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HomeMy WebLinkAbout02/26/1996 Work Session . . . ,-, .. "-- , City of Springfield Work Session MINUTES OF THE WORK SESSION OF THE SPRINGFIELD CITY COUNCIL HELD ON MONDAY, FEBRUARY 26, 1996 The Springfield City Council met in Work Session in Springfield City Hall, Library Meeting Room, 225 Fifth Street, Springfield, on Monday, February 26, 1996 at 6:07 p.m. with Council President Burge presiding. Present were Council President Burge and Councilors Ballew, Beyer, Dahlquist, Maine and Shaver. Mayor Morrisette was absent (excused). Also present were Assistant City Manager Gino Grimaldi, City Attorney Joe Leahy, City Recorder Eileen Stein, Administrative Aide Shari Higgins, Accounting Manager Valerie Nardo, Public Works Director Dan Brown, Traffic Engineer Gary McKenney and members of staff. 1. 1995 Annual Financial Report and Management Letter Accounting Manager Valerie Nardo introduced Mr. Neil Erickson from Grant Thornton, the City's independent auditors, who reviewed the June 30, 1995, Comprehensive Annual Financial Report. Mr. Erickson introduced Michelle Mackan, also from Grant Thornton, who worked with Ms. Nardo and Springfield staff on the annual audit. Mr. Erickson stated the City received the Government Finance Officers Award (GFOA) for Excellence in Financial Reporting for its Comprehensive Annual Financial Report for the fiscal year ending June 30, 1994. He stated this is the fourteenth consecutive year that the City has received the award. He reported that the City was also awarded the GFOA's Award for Distinguished Budget Presentation for its annual budget dated July I, 1994, and that this is the eighth consecutive year that the city has received the award. He congratulated both the Finance Department and the City of Springfield. Mr. Erickson reviewed the audit report and explained that over 800 hours of time by Grant Thornton, was logged during the 1995 audit. He eXplained the balance sheet, governmental changes in fund balances, the summary of revenue and expenditures, retained earning and combined statement of cash flow. Mr. Erickson reviewed the Notes to the General Financial Statements (pages 16-40), and provided a detailed explanation of the Defined Benefits Pension Plan (page 38). Mr. Erickson discussed the City's grants received in FY 1994-95 and reviewed the City's property tax transactions as ofJune 30, 1995. Councilor Burge asked if the City collects the penalty portion of un collectable property taxes at the time it receives the interest receivable. Neither Mr. Erickson or Mr. Grimaldi were certain of the time frame, and in Finance Director Bob Duey's absence, Mr. Grimaldi stated the information would be reported back to Council via an upcoming Communication Packet. Mr. Erickson stated no items were listed as weaknesses to the city. Councilor Ballew asked if the city is capturing all indirect costs associated from outside funding sources as possible. Mr. Erickson stated at this time the city does not need to re-allocate, but can when necessary. . . . .' City of Springfield Work Session - 2/26/96 page two There was a discussion of software used to complete the audit and the current technology needed to upgrade the Finance Department to a client-server platform. There was a discussion of the type of software that the City will obtain and what types of computer technology regarding Finance operations are currently on the market. Mr. Erickson reviewed the Performance Review, City of Springfield, Oregon, Year Ended June 30, 1995. Council discussed the general government revenues. Mr. Erickson detailed the functions of general government expenditures (page 12). Mr. Erickson explained how government audit standards require that Grant Thornton now provide additional mandatory materials to meet audit requirements. Mr. Thornton reviewed the materials, including the Report ofIndependent Certified Public Accountants. Councilor Burge thanked Mr. Erickson for his attendance and the financial reporting excellence provided by Grant Thornton. Councilor Burge commended Ms. Nardo and the Finance Department staff. The meeting recessed at 6:50 p.m. The meeting reconvened at 8:15 p.m. 2. Traffic Engineering Policies Traffic Engineer Gary McKenney explained staff is receiving an increased number of calls regarding people speeding in residential neighborhoods and neighbors requesting traffic signals or traffic signs. Mr. McKenney explained the City's process (a point base system) for recording requests, which is attached to every signal request form. He stated most of the time complainants want a speed reduction or speed limit sign posted, but occasionally a traffic signal is requested and staff is very stringent about the placement, due to the cost (approximately $150,000 per signal). Councilor Shaver asked about using Light Emitting Diodes or LED (the red lamps in traffic signals). Mr. McKenney replied that each LED signal has many tiny red lights which make up a lamp effect. He explained that some of the city's old lamps are individually sold, but that the city has a very large inventory of salvaged lamp parts, for future replacements. Councilor Burge asked if the newer