HomeMy WebLinkAbout11/03/2003 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, NOVEMBER 3,2003.
The City of Springfield council met in a work session in the Jesse Maine Room, 225 Fifth Street,
Springfield, Oregon, on Monday, November 3, 2003 at 6:30 p.m., with Mayor Leiken presiding.
ATTENDANCE
Present were Mayor Leiken and Councilors Ballew, Woodrow, Burge, Fitch, Ralston, and
Malloy. Also present were Assistant City Manager Cynthia Pappas, City Attorney Tim Harold,
City Recorder Amy Sowa and members of the staff.
1. Development Task Force Recommendation.
Assistant City Manager Cynthia Pappas and Development Task Force Chair Mike Evans
presented the report on this item. In late July, council held a work session on proposed increases
in planning fees. Options included 50, 75 and 100 percent cost-recovery strategies. Council
recommended the Development Task Force be formed to take a closer look at how Springfield's
planning fees compare with other comparable cities, as well as ways to increase efficiency in the
development review process.
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The first recommendation proposed to the council included forming a subcommittee comprised
of members of the development community to work with staff on analyzing and rewriting Article
31 of the Springfield Development Code Site Plan Review, to streamline the review process.
The second recommendation proposed to the council included funding Land Drainage and
Alteration Program staff, as well as implementing efficiencies identified during a three-day
Rapid Process Improvement session. This is the third and final recommendation proposed by the
Development Task Force.
Ms. Pappas described the comparison chart included in the agenda packet which Senior
Management Analyst Bob Brew and City Planner Mel Oberst created for the task force. The task
force discussed the issue of cost-recovery and what makes sense for the development community
and the city and how best to find a balance. Ms. Pappas introduced Mike Evans, the chair of the
Development Task Force.
Mr. Evans discussed the process the task force went through regarding fee structure and cost-
recovery. He discussed other factors such as streamlining processes and additional staffing
which were going on as the task force was meeting and how those all contributed to this project.
He said the majority of the committee did not feel comfortable making a recommendation based
on permit cost-recovery because they did not know where the base line was and where to go
from there. They analyzed how they could find a recommendation and referred to the
comparison chart from Mr. Oberst. He said the committee is making a recommendation of a 21
percent increase in fees.
Councilor Woodrow asked about the hourly charge-out rate noted on the comparison chart and if
it was defined anywhere when that kicked in.
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Mr. Oberst said it was not specified anywhere.
City of Springfield
Council Work Session Minutes
November 3, 2003
Page 2
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Councilor Woodrow asked if it was known whether the cities listed on the chart charged the
charge-out rate in addition to their standard fee or not.
Mr. Oberst said one of the applications did charge it in addition. He pointed out that such a
charge is noted on the comparison chart under Salem.
Councilor Ralston asked Councilor Burge wl;1y he felt comfortable with a 65 percent cost-
recovery instead of 100 percent cost-recovery.
Councilor Burge said the thought has always been in both Planning Commission and City
Council discussions, there was a residual benefit to the community when development occurs.
There is a benefit because a grocery store or place of employment is constructed. New housing
is a benefit to a community as well. The rational is that it is not for the sole benefit of that
particular developer, owner, user or occupant.
Councilor Ralston said that the public would be paying the other 35 percent from taxes.
Mr. Evans said that from the perspective of the task force, in addition to those things that
Councilor Burge mentioned, there was the opinion that the general public of the City of
Springfield benefit from other things such as the transportation system, the clean water system,
or other elements generated from development.
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Mayor Leiken asked Ms. Pappas about the comparables noted on the chart and the discrepancies
between the cities based on their overall property tax bases. He would like to have an idea how
this scenario would be affected if property values in Springfield were $125,000. We are always
in an uphill battle and we need the cost recovery.
Ms. Pappas said there was discussion in the task force meetings about a fairer comparison.
Councilor Burge said the problem in Springfield is the low average assessed value of homes. It
is at $101,000 in Springfield and $154,000 in Eugene; Our average household income is also
low in comparison to other cities. Those numbers make a significant difference in what you can
do. Springfield provides an equal level of service as these other communities, but with much
less funding. It makes it difficult to continue providing the basic services. He mentioned the site
plan review fees and how these added costs are passed through to the buyer, making it even more
difficult for citizens to buy or build a home.
Councilor Fitch appreciates the task force and the work they have done. She noted the
suggestions for streamlining some of our processes, but said we are faced with tough budget
times. She suggested council forward this 21 percent for approval with the knowledge that this
figure would need to be revisited in late spring or early summer after some evaluation. She said
some additional small increases may need to be made if budget issues warrant. She said we
cannot keep subsidizing to continue operating.
Councilor Ballew said we need to work more on quantifying the shared benefit to the
community. She said the 21 percent is probably the best we could do at this time. She asked
about the System Development Charge (SDC) funds and her concern that those funds would be
used for subsidizing other projects.
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City of Springfield
Council Work Session Minutes
November 3, 2003
Page 3
Ms. Pappas said the task force had difficulty with the issue of whether they were looking at a
current 29 percent cost recovery or a current 46 percent cost recovery because of the SDC fees
and whether or not they would be included. She said the committee is not recommending
subsidizing anything with those funds.
Councilor Burge agreed and said that is why both fees were shown in the comparison chart.
Mayor Leiken said this task force did a good job on this item. He would hope to see this group
getting together periodically to discuss and share ideas, etc. He thanked the staff for their work
and willingness to try these new processes to become more efficient. He said he was very
, appreciative ofthe work they have done.
Councilor Burge said the task force does not believe this increase will be set in stone. They fully
understand that circumstances change and focuses and allocations have to change. He said it was
an excellent task force with highly qualified members. He said the task force was not anti-
government or anti-fee increase. This group understood the fact that the city is facing some
shortfalls in the General Fund. He noted that all members agreed to reconvene once or twice a
year, as needed, because they do care about assisting and making the process work.
ADJOURNMENT
The meeting was adjourned at 6:55 p.m,
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Minutes Recorder - Amy Sowa
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Attest:
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Amy So
City Recorder