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HomeMy WebLinkAbout06/16/2008 Regular City of Springfield Regular Meeting MINUTES OF THE REGULAR MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY, JUNE 16,2008 The City of Springfield Council met in regular session in the Council Meeting Room, 225 Fifth Street, Springfield, Oregon, on Monday, June 16,2008 at7:00 p.m., with Mayor Leiken presiding. ATTENDANCE Present were Mayor Leiken and Councilors Lundberg, Wylie, Ralston, Woodrow and Pishioneri. Also present were City Manager Gino Grimaldi, Assistant City Manager Jeff Towery, City Attorney Joe Leahy, City Recorder Amy Sowa and members of the staff. Councilor Ballew was absent (excused). PLEDGE OF ALLEGIANCE The Pledge of Allegiance was led by Mayor Leiken. SPRINGFIELD UPBEAT 1. American Legion, Oregon Boys State. Mayor Leiken acknowledged the boys from Oregon Boys State who were in the audience. He said HE HAD the opportunity to welcome the boys earlier this morning at an event. Oregon Boys State had provided over 72 years of serving youth. He felt their interest in learning how government worked was commendable. Mr. Dan Warden from Selma, Oregon, came forward. He said this was his fifth year with Boys State. It was a great program where these boys took a week out oftheir summer vacation to learn about government. Some of these young men would go on and become councilmen or representatives. Mayor Leiken welcomed all of the boys. 2. Northwest Christian College (NCe) Proclamation. Mayor Leiken said Northwest Christian College (NCC) had moved up and was now changing their name to Northwest Christian University (NCV). Mayor Leiken said he had served on the Board of Trustees to the college. for six years, and had the opportunity to see them grow over the years. He proclaimed July 1,2008 as Northwest Christian University Day. There would be some great celebrations as they transitioned from NCC to NCU. He noted that NCU used the soccer fields at the Regional Sports Center in Springfield for practices. CONSENT CALENDAR City of Springfield Council Regular Meeting Minutes June 16, 2008 Page 2 IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR WOODROW TO APPROVE THE CONSENT CALENDAR. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST (1 Absent - Ballew). 1. Claims a. Approval of May 2008, Disbursements for Approval. 2. Minutes a. May 12,2008 - Work Session. b. May 19,2008 - Work Session c. May 19, 2008 - Regular Meeting d. May 27, 2008 - Work Session 3. Resolutions a. RESOLUTION NO. 08-29 - A RESOLUTION TO ACCEPT PROJECT P50247 - CONSTRUCTION OF PUBLIC IMPROVEMENTS ON THE PEACEHEALTH MASTERPLAN CAMPUS. '\ 4. Ordinances 5. Other Routine Matters a. Authorize the City Manager to Execute the Proposed Agreement with David Logan for Prosecutor Services for the Period from July 1,2008 to June 30, 2009. -b. Approval of the Liquor License Endorsement for Jimmy Lane, Located at 868 Main Street, Springfield,. Oregon. c. Approval of the Contract with Fox Lawson & Associates for the Purpose of Conducting a Classification and Compensation Study for the City of Springfield. d. Approval to Award the Subject Contract to E.C. Company in the Amount of $37,750.00 for Street Light Replacement: Project P20486. e. Accept the Bid from Brattain International Trucks for the Purchase of 1 (ONE) Water Tanker Truck in the Amount of$106,629. f. Approve the May 20,2008 Primary Election Report of Board of Canvassers and Proclamation for Springfield Mayor and Springfield City Council Positions for Ward 3, Ward 4, and Ward 6. ITEMS REMOVED, 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. Public Hearing and Adoption of Wastewater Master Plan, Project P50190. RESOLUTION NO. 08-30- A RESOLUTION OF THE COMMON COUNCIL OF THE CITY OF SPRINGFIELD ADOPTING THE CITY OF SPRINGFIELD WASTEWATER MASTER PLAN, JUNE 2008. City of Springfield Council Regular Meeting Minutes June 16, 2008 Page 3 Supervising Civil Engineer Matt Stouder presented the staff report on this item. The City's consultant has submitted the fmal draft of our Wastewater Master Plan (WWMP), which will replace the City's existing and outdated 1980 Sanitary Sewer Master Plan. The WWMP provides a summary of the City's existing and future wastewater needs, and a description ofthe approach used for preparing the Plan. Sections are included describing the study area characteristics and their impact on the development of the hydraulic model. Subsequent sections of