and tie-ins to existing south warehouse spaces, and overall design feel will be critical during this phase. Technical
activities would also include crane shed floor assessment for existing power and plumbing and
feasibility of new; crane shed site and structural assessments; architectural drawings; engineered drawings; construction documents and permitting. Overall, this phase is likely to take 12 months to
complete from award of contractual elements.
(b) Project Construction ($800k-$1.2 million) Funded by: Request for RIF with potential local funds from Booth Kelly Fund and Downtown Urban
Renewal Overall project construction costs are anticipated to be determined through the completion of Phase (a), driven by selected design elements and prioritized functionality of the space. Overall, this phase is
likely to take 18 months to complete from construction bidding through occupancy. Phase (a) could be completed independent of a funded Phase (b), providing time for the City to identify alternative Phase (b) funding scenarios, if not awarded as part of RIF competitive funding.
Councilor Woodrow expressed concern and disappointment about how this item was brought to the Council with such short notice to make a decision since the application is due in six days.
Councilor Wylie validated Councilor Woodrow’s concern about receiving such short notice, but also expressed excitement of how this project could move the efforts around the downtown urban renewal
forward.
Councilor Pishioneri provided support to apply for this grant, but cautioned that if the City is awarded
this grant, although the funds would be provided for this project, it could mean a large commitment of
staff time, the cost of which has not been budgeted for.
Councilor VanGordon confirmed that the plan submitted with the grant application is not necessarily the design that has to be implemented. He expressed support to apply for the grant with the condition that, if the grant is awarded, there are extensive conversations with the Council about designing and
implementing Council’s decided design. Councilor Moore expressed concern about the age of the structures and how feasible it is to move
forward with design and construction if the grant is awarded to Springfield. Overall she supports moving forward with this grant application.
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Council Work Session Minutes
April 23, 2018 Page 5
Ms. Griesel confirmed that a feasibility study would be in the beginning of the first phase of this project.
The majority of the Council agreed with staff moving forward with applying for the RIF Grant with the conditions that this item will be brought back to Council for discussion and visioning, regardless of
whether or not the City is awarded this grant, and that Council receives frequent updates from staff if funds are awarded to Springfield.
ADJOURNMENT
The meeting was adjourned at 7:47 p.m.
Minutes Recorder – AJ Ripka
______________________ Christine L. Lundberg
Mayor Attest:
____________________ AJ Ripka City Recorder
City of Springfield
Work Session Meeting
MINUTES OF THE WORK SESSION MEETING OF
THE SPRINGFIELD CITY COUNCIL HELD
MONDAY MAY 7, 2018
The City of Springfield Council met in a work session in the Jesse Maine Meeting Room, 225 Fifth Street, Springfield, Oregon, on Monday May 7, 2018 at 6:00 p.m., with Mayor Lundberg presiding. ATTENDANCE Present were Mayor Lundberg and Councilors VanGordon, Wylie (6:06 p.m.), Moore, Stoehr, and
Woodrow. Also present were City Manager Gino Grimaldi, City Attorney Mary Bridget Smith, City Recorder AJ Ripka, and members of the staff.
Councilor Pishioneri absent (excused).
1. Property Tax Exemptions for Housing.
Sandy Belson, Senior Community Development Manager presented the staff report on this item.
The City recognizes there is an affordable housing issue within the community and is working to address the problem. The findings point to a shortage of housing and the expense of housing relative to
household incomes. Rental vacancy rates are very low and it is a seller’s market with a shortage of
homes on the market. Only one market-rate multi-family housing project has been built in the past decade.
Based on data from the 2010-2014 American Community Survey (ACS), there are 11,225 renter households in Springfield. Half of those renting households (5,575) are cost-burdened, paying more
than 30% of their income on housing and basic utilities; and 27% of renting households (2,590) are severely cost-burdened, paying more than half of their income on housing and basic utilities.
The Council’s Affordable Housing Strategy includes incentivizing the creation of housing at all levels of the continuum, both market-rate and income-qualified housing. Property tax exemptions are one
tool available to help make it more feasible for developers to increase the number of new housing
units and/or to make those units affordable to Springfield residents.
