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HomeMy WebLinkAbout07/19/2010 Regular~J City of Springf eld Regular Meeting MINUTES OF THE REGULAR MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY, -JULY 19, 2010 The City of Springfield Council met in regular session in the Council Meeting Room, 225 Fifth Street, Springfield, Oregon, on Monday, July 19, 2010 at 7:05 p.m., with Mayor Leiken presiding. ATTENDANCE . Present were Mayor Leiken and Councilors Lundberg, Wylie, Leezer, Ralston, Simmons and Pishioneri. Also present were City Manager Gino Grimaldi, Assistant City Manager Jeff Towery, . City Attorney Joe Leahy, City Recorder Amy Sowa, and members of the staff. PLEDGE OF ALLEGIANCE The Pledge of Allegiance was led by Mayor Leiken. SPRINGFIELD UPBEAT ~ - 1. "Look Me in the Eye" Proclamation Mayor Leiken proclaimed August 15-21, 2010 as "Look Me in the Eye" week and read from the proclamation. He said he really appreciated this proclamation and the message it sent. He . introduced Margaret Theisen from Access Support and presented .her with the proclamation. Ms. Theisen introduced Deborah McClure who accompanied her to the meeting. 2. Veteran Stand :Down Day Proclamation. . Mayor Leiken proclaimed August 28, 2010 as Veteran Stand Down Day and read from the proclamation. He introduced Roger Johnson and presented the proclamation to him. Mr. Johnson thanked the Mayor and the City on behalf of their group. He distributed a document regarding the Veteran Stand Down Event scheduled for August. He introduced Colonel Dave Stone who was the organizer of the August event and chairman of their organization. . Colonel Stone said they appreciated the Mayor's proclamation. 3. Fire and Life Safety Commemorative Coins Presentation. Fire Chief Randy Groves presented this item. In honor of the 125th anniversary of the City of Springfield, and specifically, the 1-25th anniversary of the fire department, a commemorative coin was created honoring the 125 years serving the Springfield community. t This two-sided coin depicted the Springfield Fire & Life Safety logo on one side with the dates . 1886 & 2011. The reverse of the coin stated the department mission: Preserving Life, Property, City of Springfield . Council Regular Meeting Minutes July 19,.2010 Page 2 and the Environment, and had Springfield's vintage 1949 Mack fire truck representing the long history of the fire department. Springfield Fire & Life Safety staff members presented one of the coins to each of the Councilors and the Mayor as part of the 125th anniversary celebration. CONSENT CALENDAR IT WAS MOVED BY COUNCIIOR RALSTON WITH A SECOND BY COUNCILOR LUNDBERG TO APPROVE THE CONSENT CALENDAR. THE MOTION PASSED - WITH A VOTE OF 6 FOR AND 0 AGAINST. 1. Claims 2: Minutes a. June 17, 2010 -Joint Elected Officials Meeting b. June 28, 2010 -Work Session c. July 6, 2010 - Work Session d. July 6, 2010 - Regular Meeting e. July 12, 2010 -Work Session 3. Resolutions a. RESOLUTION NO 10-47 - A RESOLUTION TO ACCEPT PROJECT P20317 SOUTH 32~ STREET, ASTER TO SOUTH "E" COURT. b. RESOLUTION NO. 10-48 - A RESOLUTION TO ACCEPT PROJECT P20421 MARTIN LUTHER KING JR. PARKWAY TRUNK SANITARY & STORM SEWERS PHASE 1. c. RESOLUTION NO. 10-49 - A RESOLUTION TO ACCEPT PROJECT P20422 MARTIN LUTHER KING, JR. PARKWAY TRUNK SANITARY & STORM SEWERS PHASE 2. d. RESOLUTION NO. 10-50 - A RESOLUTION AUTHORIZING THE CITY MANAGER TO AWARD COMPETITIVE BIDS EXCEEDING $35,000 REQUESTS FOR PROPOSALS, OTHER PERSONAL SERVICES CONTRACTS EXEMPT FROM BIDDING REQUIREMENTS UNDER THE PURCHASING REGULATIONS, AND ~. APPROVE AMENDMENTS TO PUBLIC CONTRACTS DURING THE PERIOD OF JULY 20.2010 THROUGH SEPTEMBER 19 2010 WHILE THE COMMON COUNCIL IS IN RECESS. 4. Ordinances 5. Other Routine Matters a. Approval of the Liquor License Endorsement for the. Noodle N Thai Restaurant located at 553 Main Street, Springfield, Oregon. City of Springfield Council Regular Meeting Minutes July 19, 2010 Page 3 ~ a b. ~ Approve a Special Procurement Process for the Springfield Police Department Shotgun .Replacements. c. Renew the Contract with Lane County for Animal Control Shelter Services. d. Approve Zoll Medical Corp. as the Sole Supplier and Authorize City Manager to Sign Contracts to Purchase Zoll E-Series ACLS Manual Defibrillators During the Next 2 Years. ' e. Authorize City Manager to Ratify Collective Bargaining Agreements with SEILT/OPEU Loca1995. ITEMS REMOVED PUBLIC HEARINGS -Please limit comments to 3 minutes. Request to speak cards are available at both entrances. Please present cards to City Recorder: Speakers may not yield their time to others. 