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HomeMy WebLinkAbout09/15/2008 Regular (2) City of Springfield Regular Meeting MINUTES OF THE REGULAR MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY, SEPTEMBER 15,2008 The City of Springfield Council met in regular session in the Council Meeting Room, 225 Fifth Street, Springfield, Oregon, on Monday, September 15,2008 at 7:00 p.m., with Mayor Leiken presiding. ATTENDANCE Present were Mayor Leiken and Councilors Lundberg, Wylie, Ballew, Woodrow and Pishioneri. Also present were City Manager Gino Grimaldi, Assistant City Manager Jeff Towery, City Attorney Joe Leahy, City Attorney Matthew Cox, City Recorder Amy Sowa and members of the staff. Councilor Ralston was absent (excused). PLEDGE OF ALLEGIANCE The Pledge of Allegiance was led by Mayor Leiken. SPRINGFIELD UPBEAT 1. Willamette Valley Babe Ruth All Stars - Acknowledgement of Accomplishments. Mayor Leiken noted that the Willamette Valley Babe Ruth All Stars won the Regional Tournament and competed in the National Tournament in Louisiana. He had sent a'letter to the coach of the team commending them on their accomplishment. 2. Employee Recognition: Jenny Peterson, 30 Years of Service, Library. City Manager Gino Grimaldi recognized Jenny Peterson for 30 years of service with the Springfield Library. Ms. Peterson introduced her husband, Kent Peterson who was in the audience. Mr. Grimaldi noted the history of Ms. Peterson with the City, now Library Manager for the Adult Services division. Ms. Peterson had also served with many community organizations. Mr. Grimaldi noted that Ms. Peterson would be retiring in the next couple of months. Ms. Peterson said she had thoroughly enjoyed working with the people at the Springfield Public Library. They took pride in their work and were an incredible family to her. 3. Employee Recognition: Rich Harrison, 30 Years of Service, Police. City Manager Gino Grimaldi recognized Rich Harrison for 30 years of service with the City of Springfield Police Department. Mr. Harrison introduced his wife, Beth, who was in the audience. Mr. Grimaldi noted the history of Captain Harrison with the Police Department, including his promotion to Captain. Captain Harrison was one of fIrst officers of the INET group, and was more recently involved in overseeing the construction of the new Justice Center. City of Springfield Council Regular Meeting Minutes September 15, 2008 Page 2 Captain Harrison said the last thirty years had gone very quickly and he was honored to have worked for the City of Springfield. Mayor Leiken thanked Ms. Peterson for being a friendly, familiar face in the Library. Mayor Leiken also thanked Captain Harrison for his service to the City. Councilor Ballew thanked Ms. Peterson for her years in the Library. She noted the list of guest lecturers scheduled to be at the Library and recommended Council try to attend some of those. CONSENT CALENDAR IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR WOODROW TO APPROVE THE CONSENT CALENDAR WITH ITEM 1 REMOVED. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST (1 Absent- Ralston). . 2. Minutes a. January 16,2008 - Joint Elected Officials Meeting b. February 12,2008 - Joint Elected Officials Meeting c. May 13, 2008 - Joint Elected Officials Meeting d. July 7, 2008 - Work Session e. July 7, 2008 - Regular Meeting f. July 14,2008 - Work Session g. July 21, 2008 - Work Session h. July 21,2008 - Regular Meeting 1. July 28, 2008 - TEAM Springfield Meeting J. September 8, 2008 - Work Session 3. Resolutions a. RESOLUTION NO. 08-41- A RESOLUTION OF THE CITY OF SPRINGFIELD AMENDING RESOLUTION NO. 2008-38. 4. Ordinances 5. Other Routine Matters a. Approval of the Liquor License Endorsement for Coho Distributing Located at 4011 Industrial Avenue, Springfield, Oregon. b. Approval ofthe Liquor License Endorsement for Jalisco Family Mexican Restaurant II Located at 1537 Mohawk Blvd., Springfield, Oregon. c. Authorize the City Manager to Sign a Contract with Global Pacific EnviroIunental for Asbestos Abatement in the Old Police/Courts Building in the amount of $59,700. ITEMS REMOVED These items were pulled due to conflict of interest for Councilors Lundberg and Woodrow. Their employers are listed in the disbursements. City of Springfield Council Regular Meeting Minutes September 15,2008 Page 3 1. Claims a. Approval of the July, 2008 Disbursements for Approval. b. Approval of the August, 2008 Disbursement for Approval. IT WAS MOVED BY COUNCILOR BALLEW WITH A SECOND BY COUNCILOR PISHIONERI TO APPROVE ITEM 1 OF THE CONSENT CALENDAR. THE MOTION PASSED WITH A VOTE OF 3 FOR, 0 AGAINST, 2 ABSTENTIONS (Lundberg and Woodrow), AND 1 ABSENT (Ralston). 