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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~