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HomeMy WebLinkAboutItem 05 Council Minutes AGENDA ITEM SUMMARY Meeting Date: April 2, 2007 SPRINGFIELD CITY COUNCIL Meeting Type: Department: Staff Contact: Estimated Time: Regular Meeting City Manager's Office Amy Sowa, 726-3700 l~ Consent Calendar ITEM TITLE: COUNCIL MINUTES ACTION REQUESTED: By motion, approval of the attached minutes. ISSUE STATEMENT: The attached minutes are submitted for Council approval. ATTACHMENTS: Minutes: a) March 12,2007 - Work Session b) March 19,2007 - Regular Meeting c) March 26, 2007 - Work Session DISCUSSION/ FINANCIAL IMPACT: None Sowalagendalminutes AIS '" City of Springfield Work Session Meeting MINUTES OF THE WORK SESSION MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY, MARCH 12, 2007 The City of Springfield Council met in a work session in the Jesse Maine Meeting Room, 225 Fifth Street, Springfield, Oregon, on Monday, March 12,2007 at 5:32 p.m., with Mayor Leiken presiding. ,. ATTENDANCE Present were Mayor Leiken and Councilors Lundberg, Wylie (via conference phone), Ballew, Ralston, Woodrow, and Pishioneri. Also present were City Manager Gino Grimaldi, Interim Assistant City Manager Mike Hannan, City Attorney Joe Leahy, City Recorder Amy Sowa and members of the staff. 1. Police Planning Task Force (PPTF) Application Review. Police Chief Jerry Smith presented the staff report on this item. There is one existing citizen-at- large vacancy on the Police Planning Task Force, (PPTF). Applications were received from Ronald Snow, Jeff Overstreet and Patricia Mahoney. It was determined that Ronald Snow did not live within the city limits and was not eligible to apply as a citizen-at-Iarge representative. The remaining two candidates were interviewed by the PPTF on March. 1, 2007. Following the interviews of the two candidates, the task force recommended that Patricia Mahoney be appointed as a citizen-at-Iarge member. . Councilor Ralston asked about Ms. Mahoney's qualifications, because Mr. Overstreet was a retired highway patrolman. Chief Smith said Ms. Mahoney graduated from Lane County Corrections' Citizen's Academy. He said the PPTF was not necessarily looking for a skill set, but rather citizens that could give input as a layperson. Many of the tasks of the committee didn't require in depth knowledge of police work. Councilor Pishioneri asked if this was the same Mahoney that was a caretaker at the Rifle Range at McGowan Creek. . Chief Smith said he did not know. Councilor Woodrow, Council liaison to this committee, said he knew Mr. Overstreet, but had no problem with the PPTF's selection. 2. 2008-2012 Capital Improvement Program - A Community Reinvestment Plan. City Engineer Ken Vogeney and Civil Engineer Jeff Paschall presented the staff report on this item. The City of Springfield 2008-2012 Capital Improvement Program - A Community Reinvestment Plan has been drafted by staff, reviewed by the Planning Commission (2/21/07), and is now being forwarded to the City Council for their review and comments prior to a Public ~ City of Springfield Council Work Session Minutes March 12, 2007 Page 2 Hearing at the March 19,2007 regular meeting. The Commission recommended Council approval of the plan. The CIP attempts to balance the use of scarce capital construction funds with the long list of infrastructure needs for our community. It is not a document with budget authority, but it serves as a guide for programming funds and planning the annual workload of Public Works staff. There are a few completely new projects being proposed in the next five years of programmed funding, and we are making significant progress toward completing the backlog of projects from previous year's capital plans. These items are detailed in the attached Council Briefmg Memorandum. Mr. V ogeney gave a brief overview of the CIP and noted that a public hearing regarding the CIP would be held next Monday, March 19, with staff recommendation for adoption. He referred to Table 1, shown on page 1 of the CIP, which outlined the criteria used to evaluate and rank projects. He referred to page iv (Attachment A, page 6 of 58), the Summary of Proposed ExpendItures by Category. The categories listed, other than the Justice Center Facility, were standard categories that gave a general description of the primary purpose of a project. He noted the drop in the 2008-2009 proposed expenditures from the 2007-2008 expenditures. He explained the difference. Mr. Vogeney discussed the three new projects listed for the new CIP: Pioneer Parkway lighting project; street sealant overlay of 5th Street from B Street to Centennial; and the Bob Straub Parkway intergovernmental agreement (IGA). He said there was a project sheet to add funds for the City's share of that IGA. He said the fourth project included projects that weren't mapable. They covered general areas around the City, such as sidewalk preservation and specific needs. He explained. Mayor Leiken asked if the sidewalk construction project would be funded by an improvement district or some other means. Mr. V ogeney said it would not be funded with an improvement district. This would be for small in- fill type of projects and some frontages. It would not include a long stretch of sidewalks. Mr. Brown said staff would bring the sidewalk construction back to Council. Councilor Pishioneri asked how far along the street light project was to replace the low pressure sodium with the high pressure sodium. Mr. Vogeney said the project was ongoing. . TransportationManager Tom Boyatt said that project was moving along and the lights were being replaced along with other projects. Mr. Grimaldi said staff could provide a status report in a Communication Packet. Mr. V ogeney referred to page 41 in Attachment A included in the agenda packet. He noted that $50,000 was set aside for that lighting program for FY2007/08 and $25,000 for the next two years. It was a continuing program. City of Springfield Council Work Session Minutes March 12,2007 Page 3 Councilor Ballew said $80,000 for minor City facilities seemed inadequate. Mr. V ogeney said that was correct. Mr. Brown referred to a work session several weeks ago when he and Maintenance Manager Ed Black had discussed this issue with Council. The City could easily do $300,000 worth of building maintenance and preservation over the next five years, so $80,000 did fall short of that amount. He explained where the $80,000 came from during Goal Setting in 2005. Consistent with what was discussed during GOlil Setting in 2007, staff would be looking for a new revenue source, and would be working with Council on any such options over the next few months. Councilor Ballew noted that the cost for Maintenance Shop Vehicle Wash Rack and the'Fire Station Washing was over $400,000. Mr. V ogeney said those were for washing cars and also large pieces of equipment. Having a place to wash their vehicles on site helped the fire stations with staging and