Loading...
HomeMy WebLinkAbout10/06/2008 Regular City of Springfield Regular Meeting MINUTES OF THE REGULAR MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY, OCTOBER 6, 2008 The City of Springfield Council met in regular session in the Council Meeting Room, 225 Fifth Street, Springfield, Oregon, on Monday, October 6, 2008 at 7:04 p.m., with Mayor Leiken presiding. ATTENDANCE Present were Mayor Leiken and Councilors Lundberg, Wylie, Ballew, and Woodrow. Also present were City Manager Gino Grimaldi, Assistant City Manager Jeff Towery, City Attorney Joe Leahy, City Attorney Bill Van Vactor, City Recorder Amy Sowa and members ofthe staff. Councilors Ralston and Pishioneri were absent (excused). PLEDGE OF ALLEGIANCE The Pledge of Allegiance was led by Mayor Leiken. SPRINGFIELD UPBEAT 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 4 FOR AND 0 AGAINST (2 Absent - Ralston and Pishioneri). 1. Claims 2. Minutes a. July 14,2008 - Council Work Session (Corrected) b. September 15,2008 - Joint Elected Officials Meeting c. September 15,2008 - Council Work Session d. September 15,2008 - Council Regular Meeting e. September 17,2008 - Joint Elected Officials Meeting f. September 22,2008 - Council Work Session 3. Resolutions 4. Ordinances a. ORDINANCE NO. 6228 - 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. City of Springfield Council Regular Meeting Minutes October 6, 2008 Page 2 b. ORDINANCE NO. 6229 - AN ORDINANCE AMENDING SPRINGFIELD MUNICIPAL CODE (SMC) SECTIONS 7.150 THROUGH 7.156 REGARDING CHRISTMAS TREES SALES LOTS AND FIREWORKS SALES LOTS. c. ORDINANCE NO. 6230 - AN ORDINANCE AUTHORIZING THE CREATION OF REIMBURSEMENT DISTRICTS, ADDING SECTIONS 3.600, 3.605, 3.610, 3.615, 3.620,3.625,3.630,3.635,3.640,3.645,3.650, 3.655, 3.660, 3.665. AND 3.700 TO THE SPRINGFIELD MUNICIPAL CODE, AS AMENDED. AND SETTING AN EFFECTIVE DATE. d. ORDINANCE NO. 6231 - AN ORDINANCE AMENDING THE EUGENE- SPRINGFIELD METROPOLITAN AREA GENERAL PLAN (METRO PLAN) CONSISTENT WITH POLICY G.3 IN CHAPTER III, SECTION G. PUBLIC FACILITIES AND SERVICES ELEMENT: AMENDING TABLE 4, TABLE 16 AND MAP 2 OF THE PUBLIC FACILITIES AND SERVICES PLAN (PFSP) TO UPDATE THE PROJECT LISTS AND MAPPED LOCATION OF THESE FACILITIES: AND ADOPTING A SEVERABILITY CLAUSE. 5. Other Routine Matters a. Authorize the City Manager to Acquire 1600 Square Feet of Property for Use as a Nine- Space Parking Lot North of the Westernmost Segment of Aster Street (by the White Horse Statue) for $13,500. 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 to Consider Offers of Sale of Real Property Surplus. City Engineer Ken Vogeney presented the staff report on this item. In 1964, the City acquired property that lies adjacent to the existing south right-of-way line of G Street, east of Mill Street, from the Housing Authority and Urban Renewal Agency of Lane County, Oregon. The property was purchased in fee simple, and the City's ownership is neither limited nor qualified, nor is the use of such real property restricted. This parcel is approximately 0.03 acre in size, and is of variable width across the frontage of G Street. The parcel is free of easements, but is not suitable for any other public use. There are two parcels ofland adjoining this surplus property and the owners of each parcel have expressed an interest in acquiring the property. The interested owner of the western adjoining parcel intends to remove the existing house on that parcel and construct a new building for a day care and activity center for children from infancy to elementary school age. The owner of the eastern adjoining parcel, who is involved with the western parcel, does not intend to modify the current use of that parcel. Written notice has been provided to the owners of any abutting property and notice has been advertised in a paper of general circulation to give notice ofthe City's intent to entertain offers in writing for the purchase of the property. Any offer(s), which are to be accompanied by evidence ofthe value of the property, will be reviewed by the City Manager, and this Public Hearing, City of Springfield Council Regular Meeting Minutes October 6, 2008 Page 3 pursuant to ORS 221.715, is scheduled to allow the Council to take testimony and consider any offer(s). Staff recommends that the property'be sold consistent with the provisions of Municipal Code Section 2.714 and the relevant provision of Oregon Revised Statutes regulating the disposal of public property. Staff further recommends that any written offers which are received prior to 5:00 p.m. local time on Friday, October 3, 2008 be reviewed by staff and an oral recommendation be presented by staff at the Public Hearing on October 6, 2008. Mr. V ogeney noted that one offer had come in today from GoReap Ministries. A copy of the offer had been placed at the Council places and the original submitted to the City Recorder for the public record. GoReap Ministries was the abutting property owner of one of the tax lots. Mr. Vogeney noted that Tom Novack, Director of GoReap was in the audience. 