the document present a prioritized list of capital improvement projects for the City's wastewater systems. The attached Council Briefing Memorandum provides a more detailed discussion of the methods used to develop the Plan and the results of these efforts. The WWMP provides basic data for the City's capital improvements program, as well as support for the development community, and is the foundation document for future infrastructure planning and financing at the City. Concurrently with City Council adoption of the WWMP, staff is initiating appropriate amendments to the Eugene-Springfield Metropolitan Area General Plan and the Public Facilities and Services Plan (PFSP). The Springfield Planning Commission held a joint meeting with the Lane County Planning Commission on May 6, 2008 concerning the Metro Plan and PFSP amendments. A meeting with the Lane County Commissioners and Springfield City Council is currently being scheduled in early Fall. Staff is moving forward with the steps necessary to fund and finance the resulting Capital Improvement Projects identified in the WWMP. These steps include developing a capital financing plan; updating the City's SDC methodologies; and evaluating the need to increase user fees. Mr. Stouder said he was project manager for the Wastewater Master Plan. Tonight's public hearing was for Council consideration of adoption ofthe WWMP. Notice for tonight's public hearing was sent out to members of the City's engineering and development community. In addition, the WWMP was posted to the City's website for public review and comment. An open house was also held at City Hall. During the public review no comments were received. Mr. Stouder said the WWMP identified approximately $65M in three categories: 1) expanded wastewater system services for future growth inside the City's urban growth boundary (UGB); 2) additional rehabilitation and conveyance to the existing sewer systems; and 3) projects for future conveyance and rehabilitation through our existing system based on future capacity restraints from new development. Mr. Stouder said staff recommended approval of the resolution. CounCilor Lundberg asked if the City had mechanisms in place, with the technology today, to update this plan periodically. She said the increases in costs and fees to get the system up to current standards were tremendous. . Mr. Stouder said they had the capability to update the plan more frequently. The City had the model from the consultant, which was used to develop the recommendation. As new development came in, staff could input that data into the model. Since the model had been electronically created, it wouldn't take the same amount of work to update it periodically. City of Springfield Council Regular Meeting Minutes June 16, 2008 Page 4 Mayor Leiken opened the public hearing. No one appeared to speak Mayor Leiken closed the public hearing. Mayor Leiken said the Jasper Road system expansion would be a key system expansion for Springfield. If the City wanted to be in a position to be shovel ready for opportunities, the Jasper Natron area was key. He thanked Council for their support and staff for putting together this project. IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR WOODROW TO ADOPT RESOLUTION NO. 08-30. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST (1 Absent - Ballew). 2. Supplemental Budget Resolution. RESOLUTION NO. 08-31 A RESOLUTION ADmSTING RESOURCES AND REQUIREMENTS IN THE FOLLOWING FUNDS: GENERAL, STREET, SPECIAL REVENUE, TRANSIENT ROOM TAX, COMMUNITY DEVELOPMENT BLOCK GRANT, FIRE LOCAL OPTION LEVY, SEWER CAPITAL PROJECTS, DEVELOPMENT PROJECTS, DRAINAGE CAPITAL PROJECTS, SDC TRANSPORTATION REIMBURSEMENT, SEWER OPERATING, DRAINAGE OPERATIONS, BOOTH-KELLY, INSURANCE, VEHICLE & EQUIPMENT. 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 fourth of four scheduled FY08 supplemental budget requests to come before Council. The supplemental budget being presented includes adjusting resources and requirements in the General Fund, Street Fund, Special Revenue Fund, Transient Room Tax Fund, Community Development Block Grant Fund, Fire Local Option Levy Fund, Sewer Capital Projects Fund, Development Projects Fund, Drainage Capital Projects Fund, SDC Transportation Reimbursement Fund, Sewer Operating Fund, Drainage Operations Fund, Booth-Kelly Fund, Insurance Fund, and Vehicle & Equipment Fund. The CitY Council is asked to approve the attached Supplemental Budget Resolution. He referred to the memo in the agenda packet and asked if there were any questions. There were no questions. Mayor Leiken opened the public hearing. No one appeared to speak. Mayor Leiken closed the public hearing. City of Springfield Council Regular Meeting Minutes June 16, 2008 Page 5 IT WAS MOVED BY COUNCILO~ LUNDBERG WITH A SECOND BY COUNCILOR WOODROW TO ADOPT RESOLUTION NO. 08-31. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST (1 Absent - Ballew). 3. Fiscal Year 2008/09 CityBudget Adoption. RESOLUTION NO. 08-32 A RESOLUTION ADOPTING THE FISCAL YEAR 2008/09 SPRINGFIELD CITY BUDGET, MAKING APPROPRIATIONS, LEVYING A PROPERTY TAX, AND APPROVING THE CITY OF SPRINGFIELD'S PARTICIPATION IN THE STATE REVENUE SHARING PROGRAM. Budget Officer Bob Brew presented the staff report on this. item. The City Council is requested to hold a public hearing on the City's participation in the State Revenue Sharing Program, hold a public hearing on the Fiscal Year 2008/09 (FY09) Approved City Budget, and approve a resolution to adopt the Fiscal Year 2008/09 City Budget, make appropriations, levy a property tax, and approve the City of Springfield's participation in the State Revenue Sharing Program. He reviewed some ofthe highlights ofthe budget, including adjustments to the intergovernmental funding. There were no changes from the budget that was approved by the Budget Committee. Councilor Ralston asked if part of the intergovernmental adjustment included $20,000 for the Human Services Commission (HSC). Mr. Brew said the Budget Committee had asked to have that taken out. Councilor Ralston said during a recent HSC meeting, he told them the City would reinstate that amount. The HSC was under the assumption the City would award that money. Mr. Grimaldi said staff had received a request from the County to put that money back into the budget. That request would come to Council on July 7. If Council approved the request, a budget transfer would be made to accommodate. Mayor Leiken asked Council to ask the City Manager to meet with Eugene and Lane County regarding the future of Lane Regional Air Protection Agency (LRAP A). LRAP A was no longer working as it was intended. At one point, the City of Eugene had pulled the funding from LRAP A from their future budget. He was not sure if the County had removed it from their budget. The City needed to take a look at whether or not LRAP A made sense, or if it would make more sense to turn things over to the Department of Environmental Quality (DEQ). He would also like to have a conversation with the leadership at Lane Metro Partnership about what Springfield would like to see more of regarding economic development. Councilor Wylie asked if there was any fmancial impact if the City went to DEQ rather than LRAP A. Mr. Grimaldi said there would be no cost to the City. That was a service provided by the State. Councilor Ralston said that was correct. City Attorney Joe Leahy said Council needed to give staff the go ahead to explore the options. City of Springfield Council Regular Meeting Minutes June 16, 2008 Page 6 All councilors present agreed it should be explored. Mayor Leiken spoke again regarding the Lane Metro Partnership. He said the City had been consistent in our approach to economic development. He felt the City Manager needed to have a conversation with the Executive Director regarding the direction Springfield felt Lane Partnership should be going. Councilor Lundberg said Council should provide direction to staff regarding that conversation; what the Council would like to see them doing and what would be our alternatives if we chose something different. Mr. Grimaldi said the first conversation could be with the Chief Elected Officials (CEO's) of Lane County and the City of Eugene to see what their thoughts and needs might be regarding this subject. The City Manager could bring input from that meeting to Council for a work session for feedback before having an in depth discussion with Lane Metro Partnership. Councilor Woodrow referred to page 2 of 4 in attachment A in the agenda packet. He asked if the City was providing funding to Lane County Animal Regulation Authority (LCARA). Senior Management Analyst Mike Harman responded to this question. He said a contract was signed two years ago for animal control services. Next year was the last year of the contract in the amount of about $45,000. Councilor Woodrow asked if the City would need to continue