HomeMy WebLinkAbout04/06/2009 Regular
City of Springfield
Regular Meeting
MINUTES OF THE REGULAR MEETING OF
THE SPRINGFIELD CITY COUNCIL HELD
M()NDJ\)T, APRIL 6, 2009
The City of Springfield Council met in regular session in the Council Meeting Room, 225 Fifth
Street, Springfield, Oregon, on Monday, April 6,2009 at 7:05 p.m., with Council President
Ralston presiding. '
ATTENDANCE
Present were Councilors Ralston, Lundberg, Wylie, Leezer, Woodrow and Pishioneri. Also
present were City Manager Gino Grimaldi, Assistant City Manager jeffTowery, City Attorney
Bill Van Vactor, City Recorder Amy Sowa and members of the staff.
Mayor Leiken was absent (excused).
PLEDGE OF ALLEGIANCE
The Pledge of Allegiance was led by Council President Ralston.
SPRINGFIELD UPBEJ\ T
CONSENT CALENDAR
IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR
WOODROW TO APPROVE THE CONSENT CALENDAR. THE MOTION PASSED
WITH A VOTE OF 6 FOR AND 0 AGAINST.
I. Claims
2. Minutes
a. February 17,2009 - Work Session
b. February 17,2009- Regular Meeting
c. February 23, 2009 - Council Goal Setting Session
d. March 2, 2009 - Regular Meeting
e. March 3, 2009 - JEO Meeting
f. March 9, 2009 - Work Session
g. March 9, 2009 - Special Regular Meeting
h. March 16, 2009 - Work Session
1. March 16, 2009 - Regular Meeting
J. March 23,2009 -Work Session
3. Resolutions
4. Ordinances
City of Springfield
Council Regular Meeting Minutes
April 6, 2009
Page 2
a. ORDINANCE NO. 6240 - AN ORDINANCE AMENDING THE EUGENE-
SPRINGFIELD METROPOLITAN AREA GENERAL PLAN (METRO PLAN) AND
THE EUGENE-SPRINGFIELD TRANSPORTATION SYSTEM PLAN (TRANSPLANJ
BY REMOVING PROJECT #27 ORI26/MAIN STREET AND PROJECT #30
OR126/52ND STREET FROM TABLE Ib AND MAP-APPENDIX A IN CHAPTER 3
OF TRANSPLAN AND CONSISTENT WITH POLICY F.9 OF THE METRO PLAN:
AND PLACE THESE SAME PROJECTS IN TABLE la AND MAP-APPENDIX A IN
CHAPTER 3 OF TRANSPLAN AND CONSISTENT WITH POLICY F.9 OF THE
METRO PLAN: AND ADOPTING A SEVERABILITY CLAUSE (FIRST READING).
5. Other Routine Matters
ITEMS REMOVED
PUBLIC HEARINGS - Please limit comments to 3 minutes. Request to speak cards are available
at both entrances. Please present cards to City Recorder. Speakers may
not yield their time to others.
I. 20 I 0-20 14 Capital Improvement Program, A Community Reinvestment Plan.
City Engineer Ken V ogeney presented the staff report on this item. The draft City of Springfield
2010 - 2014 Capital Improvement Program (CIP), A Community Reinvestment Plan, was
reviewed at the Planning Commission's March 3, 2009 meeting. The Commission recommended
Council approval of the plan. The City Council then reviewed the draft CIP in work session on
March 23, 2009 and approved the CIP as drafted to be brought to public hearing at this meeting.
Upon consensus from Council the final CIP is unchanged from the draft version presented on
March 23,2009. This includes the deferment of funding for the McKenzie Oxbow Study, The
Gray/Jacqua Agreement, and the Woodstave Removal projects. To help ease the impact on the
drainage user rates, the funding originally allocated to these projects has been spread over
necessary ongoing programs to offset the amount'ofthe capital transfer from the operating fund
in FY 2010. As a reference, the Council Briefing Memorandum from the March 23,2009 work
session is included as attachment 2.
