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HomeMy WebLinkAbout05/21/2007 Regular City of Springfield Regular Meeting MINUTES OF THE REGULAR MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY, MAY 21,2007 The City of Springfield Council met in regular session in the Council Meeting Room, 225 Fifth Street, Springfield, Oregon, on Monday, May 21,2007 at 7:08 p.m., with Mayor Leiken presiding. ATTENDANCE Present were Mayor Leiken and Councilors Lundberg, Wylie, Ballew, Ralston, Woodrow and Pishioneri. Also present were City Manager Gino Grimaldi, Assistant City Manager Jeff Towery, City Attorney Joe Leahy, City Recorder Amy Sowa and members ofthe staff. PLEDGE OF ALLEGIANCE The Pledge of Allegiance was led by Mayor Leiken. Mayor Leiken asked everyone to remain standing. He noted that Don Lutes had passed away this afternoon and also noted that nine years ago, the Thurs~on High School Shooting occurred. He asked for a moment of silence. SPRINGFIELD UPBEAT 1. National Public Works Week. Mayor Leiken acknowledged the Springfield Public Works staff and National Public Works Week, May 20-26,2007. He asked Len Goodwin, Assistant Public Works Director to come forward. National Public Works Week is a celebration of the tens of thousands of men and women in North Americawho provide and maintain the infrastructure and services collectively known as "Public Works". Instituted as a public education campaign by the American Public Works Association in 1960, National Public W orks Week calls attention to the importance of public works in community life. It recognizes that without the streets, sewer and storm water facilities our current society could not exist. The Week seeks to enhance the prestige of the often-unsung heroes of our society-the professionals who support and provide the basic community services that ensure our American lifestyle is what it is today. It is an opportunity to step back and say "Thank You" to our Public Works employees for all they do for our citizens. On May 1,2007, supporting the goals and ideals of National Public Works Week, the United States House of Representatives passed a resolution (HR352) to recognize and celebrate the important contributions that public works professionals make every day to improve the public infrastructure of the United States and the communities that those professionals serve. City of Springfield Council Regular Meeting Minutes May 21,2007 Page 2 Mayor Leiken extended specific congratulations to all the City Staff that had a hand in the development, design and construction of the Martin Luther King Jr. Parkway and Roundabout project. The Oregon chapter of the American Concrete Institute and the Oregon Concrete and Aggregate Producers Association held their annual "Excellence in Concrete" awards ceremony Friday, April 27th. In the category for "Paving" the Parkway project was awarded first place! There were 18 categories representing a variety of concrete construction applications. This is a well earned recognition from the construction industry for a project well designed and well constructed. Many Springfield staff worked very hard on this project. Mayor Leiken presented Mr. Goodwin with the "Excellence in Concrete" award. Councilor Ballew acknowledged the many Public Works employees who volunteered and helped with Spring Clean-up Saturday, May 19,2007. 2. Check Presentation to the Children's Library from Comcast. Librarian Barbara Thompson presented this item. Last year, the Library received a grant for $2000 from Comcast, which was used to buy books to give to children who signed up to be summer readers. This year, Comcast awarded the Library with $2500. These funds would be used to purchase 1000 books to give out to children. Comcast was also helping to sponsor the Summer Reading Kick-off on June 19, 11:00am down by the fountain. There would be entertainment, free ice cream and books given away. She invited the. Mayor and Council to attend. Children who read during the summer maintain or increase their reading proficiency. Ms. Thompson introduced John Hollbrook, Project Manager from Comcast. Mr. Hollbrook said Mr. Schroeter, Government Affairs Manager of Com cast, would have liked to attend tonight's meeting, but was unable to attend. Comcast was delighted and honored to repeat as a lead sponsor of the Springfield Summer Reading program. The program was important to instill the importance of reading upon Springfield's youth. Rather than being a time of inactivity, summer could be a time of learning and exploration, and exploration of reading was what this program was all about. This program displays reading for what it was meant to be: a fun, learning experience. He thanked Ms. Thompson, Library Director Bob Russell and Library staff for making this event such a success. He thanked the Mayor and Council for making a continued operation and vitality of this priceless institution available to all Springfield residents.. Mr. Hollbrook presented the Library's Youth Services Department a check for $2500 to help support the library's Summer Reading program. CONSENT CALENDAR Councilor Lundberg removed Item l.a. as she had a conflict of interest due to a check included in the disbursements paid to Marshall's Oil. She is an employee of that company. IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR WOODROW TO APPROVE THE CONSENT CALENDAR WITH ITEM 1.A. REMOVED. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. City of Springfield Council Regular Meeting Minutes May 21, 2007 Page 3 2. Minutes a. May 7, 2007 - Work Session b. May 7, 2007 - Regular Meeting 3. Resolutions a. RESOLUTION NO. 07-15 - A RESOLUTION TO ACCEPT PROJECT P20480 FROM EUGENE SAND AND GRAVEL, INC. IN THE AMOUNT OF $141,694.05. b. RESOLUTION NO. 07-16 - A RESOLUTION TO ACCEPT PERMIT PROJECT P30493: SYCAN COMMERCIAL PARK, FIRST ADDITION. 