1. Public Hearing and Adoption of a Resolution Amending Certain Planning Fees for Fiscal Year 2010-2011 and Setting an Effective Date.. RESOLUTION NO. 10-51 - A RESOLUTION OF THE COMMON COUNCIL OF THE CITY OF SPRINGFIELD AMENDING THE SITE PLAN REVIEW APPLICATION FEES OF THE DEVELOPMENT CODE, AND THE MASTER SCHEDULE OF FEES AND CHARGES, RATES, PERMITS, AND LICENSES. Development Services Director Bill Grile presented the staff report on this item. As directed by Council at the July 6, 2010 Work Session, this limited approach to fee revisions was an.interim step in the larger Development Fee Study and Cost Recovery Project. Fees for the remainder of the approximately 100 different development review services would be the subject of further discussions this Fall after an analysis of how the City complied with applicable local, state and federal code requirements during review procedures. The analysis, would be performed jointly between development community stakeholders, the Development Services and Public Works Departments, and the City Attorney. The biggest concern that was brought forward by local developers was the impervious surface . factor that applied to site plan review. The proposed revisions reduced the site plan impervious . sliding fees to a 60% recovery level based upon costs calculated by the fee study consulting fain, FCS. The Council Briefing Memorandum included in the agenda packet provided more information regarding the fiscal effects of the proposed fee reductions on average cost recovery rates for a complete site plan review process and potential impacts to annual general fund revenues. Mr. Grile noted that Development Services and Public Works would work on the processes for the rest of the fees and processes, and would bring those back for Council consideration. There had been confusion regarding recovery rate set in past years and the amount being recovered. The recommendation was to adjust the sliding scale to 60% of the cost, not the factor that was previously used. He noted the current fees for developments with large impervious surface areas and the difference at 60% recovery. They had also addressed Councilor Ralston's question regarding putting everything over 1.0,000 square feet together. There was also a base fee for site plans that was not currently changing, but could be considered as they went through the study. City of Springfield Council Regular Meeting Minutes July 19, 2010 Page 4 .Mayor Leiken opened the public hearing. _ l.. -Shawn Hyland, 2535 Grand Vista Drive, SQrin~f~eld, OR.~ Mr. Hyland thanked the Mayor, Councilors and staff for recognizing this issue and doing something. He wanted to let them know this was the first phase to fixing this problem. There was another phase and he felt the public meetings with- other developers had been great. A lot of feedback he received from land use attorneys, planners, and civil engineers was about over-regulation. They compared it to Eugene and said Springfield over-regulated more. The processes made it difficult to get through a project because of all of the steps needed. He would like to be part of working with staff to streamline that process. Development issues meetings were very beneficial and he would like to keep those. They then had to go through the pre-submittal meetings, preliminary site review, final site review and then the permit was issued. Eugene didn't require the site review meetings because the property was already zoned. He felt that as long as all the rules and codes were followed in the permit review \ acka a the should be ood to o He lanned to be in S rm field for a lon time his- P g, Y g g P P• g g, family developed in Springfield and they .liked it here. He wanted to make it a better place for everyone. 2. Ed McMahon, HomeBuilders' Association (HBA) of Lane County, 4738 Village Plaza Loop, Eugene, OR. Mr. McMahon was convinced that a majority of people in the room supported "The Springfield Way". He wanted to continue to work with staff. He was appreciative of staff listening to the stakeholders group and they felt they had been heard. They were looking forward to working with staff and bringing things back to Council in the fall that were equitable and would work for every Springfield citizen. With the tough economic times, the "Springfield Way" had been lost, but they were determined to work with staff and the Mayor and Council to rediscover that. He thanked the Mayor and Council for their dedication to the City. 3: John Hyland, 89006 Whitewater Road, Springfield, OR. Mr. Hyland said he appreciated ..the meetings with the employees, contractors and developers. He was still concerned that there were too many staff on board in Public Works and the cost could not come down on . the permits until some of that .staff was trimmed. A lot of the staff was added when large developments were coming to Springfield. Until staff was reduced, lie didn't see how the fees could get back into line. Springfield needed to get the costs back in order to move forward and do business in Springfield. Mayor Leiken closed the public hearing. Mr. Grile referred to Attachment B, page 3. The intent was anything over 10,000 square feet at the $50 rate, but the line was written with a cap of 100,000, which was not the intention. The line item should be anything over 10,000 square feet. City Attorney Joe Leahy said the motion could reflect that line would be amended to anything over 10,000 square feet. Councilor Simmons asked for clarification. Mr. Grile said property under 10,000 square feet had no impervious fee. The next line currently on the exhibit gave a fee for property between 10,000 - 100,000. It should read anything, over City of Springfield . Council Regular Meeting Minutes July 19, 2010 Page 5 - 10,000 square feet. Mr. Grile said the impervious fee charge for property under 10,000 square feet was 0, which was not a change to current fees. Councilor Simmons asked if the $4,222 charge did apply. Mr. Grile said that was the