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HomeMy WebLinkAbout10/05/1998 Regular . MINUTES OF THE REGULAR MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY, OCTOBER 5,1998 The city of Springfield council met in regular session in the Springfield City Council Chamber Room, 225 Fifth Street, Springfield, Oregon, on Monday, October 5, 1998, at 7:00 p.m., with Mayor Morrisette presiding. ATTENDANCE Present were Mayor Morrisette, Councilors Ballew, Beyer, Dahlquist, Leiken, and Maine. Councilor Shaver was absent (excused). Also present were Assistant City Manager Gino Grimaldi, City Attorney Tim Harold, Senior Management Analyst Rosie Pryor, City Recorder Julie Wilson and members of the staff. PLEDGE OF ALLEGIANCE The Pledge of Allegiance was led by Mayor Morrisette. SPRINGFIELD UPBEAT 1. Mr. Grimaldi recognized Donovan Kendall, Public Works Department, for 10 years of service to the city of Springfield. . 2. Mr. Grimaldi announced that Scott Sweeney, Fire & Life Safety Department, was not able to attend the meeting this evening. 3. Mayor Morrisette read a proclamation declaring October 8-14, 1998 as Mighty Eighth Air F orce Week. 4. Mayor Morrisette read the Tools for Life proclamation, which encourages the partnership of our community, parents, and schools to ensure middle school-aged youth receive solid, coordinated school health education and minimize diseases influenced by tobacco, alcohol and other drug use. CONSENT CALENDAR IT WAS MOVED BY COUNCILOR MAINE, WITH A SECOND BY COUNCILOR BEYER, TO ADOPT THE CONSENT CALENDAR. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST. 1. Claims a. August 1998 Disbursements for Approval. 2. Minutes 3. Resolutions . City Council Regular Meeting Minutes October 5, 1998 Page 2 . a. RESOLUTION NO. 98-58 - A RESOLUTION TO ACCEPT PROJECT 2-072 FROM CARDWELL CONSTRUCTION AND PROPERTY MANAGEMENT CO. IN THE AMOUNT OF $8,501.99. 4. Ordinances 5. Other Routine Matters a. Award Bid for Project 2-071; Storm Drainage Improvements for Aster Street at South 63rd Street; and Vicinity to L.A.W. Excavation in the Amount of$17,648.39. ITEMS REMOVED FROM THE CONSENT CALENDAR PUBLIC HEARINGS 1. Resolution Initiating Annexation of Territory to the City (Third Addition River Glen - Assessor's Maps 17-03-23-00 TL 904,906,907 in Part and 17-03-23-43 TL 2000,2102). RESOLUTION NO. 98-59 - A RESOLUTION INITIA TING ANNEXATION OF TERRITORY TO THE CITY, (THIRD ADDITION RIVER GLEN - ASSESSOR'S MAPS 17-03-23-00 TL 904, 906,907 IN PART AND 17-03-23-43 TL 2000, 2102). . Mayor Morrisette opened the public hearing. No one appeared to speak. Mayor Morrisette closed the public hearing. . City Planner Kitti Gale presented the staff report on this issue. All property owners have requested annexation in order to develop property located on the north side of Hayden Bridge Road, east of 6th Street and west of Walnut Ridge Drive. Annexation of this property is necessary to extend sanitary sewer and water service for the development of the River Glen Third Addition. The council is authorized by ORS 199.490(2)(B) to initiate annexation upon receiving consent in writing from a majority of the electors registered in the territory to be annexed. The properties, located within the UGB, are contiguous to city limits and can be provided with a full range of urban services including police and fire protection from the city. Rainbow Water District currently serves the properties. Ms. Gale answered questions regarding this issue. . Councilor Beyer discussed the traffic pattern and entrance going onto Hayden Bridge Road. Ms. Gale commented that a subdivision and partition was approved on July 24. She said City Planner Jim Donovan could answer specific questions regarding this issue. She said this was the third addition of River Glen. She said phases one and two have been annexed. This third phase included about 26 acres and approximately 52 lots will be going in. Councilor Beyer said her concern was related to the entrance and exit onto Hayden Bridge. She said it did not appear safe. Councilor Beyer said she was assuming this was approved since the work has started. Ms. Gale said she did not know the details of the subdivision but it does have tentative approval. One of the conditions is that it be annexed. She was not familiar with the conditions of the subdivision. City Council Regular Meeting