4. Ordinances 5. Other Routine Matters a. Adopt and Approve the Main Street Areas of Joint Responsibilities Matrix and Authorize the City Manager to Execute the Flexible Service Maintenance Agreement with the Oregon Department of Transportation (ODOT). b. Approval of the Liquor License Endorsement for the Howling Coyote BBQ Company, Located at 3264 Gateway Street, Springfield, Oregon. ITEMS REMOVED FROM THE CONSENT CALENDAR 1. Claims a. Approve the April 2007, Disbursement for Approval. IT WAS MOVED BY COUNCILOR WOODROW WITH A SECOND BY COUNCILOR PISHIONERI TO ACCEPT ITEM 1.A. FROM THE CONSENT CALENDAR. THE MOTION PASSED WITH A VOTE OF 5 FOR, 0 AGAINST, 1 ABSTENTION (Lundberg) 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. 1. Proposed Resolution Setting Local and Regional Wastewater User Fees and Local Stormwater User Fees. RESOLUTION NO. 07-17 - A RESOLUTION OF THE CITY OF SPRINGFIELD COMMON COUNCIL SETTING LOCAL AND REGIONAL SEWER USER FEES AND STORMW ATER USER FEES AS SET FORTH IN THE SPRINGFIELD MUNICIPAL CODE. Environmental Services Manager Susie Smith presented the staff report on this item. Each year, the City Council reviews and establishes the rates for local wastewater and stormwater user fees. These rates are established to provide adequate revenue to fund operation and maintenance (O&M) of Springfield's sanitary sewer and stormwater systems, and a portion of the Capital City of Springfield Council Regular Meeting Minutes May 21,2007 Page 4 Improvement Program (CIP). The Council also adopts the user fees set by the Metropolitan Wastewater Management Commission (MWMC) for the Regional Wastewater Program. The City Council reviewed options for a proposed local wastewater user fee increase at its May 7, 2007 work session. At that time, the Council directed staff to prepare a schedule of user charges for a public hearing on May 21 st, based on a 6 percent increase in the local wastewater user fees. In addition, the Council was informed that the MWMC adopted an 8% increase ill regional wastewater user fees that also needs to be incorporated into the schedule of user charges for FY 07-08. No changes are proposed for the stormwater user fee rates. The Council Briefing Memorandum reviewed at the May 7th work session is provided as Attachment B for additional background and reference. Attachment A, a resolution establishing the local and regional wastewater user fees and stormwater fees for FY 07-08, is provided for Council consideration. It is requested that the Council consider acting on the resolution following the public hearing. Councilor Ballew asked how soon the stormwater study would be available. Ms. Smith said that would be coming to Council this summer. Mayor Leiken opened the public hearing. No one appeared to speak. Mayor Leiken closed the public hearing. IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR WOODROW TO ADOPT RESOLUTION NO. 07-17. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. 2. McKay Investment Company Ballot Measure 37 Claim Regarding Property at the Intersection of Mohawk and Centennial Boulevards (Mohawk Center). RESOLUTION NO. 07-18 - A RESOLUTION CONCERNING MCKAY INVESTMENT COMPANY'S DEMAND FOR REAL PROPERTY COMPENSATION. Councilor Wylie declared a conflict of interest and excused herself from this discussion. . Planning Supervisor Mark Metzger presented the staff report on this item. McKay Investment Company has filed a "demand for compensation" claim, asserting that the rezoning of its property near the intersection of Mohawk and Centennial Boulevards caused a reduction in the value of that property. At issue is whether the claim is a valid demC\nd under Springfield Municipal Code Sections 2.900-2.995 which implements state statutes pertaining to Ballot Measure 37. In November 2005, property owned by McKay Investments was rezoned from Major Retail Commercial to Mixed-Use Commercial as part of a formal designation of the area for nodal development. McKay asserts that the new plan designation and zoning imposes restrictions on the use of the property that has caused a loss in value estimated to be $2,523,000. This loss is attributed to standards found in Articles 40 (Mixed Use Zoning Districts) and 41 (Nodal Development Overlay District) of the Development Code that combine to prohibit large format City of Springfield Council Regular Meeting Minutes May 21,2007 Page 5 retail uses (larger than 50,000 sq. ft.) and that impose design standards that would be more expensive to build than other development under the previous zoning. Letters from Richard Duncan (Duncan & Brown), and Alan Evans (Evans, Elder and Brown), provide opinions of the estimated financial impact of the rezoning. These opinions form the basis of the applicant's claim and are included in Attachment 3. Based on the findings provided in the staff report, the City Manager recommends that the City Council declare the McKay Investment demand to be valid and that the Council choose not to apply the standards found in Articles 40 and 41 of the Springfield Development Code that prohibit buildings with footprints larger than 50,000 square feet and require other design elements that might limit a large format retail use on the subject site. It is further recommended that the effective date of this action coincide with the signing of a development agreement by McKay Investment Company and the City specifying those development standards in Articles 40 and 41 that will be retained or modified, and those not to be enforced on the subject site. This agreement will be brought back to the Council for approval. Article 31 (Site Plan Review) and all other applicable elements of the Development Code shall be applied to any future development on the site. These are not subject to waivers under Measure 37. Pertaining to traffic issues, Sections 31. 