After hearing public comments, Council is requested to adopt the 20 I 0 - 2014 Capital
Improvement Program by motion.
Council President Ralston opened the public hearing.
Noone appeared.
Council President Ralston closed the public hearing.
IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR
WOODROW TO ADOPT THE 2010-2014 CAPITAL IMPROVEMENT PROGRAM. THE
MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST.
City of Springfield
Council Regular Meeting Minutes
April 6, 2009
Page 3
2. Amend the Eugene-Springfield Metropolitan Area General Plan (Metro Plan) to include a
New Safe Harbor Population Projection for the City of Springfield.
ORDINANCE NO.2 - AN ORDINANCE AMENDING CHAPTER I. INTRODUCTION
AND PURPOSE SECTION OF THE EUGENE-SPRINGFIELD METROPOLITAN AREA
GENERAL PLAN BY ADDING A POPULATION FORECAST FOR THE CITY OF
SPRINGFIELD FOR THE PERIOD 20 I 0-2030 AND ADOPTING A SEVERABILITY
CLAUSE (FIRST READING).
Planning Manager Greg Mott presented the staff report on this item. The City must have its own
population forecast in orderto adopt its own urban growth boundary; the number derived from
the safe harbor methodology may be adopted into the Metro Plan unilaterally by the City of
Springfield as provided in ORS 195.034 and ORS 197.304.
The 2007 Oregon Legislature enacted laws that require Springfield to adopt, separately from any
other city in Lane County, an urban growth boundary; and to demonstrate by December 31, 2009
that there is sufficient buildable lands within that urban growth boundary to accommodate
housing needs for 20 years (ORS 197.304). Housing need cannot be determined without an
adopted population forecast (OAR 660-024-0040). The planning period in the Metro Plan
extends only until 2015, and the Metro Plan population forecast is metropolitan-wide rather than
allocated to each city. In order to comply with ORS 197.304 in a timely manner, the City
Council endorsed the "safe harbor" population methodology in ORS 195.034 and submitted a
letter to Lane County on June 25,2008 requesting the County to accept this methodology. The
County did not take action on this request within 6 months as provided in ORS 195.034;
therefore, the City of Springfield may adopt the extended forecast into the comprehensive plan.
That forecast is in the form ofthe following new Metro Plan text:
"In order to achieve timely compliance with the statutory obligation under 2007 Or Laws
Chapter 650, the City of Springfield separately adopts the following safe harbor population
forecast pursuant to 2007 Or Laws Chapter 689, andfor the planning period extending until
2030: City of Springfield Jurisdictional Area: 82,616."
Please review Attachment 2 for more information on the statutory provisions for population
forecasting, determination of buildable lands inventories, and comprehensive plan amendments.
Mr. Mott said the City of Springfield had never conducted a population forecast for only
Springfield, but had always had it done for the Metro area. The law (ORS 195.034) stated that if
it had been over 10 years, or if no forecast had been done, jurisdictions could use Safe Harbor.
Eugene and Springfield proceeded in that manner. All of the cities in Lane County and the
County were notified that Springfield and Eugene were undertaking the Safe Harbor
methodology, as required by State law. The Planning Commissions held a joint public hearing in
November 2008. After considering testimony, they recommended the Safe Harbor methodology,
in which the figure for Springfield in 2030 was 82,646. At the same time the cities were
processing the Safe Harbor plan amendment, the ten small cities in Lane County submitted a
request to Lane County for a new population forecast. Lane County contracted with Portland
State University (PSU) to perform a population forecast. These actions were related, but were on
separate tracks, which was permitted and required by the law. The cities needed the population
forecast before the end of the calendar year (2009). The provisions in the statute say that ifthe
cities made this request and the County did not act on the request within six months, the cities
may then adopt the Population Forecast in their Comprehensive Plan, notwithstanding any other
City of Springfield
Council Regular Meeting Minutes
April 6, 2009
Page 4
provisions that normally applied for fmdings for these types of actions. The HB3337 statute also
pre-empts the normal customs and standards that applied for plan amendments. The City
contracted with private legal counsel to assist in some of the actions being taken and other issues.