Minutes October 5, 1998 Page 3 . Councilor Maine asked if phase one and two were still on deferred annexation. Ms. Gale replied that it was effective January 1998. Assistant City Manager Gino Grimaldi clarified that Councilor Maine's question was "which would occur first, the subdivision approval or the annexation." Mr. Grimaldi stated that the city no longer uses delayed effective date annexations. Development Services Director Susan Daluddung answered questions regarding the annexation process. She responded to Councilor Maine's question and said it was the choice of the developer. The developer could take the risk of going through tentative and final review and find out he cannot annex. Another option is to conduct the process simultaneously. The annexation application can be completed at the time of the subdivision process. She said if there was a problem with the annexation prior to final approval, it could be a problem. She said a disclaimer is included in the development process. This informs developers and they are given the options. She said they can wait for four months to have the annexation completed prior to other work, or it can be conducted simultaneously. This still goes to the Lane County Boundary Commission (LCBC) for approval. The LCBC meets every other month. She said staff would be coming back to council with the annexation policy resolution for further review. That is currently in the works and under legal review at this time. Ms. Daluddung discussed service delivery (sewer and road capacity, etc.). Ms. Gale reminded council their decision tonight would be advisory to the Lane County Boundary Commission. . IT WAS MOVED BY COUNCILOR MAINE, WITH A SECOND BY COUNCILOR BEYER, TO ADOPT RESOLUTION NO. 98-59. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST. 2. McKenzie Willamette Hospital is Requesting Vacation of a Portion of a Stormwater Drainage Easement and a Portion of a 6- foot Sanitary Sewer Easement. ORDINANCE NO. 1- AN ORDINANCE VACATING A PORTION OF A STORMWATER DRAINAGE EASEMENT AND A PORTION OF A SANITARY SEWER EASEMENT IN THE CITY OF SPRINGFIELD, LANE COUNTY, OREGON. City Planner Colin Stephens presented the staff report on this issue. The applicant is requesting vacation of a portion of a public sanitary sewer easement and a portion of a separate public stormwater drainage easement on Assessor's map 17-03-22-33 tax lot 300 in order to allow development of the parcel. No utilities have been placed in or are planned for the portion of the sanitary sewer easement to be vacated. Storm water drainage on the site will be provided by facilities to be installed during the development of the property. Staff received no negative comments from utility providers regarding the proposed easement vacation. Councilor Ballew discussed the soil in the area. She asked about storm water facility services. Mr. Stephens said as part of the development proposal, a storm drainage system proposal would need to be approved by the Public Works Department for approval. . Mayor Morrisette opened the public hearing. City Council Regular Meeting Minutes October 5, 1998 Page 4 . 1. Fred Simmons, 312 South 52nd Street, Springfield, expressed concern regarding wetland inventory identification. He said this may be the highest and best use of this property, although, it is one of the remnants of a wetlands area that has been dislocated. He said it was dislocated by Gateway, Chambers Development and Big Five Sporting Goods Center. He said this sector ditch goes up behind the school and aligns with the Willamalane park parcel. He said he realizes that this is probably a complete process but wants to go on record opposing the transition of identified wetlands. He used the term identified because it was identified in a study that was done in the 1970s. He said because of development pressures on Gateway and that site, it was never placed in the inventory, therefore, it is not deserving of protection. When looking at these kind of sites, he said it was important to be aware of sites that are wet areas and will continue to be. He said it was important to be sure environmental implications are considered. He said he was sure the clinic and other proposed development would be a compliment to the community. He said we needed to look at some ofthose areas and be sure we don't totally eliminate the