070 and 32.020 2 (e) of the Code requires the . improvement of existing transportation facilities or the installation of new facilities to mitigate the impact of new development, when a need is demonstrated by a transportation impact analysis. Similar provisions will apply to the impact of development on other infrastructure. Mr. Metzger gave some background on this property related to zoning and property ownership. He reviewed the criteria that Council needed to consider. In the staff report, findings had been made to the criteria. It could be found that zoning restrictions did impact the property and the property had been owned by the same owners. The findings supported the criteria. Mayor Leiken opened the public hearing. 1. Kim Williams, 32617 Skyhawk Way, Eugene, OR. Ms. Williams said she was representing the McKay family. She read from a statement which gave a short history of the property and the efforts and frustration of the family in trying to redevelop the property. Historically, it had been a good property. In 1995, they built and relocated the Winco Grocery Store to the former Springfield Shopping Center site. Removing the key anchor from the site had a dramatic effect on the tenants that remained. Both Winco and the McKay's office had tried unsuccessfully to market this space for the last twelve years without any interest. The space had proven too large for most businesses and too small for a single purpose national or regional retailer. When they realized how challenging it would be to simply re-lease that former building, they changed their approach and looked at an entire site development. According to research and consensus of professionals, demographically this area could not support a mixed-use and high end redevelopment. City of Springfield staff also had information to support that conclusion. She said they had done a number of studies of different types of developments. With this type of site, the best use was for a large retail purpose. That realization forced them to file the Measure 37 claim and request the zoning classification be rolled back to the designation the property had in the year 2000. Initially, it was with reluctance that they filed the claim, but it became necessary if they were to reinvest in this property and redevelop this site for its highest and best use. When the City changed the zoning in 2005, it was done without the McKay's blessing and approval. At that time, the City of Springfield Council Regular Meeting Minutes May 21, 2007 Page 6 zoning was major retail commercial and allowed for the most flexible of commercial development applications. When it was changed to mixed-use, there were many unintended consequences of limiting their ability to redevelop this site to the highest and best use with a large scale commercial development. Their claim became necessary because the zone change tied their hands and it was their desire to improve that site to create a positive development for the Mohawk corridor and create a site that benefited the adjacent property owners. With that in mind, they filed their claim to have the zoning rolled back to the previous zoning of major retail commercial. She also pointed out that they were only asking to roll back to the previous zone even though they could legally have pursued a track that requested the zoning to go back to what it was when they first purchased the property in the 1960's. She said they were not asking for that at this time because they felt it was unnecessary and they were committed to do a quality redevelopment with the help of the City of Springfield. It was with these high standards that they held for themselves that they had expressed a willingness to work closely with the City of Springfield to create a development that went beyond the requirements of the MRC zoning. The alternative if Council did not approve the claim was that the property would remain depressed and have no viable future. She said they respectfully asked that Council approve the City Manager's recommendation to allow the zoning to roll back from Mixed-Use Commercial to Major Retail Commercial and allow them to develop this site to the highest and best use. 2. Jim Spickerman, 975 Oak Street, Suite 800, Eugene, OR. (Mr. Jim Spickerman, attorney for the McKay family requested 10 minutes for their testimony. Mayor Leiken approved his request.) Mr. Spickerman said his request for additional time was to ensure there was adequate time for Ms. Williams. Mr. Spickerman said he was from the law firm of Gleaves, Swearingen, et al. He was here to answer questions and to acknowledge the cooperation of City staff with the property owner. City Attorney Joe Leahy and the planning staff had been receptive and explained any deficiencies which were addressed. Mayor Leiken closed the public hearing. Councilor Ballew asked for clarification on information on page 1-2, the color photograph of property. Mr. Metzger said the yellow outlined portion was what was being discussed. He said staff was recommending that the City not apply those regulations that caused the basis for the claim. They were not recommending that the zoning was changed back to MRC. As part of the proposed resolution, staff was recommending that the resolution take effect upon signing of a development agreement