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HomeMy WebLinkAbout06/10/1996 Work Session . City of Springfield Work Session MINUTES OF THE MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY, JUNE 10,1996 The Springfield City Council met in Work Session at Springfield City Hall, Jesse Maine Room, 225 Fifth Street, Springfield, Oregon at 6:05 p.m. with Mayor Morrisette presiding. Present were Mayor Morrisette and Councilors Ballew, Beyer, Burge, Dahlquist, Maine and Shaver. Also present was City Manager Mike Kelly, Assistant City Manager Gino Grimaldi, City Attorneys Joe Leahy and Meg Kieran, City Recorder Eileen Stein, Administrative Aide Shari Higgins, Development Services Director Susan Daluddung, Code Enforcement Officer Jackie Murdoch, Community and Economic Development Manager John Tamulonis, Sports Center Coordinator Howard Wade and members of staff. 1. Nuisance Abatement Procedure Improvements Development Services Director Susan Daluddung introduced Code Enforcement Officer Jackie Murdoch and City Attorneys Joe Leahy and Meg Kieran. Ms. Murdoch explained that the proposed ordinance establishing a new nuisance abatement procedure would apply to one percent or less of the current code enforcement cases, and only when compliance through the normal abatement process involving the Municipal Court can not be achieved. . Ms. Murdoch explained the proposed ordinance amending Springfield City Code, Chapter V, Offenses, Article I, Nuisances in General, includes housekeeping items and clarification of terminology. The changes to the abatement process are a collaborative effort between the City Attorney's Office, code enforcement staff, and Ms. Daluddung, to achieve a more effective process for those who will not comply with the Municipal Court rulings and under the normal citation process. Ms. Murdoch explained the current process for such cases includes citing the responsible party to Lane County Circuit Court, obtaining a court order and eventually gaining entry to the property to proceed with the clean-up process. This process necessitates the City Attorney's Office spending time in court representing the City, as well as time preparing the legal documentation for trial. Approximately $5,000 per year is allocated for litigation in the Code Enforcement budget which has not been sufficient to cover the cost of all cases of this type. For example, in the 1995-96 Fiscal Year, Ms. Murdoch stated she anticipates spending $23,000 on litigation. Councilor Shaver asked if the property owner is the ultimate person responsible, as defined in Section 5-1:-1, Definitions. Ms. Murdoch replied yes, but explained how code enforcement staff does contact the renter or occupant first in an attempt to reach compliance before most property owners are contacted. . Councilor Shaver suggested changing the title of "Hearings Officer" under the definition section to "Hearings Official" as it is used more consistently throughout the ordinance. He also suggested providing a specific definition for storage, including the amount of time allowed to provide storage and what types of items which are not specifically vehicles can be stored. . City of Springfield Work Session - 6/1 0/96 page two Ms. Kieran discussed the definition of storage and what types of additional language the Council would like to see included in the ordinance. After discussion, Council agreed by consensus, to have language specific to the number of days a vehicle could be stored included for discussion at the first reading of the ordinance. Mr. Leahy clarified the ordinance wording regarding the responsible person versus the property owner and referenced Section 5-1-1. Ms. Murdoch explained the citation process in detail and how at each step the responsible party is provided with the information about the nuisance abatement section of the City Code. Councilor Maine asked how using a Hearings Official would reduce the cost of litigation. Ms. Kieran explained that the use of a Hearings Official versus Circuit Court would satisfy the right for due process. There was a discussion regarding the cost of the Hearings Official and how the clause of providing a written protest could obstruct the process. Ms. Kieran discussed why the new process proposed. Councilor Dahlquist suggested use of the word "existed" versus "exists" in Section 5-1-9, Abatement Procedures - Separate from Penalty. . Ms. Murdoch stated staff would incorporate the changes suggested.by Council and would bring the ordinance back to Council for further review. By consensus, Council agreed to adoptthe ordinance, with the revisions as discussed, including providing a more precise definition of the word "storage." Ms. Murdoch provided Council with information regarding the code enforcement program. She stated the current ordinance adopted in 1994, has been very effective. So far in 1996, she has received 800 complaints and stated the addition of a part-time Clerk II has provided the program with much needed clerical assistance and has allowed her to spend more time on mediation and court preparation. She stated code enforcement staff recently completed six neighborhood sweeps and there has been noticeable improvements and positive response from the neighborhoods. 