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. Proposed Amendment to Springfield Development Code (SDC) Section 3.2-610, Adding "Bowling Alleys" to the List of Permitted Uses in the Mixed-Use Commercial Zoning J)istrict. ' ORDINANCE NO.1 - AN ORDINANCE AMENDING SECTION 3.2-610 OF THE SPRINGFIELD DEVELOPMENT CODE TO ADD "BOWLING ALLEYS" TO THE LIST OF PERMITTED USES WITHIN THE MIXED-USE COMMERCIAL ZONING DISTRICT (FIRST READING). Mark Metzger, Planner, presented the staff report on this item. A citizen initiated Development Code amendment proposes to add "Bowling Alleys" to the list of permitted uses in the Mixed Use Commercial zoning district. Bowling alleys are not allowed in the Mixed-Use Commercial zoning district. At issue is whether or not this use should be allowed in the Mixed-Use Commercial district. SJ)C Section 3.2 600-Mixed-Use Zoning Districts was drafted in 2002. The list of permitted uses within mixed-use districts was developed by an advisory committee composed of citizens, business owners and members of the Planning Commission. At the time the committee evaluated permitted uses, experience with how to structure "mixed-use" zoning and "nodal development" . was limited. Over the past six years, observation of other communities as well as our own experience has broadened. The emphasis on achieving attractive commercial development that is pedestrian-friendly and transit-supportive does not preclude accepted recreational activities such as bowling. The proposed amendment would allow bowling as an activity but would not change the pedestrian-oriented, transit-supportive design standards that apply to development in the Mixed- Use Commercial zoning district. These design standards are important to achieving attractive commercial developments in mixed-use areas. The standards are also a key to implementing "nodal development," one of the TransPlan strategies for reducing Springfield's reliance on the automobile. Attachment 1 to the Staff Report shows that other comparable recreational uses in the Mixed Use Commercial district such as gyms and athletic clubs, recreation centers, and miniature golf are permitted in the zone. The applicant believes there is a market for an updated form for a bowling establishment that incorporates full service restaurants, and other upscale attractions and decor. City of Springfield Council Regular Meeting Minutes September 15,2008 Page 4 Attachment 2 to the Staff Report is a compilation of news articles describing this new trend in bowling alleys. The Planning Commission conducted a public hearing on this matter on September 3, 2008. Attachment 2 is the Planning Commission Order recommending that the Council approve the amendment. Mr. Metzger said in order to make their decision, Council needed to find the action was consistent with the Metro Plan, applicable State Statutes, applicable statewide planning goals, and administrative rules. The staff report gave reasonable basis for Council to find this action consistent with those provisions. Councilor Woodrow said it appeared that skating rinks were not allowed in this zoning district and asked if staff knew why. Mr. Metzger said he had gone over the record, but there was not a clear record of why skating rinks and other uses had not been allowed. In principal, at the time, they were trying to restrict Mixed Use Centers (MUC) to smaller (in terms of scale) activities. Thoughts ofMUC had changed, and staff felt comfortable allowing this use. Mayor Leiken opened the public hearing. No one appeared to speak. Mayor Leiken closed the public hearing. NO ACTION REQUESTED. FIRST READING ONLY. 2. Fireworks Sales Lot/Christmas Tree Sales Lot Ordinance. ORDINANCE NO.2 - AN ORDINANCE AMENDING SPRINGFIELD MUNlCIP AL CODE(SMC) SECTIONS 7.150 THROUGH 7.156 REGARDING CHRISTMAS TREES SALES LOTS AND FIREWORKS SALES LOTS. (FIRST READING). Assistant Community Services Manager Jackie Murdoch presented the staff report on this item. This issue came before the Council for discussion and review at a Work Session on September 8, 2008 after staff had received direction from Coundlleadership on the issue offrreworks sales lots and Christmas tree sales lots, specifically concerning enforcement issues surrounding signs, business licenses, and