HomeMy WebLinkAboutItem 05 Council Minutes AGENDA ITEM SUMMARY Meeting Date: 1/17/2012
Meeting Type:Regular Meeting
Staff Contact/Dept.: Amy Sowa/CMO
Staff Phone No: 726-3700
Estimated Time: Consent Calendar
S P R I N G F I E L D
C I T Y C O U N C I L
Council Goals: Mandate
ITEM TITLE:
COUNCIL MINUTES
ACTION
REQUESTED:
By motion, approval of the attached minutes.
ISSUE
STATEMENT:
The attached minutes are submitted for Council approval.
ATTACHMENTS:
Minutes:
a) November 28, 2011 – Work Session
b) December 5, 2011 – Work Session
c) December 5, 2011 – Regular Meeting
d) January 9, 2012 – Special Regular Meeting
DISCUSSION/
FINANCIAL
IMPACT:
None.
City of Springfield
Work Session Meeting
MINUTES OF THE WORK SESSION MEETING OF
THE SPRINGFIELD CITY COUNCIL HELD
MONDAY, NOVEMBER 28, 2011
The City of Springfield Council met in a work session in the Library Meeting Room, 225 Fifth Street,
Springfield, Oregon, on Monday, November 28, 2011 at 6:30 p.m., with Mayor Lundberg presiding.
ATTENDANCE
Present were Mayor Lundberg and Councilors Pishioneri, VanGordon, Wylie, Moore, Ralston and
Woodrow. Also present were City Manager Gino Grimaldi, Assistant City Manager Jeff Towery, City
Attorney Joe Leahy, Assistant City Attorney Mary Bridget Smith, City Recorder Amy Sowa and
members of the staff.
1. Council Ward Redistricting.
Bill Clingman from Lane Council of Governments (LCOG) presented this item.
On July 11, 2011 September 26, 2011, and November 14, 2011 Council met in work sessions to
review information presented by Mr. Clingman from LCOG regarding 2010 Census data and Council
ward boundaries.
During the November 14, 2011 work session, interactive software was used to adjust the boundaries
“live” based on Council direction. Council chose to start with the Growth Scenario map and made
several adjustments to the boundary lines.
Based on those suggested changes, Mr. Clingman created a proposed final ward map for Council’s
final review. Once the final boundaries were determined, staff would prepare a final boundary map for
Council ratification after the first of the year.
Mr. Clingman noted the areas where the boundaries had been adjusted, and blocks that had been
divided in order to make a straighter line.
Councilor Woodrow asked if the line between Ward 5 and 6 was the way it was discussed at the last
work session.
Councilor Pishioneri said yes it was how they had discussed.
Mr. Clingman discussed other options that were discussed in that area.
Councilor Woodrow said it was a hard line to follow and was difficult to distinguish the two wards.
Councilor Pishioneri explained why the line had been left in that location.
Councilor Moore asked if there had been any input from the citizens.
Mr. Grimaldi said no comments had been received in the City Manager’s Office.
City of Springfield
Council Work Session Minutes
November 28, 2011
Page 2
Councilor Wylie spoke regarding Ward 2. She said the population in Ward 2 was still quite low
compared to Ward 3.
Mr. Clingman said they started with the Growth Scenario which kept the population in Ward 1 and 2
lower to accommodate for growth. Ward 3 had also lost some population.
Mayor Lundberg said this was based on growth and Ward 2 included Glenwood, which had a lot of
potential for growth.
Council consensus was to move forward with this final map.
2. Amendments to the Springfield Development Code Sections 5.5-100-125, 5.17-105, 5.17-120, and
4.2, Modifying Site Plan Review and Minimum Development Standards and Procedures.
Planning Supervisor Jim Donovan and Civil Engineer Matt Stouder presented the staff report on this
item. They introduced Shawn Hyland, Chair, and Eric Hall, Vice Chair of the Joint Work Team (JWT)
committee.
The JWT proposed numerous recommendations streamlining City processes and procedures, resulting
in significant savings in time and money to the City and development community. Examples included
streamlined site plan review, MDS and traffic impact study requirements, implementation of paperless
review procedures, initiation of updated customer service trainings, and improved communication
with review staff.
The set of proposed code changes before the City Council tonight reflected that portion of the JWT’s
efforts requiring code amendments prior to implementation. The Springfield Planning Commission
reviewed the proposed code changes and public testimony on November 1, 2011 and forwarded an
Order and Recommendation of Approval for City Council consideration. The Springfield
Development Code Amendment Staff Report and DIP Summary outlining the proposed amendments
and full suite of efficiency recommendations from the JWT were contained in Attachment 1 of the
agenda packet.
A Council Briefing Memorandum addressing four areas of public testimony that the Planning
Commission wished the Council to review was included as Attachment 2 of the agenda packet.
Mr. Donovan said they would be reviewing the summary of the JWT recommendations.
Mr. Stouder referred to page 26 of Attachment 1 of the agenda packet which showed the timeline for
the process. In June of 2010 the City Manager, Department Directors of Public Works and
Development Services, along with the City Attorney met with the development community for a
listening session where concerns were expressed. Following that meeting, the City Manager and
Department Directors directed staff to meet with those same development representatives. Staff met in
September 2010 with representatives from the development community and went over areas of
concern. During that meeting, a self selected Joint Work Team was formed and
identified the
following areas of focused efficiency review: 1) site plan review process, 2) city departmental
roles in development review procedures and, 3) overall customer service in the development
review process.
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Council Work Session Minutes
November 28, 2011
Page 3
Mr. Stouder said over the next year, the JWT met approximately fourteen times over two-hour
lunches to address the identified issues. An open house was held to present the recommendations to
a larger group of the development community. He explained some of the recommendations which
included the following: site plan review submittal and process improvements; expanded minimum
development standard procedures; revised traffic impact study requirements; paper and process
reductions; customer service training; and increased communication between departments and the
development community. The JWT recommendations resulted in cost savings and efficiencies for both
the development community and the City.
Mr. Donovan noted that the complete list of JWT members was on page 27 of Attachment 1 of the
agenda packet and included the following:
• Jim Donovan, City of Springfield/DSD
• Matt Stouder, City of Springfield/PW
• Brian Barnett, City of Springfield/PW
• Dave Puent, City of Springfield/DSD (Retired prior to end of process)
• Michael Liebler, City of Springfield/PW
• Joe Leahy, Emerald Law/CAO
• Monica Anderson, Balzhiser & Hubbard Engineers
• Craig Horrell, Hayden Enterprises
• Shaun Hyland, John Hyland Construction Inc.
• Mike Evans, Land Planning Consultants
• Eric Hall, Eric Hall Architects
• Carole Knapel, KPFF Consulting Engineers
• Rick Satre, SchirmerSatre Group
• Kristen Karle, St. Vincent de Paul Society of Lane County, Inc.
• Renee Clough, Branch Engineering
• Ed McMahon, Lane County Home Builders Association
The first topic discussed was site plan review and process improvements. He noted the issues that
were brought forward. The preliminary work was outlined on page 27 of Attachment 1 of the agenda
packet. He discussed the steps taken to address the concerns. They went through the submittal
requirements, expanded the MDS provisions and reduced the site plan review. He explained how that
process was streamlined, including making some Type II developments Type I development. That
allowed those projects to be handled by staff instead of going through the Planning Commission. He
noted that they would continue to try to get the process complete in 30 days rather than the 180 days
allowed. He spoke regarding MDS which was not raised as a deterrent to development.
