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HomeMy WebLinkAbout08/16/1993 Regular . . . City of Springfield Regular Council Meeting MINUTES OF THE REGULAR MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY, AUGUST 16, 1993 The city of Springfield Council met in Regular Session in the Springfield City Council Chamber, 225 Fifth Street, Springfield, Oregon, on Monday, August 16, 1993, at 7:35 p.m., with Mayor Morrisette presiding. ATTENDANCE Present were Mayor Morrisette, Councilors Beyer, Shaver, Walters, Burge, Schanz and Maine. Also present were City Manager Michael Kelly, City Attorney Tim Harold, City Recorder Eileen Stein, and members of the staff. PLEDGE OF ALLEGIANCE The Pledge of Allegiance was led by Mayor Morrisette. INVOCATION The invocation was given by Rev. Jeff Savage, First Baptist Church. CONSENT CALENDAR IT WAS MOVED BY COUNCILOR MAINE, WITH A SECOND BY COUNCILOR WALTERS, TO ADOPT THE CONSENT CALENDAR WITH ITEM NUMBER 3A REMOVED. THE MOTION PASSED YITH A VOTE OF 6 FOR AND 0 AGAINST. , 1. Claims a. Approve the July, 1993 Disbursements for Approval. 2. Minutes a. July 6, 1993 - Regular Session b. July 12, 1993 - Work Session c. July 12, 1993 - Regular Session 4. Ordinances a. ORDINANCE NO. 5707 - AN ORDINANCE PERTAINING TO SANITATION, GARBAGE COLLECTION RATES, COUNTY USER FEES, AMENDING SUBSECTION (2) OF SECTION 4-2-5 OF ARTICLE 2 OF CHAPTER IV OF THE SPRINGFIELD CODE, 1965, PROVIDING AN EFFECTIVE DATE AND DECLARING AN EMERGENCY. 5. Other Routine Matters a. Endorsement of OLCC Liquor License for Time Out Tavern, Located at 5256 Main Street. ~~ City Council Regular Meeting Minutes August 16, 1993 Page 2 . b. Endorsement of OLCC Liquor License for West M Market, Located at 701 West M Street. c. Award Bid for Project 1-786: Construction of Sports Way Improvement Project, Including Curbs, Gutters, Pavement, Sidewalks, Sanitary Sewer, Drainage Improvements, and Street Trees on Sports Yay, International Way to Sports Complex, to Babe Construction Co., Inc., DBA: Delta Construction Co., in the Amount of $479,789.33. d. Council Endorsement of the Area Plan Approved by the Cascade Pacific Resource Conservation and Development Council. e. Dedication of Right-of-Way at North 60th and E Streets. f.Approve the June, 1993 Monthly Financial Reports. ITEMS REMOVED FROM THE CONSENT CALENDAR 3. Resolutions a. RESOLUTION NO. 93-44 - A RESOLUTION APPROVING THE ARTERIAL AND COLLECTOR STREET SYSTEM INCLUDED IN THE MCKENZIE-GATEWAY MEDIUM DENSITY RESIDENTIAL SITE CONCEPTUAL DEVELOPMENT PLAN, AND FORWARDING A RECOMMENDATION FOR APPROVAL TO THE LANE COUNTY BOARD OF COMMISSIONERS. . Mayor Morrisette invited Mr. Richard Boyles and Mr. Mark Miller to address the Council. 1. Richard Boyles, 3405 Baldy View, was representing property owners involved in the McKenzie Gateway CDP process. He explained the city was the applicant to approve a conceptual development plan governing 180 acres of MDR property in the Gateway area. He also stated CDP was mandated by the Refinement Plan completed in the Gateway area about one year ago. He also stated that elected officials expressed the idea in response to citizen input that consideration should be given to rezoning a portion of this 180 acre area to low density residential. He explained it was believed that this area could provide a unique opportunity for development of up-scale housing in Springfield. He also stated that staff felt this particular issue could not be reviewed as part of the process. As a result, he felt this was given no attention and the entire area was reviewed as a medium density residential site. He also stated that property owners would like a portion of this area to be reviewed for low density housing development before any more money is spent on the planning process. He also explained that property owners were opposed to the proposed bike path which would parallel the river. He explained that the path, as proposed, would run through some existing back yards. He urged Council to consider the comments made regarding rezoning to low density residential and comments in opposition of the bike path. Planning Manager Greg Mott provided additional information regarding this issue. Council discussed the possibility of staff . City Council Regular Meeting Minutes August 16, 1993 Page 3 . evaluating issues during the periodic review process. Council further discussed this issue. Council requested that City ~anager Mike Kelly bring this issue back to Council with options in terms of expediting the review. 