The attorney, Al Johnson, prepared a memo, which was distributed to the Mayor and Council,
regarding this issue. This memo would be part of the permanent record. Mr. Mott also noted that
the file in front of him was the complete record for the action undertaken since this began in
October 2007. Tonight was the fIrst reading and public hearing. No action was being requested.
Councilor Woodrow asked if the County or City of Eugene could turn around and contest the
decision if Springfield went forward.
Mr. Mott said anyone who appeared as a party to this hearing had standing to pursue any action
they felt entitled to. In this case, the Council's decision, if they adopted the ordinance, could be
appealed to the Land Use Board of Appeals (LUBA) by any of those parties that participated in
either the Planning Commission or City Council public hearing.
Councilor Pishioneri said in February of 2007, LCOG sent an endorsement regarding population
to the LCBC. He asked if LCOG played a role or provided assistance in this decision.
Mr. Mott said they did not. LCOG had a number of different functions they provided within the
metropolitan planning organization (MPO). They were formerly asked by the County to prepare
population forecasts on behalf of the County, but that arrangement was rescinded by the LCBC
and the Board assumed the responsibility. With respect to population forecasting, LCOG had no
more role in that. The Metropolitan Policy Committee (MPC) did adopt, in the regional
transportation plan (RTP), a population projection based on the RTP planning horizon, which was
2031. That was through the arm of LCOG and the MPO.
Council President Ralston opened the public hearing.
1. Matt Laird, Lane County Land Management Division, 125 East 8th Avenue, Eugene, OR.
Mr. Laird asked that the record remain open for two weeks to provide an opportunity for the
LCBC to present comments on this issue. He received notice of tonight's public hearing on
March 20,2009, and was not able to get this scheduled before the Lane County Board of
Commissioners (LCBC) until tomorrow (April 7). He would like the record to remain open in
case the LCBC would like to submit something.
2. Mia Nelson, 40160 East 1st Street, Lowell, OR. Ms. Nelson said she was speaking on her
own behalf and on behalf of Land Watch Lane County. They were opposed to this because
the Safe Harbor projections showed a combined total of Eugene and Springfield of about
11,000 more than the Portland State University (PSU) figures. That was a substantial
difference. They did not want to interfere with Springfield's ability to move forward, but that
was a large enough piece in the UGB (urban growth boundary) expansion. She referred to the
statute that stated the if the County didn't 'take action' within 6 months of the cities
requesting to do Safe Harbor, that gave the cities the green light to go forward, but there had
been discussion of what 'take action' really meant - either adoption of a new forecast or
starting a new forecast. Lane County did start a new forecast within the 6 month period,
although did not adopt one. She had researched the legislative history ofthis measure.
Initially, this bill did use the term 'adopted' and required the County adopt a forecast in 6
months. This was prepared by the League of Oregon Cities (LOC), who testified that was
sufficient. At the same hearing, the Association of Oregon Counties (AOC) appeared and
City of Springfield
Council Regular Meeting Minutes
April 6, 2009
Page 5
contested that. As a result, the committee took out the term 'adopted' and put in the 'take
action' language. Their position was that the intent of the legislature was that if the County
had started a new forecast effort within 6 months, the cities could not go forward. She
submitted the original and final versions of the bill for the record. She urged Council to look
into the meaning ofthat word carefully.
Council President Ralston closed the public hearing.
Mr. Mott said by extending this two weeks, it would put it out to May 4 for adoption. He had no
objections to delaying it to that date.
IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR
WOODROW TO EXTEND THE WRITTEN RECORD FOR TWO WEEKS. THE
MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST.
Councilor Wylie asked that Council look into the issues brought forth by Ms. Nelson.
Staff said they could provide further information on that subject.
NO ACTION REQUESTED. FIRST READING ONLY.
