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HomeMy WebLinkAboutItem 11 Council Minutes AGENDA ITEM SUMMARY Meeting Date: 9/17/2012 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) May 24, 2012 – Joint Elected Officials Meeting b) July 9, 2012 – Work Session c) July 16, 2012 – Work Session d) July 16, 2012 – Regular Meeting e) July 23, 2012 – Work Session f) July 23, 2012 – Special Regular Meeting DISCUSSION/ FINANCIAL IMPACT: None. MINUTES—Joint Elected Officials May 24, 2012 Page 1 Lane County, City of Eugene, City of Springfield, Lane Rural Fire/Rescue M I N U T E S Joint Elected Officials Lane County, City of Eugene, City of Springfield, Lane Rural Fire/Rescue Bascom-Tykeson Room—Eugene Public Library 100 West 10th Avenue—Eugene, Oregon May 24, 2012 Noon EUGENE COUNCILORS PRESENT: George Brown, Pat Farr, Betty Taylor, Andrea Ortiz, George Poling, Mike Clark, Chris Pryor. EUGENE COUNCILORS ABSENT: Alan Zelenka. SPRINGFIELD COUNCILORS PRESENT: Hillary Wylie, Joe Pishioneri, David Ralston, Sheri Moore, Sean Van Gordon, Marilee Woodrow. LANE COMMISSIONERS PRESENT: Sid Leiken, Faye Stewart, Jay Bozievich. LANE COMMISSIONERS ABSENT: Peter Sorenson, Rob Handy. BOARD MEMBERS PRESENT: John Baxter, Larry VonMoos, Pete Holmes, Jim Drew. Her Honor Mayor Kitty Piercy called the meeting of the Eugene City Council to order. Lane Board of County Commissioners Chair Sid Leiken called the meeting of the Lane Board of County Commissioners to order. Her Honor Mayor Christine Lundberg called the Springfield City Council to order. Lane Rural Fire/Rescue Board of Directors President Baxter called the Lane Rural Fire/Rescue Board of Directors to order. A. ADJUSTMENTS TO AGENDA There were none. MINUTES—Joint Elected Officials May 24, 2012 Page 2 Lane County, City of Eugene, City of Springfield, Lane Rural Fire/Rescue B. AMBLANCE TRANSPORT SYSTEM Mr. Bozievich noted the members of the intergovernmental Ambulance Transport Task Force, which included himself, Ms. Ortiz, Mr. Clark, Mr. Van Gordon, Ms. Woodrow, Mr. Holmes, and Mr. Drew. He said the elected officials were supported by the staff of the Eugene-Springfield Fire Department and Lane Rural/Fire Rescue. Mr. Bozievich reported that task force members unanimously agreed that ambulance transport was a core service that must be accessible by residents and visitors in central Lane County regardless of ability to pay. Mr. Bozievich reviewed the agenda for the presentation. Fire Chief Randy Groves led the elected officials through a PowerPoint presentation that provided information on existing ambulance service areas, a history of local ambulance service delivery since 1981, an overview of service funding and the funding challenges created by capitated Medicare/Medicaid reimbursements, demographic trend lines for population and age, a breakdown of gross charges, combined medical unit responses broken down by ambulance service areas, call volume broken down by responding agency, and a review of the department’s progress on the recommendations made by the last intergovernmental ambulance task force in 2009 as well as on measures initiated by staff. The elected officials asked questions clarifying the details of the presentation. Mr. Drew reviewed the task force’s Option 1, “Do nothing.” Mr. VanGordon reviewed Option 2, “Privatize.” Ms. Ortiz reviewed Option 3, “Form Ambulance Transport District.” Ms. Woodrow reviewed a matrix comparing all three options. Ms. Ortiz expressed concern that the existing workload was taxing staff, which was spread too thin. She recommended the elected officials consider what they could do in the long-term to alleviate that problem. Mr. Bozievich concurred. He said the system was on the edge in terms of capacity and there were times during the day when units were temporarily not available. That was leading to burnout among the paramedics, who never had an opportunity to return to the station during the day because of the service demand. He did not believe the option of doing nothing was realistic. Mr. Van Gordon left the meeting. Responding to a question from Mr. Stewart, Chief Groves anticipated that a district, if formed, would likely charge a fee of some size to prevent overutilization. Mr. Stewart questioned whether that provided an adequate disincentive, particularly for those with insurance. He asked if Oakridge or South Lane had been contacted about the potential of joining together to form a larger Lane County district. Chief Groves said it was difficult to get all the necessary people in one place at one time but he saw no obstacle to a larger district. Responding to a question from Ms. Moore, Chief