2. Mike Miller, 2692 Viewmont, representative of the Clear Lake Partnership, agreed with comments made by Mr. Boyles regarding low density residential zoning and the bike proposed bike path comments. IT WAS MOVED BY COUNCILOR MAINE, WITH A SECOND BY COUNCILOR SHAVER, TO ADOPT RESOLUTION NO. 93-44. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. PUBLIC HEARINGS 1. Gateway Refinement Plan Diagram Amendment. ORDINANCE NO. 5708 - AN ORDINANCE AMENDING THE GATEWAY REFINEMENT PLAN DIAGRAM TO REDESIGNATE A PORTION OF TAX LOT 2600, ASSESSOR'S MAP 17-03-22, FROM MEDIUM DENSITY RESIDENTIAL TO COMMUNITY COMMERCIAL, GLENN M. KOTARA, APPLICANT (JO. NO. 93-06-87) AND DECLARING AN EMERGENCY. . Planning Manager Greg Mott presented a staff report on this issue. He explained that Mr. Jim Saul passed away last week. Mr. Saul was the consultant for the applicant on this issue. Mr. Mott explained that Attachment 2 was prepared by Mr. Saul and acknowledged the excellent quality of work he performed. Mr. Mott explained that the applicant is requesting this amendment to provide additional commercial development area that will serve as a buffer between residential development on the north and commercial center development on the south. On August 4, 1993, the Planning Commission conducted a public hearing on the proposed refinement plan amendment and concurrent zone change. Two people testified at the hearing and they both supported the request. During the week of July 19, 1993, DSD staff met with the applicant and Game Farm NEIGHBORS to discuss the amendment and proposed development of the property, including the extension of Oakdale. The neighborhood association members expressed support of the proposal because it included a small lot subdivision and sufficient curvature in Oakdale which would conform with the policies of the Gateway Refinement Plan. The Planning Commission voted unanimously to forward a recommendation of approval to the City Council. Mayor Morrisette opened the public hearing. 1. Glenn Kotara, 769 Fircrest Drive, explained Mr. Saul was retained by Mr. Kotara to prepare the plan amendment. He was requesting a plan amendment to move the present property location 113 feet north of its present location. He stated the Planning Commission reviewed this approximately two weeks ago and has given approval. He also stated the neighbors are in favor of the project. He encouraged the Council . City Council Regular Meeting Minutes August 16, 1993 Page 4 . to support the plan amendment. Mayor Morrisette closed the public hearing. IT WAS MOVED BY COUNCILOR MAINE, WITH A SECOND BY COUNCILOR WALTERS, TO ADOPT ORDINANCE NO. 5708. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. 2. Public Hearing for Project 1-792: Street Improvements to Serve South 52nd Place, Main Street to 100 Feet South of Cynthia Court. ORDINANCE NO. 5709 ~ AN ORDINANCE ADOPTING THE REPORT OF THE CITY ENGINEER FOR THE INSTALLATION OF PAVING, CURBS AND GUTTERS, SIDEWALKS ON BOTH SIDES OF THE STREET, STREET TREES, STREET LIGHTING, STORM DRAINAGE AND SANITARY SEWER REHABILITATION TO SERVE SOUTH 52ND PLACE FROM MAIN STREET TO 100 FEET SOUTH OF CYNTHIA COURT AND VICINITY (1-792) AND DECLARING AN EMERGENCY. . City Engineer Al Peroutka presented a staff report on this issue. At the June 21st public hearing, Council adopted the report of the City Engineer with the deletion of sidewalk construction on the east side of the street. Also, a petition for sidewalk construction on the east side of the street signed by 58 percent of the property owners was submitted. A third neighborhood meeting was held in hope of achieving a consensus of the amount of sidewalk to build. Of the 16 owners present at the meeting, eight voted for sidewalks on both sides of the street, zero voted for walks on the east side or the west side only and five voted to cancel the, project. In addition to the neighborhood meeting, staff sent a questionnaire to each residence polling the owners of the amount of sidewalk to build. Of the 42 property owners, 40 returned their questionnaire with their vote. 29 voted for sidewalks on both sides, 5 voted for sidewalks on the west side only, 3 voted for sidewalks on the east side only and 3 voted against all sidewalks. 