Councilor Pishioneri asked if changing certain projects to staff level would cause an issue regarding
subjectivity rather than objectivity. He asked if it created an environment that could bring about an
appeal.
Mr. Donovan said making site plan review a staff level review endeavored to take out some of the
subjectivity by providing check lists for criteria. This would provide clear standards that either met or
didn’t meet the criteria. The final decision would be made by the Department Director. Type I didn’t
typically include an appeal process as it either met or didn’t meet the criteria. He provided an example
of minimum setback standards.
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Council Work Session Minutes
November 28, 2011
Page 4
Mr. Stouder said the JWT made other decisions to make more efficiency improvements such as
reduction in paper plan submittals. The revised site plan submittal checklist included more flexible
guidelines for site deed and title submittal requirements, reducing the number and/or frequency of title
reports required. Another reduction in paper production included site plan review. Current site plan
pre-submittal and review procedures required an applicant to submit approximately 25 paper copies of
site plans and documents for the creation of legal records and review procedures. The number of plans
currently required was a significant cost to produce. Staff had implemented a proposal that reduced
the number of paper copies to 3-5 paper copies and circulated to site plan review partners using email
and Laserfiche technology. The implementation of this JWT idea was reducing preparation costs for
the applicant and saving handling time and storage costs for the City while preserving communication
and review opportunities for internal and external development review.
Mr. Stouder said another outcome of the JWT was to increase the preparer’s list. The list of qualified
professionals that were allowed to stamp and/or submit site plans for review had been increased to
reflect current levels of expertise across the development community. The proposed changes would
allow principal consultants more discretion to determine the number of design professionals necessary
to prepare less complicated development proposals.
Mr. Stouder said another issue was Public Works’ role in development review and the site plan
process. Public Works (PW) was a co-author of the development process and supported the results of
the JWT. Some of the areas Public Works staff was involved included flexibility to defer numerous
site plan requirement when applications were submitted in reference to infrastructure requirements. He
explained further. Information needed to make a decision up front was still needed, but the detailed
accounts could be deferred until later in the process.
Mr. Stouder said in PW the engineering and transportation divisions had merged. That merger
coincided with the beginning of this process. The development community had provided positive
feedback about that change. Additionally, the recommendation of the JWT was to restructure the
traffic impact study requirements. He explained further. Staff had also worked to increase availability
of staff engineers and supervisors.
Mr. Donovan said customer service in development review was the third topic addressed. The
department ethic had been woven throughout their effort to reduce paper and streamline the process.
He acknowledged the role PW had taken in providing better customer service. Leadership had been
changed, a new physical setting had been put into place and the two departments were going through
an organizational review. Staff was also going through a new customer training program and new
ethics and principle had been put into place. The principles were:
City of Springfield Development Services Principles
• Encourage growth and development that improves community livability in a sensible, well
planned manner.
• We work to get to “yes” within our regulatory framework.
• Risk is permitted and encouraged. The preference is to take risks in an effort to get to “yes”
rather than saying “No”.
• It is necessary to say “no” at times since everything will not fit into our regulatory framework.
How we say “no” is a critical customer service skill.
• Employees are empowered to make decisions and be creative problem solvers at the lowest
levels of the organization.
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Council Work Session Minutes
November 28, 2011
Page 5
• We work as a team and speak with one voice. Internal differences are respected and
considered healthy as long as they are addressed directly and resolved in a timely manner.
• Decisions are made in a timely and confident manner.
***
DEVELOPMENT REVIEW TEAM
SERVICE PRINCIPLES
1. We’re glad you are here!
2. We appreciate your needs.
3. We ask that you respect our responsibilities.
4. We are your partners not your opponents.
5. We will work together to accomplish our common goals!
***
Mr. Donovan said the new principles had increased communication and responsiveness. The
recommendation from staff was adoption of the code amendments. If Council chose, they could
discuss the testimony and input from the Planning Commission.
Mayor Lundberg said she would like to hear from Mr. Hyland and Mr. Hall about the process.
Mr. Hyland said it was a good process and there was give and take among the team. The JWT wanted
more, but as they moved on realized they were taking steps in the right direction. The ultimate goal
was to make it easier to get a project built in Springfield. He felt they were getting there, but there was
still a lot of work to be done. He felt the core group worked well together and came out with a good
result. It wasn’t ultimately what everyone wanted, but was a good compromise and they were able to
get results. He would like to see the group continue moving forward with those members that would
like to continue.
Mr. Hall said the JWT met quite intensely about a number of things. At some point it became evident
that something needed to be developed. That had been done and it was now coming to fruition. He felt
they had solved some of the easy problems. He noted that a developer was anyone who developed
large projects to someone changing the use of their facility. In Eugene, there was not the same site
plan review process and minimum standards process. All of the review was done as part of the
building permit process. There was still work to be done¸ but it would require a lot of courage and take
a lot of strong direction from Council as it would be rethinking core processes regarding land use. He
had noted that over the years it had gotten harder to work in Springfield. One of his core allegiances
with the City of Springfield was that they had always worked to get things done. He noted that some
of the issues had been solved, but there was still a long way to go.
Mayor Lundberg said she was very happy they were doing this. She was pleased with the participants
and how it spelled out how we could be a City that helped development.
Councilor Ralston said Council would be making decisions about code amendments. He asked when
that would happen. It sounded like there was a lot more to do.
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Council Work Session Minutes
November 28, 2011
Page 6
Mr. Hall said it was the Council’s call as City staff served at their pleasure. His understanding was that
if there were specific goals Council wanted to achieve, those could be addressed through this process.
The committee included representatives from all aspects of the development community. As noted in
the Planning Commission comments, the committee was served well with people doing the work in
the development community. There were communities that had written clear and objective standards
that involved criteria around housing and other development that could be reviewed in a traditional
plan review process that was viable.
Mayor Lundberg said there were recommendations about how to proceed. This was not the end and
the City had opportunities through this process.
Councilor Wylie complimented the team on the service principles as they reflected a willingness to
work with the customer. She would like to continue the process and would also like to look at other
cities’ processes to see what might work better.
Councilor Woodrow said she also would like the JWT to keep going. She wondered if it could be a
shorter time line to make things move along faster.
Councilor Moore spoke regarding development fees and cost recovery. She understood that
development fees had increased a lot over the last couple of years and she would like to look at that
issue as well.
Mr. Grimaldi said a fee study was done prior to this process that resulted in a recommendation from a
consultant. The City delayed the higher fees as they went through this process. That issue would need
to be considered along the way.
Mr. Hyland said the JWT had talked about the fees, but once this process was approved staff could
more easily assess the actual costs. Getting this approved would get people into Springfield with an
easier process. Fees were another issue and did need to be addressed at some point.
Mr. Grimaldi said the fees were based on the number of hours to do a process and that had changed.
Councilor Moore thanked them for their hard work.
