HomeMy WebLinkAbout2018 09 05 CCICity of Springfield
CCI Regular Meeting
MINUTES OF THE REGULAR MEETING OF
THE SPRINGFIELD COMMITTEE FOR CITIZEN,
INVOLVEMENT HELD WEDNESDAY, September 5, 2018
The City of Springfield Committee for Citizen Involvement met in a work session in the Jesse Maine Meeting Room, 225
Fifth Street, Springfield, Oregon, on Wednesday, September 5, 2018 at 6:30 p.m., with Greg James presiding.
ATTENDANCE
Present were Chair Greg James, Vice Chair Michael Koivula, Commissioners Tim Vohs, Troy Sherwood, and Bergen
Also present were AIC DPW Director Tom Boyatt, Development and Public Works Current & Comprehensive
Development Manager Sandy Belson, Senior Planner Molly Markarian, City Attorney Kristine Kraaz, and Management
Support Specialist Brenda Jones and members of the staff.
ABSENT
PRESENTATION
1. Fixing Springfield Streets- Measure 20-296, Tom Boyatt
10m Go Bond to fix City Streets
• Proposed 5 year increase in property tax levy to raise $10 million dollar to repair identified priority list of
arterial and collector streets
• Street reconstructs about 4 to 10 more than street repair
• Pays for repair work on about 4.5 miles of council-adopted commercial street segments
• Estimated bond rate is $0.50 per $1000
City Council Adopted a list of priority street to fix (segments of each road)
• Olympic Street
• Centennial Blvd
• Commercial Street
• 42nd Street
• Thurston Road
• High Banks Road
• 14th Street
• Mohawk Blvd
Ongoing preservation techniques
• Adopt pavement does not last forever
• About every 10 years
State and Local Revenues pay for
• Traffic Signals, Pavement markings, Traffic signals
• Street lights and electricity
• Pot holes, crack sealing, ADA ramp upgrades
• Winter Storm Response, Special Events
State Gas Tax and Fee Increases in 2018
• About 750,000 estimated annual revenue increases for Springfield 2018-2022
• About 500,000 to go to crack and slurry seal program
City of Springfield
Committee for Citizen Involvement Minutes
September 5, 2018
Page 2
State and Federal Revenue
• Federal and regional Grant Funds (3 to 4 year cycle)
o Thurston Road and A Street(2013)
o Gateway Street Surface Repair (2015)
o 28th Street Surface Repair (2019-2020)
o Mill Street Reconstruction (Application Pending)
Backlog of Unfunded Repairs Growing
• Street Assets are never in 100% Good Shape
• Today overall Streets Condition about C-
• 2013 Estimated Repair/Reconstruct Backlog was $22 million
• 2016 Estimated Repair/Reconstruct Backlog was $30 million
• 2018 reconstruction Repair/Reconstruct Backlog was $
Commission James thinking in term of City, we need to get to sustainability, he is frustrated……… he appreciates Tom
explaning the funding streams
Commissioner Vohs, is there any consideration being given on these projects for reconfiguration of any of the projects.
Tom answered that No, maneuvering around…the city has authorized pre spending to get the projects moving, most of the
design work will be and all of the construction will be done outside
Commissioner James why is the City looking at a 5 year plan…….tom replied that they polled this question and the
response was….
Commissioner Koivula asked about 1993, he is surprised not to see “Q” Street. Tom responded that “Q” Street is
complicated, but should be at the top of the list for future projects
Commissioner Koivula asked for a copy of the powerpoint presentation. Tom said he needs to check to make sure he is
allowed.
Commissioner Koivula also asked
Koivula brought in information regarding using plastic bottles for construction. He brought in copies for
Commissioner Vohs agrees with the thought of
Commissioner Vohs, in past years how much funding was there for preservation. Tom answered that this year was less
than $100,000.
Commissioner Vohs made a statement that it looks like we are just breaking even .
STAFF REPORT
1. Main Street Safety Project-
Cherean Springer one of the consultants introduces Allison who will be stepping in as Consultant.