29 voted to continue the project as presented by staff and 11 voted to cancel the project. The consensus of the neighborhood seems to be strongly in favor of going forward with the project with placement of sidewalks on both sides of the street. Mayor Morrisette opened the public hearing. No one appeared to speak. Mayor Morrisette closed the public hearing. IT WAS MOVED BY COUNCILOR MAINE, WITH A SECOND BY COUNCILOR SCHANZ, TO ADOPT ORDINANCE NO. 5709. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. 3. Proposed Sale - Portion of Tax Lot 17-03-15-00 Tax Lot 3400. Development Services Director Susan Daluddung presented a staff report on this issue. To facilitate the placement of infrastructure and the creation of jobs diversifying the local economy in the Special Light Industrial (SLI) district north of Game Farm Road, City Council is requested to hold a public hearing necessary on the proposed sale of approximately 13.8 acres of land to be purchased by the city and then re~old for economic development purposes. . City Council Regular Meeting Minutes August 16, 1993 Page 5 . Mayor Morrisette opened the public hearing. 1. Richard Boyles, 3405 Baldy View, representing Sycan B Corp., spoke regarding the proposed sale and the remaining 30 acres from the sale. He discussed background of the purchase and sale being considered. He also discussed the concept that Council wanted to "jump start" development in the McKenzie Gateway SLI area. He explained that his organization has been involved in developing a portion of the McKenzie Gateway site for five years. He felt private development could be hurt if certain policies were not followed by the city. He discussed the need for a pricing mechanism to be used in disposal of the remaining 30 acres. He stated that if a pricing policy is not based at market value and does not take into account the real costs of developing the property, the Council will be offering property at a price that the private sector can not compete with. He stated that if the private sector is unable to compete they will simply do business elsewhere. He felt the pricing policy was very important and urged Council to adopt a pricing policy that offers the property at the appraised value less the value of the street improvements (that will eventually be completed). He also recommended limiting the number of times the property could be divided. . . Mayor Morrisette closed the public hearing. Councilor Burge stated his opposition to matters regarding the proposed sale. He was opposed to city government using public funds and putting public funds at risk in a highly speculative venture such as land development, especially industrial land development. He stated that this provides great opportunity to cost more in public funds then can be realized in the sale of properties. He felt this provided a very uneven playing field between the government and the private sector. He explained that once the credibility is violated the developer will go away because the developer could not risk competing with the city in the development of lands. He explained that City Hall had the great advantage of public funds and that the city did not have to borrow funding nor did the city have to pay taxes on the property once it was acquired for development. He felt that citizens end up paying more because it comes off the tax roll. He also stated that the city had no experience in land development. He stated that this purchase and sale was being labeled as a 'jump start' for jobs. He also stated that all the first user had to do was provide 23 family wage jobs. He questioned where this would stop and if it would it go into residential, commercial and other industrial land development. Councilor Maine stated that one of Council's top priority goals is economic development for the community. He stated that this project is a prime example of a public/private partnership. He felt this project used public funds for the good of the public and helped to bring jobs to our community. He supported going forward with this project. Councilor Shaver stated that Council's approach to this project was not as a developer but as an agency to facilitate job creation. He felt Council was spending pubic money in an effort to create the best good with this money. He also stated that Council would do what they could to see that they were not competing with the development business within the community. City Council Regular Meeting Minutes August 16, 1993 Page 6 . Mayor Morrisette felt Council was taking advantage of funding made available by the state Economic Development Department and Lane County. He also thought it was Council