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 ACCEPT OFFERS TO PURCHASE CERTAIN REAL PROPERTY OWNED BY THE CITY OF SPRINGFIELD WmCH HAS BEEN DECLARED BY RESOLUTION NO. 08-19 AS SURPLUS PROPERTY. THE MOTION PASSED WITH A VOTE OF 4 FOR AND 0 AGAINST (2 Absent - Ralston andPishioneri). BUSINESS FROM THE AUDIENCE 1. Sandy Halonen, NEDCO, 783 Grant Street, Eugene, OR Ms. Halonen spoke regarding the Springfield Farmer's Market. She thanked the City of Springfield, especially Housing Manager Kevin Ko, who worked so hard to make the market a success. Willamalane had helped with the entertainment and Sarai Johnson, Marketing Manager at NEDCO, did a terrific job of bringing this together. The last day ofthe market would be on Friday, October 10. There would be many vendors, entertainment, pumpkin carving contest.(Mayor judging), meet a friend for lunch, speeches and accolades and a preview of next year's market. Posters for the event were distributed to the Mayor and Council by the City Recorder. Ms. Halonen said there would be several categories for the pumpkin carving contest. She invited the Council to participate. One of the farmers was donating the pumpkins. She noted the success of the market and relayed information from a survey taken the end of August. They would continue the market next year and start their planning much earlier. They were very excited about holding this event in Springfield next year. Councilor Ballew said she loved the market and thanked everyone for working so hard. She asked ifthe vendors were happy and willing to come back next year. Ms. Halonen said they were happy to come back. It was a risk to do a new market, but they were happy they did. City of Springfield Council Regular Meeting Minutes October 6, 2008 Page 4 Mayor Leiken said one of the vendors said our market kept her in business. He thanked Ms. Halonen for her part in the market. Councilor Wylie asked if there was a prospect of adding craft vendors next year. Ms. Halonen said adding crafts made a different kind of market, and they were trying to keep it agricultural at this time. 2. Juan Carlos Valle, 1040 Horn Lane, Eugene, OR. Mr. Valle said he was here as a member of the Eugene Police Commission, a member of Centro Latino Americano, and Birth to Three. He also volunteered his time at other agencies throughout Eugene. He was also here as a citizen. He noted that October was the National Hispanic Heritage month. In 1968, President Lyndon Johnson was authorized to proclaim National Heritage Week by Congress. In 1988, it expanded to a whole month from September 15 to October 15. He provided a document regarding Hispanic Heritage Month 2008, which included information regarding the growth of the Hispanic population in the United States, the age of the population, Latino owned businesses, educational background of Hispanics, number of Hispanics that served as Chief Executive Officers, Physicians, Surgeons, Teachers, and Attorneys. He also noted the number of Hispanics that were veterans ofthe U.S. Armed Forces. 3. Berenice Ornelas Villegas, 2634 Gay Street, Eugene, OR. Ms. Villegas thanked Mayor Leiken and the City Council for allowing her to speak. She said she worked for the City of Eugene at the Library and Recreational/Cultural Services and also the Lane Service District. She and her husband, Roman, owned Roman's Marble, Granite and Tile at 4684 Main Street in Springfield. They chose to form their business in Springfield because of the opportunity and encouragement that was presented to them at the Latino Business Network meeting that was held at the Springfield Chamber of Commerce. She said they felt welcomed until now. The comments made at Council three weeks ago had made them question if they were truly welcome. Both Ms. Villegas and her husband were born in Mexico. She was a U.S. citizen and her husband was a legal resident. They were licensed contractors since opening their business two and a half years ago. They had many good experiences and some not so good. They had been broken into and vandalized three times, yet they had chosen to stay. The violation of those experiences did not equal the violation they felt from the comments toward the Latino community. She asked the Mayor and Council if they really wanted them here. She asked what the meaning of their silence to the speaker was. She said they would have to wait to see if they were still welcome in Springfield. It was their hope that someone, if not everyone, from this Council would reach out to them and let them know whether they had their support or not. 4. Edna Rodriguez, 1760 Fairhaven Drive, Springfield. OR. Ms. Rodriguez thanked the Mayor and Council for the opportunity to speak. The reason she was here was that she was also upset at the recent comments made against the Latino community in Springfield three weeks ago. She said she had been a part of this community her whole life. She and her husband chose to live in Springfield because they had the opportunity to own a