City of Springfield
Committee for Citizen Involvement Minutes
September 5, 2018
Page 3
PROJECT BACKGROUND:
The City of Springfield has engaged the community for several years in identifying and discussing potential changes
along the Main Street corridor that will leverage the local economy and the quality of the community for decades to come,
including: determining the community’s vision for future development; constructing pedestrian crossing improvements;
improving lighting in downtown; providing assistance to individuals who want to learn about and take advantage of a full
range of transportation options; investigating the feasibility of high capacity transit capital improvements; and now the
Main Street Safety Project. The City has also worked with the Oregon Department of Transportation (ODOT) to reduce
the speed limit to 35mph west of 62nd and has been actively implementing traffic safety public education and enforcement
activities. In 2016, ODOT programmed $3.9 million to construct raised center safety median treatments on nearly five
miles of Main Street from 20th to 72nd. Before ODOT can obligate funds for design and construction, the City Council
and ODOT need to engage property owners, businesses, and the traveling public in a planning process to answer the
questions of “what type of median concept achieves the safety goals of the City and State?” and “how can it be done to
minimize negative impacts to businesses and property owners?”. State law, sometimes referred to as the Senate Bill 408
process, also requires significant interaction with abutting property owners.
With the support of an experienced consultant team, ODOT and the City, along with other local agencies including Lane
Transit District (LTD), will spend the next two to three years working to answer these critical questions, relying on
technical viability, economic impact, and community support for alternative solutions to improve safety on Main Street.
The alternative solutions will also consider how to integrate transit investments along the corridor. Due to the length of
the Main Street corridor, the large number of adjacent stakeholder business and property owners, and significant ongoing
safety issues, the process to forge solutions is complex and time consuming.
Planning Phase
The Main Street Facility Plan will be the work product that pulls together analysis, community outreach, and design
concepts developed during the Main Street Safety Project’s Planning Phase. It is an expression of the community’s values
that becomes the design framework for project development. Council and Oregon Transportation Commission (OTC)
adoption of the Facility Plan as an amendment to the Springfield Transportation System Plan (TSP) allows the City and
ODOT to proceed with detailed design, engineering, and construction of the Council-selected solutions.
In Spring 2018, ODOT executed its consultant contract and an intergovernmental agreement outlining City and State
responsibilities for the project’s Planning Phase, and formally issued a notice to proceed with the process to develop a
Main Street Facility Plan. At the City Council’s May 21st Work Session, the project team facilitated Council review and
discussion of the Facility Plan goals, process and outcomes in preparation for the June 5th Main Street Governance Team
meeting that formally kicked off the Facility Plan process. At that meeting, Governance Team members and agency staff
reached a common understanding about the Facility Plan process, and the Governance Team agreed on the definition of
the project purpose, agency roles, and project decision-making process.
As noted earlier, Council’s consideration and adoption of the Facility Plan as an amendment to Springfield’s TSP is a
necessary step prior to project design and construction. The TSP amendment process is a legislative land use process that
conforms to state requirements for public notice, public hearing, facts and findings in the record of decision, and the
opportunity for appeal. As noted at the Planning Commission’s July 17th Work Session, the Planning Commission will
provide guidance and direction at several key milestones as the project team, stakeholders and the broader community
work through the values trade-offs that will ultimately lead to a preferred package of solutions and set the stage for
documenting compliance with federal requirements and project design and construction.
COMMUNITY ENGAGEMENT PLAN:
Upon adoption, the Community Engagement Plan (CEP) will serve as a guide for stakeholder outreach and public
involvement activities for the creation of the Main Street Facility Plan. At the July 17th Work Session, the project team
presented an annotated outline of the CEP to give the Planning Commission an overview of the different chapters and
elements of the CEP and sought feedback on draft key messages.
City of Springfield
Committee for Citizen Involvement Minutes
September 5, 2018
Page 4
With input from elected and appointed officials, the project team has developed the draft CEP included as Attachment 2.
The draft CEP is consistent with Springfield’s adopted citizen involvement policies and with Statewide Planning Goal 1,
Citizen Involvement, as well as the Senate Bill 408 requirements (State law for ODOT projects that also requires
significant interaction with abutting property owners). The draft CEP presents background information on the project, the
purpose of the CEP, and describes a broad spectrum of activities that the consultant team, City of Springfield, and ODOT
will implement in order to assure that interested and affected parties have adequate opportunities to provide meaningful
input to the Facility Plan.