consensus to agree with Mr. Boyles and market the remaining property at market value. He supported the public/private partnership. BY COUNCIL CONSENSUS IT WAS AGREED TO DIRECT STAFF TO BRING BACK THE FINAL AGREEMENT WITH THE CLIENT INCLUDING DETAILS TO BE REVIEWED BY COUNCIL AT A LATER DATE. BUSINESS FROM THE AUDIENCE 1. W. G. Willie Combs, 334 Scotts Glen Drive, spoke regarding consent calendar item number 5(c), project number 1-786 and public hearing number 2, project 1-792, ordinance number 5709. Mr. Combs discussed the cost to purchase and maintain trees. He did not feel the city could afford to continue the purchase and maintenance of trees until the city was in a better financial state. He recommended that Council stop purchasing trees. Mayor Morrisette discussed Tree City USA. He also explained that Council would consider comments made by Mr. Combs. City Manger Mike Kelly also provided Council with information related to the city budget. 2. Dave Rodriguez, Representing Oregon Rivers Museum (ORM), provided Council with an update of the ORM project. He explained that funds available to-date are $163,000. He explained that university students would be working on design projects related to ORM in the near future. . Mr. Rodriguez provided Council with a handout related to this issue. He discussed cleanup of the Weyerhaeuser site and the need to maintain the natural integrity of this area. He discussed problems with overgrown blackberries and tree stumps. Mr. Rodriguez requested that the city reaffirm the need to maintain the integrity of this site and address issues raised including blackberry bushes and tree stumps. He also requested a letter reaffirming the purpose of the land donation and the original arrangement and agreement. He referenced discussion during the March 1, 1993 Council meeting. He wanted Council to remind Eugene Water and Electric Board (EWEB) of their responsibility related to rehabilitation of the site including attention to blackberry vines, tree stumps and long-term rehabilitation issues. Councilor Walters stated that EWEB did not recognize ORM as being the owner of the property, therefore, when Mr. Rodriguez contacts EWEB to complain, EWEB does not listen attentively and does not feel accountable to him. Councilor Walters supported reaffirming Council commitment that ORM would locate on the site. He felt the city should request that EWEB rectify this situation and wanted to stop the decline of this situation. City Manager Mike Kelly also provided additional background and information regarding this issue a~d past activity on the property. City Attorney Tim Harold clarified information regarding property rights, prior agreements and ownership of the property and activity of EWEB, . City Council Regular Meeting Minutes August 16, 1993 Page 7 4It Weyethaeuser and the city staff. Property Manager Jim Douglas was the staff contact and would work with Mr. Rodriguez. Council recessed at approximately 8:32 p.m. Council reconvened at approximately 8:40 p.m. CORRESPONDENCE AND PETITIONS 1. Correspondence From Carla D. Thompson, 260 Leffelle Street - South, Salem, in Support of Repealing Ballot Measure 20-08. IT WAS MOVED BY COUNCILOR MAINE, WITH A SECOND BY COUNCILOR SHAVER, TO ACCEPT AND FILE THE CORRESPONDENCE. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST. 2. Correspondence From Phyllis Burrows, 633 Lochaven Avenue, Expressing Concern Regarding the Number of Foster Care Homes Located Near Her Home. IT WAS MOVED BY COUNCILOR MAINE, WITH A SECOND BY COUNCILoR SHAVER, TO ACCEPT AND FILE THE CORRESPONDENCE. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. Mayor Morrisette explained that he would contact Ms. Burrows. . 3. City Recorder Eileen Stein entered into the record correspondence received from Blake Hastings Real Estate, 637 B Street, regarding the Gateway MDR and CDP. His letter explained that property owners had concerns and were opposed to the proposed bike path. Property owners also supported a better mix of LDR. development. His letter also requested that Council formally direct staff to undertake the task of rezoning the areas east of Baldy View and along the river to low density residential. IT WAS MOVED BY COUNCILOR MAINE, WITH A SECOND BY COUNCILOR SHAVER, TO ACCEPT AND FILE THE CORRESPONDENCE. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. BIDS 1. Award Bid for Project 1-792: South 52nd Place Improvements, From Main Street to 100 Feet South of Cynthia Court, to Eugene Sand & Gravel, Inc., in the Amount of $255,162.80. City Engineer Al Peroutka presented a staff report on this issue. This project will be awarded dependent on the outcome of the public hearing on South 52nd Place held this evening. Two bids were received on this street improvement project. Contract award is now necessary to enable work to proceed. . Project 1-792 is for full improvement of South 52nd Place from Main Street to 100 feet south of Cynthia Court including sewer rehabilitation within this area. The construction costs listed below include sidewalks on both City Council Regular Meeting Minutes August 16, 1993 Page 8 . sides of the street. Two bids were received and opened in the Finance Department on July 23, 1993: Eugene Sand & Gravel, Inc. Delta Construction Co. $255,162.80 $272,636.46 Eugene Sand & Gravel, Inc., is the low bidder on this project. This bid is 9.1 percent below our engineer's estimate. Sufficient funds are budgeted in Street Fund 01, Development Assessment Fund 19, and Development Projects Fund 20, account 3232-87631, and Sewer Capital Projects Fund 09, account 3243-87631, to allow award of the contract. IT WAS MOVED BY COUNCILOR MAINE, WITH A SECOND BY COUNCILOR SCHANZ, TO AWARD THE SUBJECT CONTRACT TO EUGENE SAND & GRAVEL, INC. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. 2. Award Bid for Project 1-805: 28th - 31st Street Connector, Marcola Road to U Street Based on Staff Recommendation. . City Engineer Al Peroutka presented a staff report on this issue. The 28th - 31st Street Connector is funded principally through a $540,000 Economic Development Assistance Program grant from Lane County. The new road will continue 28th Street north of Marcola Road, winding through the Pierce industrial site and connecting to 31st Street. Because of additional estimated costs of the project to accommodate additional street width and length and due to unanticipated wetland mitigation, several alternative bids have been developed to add or subtract amenities based on budget constraints. Mr. Peroutka provided Council with a written explanation regarding the project. He explained this project is an EDAP funded project with a budget of $565,000 which will connect 28th Street at Marcola Road to 31st Street at U Street. He explained the project was needed to improve traffic safety and flow for development of the Pierce Industrial site. Mr. Peroutka explained that when the project was designed, it became apparent that costs would most likely overrun the project budget. Therefore, bids were developed with a number of alternatives so the project could be scaled back to meet the budget. He reviewed the different alternatives listed on the handout. Mr. Peroutka explained that the recommended alternates were highlighted in the handout provided. With the exception of the traffic signal, staff recommended the alternatives. Mr. Peroutka proposed awarding the project to Wildish Paving Company, the low bidder, to complete the wor~ with alternatives listed with the exception of the traffic signal. . Mr. Peroutka stated that Wildish Paving Company is the contractor for the 28th Street rehabilitation project scheduled this fall. He explained that the project includes E Street to Marcola Road. He also stated that the . . . IT WAS MOVED BY COUNCILOR MAINE, WITH A SECOND BY COUNCILOR SHAVER, TO AWARD PROJECT *1-805, INCLUDING THE BASE BID AND ALTERNATES lA, 4, 5, 6, 7, 8 AND 10 TO WILDISH PAVING COMPANY, FOR A TOTAL AMOUNT OF $516,814.15 AND DIRECT STAFF TO INCLUDE THE INSTALLATION OF THE TRAFFIC SIGNAL AT 28TH AND MARCOLA ROAD WITHIN THE CONTRACT FOR THE AMOUNT OF $99,200. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. ORDINANCES 1. Release of Lien for Systems Development Charge (SDC). ORDINANCE NO. 4 - AN ORDINANCE REGARDING SDC LIENS, REPEALING SECTIONS 3 AND 4, RELEASING THE SDC LIENS PLACED ON THE PROPERTIES DESCRIBED BY ORDINANCE NUMBERS: 4328, 4329, 4359, 4360, 4617, 4618, 4622, 4629, 4662, AND 4663; DIRECTING THAT REFUNDS BE MADE FOR PAYMENTS RECEIVED ON SUCH L~ENS AND THE LIENS PLACED BY ORDINANCE 4624; AND DECLARING AN EMERGENCY. Finance Director Pat Coleman presented a staff report on this issue. A realtor has brought to staff's attention that a 1981 annexation ordinance incorrectly placed a Systems Development Charge (SDC) lien on the annexing properties. On July 12, 1993, the Council adopted Ordinance No. 5706, releasing the liens placed by Ordinance No. 4624. Further investigation