home through the First Time Homeowners Program. Her husband was a legal resident, here from Mexico for six years. She said her husband worked for the 4-J School District and two mornings a week, he took English as a Second Language classes at Lane Community College (LCC). Ms. Rodriguez was a business owner with Farmer's Insurance and also worked for 4-J in their after school mentoring program. With her business, she had supported two major events a City of Springfield Council Regular Meeting Minutes October 6, 2008 Page 5 year through Willamalane at the Regional Sports Complex that contributed to the economic advancement of the Willamalane programs and the City. She also attended and supported the Latino Business Network Group and participated and provided event sponsorship for the Latin American Law Student Association at the University of Oregon. With all this, when she heard comments and thoughts that were heard at Council a few weeks ago, she felt attacked and belittled. She said she was an American, but somehow that wasn't good enough because of her cultural background. When that type of hate speech was allowed, she didn't feel defended or represented or welcomed in her own city, community or country. She asked when the Council would stand up for the Latino community. 5. Mark Molina. 146 E Street, Springfield, OR. Mr. Molina said this was part of their American story. He noted that he was an American, a third generation Mexican American and third generation U.S. Military veteran. His father was a retired military man who had served in two foreign wars. Six of the seven children in his family had served honorably, as well as other members of his family. The comments made a few weeks ago before Council may seem insignificant to some, but they were not. They were a reminder of part of their American story. He told of discrimination he faced when he was growing up. He said he had been in this community for many years, coached soccer for six years, coached football for three years, was a cubmaster and scoutmaster and had served quietly when no one was looking. He was with the kids and the families in the rain, picked kids up for practice and took them to games, bought uniforms and trophies and continued to be involved in their lives. He referred to a statement that was included in the Council agenda packet that he had submitted. There was a lot to celebrate in Springfield, a lot of positive things had happened in Springfield. This was their America, too, and didn't belong to one segment ofthe population. He hoped that heaTing their story would have an impact. 6. Shirley Gauthier, 538 West M Street, Springfield, OR. Ms. Gauthier said she had come to talk about her excitement about the Human Rights Harvest. She noted, however, that she was in the Council Chamber: when the comments being referred to were made. The comments hurt her in her heart; not personally, but to think that someone in her community felt that way and felt safe enough to express themselves. She felt she was guilty, too, because she should have walked up to that person to let them know how offended and hurt she felt because of his comments. She said silence was probably the crippling thing in this situation. As long as we kept silent, no matter how many events we had or how many things we celebrated, it was not enough. She volunteered with Springfield Alliance for Equality and Respect (SAFER), advocates for students in the schools, sponsors of the Human Harvest, Martin Luther King event, and Caesar Chavez event. They tried to get the community involved and there had been a lot of progress and celebration. She believed that the leaders, the Mayor and Council, set the tone of our community. She was happy to be here tonight and regretted being silent for the three weeks. Mayor Leiken said he was surprised the speakers felt the way they did because two years ago he stood up for their community and received death threats for that stand. He noted his heritage and said he understood, as did the Council. He said he was a huge believer in freedom of speech. Council's silence was not an indication that they believed in what Mr. Greer had to say three weeks ago, but he did have the right to come before Council and speak, just as those speaking tonight had that right. He noted a public hearing several months ago regarding the proposal for Shakers. The owner ofthat establishment, Mr. Dugger spoke and was receiving hissing from the City of Springfield Council Regular Meeting Minutes October 6, 2008 Page 6 audience, but the Mayor put a stop to that. Mr. Dugger had the right to speak, whether or not the community liked that business or not. ' Mayor Leiken said because he was a supporter of freedom of speech, he appreciated those that spoke tonight. To suggest that Council didn't believe in what the Latino community was doing and wanting them to open their business was wrong. He was sorry about the vandalism and they hoped to curb that type of activity when the new jail opened. Police Chief Smith had