response times. The maintenance wash rack was to replace the existing system. Councilor Ballew said she thought that system was already replaced. Mr. V ogeney said it was started, and the funds included in the CIP were to finish the project. Councilor Ballew said the price seemed very excessive. Chief Murphy addressed the need for the Fire Stations to have washing facilities on site, but also understood Councilor Ballew's point. Councilor Ralston asked if the City normally assessed property owners for installation of sidewalks. Mr. Brown said that was the normal process. Staff would bring those projects to Council to determine if certain situations warranted the City giving sidewalks rather than assessing. Councilor Ballew asked if that would be a legitimate CDBG expenditure. Mr. Vogeney said it could be depending on the individual property owner. Mr. Brown said staff might come to Council this year with a strategy on how to improve the remaining streets that currently didn't meet City standards, including sidewalks. Councilor Lundberg said there were a lot of requests for CDBG funds and it was hard sell to the committee to get a City project approved. She discussed the need for preservation funds to fix sidewalks that were pushed up by the roots of street trees for safety purposes. Mr. Brown said there was $30,000 in the budget for replacing sidewalks damaged by street trees. He asked Council to let staff know if they noticed dangerous sidewalks. City of Springfield Council Wark Session Minutes March 12,2007 Page 4 Councilor Ballew said as the City's finances got tighter and tighter, the City may need to take new tactics regarding CDBG funds or any other funds that could possibly help with these needs. Councilor Lundberg said in the past Room Tax Funds were used for similar projects. She said it was worth looking into those options. Mr. Vogeney said staff advertised to the public requesting input on projects. Six responses were received, and although none of the responses resulted in a project, they were being reviewed by staff to be addressed in other ways. Councilor Wylie asked about a comment regarding funds that the City would no longer receive. Mr. V ogeney said he was referring to the $500,000 from the Secure Rural Schools payment from Lane County for the Street Fund. Staff was proj ecting that the City would not receive those funds. Mayor Leiken said the City would need to look at additional revenue streams. He noted that over the last few years, the City has taken funds from the Bob Straub Parkway and Jasper Natron projects to fund other opportunities. With the new development going in near that area, he felt confident that the City could work with the State regarding State grants to help offset costs for the infrastructure. The partnerships that used to be in place with the Federal Government and the State were disappearing. He hoped that staff could come up with a compn~hensive plan on how the City could accomplish these projects. It was up to the Mayor and Council to continue to discuss these issues openly and honestly with the citizens of Springfield, and let them know that the City would not receive assistance from the State or County and would need to accomplish this on our own. He discussed the Street Fund budget and noted that in a few years, that fund would be lacking. He said he didn't have an expectation that the City would be receiving any funds from the County. Councilor Ballew asked for an update on the I-5/Belt1ine intersection project. Mr. Boyatt said the I-5/Beltline project through ODOT was scheduled for completion at the end of 2008, although it may be a little later. ODOT was working with the City to figure out what elements they could build if there were funds leftover. ODOT wanted to know what Gateway/Beltline project the City was going to build before the finances could be resolved. By the end of 2008, there should be agreement on the Gateway/Beltline project and the City would try to build it in 2009. 3. Council Operating Procedures for Initiating Citizen-Based Land Use Requests. Planning Manager Greg Mott presented the staff report on this item. The Council is frequently asked to "fix" land use issues brought to them by citizens seeking a change in circumstances or relief from rules or fees for a specific land use action. When this request is made in person during business from the audience it can sometimes create an awkward dialogue between the citizen, the Council and the staff. An official operating procedure would bring a consistent city response to these requests and likely mitigate their occurrence. . The Development Services Department receives several dozen inquiries each year from citizens and property owners who would like some change to the status of their zoning or plan City of Springfield Council Work Session Minutes March 12,2007 Page 5 designation, or want relief from a rule or standard of the Code. In all but the rarest occasions, . there is a process available to these folks to obtain the changes they seek. However, a substantial number of these folks would prefer not to undertake the process or pay the fee but instead want the Council to effect these changes without charge. The attached briefing memorandum provides more detail on this subject and lists the land use actions and the unofficial procedure for Council participation in these requests. The briefing memorandum also asks the Council to either endorse these procedures in an official capacity for widespread publication or continue to consider these requests on a case-by-case basis. Councilor Woodrow said it looked like good work from staff. He referred to Attachment 1, page 2. The last sentence under the background section states "Granting a dispensation to one property owner and not another for something any property owner may freely seek through the application process may invite challenges. . . " He asked how special circumstances would be handled. Mr. Mott said these were guidelines, but Council could take into consideration anything they chose. The statement of the possibility of preferential treatment by the Council was not based on special circumstances, but rather on someone who didn't want to pay but was able to pay. Councilor Woodrow asked if staff would still consider each case individually and bring those with extenuating circumstances to Council. Mr. Mott said staff would act appropriately. He gave an example. Staff couldn't prevent citizens from coming before Council, but would make it clear to the citizen that there were procedures in place. Councilor Woodrow said most of the problems could be resolved by following the procedures. Mr. Mott said that was correct. Councilor Ballew said she supported this policy. Council was at a disadvantage when a citizen came to them and there was no information on the situation. This would not preclude citizens from coming to Council, but would give Council additional information. Mr. Mott said the