site review of these seasonal businesses. The proposed ordinance's purpose is to provide clearer language to staff and the general public in regards to frreworks sales lots and Christmas tree sales lots. Previously, fireworks sales lots have not been regulated under the same business license and site review requirements ofthe SMC as Christmas tree sales lots have. This has created issues for staff with enforcement of code provisions towards fireworks sales lots. DSD Code Enforcement and Springfield Fire personnel seek to require a business license and site review component for both Christmas tree sales lots and Fireworks sales lots. Currently fireworks sales lots receive only a license through Fire Life & Safety. That requirement will continue if the proposed ordinance is approved by Council. Staff also will be adjusting the fee schedule for both Christmas tree sales lots and Fireworks sales lots City of Springfield Council Regular Meeting Minutes September 15,2008 Page 5 to reflect the cost of processing the licenses and/or sign permits. The ordinance's inclusion of proposed site review requirements should clear up sign issues which have occurred in the past. There should be no financial impact on the City. Staff believes that this ordinance will save City stafftime enforcing the SMC and State law regarding Christmas tree sales lots and fIreworks sales lots. This ordinance would amend Chapter 7. Ms. Murdoch noted the history of this and why it was determined this amendment should be made. The change requested by Council at the September 8 work session had been made. Mayor Leiken opened the public hearing. Noone appeared to speak. Mayor Leiken closed the public hearing. NO ACTION REQUESTED. FIRST READING ONLY. 3. Reimbursement District. ORDINANCE NO.3 - AN ORDINANCE AUTHORIZING THE CREATION OF REIMBURSEMENT DISTRICTS, ADDING SECTIONS 3.600, 3.605, 3.610, 3.615, 3.620, 3.625,3.63'0,3.635,3.640,3.645,3.650,3.655, 3.660, 3.665, AND 3.700 TO THE SPRINGFIELD MUNCIP AL CODE, AS AMENDED, AND SETTING AN EFFECTIVE DATE (FIRST READING). Assistant Public Works Director Len Goodwin presented the staff report on this item. As City staff continue development of a broad-based capital financing plan, alternative revenue mechanisms are being explored. Currently, the City relies on such things as user fees, systems development charges, local improvement districts and intergovernmental grants and loans to provide revenue streams to support either pay-as-you-go financing or issuance of debt. One revenue mechanism that is not used in Springfield is the reimbursement district, which involves collection of fees from developments which are used to reimburse an original developer who fronts the cost of a major capital improvement. Although the City has used a somewhat similar informal approach in isolated cases, the Council has not codified the process or the standards to be used. Based on the ordinances used by a number of other Oregon cities, staff, in consultation with the City Attorney, have developed a proposed reimbursement district ordinance which would provide a formal structure for creation of these districts when conditions are appropriate. The draft ordinance is little changed from the draft reviewed with Council in work session on April 28. Staffhave incorporated suggestions made by the Council at that work session. Mr. Goodwin referred to a map and chart in the agenda packet that showed an example of a reimbursement district scenario. He explained the difference between the reimbursement district and a local improvement district. Councilor Ballew asked if the amount of the reimbursement was a set amount with no interest. Mr. Goodwin said that was correct. Consideration had originally been held regarding whether or not to have escalation of interest, or reduce because of depreciation of the system. City of Springfield Council Regular Meeting Minutes September IS, 2008 Page 6 Mayor Leiken opened the public hearing. 1. Fred Simmons. 