to pay the $45,000 if the facility closed. Mr. Harman said LCARA was planning to stay open, but if they did close"the City would not have to pay because LCARA would not be providing services. Mayor Leiken opened the public hearing. I. Curtiss Greer, 357 55th Place, Springfield, OR. Mr. Greer spoke regarding the Room Tax funds. He questioned why organizations that already were taxpayer funded were requesting additional funds. It showed that those in charge didn't apply at work what they did at home. Most people had to figure out how to live within the funds they had. He referred to items #8 and #15, which showed that those that supported urban renewal were now applying for payback. If the schools had money to give up to fund urban renewal, why should they receive more money from other sources. He said item #5 was a slap in the face of the taxpayer. Most unlawful immigrants came from south of the border, as well as a lot of drug traffic. Many dealing in the unlawful activity were transients so they paid room tax. Staff saw it proper to find a place to put the money they spent in room taxes and fund something that directly affected this population. The funds would be 250 percent higher than the group would put in. He said he had found no other city that did that amount of funding on non-American celebrations. He said this type of event could be put on for much less. Eugene had cancelled activities by groups like this. Non-American activities needed to be self-funding with only normal City support, such as traffic support, debris removal, etc. If the community didn't want to support them, it shouldn't be done by taxation. Mayor Leiken closed the public hearing. City of Springfield Council Regular Meeting Minutes June 16, 2008 Page 7 IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR WOODROW TO ADOPT RESOLUTION NO.4. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST (1 Absent - Ballew). 4. Sale ofKrey Property. Community Development Manager John Tamulonis presented the staff report on this item. Mrs. Mildred E. Krey, Trustee of the Non-Marital share created in the Krey Trust, donated to the City a 50% share in the 0.9-acre property on the 4900 block on the south side of Main Street in mid- 2007. The City had an appraisal of the property value with a recent update that concluded a Fee Simple Market Value of $367,000, effective October 29, 2007. The City advertised for the potential sale of the property through an RFP process and received three offers by the due date of December 7, 2007. However, the Council's approval of the sale to the highest bidder fell through when the bidder failed to close. The remaining two bidders were asked to resubmit bids and their proposals are in Attachment 1. Note their proposed bids are reduced primarily because of the cost of. removing asbestos tile. The City received a Preliminary Title Report by Cascade Title Company showing Mildred E. Krey, Trustee of the Non-Marital Share and the City of Springfield each as to an undivided one- half interest of the property known as 4909,4911, and 4915 Main Street Springfield. Cascade Title Company indicated they would write title insurance on the property. The City also had a Level I environmental study completed which pointed to the need to remove and dispose of properly asbestos tile, lighting ballasts, TV sets/tubes and moldy debris. The City's costs of the studies, legal and other relatively incidental costs are estimated to be about $15,000 and exclude environmental cleanup. Mrs. Krey's attorney Tom Wurtz indicates her willingness to agree to sign a Sale Agreement for the highest offer received. The City's share would be 'l2 after deduction of closing costs, escrow fees, and title reports. Councilor Woodrow thanked staff, City Attorney and Mr. Wurtz for making sure Mrs. Krey's donation was taken care of properly. Mayor Leiken asked if the new proposal was from a tax paying entity. Mr. Tamulonis said that was correct. They had also purchased another piece of property nearby that would also be developed. 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 APPROVE THE CITY MANAGER TO SIGN A SALE AGREEMENT WITH MRS. MILLIE KREY'S CONCURRENCE, TO SELL THE KREY PROPERTY TO THE HIGHEST BIDDER PREPARED TO CLOSE BY JUNE 27, 2008 WITH THE City of Springfield Council Regular Meeting Minutes June 16, 2008 Page 8 CITY'S SHARE OF SALE PROCEEDS TO GO FOR SUPPORT OF THE JUSTICE CENTER AND POLICE SERVICES IN THE COMMUNITY OF SPRINGFIELD IN ACCORDANCE WITH A RESTRICTED DONATION AGREEMENT AND COVER THE PRELIMINARY COSTS FOR PREPARING FOR THE SALE. SHOULD THAT NOT WORK OUT, AUTHORIZE THE CITY MANAGER TO WORK WITH THE OTHER BIDDER IN AN'AMOUNT AT OR ABOVE $300,000. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST (1 Absent - Ballew). BUSINESS FROM THE AUDIENCE None. COUNCIL RESPONSE CORRESPONDENCE AND PETITIONS 1. Correspondence from Ron Paradis, 76W oodlane Drive, Springfield, Oregon Regarding Beautification Becoming Gentrification. 2. Correspondence from Patty and Doug Booth, 40168 Booth Kelly Rd., Springfield, Oregon, Regarding the Patrician Mobile Home Park. 3. Correspondence from Greg Shaver, Springfield, Oregon, Regarding the Road Repair Fee. IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR WOODROW TO APPROVE THE CORRESPONDENCE FOR FILING. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST (1 Absent - Ballew). BIDS ORDINANCES BUSINESS FROM THE CITY COUNCIL 1. Committee Appointments a. Springfield Library Board Application Review / Appointment. Library Director Rob Everett presented the staff report on this item. The Library Board has three vacancies on its board. Member Ruth Haberman and Jonna Van DeWalker terms are expiring on June 30, 2008. Neither one has chosen to reapply. Member Matthew Bunde has resigned. His term expires December 31, 2010. Kristin Dahlin, Jocelyn Harley, Marilee Woodrow, Helen Cramer, Kathleen Howard, and Christine Stole have applied for the positions. The Library Board has reviewed all applications and met with all candidates at the regular May 2008 meeting. The board recommends that Kristin DaWin, Jocelyn Harley, and Marilee Woodrow be appointed to the board, two with terms to expire June 30,2012 and one with a term to expire December 31,2010. City of Springfield Council Regular Meeting Minutes June 16, 2008 Page 9 Kristin Dahlin is a lifelong Library user and graduate of University ofIdaho with a B.S. in accounting. She is currently employed at Moss Adams Accounting Firm. Jocelyn Harley is an educator currently employed by Eugene District 4J as a high school social studies teacher. She is involved in education related activities and a life long user of libraries. Marilee Woodrow is a homemaker and community volunteer who is also a SMART reader in the Springfield Schools. She is involved in the Community Parade Corp. and is a member of the Springfield Chamber. Marilee is a life long user of libraries. The Library Board believes the other three candidates to be well qualified as well and has expressed a strong interest in encouraging them to re-apply for future openings on the Library Board. The appointments are scheduled to be ratified at tonight's regular session. Councilor Lundberg asked if Council needed to choose which applicants would be appointed to each position. Mr. Everett said once the applicants were appointed, the Library Board could determine the terms for each at their next meeting. IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR WOODROW TO APPOINT KRISTIN DAHLIN TO THE SPRINGFIELD LmRARY BOARD WITH A TERM TO EXPIRE DECEMBER 31, 2010 OR JUNE 30, 2012. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST. IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR WOODROW TO APPOINT JOCEL YNHARLEY TO THE SPRINGFIELD LmRARY BOARD WITH A TERM TO EXPIRE DECEMBER 31, 2010 OR JUNE 30, 2012. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST. Councilor Woodrow noted that it was not a conflict of interest for him to vote for his wife because it was a non-paid position. IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR WOODROW TO APPOINT MARILEE WOODROW TO THE SPRINGFIELD LmRARY BOARD WITH A TERM TO EXPIRE DECEMBER 31, 2010 OR JUNE 30, 2012. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST. 2. Business from Council a. Committee Reports City of Springfield Council Regular Meeting Minutes June 16, 2008 Page 10 1) Councilor Wylie said she and the Mayor attended the Smart Growth Conference on development in our community. It was a very good conference. There were a lot of realtors there, and the City helped sponsor the event. Mayor Leiken said it was mainly sponsored by the realtors. He thanked key Development Services Department (DSD) staff for attending the conference. About 250 people attended throughout the day. It was interesting with ideas of how to apply growth locally. Councilor Wylie said everyone seemed to be on board for planning efforts and paying attention to green standards. It was very sound and looking for the best for the community. 