last resort of staff would be to deflect the public to come to Council. Many citizens still came to Council anyway. Councilor Ballew said she understood and that was what the Council was there for, but this gave more certainty about a policy. Councilor Pishioneri said this was a very good idea. He said it would make things easier for the citizens as well. He would like to make it clear that these decisions were made objectively. Councilor Ralston referred to Attachment 1, page 2, section 7.a. "two Councilors to request the matter be placed on an agenda of Council consideration. He asked if it would only take two Councilors that wanted to increase the urban growth boundary (UGB) to propose that. City of Springfield Council Work Session Minutes March 12, 2007 Page 6 Mr. Mott said if a private property owner wanted their property considered, two Councilors would need to direct the City Manager or Development Services Director to place it on the agenda for discussion. Councilor Ralston said that would assume a citizen would approach a Councilor before the fact to try to convince them to bring it to the full Council. Yes. He asked if that was ex parte contact. Mr. Mott said it was not. Initiating something did not pre-suppose that a Councilor was supportive. Only elected officials could initiate that. Councilor Ralston said it did open it up to have Council approached by anybody that wanted to bring something like this forward. Councilor Pismoneri said citizens could do that now, so there was no change. Mr. Mott said this came out of existing language in the Code. Mayor Leiken said this was a good policy. There were specifics, yet it allowed flexibility. Mayor Leiken also noted how much he appreciated staff and the great job they did in joining the Mayor in meetings with citizens. He said staff had a lot of knowledge that was beneficial in those meetings and he appreciated them. ADJOURNMENT The meeting was adjourned at 6:12 pm. Minutes Recorder - Amy Sowa Sidney W. Leiken Mayor Attest: Amy Sowa City Recorder City of Springfield Regular Meeting MINUTES OF THE REGULAR MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY, MARCH 19,2007 The City of Springfield Council met in regular session in the Council Meeting Room, 225 Fifth Street, Springfield, Oregon, on Monday, March 19,2007 at 7:00 p.m., with Mayor Leiken presiding. ATTENDANCE Present were Mayor Leiken and Councilors Lundberg, Wylie (by conference phone), Ballew, Ralston, Woodrow and Pishioneri. Also present were City Manager Gino Grimaldi, Interim Assistant City Manager Mike Hannan, City Attorney Joe Leahy and members of the staff. PLEDGE OF ALLEGIANCE The Pledge of Allegiance was led by Mayor Leiken. SPRINGFIELD UPBEAT 1. Outstanding Project Certificate to Youth Services Department, Springfield Library. Springfield Library Manager Barbara Thompson introduced Katie Anderson, the Youth Services Consultant at the Oregon State Library. As the consultant, Ms. Anderson provided assistance to public libraries, administered the Ready to Read Grant (which the Springfield Library received every year), and participated in statewide projects to improve services to children and young adults, such as the Oregon State-wide Early Literacy Initiative. Ms. Anderson said the Springfield Public Library was chosen as one of six outstanding projects for the Ready to Read Grant for the 2005/2006 grant cycle. She said the Ready to Read Grant was the only state funding that libraries received. It was a non-competitive grant that all legally established libraries could apply for and about 120 libraries applied every year. To be recognized as an outstanding project, libraries must adhere to the original intent of the grant program, emphasize programs to pre-school children, projects must be replicable in other libraries, show potential for impact over time and build partnerships inside and outside the library. The Ready to Read Grant funds could only be used to establish and improve library services to children 0 - 14 years old. Springfield Public Library -had provided monthly storytimes to fourteen groups of children at local pre-schools and chi1dcare centers. Research showed that reading aloud to children was the single most important activity for building the knowledge required for later reading success. The books and activities chosen by Patty, the outreach Librarian, were specifically designed to improve the development of early literacy skills. Patty also worked with the staff at the sites, to teach them about early literacy and provide them with resources and library books for use in their curriculum. Mayor Leiken asked if it was correct that this was the only state grant available for public libraries. Yes. City of Springfield Council Regular Meeting Minutes March 19,2007 Page 2 Mayor Leiken said there should be more funding for libraries available from the State. Ms. Anderson and Ms. TJ;1ompson agreed. They discussed it further. Mayor Leiken said the City was very appreciative of the grant received, but would hope future legislators would see this become as important as education funding for our community. 2. Employee Recognition, Gino Grimaldi, 15 Years of Service. Mayor Leiken acknowledged City"Manager Gino Grimaldi for his 15 years of service with the City of Springfield. He recapped Mr. Grimaldi's career with the City and the events that brought Mr. Grimaldi to Springfield. Mr. Grimaldi had participated in a training burn with the Fire and Life Safety Department in 1992 and photographs of Mr. Grimaldi during that bum were passed around to the Council. Mr. Grimaldi was appreciative of the people he had worked with and of the support of his family. Mayor Leiken noted that Phoenix, Arizona was known as having one of the best well-run cities in the country, so being an intern there probably taught Mr. Grimaldi a lot. On behalf of the Mayor, Council and staff, Mayor Leiken presented Mr. Grimaldi with a plaque representing his 15 years of service with the City of Springfield. Mayor Leiken acknowledged Mr. Grimaldi's wife, Anita Grimaldi, and his daughter, Alyssa Grimaldi, who were present in the office. He thanked Gino's wife and family for allowing the City to have Gino as the City Manager, and for the sacrifices they had made. . CONSENT CALENDAR IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR WOODROW TO APPROVE THE CONSENT CALENDAR. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST 1. Claims a. Approve the February 2007 Disbursements for Approval. 