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HomeMy WebLinkAbout01/16/1996 Regular . MINUTES OF THE REGULAR MEETING OF THE SPRINGFIELD CITY COUNCIL HELD TUESDAY, JANUARY 16,1996 The City of Springfield Council met in Regular Session in the Springfield City Council Chamber Room, 225 Fifth Street, Springfield, Oregon, on Tuesday, January 16, 1996, at 7:00 p.m., with Mayor Morrisette presiding. ATTENDANCE Present were Mayor Morrisette, Councilors Ballew, Beyer, Dahlquist, Maine and Shaver. Councilor Burge was absent (excused). Also present were City Manager Michael Kelly, Assistant City Manager Gino Grimaldi, City Attorney Joe Trudeau, City Recorder Eileen Stein, Administrative Aide Julie Wilson and members of the staff. PLEDGE OF ALLEGIANCE The Pledge of Allegiance was led by Mayor Morrisette. SPRINGFIELD UPBEAT 1. Mayor Morrisette recognized Gaye Rosie Zehner, as recipient of the Annual Human Rights Award. . 2. City Manager Mike Kelly recognized John McDowell, Fire and Life Safety Department, for 15 years of service to the City of Springfield. 3. City Manager Mike Kelly recognized Joe Wicks, Fire and Life Safety Department, for 15 years of service to the City of Springfield. 4. City Manager Mike Kelly recognized James Steiner, Public Works, for 10 years of service to the City of Springfield. 5. . Mayor Morrisette announced the completion of the Springfield Honor Roll wall display which recognized all past mayors and city councilors. He unveiled the display and stated it would be placed on the wall in the lobby of City Hall. CONSENT CALENDAR IT WAS MOVED BY COUNCILOR SHAVER, WITH A SECOND BY COUNCILOR MAINE, TO APPROVE THE CONSENT CALENDAR. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST. Finance Director Bob Duey provided insurance information regarding the retainer for Gardiner and Clancy LLC. He also answered questions regarding the compensation package for Municipal Court Judges. . 1. Claims a. December 1995, Disbursements for Approval. . Regular Council Meeting Minutes January 16, 1996 Page 2 2. Minutes \ a. December 18, 1995 - Regular Meeting 3. Resolutions a. RESOLUTION NO. 96-1 - A RESOLUTION TO ACCEPT PERMIT PROJECT 3-839: ASPEN STREET SEWER, 400 FEET SOUTH OF DIAMOND STREET. b. RESOLUTION NO. 96-2 - A RESOLUTION TO ACCEPT PERMIT PROJECT 3-942: HAMIL TON STREET IMPROVEMENTS. c. RESOLUTION NO. 96-3 - A RESOLUTION TO ACCEPT PERMIT PROJECT 3-949: T STREET. MORIN PLAT. 4. Ordinances 5. Other Routine Matters a. Approval of December, 1995 Quarterly Updated Financial Reports . b. Approval of Request of Presiding Municipal Court Judge Richard Curtis to Reallocate the Current Hours Being Provided by He and Judge James Strickland. c. Approval to Retain Gardiner and Clancy LLC as Financial Advisors to the City of Springfield. d. Approve Endorsement ofOLCC Liquor License for Burrito Jalisco & The 535 Club, Located at 535 Main Street. " MOTION: APPROVEIREJECT THE CONSENT CALENDAR ITEMS REMOVED FROM THE CONSENT CALENDAR PUBLIC HEARINGS BUSINESS FROM THE AUDIENCE 1. W.G. Willie Combs, 334 Scotts Glen, spoke regarding the approved bond measure, support received by the members of the political action committee, television coverage, funds raised, and construction of the new fire station. He felt funding would be lost if certain delays occurred. . City Manager Mike Kelly explained that the sale of bonds was tentatively scheduled for March, 1996. COUNCIL RESPONSE CORRESPONDENCE AND PETITIONS Regular Council Meeting Minutes January 16, 1996 Page 3 . 1. Correspondence From Terrence E. Carter, M.D., 1200 Hilyard Street, Suite 600, Eugene, Expressing Opposition to the Proposed Gateway Indian Nation Casino. IT WAS MOVED BY COUNCILOR SHAVER, WITH A SECOND BY COUNCILOR MAINE, TO ACCEPT AND FILE THE CORRESPONDENCE. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST. 2. Correspondence From Lane Council of Governments, Metropolitan Residential Lands and Housing Staff Team, 125 East 8th Street, Eugene, Regarding Requests for Meeting Notes, Attachments and Complete Agenda Packets. IT WAS MOVED BY COUNCILOR SHAVER, WITH A SECOND BY COUNCILOR BEYER, TO ACCEPT AND FILE THE CORRESPONDENCE. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST. . 3. City Recorder Eileen Stein provided Council with the following handout: Correspondence From Reverend Ian Ross, 464 South 41 st Street, Expressing Objection to the Proposed Street Improvement Project 95-02-40. . IT WAS MOVED BY COUNCILOR SHAVER, WITH A SECOND BY COUNCILOR BEYER, TO ACCEPT AND FILE THE CORRESPONDENCE. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST. BIDS 1. Purchase of Public Safety Communications Radio System. Chief of Police Bill DeForrest presented the staff report on this issue. The Police Department has completed a Request for Proposals (RFP) process to acquire a new radio communications system and is seeking approval to enter into a contract with Motorola, Inc. for the purchase of this system at a cost of $860,978 and approximately $5,000 for additional miscellaneous installation costs for a total system price of $865,978. Chief De Forrest commented tliat due to the age and heavy use of the Springfield Police Department radio and dispatch equipment, system reliability has begun to degrade. Much of the fixed equipment in the radio system is past its normal useful life-expectancy. Maintenance costs have begun to increase, and many replacement parts are no longer available. Recognizing this need, the Budget Committee and Council authorized hiring a radio engineering consultant and developing an RFP to replace the radio system. The department released the RFP and Motorola, Inc. was the single bidder. . Chief De Forrest stated the bid for the proposed system is $860,978, with additional installation costs of approximately $5,000, for a total of $865,978. He acknowledged the bid is well above the estimated price of $640,000 which was included in the capital bond. He stated the consultant did not have enough time to understand the failures of the current system and the department's future needs, before being required to prepare a cost estimate for the project that would be submitted to the Capital Bond Committee for review. He referenced the memorandum included in the staff report prepared by the Finance Director discussing Regular Council Meeting Minutes January 16, 1996 Page 4 . financing of the project. Chief De Forrest recommended the total cost be paid from bond proceeds. He stated that all legal issues related to the bid have been addressed. Councilor Ballew expressed concern over the bid being much higher than the estimate. She also asked whether this cost included the mobile data terminals for police and fire vehicles which was another project included in the bond. Chief De Forrest replied this bid was for the radio system only and that the mobile data terminals for police vehicles was outside the scope of this bid. He reiterated that the reason for the overage was due to the inability of the consultant to prepare an accurate cost estimate, due to the timing within which the consultant was hired and a cost estimate was needed. He stated the consultant did not have enough time to understand the reason for the failures of the current system and the future needs of the department. City Manager Mike Kelly explained that the Capital Bond Committee understood that the preliminary estimates given for projects were only estimates. He explained the difficulty of not having precise cost estimates when reviewing projects. He also explained that certain projects may cost less than estimated and other projects may cost more than estimated. He explained that Council could authorize shifting fund between projects. Finance Director Bob Duey answered questions from Council regarding financing issues and replacement costs. . Chief De Forrest introduced Mr. Tom Eckles, the radio system replacement consultant, who. eXplained that the original estimate was preliminary. He stated that the existing system is analog and that the specifications called for a digital system that had many benefits which contributed to an increase in the system cost. He explained that additional radios, control station, and other features not considered in the original design were added at a later date, which also increased the cost. Mr. Eckles explained that some ofthe old radios could continue to be used, but he did not see that the resale of the existing equipment was a possibility due to it's age. He stated the bid includes changing the location of the radio tower and stated the new location would provide a better range of coverage Councilor Dahlquist asked whether the new system could be upgraded easily in the future. Mr. Eckles discussed upgrades and explained the recommended system would require less upgrades in the future. Councilor Ballew requested a written comparison between the preliminary cost estimate and the bid cost. Mr. Eckles discussed project management costs, including installation, removal of old equipment, ensuring a smooth transition, and installation of the equipment into police vehicles. He stated the main difference in the estimate and the bid is due to the project management costs which weren't included in the project estimate. He explained that only a few additional features were added to the specifications after the project estimate was set. . The Council asked specific questions of Mr.Eckles regarding the components of and assumptions used in preparing the project estimate. Mr. Eckles provided answers to the questions. Regular Council Meeting Minutes January 16, 1996 Page 5 . Councilor Ballew stated that she supports this project and the efforts of the committee, although she is still concerned with the cost. Councilor Shaver stated he was disappointed that the bid was higher than anticipated, although he supported the need to replace the equipment. IT WAS MOVED BY COUNCILOR BEYER, WITH A SECOND BY COUNCILOR MAINE, TO ACCEPT THE BID FROM MOTOROLA, INC. TO PURCHASE A PUBLIC SAFETY COMMUNICATIONS RADIO SYSTEM FOR A TOTAL OF $865,978, TO BE PAID FOR THROUGH THE BOND PROCEEDS. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST. ORDINANCES BUSINESS FROM THE CITY COUNCIL I. Committee Appointments a. Library Board Appointments. . IT WAS MOVED BY COUNCILOR DAHLQUIST, WITH A SECOND BY COUNCILOR MAINE, TO REAPPOINT BRUCE HORTON AS A MEMBER OF THE LIBRARY BOARD AND TO APPOINT MARYCLARE M..FEIGHAN TO THE. LIBRARY BOARD; BOTH TERMS WILL EXPIRE DECEMBER 31, 1999. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST. 2. Business from Council a. Committee Reports 1. Councilor Dahlquist reported on a recent McKenzie Watershed Council meeting. He explained that they adopted a budget and approved an agreement with Lane Council of Governments. Councilor Shaver provided background and purpose of the Watershed Council. Mayor Morrisette requested that staff provide Council with background and history information regarding the Watershed Council. City Manager Mike Kelly explained LCOG's involvement with the project. b. Other Business BUSINESS FROM THE CITY MANAGER 1. Street Improvements for Project 1-962. . A RESOLUTION INITIATING PROJECT 1-962. STREET IMPROVEMENTS ALONG SOUTH 41 ST STREET FROM CAMELLIA TO VIRGINIA STREETS AND VIRGINIA STREET FROM 41 ST STREET TO 41 ST PLACE. AND VICINITY. Regular Council Meeting Minutes January 16, 1996 Page 6 . City Engineer AI Peroutka presented the staff report on this issue. The proposed improvements are being requested by Mr. Jim Paulson, developer of Wyatt Meadows subdivision, located immediately to the south of the proposed project. As part of the approval of Wyatt Meadows, the developer is required to improve South 41 st Street from Camellia to Virginia Streets and Virginia Street from 41 st Street to 41 st Place. Siilce a portion of South 41 st Street and the north half of Virginia Street between 41 st Street and 41 st Place lies outside the Wyatt Meadows subdivision and benefits properties outside of Wyatt Meadows, Mr. Paulson requests the abutting property owners pay their portion of the street construction costs. The owners of six (including Mr. Paulson's parcel) of the ten parcels have signed improvement agreements which represents seven of the 14 property owners. Although this is not a public hearing, the property owners were notified that this item would be on tonight's agenda and they may want to speak at the meeting. Mr. Peroutka commented that today he received notification that a development permit has been filed for the corner lot of S. 41 st Street and Main Street. This development application presents the opportunity for possibly expanding the project to improve all of South 41 st Street. Had he known this information sooner, he would have requested a Council work session to explore the possibility of making a larger local improvement district project to im prove all of South 41 st Street. . Mr. Peroutka presented options for moving forward including: 1) initiating the project as requested, 2) declining to initiate a project and leaving the obligation to improve the street with the developer, 3) initiating an expanded project including South 41st Street to Main. Street, or 4) holding a Co~ncil work session prior to making a decision. Mr. Kelly discussed the issue of the requirements of improvement agreements and the obligation of property owners who have improvement agreements. He clarified the possible options. 1. Lucile Ross, 464 South 41 st Street, spoke in opposition of the proposed street improvement project. She also suggested erecting a fence to make South 41 st Street a cul- de-sac like it used to be, before the construction of Wyatt Meadows, and not include her and her neighbors in the improvement project. 2. Rev. Ian Ross, 464 South 41st Street, spoke in opposition of the proposed street improvement project. He explained that the assessment would create a financial hardship on he and his wife. 3. Christy Woods, 460 S 41st, spoke in opposition of the proposed street improvement project. 4. Steve Bonhomme, 4155 Camellia spoke in opposition of the proposed street improvement project. He discussed the financial burdens that would be placed on the property owners. By consensus, Council agreed that this item should be scheduled for a work session next week. . 2. Other Business a. Councilor Maine stated she would attend the one day criminal justice symposium. Councilor Ballew indicated she would also attend. ,. Regular Comicil Meeting Minutes January 16, 1996 Page 7 . BUSINESS FROM THE CITY ATTORNEY None ADJOURNMENT The meeting was adjourned at 8:55 p.m. Minutes Recorder - Julie Wilson \d#ll/~ Bill Morrisette Mayor . Attest: ~-~ Eileen Stein City Recorder . .