2) Mayor Leiken attended the ribbon cutting for the new Holiday Inn Hotel in Gateway. They were opened in time for the Olympic Trials. It was the fIrst full-service hotel since the Hilton was built in 1982. 3) Mayor Leiken said he attended the Prayer Breakfast. The special guest was Bob Burk, Thurston High School graduate, rear admiral and chief chaplain for the Navy, Coast Guard and Marines. 4) Councilor Ralston reported on the Human Services Commission (HSC). The HSC passed their next two year budget today and would have a four hour retreat on July 2 from 4:00-8:00pm. 5) Mayor Leiken reported on the Revenue Committee from the Governor's Transportation Committee. They no longer seemed to be moving in the right direction. A couple of proposals came up that the League of Oregon Cities were not in favor of. This meeting seemed to take the committee backwards. He said Councilors could contact him for more details on the proposal. 6) Councilor Ralston read a prepared statement from Councilor Woodrow and himself in response to the May 31 Register Guard editorial, which indicated that somehow they would not be objective regarding the need for a conference center in Springfield. Because of their interest in the issue, they had been members of the Springfield Conference Center Consortium that had been looking at possible conference center sites. The Conference Center Consortium had not made a commitment to a specific site. As elected representatives, he believed they were entitled to support the goal of having a conference center in Springfield. He believed they were also entitled to be active and involved in the affairs of the community. However, in regards to any specific conference center site, they had not made up their minds. In making their decision for a potential conference center site, they intended to apply the law and the facts as presented to them during the public hearing by the public and City staff. They fully believed that they were capable of impartially weighing the evidence presented to them in such hearings to make a clear decision on the matter. Notwithstanding that, in an effort to avoid any appearance of impartiality as of June 2, 2008, they had withdrawn from the Springfield Conference Center Consortium. In the event a development application for a conference center was filed, they did plan on participating in the land use decision making process on any site brought before the Council. City of Springfield Council Regular Meeting Minutes June 16, 2008 Page 11 BUSINESS FROM THE CITY MANAGER 1. Ratify Appointment of Public Works Director. City Manager Gino Grimaldi presented the staff report on this item. Mr. Grimaldi said Public Works Director Dan Brown would be leaving at the end of the month. Mr. Brown had been a leader in the community and our organization. One sign of a true leader was their ability to grow people within the organization to take their place, and Mr. Brown had done that. Mr. Grimaldi said he was asking Council to ratify the appointment of Susie Smith as the City's next Public Works Director. He gave a brief background of Ms. Smith's time with the City since 1987. He discussed her current duties as administrator for the Metropolitan Wastewater Management Commission (MWMC). Mayor Leiken welcomed Ms. Smith to her new position. He knew that great things would continue to happen un~er her leadership. He noted others that had transitioned into leadership positions, such as Eileen Stein who was now City Administrator for the City of Sisters, Oregon. He again congratulated Ms. Smith. IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR WOODROW TO RATIFY THE CITY MANAGER'S APPOINTMENT OF SUSIE SMITH TO THE POSITION OF PUBLIC WORKS DIRECTOR, EFFECTIVE JULY 1, 2008. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST (1 Absent- Ballew). 