3. Increase the Metropolitan Wastewater Management Commission's (MWMC's) Borrowing
Authority for Issuing Future Bonds to Support Completion of the Capital Projects Identified
in 2004 Facilities Plan.
RESOLUTION NO. 09-11- A RESOLUTION OF THE COMMON COUNCIL OF THE
CITY OF SPRINGFIELD APPROVING ADDITIONAL BORROWING AUTHORITY OF
UP TO $100 MILLION FOR THE MWMC IN ORDER TO COMPLETE PLANNED
CAPITAL IMPROVEMENTS.
Environmental Services Manager Ron Bittler presented the staff report on this item. MWMC is in
the process of constructing the regional wastewater capital improvement projects called for in the
2004 Facilities Plan. MWMC has nearly completed construction of all facilities funded through
the issuance of the first $100 million in revenue bonds and loans that were authorized by the City
Councils in 2005. MWMC is now prepared to move forward, on schedule, with the next phase of
projects, which requires that additional borrowing authority of up to $100 million be granted by
the two Cities.
In 2004, the MWMC and the three governing bodies adopted a regional wastewater Facilities
Plan, which included capital projects that had an estimated cost of$144 million.(in 2004 dollars),
necessary to meet the wastewater treatment needs ofthe Eugene-Springfield metropolitan area
through the year 2025. The 2004 Facilities Plan outlines a schedule for construction of the capital
improvements necessary to maintain compliance with the Commission's wastewater discharge
permit and other environmental and land use requirements, as well as satisfy anticipated demands
for treatment capacity. In 2006, CH2MHill recosted the projects in the Facilities Plan to reflect
substantial increases in steel, concrete and other factors driving costs beyond standard
inflationary factors. The total cost of the projects is about $196 million in 2006 dollars.
The construction improvements encompass 38 individual projects that span 20 years of
implementation. The CIP is on schedule to meet legal and regulatory obligations. Many of the
City of Springfield
Council Regular Meeting Minutes
April 6, 2009
Page 6
critical components of the Facilities Plan are front-loaded in the 20 year period to comply with a
requirement that, by the end of 2009, wastewater facilities be able to transport and treat the peak
flow generated by a 5-year, 24-hour storm event. This deadline is established by an adopted state
water quality standard, and MWMC and the two Cities are under an Environmental Protection
Agency Compliance Order to comply.
In November of2006, the MWMC issued its fIrst revenue bond in the amount of $47,270,000. In
November of 2008, the MWMC completed its second bond sale of $50,730,000. In addition
during 2008, the MWMC borrowed $2,000,000 in the form of state revolving fund (SRF) loan.
The projects under way are being completed within specified budgets, time lines, and
environmental performance parameters. The success of the program to date is a good indicator
that future projects will continue to meet cost and performance objectives.
It is anticipated that an additional $31 million in borrowing will be needed in the near-term to
complete the remaining CIP projects necessary to ensure compliance with regulatory
requirements. The Commission is requesting authorization to borrow up to a total of $1 00
million to complete the second phase of construction of projects in the 2004 Facilities Plan. The
Plan and projects remain consistent with what the Councils, the Board of County Commissioners,
and the Department of Environmental Quality adopted in 2005.
Council President Ralston opened the public hearing.
Noone appeared to speak.
Council President Ralston closed the public hearing.
IT WAS MOVED BY COUNCll,OR LUNDBERG WITH A SECOND BY COUNCILOR
WOODROW TO ADOPT RESOLUTION NO. 09-11. THE MOTION PASSED WITH A
VOTE OF 6 FOR AND 0 AGAINST.
4. Supplemental Budget Resolution.
RESOLUTION NO. 09-12 - A RESOLUTION ADJUSTING RESOURCES AND
REQUIREMENTS IN THE FOLLOWING FUNDS: SANITARY SEWER CAPITAL.
BOOTH-KELLY
Budget Officer Bob Brew presented the staff report on this item. At various times during the
fiscal year the Council is request~d to make adjustments to the annual budget to reflect needed
changes in planned activities, to recognize new revenues, or to make other required adjustments.