base charge for a site plan. There were two factors: the.base charge, and the impervious fee charge. Councilor Simmons said if someone had a small piece of property with impervious surface, they still had to pay $4222. - . Mr. Grile said if the ordinance required a site plan, the base fee was $4222. If they had greater than 10,000 square feet of impervious surface, they would also pay the $50 sliding scale Councilor Simmons said that still caused the person with a small parcel to pay a large amount of money for the activity of developing. He thought that was excessive for a small development. He hoped that was looked at carefully and reviewed. There seemed to be no equity. He agreed that they needed to correct the impervious fee now, but he wasn't sure it was enough. Mr. Grile said .staff agreed. The only thing before Council this evening was the impervious surface fee. The second issue was the processes themselves. He and Public Works Director Susie Smith had empowered the staff to look at the processes to see if there were things they could do to simplify when site plans were required, and if required, what procedures were needed. Staff would bring back that information to the Planning Commission, Council and development ` community. They would be asking the development community to vet~those options with .staff. Councilor Simmons said beyond the downtown area, there was concern regarding high fees. People didn't realize how much it would cost to get a small project off the ground. Staff needed to look seriously at reducing those costs. He appreciated what staff had done so far, but they were still too high. Mr. Grile said their goal was to be the business community of choice: They would bring whatever current fees and procedures were contrary to that goal back to the Council for direction on how to change them. Councilor Lundberg said it had been an ongoing concern that Springfield's structure was out of line and we were not very competitive. What staff was presenting tonight was what she wanted to hear; that tonight was one change and that Springfield had over-regulated itself. She was looking forward to putting this together, looking at site plan fees, and when it was appropriate to review. Springfield needed to remain competitive so we could grow and develop to have employment and homes for our children's children. She appreciated that staff was working hard on this; and also the developers and citizens of this community for coming forward. Mayor Leiken thanked the Hylands for bringing this issue to the staff and Council. It showed they loved our community. He also appreciated staff realizing the need`and listening to the developers. They were dealing with the impervious surfaces issue now, and would be looking at how to improve. He agreed that they needed to get back to the "Springfield Way". Oregon was a property tax based state and to get more revenue, the property tax base needed to be expanded. He appreciated the relationship the City had with the developers in our community. and the Hylands City of Springfield Council Regular Meeting Minutes July 19, 2010 Page 6 ~ _ for speaking out on this. He also thanked staff for meeting and hearring the concerns so improvements could be made. Mr. Grile said the intent was to bring something forward now. They wanted to incrementally bring suggestions for further reductions and improvements. IT WAS MOVED BY COUNCILOR RALSTON WITH A SECOND BY COUNCILOR LUNDBERG TO ADOPT RESOLUTION NO.10-51 WITH THE AMENDMENT TO ATTACHMENT B FOR ANYTHING 10,000 OR OVER SQUARE- FEET. Councilor Simmons said he supported the change, but would vote no because the site plan review cost was still too high for small parcels. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 1 AGAINST (Simmons). 2. Street Type Changes for Segments of S. 68th Street and S. 68~' Place and Street Name Changes for Glacier Dr. and 68th Place to Correct Street Naming Errors on Original Subdivision Plat Maps. ORDINANCE NO. 1- AN ORDINANCE AMENDING CERTAIN STREET NAMES FOUND ON THE CASCADE HEIGHTS, CASCADE HEIGHTS FIRST ADDITION, SOUTH HILLS AND KING SOLOMON'S ESTATE SUBDIVISION PLAT MAPS TO CONFORM TO EXISTING STREET SIGNAGE AND POSTAL ADDRESSING ADOPTING A SEVERABILITY CLAUSE AND DECLARING AN EMERGENCY. City Planner Mark Metzger presented the staff report on this item. Discrepancies had been . identified in the use of "68th Place" and "68th Street" on subdivision plat maps and related address records that were approved in 1978. These discrepancies recently caused a delay in responding to a 9-1-1 call. The proposed action amended the subdivision plat maps and related address records by changing the street types (Street and Place) as necessary to conform with existing street signage postal addresses. The action also amended the names of streets on the subdivision maps that were changed long ago but for` which there was no record of formal action. In May, a 9-1-1 response delay occurred when the caller gave the dispatcher a S. 68th Street address. Dispatcher's database showed no such house number on 68th Street, just on 68th Place. The 9-1-1 database was linked to the County address records, which in turn were based on the street names found on recorded subdivision maps. In this case the caller's street type (Street/Place) on