312 South 52nd Place. Springfield. OR. Mr. Simmons said this created an obligation on the part of a property owner who may be within that impacted district without opportunity to raise an issue about the cost. He explained. He felt it almost went as far as the Dolan decision. It was convenient for the developer to recapture the dollars, but there were potential liabilities that could be unintended. He cautioned Council to look at this carefully and protect those that were impacted. The City had an obligation to treat everyone equally in the process. It was a good idea, but the issue was the impacted properties that may be required to pay. He discussed prevailing wage and other issues. Mayor Leiken closed the public hearing. Councilor Pishioneri said when the property owners chose to hook up to those facilities was when . they were obligated to pay. Mr. Goodwin said when a person came in to develop their property, they were required to pay. If the property owner chose to leave their property in its current condition and use it, the obligation would never arise. He noted that the Council would be the one to determine the amount of benefit each ofthe properties in the district would be required to pay and only after a public hearing. Mr. Leahy said this had been reviewed by Mr. Van Vactor from the City Attorney's office. Mr. Van Vactor had done a comprehensive analysis of what was being done in other jurisdictions, and they were very comfortable with this ordinance. Mayor Leiken said this had been back and forth between staff and Council three or more times, and they had uncovered most things during those discussions. This was a potential tool for developers. He thanked Mr. Simmons for his testimony. Councilor Ballew asked where it stated twenty years in the ordinance. Mr. Goodwin said in section 3.615 (7), "The proposed period oftime that the right to reimbursement exists shall be specified in the resolution and shall not to exceed 20 years". NO ACTION REQUESTED. FIRST READING ONLY. BUSINESS FROM THE AUDIENCE 1. Curtiss Greer. 357 55th Street. Springfield. OR. Mr. Greer said his purpose was to show Council a side of an issue he felt they had failed to consider in their support of TEAM Springfield. He referred to an article that was posted on the internet regarding Chicano culture. He felt self-determination should not be at another's expense. He said freedom of information exposed what was going on quietly. It revealed to him that from 2005 until present, all public funded agencies had approved $1500 of tax money raised this year to $6500 to support activities by an ethnic group that did not want to be Americans. His research showed that this was the only ethic group that had asked for and was given tax dollars to promote their culture here. He felt it showed this group did not want to pay for their expression of their culture as others did. He felt that results of this Council's actions would set into motion destruction of the greatest endeavor developed through guidance of the City of Springfield Council Regular Meeting Minutes September IS, 2008 Page 7 Creator. The School District had recognized that foreigners should take fIrst place and Americans second. This nation was formed to be a strong and united congregation, one loyalty, one language, one flag, one America. By taking tax dollars from the people and funding non-American activities, he felt they destroyed the American ideal. Those who did not want to become American showed it openly. The head of economic development had stated that there were many that would like to renounce their U.S. citizenship. If that was true, those people should be exposed and sent away. He said he would like to see documentation of economic benefit the event created. He questioned if this was the type of activity the City needed. Staff had gone overboard catering to this foreign language, and at the same time no one was asking them to post the American language. Trying to be diversified was contrary and destructive to the foundation of this nation. We were given the title of United States for a reason. He felt it was time to stop this downward spiral of our identity and stand tall for America. He asked that they also consider that those that fought for our freedom had never asked for tax dollars to pay tribute to those past, present and future. 2. Shirley Gauthier. 