been a tremendous leader to the Latino community. It was rare for a Chief of Police to be held in such high esteem. Mayor Leiken noted that the Council had heard Mr. Greer speak for many years, and he did have the right to speak his mind. The Mayor noted that Latinos had been involved in small businesses in our community and he personally appreciated that. If the Council was guilty of anything, it was that they had known Mr. Greer for a number of years and had remained silent. The Mayor's silence was not because he condoned Mr. Greer's comments. He thanked those that spoke before the Council. This was one community and he appreciated what had happened with the Latino community in Springfield. A lot had transpired, but we had a lot of work yet to do. He said he hoped they wouldn't pull up shop, but rather join with the City and work with the City to make this community that much better. We all came from different backgrounds. He noted that freedom of speech could hurt, and the Mayor and Council had experienced that as well. He appreciated everyone that came to speak and asked them not to pull away, but to join the City. Councilor Wylie said it hurt to see their pain. She was very grateful that they were here tonight expressing themselves and their great contributions through the community. She had seen Mr. Molina so active in the community in many ways and he was a wonderful representative of their community. She knew they felt discrimination, and many others didn't experience that. She welcomed and supported them. Council did not engage with someone with radically different ideas out of choice, but that didn't indicate that they agreed with them. She said those speaking tonight were wonderful examples of citizens in our community. She offered her sincere support in their endeavors and their future involvement in our community. COUNCIL RESPONSE CORRESPONDENCE AND PETITIONS 1. Correspondence from Nick "The Greek" Ioannidis, Founder National Immigrants Day, Regarding Adoption of a National Immigrant's Day Resolution. 2. Correspondence from Mark Molina Regarding Support from the Community for the Latino Community in their Educational and Business Aspirations. 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 4 FOR AND 0 AGAINST (2 Absent - Ralston and Pishioneri). Councilor Ballew thanked those that had attended tonight's Council meeting to speak. She hoped they would consider joining one of the many committees in the City to be even more involved. City of Springfield Council Regular Meeting Minutes October 6, 2008 Page 7 Mr. Molina acknowledged Mayor Leiken and the Council and the significance of their stand for the Latino community a couple of years ago. He did appreciate the opportunities to live and serve in this community. He appreciated the effort that went into the decision to provide funding for events such as Fiesta Latina. He thanked the Mayor and Council members for their words tonight; they were very important. It meant a great deal to know they could come before Council without threat and speak freely. They were not going to pull up and move out. Councilor Woodrow said politicians and press often said that silence meant consent, but that was not true. Silence meant silence, not consent. When Council was silent following testimony from a citizen, it was because they paid the same respect to all citizens, whether they agreed with them or not. BIDS ORDINANCES BUSINESS FROM THE CITY COUNCIL 1. Committee Appointments 2. Business from Council a. Committee Reports 1. Councilor Ballew said the loss of the Hynix facility meant a $5M loss in the revenue stream for the M~tropolitan Wastewater Management Commission. They would continue to issue revenue bonds to meet their permanent requirements. Rates would be increased. 2. Councilor Woodrow reported on the Police Planning Task Force (PPTF). Last week's meeting was held in the new Justice Center and Mark Molina was elected as the chair for the task force. The task force took a tour of the building, which was very nice, including the Emergency Operations Center. Councilor Woodrow said the Lane Council of Governments Board met two weeks ago. The Board endorsed Willamalane's levy measure. Because he did not have all the information, he abstained from the vote. 3. Councilor Wylie reported on the Public Safety Coordinating Council (PSCC). She said during their last meeting they were going to do some planning for a levy to support the Sheriff's office. That had now been supplanted by the Rural Schools funds being added to the Federal Reliefplan, although it was yet to be determined how those funds would be distributed. She said she truly enjoyed the League of Oregon Cities (LOC) Conference. She attended the Disaster Planning and Legislative Planning workshops. The opening ceremonies and luncheons were very uplifting as the speakers talked about uniting and working together. City of Springfield Council Regular Meeting Minutes October 6, 2008 Page 8 4. Mayor Leiken said October 23 was the date for the last (Governor's) Transportation Committee meeting. They nearly had the entire transportation agenda ready to submit to the Governor. The most intriguing piece was that they had decided to move forward to look at forming a Transportation Utility Commission (TUe), similar to the Public Utility Commission (PUC), as a way to raise money for new capital projects for the Oregon Department of Transportation (ODOT). The idea was to potentially look at the gas tax to come directly to the counties and cities. The Mayor had asked Mr. Goodwin for some preliminary numbers. The Mayor noted that he would be on the Transportation Panel. He enjoyed seeing people look outside the box and it was a great experience. He thanked Councilor Lundberg as Council President for stepping in for him during community events when he was unable to be there. The Mayor noted that Councilor Ballew was very involved in the LOC Transportation Committee. It showed a lot about the City of Springfield to have two members as part of two major subcommittees. He thanked her for her work on that committee. 5. Councilor Ballew said the Chamber of Commerce Government Issues Committee had been going through the various measures, but she was not sure if that would be on their website. They were a good source of information. BUSINESS FROM THE CITY MANAGER 1. Council Initiation of Amendments to TransPlan and the Metro Plan to Move Project #27 (SR- 126 at Main Street) and Project #30 (SR-126 at 52nd Street) from the Future Project List (Table I b) to the Financially Constrained 20- Y ear Capital Investment Actions Roadway Projects List (Table la); and Remove these Same Two Projects from the Future Roadway Projects Map and Place Them on the Financially Constrained Roadway Map, Appendix "A" of the TransPlan. Planning Manager Greg Mott presented the staff report on this item. The region is in the midst of updating TransPlan to achieve consistency with the federal Regional Transportation Plan (R TP); to achieve compliance with the state Transportation Planning Rule; and to coordinate the efforts of Eugene and Springfield as each city develops a local transportation system plan. These two projects were added to the constrained list of the RTP several months ago; they need to be included in TransPlan now and ultimately be included in Springfield's new local Transportation System Plan. These two projects have been identified as "future projects" since the mid-1980s. The need for these projects is equal parts safety and congestion management. . The intersection at 52nd is one of only two signalized, at-grade intersections (Beltline @ Roosevelt) on the state's 55 mph expressway system in this region. Both ofthese intersections operate near or beyond ODOT mobility standards; both of these intersections experience an average number of accidents, primarily rear ends. In addition to mobility and safety issues, there are more than 1,000 acres of vacant buildable lands within the City's UGB in this area that will generate thousands of future trips through these intersections. Failure to make these improvements may have profound effects on the City's ability to provide the necessary transportation infrastructure to support planned growth. City of Springfield Council Regular Meeting Minutes October 6, 2008 Page 9 Mr. Mott said Council had approved the amendments for initiation as part of the Work Program approved during the Joint Elected Officials Meeting on September 15. That Work Plan would be going to Land Conservation and Development Commission (LCDC) on Thursday, October 16. IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR WOODROW TO MOVE TO INITIATE AMENDMENTS TO TRANSPLAN AND THE METRO PLAN TO MOVE PROJECT #27 AND PROJECT #30 FROM THE FUrURE PROJECT LIST (TABLE IB) TO THE 20- YEAR FISCALLY CONSTRAINED CAPITAL INVESTMENT ACTION ROADWAY PROJECT LIST (TABLE lA); AND REMOVE THESE PROJECTS FROM THE FUTURE ROADWAY MAP AND ADD THEM TO THE FINANCIALLY CONSTRAINED ROADWAY MAP IN APPENDIX "A" OF TRANSPLAN. THE MOTION PASSED WITH A VOTE OF 4 FOR AND 0 AGAINST (2 Absent - Ralston and Pishioneri). 2. Council Initiation of Amendments to TransPlan and the Metro Plan to Adjust the Planning Horizon in TransPlan in Response to the Provisions of the Transportation Planning Rule Requiring Coordination between the Federal Regional Transportation Plan and the Regional Transportation System Plan. Transportation Manager Greg Mott presented the staff report on this item. The region is in the midst of updating TransPlan to achieve consistency with the federal Regional Transportation Plan (RTP); to achieve compliance with the state Transportation Planning Rule; and to coordinate the efforts of Eugene and Springfield as each city develops a local transportation system plan. Bumping out the planning horizon establishes a closer link between the performance modeling prepared for the R TP and those similar attributes in TransPlan. This is an interim measure; new planning horizons for the Metro Plan and TransPlan, consistenf with the