the subdivision plat map (and therefore the County address record) was not consistent. The caller assumed that her postal address and street signage were- her true address when she called for help. . When notified of the 9-1-1 incident, staff invited affected ,residents to attend a meeting on June 8th to discuss the problem and to identify a course of action to correct the problem. Eight of the 25 affected households participated in the meeting. The consensus ~f the residents at the meeting was that changing the subdivision plat maps and other address records to match the street signage and postal addresses was the most expedient and least impactful means of resolving the problem. . When researching a solution to the 9-1-1 addressing problem, staff found additional changes on the subdivision maps that were recommended as part of this action. On the old plat maps, Glacier Drive was called Orchid Lane and S. 68th Place, south of Jessica Drive, was called Kalmia Drive. City of Springfield Council Regular Meeting Minutes July 19, 2010 Page 7 There appeared to be no danger of a 9-1-1 mishap with these streets, but the corrections were still recommended. As an interim precaution to avoid response.delays while the problem was being resolved, staff contacted the fire department and the 9-1-1 dispatch center to make them aware of the issue and provided them with a list of the affected addresses. Mayor Leiken opened the public hearing. 1. Maria Budzinski, 733 South 68~' Place, S~gfield, OR. Ms. Budzinski spoke out in opposition to the name change. She said she had a list of people who were opposed to the change and wanted to remain 68~' Place. She didn't want it to change to South ~68~' Street. The 9-1- l call was her neighbor. Ms. Budzinski said the ambulance and firefighters recognized it as 68~' Place, not Street. This was a big mess. Originally in 1977, the plats were 68~' Place. She was opposed and would appreciate if the Council would consider the votes of the residents. Mayor Leiken closed the public hearing. Councilor Wylie asked how many signatures Ms. Budzinski had received from her neighbors. Ms. Budzinski said she had six so far, but didn't want to submit those names at this time. Councilor Ralston asked how many people were affected by this change. Mr. Metzger said there were about 25 residents affected on South, 68~' Street. The larger number when dealing with Glacier and the other streets came out to about 75. A meeting was scheduled and the 25 residents were invited. Of those, 8 attended the meeting, including Ms. Budzinski and her husband. General consensus of the group was to go with the postal address and street signage. His understanding of Ms. Budzinski's position was the fear that changing the address would affect the deed on the property. Staff checked with the City and County surveyors and with a local title company to find out what the affect would be in making this change. He also pulled the deeds for all of the properties and presented them to those attending the meeting so they could see that the deed lists the subdivision name and lot number, not the street address. This was researched so a bigger problem wasn't created by trying to solve the original problem. From his research, it did not appear that they would be causing a bigger problem that would affect the titles. They were bringing the old plat maps into line with what people already believed their address to be and what was on the street signage. They had asked the people that attended the meeting what would be easiest for them: to change their address on their driver's license and other documents, or to change the subdivision plat maps. Those attending wanted to change the plat maps. Councilor Simmons said it seemed simplistic, but correspondence and the legal address was based on the street address that existed on those documents: The participants needed to be careful of how they notified their mortgage holders. The correction made sense, but there could be a few issues. Impacted property owners needed to notify the DMV clearly because address shifts could be problematic. City of Springfield . Council Regular Meeting Minutes. . July 19, 2010 Page 8 Mr. Metzger said the addresses on their driver's .licenses for those folks that attended the meeting in June would remain the same with this change. They were trying to change the plat division map to match that. Personal records akeady reflected the change that they were attempting to make. Councilor Pishioneri asked if there was a rush to this and if the 9-1-1 center was aware of the situation. Mr. Metzger said he had sent the dispatch center a list of the. 25 addresses. He hoped it would not be a problem if a call came in. Councilor Pishioneri said it should not be an issue at the 9-1-1 center. He asked if others received notice. Mr. Metzger said the residents had received two notices. The first in early Jurie inviting them to the meeting, the second was a formal notice for tonight's meeting: Another meeting was scheduled for.last week and one person came in and received clarification. Councilor Pishioneri said there was still concern, and he would like to resolve the concerns of those residents. There seemed to be some misunderstanding. Mr. Metzger said he wanted Council to be comfortable when making