Groves confirmed the task force had discussed combining ambulance and fire services in a single district. Mr. Bozievich observed there were 12 fire districts inside the three ambulance service areas examined by the task force, which added to the complexity of such an approach. MINUTES—Joint Elected Officials May 24, 2012 Page 3 Lane County, City of Eugene, City of Springfield, Lane Rural Fire/Rescue Ms. Ortiz believed that there were equity issues surrounding ambulance service delivery in Lane County, particularly for the more rural areas. She advocated for a regional conversation about how such services were provided. Mr. Ralston commended the work of the task force. He agreed doing nothing was not an option. He supported the option of a taxing district, suggesting it was only option that would provide both equity and cost savings, and recommended that the elected officials begin to move forward immediately. Mr. Leiken pointed out the assessor’s office would need stable funding in order to support a new district as well as its current responsibilities. Ms. Ortiz determined from Chief Groves that Emergency Services Consulting International had included the potential of district formation in its feasibility study recommendations. The elected officials expressed general support for further staff exploration of a service district. Mr. Stewart encouraged that the examination be focused on a countywide district. Mayor Piercy thanked the task force and staff for their work. She encouraged staff to develop a timeline for the process. Mayor Piercy adjourned the meeting of the Eugene City Council at 1:23 p.m. Mayor Lundberg adjourned the meeting of the Springfield City Council at 1:23 p.m. Commissioner Leiken adjourned the meeting of the Board of County Commissioners at 1:23 p.m. President Baxter adjourned the meeting of the Lane Rural Fire/Rescue Board of Directors at 1:23 p.m. Respectfully submitted, Beth Forrest City Recorder (Recorded by Kimberly Young) ______________________ Christine L. Lundberg Mayor Attest: ____________________ City Recorder City of Springfield Work Session Meeting MINUTES OF THE WORK SESSION MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY, JULY 9, 2012 The City of Springfield Council met in a work session in the Jesse Maine Meeting Room, 225 Fifth Street, Springfield, Oregon, on Monday, July 9, 2012 at 5:30 p.m., with Mayor Lundberg presiding. ATTENDANCE Present were Mayor Lundberg and Councilors Pishioneri, Moore, Ralston and Woodrow. Also present were City Manager Gino Grimaldi, Assistant City Manager Jeff Towery, City Attorney Matthew Cox, City Recorder Amy Sowa and members of the staff. Councilors VanGordon and Wylie were absent (excused). 1. Lane Transit District (LTD) Alternatives Analysis, Main Street and McVay Highway Corridors. Transportation Engineer David Reesor presented the staff report on this item. The Lane Transit District had been awarded $750,000 by the Federal Transit Administration to complete an Alternatives Analysis for improving transit services in the Main Street (OR 126B) and McVay Highway corridors. Both of these corridors were currently State highways within the Springfield urban growth boundary, and a successful outcome would require strong collaboration between the City and LTD. The City and LTD had partnered successfully on two bus rapid transit projects in Springfield: the downtown to downtown EmX project which included the construction of the Springfield Station, and the Gateway EmX line. Experience on these projects had shown that a successful outcome was greatly enhanced by identifying key values and priorities for each agency regarding the project, and by reaching agreement early about how the two agencies would interact during the project. This work session was an opportunity for Council to share its thinking about what would be important for the City during the Alternatives Analysis. Attachment 3 of the agenda packet was a list of issues potentially of interest to the Council for the conversation with LTD. The list was by no means inclusive, and was provided as a starting point to stimulate thinking about how to proceed with the project. This was the first of two work sessions in a two week period. City and LTD staff expected that this first work session was an opportunity for Council to provide input to LTD on the project. At the July 23 work session, it was anticipated that LTD would provide information and recommendations in response to Council input. Mr. Reesor introduced LTD General Manager Ron Kilcoyne. Mr. Kilcoyne introduced Board Members Mike Eyster and Doris Towery who represented the