These adjustments to resources and requirements change the current budget and are processed
through supplemental budget requests scheduled by the Finance Department on an annual basis.
This is a previously unscheduled FY09 supplemental budget request, and is the third FY09
supplemental budget to come before Council- a fourth is scheduled at the end of the fiscal year.
The supplemental budget being presented includes adjusting resources and requirements in the
Sanitary Sewer Capital Fund and the Booth Kelly Fund.
On March 26,2009, the City of Springfield sold $22,815,000 of Sewer System Revenue Bonds.
The closing date for the sale is April 02 and the proceeds will be recorded into the bond reserve in
the Sanitary Sewer Capital Fund. The attached resolution requests authorization to re-appropriate
City of Springfield
Council Regular Meeting Minutes
April 6, 2009
Page 7
$21,000,000 from the bond reserve to specific projects. These projects are: Jasper Road Trunk
Sewer Project ($11,909,000); and the federally-mandated projects from the Wet Weather Flow
Management Plan ($9,091,000).
The remaining $2.11M in bond proceeds will be recognized and appropriated in a subsequent
supplemental budget this fiscal year to recognize the establishment of a required debt service
reserve and for the payment of bond sale expenses.
In the Booth-Kelly Fund, the Finance Department is requesting that $936,012 of remaining
project funds from the construction of the Bureau of Land Management (BLM) building be
appropriated to pay accrued interest from the construction loan and to pre-pay a portion of the
principal balance. The entirety of these funds are from the loan obtained by the City to facilitate
the construction of the BLM portion of the National GuardArmory on Marcola Rd. No local
taxpayer funds are part of this project and 100% of the funds will be repaid to the lending bank by
the proceeds ofthe 10-year lease between the City and the Forest Service/BLM.
The overall financial impact of the Supplemental Budget Resolution is to increase total
expenditure appropriations by $21,000,000.
Council President Ralston opened the public hearing.
No one appeared to speak.
Council President Ralston closed the public hearing.
IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR
WOODROW TO ADOPT RESOLUTION NO. 09-12. THE MOTION PASSED WITH A
VOTE OF 6 FOR AND 0 AGAINST.
5. Ambulance Rate Increase.
RESOLUTTON NO. 09-13 - A RESOLUTION OF THE COMMON COUNCIL OF THE
CITY OF SPRINGFIELD AMENDING THE MASTER SCHEDULE OF
MISCELLANEOUS FEES AND CHARGES, RATES, PERMITS AND LICENSES IN
ORDER TO AMEND THE AMOUNT OF THE AMBULANCE AND EMERGENCY
MEDICAL SERVICES USER FEES
Fire Chief Dennis Murphy presented the staff report on this item. Due to changes in federal
reimbursement rates, increasing costs of operations, and the economic downturn, current
ambulance rates are not sufficient to cover the costs of operation of ambulance services in
Springfield. At the November 5,2007 Regular Session, Council adopted a resolution to
increase ambulance rates. That increase was an interim step to improve the ambulance fund
position. Another increase is necessary at this time.
In 2002, the federal Centers for Medicare and Medicaid Services (CMS) initiated a series of
ambulance reimbursement reductions that have resulted in a loss of income on all Medicare and
Medicaid patients transported by ambulance. A May 2007 report of the federal General
Accountability Office (GAO) confirmed that the new reimbursement level is an average of 6%
below the actual cost of providing services. The fmancial impact in Springfield has resulted in the
elimination of the ambulance fund reserves and request for a significant rate increase.
City of Springfield
Council Regular Meeting Minutes
April 6, 2009
Page 8
A Council Work Session was held on March 9. Councilors agreed that consideration of a rate
increase was a high priority and recommended the addition of a surcharge on out-of-county
residents and a higher mileage charge. Both have been included in the rate increase proposal.