a decision. Councilor Pishioneri said this was not urgent, and was not putting anyone in danger. Mayor Leiken said this was the last public hearing before recess. Mr. Leahy said the Mayor could reopen and continue the public hearing to a date selected by the Council, Mayor Leiken said the emergency from the 9-1-1 call had been resolved. Mr. Metzger said the dispatch center was given a list of the addresses and told what the problem was. He could work further with the dispatch staff to make sure it 'was flagged. ,Councilor Pishioneri asked Chief Smith and Chief Groves if an address that was flagged showed up in the comment screen when a call came in. Chief Groves said that was correct. He said they could get a list from Mr. Metzger to make sure each one was flagged. Councilor Lundberg said there were two issues; the 9-1-1 issue and the resident issue. She would like consensus among the residents. There seemed to be some confusion about what the City was trying to do. Mr. Metzger said this was the first he had heard of the concerns, but it would be beneficial to try to resolve things the best they could. He would follow through with the residents. City of Springfield . Council Regular Meeting Minutes July 19, 2010 .. Page 9 IT WAS MOVED BY COUNCILOR RALSTON WITH A SECOND BY COUNCILOR LUNDBERG TO REOPEN THE PUBLIC RECORD AND CONTINUE THE PUBLIC HEARING TO SEPTEMBER 20, 2010. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. 3. Stormwater Management Plan Addendum 1 Revision.. RESOLUTION NO. 10-52 - A RESOLUTION OF THE COMMON COUNCIL OF THE CITY OF SPRINGFIELD AMENDING ADDENDUM ~ 1 OF THE CITY OF SPRINGFIELD STORMWATER MANAGEMENT PLAN. . George Walker, Environmental Services Supervisor for Water Resources, presented the staff report on this item.-The Stormwater Management Plan was adopted with the original .Addendum 1 by Council September 21, 2009.. Addendum 1 to the Plan provided additional clarity to the - existing policies for managing stormwater discharges beyond the Urban Growth Boundary (LTGB). The Plan with Addendum 1 guided City stormwater policy in accordance with the Council's seven Key Outcomes for Stormwater and in meeting the requirements for compliance with State and Federal Clean Water Act and Endangered Species Act. It was also more consistent with State law regarding stormwater and abutting property owners. Citizen concerns brought to the attention of staff and City Attorney prompted additional discussion and revisions to the language of Addendum 1. The revision provided assurances that. the City would involve the downstream land owners in addressing stormwater impacts from urban development. The initial concerns were received as public testimony at a Joint Elected Officials meeting for the amendment to the Public Facilities and Services Plan (PFSP) element of the Metro Plan. This stormwater policy addendum satisfied the citizens' issues, and would, if adopted, be in place when the elected officials deliberated the amendment to the PFSP in August. The revisions did not reduce the City's ability to plan for the needs of the Community, as directed by Council, in a changing development climate. As revised, Addendum 1 continued to accurately express the policies represented by the Council's Seven Key Outcomes. Mayor Leiken opened the public hearing. . No one appeared to speak. . Mayor Leiken closed the public hearing.. TT WAS MOVED BY COUNCILOR RALSTON WITH A SECOND BY COUNCILOR LUNDBERG TO ADOPT RESOLUTION NO. 10-52. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. BUSINESS FROM THE AUDIENCE 1. Randy Babbitt, 6617 C Street, Springfield, OR. Mr. Babbitt said he worked for the City of Springfield. A few months ago he brought forward racist emails that he felt should not be tolerated in our organization. He referred to a comment from another employee regarding this incident which showed there was still work to be done. He felt if you knew something was wrong you should work hard to help make changes to improve the City of Springfield Council Regular Meeting Minutes July 19, 2010 Page 10 situation. He was happy to hear of the changes regarding hiring. Brian Conlon and Mike Risley were working to change the employment testing. The City was also reaching out to community organizations and working to hire a larger number of minorities. Groups like SAFER and CALC were watching our organization from the outside, while others were paying attention on the inside. He was. confident that the City management team was going to do what was needed to create more diversity. Mayor Leiken saluted Mr. Babbitt and commended him for his courage: 2. R.F. Peterson, 3624 Cherokee Drive, S~gfield, OR. Mr. Peterson said this matter (Cherokee Drive LID) may seem simple, but was not. Residents were not aware the increase in the SDCs was so close until last Friday when they came to the City to get additional information from the engineers. He felt he needed to address the August 1, .2010 increase of the SDC because it came on so quickly. He did not know if Council had approved the Wildish bid or not, but the residents had no way to attach to the sewer . . before the August 1 deadline: They would like a little more time because it would equal about $400. They were wondering if Council could give residents more time than August 1 until some of the issues were resolved. He referred to a letter he had written regarding this same issue. Residents were still deciding on the costs for hookup and how to pay for it. Some were able to take it out of savings, others would need to take out a loan. He thanked the Mayor and Council for their patience and understanding. Mayor Leiken thanked Mr. Peterson for his letters. They did read them. COUNCIL RESPONSE CORRESPONDENCE AND PETITIONS 1. Correspondence from Dulcie Chatwood, Springfield, Oregon Regarding Train Whistles in the City- . IT WAS MOVED BY COUNCILOR RALSTON WITH A SECOND BY COUNCILOR LUNDBERG TO ACCEPT THE CORRESPONDENCE FOR FILING. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. BIDS 1. Bid Award for Project P21032: Cherokee Drive Sewer Local Improvement District. Civil Engineer Matt Stouder presented the staff report on this item. The City Council initiated the Cherokee Drive Sewer Local Improvement District on November 2, 2009 and adopted the City Engineer's Report for the improvements on May 3, 2010. The project was advertised for bids beginning June 21, 2010, and five bids were received on July 8, 2010. Contract award was now . necessary to enable work to proceed. Five bids were received for this project, with Wildish Construction Company (Wildish) submitting the lowest bid. Since this project was being constructed as a Local Improvement District (LID), a portion of the total project cost would be repaid by the 45 benefitting property owners along Cherokee Dr and S 38 St., with the remainder of the cost being paid by the City. City of Springfield - Council Regular Meeting Minutes July 19, 2010 Page 11 Based upon the bid submitted by Wildish of $234,006..00 and utilizing the cost share formula in the adopted City Engineer's Report, the total project cost was now estimated at $264,006, with $242,452 being the estimated total share for reimbursement to the City by the 45 property owners, or $5,388 per property. The City's share of the total estimated cost was $21,554, - For comparative purposes, the total estimated project cost in November, 2009 when the LID was initiated by Council was $350,000, with an estimated cost per property of $7,841 for the public sewer improvements. With the bid. submitted by Wildish, and the cost sharing formula in the . approved City Engineer's Report, the estimated cost per property was now $5,388, or $2,453 less than the. original estimate. Final costs for the property owners and the City maybe higher or lower than the estimates provided here and would be determined at the completion of the project and would be presented to the City Council at a public hearing to consider and adopt the final assessments. Staff anticipated that the final assessments would be below the maximum assessment of $7,500 per property adopted in the City Engineer's Report. Sufficient funds were budgeted in the project account (850215) in the Sewer Capital Fund (409) and the Development Assessment Fund (419) to allow award of the contract: Councilor Ralston said he wished Mr. Peterson was still around so he could hear that the charge was actually about $2400-.less than anticipated. Staff and the City had done all they could. He felt this was a great victory and recommended approval. IT WAS MOVED BY COUNCILOR RALSTON WITH A SECOND BY COUNCILOR LUDNBERG TO AWARD THE SUBJECT CONTRACT TO WILDISH CONSTRUCTION COMPANY IN THE AMOUNT OF $234,006.00. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. Mayor Leiken thanked staff for their work. Councilor Wylie asked staff to contact Mr: Peterson about his concerns. Mr. Vogeney said he would have Matt Stouder contact Mr. Peterson. ORDINANCES BUSINESS FROM THE CITY COUNCIL 1. .Committee Appointments 2. Business from Council a. Committee Reports 1. Councilor Pishioneri referred to the item in the Consent Calendar for purchase of the defibrillators. He commended staff for the price they were able to get on those. The . Federal contract was about $2000 more than what they got them for. The batteries and charging stations were cheaper, too. City of Springfield Council Regular Meeting Minutes - July 19, 2010 Page 12 - 2. Councilor Ralston said the Human Services Commission met today. He again noted that Springfield needed a representative from the Budget Committee to serve on that committee. If no one was found the by-laws would need to be changed., _ Councilor Wylie said Chris Stole, who was just appointed to the Budget Committee would be a great representative. . - Ms. Stole was in the audience and agreed to volunteer to serve as the Budget Committee. representative. 3. Councilor Wylie reported on the Metropolitan Policy Committee (MPC) meeting. The Lane County Board of Commissioners (LCBC) did not agree to pass the STIP and it was due by the end of July. They had now scheduled an August meeting. . Commissioner Handy was hoping to delay it to September, but Paul Thompson noted that the communities' requests would be in danger if delayed too late. Mr. Thompson noted at the MPC meeting that he would make phone calls and proceed if they met again in August. The Commissioners were asked if they could work out their issues and questions regarding the Coburg Road interchange before the August 12 meeting and they said they would try. Everyone else at MPC was concerned and did not want to remove this project as they might not get it back. Councilor Wylie had volunteered to attend the August 12 meeting and Councilor Lundberg would also be there. 