Staff is seeking direction on how to move forward concerning the two property tax exemption
programs. The Council Briefing Memo includes policy questions with regard to the Low-Income Rental Housing exemption. For both programs, Council could set a cap or other limits on the total
property tax that could be exempted, which would impact General Fund revenues. In the case of the Housing Diversity Tax Exemption, it is anticipated that, in the long term, the City would benefit from the property taxes collected over the life of the development which might not, otherwise, have been
built. After some discussion, Councilors Moore, Woodrow, and VanGordon agreed that they would like to
see more housing in the downtown area. Ms. Belson will bring comparison information back to the Council, at a later date, regarding Vertical housing property tax exemption and Multi-unit property tax exemption with the ultimate outcome being that the Council would choose to support one or the other
vs. moving forward with both exemption programs.
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Council Work Session Minutes
May 7, 2018 Page 2
Mayor Lundberg pointed out that Councilor Wylie has had questions and concerns, in the past, about creating some sort of cap to tax exemptions.
In response to question six on the AIS, Councilor Woodrow would like to know how it would affect the program if there was a limit based on year, an annual cap, by setting a cap by area, or by
percentage.
Councilor VanGordon said that he would like to see a cap around fifty thousand dollars a year, which
could potentially be used on up to five projects a year, based on the examples provided by staff.
Councilor Wylie stated that she is opposed to reinventing the wheel if other cities have implemented a
program like this and have criteria we could use to develop our program. She asked that a recommendation be brought back to the Council that will allow fifty to one hundred thousand dollars a
year to cover no more than a specified number of projects, along with some criteria that the developers
would have to meet in order to qualify for the exception.
Ms. Belson clarified that every project would come before the Council for approval to ensure that each project meets the criteria set by the Council and there is a public good benefit.
Councilor Stoehr expressed that, if a cap is implemented for this project, it be limited to five years, to give the Council an opportunity to adjust the program, if needed.
Mayor Lundberg expressed that she would prefer an annual dollar figure cap for budgetary reasons with an accumulative cap in case there was more than expected interest.
The Council instructed staff to set a cap of fifty thousand dollars a year.
In response to question one on the AIS, after clarifying questions were answered, the Council
expressed support for limiting this exemption for new housing and that it could also include existing vacant property that could be converted to new housing.
After further discussion regarding question two, Ms. Belson clarified that the direction she received is to set a minimum number of units to four, and to look for ways an ADU (or multiple ADUs) managed
by a non-profit in a scattered site approach, might also qualify for the tax exemption. Staff will continue to work on this item and it will be brought back at a future work session.
2. Potential Future City Art Projects.
Niel Laudati, Legislative and Public Affairs Manager, presented the staff report on this item.
The City Manager’s Office has taken an active role in continuing the production of high quality art in
Springfield. Staff will provide a look at potential projects for the next five years.
The City Manager’s Office Community Art Program, which includes input and guidance from the city
council, has completed six, well-received and successful projects since 2010 – including the coordination of partnerships to fund the Springfield Veterans Plaza and installation of the Vietnam
Veterans memorial.
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Council Work Session Minutes
May 7, 2018 Page 3
Council approved the completed art projects with an expectation that they would have a positive
impact on economic development and foster pride within the community. Springfield has since become a city known for our public art and the projects have become a staple in tourism
advertisements, brochures, positive media stories, family and school photos, and in presentations and city outreach material. These projects also connect well with the art created by the Emerald Art Center, the Springfield Arts Commission and a number of community members and groups.
The attached draft art plan is a discussion document based on feedback we have received over the last
several years. While limited discussions with interested parties have taken place, to identify if some of
these projects would be feasible, no public discussions have transpired.
Staff is looking for input from council:
1. Allow staff to continue moving the plan forward as is, pending future approvals and funding. 2. Allow staff to continue working on select projects, pending future approvals and funding.
3. Put a hold on future art projects.
Councilor Wylie recommended honoring the “loggers” in some form of statue.
Councilor Woodrow recommended inquiring to see if there are businesses or citizens that would be willing to donate lighting or money towards lighting for the murals.
Councilor Moore recommended including metal art in the center of the roundabouts in town to replace the trees and landscaping as a cost effective option that would also contribute to the art in our
committee.
The Council provided approval to allow staff to continue moving the plan forward pending future
approvals and funding.
ADJOURNMENT
The meeting was adjourned at 7:02 p.m.
Minutes Recorder – AJ Ripka
______________________ Christine L. Lundberg
Mayor
Attest:
____________________ AJ Ripka
City Recorder