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
.
.