Option # I:
Adopt an ambulancemte increase, effective April 7, 2009, from $1,150 base rate to $1,600 for
Lane County residents, $1,700 for non-Lane County residents, and a mileage rate increase from
$15.50 to $20.00 per mile to raise approximately $426,000 annually. This rate increase will not
fully fund the ambulance operations section, but will allow the ambulance fund to balance during
FYIO' The rate increase will provide limited relief to allow further evaluation while a long term
strategy is being developed.
Option #2:
Adopt an ambulance rate increase of some other amount. Ifbelow the Option #1 amount, this will
not balance the ambulance fund in FYIO. Service impacts would be evaluated based on the
magnitude of the shortfall.
Option #3:
Take no action. In FYIO, Ambulance Fund could lose over $400,000 by year end if no action is
taken to raise ambulance service rates.
Chief Murphy noted that Councilors Ralston and Woodrow attended the joint elected officials
(JEO) Ambulance Transport Summit Task Force meeting today.
Councilor Pishioneri said he commended the Fire and Life Safety (F&LS) department. He
understood this put Springfield at the top of the list in terms of cost, but others would
undoubtedly follow our lead.
Councilor Ralston opened the public hearing.
No one appeared to speak.
Councilor Ralston closed the public hearing.
IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR
WOODROW TO ADOPT RESOLUTION NO. 09-13. THE MOTION PASSED WITH A
VOTE OF 6 FOR AND 0 AGAINST.
COUNCIL RESPONSE
BUSINESS FROM THE AUDIENCE
CORRESPONDENCE AND PETITIONS
BIDS
ORDINANCES
BUSINESS FROM THE CITY COUNCIL
City of Springfield
Council Regular Meeting Minutes
April 6, 2009
Page 9
I. Committee Appointments
a. Budget Committee Appointment.
Budget Officer Bob Brew presented the staff report on this item. The Budget Committee has
a vacancy in Ward 4 due to the expiration of the term of Ellen Manzer on December 31,
2008. The person appointed to the Ward 4 position will serve a three year term that will
expire on December 31, 20 II. One application was received for this position.
An interview of Garold Ropp was conducted by the City Council on March 23, 2009. The
candidate selected by Council to serve as a member of the Budget Committee for Ward 4
must be appointed to the position and the appointment ratified.
IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY
COUNCILOR WOODROW TO APPOINT GAROLD ROPP TO THE WARD 4
POSITION OF THE BUDGET COMMITTEE WITH A TERM TO EXPIRE
DECEMBER 31,2011. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0
AGAINST.
2. Business from Council
a. Committee Reports
1. Councilor Ralston said he and Councilor Woodrow attended the fIrst Joint Elected
Officials subcommittee from the Ambulance Summit. They scheduled some potential
future meetings. There were a number of complicated issues. They did not receive a '
lot of information today, but did set an agenda and determined how they would go
about updating the separate Councils and Commissions. Public comments would be
heard during their meetings. Lane Rural Fire District was less willing to raise their
fees as Springfield was doing, but would be looking at a mileage increase. Eugene
hadn't started looking at that issue, but he anticipated Springfield would be leading
the way.
Councilor Woodrow said Eugene had a staff report to Chief Groves with the exact
increase Springfield just adopted. Lane Rural was looking at increasing mileage as
we did, but not the fees. He appreciated Chief Murphy for taking the fIrst leap.
Councilor Ralston said there would be a lot of information coming. It would be
intriguing to see what was presented. He noted the difference between Lane Rural
and the City fIre departments. Lane Rural was a fIre district and had their own tax
base.
2. Councilor Wylie said she went to City Hall Day in Salem last Wednesday. They went
to the Senate Chambers and watched as they passed the new Ethics law, which would
remove quarterly reporting and take relatives' names off of the documents. It was a
very nice experience. She and Jon Ruiz (City Manager from Eugene) were the only
two from Lane County.