2. Bid Award for Police Radio System Move. Senior Management Analyst Mike Harman presented the staff report on this item. The Police Department is seeking Council approval to move the existing radio system using a sole source contract with DAY Wireless, the Motorola radio dealer for the state of Oregon. The General Contractor has asked the City to proceed with installation of wiring for the radio system in anticipation of moving in to the new Justice Facility. DAY Wireless Communications is the Oregon vendor for Motorola radio systems and products, and as such they have installed and supported the entire radio system for the Police Department. Other vendors who were asked to bid on the job either indicated an inability to adequately perform the work, or stated that they would be unable to move the existing equipment because they are not Motorola certified. Based upon the findings of the attached memo, the services required to move the existing radio system are only available from one source, DAY Wireless. Mr. Harman described the process to move the radio system to the new building. Because of the complexity of the project, Day Wireless was the only one that could do the work and stand behind their work. IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR WOODROW TO APPROVE TO AWARD A CONTRACT TO MOVE THE EXISTING POLICE RADIO SYSTEM, NOT TO EXCEED $55,000, TO DAY WIRELESS FROM JUSTICE FACILITY FIXTURES, FURNISHINGS AND EQUIPMENT BUDGET FUNDS. City of Springfield Council Regular Meeting Minutes June 16, 2008 Page 12 THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST (1 Absent- Ballew). 3. Request for Room Tax Funds Reserved as Contingency for the 2010 Pan American Maxi- Basketball Event in Springfield. Community Development Manager John Tamulonis presented the staff report on this item. Started internationally in 1991 and in the Americas in 2000 and held every two years, the 2010 F{MBA Pan American Maxi-Basketball Championship will be held for the first time in North America at the Regional Sports Center in Springfield. The last several nine-day events have drawn about 1200 players (ages 35 to 70+, coaches, family, e,tc.) and the upcoming event would have about a $1.6 million impact on the local area. Though the event has covered its costs, CV ALCO believes prudently that a reserve fund from several organizations as sponsors of about $100,000 total should be established. The request is for $20,000 each from Springfield, Eugene, Lane County, CV ALCO, and combined from Eugene and Springfield Chambers of Commerce. Funds would remain with the agencies and only used if revenues do not cover costs. Springfield recently allocated Tax funds in FY2009 for community-based projects. These funds were established to enhance sports and cultural attractions in the Springfield community and in turn generate additional economic activity and more Room Tax revenues. Even with conservative revenue projections, Room Tax funds would be available, if needed in 2010. Ruben Rodriguez Lamas, President ofFIMBA, will be visiting Eugene~Springfield June 17-20. He will be touring several hotels which will be utilized during the tournament, as well as the Regional Sports Center. Mr. Tamulonis discussed the event that would be held in Springfield in 2010. It would be the first time this event was held on North American soil, and it would be held at the Springfield Regional Sports Center. Convention and Visitors Association of Lane County (CV ALCO) and the Regional Sports Center would contribute funding and the balance would be, split among other agencies if needed. He discussed the Pan American event in other European countries. Mayor Leiken commended Mr. Tamulonis for a job well done. IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR WOODROW TO APPROVE RESERVING $20,000 IN ROOM TAX FUNDS IN FY2010- 11 AS A CONTINGENCY FUND FOR THE PAN AMERICAN MAXI-BASKETBALL CHAMPIONSIDP TO BE HELD IN SPRINGFIELD. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST (1 Absent - Ballew). 4. Funding for Justice Center Ancillary Building. Proj ect Manager Carole Knapel presented the staff report on this item. In order to keep the construction of the Justice Center within the identified budget, on January 22,2007 the City Council directed staff to reduce the then current scope ofthe Justice Center, including a reduction in the size of the ancillary building. The building size reduction was made for budgetary reasons only and was selected as one ofthe deletions because it was an element ofthe project that could be easily removed, at that point in the project, and be added back in at some time in the future. Recent discussions by the Citizen's Advisory Committee, the Police Planning Task Force, City City of Springfield Council Regular Meeting Minutes June 16, 2008 Page 13 Council and project staff have conftrmed that adjusting the ancillary building back to its full size is considered high priority item. On January 22,2008 Council authorized staff to take