2. Minutes a. February 26,2007 - Work Session b. March 5, 2007 - Work Session c. March 5, 2007 - Regular Meeting 3. Resolutions a. RESOLUTION NO. 07-10 - A RESOLUTION TO ACCEPT PERMIT PROJECT P30441: CROSSROADS CENTER ACCESS ROAD SIGNAL IMPROVEMENTS. b. RESOLUTION NO. 07-11- A RESOLUTION TO ACCEPT PROJECT P20340 FROM WILDISH CONSTRUCTION COMPANY IN THE AMOUNT OF $185,080.81. City of Springfield Council Regular Meeting Minutes March 19,2007 Page 3 4. Ordinances a. ORDINANCE NO. 6187 - AN ORDINANCE WITHDRAWING CERTAIN REAL PROPERTY KNOWN AS SEBRING, LOCATED IN THE MENLO PARK AREA OF WEST SPRINGFIELD, NORTH OF CENTENNIAL BOULEVARD, WEST OF ASPEN STREET, INVOLVING APPROXIMATELY 0.20 ACRES IDENTIFIED AS TAX LOT 13300 T17S R03W S27 MAP 33: HERETOFORE ANNEXED TO THE CITY OF SPRINGFIELD FROM THE RAINBOW WATER DISTRICT. b. ORDINANCE NO. 6188 - AN ORDINANCE WITHDRAWING CERTAIN REAL PROPERTY KNOWN AS WILSON/REYNOLDS, LOCATED IN NORTHERN SPRINGFIELD, NORTH OF LOMOND STREET, EAST OF LOCH DRIVE AND WEST OF 23RD STREET INVOLVING APPROXIMATELY 0.49 ACRES IDENTIFIED AS TAX LOTS 3400 AND 3500 T17S R03W S25 MAP 12; HERETOFORE ANNEXED TO THE CITY OF SPRINGFIELD FROM THE RAINBOW WATER DISTRICT. c. ORDINANCE NO. 6189 - AN ORDINANCE WITHDRAWING CERTAIN REAL PROPERTY KNOWN AS BENSON, LOCATED IN SOUTHWEST SPRINGFIELD, SOUTH OF CENTENNIAL BOULEVARD, EAST OF ANDERSON LANE, NORTH OF KELLOGG ROAD INVOL VING APPROXIMATELY 2.10 ACRES IDENTIFIED AS TAX LOT 101 T17S R03W S33 MAP 11; HERETOFORE ANNEXED TO THE CITY OF SPRINGFIELD FROM THE RAINBOW WATER DISTRICT. d. ORDINANCE NO. 6190 - AN ORDINANCE WITHDRAWING CERTAIN REAL PROPERTY KNOWN AS BID, LOCATED IN WESTERN SPRINGFIELD, EAST OF TAMARACK STREET, SOUTH OF THE "BY GULLY" BIKEPATH, AND NORTH OF OLYMPIC STREET INVOL VING APPROXIMATELY 0.92 ACRES IDENTIFIED AS TAX LOTS 900 T17S R03W S27 MAP 31: PART OF 3600; Tl7S R03W S27 MAP 31; HERETOFORE ANNEXED TO THE CITY OF SPRINGFIELD FROM THE RAINBOW WATER DISTRICT. 5. Other Routine Matters a. Authorize the City Manager to Sign a Contract with Ad Group (a division of Shelton Turnbull) in the Amount not to Exceed $366,000 for"2007 FireMed Advertising and Marketing Services. b. Award the Subject Contract to Babb Construction for Project P20457: South 42nd Street Phase II in the Amount of$1,947,602.23. c. Award the Subject Contract to Pacific Excavation, Inc. for Project P20321: Vera Street Lift Station, in the Amount of$557,922.00. d. Authorize the City Manager to Execute a Third Amendment to the Contract with URS Corporation for the Storm water Facility Master Plan. e. Approve the 2007-2012 Council Goals and Targets. ITEMS REMOVED FROM THE CONSENT CALENDAR City of Springfield Council Regular Meeting Minutes March 19,2007 Page 4 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. 2008-2012 Capital Improvement Program - A Community Reinvestment Plan. Civil Engineer Jeff Paschall presented the staff report on this item. The City of Springfield 2008- 2012 Capital Improvement Program - A Community Reinvestment Plan, has been drafted by . staff, reviewed by the Planning Commission (2/21/07), and the City Council in work session (3/12/07). It is now ready for public hearing and adoption. Following review of the CIP, the Planning Commission recommended Council approval of the plan. The City Council then reviewed the draft CIP in work session on March 12, 2007 and approved the CIP as drafted to be brought to public hearing at this meeting. After hearing public comments, Council is requested to adopt the Capital Improvement Program by motion. Mayor Leiken opened the public hearing. Noone appeared to speak. Mayor Leiken closed the public hearing. IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR WOODROW TO ADOPT THE 2008-2012 CAPITAL IMPROVEMENT PROGRAM - A COMMUNITY REINVESTMENT PLAN. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. 2. Supplemental Budget Resolution. RESOLUTION NO. 07-12 - A RESOLUTION ADm STING RESOURCES AND REQUIREMENTS IN THE FOLLOWING FUNDS: GENERAL. STREET, SPECIAL REVENUE, COMMUNITY DEVELOPMENT, RIVERBEND DEVELOPMENT, FIRE LOCAL OPTION LEVY, DRAINAGE CAPITAL PROJECTS, DEVELOPMENT PROJECTS, POLICE BUILDING BOND CAPITAL, STREET CAPITAL, SDC LOCAL STORM IMPROVEMENT, SDC TRANSPORTATION IMPROVEMENT, LOCAL W ASTEW A TER OPERATIONS, REGIONAL WSTEW A TER, AMBULANCE, DRAINAGE OPERATING, BOOTH-KELLY, REGIONAL FIBER CONSORTIUM, INSURANCE, VEHICLE & EQUIPMENT, AND SDC ADMINISTRATION. Budget Officer Bob Brew presented the staff report on this item. At various times during the fiscal year the Council is requested to make adjustments to the annual budget to reflect needed changes in planned activities, to recognize new revenues, or to make other required adjustments. 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 FY07 supplemental requests to come before Council. The supplemental budget being presented includes adjusting resources and requirements in the General Fund, Street Fund, Special Revenue Fund, Community Development Fund, RiverBend City of Springfield Council Regular Meeting Minutes March 19,2007 Page 5 Development Fund, Fire Local Option Levy Fund, Drainage Capital Projects Fund, Development, Projects Fund, Police Building Bond Capital Fund, Street Capital Fund, SDC Local Storm Improvement Fund, SDC Transportation Improvement Fund, Local Wastewater Operations Fund, Regional Wastewater Fund, Ambulance Fund, Drainage Operating Fund, Booth-Kelly Fund, Regional Fiber Consortium Fund, Insurance Fund, Vehicle & Equipment Fund, and SDC Administration Fund. The City Council is asked to approve the attached Supplemental Budget Resolution. The overall financial impact ofthe Supplemental Budget Resolution is to increase total appropriations by $1,944,787 and increase total FTE by 0.6 in the Public Works Transportation Division. Mr. Brew explained the four situations that called for supplemental budgets. He noted two items that appeared in the advertisement for this public hearing, but were pulled from the resolution. The first was a purchase of two sedans for the fire department. He said those would appear in the FY07/08 base budget. The other was a $10,000 transaction in the jail capital construction fund. Councilor Ballew asked about the two vehicles and whether or not they were passenger vehicles. Yes. She asked if they were to replace existing vehicles. Mr. Brew said they were to replace existing vehicles. An ambulance was planned to be purchased this year, but had not been added to the base budget, so it was added into the supplemental budget. The Fire and Life Safety Department said they could wait until July to replace the other two vehicles and would include them in the next budget. Mayor Leiken opened the public hearing. No one appeared to speak. Mayor Leiken closed the public hearing. IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR WOODROW TO ADOPT RESOLUTION NO. 07-12. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. 