between the City and McKay investment that would specifically line out which of the regulations in the Mixed-Use Commercial would not be applied. This would ensure the City and the McKay's were on the same page about what would be applied and what would not. Councilor Ballew asked if McKay was in agreement of that option. Mr. Metzger said the McKay',s were aware of that agreement, but he hadn't heard if they agreed. Councilor Lundberg said the City did have Refinement Plans to accommodate change. In all good faith this was set up for that reason. She said it was important to have the flexibility to maintain a mixed-use format as much as possible. City of Springfield Council Regular Meeting Minutes May 21, 2007 Page 7 Mr. Metzger said the benefit to the community was that there were aesthetics and standards to support pedestrian traffic. There were elements in which big box retail could be built with aesthetics and pedestrian friendly aspects. Councilor Lundberg said having landscaping like that at the Oakway Mall would be a nice addition. Mohawk was a redevelopment area and at the heart of the City, and was deserving of the Council's attention. Mr. Metzger said that was the rationale for the development agreement. He said the McKay family had a stake in this and wanted a quality development. Mayor Leiken complimented Mr. Metzger for his work on the Mohawk redevelopment and for working with and being flexible with the McKay family. He thanked Ms. Williams for representing the McKay family. The McKay's had a long history in our community. They had done redevelopment in other areas that had turned out successful and he was confident they could get a quality development at this site. Mr. Metzger represented our city well on this project and the entire Mohawk Refinement Plan. There had been a lot of controversy over Measure 37, but this claim actually made sense. He said he was glad it was the McKay family filing this claim because they would not take advantage of it. This claim was not controversial and in the long run would probably make sense. He complimented Mr. Leahy on drafting the process for the City to deal with Ballot Measure 37 claims. Mr. Leahy said this would go through the public process and site review. Neighbors and citizens would have an opportunity to weigh in on their proposal. The proposal didn't guarants;:e what they wanted to do, but gave them the opportunity to do it. IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR WOODROW TO ADOPT RESOLUTION NO. 07-18. THE MOTION PASSED WITH A VOTE OF 5 FOR, 0 AGAINST AND 1 RECUSED (Wylie). 3. Updated Jasper Road Sewer Extension Project Sheet, Amending the 2008-2012 Capital Improvement Program a Community Reinvestment Plan. City Engineer Ken V ogeney presented the staff report on this item. The City of Springfield 2008- 2012 Capital Improvement Program - A Community Reinvestment Plan, has been adopted by the City Council; however given recent developments, it is prudent to update the Jasper Road Sewer Extension project sheet to reflect current needs. On Mar~h 19,2007 following a public hearing, the City of Springfield 2008-2012 Capital Improvement Program, A Community Reinvestment Plan (CIP), was adopted by the Council. Given recent developments surrounding the Bob Straub Parkway and its impending start of construction later this year, the extension of sanitary sewer service to the Jasper/Natron area has become a high priority. Thus, staffhas submitted an application to borrow the full project funding from the State to extend the sewer and must now update the CIP to reflect both the change in funding and timeline. The changes to the project sheet (attachment A in the agenda packet) include an increase to the total project cost from $4.8 million to $8.1 million. The increase in the estimated project cost is based on recent experience with the steep inflation in the cost of construction in many of our City of Springfield Council Regular Meeting Minutes May 21,2007 Page 8 capital projects. Also the total project cost is shown as being programmed over the next 2 years, rather than over 5 years. This accelerated schedule anticipates that the need for sewer service will increase when phase II of the Bob Straub Parkway construction is completed in FY2009. Finally the project sheet reflects the need to seek debt financing in the form of a Clean Water State Revolving Fund Loan. By seeking a loan to fund the project, the City will be increasing its debt service obligation; however, currently programmed funding will be available for other sewer projects and a portion of future programmed funds may be available for other sewer projects as needed. While we now anticipate that the initial cost will be fully funded by the City, we continue to plan on developer reimbursement to allow us to recover one-half of the total cost. For convenient comparison the original project sheet as approved on March 19th is included as Attachment B in the agenda packet. After hearing public comments, Council is requested to adopt the updated Jasper Road Sewer Extension project by motion, thus amending the currently adopted CIP. CounCilor Ballew asked if the City recovered fifty percent of sewer costs from developers. Yes. She asked if that was a policy or a law. Mr. V ogeney said it was a policy on some of the larger trunk sewer projects. He described where those funds came from. Councilor Ballew asked if a master study was being done for the local collection system. Mr. Vogeney said a study was being done. It included project estimates, which would allow staff to then update the SDC's and fmancing plans. Councilor Ballew said it would be worthwhile