wetland areas for game, fish and other wildlife. He said many of these little things can be detrimental to urban wetland processes. . Mr. Simmons said Springfield needs to be sure to identify these and place themin the inventory and work constructively. He said there is discussion about wetIandsin the Jasper Road extension area but don't hear of the wetlands in the parcel behind the park. He said the wetlands to the west of Gateway have not been well managed even though, they were set aside as a wetlands mitigation exercise when Gateway planning occurred. He went on the record as being opposed to taking away that portion of the wetlands without exploring some sort of wetland mitigation process that would enhance the wetland areas left in that area. Mayor Morrise~e closed the public hearing. No action was taken, as this was a first reading only. BUSINESS FROM THE AUDIENCE COUNCIL RESPONSE CORRESPONDENCE AND PETITIONS 1. Correspondence from Scott B. Robbins, 3755 Emerald Street, Eugene, Oregon, 97405, Regarding Final Design of the Main Street Islands at the 58th and Main Area. City Engineer Al Peroutka was available to answer questions from Council. Mayor Morrisette suggested staff determine if a work session needed to be scheduled to discuss this issue. Councilor Ballew asked about discussion and dialogue regarding this issue. Mr. Peroutka provided information regarding meetings and input that has occurred regarding this project. . City Council Regular Meeting Minutes October 5, 1998 Page 5 . Scott Robbins, 3755 Emerald Street, Eugene, said he had a concern regarding the public input process. He said business owners have contacted him regarding continuing concerns. Mr. Robbins is a property owner at 5892 Main Street. He requested council delay acceptance of the plan and ask the Oregon Department of Transportation (ODOT) to work with citizens and businesses to come up with a better solution. Included in a proper solution would be a comprehensive traffic plan to allow safe efficient and convenient access to and from area businesses. If access to Main Street is restricted, than alternative feeder streets need to be developed. IT WAS MOVED BY COUNCILOR MAINE, WITH A SECOND BY COUNCILOR BEYER, TO ACCEPT AND FILE THE CORRESPONDENCE. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST. Councilor Maine reminded Council that this item was scheduled for a work session some time back and that was when the public meetings initially started and initial input was received. Mr. Peroutka said staff had planned to report back via communication packet as to what staff would do. Mayor Morrisette said he would like to discuss this during a work session meeting. He said this would provide an opportunity to review this issue. . Mr. Peroutka said staff would schedule this item within a few weeks. Councilor Dahlquist, requested the report include the impact on traffic in that block, with the Jasper Road Extension going in. Councilor Maine said Mr. Simmons had some questions and concerns. She suggested Mr. Simmons let Mr. Peroutka know prior to the work session so those issues can be incorporated into the report. Mr. Simmons asked if council discussion has occurred regarding the median strip near the tavern at 52nd Place and 53rd. He said this was an example of what was going on on that street. He said a new median strip was being placed near the bank at 52nd Place. He said when you turn left onto that street just beyond the tavern, it is a scary situation. He said there was no signage. He discussed the odd turn lane. Councilor Dahlquist said the placement of a similar island caused, some problems for an existing business. Council asked that staff include information regarding the general concept of island placement when the staff report is prepared for upcoming discussion. BIDS ORDINANCES 1. Request for LID Assessment Reapportionment. . ORDINANCE NO. 5895 - AN ORDINANCE REAPPORTIONING THE COSTS OF THE CONSTRUCTION OF DOUGLAS GARDENS SUBDIVISION FOR THE INST ALLA TION OF ASPHALT PAVING, CURBS AND GUTTERS, SIDEWALKS, DRIVEWAYS, STREET TREES, STORM DRAINAGE AND STREET LIGHTING IMPROVEMENTS, TO SERVE SOUTH 34TH STREET, MAIN TO OREGON, AND . . . . . . City Council Regular Meeting Minutes October 5, 1998 Page 6 VICINITY, PROJECT #1-926, IN THE CITY OF SPRINGFIELD, LANE COUNTY, OREGON, AND AMENDING ORDINANCE NO. 5853, PASSED