Mr. Hall said the fees were tied to the service, so they needed to know what they were doing and how
much that cost before adjusting the fees.
Mr. Donovan said they started out with three goals and met those to date. There was more work to do
regarding the Development Code and policies. During the initial meeting with the development
community, former Directors Susie Smith and Bill Grile, and City Manager Gino Grimaldi¸
implemented an immediate decrease in the impervious incremental fee. Staff was recommending a
work session to discuss work plans, priorities, whether to have a sitting committee or issue specific
committees, and whether the Planning Commission or City Council would appoint people to the
committees.
Mr. Donovan said two issues were brought up during the Planning Commission meeting and were
addressed on page 2 of Attachment 2 of the agenda packet. The first was that MDS should be triggered
by change of use category. That had been done in Section 5.15-110(a)(2) in the Development Code.
The second item was to clarify and expand the list of persons permitted to prepare and submit
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Council Work Session Minutes
November 28, 2011
Page 7
applications. That had also been done under Section 5.17-120 in the Development Code. The third
item was to expand the MDS Major standards to apply in non-residential zoning districts. The JWT
was not recommending that change take place. He explained the reasons for that recommendation. The
fourth item was to continue the Developer Input Process and the work of the JWT in future process
review and code update projects. Staff’s recommendation was that Council direct staff to maintain
communication with the current Joint Work Team and City Council with progress reports; to develop
a process to establish a Council authorized committee to continue the work begun by the Developer
Input Process and Joint Work Team once sufficient data was gathered on the impact of implemented
efficiency improvements; and to schedule a Work Session with City Council in the Spring to review
the staff recommendation and finalize the process to create such a Council authorized committee and
solicit membership interest from the community. The participants on the JWT were leaders in their
professions.
Councilor Ralston said the work done was phenomenal. The group now understood the City’s
perspective and the City understood their perspective. It made sense to keep the same work group
together if they were willing to serve. So much work had been done and both sides had learned a lot
during this process.
Councilor VanGordon said this was great collaborative work. The important thing about this process
was continuous improvement. We needed to keep moving forward and he would like to see this work
continue. He would also like to listen to ideas people had to make our system better.
Councilor Pishioneri said he was goal oriented, but also believed in tactical thinking. When it came to
the Code, staff needed to look at it closely and consider the bigger picture. This showed that everyone
on the Council wanted to do the best job for the citizens, but there was a balance. Change of use was
always important and needed some type of review. He provided an example. We were moving in the
right direction and needed to do it in a well thought out way. He thanked the members of the JWT for
their work.
Councilor Moore said she would like to get word back to the Planning Commission about how much
she appreciated their work in reviewing the recommendations.
Mayor Lundberg thanked everyone for their commitment. The City needed to do what they could to
help keep the economy moving forward.
Mr. Donovan said this would come to Council for a public hearing next week.
3. Asset Management System Replacement.
Assistant Public Works Director Len Goodwin presented the staff report on this item. He
acknowledged staff that had assisted with this effort including Technical Services Manager Brandt
Melick who was lead on this effort. Other staff involved included City Engineer Ken Vogeney,
Maintenance Manager Brian Conlon, Information Technology Director Rod Lathrop, IT Database
Administrator Dan Haight, and Finance Director Bob Duey.
Mr. Goodwin said the City built the system that managed the City’s assets through creative measures
by staff. This asset management system was over ten years old and was now obsolete. Vendors no
longer supported critical system components and the number, frequency, and severity of system
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Council Work Session Minutes
November 28, 2011
Page 8
failures had increased to a point that staff from the Public Works Department and the Information
Technologies Department had concluded that even though the Capital Improvement Program
contemplated replacement over a number of years, that immediate migration to an updated system was
required to prevent catastrophic system failure.
Springfield, like many other cities, did not have the resources to set aside money to replace the system.
Other systems had been replaced at large expense. Although the current budget appropriated $100,000
for planning of the migration, staff had been able to accomplish the planning without use of those
funds by involving industry leaders. By focusing only on replacing current functionality, the cost had
been constrained to $807,000 in capital funds and $177,000 in operating funds. Staff developed an
implementation option which took advantage of favorable trends in the costs of other capital projects
and did not require any additional funding beyond that available in unexpended revenue bond
proceeds and other existing resources.
Mr. Goodwin noted the cost savings the City had experienced with low bids on projects over the last
few years. Those funds could be moved into this project. There were no additional projects that could
be done with these funds because the City didn’t have staffing to manage additional projects. There
were some things that couldn’t be done with the funds. He explained. He spoke regarding lowering the
bail bonds sold in the next round and how those savings would not be a significant amount.
Councilor Pishioneri asked Mr. Lathrop if he agreed with the estimate on system failure and if Option
1was the best remedy.
Mr. Lathrop said Option 1 would be the best, cheapest and most secure alternative. The company that
supported the integration between the asset systems and GIS systems was no longer in business. IT
could keep the hardware working, but not the software.
Councilor Ralston said Option 1 solved the problem in two years and cost less than Option 2.
Councilor Wylie asked how badly this was needed.
Mr. Goodwin said this was more important than many of the other projects in the Capital
Improvement Program (CIP) and was more likely in the long run to save the City money.
Councilor Moore asked if the AIRS system was separate. Yes. She asked if the new system came with
back-up maintenance from the company.
Mr. Goodwin said the AIRS project depended in part on this system. This system provided the
addressing for AIRS. These components would come with maintenance; however, staff would be
talking to the City budget team during the FY13 budget process about taking steps to create reserves to
more fully implement replacement of both hardware and software over a five to ten year period to
prevent this type of situation again.
Councilor Woodrow said it was similar to replacing a car when fixing it became too expensive.
Councilor VanGordon said Option 1 was best for cost mitigation, but it was important to look at the
next steps so we had the ability to expand. He was in favor of Option 1, but would like to continue to
expand and rely on technology.
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Council Work Session Minutes
November 28, 2011
Page 9
Mr. Goodwin said Mr. Melick had a spreadsheet showing how Option 1 was continued in years 3, 4,
and 5, and modules for the street system and for other advancements. There was no funding for those
at this time.
Councilor VanGordon said when they came back he would like to see how funds could strategically be
saved for the future.
Councilor Pishioneri asked if there was a way to better position ourselves for the AIRS replacement in
this process.
Mr. Melick said the technology being considered for this project relied on web services and those web
services would support the Accela application and AIRS replacement system. They were looking at
providing systems that enabled that information to flow into other systems without having to
repackage and reformat other servers. They were trying to get systems that were not only scalable and
flexible, but could also be more transparent in how they fed information to AIRS. This system
couldn’t replace AIRS, but would feed it information more efficiently.
Mayor Lundberg said Council preference was for Option 1. She understood the issues involved when
systems were changed and old systems failed. There came a critical point when it was imperative to
upgrade. She agreed with Councilor VanGordon that they needed to have the flexibility to upgrade as
technology changed. She commended staff on locating funding for this project.
Mr. Goodwin said staff would present changes necessary to accommodate this purchase in a
supplemental budget. They would also be presenting to the Council during the December 5 regular
meeting a request to authorize the City Manager to sign a contract for the first element of this system.