to revisit Council policy. Mr. Vogeney said staff would bring that to Council for discussion in June. Councilor Pishioneri asked ifthe work being done was on roads owned by City, County or a mix. He asked how it would affect residents along that area and if they would be able to participate. Mr. Vogeney said part of the study would include a route study. A portion would follow within Jasper Road right-of-way to a certain point. After that, there were two options: 1) to go cross country and purchase right-of-ways; or 2) follow the road. He explained the difficulties in following the road. Staff was not proposing a street improvement project to go along with the sanitary sewer construction. A portion of Jasper Road would remain asphalt mat, and not be fully improved. Some of the road was within City jurisdiction, but the majority of Jasper Road was County jurisdiction. Councilor Pishioneri asked if the property owners would have any options. Mr. V ogeney said homeowners would have an opportunity to hook up to sanitary sewer. Councilor Ballew asked if the Jasper Natron area was unincorporated. Mr. V ogeney said that was correct, except for the Jasper Meadows subdivision. A trunk sewer would be put in, and as areas annexed they would connect. City of Springfield Council Regular Meeting Minutes May 21, 2007 Page 9 Councilor Lundberg said Emerald People Utilities District (EPUD) was granted the utility to some of that area. She asked to have that explained. Assistant Public Works Director Len Goodwin addressed Councilor Lundberg's question. He said the recent litigation between Springfield Utility Board (SUB) and EPUD, resulted in EPUD having rights to provide service south ofMt. Vernon Road to the Jasper Natron area as needed. EPUD didn't provide water. Councilor Lundberg asked how it would work as people connected to the sewer and annexed. Mr. Goodwin said Springfield had a franchise agreement with EPUD, and would receive fees as that area developed and properties annexed. Once properties annexed to Springfield, they would continue to receive electricity from EPUD, but would be served by SUB for water and the City for sewer. Mayor Leiken said he had seen an overall commitment from the Governor for shovel ready property. He encouraged staff to look at the different funds available through the Oregon Economic Development Department, Special Public Works Grant, to offset the costs of the sewer line. As the Bob Straub Parkway was completed and the sewer going in, the State would probably be excited to see that amount of property open up for future development, especially as Campus Industrial. Mr. V ogeney said they would continue to pursue those types of funds. At this time, they did not have industrial ready sites, so they didn't qualify for those grants. There were no prepayment penalties on those grants. Mayor Leiken opened the public hearing. No one appeared to speak. Mayor Leiken closed the public hearing. Councilor Ballew asked how the money would be repaid if borrowed fromthe State. Mr. Goodwin said they would be funding the loans with SDC's. IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR WOODROW TO ADOPT THE UPDATED JASPER SEWER EXTENSION PROJECT, AMENDING THE CURRENTLY ADOPTED FIVE-YEAR CAPITAL IMPROVEMENT PROGRAM (CIP). THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. 4. Supplemental Budget Resolution. RESOLUTION NO. 07-19 - A RESOLUTION ADJUSTING RESOURCES AND REQUIREMENTS IN THE FOLLOWING FUNDS: LOCAL WASTEWATER CAPITAL. SDC LOCAL WASTEWATER REIMBURSEMENT. AND LOCAL WASTEWATER IMPROVEMENT. City of Springfield Council Regular Meeting Minutes May 21,2007 Page 10 Budget Officer Bob Brew introduced this item. City Engineer Ken Vogeney presented the staff report on this 'item. At various times during the fiscal year the Council is requested 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 supplemental budget request to address a funding shortfall in a specific capital project. The supplemental budget being presented includes adjusting resources and requirements in the Local Wastewater Capital Fund, SDC Local Wastewater Reimbursement Fund, and SDC Local Wasterwater Improvement Fund. The City Council is asked to approve the attached Supplemental Budget Resolution. The overall financial impact of the Supplemental Budget Resolution is to increase total appropriations by $300,000. Mr. V ogeney said this was to package the funding necessary for the Harlow Road Lift Station. He explained how the additional funding would be met. Councilor Ballew asked if Emery and Sons was a local company. Mr. V ogeney said they were local. Councilor Ralston asked ifthe hospital was contributing any funds towards this project since they were one of the main reasons for this project. Mr. V ogeney said the hospital paid for the extension of the trunk sewer to their site through their annexation agreement. That was their obligation. They City had already planned for the pump station which was to be funded through SDC's. Councilor Ballew said the replacement of the lift station would have been done at some point regardless of the hospital going in. Mr. Vogeney said that was correct. It was needed due to the amount of growth in the Gateway area. Mayor Leiken opened the public hearing. No one appeared to speak. Mayor Leiken closed the public hearing. IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR WOODROW TO ADOPT RESOLUTION NO. 07-19. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. 5. Public Hearing and Adoption of Two Resolutions Amending Fees for Fiscal Year 2007-2008. 