3. Amendments to the Springfield Development Code Article 9 Vacations by Adding New Right -of- Way Vacation Criteria for Certain Vacation Proposals. ORDINANCE NO.1 - AN ORDINANCE AMENDING THE SPRINGFIELD DEVELOPMENT CODE ARTICLE 9 VACATIONS ESTABLISHING NEW CRITERIA TO APPLY TO COUNCIL INITIATED VACATIONS OF PUBLIC RIGHT-OF-WAY WHERE THE RIGHT-OF-WAY WILL BE RETAINED IN PUBLIC OWNERSHIP BUT USED FOR AN ALTERNATIVE PUBLIC PURPOSE. (Jo. No. LRP2007-00002) (FIRST READING) Planning Manager Greg Mott presented the staff report on this item. The City Council initiated this amendment in January to provide a procedural and factual basis to consider right-of-way vacations for reasons other than the transfer of ownership from the public to abutting private City of Springfield Council Regular Meeting Minutes March 19,2007 Page 6 property owners. The existing vacation criteria are designed to answer the questions: does the City wish/need to retain ownership of right-of-way for purely transportation objectives, or should the abutting private property owners receive the land and be allowed to use or develop it for their own private enjoyment. The only public purposes the Council may consider in this regard are related exclusively to uses contemplated by the Metro Plan and a variety of supporting transportation related documents. The proposed criteria expand the consideration beyond this either-or model and allow the Council to place other public purposes on par with transportation objectives because the Council will retain public ownership. Consistency with provisions of the Transportation Planning Rule (OAR 660-012) will apply to this action as will the need to ascertain that a greater public benefit will occur from the vacation rather than from retaining the right of way in its present status. On March 13,2007, the Planning Commission conducted a public hearing on thisptoposal. After considering the staff report and written public testimony (no one appeared to testify), the Planning Commission forwarded a recommendation of support to the Council on a vote of 5 in favor and 2 opposed. Mr. Mott noted that additional testimony regarding this issue was being distributed to Council that did not get into their agenda packets. He referred to page 1-2 of the ordinance which included the most significant of the changed criteria, in criteria C and D. Criteria D was added by the Planning Commission. He explained the reasoning for adding criteria D. Councilor Ballew said it looked better with the additional conditions. She referred to criteria C "concern with safe, convenient and reasonably direct routes for cyclists and pedestrians", but noted it didn't include vehicles. She said part of the information provided noted the "duty to protect and manage the existing transportation infrastructure and manage the roadway system to preserve safety and operational efficiency". She felt those were considerations that should be included. Mr. Mott said staff would do as Council directed. The purpose of adding criteria D was to try to capture some of that. The State's interest was in providing alternative modes primarily and mobility choices. The Council could take action to change the transportation circulation movements of vehicles by taking a two way street and making it a one way street, designating lanes for left turn only, or allowing U-turns at signalized intersections. Some of these options were used to make traffic flow more efficient. It was a traditional element for traffic and transportation design to slightly inconvenience vehicles in that regard. The burden or hardship was not considered for motor vehicles. It would be open to testimony with respect to criteria D, and then up to Council to add to or change the criteria. Mayor Leiken opened the public hearing. No one appeared to speak. Mayor Leiken closed the public hearing. NO ACTION REQUESTED. FIRST READING ONLY. City of Springfield Council Regular Meeting Minutes March 19,2007 Page 7 Mr. Leahy noted the three documents received by Council were part of the public record which would be considered testimony~ Councilor Pishioneri asked when the written testimony was received. Mr. Mott said one letter from Mr. Foster was written last year in June of 2006. He recalled it was regarding discussion on the alley vacation for the Justice Center site plan. The second letter was based on a public hearing notice that was in the newspaper approximately ten days before the Planning Commission hearing on March 13. Ms. Ballew's letter was entered during the Planning Commission hearing on March 13. The Planning Commission had seen both letters. Councilor Ballew said she 'would like to consider adding to cyclists and pedestrians, vehicles in criteria C. Mr. Mott noted that including it in that sentence would not be consistent with State language. He discussed possible ways in which the language "vehicles" could be added. IT WAS MOVED BY COUNCILOR BALLEW WITH A SECOND BY COUNCILOR LUNDBERG TO ADD VEHICLES WHEREVER APPROPRIATE IN PART C. Councilor Pishioneri asked if there was conflict from Councilor Ballew making the motion when she had already submitted testiniony, Mr. Leahy said it was a legislative matter, and Councilor Ballew was acting as a legislator. He suggested asking Mr. Mott if adding this language would make it more difficult or less difficult to obtain a vacation. Councilor Pishioneri referred that question to Mr. Mott. Mr. Mott said he would prefer to respond at the second reading after gathering more information. Councilor Woodrow called for the question. Mayor Leiken said the question had been called and the motion seconded. He asked for a vote on the motion. THE MOTION PASSED WITH A VOTE OF 4 IN FAVOR AND 2 OPPOSED. BUSINESS FROM THE AUDIENCE 1. Donald Mainwaring, 681 48th Street, Springfield, OR. Mr. Mainwaring spoke regarding the vicious dogs ordinance. He said the ordinance had not taken care of the issue in the past. He referred to a recent incident when a police officer had to shoot a dog because it had attacked a child~ He said a dog should be considered vicious whether it had attacked one or three times and he felt the ordinance needed to be made stronger. He said there had been problems in Springfield and Veneta, and the majority had been related to Pit Bulls. He would hate to see a law where Pit Bulls were not allowed, but would like to see the kennels and the Humane Society do away with Pit Bulls that are turned into them rather than trying to find homes for City of Springfield Council Regular Meeting Minutes March 19,2007 Page 8 them. He explained asituation when he lived in California that involved a Pit Bull that had no history of being vicious, but then turned and atta<;:ked its owner. 