requirements ofHB3337, will be adopted by Eugene and Springfield as that work is concluded during the next 2-4 years. This proposal is one of many elements contained in the Regional Transportation Work Plan approved by the joint elected officials' on September 15,2008. Springfield staff offered to bring the action forward to the Springfield City Council for initiation. The adjustment to the TransPlan planning horizon is an interim measure intended to provide transitional compliance with the TPR and coordination with the RTP while the MPO develops a new regional transportation system plan (R TSP) and the cities of Eugene and Springfield develop separate local transportation system plans. This action also will allow this region to participate in STIP cycles beyond 2012- 2015. The planning horizon for the R TSP, the two local TSPs and the updated Metro Plan will be extended until at least 2030 when HB3337 compliance work is completed. IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR WOODROW TO INITIATE AMENDMENTS TRANS PLAN BY ADJUSTING J'HE CURRENT PLANNING HORIZON IN RESPONSE TO THE PROVISIONS OF OAR 660 DIVISION 12 REQUIRING COORDINATION BETWEEN THE FEDERAL REGIONAL TRANSPORTATION PLAN AND THE REGIONAL TRANSPORTATION SYSTEM PLAN. THE MOTION PASSED WITH A VOTE OF 4 FOR AND 0 AGAINST (2 Absent- Ralston and Pishioneri). IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR WOODROW TO INITIATE AMENDMENTS THE METRO PLAN AS NECESSARY TO City of Springfield Council Regular Meeting Minutes October 6, 2008 Page 10 MAINTAIN CONSISTENCY BETWEEN THE METRO PLAN AND TRANSPLAN AS A RESULT OF THE ADJUSTMENT TO THE PLANNING HORIZON IN TRANSPLAN. THE MOTION PASSED WITH A VOTE OF 4 FOR AND 0 AGAINST (2 Absent - Ralston and Pishioneri). 3. Fire Station #3 Remodeling Change Orders. Fire Chief Dennis Murphy presented the staff report on this item. In February 2008, City Council approved a contract with Hyland Construction for 2 large fire station projects - construction of new Station # 16 and remodeling Station #3, and one smaller project - improvements to Station # 16 temporary housing facilities. As the Station #3 project progressed, a number of issues with the building structure and general condition of the facility were identified that needed to be addressed. Two significant issues were the condition of the roof and the sprinkler system. It was determined that both the roof and sprinkler system were beyond repair. Two Change Orders were submitted to Hyland Construction, for $48,494 and $15,553 respectively, and the work was completed as part ofthe overall project. Additional Change Orders were generated and approved to upgrade the FS#3 kitchen facilities to meet the current fIre code and provide fIrefighters a safe, sanitary, comfortable cooking/eating area. Other Change Orders addressed deferred maintenance items and facilities improvements determined to be cost-effective additions to the larger project. Although the changes were the subject of informal discussions, these changes had not formally been reviewed with Council. Total cost of the kitchen upgrade and other changes totaled $138,464. The Hyland Construction contract was not viewed by Fire & Life Safety (F&LS) or Public Works (PW) as two separate contracts, but as one large contract for two projects. Finance informed F&LS and Public Works that the FS#3 contract, for Municipal Code purposes, should be viewed as a separate contract. The FS#3 portion of the initial contract was for $316,312. The contract amendments for the roof, sprinklers, kitchen upgrade, and deferred maintenance exceeded the 30% of original contract amount limit, and should have been presented to Council. This is the first opportunity available to approach Council on this issue, since F&LS and PW were informed of this need, due to the summer Council recess. Fund 420 had sufficient funding to cover the cost of the Change Orders. The FS#3 remodeling is nearly complete, and the additions to the project are considered to be timely, cost-effective, and necessary changes. Councilor Ballew said the increase was nearly seventy percent more than the original cost. Chief Murphy said when they got into the project, the roof structure and sprinkler system were both beyond repair and needed to be replaced. Those were not in the original scope, as they didn't know that until they started the project. It was viewed as the most economic and efficient solution at the time as the contractor was on site when the issues were discovered. IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR WOODROW TO RATIFY THE CHANGE ORDERS TO THE HYLAND CONSTRUCTION CONTRACT FOR THE FIRE STATION #3 PROJECT IN THE TOTAL AMOUNT OF $202,511. THE MOTION PASSED WITH A VOTE OF 4 FOR AND 0 AGAINST (2 Absent - Ralston and Pishioneri). City of Springfield Council Regular Meeting Minutes October 6, 2008 Page 11 BUSINESS FROM THE CITY ATTORNEY ADJOURNMENT The meeting was adjourned at approximately 7:58 p.m. Minutes Recorder Amy Sowa Attest: Cit~ ~~~LUndberg ~- Council President