City of Springfield
Council Regular Meeting Minutes
April 6, 2009
Page 10
BUSINESS FROM THE CITY MANAGER
I. Bid Award for the Following Sanitary Sewer Rehabilitation 2009 Projects: Project P21 0 17
(Basin 7, Bid Award); Project P21018 (Basin lOA, Bid Award); and Project P21021 (Basin
19B;Bid Award).
Civil Engineer Jeff Paschall presented the staff report on this item. Bids for three of the Sanitary
Sewer Rehabilitation 2009 construction projects have been opened. Contract award for each of
the projects is now necessary to enable work to proceed.
Bids for three sanitary sewer rehabilitation projects have been opened and are now ready
for Council to award to the respective low bidder(s). Sufficient funds to award the contracts exist
through the recent sale of Wastewater Revenue Bonds and Supplemental Budget 3 to recognize
funding in each of the construction project accounts.
These initial construction contracts are a part ofthe larger sanitary sewer rehabilitation project
which will complete the remaining work outlined in the Wet Weather Flow Management Plan
(WWFMP). Last year the Environmental Protection Agency (EP A) issued a compliance order to
complete the required work by January 1,2010. Inability to complete rehabilitation of the
required footage of piping by January 1,2010 could result in significant daily EPA fines to the
City of Springfield.
r
Mr. Paschall noted that the first two bids were substantially lower than the engineer's estimates.
They were anticipating good bids for future projects. Staffwas asking Council to take action on
all three motions.
IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR
WOODROW TO AWARD THE SUBJECT CONTRACT FOR P21017 (BASIN 7) TO H&J
CONSTRUCTION, INC. IN THE AMOUNT OF $487,833.75. THE MOTION PASSED
WITH A VOTE OF 6 FOR AND 0 AGAINST.
IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR
WOODROW TO AWARD THE SUBJECT CONTRACT FOR PROJECT P21018 (BASIN
lOA) TO H & J CONSTRUCTION, INC. IN THE AMOUNT OF $416,010.00. THE
MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST.
IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR
WOODROW TO AWARD THE SUBJECT CONTRACT FOR PROJECT P21021 (BASIN
19B) TO EMERY AND SONS CONSTRUCTION, INC. IN THE AMOUNT OF
$618,559.00. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST.
2. Strategic Plan Adoption.
Assistant City Manager Jeff Towery presented the staff report on this item. During Council Goal
Setting Session on February 23, 2009 the strategic plan was reviewed in detail and the Council
provided guidance and direction leading to the presentation of the plan for adoption. After further
review and consideration of comments from Council members a number of terminology and
format changes have been made. More significantly, two new targets have been added to the
City of Springfield
Council Regular Meeting Minutes
April 6, 2009
Page 11
document in an effort to report progress towards additional Council priorities: Capital Projects
are Constructed to Meet Expanding Needs [PW], and Projects and Other Efforts are
Collaborated on to Leverage Resources [DSD]. There was also discussion about a target
regarding to the City's effectiveness in relaying information to citizens about services available.
While there is no comprehensive target in the plan, a number of department level targets are
noted in Attachment 2.
In addition, work is underway to create a reporting format that is easy to read and very accessible
to the Council, public and other interested stakeholders. A summary and appendix are included
as Attachments 3 and 4. Finally, future Agenda Item Summaries and Council Briefing Memos
will include references to the Strategic Plan and draft templates are included as Attachments 5
and 6.
The goal and targets adopted and the supporting department level goals and targets will be used to
measure andreport efficiency, effectiveness and innovation as well as to prioritize services,
projects and policy initiatives. It will provide Council and staff with a tool to ensure both
progress and accountability and will also serve as a useful tool when allocating resources.
Councilor Wylie asked where transportation had been added.
Mr. Towery noted several areas within the document that addressed transportation.
Councilor Wylie said she was more concerned regarding transportation issues with the EmX,
Lane Transit District (LID), Gateway projects, etc.
Mr. Towery said rather than call out specific projects in this document, they were referred to as
higher level outcomes. Particular projects would be reported under separate cover and in separate
ways. Some of the department documents included those details.