538 W. M Street. Springfield. OR Ms. Gauthier spoke regarding the Human Rights Harvest. A handout had been distributed to the Mayor and Council prior to the meeting. She thanked Mayor Leiken and Police Chief Smith for agreeing to speak at the event. The event was started by Springfield Alliance for Equality and Respect (SAFER). The year before last, over 600 students were identified as homeless in the Springfield School District. She explained how those students were identifIed. This year, they had identified over 400 students that were homeless and the school year hadn't even begun. SAFER became co- sponsors of this event. She referred to the many sponsors on the flyer and said we had a community to be proud of. They were going to go out and network and find out what resources we had in our community to help with this issue. SAFER realized that a lot of groups were doing a lot of things for the homeless that they were unaware of, and by networking, they hoped to bring all the resources together and form a resource referral program in our community. This would be a two-hour event with live music, and donated soup, bread and water. Mayor Leiken thanked Ms. Gauthier and Housing Manager Kevin Ko fortheir work on this event. COUNCIL RESPONSE CORRESPONDENCE AND PETITIONS I. Correspondence from the Upper Willamette Soil and Water Conservation District, 780 Bailey Hill Road, Suite 5, Eugene, Oregon Regarding a Notice of Name Change. 2. Correspondence from Rosie Pryor, Volunteer with 'Yes for Lane Community College (LCC) Bond Measure Political Action Committee' Requesting Council Endorsement for the Upcoming LCC Bond Measure. 3. Correspondence from Mike Robertson Regarding the "Fill the Boot" Campaign. 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 - Ralston). BIDS City of Springfield Council Regular Meeting Minutes September 15, 2008 Page 8 ORDINANCES BUSINESS FROM THE CITY COUNCIL I. Committee Appointments a. SDC Update - Citizen Advisory Committee Appointments. Assistant Public Works Director Len Goodwin presented the staff report on this item. The Council has authorized the creation of an ad-hoc SDC Citizen Advisory Committee for the purpose of considering policy issues that may arise during the current update of the Systems Development Charge methodology and ordinance as they apply to Storm water and Local Wastewater SDCs. . On July 18, 2008, staff presented a status update for the 2008 update of the SDC methodology and ordinance (~pringfield Municipal Code sections 3.400 through 3.420). Since it appears that the methodology for Transportation SDCs complies with current requirements, the methodology review will be limited to stormwater and local wastewater charges. The work plan includes a public involvement process including a Citizen Advisory Committee to consider policy issues on which the Council may wish to seek citizen input during the update process. The Council authorized the creation of this ad-hoc Citizen Advisory Committee. A media advisory requesting applications was released on July 14,2008. This announcement ran in various media outlets for 3 weeks with applications accepted through August I, 2008. A total of 10 applications were received. Community affiliations of applicants include: Home Builders Association, DevelopmentlEngineering Community, Springfield Chamber of Commerce, Springfield Planning Commission and Property Owners. Most City wards have some representation. Council may also wish to select a member to serve as the City Council Liaison. This advisory committee is expected to meet 6 - 8 times from September 2008 through January 2009. Staff anticipates bringing a revised SDC ordinance and methodology to the Council in January 2009 for the Local Wastewater SDCs and in February 2009 for the Stormwater SDCs. The City Council reviewed the candidate list during their September 8, 2008 Work Session and asked staff to bring selected candidates forward for appointment during the September 15,2008 regular meeting. Mr. Goodwin noted that the first meeting of CAC would be on October I. Staff would bring the wastewater SDCsback to Council in February, stormwater in March. Staff also planned to provide a memorandum for Council discussion during a work session in the near future describing considerations and policy issues Council may have. IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR WOODROW TO APPOINT STEVE MOE, LAURA POTTER, LANE BRANCH, DAN EGAN, KATE FERSCHWEILLER, FRED SIMMONS, LISA EMERSON, RONNA FRANK, GEORGE GRIER, AND ROY BURLING TO THE SDC CAC WITH COUNCILOR BALLEW SERVING AS COUNCIL LIAISON AND COUNCILOR LUNDBERG AS THE ALTERNATE. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST. (1 Absent - Ralston) '" City of Springfield Council Regular Meeting Minutes September 15,2008 Page 9 2. Business from Council . a. Committee Reports I. Mayor Leiken said he would wait to report on the transportation subcommittee until after the committee presented its recommendation to the Governor the end of September. BUSINESS FROM THE CITY MANAGER 1. Thin Lift Overlay Proposal on Unimproved Streets. Maintenance Manager Brian Conlon presented the staff report on this item. In March 2008 the Mayor appointed a citizen panel to assess the current condition of the City's transportation system and whether or not transportation activities are adequately funded. One ofthe items Council directed staff to pursue with the Street Preservation Task Force was to consider possible alternative preservation treatments to be provided to unimproved City streets where residents have not made the capital investment to bring the street to City standards. The Task Force met twice in April and made a recommendation to City Council that the City modify its current policy of not providing preservation treatments on unimproved streets to provide labor and equipment to perform thin-lift asphalt overlays on appropriate streets ifthe residents agree to cover the cost of materials. The Council then directed staff to develop a program policy regulating specifics s\lch as fmancial and project coordination responsibilities of the property owners/residents as well as outlining what the City will provide. The cost of providing thin-lift overlays on unimproved streets would currently run about $100K per mile for a 20' wide street, translating to approximately $9.50 per front foot to street centerline. This price will fluctuate because of the volatility of the asphalt market. Maintenance staff has seen good performance from thin-lift overlays lasting up to 10 years, sometimes more depending on traffic and drainage conditions. A list of unimproved street thin-lift overlay candidates that includes a priority assessment based on condition rating is included as Attachment 3. These priorities would be factored into the analysis of requests put forward by citizens. If implemented, staff will market the thin-lift overlay program as a pilot and report back to City Council after one year. Citizen project coordinators will be informed that their project will be balanced with improved street preservation maintenance priorities. Staff estimates that 1-2 miles of thin-lift overlays per year can be performed without impacting priority maintenance on improved streets. IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR WOODROW TO APPROVE THE PROPOSED UNIMPROVED STREET OVERLAY REGULATION. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST (1 Absent - Ralston). City of Springfield Council Regular Meeting Minutes September 15,2008 Page 10 2. Fire Station # 16 Bank Qualified Financing Agreement. RESOLUTION NO. 08-42 - A RESOLUTION OF THE CITY OF SPRINGFIELD. LANE COUNTY. OREGON APPROVE A BORROWING TO FINANCE A FIRE STATION. Finance Director Bob Duey presented the staff report on this item. On May 21, 2007 the City Council directed staff to proceed with the plans to construct a new fIre station at the site of then present Fire Station #1, now referred to as Fire Station #16. Also at that time, the Council approved the financing plan for the construction project to include both the use of City reserves and outside borrowing. Staff has recently received proposals from three banks and is recommending that the Council accept the loan proposal from Bank of America. The construction budget for Fire Station #16 is $2,976,344. This includes architectural fees, project management costs, permits & inspections, furnishings and construction costs. It does not include the cost of temporary housing for city employees. Staff considered resources from state loans, bonds, and commercial banks and have determined that a tax-exempt commercial bank loan was the most appropriate source of funds for this purpose. The final financing plan is: Tax Exempt Bank Borrowing Sports Ctr Rezoning Reserve Old SDC Reserve Bancroft Fund Reserve General Fund Reserve Partial Re-Appropriation of First Yr Budgeted Debt Service $1,800,000 300,083 100,000 250,000 376,441 149.820 $2,976,344 With an interest rate of 4.90%, the annual debt service for the loan will be approximately $229,000. Two other proposals were received. US Bank's interest rate was .51 % and Siuslaw Bank's rate was .645% higher than B of A's. The loan will be secured with the full faith and credit of the City's General Fund. Closing is scheduled for September 17th. Mr. Duey noted that the Bond Counsel recommended adding Section 3 of the resolution which read, "This resolution shall take effect on its date of adoption". City resolutions normally took affect upon adoption, but because this loan was closing on Wednesday, the Bond Counsel felt that statement should be in the resolution. He asked Council that when the motion was made, they state that they would be approving the statement with the addition of the effective date. The resolution would be sent to the Bond Counsel tonight. Councilor Ballew asked about the City's current investments and if they were secure following today's financial announcements. Mr. Duey said he had gone through the list ofthose in trouble and felt that the City's investments were secure and stable. Our investment policy required fairly high ratings. IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR WOODROW TO ADOPT RESOLUTION NO. 08-42. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST (1 Absent - Ralston). City of Springfield Council Regular Meeting Minutes September IS, 2008 Page 11 3.. Approval to Contract for Purchase of Diesel Exhaust Extraction System Upgrades for Fire & Life Safety Department. Deputy Chief of Operations Mark Walker presented the staff report on this item. Fire and Life Safety received an Assistance to Firefighters federal grant to purchase a variety of fIre equipment. Included in the grant award was funding for various fIre nozzles, 5 thermal imaging cameras, and upgrades for diesel exhaust systems. Nozzles and thermal cameras have been purchased and are currently in use during field operations. An RFP is currently open (closing 9/17/08) to solicit proposals for diesel exhaust systems. The RFP is advertised in two publications, on the City website, and invitations have been sent to at least 10 potential proposers. We anticipate this competitive process will result in a good selection of proposals from which suitable equipment/systems can be obtained. The deadline for complete expenditure ofthe grant funds is 9/27/08. Due to Council's meeting schedule, approval is requested at this time to authorize the purchase of the last portion of the specifIed equipment - the diesel exhaust systems. The equipment we seek approval to purchase will provide upgrades to existing equipment, and increase firefighter safety from diesel exhaust emissions. Placed in apparatus bays in the fire stations, these new systems will offer firefighters easy, safe access to exhaust system connections before entering the apparatus bays, ensuring minimum exposure to emissions inside the bays and adjoiningworklliving spaces. Contract will be prepared through the normal approval process with Finance and City Attorney's Office prior to submitting to City Manager for signature. The original funding for this project was authorized in FY08 and a supplemental budget request will be presented to Council in October to re-appropriate the unexpended funds in FY09. Grant funds of $48,000, plus $12,000 matching funds from FLS remain for this grant and will be used to finance the project. Additional funds, if necessary, not to exceed $30,000, will be allocated from Public Works building maintenance funding for FY09. IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR WOODROW TO APPROVE AUTHORIZATION FOR THE CITY MANAGER TO SIGN A CONTRACT TO PURCHASE DIESEL EXHAUST EXTRACTION SYSTEM UPGRADES FOR THE FIRE AND LIFE SAFETY DEPARTMENT IN AN AMOUNT NOT TO EXCEED $90,000. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST (1 Absent - Ralston). 4. League of Oregon Cities Conference - Voting Delegate Designation. City Manager Gino Grimaldi presented the staff report on this item. The annual business meeting of the League of Oregon Cities will be held on Saturday, October 4, 2008, in conjunction with the League of Oregon Cities Conference, October 2-4, 2008, at the Salem Conference Center in Salem, Oregon. Each city is entitled to cast one vote at the business meeting. Therefore a voting delegate is needed to represent Springfield. Those attending from the City of Springfield include City Manager Gino Grimaldi, Mayor Leiken, and City Councilors Wylie and Ballew, and Council-Elect Leezer. , City of Springfield Council Regular Meeting Minutes September 15,2008 Page 12 IT WAS MOVED BY COUNCILOR WOODROW WITH A SECOND BY COUNCILOR PISHIONERI TO DESIGNATE MAYOR LEIKEN AS THE VOTING DELEGATE FOR THE 2008 LEAGUE OF OREGON CITIES (LOC) CONFERENCE IN SALEM, OREGON WITH COUNCILOR WYLIE AS THE ALTERNATE. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST (1 Absent - Ralston). BUSINESS FROM THE CITY ATIORNEY ADJOURNMENT The meeting was adjourned at approximately 7:40 p.m. Minutes Recorder Amy Sowa Attest: ~.krum. City Rec der -