revealed that the city incorrectly placed SDC liens on the properties included in 10 other annexations. To date, the city has received payment on 84 of the liens, an amount totaling $23,818.04. At this time the remainder of the incorrect liens should be released and all the money paid to the city on those incorrect liens should be refunded. The City Code in effect at the time of these annexations called for annexing properties to incur an SDC of $.01 per square foot of land plus 1.5% of the assessed valuation of the improvements. However, the City Code allowed an annexing property owner th postpone payment of the SDC until the property was sold if a lien is placed. Unfortunately, all involved parties overlooked the City Code's provision, then in effect, that the SDC for annexing properties would only be levied for properties annexing after January 1, 1982. In adopting the city'S original SDC ordinance on June 7, 1979, the Council provided a "grace period" (June 7, 1979 through January, 1982) during which properties could annex without paying the SDC. Since these annexations occurred during the "grace period," no SDC should have been levied and no lien should have been placed. The city has received 84 payments totaling $23,818.04 on the incorrect liens (see .attached). After this ordinance is adopted, refunds will be made to the appropriate parties. . . 'ide . City Council Regular Meeting Minutes August 16, 1993 Page 10 Council discussed paying interest to the property owners. Councilors Burge and Schanz supported this. Councilor Shaver did not want to act on this without additional information on where the money would come from. Councilor Maine also had concern over keeping the budget balanced. Staff would comeback with information regarding the cost to pay interest. IT WAS MOVED BY COUNCILOR MAINE, WITH A SECOND BY COUNCILOR WALTERS, TO ADOPT ORDINANCE NO..4 AS IS AND DECLARE AN EMERGENCY. IT WAS MOVED BY COUNCILOR SCHANZ, WITH A SECOND BY COUNCILOR SHAVER, TO AMEND THE ORDINANCE TO REPAY THE MONEY WITH INTEREST. THE AMENDMENT TO THE MOTION PASSED WITH A VOTE OF 4 FOR AND 2 AGAINST (MAINE AND WALTERS). The Council discussed the issue of whether to repay the SDC charges with interest, other possible uses of the interest earnings, what the interest earnings might be, which property owners would be entitled to the re-payment, the total amount of re-payment with interest included, and whether it was fair to pay the interest without knowing what the actual interest earnings were. Public Works Director Dan Brown provided additional information regarding the charging of the SDC's. He reported the City Attorney advised it would be fair to re-pay the current property owner because it could be assumed that the SDC, a cost of developing the property, had been passed onto new owners as properties changed ownership. City Manager Mike Kelly also provided information regarding refunding, interest and possible liability issues associated with this. He advised it was fair to re-pay the SDCs with interest, but cautioned that the city should seek a hold harmless clause in the re-payment of each property owner, in the event of a suit by a previous property owner over the amount of the refund. Mayor Morrisette reminded the Council there was a motion on the floor made by Councilor Maine to approve Ordinance No.4. The motion had been successfully amended include the re-payment of the SDCs plus interest earned. THE MOTION TIED WITH A VOTE OF 3 FOR AND 3 AGAINST (WALTERS, MAINE AND BEYER). MAYOR MORRISETTE VOTED IN FAVOR OF THE MOTION. THE MOTION WAS CARRIED WITH A VOTE OF 4 FOR AND 3 AGAINST (YALTERS, MAINE AND BEYER). Note: Pursuant to Code Section 1-12-2 an ordinance containing an emergency clause must receive a two-third's majority vote. The ordinance will be scheduled for a second reading. BUSINESS FROM THE CITY COUNCIL 1. City Recorder Eileen Stein provided an update regarding election costs for a Springfield Charter amendment in November, 1993. She explained that the cost would be approximately $20,000 to $30,000. She also explained that the reason the cost was high was because of the sales tax measure being placed on the ballot. She also explained that the Oregon State Legislature had determined that they would like a polling place election rather than a vote-by-mail election. She also stated that this significantly increases ';~J\do (" ,~ '.' I {t,c~i 1 ~jn 'Z/93" R ,'. l.,> "~ l . . tilt ;. , . .. City Council Regular Meeting Minutes August 16, 1993 Page 11 ** the cost of the election, therefore, significantly increases the cost for all municipalities and other jurisdictions that could potentially be participating in that elec~ion. The Council's consensus was to look towards the May, 1994 primary for the Charter amendment election. 