2. Orville A Tharp, 431 E Street and 36494 Jasper Road, Springfield, OR. Mr. Tharp had requested five minutes for his testimony prior to the meeting. His request was approved by Mayor Leiken. Mr. Tharp referred to a packet that he asked to have distributed to Council. The packet included information on the Jasper Road Extension (JRE), an important project for him as he lived on Jasper Road and in Springfield. He discussed the intersection of the JRE and Jasper Road. He read from his written testimony regarding this intersection and the concerns from the Jasper Road Neighborhood Association. The Option most neighbors in this area preferred was D-3, although it would be more expensive than Option D-2. There was support from the neighbors, Senator Morrisette and Nagao Pacific Architects for Option D-3. He said the neighborhood association hoped that they could get support from the Springfield City Council, other municipal councils and the Lane County Commissioners for Option D-3, as they felt it would secure a safer highway for thousands of travelers on Jasper Road. COUNCIL RESPONSE Mayor Leiken thanked Mr. Tharp for his presentation. He noted that City staff had been working closely with the County on the Jasper Road Extension project and could be available to answer questions. Councilor Ralston asked how much more expensive Option D-3 would be than Option D-2. . Mr. Tharp said the TransPlan estimated it at $12M and the Brand S intersection (Option D-2) was estimated at $3.8M. The $3.8M amount had since escalated to approximately $6M. He didn't know how much Option D-3 costs had escalated. He would assume approximately $14M. Councilor Ballew asked for a memo from the City's Public Works staff regarding Mr. Tharp's recommendations and additional information. CORRESPONDENCE AND PETITIONS 1. Correspondence from Thurston High School's Peer Group Leaders Regarding an Invitation to the Mayor and Council to Attend the 2006-2007 School Year's Challenge Day. IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR WOODROW TO ACCEPT THE CORRESPONDENCE FOR FILING. THE MOTION PASSED WITH A VOTE OF 6 FOR AND O. BIDS ORDINANCES 1. Vicious Dogs Ordinance. Matt Cox from the City Attorney's office presented the staff report on this item. Adoption of this amended ordinance would add to the existing Springfield Municipal Code defmition of vicious City of Springfield Council Regular Meeting Minutes March 19,2007 Page 9 .' dog as well as add new defmitions including "Control of Dog," "Controlled Property," and an exception to the Class C Misdemeanor, "vicious dog," regarding illegal trespassers. Adoption would also provide specific and clear language for identification and determination of a vicious dog through Springfield Municipal Court action. The Council discussed this at the February 26,2007 work session and on the basis of that discussion further changes were made to better define a vicious dog and physical injury. Other changes included word changes regarding controlled property and secure vehicle. This ordinance's purpose is to provide clearer SMC language to the definitions and offense of owning a vicious dog. This ordinance is scheduled for adoption under the Consent Calendar on April 2, 2007. No Financial Impact. There was no further discussion by Council on this item. NO ACTION REQUESTED. FIRST READING ONLY. BUSINESS FROM THE CITY COUNCIL 1. Committee Appointments a. Police Planning Task Force Appointment. Police Chief Jerry Smith presented the staff report on this item. The Police Planning Task Force received a total of 3 applications to fill the current vacancy. Applications were received from Ronald Snow, Jeff Overstreet and Patricia Mahoney. It was determined that Ronald Snow does not live within the city limits and is not eligible to apply as a citizen-at-large representative. As a result, he was not interviewed. Candidates were interviewed on March 1, 2007. The task force recommends that Patricia Mahoney be appointed as a citizen-at-1arge member. IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR WOODROW TO APPOINT PATRICIA MAHONEY TO THE POLICE PLANNING TASK FORCE WITH A TERM EXPIRATION DATE OF MARCH 19, 2011. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. 2. Business from Council a. Committee Reports 1. Mayor Leiken gave an update on SB400, the Collective Bargaining issue before the legislature. He said it did pass the Senate in a close vote and was scheduled to go to the House tomorrow or Wednesday. He said he spent a lot of time lobbying the legislators regarding this issue. There was a provision in the bill regarding staffing numbers required. Springfield had always had a good relationship with its unions, City of Springfield Council Regular Meeting Minutes March 19,2007 Page 10 and he didn't feel the state legislature had business in providing staffing numbers and how cities should staff their public safety. Staffing numbers was not a one size fits all proposal. He said that provision had him troubled. The League of Oregon Cities (LOC), Association of Oregon Counties (AOC), Fire Chiefs Association, Police Chiefs Association and Sheriffs Association had all been working hard on this bill. He felt as written it was poor public policy and he hoped the House would vote against it. BUSINESS FROM THE CITY MANAGER Mr. Grimaldi asked to verify that a quorum would be in attendance during Spring Break next Monday. Council noted that there would be a quorum and there would be a meeting. BUSINESS FROM THE CITY ATTORNEY ADJOURNMENT The meeting was adjourned at approximately 7:25 p.m. Minutes Recorder Amy Sowa Sidney W. Leiken Mayor Attest: City Recorder City of Springfield Work Session Meeting MINUTES OF THE WORK SESSION MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY, MARCH 26, 2007 The City of Springfield Council met in a work session in the Jesse Maine Meeting Room, 225 Fifth Street, Springfield, Oregon, on Monday, March 26,2007 at 5:30 p.m., with Mayor Leiken presiding. ATTENDANCE Present were Mayor Leiken and Councilors Lundberg, Ballew, Ralston, and Woodrow. Also present were Acting City Manager Jerry Smith, City Attorney Joe Leahy, City Recorder Amy Sowa and members of the staff.. Councilors Wylie and Pishioneri were absent. ,"<~ 1. Progress Report on the 1-5 Willamette River Permanent Bridge Replacement Project. Planning Manager Greg Mott presented the staff report on this item. This very significant project has been progressing towards selecting conceptual design options for several months. Numerous factors contribute to this important decision-point, including functional needs of the system, cost, aesthetics, environmental compatibility and community values among others. Tonight's presentation will highlight the steps that have occurred, and are yet to come, in this project including the next key milestone, the Environmental Assessment. The Oregon Department of Transportation (ODOT) Bridge Delivery Unit, with assistance from Oregon Bridge Delivery Partners (OBDP), is responsible for the Willamette River permanent bridge replacement project. The project is entering the final stages ofthe bridge design options selection process so that the Environmental Assessment (EA) phase may be undertaken. The design options are intended to address the purpose and need for the bridge and incorporate the Goals and Objectives articulated by the Citizens Advisory Committee, the Project Development Team (PDT), and comments from the public via a number of public outreach mechanisms (see Attachment 1, page 5 Aesthetics, for example). A "build alternative" will be developed by the PDT that may include several "bridge type options" that fit within the environmental constraints on the project (The