HomeMy WebLinkAbout11/20/1995 Work Session
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MINUTES OF THE WORK SESSION MEETING OF
THE SPRINGFIELD CITY COUNCIL HELD
MONDAY, NOVEMBER 20, 1995
The City of Springfield Council met in Work Session in the Jesse Maine Room, 225 Fifth Street,
Springfield, Oregon, on Monday, November 20, 1995, at 6:08 p.m., with Mayor Morrisette
presiding.
ATTENDANCE
Present were Mayor Morrisette, Councilors Ballew, Beyer, Burge, Maine and Shaver. Councilor
Dahlquist was absent (excused). Also present were City Manager Michael Kelly, Assistant City
Manager Gino Grimaldi, City Attorney Joe Leahy, City Recorder Eileen Stein, Administrative
Aide Julie Wilson and members of the staff.
1. Parking Lot Design for United Soccer Association (USA) Soccer Fields at Springfield Sports
Center.
Development Services Director Susan Daluddung presented the staff report on this issue and
introduced Management Analyst Howard Wade. Economic Development Manager John
Tamulonis reviewed site plan maps and discussed the parking area referenced. A condition
of the Special Use Permit requires the City to provide adequate partaking on Tax Lot 1001
(inside UGB) for the proposed use. When all three soccer fields are built there will be a
requirement for 76 parking spaces.
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The estimated cost of this development is $130,000. Preliminary construction estimates for
the rest rooms, concessions and storage facilities is about $70,000 bringing the total for the
project within the original estimate of $200,000.
Issues which need to be addressed include site plan schematic, desirability of preserving
cottonwood trees, and SUB easement to the observation well. Given that Site Plan Review
takes about three months to complete, the design process needs to be started so the project
will be ready to bid for spring construction; It will be necessary to come back before City
Council prior to committing any capital construction funds once the City is assured of USA
compliance with the lease provisions.
The funds for the construction of the parking lot and restrooms were originally planned
through a bond or internal borrowing to be repaid with an annual $20,000 payment of Room
Tax funds. Once the project is ready to bid staffwill return to City Council with a proposed
funding package and repayment plan, and request approval to move forward.
Mr. Tamulonis discussed the site prior to Sports Way being completed. He discussed the
effects of cutting trees, growth boundary amendments and the number of soccer fields in
relation of encroaching into natural lands.
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Mayor Morrisette discussed the need to integrate parking into the tree acreage. Ms.
Daluddung stated that this would be addressed in the future during another discussion. Mr.
Wade explained that keeping cottonwood trees in place would also provide a cost savings.
Councilor Shaver asked about parking overflow for special events. Mr. Tamulonis discussed
road way available for overflow parking.
Work Session Meeting Minutes
11/20/95
Page 2
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Council discussed the plans and costs for a 76 space parking lot at the Springfield Sports
Center. By consensus, Council provided staff direction to move forward with the project.
2. Room Tax Allocation Process for FY 1996-97.
Development Services Director Susan Daluddung presented the staff report on this issue and
introduced Economic Development Manager John Tamulonis. In the last two months two
preliminary requests for Room Tax funds have been submitted and another is anticipated
very soon. Last spring, City Council asked staff to present all Room Tax requests at a work
session as a package to prioritize. City Council requested a process which would be
compatible to the annual budget process. Staff is proposing a process similar to what is used
in the annual allocations of Community Development Block Grant (CDBG) funds.
The process would begin with a request for proposals from community organizations in
January, 1996, then evaluation of the proposals against established criteria, and finally to
bring the proposals to City Council in work session for allocation of the funds in March,
1996. The results of the March work session would be integrated into the April budget
preparation.
In addition to requests for Room Tax funding of various projects proposed to the City
Council, Lane County has begun discussions on how it intends to allocate its share of Room
Tax revenues.
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City Council asked for a discussion of the Room Tax Fund to decide what process to use to
allocate funds for FY 95-96. At that time, City Council asked staff to consolidate the
requests so they all could be considered together (except for the Filbert Festival request
which was granted funds earlier in the year). All of the Room Tax funds anticipated in this
fiscal year have been allocated by City Council during last year's budget process.
Mr. Tamulonis discussed the VIP Committee and reviewed the evaluation criteria used for
Room Tax project proposals. He also discussed the matrix used by the Committee to review
each individual funding request. He discussed the makeup ofthe Committee and expertise
provided by the different members.
Councilor Burge raised the issue of mid-year requests. Mr. Tamulonis discussed mid-year
requests and explained that requests should be processed during the regular budget process
but did acknowledge that special requests do arise before the Council from time to time.
Councilor Shaver suggested requests be reviewed by the Budget Committee. Ms. Daluddung
discussed the importance of receiving input and recommendations from experts in specific
fields. Mayor Morrisette commented that special circumstances do arise. City Manager
Mike Kelly explained that there are times during the planning of special events in which an
organization may need to request funding outside the normal budget process time frame. He
explained that as Council transitions into reviewing requests only during a certain time, other
funding requests may arise between now and when a new cycle is set in place and enforced.
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Councilor Maine discussed the strengths of the City Council and their ability to be flexible
when necessary. She also suggested that the criteria be revised allowing and/or providing
Council with the opportunity to request a copy of the requesting agency budget.
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Work Session Meeting Minutes
11/20/95
Page 3
Councilor Beyer explained that she preferred to be prepared and have information available
for review rather than having someone make a request during a Council meeting under
Business from the Audience.
Councilor Burge suggested the possibility of a mid-year window to review requests and also
discussed the importance of agencies following policy and time lines established.
Councilor Shaver thought the criteria was well structured. He liked the addition of
reviewing the budget, the process schedule, and other items discussed during the work
session. He discussed the importance of good rules and policies. He liked the idea of having
the Budget Committee completing the initial screening and making recommendations to the
Council, along with the use of experts in particular fields.
Mr. Tamulonis summarized his understanding of Council consensus which included
incorporating the Room Tax allocation process into the overall budget process. The Budget
Committee would be used as well as two or three technical experts on Room Tax impacts, to
review room tax funding requests, discuss the process to handle requests received outside of
the normal time period, discussed projections and availability of funds if requests are
received at other times during the year and the ability to request and review letters of
progress from agencies requesting funding.
ADJOURNMENT
The meeting was adjourned at 6:55 p.m.
Minutes Recorder - Julie Wilson
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Mayor
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Eileen Stein
City Recorder