4. Mayor Leiken said he had filled in for Councilor Lundberg at the last MPC meeting. This was much bigger than the Coburg interchange. It was a United Front project that people worked very hard to get, and this put $22M of tax money in jeopardy. It also put United Front in an embarrassing position. The United Front had a great reputation in the past, and it was hard to believe this was going on. He believed the rest of the MPC needed to stand firm. He did ask Sonny Chickening from the Oregon Department of Transportation (ODOT) if any of the projects affected the I-5/Beltline - interchange and the answer was no, so Springfield was in pretty good shape. This affected Lane Transit District, the City of Eugene and the City of Coburg. This affected United Front which had been a successful model for over twenty years. He hoped the Commissioners could deal with their issues. He appreciated Councilors .Lundberg and Wylie attending, but noted if they were not able to make the August meeting, he would attend. He thanked them for participating. . Councilor Ralston asked if Commissioner Sorenson had been reminded that he was part of the United Front for this project. 5. Councilor Leezer said the City put on a great birthday party. She thanked everyone that was involved. She had heard very positive things: It was very affordable for families to attend the whole weekend. She noted that the Change for Change meters brought in $218. She thanked Willamalane and everyone else that was involved. 6. Councilor Pishioneri agreed. It was great to see Chief Smith walking around, meeting people and talking with families. All Willamalane staff members were working. this event. City staff and many others volunteered. It was a great event and he had also heard very positive feedback. City of Springfield Council Regular Meeting Minutes July 19, 2010 Page 13 7. Councilor Simmons reminded everyone that National Night Out was scheduled for . July 25 from 4:00-7:OOpm at Island Park. It was a fun event for kids. The benefit of the food proceeds went to Neighborhood Watch. 8. Mayor Leiken said he attended two more ribbon cuttings for small businesses ~~ downtown. He also attended the grand opening of the .Afiya Apartments and noted that it was an example of a great collaboration between the City, non-profit organization; and United Front partners. It was a great project for the downtown core of Springfield. He thanked City staff for going,beyond to make sure that project happened. Mayor Leiken also spoke regarding the SummerFest event over the weekend. It was a great example of TEAM Springfield and he thanked all those who volunteered, including City staff. 9. Councilor Lundberg said Island Park was Springfield's park. It was a beautiful park and was now full of memories of children, fun, games, music, fireworks and many community celebrations. She appreciated the birthday party and the wonderful memories associated with,Island Park that our community could share. BUSINESS FROM THE CITY MANAGER 1. Strategic Plan. Assistant City Manager Jeff Towery presented the staff report on this item. The City Council adopted the Strategic Plan, Goals and Targets on Apri16, 2009. On May 10, 2010 the Council adopted a new goal related to diversity (Effectively Create a Positive Environment That Values Diversity and Encourages Inclusion) and reviewed several proposed additions, deletions and amendments to the Strategic Plan Targets. Since that time departments had provided.additional information in response to Council comments as well as continued to gather and evaluate data for the Council-adopted targets as well as those established at the department and work. group level. The attachment in the agenda packet reflected the full scope of those efforts for the Council's consideration. The goals and targets adopted and the supporting department level goals and targets would be used to measure and report efficiency, effectiveness and innovation as well as to prioritize services, projects and policy initiatives. It would provide Council and staff with a tool to ensure both progress and accountability and would also serve as a useful tool when allocating resources. He highlighted the four goals related.to the new goal on diversity. Staff recommended approval of the amendments or additional amendments Council may wish to add. IT WAS MOVED BY COUNCILOR RALSTON WITH A SECOND BY COUNCILOR LUNDBERG TO ADOPT THE AMENDMENTS TO THE STRATEGIC PLAN TARGETS AS PRESENTED. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. City of Springfield Council Regular Meeting Minutes July 19, 2010 Page 14 2. Council Operating Policies and Procedures Amendment. City Manager Gino Grimaldi presented the staff report on this item. The Springfield Charter .stated "Section 12. Operating Procedures and Policies. The Council shall approve and maintain . operating procedures and policies annually. " Amendments to the Council's operating policies and procedures document required approval by atwo-thirds vote of the members of Council present, per the operating policy document. Amendments were being proposed to the Council's operating policies and procedures to update . information related to Mayor and Council reimbursement for city related expenses. Funds were . available for reimbursement. Section 3.2) Reimbursement Process. Mayor/Council was being asked to consider approving a monthly reimbursement process, allowing for automatic payment for city related expenses. ,Council would be provided with a monthly report, prepared_by the City Manager's Office for verification. Upon approval by the elected official, a monthly check would be distributed. The Finance Department would audit information on a quarterly basis. 