• Introduction-
o Project purpose
• Public Involvement Principles
o Community engagement goals
o
• Corridor Research
o Springfield are information
o Main Street Corridor demographics
• Engagement : Key Issues & Concerns
o Safety
o Traffic
o Coordination with transit & other planning projects
• Key Messages
o Primary key messages
o Secondary key messages
• Publiv Involvemetn Process
o Adviosory bodies & decision making structyre
o Project timelines
• Engagement Strategies & Schedule
o Project kick-off & community priorities (summer 2018)
o Goals & objectives (Fall 2018)
o Evaluate solutions (Spring 2019)
• Community Engagement Program Eval
o Qual
o
• Appendix B- Communication Protocols
• Appendix C – Dispute Resolution Process & Protocols
Commissioner James asked thanked her for adding Eric Adams with Willamalane to the Technical Committee, and
thanked the group for listening to the CCI for and addressing there concerns
Commissioner Koivula let them know that it was hard for him to follow a matrix…………..
Commissioner James pointed out that they spoke about measurable outcomes, and appreciated for quantifying ….looks
like a great product
COMMUNITY ENGAGEMENT PLAN:
Upon adoption, the Community Engagement Plan (CEP) will serve as a guide for stakeholder outreach and public
involvement activities for the creation of the Main Street Facility Plan. At the July 17th Work Session, the project team
presented an annotated outline of the CEP to give the Planning Commission an overview of the different chapters and
elements of the CEP and sought feedback on draft key messages.
City of Springfield
Committee for Citizen Involvement Minutes
September 5, 2018
Page 5
With input from elected and appointed officials, the project team has developed the draft CEP included as Attachment 2.
The draft CEP is consistent with Springfield’s adopted citizen involvement policies and with Statewide Planning Goal 1,
Citizen Involvement, as well as the Senate Bill 408 requirements (State law for ODOT projects that also requires
significant interaction with abutting property owners). The draft CEP presents background information on the project, the
purpose of the CEP, and describes a broad spectrum of activities that the consultant team, City of Springfield, and ODOT
will implement in order to assure that interested and affected parties have adequate opportunities to provide meaningful
input to the Facility Plan.
STRATEGIC ADVISORY COMMITTEE:
A key component of the draft CEP is the formation of a Strategic Advisory Committee (SAC). The SAC presents an
opportunity for citizens to communicate with the project team, to provide input, feedback, and guidance to staff, and to
forward recommendations to the Planning Commission. At the July 17th Work Session, the project team sought feedback
from the Planning Commission on the categories of participants for the SAC and recruitment strategy.
On July 24th, recruitment of SAC members started and included a media release, E-Update to interested parties, social
media post, posting on City webpage and ourmainstreetspringfield.org webpage, and direct appeals to prior participants in
Main Street-related projects and organizations/individuals with connections to desired interest groups. The Register-
Guard subsequently covered the recruitment in print and electronic formats. At the time of the initial application deadline
(August 10), 11 applications were received from individuals reflecting most of perspectives and backgrounds desired. No
applications were received in the first round of solicitation for three interest groups (Chamber of Commerce, Trucking
industry/freight & delivery, Youth), so the City issued an updated media release on August 20th, extending the deadline
until August 31st for those categories, along with additional direct outreach to potential participants. By the time this
packet was finalized, one application had been submitted to represent the Chamber of Commerce.
Below are the desired areas of representation and which applicants meet those categories. The project team recommends
all applicants be appointed as, together, they reflect the variety of interests desired.
Commissioner James suggested now that school is in session that they look at the Student Leaders that attend all of
the board meetings might be interested in participating.
• Corridor resident:
Staci Holt, Susan Hartman, William Belcher
• Corridor business/property owner:
Dani Wright , Jeffrey Wing, Joe Tokatly
• Corridor employee:
Alyssa Martin
• Springfield resident or business owner outside corridor:
Dick Jones, Garrick Mishaga, James Coldren, Marshall Loveday
• Chamber of Commerce:
Dean Huber
• Transit advocate:
Alyssa Martin, Garrick Mishaga, Susan Hartman
• Senior Springfield resident or business owner:
Dick Jones, James Coldren, Susan Hartman, William Belcher
• Springfield resident or business owner with disability/ies:
City of Springfield
Committee for Citizen Involvement Minutes
September 5, 2018
Page 6
Susan Hartman
• Trucking industry/freight & delivery:
• Bike/ped interest:
Alyssa Martin, Garrick Mishaga, Marshall Loveday
• Youth:
The committee and consensus by all Committee members to move forward with the Strategic plan as presented to
the CCI Committee for Citizen Involvement.
Commissioner James thanked staff and the consultants for all their work so far.
ADJOURNMENT
The meeting was adjourned at 7:30 p.m.
Minutes Recorder – Brenda Jones
______________________
Greg James
Planning Commission Chair
Attest:
____________________
Brenda Jones
Management Support Specialist