It was critical to get that piece signed before December 31 as it would save the City $50,000.
ADJOURNMENT
The meeting was adjourned at 8:00 p.m.
Minutes Recorder – Amy Sowa
______________________
Christine L. Lundberg
Mayor
Attest:
____________________
Amy Sowa
City Recorder
City of Springfield
Work Session Meeting
MINUTES OF THE WORK SESSION MEETING OF
THE SPRINGFIELD CITY COUNCIL HELD
MONDAY, DECEMBER 5, 2011
The City of Springfield Council met in a work session in the Jesse Maine Meeting Room, 225 Fifth
Street, Springfield, Oregon, on Monday, December 5, 2011 at 6:15 p.m., with Mayor Lundberg
presiding.
ATTENDANCE
Present were Mayor Lundberg and Councilors Pishioneri, VanGordon, Wylie, Moore, Ralston and
Woodrow. Also present were City Manager Gino Grimaldi, Assistant City Manager Jeff Towery,
Assistant City Attorney Mary Bridget Smith, City Recorder Amy Sowa and members of the staff.
1. Downtown Circulation Study Update.
Management Analyst Courtney Griesel and Traffic Civil Engineer Kristi Krueger presented the staff
report on this item. Ms. Griesel noted that Ms. Krueger was doing a lot of the focusing in the
transportation and engineering component and City Planner Mark Metzger was involved with the
stakeholder and citizen involvement component. Tonight was a brief check in to let Council know
where the City was on this project and how they were doing. There was no data available at this time,
but would be presented by the consultant after the first of the year.
Ms. Griesel said the overall goal of the project was to look at circulation downtown, to correlate the
circulation activities to the recommendations and themes in the Downtown Plan and in the stakeholder
interviews, and to look at feasibility of downtown enhancements. City staff had been working with the
consultant, Kittelson & Associates, to identify stakeholders and perform interviews with those
stakeholders. The list of categories of the stakeholders was in the agenda packet and included business
owners in Springfield, freight industry leaders in the region, both residential and commercial
developers, as well as downtown businesses. The consultants felt very confident with the variety of
stakeholders. Members of the Downtown Citizen Advisory Committee (CAC) also did interviews.
Some of the themes that were expressed both in the Downtown Plan and in the interviews included,
but were not limited to, lack of safe bike facilities downtown, feel and safety of downtown at night,
social concerns about particular businesses in downtown, and the speed and pedestrian environment on
South A Street. All of the concerns were included in the Attachment in agenda packet. Many of the
concerns were more social, rather than regarding traffic. Based on the consultant’s review of the
Downtown Plan, the stakeholder interviews, the CAC work and their initial survey of downtown, their
initial opinion was that a two-way conversion may not be the likely feasible near-term project that
addressed the concerns and needs identified. Staff felt that opinion needed to be respected as the
consultants were professionals, but also asked the consultant to continue the analysis assessment of the
two-way conversion and bring data to the staff that could be presented to Council in late January or
early February. The consultant’s recommendation was to continue to move forward, present a sketch
level analysis in January or February, and determine whether or not to continue moving forward with
the two-way conversion or look at alternative projects.
Ms. Krueger said the two items they would receive from the consultant in later January or early
February included the sketch level analysis of the two-way conversion. This analysis would provide
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Council Work Session Minutes
December 5, 2011
Page 2
the impacts of what it would take to do a two-way conversion, how it would affect businesses, and a
cost estimate. At that time, the consultant would also bring ideas of what could be done now that
would address the goals for downtown. Some of the near term transportation projects the consultant
was considering included larger pedestrian bulb-outs than what was currently in place, priority
location for bulb-outs, pedestrian level lighting, priority locations for street lighting for both
pedestrians and road lighting, street furniture, building maintenance and aesthetic improvements. The
City could also identify potential private/ public partnerships to improve the aesthetics, identify
consistent branding and wayfinding related to bikes and pedestrians, parking, and identify specific
intersection or street improvements that could enhance multi-modal travel within downtown. The
consultant would analyze those items and bring them forward to share with the Council. Staff wanted
to check in with the Council to see if they were moving in the right direction, and if there was
anything else they would like added.
Councilor Woodrow said the Downtown Organizational Committee with NEDCO was working on
aesthetics and branding. She asked if they would be working in partnership with that committee.
Ms. Griesel said they had involved Ms. Carpenter-Seguin from NEDCO and other committee
members early on in this process. They could continue to work with them.
Councilor Woodrow said it would be a great partnership. She asked about the issue of pedestrian
safety on South A. There weren’t a lot of reasons to cross South A along most of that street.
Ms. Krueger said the safety of people walking along South A was more of a concern because of the
speed of the vehicles and the close proximity of the street to the sidewalk.
Ms. Griesel said there were concerns if re-alignment was considered of how to address the affect on
businesses and neighborhoods to the south of South A Street, and how to keep the connection for those
people who wanted to get downtown. They wanted to look at how to make that area safer and the
connection to downtown strong.
Councilor Moore took a tour of Redmond during the League of Oregon Cities (LOC) Conference.
Redmond had changed their downtown street and there were probably other cities that had
experienced similar situations. She thought it might be helpful for the consultant or staff to talk with
the staff at Redmond about how they alleviated the businesses’ concerns.
Ms. Krueger said Kittelson had worked on many conversions so were familiar with different towns
and cities around the United States. Staff would ask them to talk with Redmond or any other cities that
had faced similar situations about their experiences.
Councilor Wylie said she went on a tour in Bend when at the LOC Conference. Someone from
Kittelson was on the tour as a roundabout expert. They were very knowledgable and she felt we
should listen to what they were saying.
Councilor Pishioneri referred to page 4 of Kittelson’s report and the section on “Identification of near-
term transportation-related projects . . . “. He felt their list made sense and he would like to move
forward with their recommendations. He would like to see things get done, and this was a good
opportunity. The list included great ideas and a good starting point. He would like to put in some of
these things to see how they worked. The report spoke of lack of parking enforcement and he felt that
should be a priority along with some of the improvements.
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Council Work Session Minutes
December 5, 2011
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Councilor Woodrow said she recalled a presentation made to a downtown committee on street lighting
from former Councilor Terri Leezer. She thought staff might want to find out what had been presented
at that time.
Community Development Manager John Tamulonis said former Councilor Tammy Fitch was also on
that committee.
Councilor VanGordon asked if they could see the highlights from the interviews. He agreed that we
should look for something that could be done sooner rather than later, such as several small
improvements.
Ms. Griesel said she was pleased to hear that staff was on the same page as the Council. Staff felt there
was value in continuing with the analysis of a two-way conversion since it had been a topic for many
years and would provide much needed data.
Councilor VanGordon asked if the consultant found from the interviews that a two-way conversion
was not wanted.
Ms. Krueger said the consultant’s concern was with the physical constraints and feasibility. That
translated into a high cost. Staff felt it was important to study the two-way at least at the sketch level.
They could then decide if they wanted to get a more in depth study done. It was important to get the
study done, and then determine which direction to proceed.
