HomeMy WebLinkAbout07/21/2003 Work Session
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City of Springfield
Work Session Meeting
MINUTES OF THE WORK SESSION MEETING OF
THE SPRINGFIELD CITY COUNCIL HELD
MONDAY, JULY 21,2003.
The City of Springfield council met in work session in the Jesse Maine Room, 225 Fifth Street,
Springfield, Oregon, on Monday, July 21, 2003 at 6: 1 0 p.m., with Mayor Leiken presiding.
ATTENDANCE
Present were Mayor Leiken and Councilors Ballew, Woodrow, Burge, Fitch, Malloy and
Ralston. Also present were City Manager Mike Kelly, Assistant City Manager Cynthia Pappas,
City Attorney Joe Leahy, City Recorder Amy Sowa and members of the staff.
1. Eugene/Springfield Metro Waterways - U.S. Army Corps of Engineers General
Investigation Study.
Maintenance Manager Ed Black was present for the staff report. Mr. Black said tonight's
meeting is just informational and no action is requested at this time. Mr. Black said that staff
from the U.S. Army Corps of Engineers, City of Eugene, Lane County and City of Springfield
have been working together to develop the Project Management Plan for the Metro Waterways
General Investigation Study. The plan identifies and designates roles for participating agencies,
and establishes a schedule and cost estimate for the next step in the investigation, which the
Corps calls a Feasibility Study. It provides the basis for a Feasibility Cost Sharing Agreement
which, if work continues, will be presented to the council in September.
Mr. Black said in April, 2001, Dr. James Johnson, Director of Policy and Planning, U.S. Army
Corps of Engineers visited the Eugene/Springfield area to inspect a number of Corps-funded
projects in the metropolitan area. Based on his observations, Dr. Johnson recommended that the
local governments take a more comprehensive, integrated approach to address water resource
issues in the urban watershed. Based on that advice, in February, 2002, United Front
representatives sought, and gained, federal support for the Corps to initiate a General
Investigation Study of water resources in the Eugene/Springfield metropolitan area. The first
phase ofthe project was initiated in April/May of 2002 and continued through October, 2002.
Mr. Black said on November 25,2002, staff presented results on the first phase to the Council- a
recommendation by the Corps that the study proceed to the next phase - Feasibility. Although
no substantial local fmancial commitment, other than staff participation, was required in that first
phase, subsequent phases, if completed, do require local participation. Council instructed staff to
negotiate a cost sharing agreement with the Corps for the Feasibility Study (Phase II), and staff
will be bringing that agreement to council in September. Council can decide at that time whether
or not to continue. The Council Briefing Memorandum, included in the agenda packet, provided
additional information regarding the current status and future direction of the project.
Mr. Black said the project objectives are to take a look at all water areas and look at those
projects with regard to what kind of improvements can be made. Mr. Black referenced a chart
that showed where the City was at this point in regard to this project. He discussed costs
involved and how some of those costs could be offset.
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City of Springfield
Council Work Session Minutes, July 21,2003
Page 2
Mr. Black said there are some advantages and some disadvantages to this plan. Some of the
advantages include being able to create a five year plan; leveraging the moneys we already have
designated to some ofthese projects in about a two-to-one ratio; Federal Government would pay
for 65% and the City would pay 35%, including the engineering work and the construction; the
opportunity for in-kind contributions, including real estate; and access to federal expertise in
managing a complex project like this. He explained that this could also be valuable for future
projects in Springfield. It also supports council endorsed water resource strategies.
Mr. Black said some of the disadvantages include the fact that continuation is dependent upon
congressional action, and there is a risk of losing that funding; and the project will most likely be
done at a slower pace with the federal government involved.
Mr. Black explained the cost sharing responsibilities; 50/50 cost sharing for the feasibility study
and the rest ofthe project is 65/35. He explained that some ofthe in-kind matches will apply to
this project which are already in progress. These include a storm water facilities master plan and
the Cedar Creek project. He noted that Lane County does not have the funding to be a partner in
this. Eugene and Springfield will be handling it on their own.
Mr. Black noted that originally Maple Island Slough, Keizer Slough, and Cedar Creek were
listed as the three priority areas to be finished. He noted the areas on the map. Environmental
Services Manager Susie Smith pointed out some discrepancies on the map. She explained the
correction. Mr. Black said that staff felt that Mill Race had a higher priority than Maple Island
Slough and noted that to the Corps of Engineers. The Mill Race has now been included in the
top three priority projects. The Corps will analyze the priority projects for engineering, design
and construction. The other projects will be analyzed to look for possible problems, but will not
have the funding to go forward for engineering and construction.
City Engineer Al Peroutka said we can use some money as match for the Corps money for a
portion ofthe work to update our master plan. He said we have about $350,000 in the budget at
this time to do that work. The City also has had past direction from council regarding flood plain
mapping and $100,000 has been set aside to match with FEMA for an update on this with no
success. The City may be able to use that money as a match with the Corps to get that update.