'City of Springfield Council Regular Meeting Minutes May 21,2007 Page 11 RESOLUTION NO. 07-20 - A RESOLUTION OF THE COMMON COUNCIL OF THE CITY OF SPRINGFIELD ADOPTING A MASTER SCHEDULE OF RATES. PERMITS. LICENSES. AND OTHER FEES AND CHARGES AS ESTABLISHED BY THE SPRINGFIELD MUNICIPAL CODE. RESOLUTION NO. 07-21 - A RESOLUTION OF THE COMMON COUNCIL OF THE CITY OF SPRINGFIELD ADOPTING A MASTER SCHEDULE OF MISCELLANEOUS FEES AND CHARGES. RATES. PERMITS. AND LICENSES. Budget Officer Bob Brew presented the staff report on this item. He noted that the resolution title on the agenda did not say 'amended' as the actual resolution stated. City Attorney Joe Leahy said that was not an issue because the essence ofthe two resolutions was the same. Mr. Brew said the Resolutions being presented contained inflationary and other adjustments to fees currently charged by the City of Springfield Development Services, Fire and Life Safety, and Public Works Departments. Mr. Brew said these fees were discussed during the work session previously this evening. He noted that under Resolution No.5 (07-20), there was an error regarding the alarm system license fee. It should read $10.00, not $100.00. Mayor Leiken opened the public hearing. Noone appeared to speak. Mayor Leiken closed the public hearing. IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR WOODROW TO ADOPT RESOLUTION NO. 07-20 WITH THE CHANGE THAT THE RENEWAL FOR THE ALARM SYSTEM CHARGE IS $10.00 AND NOT $100.00. 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 ADOPT RESOLUTION NO. 07-21. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0- AGAINST. Councilor Pishioneri noted that Council wanted staff to bring back additional information on the Christmas Tree License as well as others discussed during the Work Session. BUSINESS FROM THE AUDIENCE COUNCIL RESPONSE CORRESPONDENCE AND PETITIONS City of Springfield Council Regular Meeting Minutes May 21, 2007 Page 12 1. Correspondence from Gerry Gaydos, President, Board of Directors, Lane Transit District (LTD), P.O. Box 7070, Eugene, Oregon Regarding the End of the Free-Pass Program for School Students. 2. Correspondence from B.J. Andrews, 3355 N. Delta Unit 146, Eugene, Oregon Regarding Wise Business Decisions Related to the move of McKenzie Willamette Hospital. ' 3. Correspondence from George Davis, 2482 North 32nd Street, Springfield, Oregon Regarding the Marcola Meadows Project (this correspondence will also be included in the record submitted to Council for their fmal approval.) 4. Correspondence from Anita Davis, 2482 North 32nd Street, Springfield, Oregon Regarding the Marcola Meadows Project (this correspondence will also be included in the record submitted to Council for their fmal approval.) 5. Correspondence from Fred and Virginia Jasmer, 1974 Lomond Ave., Springfield, Oregon Regarding the Development of the Property formerly known as the Pierce Property (this correspondence will also be included in the record submitted to Council for their final approval.) 6. Correspondence from Greg Wagenblast, 2457 Otto Street, Springfield, Oregon Regarding the Villages at Marcola Meadows (this correspondence will also be included in the record submitted to Council for their final approval.) 7. Correspondence from Kenneth and Nancy Falk, 2567 Marcola Road, Springfield, Oregon Regarding the Proposed Amendments to the Metro Plan and Zoning Maps for property on Marcola Road. (this correspondence will also be included in the record submitted to Council for their final approval.) I IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR WOODROW TO APPROVE THE CORRESPONDENCE FOR FILING. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. BIDS ORDINANCES BUSINESS FROM THE CITY COUNCIL 1. Business from Council a. Committee Reports 1. Councilor Wylie reported on the Public Safety Coordinating Council (PSCC). She said that discussion was held during their meeting regarding the severity of cuts that could be made by Lane County and how that would affect policing in our community. Lane County Commissioner Bobby Green asked that sometime in the future, discussions were held regarding community policing and how to cover all of the area. Councilor Wylie told him Springfield was interested and would talk to them at a later date. 2. Councilor Pishioneri reported on the McKenzie Watershed Council. The Council was in the midst of changing the Charter rules and amending them to change the voting system currently in place. Rules currently stated that a consensus vote was required, but the new rule would count the votes ofthosepresent and not count those City of Springfield Council Regular Meeting Minutes May 21, 2007 Page 13 not present. They also discussed involving more citizens up and down the McKenzie. He said it was a very good meeting. 3. Mayor Leiken attended several more ribbon cuttings for businesses and financial institutions opening up in our community. Business continued to be vibrant in Springfield and it was great to be part of that. He noted the number of times he went to Salem during the last week to meet with legislators. Mayor Leiken also noted that he contacted each of the Councilors regarding a resolution for Council consideration tonight. The hearing on House Bill 3337 was taking place tomorrow before the Senate Natural Resource and Agricultural Committee. HB3337 passed in the House strongly. Representative Beyer and Senator Morrisette had continued to work on this bill strongly and the response had been positive. He felt it was appropriate to have an additional tool (the resolution) on record. Councilor Lundberg read the resolution. RESOLUTION NO. 07-22 - A RESOLUTION OF THE COMMON COUNCIL OF THE CITY OF SPRINGFIELD ANNOUNCING ITS INTENT TO PREPARE AN ANALYSIS OF THE PROCESS AND COST TO WITHDRAW FROM P ARTICIP A TION IN THE EUGENE/SPRINGFIELD METROPOLITAN AREA GENERAL PLAN LAND USE PLAN AND PREP ARE A NEW COMPREHENSIVE PLAN FOR THE CITY OF SPRINGFIELD. IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR WOODROW TO ADOPT RESOLUTION NO. 07-22. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. Mayor Leiken thanked Council for their support of this resolution. BUSINESS FROM THE CITY MANAGER 1. Bid Award for Project P20381: Harlow Road Lift Station. City Engineer Ken V ogeney presented the staff report on this item. Mr. V ogeney said this resolution was moved to this portion of the meeting because it was contingent on approval of the Supplemental Budget resolution presented earlier in the meeting. Four bids were received on this wastewater lift station project. Contract award is now necessary to enable work to proceed. The project consists of the demolition and modification of an existing lift station; construction of a new 10 mgd below grade lift station; construction of approximately 340 feet of bored and 1,700 feet of open cut pipelines; and associated improvements. The following bids were received and opened on February 20,2007: · Emery and Sons Construction, Inc. . John Hyland Construction, Inc. . James W. Fowler . Wildish Paving Company $3,644,135.00 $3,828,751.00 $4,380,470.00 $6,447,000.00 City of Springfield Council Regular Meeting Minutes May 21,2007 Page 14 Emery and Sons Construction, Inc. is the low bidder on this project. The contract documents require that all bidders maintain their bid price for a period of at least 60 days following bid opening. In this case, Emery and Sons Construction has agreed to maintain its bid as valid while the City resolved funding issues. Supplemental Budget #3 reallocates current capital appropriations and provides sufficient funds in the Harlow Pump Station Replacement account (850090) to allow award of the contract. IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR WOODROW TO APPROVE TO AWARD THE SUBJECT CONTRACT TO EMERY AND SONS CONSTRUCTION, INC. IN THE AMOUNT OF $3,644,135.00. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. 2. AIRS Conversion Project Intergovernmental Agreement. Information Technology Director Rod Lathrop presented the staff report on this item. AIRS stands for Area Information Records System. The original AIRS programs were developed on IBM Mainframe technology with usage beginning in 1967. Most of the public safety agencies in Lane County utilize the AIRS system. The primary AIRS partners are Springfield, Eugene and Lane County. Late in 2000 the AIRS partners signed an intergovernmental agreement to replace Mainframe AIRS with current technology, to bring the power and efficiency of desktop computing and enhanced reporting capabilities to the Public Safety arena. An RFP process in 2000 cost $ 10M and replaced the following systems: . Computer Aided Dispatch (CAD) . Jail Management System (JMS) . Mobile Communications and Mobile CAD . Reporting data from mainframe applications . Law Enforcement Data System (LEDS) - Redundant entry/access · Fire/Emergency Medical Services Records Management (F/EMS RMS) - Inspections & Incidents Modules Earlier this year the AIRS partners began a 5-year project to complete the remaining AIRS applications: . Police Records Management . Court Records Management . Fire and EMS Records Management . Field Based Reporting · Integiation technologies to help all programs communicate efficiently Work on the final modules including integration will proceed through 20 II. The total cost of development for the final phase is $11,043,271. Springfield's partner share is $1,507,406, spread over the next five years. Springfield's partner share in the AIRS Conversion project is 13.65%. FY07 IGA commitments will be covered by Bancroft reserves. Other funding sources may be utilized for subsequent years. Councilor Woodrow asked if Lane County had budgeted for this project. City of Springfield Council Regular Meeting Minutes May 21, 2007 Page 15 Mr. Lathrop said they had bonds they had sold to cover their budgeted amount. Councilor Lundberg said the AIRS project had taken such a long time and she asked to have this moved along as expeditiously as possible. It was very expensive, but agreed it needed to be done. Councilor Pishioneri asked if Coos County and other counties were contributors to AIRS. Mr. Lathrop said he could find out that information. There were a lot of non-partner agencies that either had guest access into the system, some agencies that were paying customers and a number of agencies that were customers. Councilor Pishioneri asked if any of those were potential financial partners. Mr. Lathrop said some of them already were. He could find out that information. Stafflooked into it about three years ago and had added some customers. Once the AIRS Program was complete, it would be quite good and could influence others to become customers. Councilor Ballew asked if this cost was in the City's proposed budget. Mr. Grimaldi said this year's costs were covered and next year's were in the budget. IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR WOODROW TO APPROVE TO AUTHORIZE THE CITY MANAGER TO SIGN THE INTERGOVERNMENTAL AGREEMENT TO COMPLETE THE AIRS CONVERSION PROJECT. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. 