Mayor Lundberg said the point of a possible two-way conversion was to slow traffic down and make it
more pedestrian friendly. She would agree that if we could get short term fixes such as lighting and
bulb-outs to enhance pedestrian safety, that would be welcomed and she would be in favor. She felt it
was important to look at the two-way further, and that we were moving in the right direction.
2. Accela Update and Demo.
Information Technology Director Rod Lathrop presented the staff report on this item. Mr. Lathrop
introduced Deyette Kelly from Development Services, who would be providing the demo on the
Accela program.
Mr. Lathrop said the Accela application was provided in ‘the cloud’ which meant the City didn’t have
to do any server upgrades.
Mayor Lundberg asked Mr. Lathrop to explain ‘the cloud’ for those that were not familiar with it.
Mr. Lathrop said most of the applications in local governments were done with a client server
technology, which meant that the servers were onsite. The servers hosted databases which provided
the data for the applications on the individual computers throughout the City. The new model of
computing was to host the servers off site. The Accela servers were hosted in a server farm in Utah.
This was the second major application that the City had that was hosted in ‘the cloud’. The first was
ConstructWare which was used for the Metropolitan Wastewater Management Commission
(MWMC). By having the companies doing their own data entry on these projects took fewer project
managers managing more projects with efficiency and cost effective.
City of Springfield
Council Work Session Minutes
December 5, 2011
Page 4
Mr. Lathrop said the Accela project had been ‘live’ in the City for about 18 months. The vast majority
of this project had been funded by the State of Oregon from their surcharge fees on development
permits. The goal was to have the same permitting system across the State. Springfield was selected to
go first across the State with the new Accela Automation Electronic Building Permitting software and
hardware due to our acknowledged expertise in efficient, customer-focused development. The
template Springfield helped create would guide all subsequent implementations across Oregon.
Springfield purchased additional modules for Planning Applications, Code Enforcement, and a GIS
Interface. The applications went “Live” on August 9, 2010.
Springfield was now open for business 24/7 enabling customers, citizens, contractors and staff to
access the most current information about building permits and development online. Fifty-two percent
of all new trade permits sold in 2011 had been issued online. Customers were also scheduling
inspections online, further enhancing convenience, timeliness and customer service.
The City now sold online permits, such as electrical, mechanical, small routine permits and other trade
permits. This was a tremendous benefit to the development community who could apply for their
permit online from their home or business. The status of applications could also be checked online,
another time saver for the citizen. Inspections were also scheduled online. Anyone could go online to
see what type of development was happening by address. One of the next steps was to set up an
electronic plan review. He explained the current process which included multiple paper copies through
the review and comment period. They now had the tools to do the plan review electronically by
scanning in the plans, making notations online which would become part of record. This process had
been tested internally, but not with the general public. The next thing to come online would be the
interactive voice response system which would be used over the phone line rather than the computer.
This service could also be used to schedule inspections or check the status of permits.
Ms. Kelly provided the demo of the software which was through the State portal. Some things could
only be done as a user, requiring log-in. Non-registered users could also check to see what type of
development was going on at an address. It was noted that code enforcement files were not available
on this system.
Councilor Pishioneri asked if a search could be done for a whole street.
Ms. Kelly said it could and would bring up any permits for that street. She showed how that could be
done. Citizens could look at permits that had been issued both online and in the office. She reviewed
the information shown on the screen for a permit issued. Inspections could also be viewed online. She
demonstrated how a person could schedule an inspection. She noted the area where status of permit
could be located. There was also a section for related applications. She explained. About 160
contractors in the metro area were currently signed up as registered users.
Mayor Lundberg said when this system first started there were a number of issues, but now it was
moving along much more smoothly.
Ms. Kelly said the State had added links to flash presentations on how to use the system. The system
was becoming much more user friendly.
Councilor Woodrow asked if Springfield was the only jurisdiction using this system.
City of Springfield
Council Work Session Minutes
December 5, 2011
Page 5
Ms. Kelly said about 36 jurisdictions were now using this system. She named some of those
jurisdictions.
Councilor VanGordon asked how much time this was saving staff.
Ms. Kelly said it was freeing up time at the counter. There was still a small processing fee for all
permits, including online permits because they were reviewed by staff. If additional information was
needed, staff contacted the applicant. This system had increased the efficiency of the trade permits
significantly.
Mr. Lathrop said inspectors had laptops and could access this information in the field. That allowed
them to be more efficient with their time in the field.
Mr. Towery said when construction was booming, contractors were often doing multiple jobs in
multiple jurisdictions. This system helped save the contractors time and helped our staff work more
efficiently to assist the contractors. He provided an example.
Mayor Lundberg agreed.
ADJOURNMENT
The meeting was adjourned at 6:55 p.m.
Minutes Recorder – Amy Sowa
______________________
Christine L. Lundberg
Mayor
Attest:
____________________
Amy Sowa
City Recorder
City of Springfield
Regular Meeting
MINUTES OF THE REGULAR MEETING OF
THE SPRINGFIELD CITY COUNCIL HELD
MONDAY, DECEMBER 5, 2011
The City of Springfield Council met in regular session in the Council Chambers, 225 Fifth Street,
Springfield, Oregon, on Monday, December 5, 2011 at 7:00 p.m., with Mayor Lundberg
presiding.
ATTENDANCE
Present were Mayor Lundberg and Councilors Pishioneri, VanGordon, Wylie, Moore, Ralston
and Woodrow. 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 Lundberg.
SPRINGFIELD UPBEAT
1. 2011 Library Bookmark Contest Winners.
Library Manager Barbara Thompson presented this item. The Springfield Public Library had held
a bookmark contest for grades kindergarten through middle school for 31 years. This year, over
550 students created original bookmarks and entered the contest. All their designs, about books,
reading, libraries or the year’s theme, “Dream Big –Read!”, were displayed in the children’s
department.
The winners were:
1st grade: Trace Coven, Brattain Elementary
2nd grade: Ryan Evangelho, Centennial Elementary
3rd grade: Alexis Briggs, Thurston Elementary
4th grade: Kate Walkup, Home School
5th grade: Carlos Lopez, Centennial Elementary
and Carolina Garcia, Brattain Elementary
6th grade: Noah Cramer, Home School
7th grade: Anne Walkup, Home School
8th grade: Hope Craig, Briggs Middle
Mayor Lundberg congratulated each of the winners who were present. She said it was always a
treat to see the great designs and know we have a new generation of readers who enjoy the
Library.
City of Springfield
Council Regular Meeting Minutes
December 5, 2011
Page 2
2. K9 Retirement Presentation.
Police Chief Smith presented this item. He introduced Tony DelCastillo and his dog Creck, and
Daren Kendrick and his dog, Cyrill.
K9 Creck:
K-9 Creck was born in the Czech Republic on 4-17-04. In March of 2007 Creck made his way to
Southern California where he waited amongst several other dogs to be chosen by a police
agency. Sergeant Charboneau along with Officer's Kendrick and Humphries chose K-9 Creck, as
well as K-9 Bronko. Upon returning to Springfield, K-9 Creck was partnered with then Officer
Humphries and began working on May 7, 2007. Officer Humphries worked with Creck until
December 2008 when he was promoted to detective. During his time with Officer
Humphries, Creck captured six suspects. K-9 Creck then moved in with Officer Del Castillo to
continue his career starting January 6, 2008. Over the last few years Officer DelCastillo and K-9
had worked together to capture 57 suspects.