Councilor Wylie said it concerned her that the City was not focusing on reducing congestion and
other benefits of mass transit.
Mr. Towery said they had captured those issues at the department level, but could include at this
level if Council chose.
Councilor Woodrow asked if this was the final document.
,Mr. Towery said unless Council changed it tonight, this was the final version. If Council adopted
this document, the next step would be to populate all of the base line and data measures. When
that was completed, staff would report that to Council.
Councilor Pishioneri referred to the center column under DSD (Development Services
Department) on the second page of the document. It appeared that a sentence above that was cut
off.
Mr. Towery said he would fix that in the final documents. He referred to Attachment 3, page 4,
which provided the description of the outcomes in summary form. The measures showed up near
the , end of Attachment 4, page 4. Staff would print out a clean copy for the Mayor and Council.
City of Springfield
Council Regular Meeting Minutes
April 6, 2009
Page 12
IT "'AS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR
WOODROW TO ADOPT THE CITY OF SPRINGFIELD STRATEGIC PLAN. THE
MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST.
3. Approve 2 Contract Amendments for FireMed Program Marketing and Advertising.
Fire Chief Murphy presented the staff report on this item. He introduced Bart Noll, Fire Med
director throughout Oregon. The FireMed program is beginning the 2009 FireMed membership
campaign, April 1- June 30, 2009: Eugene Fire & EMS and Lane Rural Fire/Rescue remain as
partners with Springfield Fire & Life Safety. Ad Group is the program's advertising agency.
FireMed also negotiated a renewal of a marketing partnership with LifeFlight Network, LLC to
provide an air ambulance option to FireMed members, FireMed Plus. LifeFlight operates a
helicopter from the Eugene airport.
The FireMed partners selected Ad Group through an RFP process, as the marketing and
advertising agency for the 2009 campaign. This is the fIrst of four annual renewals allowed
with the consent of the City CounciL
In 2008, with a total marketing expenditure of $343,699, membership increased 2.8%.
Springfield's share of that expense was $118,919 with membership revenue of$532,120. Last
year total membership revenue for all three FireMed partners was over $1.6 million.
LifeFlightcontributes $99,900 as its share of marketing costs for the campaign, and makes its
helicopter available for promotional events on a stand-by basis. LifeFlight membership is $35,
$3 more than last year, and at least $5 less than membership available through any other
program. Springfield markets memberships under the FireMed Plus brand. In 2008 FireMed
sold about 10,000 LifeFlight memberships.
FireMed accomplishes its large marketing campaign by pooling resources from the three FireMed
agencies and LifeFlight. Springfield provides program administration; therefore, the funds will
"pass through" the city's FireMed budget.
Councilor Woodrow declared a conflict of interest for these two items because he worked for a
company that benefited directly from the advertising with FireMed, and withdrew himself from
the vote.
IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR
PISHIONERI TO AUTHORIZE CITY MANAGER TO SIGN THE CONTRACT WITH
AD GROUP (A DIVISION OF SHELTON TURNBULL) IN THE AMOUNT NOT TO
EXCEED $330,000 FOR 2009 FIREMED ADVERTISING AND MARKETING
SERVICES. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST (1
ABSTENTION - WOODROW).
IT WAS MOVED BY COUNCILOR RALSTON WITH A SECOND BY COUNCILOR
LUNDBERG TO AUTHORIZE CITY MANAGER TO SIGN THE CONTRACT
EXTENSION WITH LIFE FLIGHT NETWORK FOR THEIR SHARE OF FIREMED
ADVERTISING AND MARKETING COSTS. THE MOTION PASSED WITH A VOTE
OF 5 FOR AND 0 AGAINST (1 ABSTENTION - WOODROW).
City of Springfield
Council Regular Meeting Minutes
April 6, 2009
Page 13
BUSINESS FROM THE CITY ATTORNEY
ADJOURNMENT
The meeting was adjourned at approximately 7:50 p.m.
Minutes Recorder Amy Sowa
Attest:
CityR~