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HomeMy WebLinkAbout12/01/2003 Work Session . . . City of SpringfIeld Work Session Meeting , MINUTES OF THE WORK SESSION MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY, DECEMBER 1,2003. The City of SpringfIeld council met in a work session in the Jesse Maine Room, 225 Fifth Street, Springfield, Oregon, on Monday, December 1, 2003 at 6:00 p.m., with Council President Fitch presiding. ATTENDANCE Present were Councilors Ballew, Woodrow, Fitch, Ralston, Lundberg, and Malloy. Also present were City Manager Mike Kelly, City Attorney Tim Leahy, City Recorder Amy Sowa and members ofthe staff. Mayor Leiken was absent (excused). Because the applicant for the Historic Commission was not yet present, council chose to alter the order of the meeting. 1. The State of our Public Infrastructure and a Look Toward the Future. Maintenance Manager Ed Black presented the staff report on this item. Mr. Black gave councilors a handout referring to street maintenance, building maintenance, drainage maintenance, and sanitary sewer maintenance. Mr. Black introduced city staff members Greg Ferschweiller, Mike Risley, Marcy Parker, Keith Miyata, Brian Conlon, and Gene ButterfIeld from the Maintenance Division. The Maintenance Division of the Public Works Department is responsible for maintenance, operation, repair and preservation of the City's infrastructure. Based on current development and anticipated trends, a signifIcant expansion of the public infrastructure is expected within the next fIve years. The ever expanding gap between budget and program needs for the Maintenance Division is similar to that experienced throughout the city. A basic difference, however, is that impacts from under-funding maintenance programs most often result in disproportionately higher costs in the future for correction. The City of SpringfIeld is poised to undergo signifIcant growth and development - Gateway/Beltline, RiverBendlPeaceHealth, Glenwood, BroadBase Sports Complex, Mountaingate, Downtown Redevelopment, Pioneer Parkway LTD-BRT and Jasper-Natron. Without budget increases for materials, services and personnel, or efficiency improvements, infrastructure which is added to the City's asset inventory competes for existing, limited resources, and overall service levels deteriorate. Attaining maintenance objectives is further compounded by more and more complex and stringent federal and state regulations and higher customer service expectations. Although technological (materials and equipment) improvements, and working "smarter" have reduced the impacts from the demands for higher levels of service, realization of further technological benefIts are limited. SpringfIeld is a community in transition. Failure to recognize and plan for these anticipated changes now could result in signifIcant deterioration of the basic assets of the City. The same theme ("pay now or pay more later") which has been emphasized regarding the condition of our streets applies to all classes of infrastructure. For example, trimming a tree while it is immature greatly reduces the cost of future pruning as well as potential liability. Mr. Black referred to the agenda item summary (AIS) and the council briefing memorandum included in the agenda packet, which gives an overview of the infrastructure in the city and how our resources and personnel are distributed to maintain the infrastructure. The city has about $530M in assets in the streets, buildings, and sewers. Over time the infrastructures have increased and budgets and staffmg have been reduced. . . . City of Springfield Council Work Session Minutes December 1, 2003 Page 2 Mr. Black divided the discussion into four topics: Streets, Buildings, Drainage and Sanitary Sewers. He said at the end of the presentation he would identify things that have worked well for the city and things to keep an eye on for the future. He noted that tonight he would be addressing the problems, but staff would be working on possible solutions which they would bring to council in coming months. Mr. Black noted that the handouts given to council included the same information as the power point presentation. This presentation gives an overview of the operating budget of the Street Fund, Building Maintenance Fund, Drainage Fund, and Sanitary Sewer Maintenance. For each of the funds discussed, the actual operating budget, the budget converted into 2003 dollars, infrastructure information, the asset valuation and the number of Full Time Employees (FTE) from FY88/89 to FY03/04 are listed. He addressed the issues with internal charges and indirect charges. Mr. Black noted some ofthe positives maintenance has implemented to address these issues. He said that maintenance has continued to try to work smarter and leaner and has been able to accomplish some good things. Staff has received great support from the council and the public. He said they have a good equipment replacement fund. He noted some of the other projects that have been accomplished despite the fInancial struggles. Some of those include acquiring property for additional shop space, a remodel of the maintenance building, the 1995 bond issue, the drainage program, a pavement management system, and an