BY THE SPRINGFIELD CITY COUNCIL ON MAY 05, 1997, AND DECLARING AN EMERGENCY. Finance Director Bob Duey presented the staff report on this issue. Council was provided with a copy ofthe revised ordinance. An ordinance reapportioning the costs of the construction of Douglas Gardens subdivision for the installation of asphalt paving, curbs and gutters, sidewalks, driveways, street trees, storm drainage and street lighting improvements, to serve South 34th Street, Main to Oregon, and vicinity, Project 1-926, in the city of Springfield, Lane County, Oregon, and amending ordinance no. 5853, passed by the council on May 5, 1997. Mayor Morrisette discussed predevelopment standards and discussed the agreement in which barriers or plants and trees would be placed between the discussed property and Pride Park. He asked what separated that property from Pride Park. Mr. Duey replied that there was not any landscaping on the back of the property. Mark Worman, Welby's Car Care Center, 3415 Main Street, discussed the physical layout and area related to the property. He discussed landscaping and conditions. He said there was a chain-link fence dividing Pride Park from Welby's Car Care Center with slats installed in ' the fence. Mr. Worman said he understood the terms and conditionsofWilIamalane buying the property from Band L Enterprises, included WilIamalane placing the landscaping improvements on their portion of that property line and that there would be no setback or buffer. He said these terms were in the form of an agreement. Mr. Worman said the property being discussed is actually half of an original lot that is now in the possession of Willamalane. The half that Mr. Worman is discussing buying is to the lot line. He said they would place a fence on the lot line, and that normal five or ten foot buffer for landscaping will be on the Pride Park side. He said it was Willamalane's responsibility to do so. Mr.' Worman said they have not done that yet. Mr. Duey commended efforts of City Attorney Joe Leahy for his assistance on this item, especially with such short timelines. IT WAS MOVED BY COUNCILOR MAINE, WITH A SECOND BY COUNCILOR BEYER, TO ADOPT ORDINANCE NO. 5895. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST. BUSINESS FROM THE CITY COUNCIL 1. Committee Appointments 2. Business from Council a. Committee Reports 1. Other Business a. League of Oregon Cities Voting Delegate. . . . . . . . City Council Regular Meeting Minutes October 5, 1998 Page 7 Councilor Maine reminded council to let Shari Higgins know if they plan to attend the conference. A few rooms have been reserved in anticipation of members attending. Mayor Morrisette, Councilor Beyer and Councilor Maine planned to attend. New Council members were encouraged to attend. IT WAS MOVED BY COUNCILOR MAINE, WITH A SECOND BY COUNCILOR DAHLQUIST, TO DESIGNATE MAYOR MORRISETTE AS THE CITY OF SPRINGFIELD VOTING DELEGATE FOR THE 1998 LEAGUE OF OREGON CITIES CONFERENCE. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST. Mayor Morrisette said if other Council members attended, they could serve as the alternate voting delegate. BUSINESS FROM THE CITY MANAGER 1. Request for Proposal Award for an Automated FireMed Membership System. Public Relations Representative Jean Lum presented the staff report on the issue. A request for proposals (RFP) was solicited for a computer software database system to replace the existing outdated V AX system for the FireMed ambulance membership program. Council authorization is required to enter into a contract with the successful vendor. Since the program was initiated in 1986, the FireMed ambulance membership program has stored membership records in a computer database program originally developed in-house by the city's Information Services Department. This program is located on the city's mainframe, V AX computer, which is scheduled to be phased out prior to the year 2000. The program was written in a programming language that is now obsolete. One vendor responded to the RFP. The proposal was evaluated using the criteria contained in the RFP. The proposal submitted by Blackbaud, Inc. was judged to be very responsive and in the best interest ofthe city. Sufficient funds are available in the Capital Bond and Emergency Medical Services budgets to cover the purchase price. FireMed is ajoint program of the cities