He said they have another $100,000 for a stormwater permitting process and a lot ofthat money
can be matched for some of these Corps projects. He discussed other matches that could be
made and other funding options.
Councilor Fitch asked if they need additional money to proceed with the $500,000 feasibility
study.
Mr. Peroutka said they only have $100,000 that has been solely identified as match money.
They may ask for additional money for the upcoming Capital Improvement Program (CIP). A
lot depends on the agreement with the Corps.
Mr. Black said it is difficult to estimate the amount of money that will be needed because they
are still in the middle of negotiations. He said they are just updating council on where staff is in
the process. They will return to the council in September with a scope of work and a cost
sharing plan.
Councilor Fitch asked if staff could bring some options when they bring it back in September.
Mr. Black said they would prepare it in that way. He said they do have some flexibility.
City of Springfield
Council Work Session Minutes, July 21, 2003
Page 3
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Councilor Ralston said it worries him that Lane County is not working with them on this. He
said all of the Cedar Creek area is in Lane County and he doesn't understand why they don't feel
responsible. All three jurisdictions are short of money at this time and he feels they should be
sharing the cost somehow. He understands that it will cost $lM and our cost is $500,000. He
asked if Eugene's cost would be the same.
Mr. Black said they do not know at this time. He said the projects will be pretty independent.
He said we will be responsible for our projects and Eugene for theirs. There are some areas
where the responsibility is shared.
Councilor Ralston feels it is important that Lane County is part of this.
Mr. Black said staff has worked on this with the County, but the County has opted out at this
point. They did share in the cost of getting to this point, but are saying they cannot go further.
Councilor Ballew asked if the County might participate with staff support.
Mr. Black said that has been discussed, but it appears they are not going to participate in that
way now.
Discussion was held regarding the County's responsibility in these projects.
Mr. Black said there are a series of projects they feel they need to address in the Mill Race and
they have $100,000 in CIP for this project. He said work needs to be done on the lower end of
the Mill Race and this is one way to get some federal funding to assist in this.
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Councilor Burge said he understands that the County has budget problems, we all do. He feels,
however, that is not the way a partnership works. He asked ifthe County could provide some in-
kind support such as engineering.
Mr. Black said they did discuss in-kind support, but nothing specific was discussed.
Councilor Burge asked if there was some estimate of how much this whole metro waterways
project would cost.
Mr. Black said because this could be a 15 year project, it is difficult to give an estimate. He said
the figure of $20M -$40M over that period of time has been discussed. That is the number for the
metropolitan area and spread out over 15-20 years.
Councilor Burge said if the County does not have money now, and this project continues for 20
years, what happens when they do have money. Do they then join with the rest of us? It seems
that they do have to be a participant to some degree in something essential like this. He asked if
operations and maintenance would be high.
Mr. Black said it would be similar to what it is to operate and maintain current systems, which is
approximately $lM. That figure is our portion only. Eugene's costs would be approximately
$4M-$5M.
Technical Services Manager Len Goodwin said there could be mandates that could cause it to
accelerate.
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City of Springfield
Council Wark Session Minutes, July 21, 2003
Page 4
Mr. Black said the scope ofthe project included areas outside city limits in Lane County, such as
Cedar Creek and up the Mohawk drainage. He feels that staff has done all they can.
Councilor Burge asked if the CEO's had met to discuss this.
Mr. Kelly said the County does not have monthly user fees or SDC's such as Eugene and
Springfield by choice. Their drainage is out of their road fund, so it must be road related to
address. The County has asked to meet with the City Council this fall to discuss issues. Mr.
Kelly suggested this might be a good issue to discuss at that meeting. He said the metro
waterways project is a federal concern and they will most likely assist with the costs. He also
discussed some of the downsides which Mr. Black mentioned. Staff will bring some options to
council in September.
Ms. Smith noted that the County may be willing to participate. She discussed the stormwater
permits and the fact that the County also has to have those permits; therefore, they may be
willing to participate in this project to gain a part of the funding from the federal government.
Councilor Fitch asked if staff would bring back some of the options regarding County staff and
cost/service sharing during the September meeting.
Mr. Peroutka discussed the issue of the two cities, the two rivers and the Urban Growth
Boundaries. With storm water management becoming more complex it would be beneficial to
work together on this.
Mayor Leiken said he received a message from Commissioner Sorenson regarding the joint work
session. The Mayor suggested that they present some topics that they want to discuss, and send
it over for approval by the Council. He feels this is a good topic to include.
Mr. Kelly said he and Bill VanVactor will work together to create the agenda and present it to
the council for approval.
ADJOURNMENT
The meeting was adjourned at 6:53 pm.
Minutes Recorder - Amy Sowa
Attest:
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Amy S a
City Recorder