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