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HomeMy WebLinkAbout11/20/1995 Work Session . 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. . 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. . 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 . 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. . 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. . 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. " '," . . . 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 ~:?/~4- Mayor ~ Eileen Stein City Recorder