Creck was diagnosed with Degenerative Myelopathy, is a condition where the protective sheath
around the spine deteriorated. There was no treatment for the condition which over time caused
the dog to lose complete control of the back half of his body. In October 2011 Creck had
deteriorated to the point that he could no long effectively do his job and was retired. Creck now
lived at home with Officer DelCastillo where he had become an inside dog and lounged around
with the family.
K9 Cyrill:
K9 Cyrill was a German Shepherd from the Czech Republic. He came to the Springfield Police
Department in September of 2003 when he was just two years old. Cyrill had served the
department with Officer Daren Kendrick as his handler for all eight years of his K9 career.
During that time Cyrill was responsible for capturing 235 Criminals and for $671,817.00 in
property value recovered. Cyrill was also responsible for capturing criminals from petty thieves to
robbery suspects to a murder suspect.
Cyrill would be missed as a partner for Officer Kendrick, but was adapting quickly to being a
family pet, something he had certainly earned.
Police Chief Smith noted that Officer Kendrick and Cyrill had been the most successful K9 team
in the Springfield Police Department.
3. “Be a Santa to a Senior” Proclamation.
Mayor Lundberg read from the “Be a Santa to a Senior” Proclamation. Home Instead Senior Care
and partners from non-profit, other agencies and businesses which provide services to senior
adults combined efforts each year for a community service project called “Be a Santa to a
Senior.” Home Instead Senior Care and the “Be a Santa to a Senior” partners had a shared belief
that our senior adults should not be alone or forgotten during the holidays as they had been
instrumental in defining our communities.
Mayor Lundberg proclaimed the month of December 2011 as “Be A Santa to a Senior Month”
and asked the citizens of Springfield to join in its observance.
City of Springfield
Council Regular Meeting Minutes
December 5, 2011
Page 3
CONSENT CALENDAR
1. Claims
2. Minutes
a. November 14, 2011 – Work Session
b. November 21, 2011 – Work Session
c. November 21, 2011 – Regular Meeting
3. Resolutions
a. RESOLUTION NO. 11-31 – A RESOLUTION TO ACCEPT PERMIT PROJECT
P30495; PUBLIC IMPROVEMENTS FOR JASPER MEADOWS 5TH, 6TH, & 7TH
ADDITIONS.
b. RESOLUTION NO. 11-32 – 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
DECEMBER 6, 2011THROUGH JANUARY 8, 2012 WHILE THE COMMON
COUNCIL IS IN RECESS.
4. Ordinances
a. ORDINANCE NO. 6272 – AN ORDINANCE OF THE COUNCIL OF THE CITY OF
SPRINGFIELD AMENDING SECTION 5.550 ET SEQ., "UNLAWFUL
DISCRIMINATION BECAUSE OF RACE, COLOR, RELIGION, SEX, OR
NATIONAL ORIGIN" OF THE SPRINGFIELD MUNICIPAL CODE PROHIBITING
DISCRIMINATION AGAINST INDIVIDUALS OR GROUPS BY REASON OF
THEIR SEXUAL ORIENTATION IN ORDER TO BE CONSISTENT WITH OREGON
STATE LAW AND SPECIFICALLY AMENDING SPRINGFIELD MUNICIPAL
CODE SECTIONS 5.550, "DECLARATION OF POLICY", SUBSECTIONS (1) & (2),
SECTION 5.552, "DEFINITIONS" OF "DISCRIMINATE OR DISCRIMINATION",
SECTION 5.554, "UNLAWFUL EMPLOYMENT PRACTICES", SUBSECTIONS (2),
(3)(a) & (b), (4), AND (8)(a).
5. Other Routine Matters
a. Allow Sewer Rehabilitation Activities for Project P21048 Outside of the Hours of 7 a.m.
and 6 p.m. Behind Q Street Businesses Near Highway 126 and 5th Street.
b. Approval of the Liquor License Endorsement for Thabet Management Inc. Buy 2 019
Located at 4124 Main Street, Springfield, Oregon.
c. Approval of Liquor License Endorsement for Tommy’s Sport Bar Located at 1509
Mohawk Boulevard, Springfield, Oregon.
d. Approve Purchase of Oracle Database Management Software (DBMS) for the Asset
Management System Replacement Project from Mythics for $139,424.04 and Authorize
and Direct the City Manager to Execute All Documents Required to Effect the
Transaction.
City of Springfield
Council Regular Meeting Minutes
December 5, 2011
Page 4
IT WAS MOVED BY COUNCILOR PISHIONERI WITH A SECOND BY COUNCILOR
RALSTON TO APPROVE THE CONSENT CALENDAR. THE MOTION PASSED
WITH A VOTE OF 6 FOR AND 0 AGAINST.
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. Amendments to the Springfield Development Code Sections 5.5-100-125, 5.17-105, 5.17-
120, and 4.2, Modifying Site Plan Review and Minimum Development Standards and
Procedures.
ORDINANCE NO. 2 – AN ORDINANCE AMENDING THE SPRINGFIELD
DEVELOPMENT CODE, SECTIONS: 5.5-100-125, 5.17-105, 5.17-120, and 4.2-105A.4,
MODIFYING SITE PLAN REVIEW, MINIMUM DEVELOPMENT AND
TRANSPORTATION IMPACT STUDY SUBMITTAL STANDARDS AND
PROCEDURES.
Planning Supervisor Jim Donovan and Civil Engineer Matt Stouder presented the staff report on
this item. The Springfield City Council made final decisions on proposed amendments to the
Springfield Development Code in accordance with SDC 5.6-115. Staff was presenting the
successes, recommendations and proposed code changes resulting from the Developer Input
Process for adoption.
Staff and the Joint Work Team (JWT) had implemented and proposed numerous changes
streamlining City processes and procedures, resulting in significant savings in time and money to
the City and development community. The set of proposed code changes before the City Council
tonight reflected that portion of the Joint Work Team’s efforts requiring code amendments prior
to implementation. The Springfield Planning Commission reviewed the proposed code changes
and public testimony on November 1, 2011 and forwarded an Order and Recommendation of
Approval for City Council consideration. City Council considered the Planning Commission’s
recommendation, the proposed code amendments, public testimony to date and DIP Committee
input at work session on November 28, 2011. The Ordinance compiling the JWT’s proposed
code amendments was included as Attachment 1 of the agenda packet.
The Springfield Development Code Amendment Staff Report, Findings and Order of
Recommendation demonstrating compliance with criteria of approval for amendments of the
SDC was included as Attachment 2 of the agenda packet.
A Council Briefing Memorandum addressing public testimony to date and Council’s directions to
staff for future developer input was included as Attachment 3 of the agenda packet. Staff would
proceed, based on Council direction at the regular meeting, to develop a proposal for a longer
term opportunity for interested parties to participate in continuous process improvement of
development practices.
Mr. Donovan noted that the goals were to streamline the plan review process, clarify the
department’s roles in development review, and improve customer service and communication.