2. Acting Chief of Police Dick Golden provided information regarding the animal control ordinance pertaining to reptiles. Staff would continue to work on this issue. BUSINESS FROM THE CITY MANAGER 1. Auditor Selection. Finance Director Pat Coleman presented a staff report on this issue. The city completed a request for proposal process to select an audit firm to perform audits for the three year period beginning with the fiscal year ending June 30, 1993. Staff expected to sign a contract with the successful firm by September 1. Coopers and Lybrand have been the city's auditors for the past five years. Their audit contract with the city has expired. Requests for Proposal for Audit Services was sent to all accounting firms licensed to do business in the state of Oregon. The following seven firms responded with proposals: Coopers and Lybrand Deloitte and Touche Grant Thornton Gregor Professional Corporation Isler and Company Jones and Roth Yergen and Meyer The selection criteria included cost, experience, adequate number of staff, participation in peer review and Certificate of Excellence programs, strength of references, and quality of reports done for other municipal clients. Based upon a review of these criteria, staff selected four firms to interview: Coopers and Lybrand, Deloitte and Touche, Grant Thornton and Jones and Roth. After the interviews and reference checking, Grant Thornton, with the low bid of $34,500 was selected as the firm able to provide the best service at the lowest cost. IT WAS MOVED BY COUNCILOR MAINE, WITH A SECOND BY COUNCILOR SHAVER, TO APPROVE THE SELECTION OF GRANT THORNTON AS THE CITY'S AUDITORS AND AUTHORIZE THE CITY MANAGER TO SIGN A THREE YEAR AUDIT SERVICES CONTRACT. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. 2. Library Director Confirmation. Mike Kelly presented a staff report on this issue. He explained the Council must approve or reject appointments of department head positions. Robert Russell has been selected as the top candidate after an extensive recruitment and interview process. City Council confirmation is needed before he can officially be offered the position. Mr. Russell as accepted **Adopted as amended by City Council on 9/7/93. .. of ~ ... City Council Regular Meeting Minutes August 16, 1993 Page 12 . the position subject to Council's approval. IT WAS MOVED BY COUNCILOR MAINE, YITH A SECOND BY COUNCILOR SCHANZ, TO CONFIRM THE APPOINTMENT OF ROBERT RUSSELL AS LIBRARY DIRECTOR. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. 3. Other Business. a. Property Negotiations - Proposed Sale ~ Portion of Tax Lot 17-03-15-00 Tax Lot 3400. City Manager Mike Kelly requested that Council confirm their discussion during executive session earlier this evening. IT WAS MOVED BY COUNCILOR MAINE, WITH A SECOND BY COUNCILOR SHAVER, TO (1) DIRECT THE CITY MANAGER TO TAKE THE NECESSARY ACTIONS TO ACQUIRE THE APPROXIMATELY 45-ACRE PARCEL (TAX LOT 17-03-15-00 TAX LOT 3400) FROM MR. PAUL KOPPE AND MS. LOUNELL KOPPE IN THE MCKENZIE-GATEWAY SPECIAL LIGHT INDUSTRIAL (SLI) AREA; (2) REGARDING THE PRICING POLICY, RECOMMEND THAT THE CITY ESTABLISHES A PRICE TO BE THE APPRAISAL VALUE OF THE PROPERTY, LESS ANY ROAD IMPROVEMENT AND PUBLIC IMPROVEMENTS THAT ARE INCLUDED IN THE PROPERTY; AND (3) THAT THE CITY MARKET THE REMAINING 22.5 ACRES IN NO MORE THAN TWO PARCELS. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 1 AGAINST (BURGE). BUSINESS FROM THE CITY ATTORNEY . 1. Mayor Morrisette requested that the Council operating policies be updated to include reference to the pre-agenda meetings held on Friday, at 4:00 p;m. He explained that he and Councilor Maine meet with staff members on the Friday prior to the regular session to review the agenda. City Attorney Tim Harold explained that if a quorum of the Council met, public notification would need to be provided regarding the meeting. 2. Councilor Burge apologized to Council and felt that he may have overreacted during executive session regarding an issue he is strongly sensitive about. ADJOURNMENT THE MEETING WAS ADJOURNED AT APPROXIMATELY 9:40 P.M. f6#?/I~ Mayor Minutes Recorder - Julie Wilson AT~~~ City Record4:!r #4349 .