Council may wish to direct staff to schedule another update at this point to comment on the bridge type options). Once the "build alternative" is defined, it will become the basis for the EA that will be released for public comment, tentatively scheduled for this fall or early winter. At,the conclusion of the public comment period the EA will be revised and published in time for a public hearing, possibly in January 2008. The EA will be finalized with an expected "finding of no significant impact" issued (by June 2008). Final engineering will follow and construction may begin as early as 2009. If significant impacts are identified, the process will switch to an Environmental Impact Statement evaluation and the timelines will change. Mr. Mott introduced Ray Mabe, Bridge Delivery Unit Manager with ODOT, and Tim Dodson, Project Manager for the Willamette Bridge Project, also with ODOT. Mr. Mabe said this bridge replacement was one of365 of the bridges in the OTIA III State. Bridge Delivery Program and was the largest bridge in the program. ODOT was currently City of Springfield Council Work Session Minutes March 26, 2007 Page 2 performing the EA for this project. Mr. Mabe went through the power point presentation, which was included in the agenda packet as Attachment 3. He reviewed the history of the bridge, the temporary bridge and why it was necessary to build a permanent bridge. Councilor Ballew asking what spalling meant. Mr. Mabe said it meant pieces of concrete falling off or separating from the bridge. Councilor Ballew asked about caps. Mr. Mabe explained. He continued with the power point presentation. He noted that he could provide the Mayor and Council with a copy of the Community Advisory Group (CAG) list if they would.like. .,~~ Mayor Leiken said he would like that provided to the Mayor and Council. Mr. Mabe discussed the involvement with the CAG and the public. One of the goals of the . OTIA III program was to consider the communities input and values. The CAG first met in January 2007 and would remain in place throughout the design and construction process. The decision making body for the project was the Project Delivery Team, with the CAG acting as the advisory group to that team. He discussed the next steps in the process. Councilor Ballew asked if the EA was being conducted for state or federal requirements. Mr. Mabe said it was for the federal requirement because the bridge received federal funding and was part of the national highway system, strategic highway network. He reviewed the key issues in the project. Any new issues would be identified during the process. He discussed aesthetics of the bridge and the different views of the bridge. This site lent itself to a lot of opportunity for something that reflected the values of the community and the natural beauty of this site. The EA should be published by the end of this year or early 2008. If no significant impacts were identified, a "finding of no significant impact" should be out by June or July 2008. Construction should start in early 2010 and finish in 2012. Councilor Ballew asked why the temporary bridge went up so much faster. Mr. Mabe said ODOT was able to work with the local agencies to streamline the permitting process and got some variances. That allowed them to get the bridge up quickly, but they would need to go through the regular process for the permanent bridge. It was in the interest of everyone to move the temporary bridge project along quickly. He reviewed the contact information for the bridge project and suggested visiting the web sites for good information on the bridge. He discussed the evaluation of bridge types. Renderings ofthe different bridge types were displayed in the power point presentation. Mr. Mabe explained the different options as outlined in the power point presentation: Mr. Mott asked about the distance ofthe span. Mr. Dodson said the active waterway was about 800 feet. City of Springfield Council Work Session Minutes March 26, 2007 Page 3 Councilor Ballew asked about pedestrians along this bridge and whether or not pedestrians were allowed on the freeway. Mr. Dodson said there were only a couple of places in Oregon, near Medford and Portland, where pedestrians were not allowed on the freeway. Normally a wide shoulder was put in to accommodate pedestrians or bicyclists. Councilor Lundberg asked if all of the bridges being discussed met federal criteria. Mr. Mabe said that was correct. The only difference could be how each would affect the environment and that would be shown in the EA. Discussion was held regarding the aesthetics from the driver's perspective and from the community's perspective. The CAG was discussing the aesthetics of the bridge and how best to make it an attractive entrance into the community. .,.~ .....,,:1\';. Mr. Dodson discussed the deck arch and how it would affect the budget by adding cost. A lot of other things, such as lighting and decorative columns, could be added that were more economically feasible that would make the bridge more attractive. He noted the beauty of the river. Discussion was held regarding whether or not the river could be visible to drivers from the bridge. Councilor Ralston asked if any ofthe designs accommodated an interchange going into Glenwood at Franklin Boulevard. Mr. Mabe said the bridge would be built not to preclude that type of interchange in the future. Councilor Ralston asked if funds saved from this proj ect could go into an interchange proj ect. Mr. Mabe said it could not. The OTIA III funds used for this bridge replacement were specifically for replacement of the 365 bridges in Oregon and could not be used for other uses. Mayor Leiken said there were a lot of other federal rules regarding placement of interchanges. He appreciated ODOT working with the City and County and allowing the option for a future interchange. Government should work together to adapt to the surroundings and remain flexible to change. He said this entryway could be the entryway into one of the more important transportation systems along the Franklin corridor. Councilor Lundberg asked for the list of members on the CAG and also the Decision Team. Mr. Mabe said he could get those lists to Council. Councilor Ballew asked if this would have any impact on a possible redesign of Franklin Blvd. Mr. Mab.e said they were looking to accommodate growth on Franklin Boulevard. City of Springfield Council Work Session Minutes March 26, 2007 Page 4 Discussion was held regarding the height of the arches below deck and if it was restrictive to people canoeing or kayaking. Mr. Dodson noted the area was very shallow and there would be little impact or restriction by either the arches or supports. Mr. Mabe said the budget for this bridge was $180M, with $150M coming from OTIA III funds and $30M coming from SAFETEA-LU (federal funding) funds. $lOM was earmarked for aesthetics. Mr. Mabe noted the types of bridges being considered for this