infrastructure management system. He discussed the relationships with outside agencies which have been benefIciaL Mr. Black discussed some of the priorities regarding buildings, maintenance, service levels, internal service charges, streets and sanitary sewer infrastructure. Mr. Black said we are at a crossroads and if we don't take care of things now we may face signifIcant problems in the future. Councilor Ralston asked about the bond issue from 1995. Mr. Kelly said it was a twenty-year bond which the city is still paying. Councilor Ralston asked if that was cost effective. Mr. Black said it has been benefIcial for the city in maintaining a number of streets and buildings. Councilor Ralston asked for a description of internal service charges. Maintenance OffIce Supervisor Marcy Parker said it includes internal employee benefIts charges, some vehicle maintenance charges and personnel. Technical Services Manager Len Goodwin said all enterprise funds draw a lot of services from the General Fund. These are the allocation of those services, administrative functions from the city contributing to that cost. Public Works Director Dan Brown said it is a fair charge and adds up to about $IM a year in the Public Works Department. Councilor Ralston asked about the current budgeted amount for the Street Fund. Mr. Goodwin said the budget amount for the Street Fund was about $760,000 for maintenance and an additional amount in preservation. The idea is to get to just under $IM in preservation spending and about $600,000 - $800,000 in operations and maintenance. He said the city has received two months of the fuel tax funds and it appears the $600,000 annual fIgure is probably achievable. The city expects to get about $375,000 from the OTIA III legislation that the state legislature passed and another $300,000 from the status of the SpringfIeldlEugene/Metro Area's Transportation Management Area increased federal funding. With these additional revenues, the city has a shortage . . . City of Springfield Council Work Session Minutes December 1, 2003 Page 3 of about $300,000. This was the subject of a meeting with the County Commissioners on November 25. Councilor Ballew said at the meeting with the county, they discussed more cost sharing ideas. She hoped that would be a place to look for savings. Maintenance Supervisor Brian Conlon noted some cases where they did work with the county to share some costs with large savings. These included a guardrail project, which saved the city approximately $35,000 and cross jurisdictional crack sealing and sweeping. Councilor Ballew asked about the sewer system and if the city was charging enough. Mr. Black said that has been a problem for years. Current rates are high enough and we can't raise them much more. He discussed the life of the sewer lines and that staff would be looking into which lines may need replaced in the near future. Councilor Fitch asked about System Development Charges (SDC's) and if any of those funds go towards maintenance. . Mr. Goodwin said the sanitary sewer and transportation SDC's have a reimbursement and an approval component. The reimbursement component of the SDC's can be used for capital preservation of existing facilities, but not for ongoing routine maintenance. Reconstruction of sewer lines can be done with sewer SDC's and reconstruction of streets can be done with transportation SDC's. We have a way to fund the newer and nicer boulevards with improvement SDC's and the reimbursement could be used for the preservation. Mr. Black said the ongoing maintenance is the diffIcult issue, especially those with a higher level of service required. He noted some examples. 2. Historic Commission Applicant Interviews. City Planner Kitti Gale presented the staff report on this item. Ms. Gale said the Historic Commission has had one opening on its seven-member commission since September 30,2003, due to the term expiration of Donald Moloney. The recruitment for this opening began August 7, 2003 and was extended until November 14, 2003. Three candidates were interviewed for the position on September 22, 2003 and a fourth candidate was scheduled to be interviewed this evening. Section IX, 3.8 of the SpringfIeld City Council Operating Policies and Procedures, states that the "Mayor and Council will hold formal interviews of applicants for positions on the Budget Committee, Historic Commission and Planning Commission and a recommendation from these bodies is not necessary although they may have a representative present to participate in the interview process. . " Members appointed to the Historic Commission shall be residents, electors or property owners within SpringfIeld; appointees of other SpringfIeld public agencies; specialists with expertise in fIelds of architecture, history, architectural history, planning or archaeology, who live within the Metro-area General Plan boundaries. Tama Tochihara, the fourth applicant, was scheduled to be interviewed by council at tonight's work session, but she did not arrive. Ms. Gale said Ms. Tochihara did attend the Historic Commission meeting in November and was well received, but she did not live in Eugene nor had the technical construction background council requested. . . . City of Springfield