traffic signals have the over-ride device for emergency vehicles. Mr. McKenney replied yes, and explained how the system works. Councilor Burge asked Chief DeForrest if the Police Department currently uses the omitting devices. Chief DeForrest stated that most police vehicles do not have the devices and that the Police Department will be submitting an issue paper in the amount of $10,000, for the addition ofthe devices in the 1996-97 budget. Mr. McKenney discussed residential speed limits and zoning. He eXplained that the City does not control posted speed limits, that the Oregon Department of Transportation (ODOT) does, but the City can usually recommend to the state that a limit be increased or changed. Mr. McKenney stated the state does have an appeal process, but the City rarely has a need to pursue such a process. . . . City of Springfield Work Session - 2/26/96 page three Public Works Director Dan Brown stated that the state sets the speed limits at the 85th percentile. Councilor Shaver discussed signal timing and the lack of coordination or synchronization in many intersections Springfield. Mr. McKenney replied that currently only two areas in the city have signal coordination, Main Street and Mohawk Blvd. Staff is working on additional areas around Centennial Boulevard and Gateway Street. Mr. McKenney explained that the spacing of intersections must be somewhat even and the pedestrian crossings and turning times must be within certain distances for synchronization. Mr. McKenney commented that some intersections in Springfield are not capable of synchronization for these reasons. Mf. McKenney discussed on-street parking and issues citizens frequently raise regarding the City's parking requirements. He eXplained the process for painting curbs yellow and how staff tries to avoid curb painting unless extreme circumstances or repeated complaints occur. Mr. McKenney described the downtown area that is designated for two-hour parking, that most of the property owners support the time limit, and that staff takes very few complaints regarding downtown parking. Mr. McKenney stated that staff does not see a need to change current City policies regarding existing traffic rules and regulations, but would like Council to either endorse the policies or make any needed changes at this time. Councilor Beyer asked if calls she receives regarding street signs, painted curbs, etc. should be directly forwarded to Mr. McKenney. He replied yes, and explained that he will continue to respond to all questions or complaints from citizens, as will his staff. By consensus, Council agreed that staff should continue with their current policies regarding traffic rules and regulations. Staff agreed to provide Council with any updated information or recommended changes for the future. Mr. McKenney explained what traffic "calming" (slowing) measures are and what areas of Springfield, currently use these innovative measures, policies and practices, including, raised crosswalks, traffic diverters, chokers, and median islands. Mr. McKenney discussed each calming measure individually and gave specific examples of each measure. There is currently a raised crosswalk at D and Rainbow Streets; a traffic diverter at Lochaven and Guy Lee/Beverly Park; a traffic choker at 6th and Main Street; and a median island at 5th and A Streets (underneath City Hall). Mr. McKenney explained that although each method has merits, the measures must be used in limited quantities and only in the correct situations. . . . ". ~ '. .. City of Springfield Work Session - 2/26/96 page four Council discussed specific development areas and the traffic devices which are currently in place. Mr. McKenney stated his presentation on innovative traffic calming measures was informational only. He explained staff is contacted each week with requests for these types of speed barriers. He explained that these types of devices will always be carefully evaluated and staff will be cautious in allowing the above measures to be used. 3. Appointment to the Public Safety Coordinating Council (PSCC) Mr. Grimaldi explained that the Public Safety Coordinating Council (PSCC) was expanded to look at criminal justice planning services in Lane County and the new contract was provided to the Council as an attachment to the Agenda Item Summary. He explained that the City of Springfield has two City Councilor positions on the PSCC, and that Councilor Burge had been previously appointed. Councilor Beyer recommended Councilor Maine be appointed to the vacant second position on the PSCC. Councilor Burge showed his support for Councilor Maine's appointment, due to her role on the Police Planning Task Force and the Sheriffs Levy Review Committee. Ms. Maine indicated that she would be willing to represent Springfield on the Council and has already attended PSCC meetings. By consensus, it was agreed that Councilor Maine would fill the second Springfield Councilor position on the Public Safety Coordinating Council. The appointment will be ratified at Council's March 4, 1996 meeting. ADJOURNMENT The meeting was adjourned at 9:08 p.m. Minutes Recorder - Shari Higgins jI~~ ttouncil President ATTEST: 1~~ City Recorder