3.6) Internet. Mayor/Council may receive a stipend for intentet services.. Reimbursement -would be $40 per month. Policy Guidelines were applicable as noted in (1) City. of Springfield Administrative Regulation No. 16, Acceptable use of email,. retention; and (2) State Archives Division guidelines regarding email and retention. Your email system may be subject to review by someone in the event of a public records request to determine what can be disclosed. 3.7) Cellular Telephone. Mayor/Council may receive a city cell phone for use, or utilize their personal cell phone and receive a $45 monthly stipend. 3.8) Mileage Reimbursement. Mileage reimbursement would be based on the IRS approved rate: Individual reports would be configured to calculate mileage from elected official's home to meeting destination, round trip. Monthly verification by elected official was required. Mr. Grimaldi briefly explained the amendments. ~ ` Council appreciated the work done and the changes recommended. IT WAS MOVED BY COUNCILOR RALSTON WITH A SECOND BY COUNCILOR LUNDBERG TO APPROVE THE ATTACHED AMENDED COUNCIL OPERATING POLICIES AND PROCEDURES. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. 3. Fire Special Operating Levy. RESOLUTION NO 10-53 - A RESOLUTION REFERRING TO THE ELECTORS OF THE CITY A BALLOT MEASURE AUTHORIZING THE LEVY OF A FIVE YEAR LOCAL City of Springfield Council Regular Meeting Minutes July 19, 2010 Page 1 S OPTION TAX FOR FIRE SERVICES TO STAFF A FIFTH FIRE ENGINE CREW IN THE AMOUNT OF $0.36 OF ASSESSED VALUE BEG~G IN 2011/12. Assistant City Manager Jeff Towery presented the staff report on this item. He noted that Chief Groves was available to answer questions. The City Council had previously discussed in work session the issue of asking voters to renew the current fire special operating levy and had directed staff to prepare the necessary resolution and ballot title to place this issue on the November 2, 2010 ballot. The filing deadline with the County for November's general election was prior to the Council's return from its August recess. To continue special levy funding after June 30, 2011 for the staffing of a fifth fire engine, a new special levy must be approved by Springfield voters. Special levy funding for the addition of a fifth fire engine crew began in July 2003 and was currently beginning its 8~' year. The levy provided personal services and material & services to fully operate one 3-person engine crew to provide fire suppression and emergency first response services. The first four year levy approved by citizens was at a rate of $0.36 per thousand of assessed valuation and for the second .four years the approved rate had been $0.40. The estimated cost of providing the same level of service as currently provided for the five fiscal years beginning July 1, 2011. was $8,389,329.. . A five-year special levy for $0.36 would levy estimated taxes over the life of the levy in the amount of $7,556,441. Actual receipt of tax revenue would depend on changes in the City's total assessed valuation as determined by the County Assessor and the actual collection rate of property taxes levied and paid by property owners. Additional revenues to be received would be the cash of hand on July 1, 2011 remaining from the current levy, the collection of delinquent. taxes and interest income received. Mr. Towery said the City had never provided the service of the fifth station crew without the . levy. Prior to completion of the station, Measures 47 and 50 replaced the City's tax base with a fixed permanent rate which caused lack of funding for staffing. He discussed the factors used by the Finance Director when creating the budget projections. The proposal assumed the City would spend 100% of the levy funding. They hoped to use cost management practices and manage the _ budget within 98 to 99% of the estimates. Mayor Leiken asked Mr. Grimaldi or Chief Groves to email the Mayor and Council the worst case scenario if this did not pass. He would like to see the different options and scenarios. It was important to anticipate. Councilor Pishioneri asked to also include information on what the preliminary plan was if this didn't pass. IT WAS MOVED BY COUNCIIOR RALSTON WITH A SECOND BY COUNCILOR LUNDBERG TO ADOPT RESOLUTION NO. 10-53. THE MOTION PASSED WITH A - VOTE OF 6 FOR AND 0 AGAINST. BUSINESS FROM THE CITY ATTORNEY City of Springfield- Council Regular Meeting Minutes July 19, 2010, Page 16 - Mr. Leahy enjoyed SummerFest, but noted with humor that some of those that participated in the SK, including himself, were stopped by a train. ADJOURNMENT The meeting was adjourned at approximately 8:27 p.m. . ~... . ~~ Minutes Recorder Amy Sowa Attest: City Reco er .