project. He said ODOT would consider opportunities for additional funding from other sources for other aesthetic options. Timing was an issue and the bridge needed to be complete in 2012. Mr. Mabe summarized his presentation. :'-S~ 2. Room Tax Allocation for Fiscal Year 2007-08. Community Development Manager John Tamulonis presented the staff report on this item. With a hotel industry rebound, the City's portion of Transient Room Taxes increased over 20% last fiscal year and over 8% so far this fiscal year, but the conservative estimate for FY08 of Tourism Promotion Reserves is $64,177 (see Attachment 1). These will likely grow with construction of the new Gateway Holiday Inn. Some Room Tax funds will likely be available for local projects as in the past. Several organizations have requested Room Tax funds, examples are in Attachments 2 (summary) and Attachments 3 and 4. Staff is seeking Council's views of the projected use of funds for I. Re-establishing prudent reserves, 2. Adjustments for annual cost increases; 3. Re-establishing a process for allocating Room Tax funds, or 4. Allocating funds through timely challenge grants to preserve major tourism facilities and investments before deterioration increases costs, restarting delayed activities and projects, and adding flexibility for small, unanticipated projects. Attachment 2 indicates a possible list of projects and opportunities that Council could use to prioritize and target funds as they become available next fiscal year. At this time, an estimated $64,000 would be available for activities and projects like those on Attachment 2. Note that the last Hayward Field payment of$15,000 is July 2008, and these additional funds will be available annually thereafter. Commitments to the 2008 Olympic Trials are included in the City Manager's Economic Development budget. Mr. Tamulonis noted several requests that had come in for possible use of the room tax funds. Councilor Ballew asked who owned the Depot building. Mr. Tamulonis said it was owned by the Depot Foundation and the land was owned by the City. He gave a brief history of the relocation of that building to its current site. In the past, the City had a Visitors Import Program (VIP) committee that used to review proposals and make recommendations. When the room tax dropped off, a state law revised the amount of money that local agencies could spend for particular uses. The amount was determined by what the City was spending on tourism related activities on July 2, 2003. On that date, the City was spending City of Springfield Council Work Session Minutes .. March 26, 2007 Page 5 approximately 25.82% of room tax funds on tourism eligible projects. Applying that percentage to the proposed FY08 income, the City would need to spend approximately $196,635 on tourism eligible projects. He referred to the chart on Attachment 1, which showed the expenses. He explained those expenses. That left about $64,000 that was not allocated that the Council could spend as they pleased. Councilor Lundberg asked if the approximately 26% on tourism related activities was the minimum and the rest could go to the General Fund. Mr. Tamulonis said the only designation in categories was the last two payments on Hayward Field and the approximately 26% that must be spent on tourism related categories specified by the State. The rest of the funds could be spent as Council wished. The $64,000 could go into the General Fund or used for another activity. Councilor Ballew said the room tax used to be a general purpose tax to reimburse cities for the wear and tear on streets, police, fIre, etc. She would like to see Council use those funds for things that could attract tourism, such as downtown improvements. She suggested being conservative because of possible declines in City tax revenue. She said she didn't see a process to invite people to solicit. She would like to see the Council more focused on how to use the funds. Mr. Tamulonis clarified that Attachment II showed items currently in the budget that addressed those needs. If Council wanted to keep funds available, an estimated $64,000 would be left from the current budget. Councilor Woodrow said he liked the idea of using these funds for downtown. He discussed the materials in the Museum, which the City owned, and thought $15,000 to protect those items was a good investment. He said he was not sure about allocating money for the Depot repairs because the building was owned by someone else. He felt the murals should be maintained and he recommended supporting that amount. Councilor Ralston said he was inclined to take the conservative approach and wasn't looking for ways to spend extra money. Building maintenance needed to be done, including the Museum. He felt there were more important projects to save money for. He said he was not in support of miscellaneous expenditures. Councilor Lundberg said the Council was ready to support and focus on downtown. She discussed the process previously used. Council could set priorities for the funds and then look at this again once the new hotel had gone in and the increases in funds were known. Give people a chance at that time to go through a system that was fair and competitive. Set the money aside for now. ~ouncilor Ballew said all the Council was working in the same direction. She asked that'staff -ing back a proposal for taking a percentage or dollar amount to respond to small, individual )jects, and also thoughts on what could be done downtown with the additional funds. It would wod to maintain some seed money for projects such as the Museum or maintaining City iings, things that would be of value for tourism and the community. She would like some for what the Council could accomplish with some start-up money to make downtown City of Springfield Council Work Session Minutes March 26, 2007 Page 6 Mayor Leiken said we needed a hook in downtown. He discussed Branson, Missouri and how they found a niche. He discussed the Simpsons' project and the possible impact that could have on our community. He said a reporter from Germany was going to talk with him about this project on Tuesday. Mr. Laudati discussed the impact of the Simpsons in Germany. Mr. Tamulonis said prior to 9-11, the City had over $100,000 annually for various projects. There were priorities, criteria and process with application forms for those funds. Discussion regarding possible redevelopment in Downtown was scheduled for a Council work session in a couple of weeks, which could bring about additional ideas for these funds~ He said there was no need to do anything regarding spending right now. He said staff could bring back more detailed information regarding the Museum's proposal, and perhaps at a later date some other seed projects for downtown. For now these funds would be kept in a reserve account. ADJOURNMENT The meeting was adjourned at 6:44 pm. Minutes Recorder - Amy Sowa Sidney W. Leiken Mayor \ Attest: Amy Sowa City Recorder