3. Thurston Fire Station #1. Project Manager Carole Knapel presented the staff report on this item. On April 2, 2007, the Council received a report from staff regarding Thurston Fire Station #1. At that time staff was directed to return to Council with a proposal to move forward with the replacement of the existing facility. The timing for the immediate need to construct a replacement fIre station results in limited options for financing. Attachment A describes two options for seeking financing from a commercial bank. Option 1 would use this method to provide for the entire cost. Option 2 would limit the amount of financing by supplementing the cost with existing City resources. The design and construction for Thurston Fire Station #1 must proceed as expeditiously as possible, To facilitate an accelerated schedule, the project team recommends that a.5 FTE Assistant Project Manager be added within Public Works. This position would be responsible for coordinating and managing all design and construction on the project. The position would also assist in the completion of the Fire Station #3 remodel project. The position would be oflimited duration, lasting until the completion of construction of Fire Station #1. Funding for the position will be included as a component of the construction fmancing package as described in Option 1 and 2 in Attachment A. City of Springfield Council Regular Meeting Minutes May 21, 2007 Page 16 In order to move forward with the replacement of Thurston Fire Station #1, staff developed a Request for Proposals (RFP) for Architectural Services. The RFP was electronically transmitted to more than 175 fIrms and was advertised in accordance with City procedures. Seven proposals were received through this solicitation. A Selection Committee was formed to include representatives from Fire and Life Safety, Public Works, Development Services and the City Manager's Office. The written proposals were reviewed and the Committee interviewed Paul L Bentley, Architect, Berry Architects, Pivot Architecture and SS&W Inc. Engineers. Of the four firms, the Committee gave two firms the highest ranking. After extended discussions ofthe firms' qualifications and experience, staff recommends that the Council authorize negotiations with Paul L. Bentley Architect. This recommendation is based on several factors, including his past experience working with the Springfield Fire and Life Department on another facility. Although fees are not the sole basis for selection of a professional consultant, the hourly rates for this firm are the lowest. This firm successfully completed the design of Fire Station #5 and it is most familiar with the both the existing site and Fire and Life Safety operations and management. Because of these factors, staff believes that this fIrm can proceed with the design on the most accelerated schedule. She reviewed some of the discussion that took place during the work session earlier in the evemng. Councilor Ballew said she did not see any dollars associated with the other bidders. She asked for information on the range of proposals. Ms. Knapel said the cost criteria was one of the criteria used in evaluating the proposals. The range of the four firms that were interviewed was $85/hour (Bentley), $100/hr (two of the fIrms) and $ 125/hr (the fourth fIrm). Councilor Ballew said Council was used to seeing more information on costs coming forward for these types of proposals. Mr. Grimaldi said staff would do that in the future. Mayor Leiken said there was a lot of discussion regarding the options for the fIrst item. Councilor Ralston had been consistent over the years about not wanting to take funds from reserves. It seemed that Council was comfortable with a modified Option 2. He asked Councilor Ralston if he was comfortable with that type of modified option. Councilor Ralston said he remained silent during most of discussion during the work session. He felt comfortable with a combination of the two options with a smaller percentage coming from reserves. The City needed to be prudent with their reserves. Mayor Leiken asked Councilor Ballew if she had a certain percentage she would like considered. Councilor Ballew said she would leave it to Mr. Duey to use his best judgment and come back to Council with several alternatives. Mr. Duey said he would bring back options for a range between twenty and thirty percent. City of Springfield Council Regular Meeting Minutes May 21, 2007 Page 17 Councilor Pishioneri said the further away from thirty percent the better. He felt twenty percent was reasonable. Mayor Leiken asked Mr. Duey ifhe was comfortable with Council approving Option 2 with a range for reserves of twenty to thirty percent. Mr. Duey said the range of twenty to thirty percent was good. He would look at what the banks had and could refine it once the costs were defmed. Councilor Pishioneri said he would like to have a summary of the different options showing the advantages and disadvantages of both. Mr. Grimaldi said when a figure was received from the architect, staff would come back with the specifics for CounCiL That would be the time for final approval by Council. IT WAS MOVED BY COUNCILOR LUNDBERG WITH A SECOND BY COUNCILOR WOODROW TO PROCEED WITH OPTION 2 FOR THE FUNDING FOR THE CONSTRUCTION OF THURSTON FIRE STATION 1 WITH A PERCENTAGE RANGE OF THE RESERVE ACCOUNT BETWEEN TWENTY AND THIRTY PERCENT. 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 APPROVE THE ADDITION OF A .5 FTE FOR PROJECT MANAGEMENT WITHIN THE PUBLIC WORKS DEPARTMENT. 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 AUTHORIZE THE CITY MANAGER TO NEGOTIATE A CONTRACT FOR DESIGN SERVICES WITH PAUL L. BENTLEY ARCHITECT. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. BUSINESS FROM THE CITY ATTORNEY None. ADJOURNMENT Minutes Recorder Amy Sowa The meeting was adjourned at approximately 8:26 p.m. a~~ -SifHley..w...I:.ei*eB Chris e Lundberg ~~~- Council Pres1dent Attest: ~<kufP--- Cit)' Flecor r