City of Springfield
Council Regular Meeting Minutes
December 5, 2011
Page 5
Those goals had been met by the following: reducing processing time and cost; clarifying the
MDS standards and expanding them, which reduced site plan review applications for the
development community on medium and minor site development; and through the process
enjoying an increase in communication and identification of each other’s needs. Staff would
schedule a work session to discuss the long lasting role for this committee and similar committees
in continued process improvement. The ordinance for the proposed amendments was included in
the agenda packet. Mr. Donovan reviewed those amendments. The amendments were consistent
with the Metro Plan and State planning goals. While the amendments were modest, they were the
mechanism which made staff’s work possible.
Councilor VanGordon said there was a lot of energy around continuing this process. He would
like to look at measurable items to track the success of these changes.
Mr. Donovan said they could address those now or during the upcoming work session.
Mr. Grimaldi asked if Councilor VanGordon was looking for measurable outcomes as the next
step, or before they approved the proposed changes.
Mr. VanGordon said he was interested in measurable outcomes from the proposed ordinance.
Something that could show we were achieving the goals we had set out to accomplish.
Mr. Stouder said staff’s intent was to bring the ordinance back for adoption on the Consent
Calendar in January, then discuss the continuous improvement process during the work session in
the spring.
Councilor VanGordon said he was comfortable waiting for that work session.
Mr. Donovan said he was hoping to set up time frames to check in with Council with that type of
update, such as in a Communication Packet. That would give staff sufficient time to gather that
type of information. Staff could also look at costs savings with these changes.
Mayor Lundberg opened the public hearing.
1. Rick Satre, 1326 Wimbledon Place, Springfield, OR. Mr. Satre said he was a planner and
landscape architect, and a member of the joint work team that had worked with staff on the
proposed amendments. He was speaking in support of the amendment. He felt the amendment
represented three immediate accomplishments: the amendments eased the submittal
requirements for site review; the amendment expanded the applicability of minimum
development standards (MDS); and the revisions to traffic impact studies were clarifying
when a traffic impact study might be required or not. The amendments were important
because site review represented a significant investment on behalf of an applicant. Easing
some of the initial submittal requirements made it more affordable for an applicant to submit
a site review application and get a decision before a full amount of money was expended.
The amendment of the MDS was a very important provision of the SDC. There were a
number of existing businesses in Springfield that wanted to stay in Springfield, but wanted to
grow. By expanding the applicability of MDS, the City was making it more affordable to
submit a proposal to expand. As a committee member, he was thankful for the opportunity to
work with staff. It had been a great working relationship and they had held open and honest
communication. They were all interested in improving the community and making it possible
to invest in the community and do business.
City of Springfield
Council Regular Meeting Minutes
December 5, 2011
Page 6
2. Ed McMahon, HBA of Lane County, 1065 River Road, Eugene, OR. Mr. McMahon said one
of the primary objectives was to rediscover the Springfield Way. Through this process, he felt
they had accomplished a lot of great work. It was red tape that was no longer there, and
unnecessary costs that were no longer there. There were accomplishments that were not in
the ordinance. They needed to continue to work, but he wanted to focus on the change in the
attitude with the development community and the Springfield staff. The development
department had five review service principles and that was the biggest difference he had seen.
The five principles included:
1) We’re glad you’re here
2) We appreciate your needs
3) We ask that you respect our responsibilities
4) We’re your partners, not your opponents
5) We will work together to accomplish our common goals
Staff was living up to those principles. Springfield had a great staff doing great work, and he
looked forward to working with them in the future.
Mayor Lundberg closed the public hearing.
NO ACTION REQUESTED. FIRST READING ONLY.
BUSINESS FROM THE AUDIENCE
1. Doug Cooley, Comcast, 1710 Salem Industrial Drive NE, Salem, OR. Mr. Cooley shared a
program through Comcast making Broadband available for $9.95 for households who had
children in the K-12 free lunch program. Handouts were distributed to the Mayor and Council
about this program. There were a certain amount of households who lived outside the area
and could not get service, but there were far more that could not afford service. Comcast was
open to suggestions the Council may have regarding ways to get the materials in the right
hands. They had worked with the school district, the Boys and Girls Club, and other channels.
They were setting up training in various communities in print, in person and online. A
computer could also be made available for $150 through this program.
COUNCIL RESPONSE
CORRESPONDENCE AND PETITIONS
BIDS
ORDINANCES
BUSINESS FROM THE CITY COUNCIL
1. Committee Appointments
a. Arts Commission Applicant Appointment.
City of Springfield
Council Regular Meeting Minutes
December 5, 2011
Page 7
Library Director Rob Everett presented this item on behalf of Librarian and Arts Commission
Liaison Carrie Schindele-Cupples. The Arts Commission had two vacancies on its board.
Two position openings were advertised. One vacancy was unfilled during the prior
appointment process, and one was a term expiration of Commissioner Riley Smith, who was
eligible to reapply. The Arts Commission received two applications. Applicants Roka Walsh
and Riley Smith attended the November Arts Commission meeting for an interview.
In response to news releases in October 2011, the Arts Commission received two applications
for two vacancies. The Arts Commission reviewed and met with all applicants during its
November 14, 2011 meeting.
The Arts Commission recommended that Riley Smith be re-appointed and that Roka Walsh
be appointed to the commission. Riley and Roka would both complete terms that would
expire December 31, 2015.
Riley Smith is a business owner and artist. He volunteers with A3 School and is interested in
event organizing and fundraising for the Arts Commission. He has been an active member of
the Arts Commission in his previous service.
Roka Walsh is a student studying psychology and art and has been a working artist most of
her adult life. She is currently involved with the Eugene Storefront Art Project, The
Collective Muse, Emerald Art Gallery, Springfield City Club, and a project mentor and judge
for the Act-So NAACP Competition.
The Arts Commission believed the candidates were eligible and qualified to serve on the
commission. The Council reviewed the applicants at the November 21, 2011 work session
and agreed with the recommendation to appoint both applicants.
Mr. Everett also noted that Comcast had been a primary supporter of the Springfield Library
Summer Reading Program.
IT WAS MOVED BY COUNCILOR PISHIONERI WITH A SECOND BY
COUNCILOR RALSTON TO RE-APPOINT RILEY SMITH TO THE ARTS
COMMISSION WITH A TERM EXPIRING DECEMBER 31, 2015. THE MOTION
PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST.
IT WAS MOVED BY COUNCILOR PISHIONERI WITH A SECOND BY
COUNCILOR RALSTON TO APPOINT ROKA WALSH TO THE ARTS
COMMISSION WITH A TERM EXPIRING DECEMBER 31, 2015. THE MOTION
PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST.
b. Community Development Advisory Committee (CDAC) Appointments.
Housing Manager Kevin Ko presented the staff report on this item. Three positions on the
CDAC were scheduled to expire on December 31, 2011. All three were at large positions.
At the November 21, 2011 Council work session, the Council reviewed six applications to the
CDAC. The Council recommended reappointing Judy Harold and Robyn Sattler to the
committee. The council also recommended appointing Karen Hageman as a new member to
the CDAC. These recommendations were being presented to Council for formal
appointment, with terms beginning on January 1, 2012 and expiring on December 31, 2015.