2. Broad Base Programs Proposal for Multi-Sports Fieldhouse at Springfield Sports Center Facility Ms. Daluddung stated board members from Broad Base Programs were invited to attend the meeting to provide Council with their new proposal for a multi-sports fieldhouse at the Springfield Sports Center facility. She explained that room tax funding in the amount of $14,000 has been set-aside based on Council's review of the proposal. She introduced Management Analyst/Sport Center Coordinator Howard Wade and Broad Base representatives Kathy Gran, President and Dick Lee, Treasurer. . Mr. Lee thanked the Council for their support and provided background information on the 1995 Room Tax funding in the amount of $25,000, provided by the City of Springfield. Based on market research, Broad Base programs has devised a three-phase strategy toward building its multi-sports fieldhouse/arena. . City of Springfield Work Session - 6/10/96 page three Mr. Lee stated the first phase of the development would be to construct a smaller facility than the original plan and would fit into the existing Urban Growth Boundary (UGB). Mr. Lee asked that the Council approve the room tax set-aside, so they could launch their $5 million corporate fundraising campaign and begin planning for Phase I of development. Mr. Lee mentioned the name of the building would be the McKenzie Sports Arena. Mr. Lee introduced project architects Gary Marshall and Lee Kerch, who presented a slide show. Mr. Kersh spoke about the entire or three-phase project and showed slides of the proposed interior and exterior of the facility. Mr. Marshall spoke about Phase I and the amenities that would be included in it. Broad Base community representative, Greg Vik, spoke about construction costs associated with the development of Phase I. He also provided the Council with costs for fit, furnishing and equipment, financing and debt service, which all together total $5.5 million. He spoke about the board's general fundraising goal and the major media kick-off event planned for the near future. Mr. Vik stated Broad Base needed to identify a fundraising coordinator, who would assist the board in reaching their $3 million fundraising target. . Mr. Lee read letters of support and stated many organizations in the community have contacted Broad Base regarding funding or in-kind assistance. Councilor Ballew asked how, the in-kind donations totaling $60,000 have been valued. Mr. Lee explained that over 4,000 hours of in-kind donations have already occurred and the values are placed by the donator. Councilor Burge stated he was pleased to see Broad Base proposing the phased approach. His concern over the high price of the original project, caused him to meet with Broad Base board members and help guide the project toward the phased approach. He stated he is comfortable with the proposal and believes it is worthy of both Council and community support. Mayor Morrisette asked why the Hoops facility in Salem was built for $1.8 million and the proposed Broad Base facility will cost in excess of $5 million. Mr. Vik stated Hoops only has basketball courts, was not intended for multi-sports and was not constructed to the same standards as the building Broad Base is proposing. There was a discussion regarding the type of materials which will be used and the differences in rest rooms, showers, fixtures, trellises, food booths and the kiosk feature. Mr. Vik also commented that the Sports Center site has better access and visibility. Councilor Maine said she likes the idea of completing the development in phases and would recommend the room tax funding be allocated for the creation of a fundraising brochure. She stated she was concerned over the due date for fundraising. She felt it may be too aggressive and nine months may not be long enough to meet the expectations set forth. Mayor Morrisette concurred, describing a similar project he is familiar with in Little Rock, Arkansas. . Councilor Shaver asked if the feasibility study provided information regarding fundraising. Mr. Lee replied it would not. Council discussed whether it is appropriate to allocate room tax funding to create brochures. Mr. Lee stated ECO Northwest has agreed to review of Broad Base business plan. Mr. Kelly reminded Council that they could place conditions on any funding allocated including reviews, progress reports, or scheduling of future meetings. " , . . . . City of Springfield Work Session - 6/10/96 page four Councilor Shaver asked how Phase II of the building would attach to Phase I. Mr. Marshall replied the attachment would occur by a single story link between the two buildings and that no buildings would be demolished. Only the wall separating the two buildings would be removed. He commented that Phase II is based on cost reductions realized after the construction of Phase I. Council discussed the possibility of any assistance or involvement in the project by Willamalane Park and Recreation District. Mayor Morrisette stated that Willamalane was approached early in the Sports Center planning stages and was not interested. He stated the land was originally acquired by the City with the intent to place a building on it, not just sports fields. Councilor Maine stated she would like to see the fundraising brochure within a reasonable timeframe for the $14,000 contribution of room tax dollars. Ms. Daluddung told Council that new language would need to be added to the existing Broad Base lease with any Council mandated timeframes, since it would be beneficial to the Broad Base board to have a signed lease with the City when they begin their fundraising efforts. Ms. Daluddung stated the new lease would be brought back to the Council for approval. Mr. Leahy suggested adding two items to the lease; I) a deadline for providing the Council with a perfected brochure and; 2) a deadline for providing the Council with an updated business plan. Ms. Daluddung stated the lease would be provided to Council by July 8, if the revisions were completed. 3. Business from Council Councilor Ballew handed out a draft memo that she would like to send to the members of the Intergovernmental Human Services Committee (IHSC) regarding the last IHSC meeting and Springfield's commitment to fund social services. Council discussed the issue of the Intergovernmental Agreement and the intent for future funding. Councilor Ballew asked for any comments regarding the memo as soon as possible, as she would be forwarding it to the IHSC members by mid-week. ADJOURNMENT The meeting adjourned at 7:42 Minutes Recorder - Shari Higgins ~i~~~ ayor Morrisette ATTEST: ~ City Recorder