Council Work Session Minutes December 1,2003 Page 4 Ms. Gale introduced Historic Commission's Vice Chair John Tuttle and Historic Commissioners Roxie Metzger and Donald McCormack, who were present in the audience. Mr. Tuttle said the Historic Commission discussed the candidates that had applied for the vacancy. They all had strengths and weaknesses, but no one really fIt the niche they were looking for. They would be happy to take any of the applicants, but did not feel comfortable making a specifIc recommendation. All candidates would be qualifIed. Councilor Woodrow said after interviewing the other candidates, Greg Slater seemed to fIt the qualifIcations council was looking for in this position. Mr. Slater is a Springfield property owner, SpringfIeld business owner and has construction experience. Councilor Woodrow would suggest appointing Mr. Slater. Councilor Ralston agreed with that recommendation. Councilor Ballew asked if the commission was concerned with his attendance, since he had not sat it on any of their meetings. Mr. Tuttle said it had not been a requirement and was not a concern. Scott Wylie, Tama Tochihara and Michelle Dennis each attended one Historic Commission meeting. Council discussed the four candidates for the Historic Commission position. Council consensus was to appoint Greg Slater to the Historic Commission during tonight's Regular Meeting. Ms. Gale said she would notify all applicants. 3. Arts Commission Application Review. Librarian Barbara Thompson presented the staff report on this item. The Arts Commission has one vacancy on its board. Member Satya Riversong's term has expired and she will not be re-applying, due to an anticipated move. Kathryn A. Bray and Sandra C. Dominguez have applied. Tonight's work session is a time for council to review the applications from these two candidates and make a recommendation for appointment. The Arts Commission has reviewed both applications. Due to timing, the commission was not able to meet either candidate. Ms. Dominguez has worked in the arts for twenty-fIve years. She holds a master's degree in Arts Administration, and is currently employed as Director of Operations, OFAM American Music Institute. The commission believes that Ms. Dominguez's expertise in arts administration will be of special benefIt to the SpringfIeld community and that her skills will best meet the current needs of the commission. Kathryn Bray is earning a degree in Hospitality Management at LCC. She has expressed interest in involving the community in art appreciation and in using her skills to coordinate and manage arts events. The commission has expressed an interest in encouraging Ms. Bray to re-apply for future openings in the Arts Commission. The commission believes both candidates are qualifIed to serve. Both candidates have interests in the arts. Both candidates meet the residence requirement that members have a business or reside within the 97477,97478 or 97482 zip code areas. The commission recommends that Sandra Dominguez be appointed to the commission, with a term to expire December 31, 2007. Council reviewed the candidate's applications. . . . J . . City of Springfield Council Work Session Minutes December 1, 2003 Page 5 Council consensus was to appoint Sandra Dominguez to the Arts Commission during tonight's Regular Meeting. 4. Library Board Application Review. Library Director Bob Russell presented the staff report on this item. The Library Board has three vacancies, effective January 1,2004. Two vacancies are due to the expiration ofthe terms of Ruth Haberman and Jonna Vandewalker. The persons appointed to these positions will serve terms that expire December 31,2007. The third vacancy is due to the resignation of Al Monce, effective January 1,2004. The person appointed to this position will serve a term that expires on December 31, 2004. To be eligible for appointment to the Library Board, applicants must be registered voters and live within the city limits. (One member ofthe board may live outside the city if he or she owns property within the city.) All three applicants are registered voters living within the city limits. There were applications from three candidates for these positions. The candidates were Ruth Haberman, Jonna Vandewalker and Scott LePine. The Library Board scheduled applicant interviews for its November 19th meeting. Mr. LePine was unable to be at this meeting, since he is out of the country until January. The Board voted unanimously (with Ms. Haberman and Ms. Vandewalker abstaining on their own nominations) to recommend the reappointment of Ruth Haberman and Jonna Vandewalker. The Board also suggested that the third vacancy be re-advertised. The Board will then interview Mr. LePine and any other applicants at its January 8 meeting, and make a recommendation to council for that position. Councilor Fitch noted the long term served by Al Monce and asked Mr. Russell to thank Mr. Monce for his years of service. Council consensus was to re-appoint Ruth Haberman and Jonna Vandewalker to the Library Board during tonight's Regular Meeting and to re-advertise for the third vacancy. ADJOURNMENT The meeting was adjourned at 6:38 p.m. ~p- Mayor Minutes Recorder -Amy Sowa Attest: ~..Jm/A- Amy Sowa City Recorder