of Eugene and Springfield. Springfield furnishes program administrative services to Eugene under contract. By running a combined program, including a combined membership campaign, the cities are able to avoid duplicative services, reducing costs to both cities. Under contract with Eugene, Eugene would pay approximately 67% of the cost of the contract services being awarded. Councilor Ballew expressed concern regarding pricing. Ms. Lum said the Risk Manger was currently holding the contract to address some of these issues. Councilor Maine asked about reference checks and what those businesses used the system for. Ms. Lum said LCC has used the system for ten years. McKenzie Willamette also used the system. They both use it for donor base. Ms. Lum said OMSI also used the system. They had . . . .. . . . City Council Regular Meeting Minutes October 5, 1998 Page 8 a 200,000 membership base. They use it similar to the needs of the city. They were very positive about system operation. Councilor Maine asked if research was conducted to see if other software existed that offered similar services. Ms. Lum said much research was conducted prior to her employment with the Fire Department. The research was conducted prior to the RFP process. Ms. Lum discussed the job care program. She said even if people join FireMed through their employer, they will still be individual members. They would be in the database as family household. Councilor Dahlquist asked, "when they did research on other vendors, were other systems identified." Ms. Lum said there were very few vendors that offered this type of service. She said Blackbaud, Inc. has bought out other companies. Councilor Leiken asked about OMSI and their use ofthe system. Ms. Lum said OMSI was very happy with the system. She indicated that the Oregon Coast Aquarium also had the system and provided good feedback and references. The High Desert Museum also used the system, along with LCC and McKenzie Willamette. Sacred Heart will also be purchasing the system. Mayor Morrisette said Chief Murphy made a wise choice in selecting Ms. Lum to administer the program. IT WAS MOVED BY COUNCILOR MAINE, WITH A SECOND BY COUNCILOR BEYER, TO AUTHORIZE THE CITY MANAGER TO SIGN A CONTRACT WITH BLACKBAUD, INC. IN THE AMOUNT OF $38,880 FOR AN AUTOMATED FIREMED MEMBERSHIP SYSTEM. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST. 2. Placement of Community Service Officers III in the Public Retirement System (PERS). Benefits Administrator Tamara Tenbrook presented the staff report on this issue. On June 16, 1997, council authorized placement of Community Service Officers I and II in PERS. This placement was authorized under the FY 94-96 labor agreement with SPA and consistent with council directive given April 15, 1996 to place new SPA employees in PERS. At that time, PERS agreed to accept CSO I and II's under the city's existing PERS contract. Recently, PERS also accepted CSO III's retroactively to December 1, 1996. Even though the CSO III position is currently vacant due to budget reductions, approving this proposal achieves consistency in recruitment plan participation for all Community Service Officers. Placing CSO III's in PERS rather than the City's Retirement Plan is consistent with the requirements of the collective bargaining agreement with SPA and is also consistent with continued efforts to reduce the financial obligation associated with maintaining a costly private pension plan for emergency service employees. Councilor Ballew asked ifCSO's were the same as emergency personnel. Chief DeForrest replied no and said they are non-sworn personnel. .. f II. . . . City Council Regular Meeting Minutes October 5, 1998 Page 9 Councilor Ballew said PERS will be charging a surcharge. She discussed actuaries. She said during the LOC Finance and Taxation Committee it was supported that the cities be allowed to review what the actuary documented. IT WAS MOVED BY COUNCILOR MAINE, WITH A SECOND BY COUNCILOR BEYER, TO APPROVE PLACEMENT OF CSO III'S INTO PERS. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST. :/ 3. Deferred Compensation Plan and Trust. This item was removed from the agenda and would be rescheduled at a future date. BUSINESS FROM THE CITY ATTORNEY ADJOURNMENT The meeting was adjourned at 8: 10 p.m. Minutes Recorder - Julie Wilson A;/ ?I~ Bill Morrisette Mayor \