steps necessary to redesign the Ancillary Building back to its full size. The redesign has now been completed and the project CM/GC, Hyland Construction. Inc. has provided a guaranteed construction price proposal in the amount of $346,000. Due to construction scheduling, cost escalation and operational advantages staff recommends that the Ancillary Building be constructed to its full size during the current phase of work, along with the Police/Courts Building. It is estimated that this can be accomplished within the current budget. The construction contract includes a contingency in the amount of $500,000. This construction contingency has a current balance of approximately $450,000. Because the total project (Police/Court and Jail) is approximately 60% complete, staff recommends using $200,000 from tp.is contingency for the Ancillary Building construction. In addition, the project budget includes a $150,000 line item for the purchase or lease of property adjacent to the new facility which might be used for staff or visitor parking. By combining these amounts, funds will be available for the construction of the Ancillary Building. As the construction proceeds, approximately $250,000 in construction contingency funds identified within the construction contract will still be available. In addition, the project budget has a construction contingency balance of approximately $440,000. If the project encounters significant unforeseen conditions or design and construction issues, additional contingency funds may need to be added to the project. As the construction proceeds, however, the potential need for contingency funds is reduced. Councilor Lundberg asked what would be gained by building the full building. Ms. Knapel said it would provide additional space for storage of evidence, police files, vehicle evidence, and S.W.A.T. vehicles. It would give the Police Department the ability to store these items and have some room for growth. It would help them to build further space in the future at less of a cost. Councilor Pishioneri asked if the kennels had been removed. Ms. Knapel said there was some kennel space left. IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR WOODROW TO AUTHORIZE STAFF TO PROCEED WITH THE CONSTRUCTION OF THE FULL-SIZE ANCILLARY BUILDING USING CONSTRUCTION CONTINGENCY FUNDS AND OTHER PROJECT FUNDS. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST (1 Absent - Ballew). BUSINESS FROM THE CITY ATTORNEY Mr. Leahy said the public hearing for the Council's recommendation to OLCC for Shaker's was scheduled for Monday, July 7. The normal process for OLCC recommendations was for staff to present the name and other information from the application to Council. The City Attorney's offtce had been given a lot of information. The City Attorney's office together with the City's building official, Dave Puent, had been ,talking about whether it might be beneficial, based on the City of Springfield Council Regular Meeting Minutes June 16, 2008 Page 14 information they had, to make a recommendation after examining each type of criteria that would be examined by OLCC. They could then offer information to the Council as it related to that criteria if Council approved of them doing that. Councilor Lundberg said Council would need to judge this business like any other establishment. She wanted to be fair. She was struggling with being able to have the kind of evidence to recommend one way or another. Mr. Leahy said they would give information based on OLCC's criteria and would organize that information. The information may lend itself to making a recommendation to Council. Councilor Lundberg said she would want to feel comfortable with the decision. Mr. Leahy said it was up to Council to make final recommendation. Councilor Woodrow noted that Council members had been invited to attend the Light of Liberty event. He asked if they needed to pay in order to attend that event, based on the new ethics laws. Mr. Leahy referred to the back side of the invitation that was submitted by the City Attorney's Office. He asked Councilor Woodrow to read that statement. Councilor Woodrow read "To guests subject to recent revisions in Oregon ethic laws please note that the value of the VIP ticket, which includes entry to the park and barbeque buffet, is $15 for adults and $5 for children": ADJOURNMENT The meeting was adjourned at approximately 7:55 p.m. Minutes Recorder Amy Sowa Attest: a"t~ City Re rder