City of Springfield
Council Regular Meeting Minutes
December 5, 2011
Page 8
The CDAC consisted of six at-large positions from the community, one representative from
the City Council and one representative from the Planning Commission. The CDAC advised
the City Council on all matters related to the City’s housing and community development
activities which were funded annually by Community Development Block Grant (CDBG)
funds and HOME Investment Partnerships Program (HOME) funds received from HUD.
The positions available were the result of upcoming term expirations of Judy Harold and
Robyn Sattler, and the resignation of Scott Spiker. The notice of available positions was
posted on September 27, 2011 and applications were accepted through October 28, 2011. Six
applications were received and presented to Council at the November 21, 2011 work session.
At the work session Council made the recommendations to appoint Karen Hageman and to
reappoint Judy Harold and Robyn Sattler to the CDAC.
IT WAS MOVED BY COUNCILOR PISHIONERI WITH A SECOND BY
COUNCILOR RALSTON TO RE-APPOINT JUDY HAROLD AND ROBYN
SATTLER TO THE COMMUNITY DEVELOPMENT ADVISORY COMMITTEE
(CDAC) WITH TERMS BEGINNING JANUARY 1, 2012 AND EXPIRING
DECEMBER 31, 2015. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0
AGAINST.
IT WAS MOVED BY COUNCILOR PISHIONERI WITH A SECOND BY
COUNCILOR RALSTON TO APPOINT KAREN HAGEMAN TO THE
COMMUNITY DEVELOPMENT ADVISORY COMMITTEE (CDAC) WITH A
TERM BEGINNING JANUARY 1, 2012 AND EXPIRING DECEMBER 31, 2015. THE
MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST.
2. Business from Council
a. Committee Reports
1. Councilor Pishioneri said there was a recent application for a cell tower in the City
and he would like to ask Council to direct staff to look further into appearance
standards for cell towers. He would like to look at the feasibility of having design
standards for those cell towers.
Councilor Ralston asked if other cities had standards. Yes.
Councilor Pishioneri said the cell towers could not even be seen in Ashland and in
parts of Roseburg. He described a cell tower disguised as a fir tree.
Councilor Woodrow said she would like to see that discussed and explored.
There was agreement among the Council to have staff look into this further.
2. Councilor Moore said she attended a presentation by the Sustainable City Year
(SCY) students who presented plan ideas for the old Waremart location. It was
extremely interesting. There was a website and there would be another presentation
from the bicycle planning class on December 9 from 9-11am. There was great
energy in the room and great presentations.
City of Springfield
Council Regular Meeting Minutes
December 5, 2011
Page 9
Councilor Moore said she was thankful for the opportunity to ride in the Christmas
Parade. She thanked Councilor Woodrow for her hard work.
Mayor Lundberg agreed. It was a fabulous parade with great weather and many
smiles.
Councilor Woodrow thanked the Mayor and Councilors for their enthusiasm.
Looking down the street at the smiling faces was wonderful. This was definitely a
community event and tradition.
Mr. Towery said this was the third of three very busy weeks of final presentations
from the classes through the Sustainable City Year. As they received final reports
and documents, they would share those with the Council. Two of the architecture
studios made their term presentations and had juries reviewing their work. One was
the library design studio and the other was the Waremart redevelopment studio.
The City would be working with those two professors in particular to bring to the
Council sometime early or the middle of next term, and have community open
houses that the Council, Planning Commissioners and others could hear the
presentations and see the excellent work from the students. The energy in the
classes was fantastic and the students had come up with interesting and thought
provoking ideas in all of the classes. The process was exceeding staff’s
expectations.
Mayor Lundberg said she appreciated that. She had always wanted the students to
have the opportunity to get real live feedback. It gave them a sense of how people
perceived their ideas. She was enamored by the ideas they came up with and
appreciated that the Council would have an opportunity to see the presentations.
b. Other Business
BUSINESS FROM THE CITY MANAGER
BUSINESS FROM THE CITY ATTORNEY
ADJOURNMENT
The meeting was adjourned at 7:40 p.m.
Minutes Recorder Amy Sowa
______________________
Christine L. Lundberg
Mayor
Attest:
____________________
City Recorder
City of Springfield
Regular Meeting
MINUTES OF THE SPECIAL REGULAR MEETING OF
THE SPRINGFIELD CITY COUNCIL HELD
MONDAY, JANUARY 9, 2012
The City of Springfield Council met in special regular session in the Council Meeting Room, 225
Fifth Street, Springfield, Oregon, on Monday, January 9, 2012 at 8:04 p.m., with Mayor
Lundberg presiding.
ATTENDANCE
Present were Mayor Lundberg and Councilors Pishioneri, VanGordon, Wylie, Moore, Ralson and
Woodrow. Also present were City Manager Gino Grimaldi, Assistant City Manager Jeff Towery,
City Attorney Mary Bridget Smith, City Recorder Amy Sowa, and members of the staff.
ORDINANCES
1. Council Ward Redistricting – Final Boundary Map and Ordinance Adoption.
ORDINANCE NO. 6273 – AN ORDINANCE CONCERNING WARDS WITHIN THE
CITY OF SPRINGFIELD, ESTABLISHING THE BOUNDARIES THEREOF AS
SPECIFIED IN SECTION 2.005, TERRITORY-WARDS, OF THE SPRINGFIELD
MUNICIPAL CODE AND DECLARING AN EMERGENCY.
City Recorder Amy Sowa presented the staff report on this item. Every ten years, the U.S. Census
Bureau conducts a census of the population. The data was used for a variety of purposes,
including reapportionment of election districts. In the past, the City has contracted with LCOG to
analyze the census data and draft ward boundary scenarios for Council consideration.
In April 2011, the City again contracted with LCOG to provide those services. On July 11, 2011
and September 26, 2011 the Council met in work sessions to review information presented by Bill
Clingman from LCOG regarding 2010 Census data and Council ward boundaries. Mr. Clingman
presented four possible scenarios for Council review during the work session on September 26.
During the November 14, 2011 work session, Mr. Clingman used interactive software to adjust
the boundaries “live” based on Council direction. Council chose to start with the Growth Scenario
map and made several adjustments to the boundary lines.
Based on those suggested changes, a final map with descriptions, along with the proposed
ordinance, was prepared and is now ready for Council review and approval.
Ward boundaries and state voting precinct boundaries were not coterminous; thus, once the
ordinance for the map was approved, it would be sent to Lane County Elections who will then
prepare the precincts for the City. The precincts must be set by the County by the end of January.
A separate ordinance would be presented to the Council in February adopting the precincts as set
forth by the County.
City of Springfield
Council Regular Meeting Minutes
January 9, 2012
Page 2
IT WAS MOVED BY COUNCILOR PISHIONERI WITH A SECOND BY COUNCILOR
RALSTON TO ADOPT ORDINANCE NO. 6273. THE MOTION PASSED WITH A
VOTE OF 6 FOR AND 0 AGAINST.
ADJOURNMENT
The meeting was adjourned at 8:06 p.m.
Minutes Recorder Amy Sowa
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Christine L. Lundberg
Mayor
Attest:
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City Recorder