Springfield area. Mr. Eyster was the former Chair of the LTD Board and Ms. Towery was now Vice- chair. LTD staff attending the meeting were Andy Vobora, Director of the recently combined Planning/Marketing/Accessible Services Department and John Evans, project manager for the West Eugene EmX. The purpose of the work session was to hear from the Council. LTD received a grant to perform an alternatives analysis from a corridor that would run from Lane Community College (LCC) thorough downtown Springfield and out to Thurston. The alternatives analysis was the opening City of Springfield Council Work Session Minutes July 9, 2012 Page 2 planning process to determine what would be appropriate for this corridor. LTD would like to approach this corridor in a full partnership with the City and approach the planning in a bottoms-up design process. As they entered this process, they wanted to work with the City, business neighborhood groups along the corridor and other stakeholders. In partnership with the City, they could look at the corridor in a much broader context to see if there were other things that could be done in the corridor at the same time as the transit improvements. They did a similar process with the University of Oregon when they built the transit station at the same time the City of Eugene reworked 18th Street. Each project was separate with separate funding, but were coordinated at the same time. The idea of bottoms-up planning was that each stakeholder would lay out the outcomes they desired. For LTD that could include speed and reliability and the desire to increase transit ridership. The City and other groups could have other outcomes. Those outcomes would be taken and worked together to come up with an affordable realistic plan that could achieve those outcomes. This was a different approach than had been taken in the past, but they hoped it would have more inclusion and would be more acceptable to the community. Councilor Ralston said the overview of the alternatives analysis looked at addressing solutions for problems. He asked what the problems were and whose problems they were. Mr. Kilcoyne said from transit perspectives, ‘outcomes’ was a better choice of words. Part of LTD’s outcomes included improved speed of service where there was congestion and improved reliability (both day-to-day and long term reliability). They wanted to look at how to address those things. Every year for the last several years, LTD had added an average of about 1% or less of service hours because travel times were slowing down. Adding 1% in service hours, but not improving service was not a good use of resources. LTD would like to avoid the need to increase service hours because it took longer to get from one point to another. The City might have other outcomes and that’s why LTD wanted to hear from the Council. Councilor Ralston said when he looked at all of this, the corridor made sense. He was concerned and didn’t want bus traffic slowing down car traffic. He asked how LTD hoped to resolve the speed issue. Mr. Kilcoyne said the solution could vary from location to location, and part of this process was to determine the solution. If the City’s outcome was that they wanted to see auto traffic speeds maintained or improved, and LTD had a certain outcome for transit traffic, the effort in the design process would be to come up with a win-win and accomplish both. Councilor Ralston said LTD currently had service from LCC to Thurston. He didn’t see this as the City’s problem. LTD was looking for a solution and asking the City to partner, but he didn’t see that as a City problem. Mr. Vobora said the Thurston route was the most heavily travelled route segment in the city outside the EmX and a couple of direct routes to the University, with over 3000 boardings a day from downtown to Thurston. LTD heard from customers every week that the busses were slowed down so much they were on top of each other. When that occurred, one of the busses was taken out of service and service reliability the riders were impacted. Those were residents going to and from locations in Springfield. He felt it was important to look at how to improve those services and still maintain the outcome the City wanted to see regarding automobile and freight traffic. This process allowed the opportunity to look at those outcomes. He discussed some of the possibilities to address outcomes. West Eugene had a short segment of exclusive lanes, some mixed traffic and some shared use lanes. City of Springfield Council Work Session Minutes July 9, 2012 Page 3 There was some great flexibility in how it was designed to achieve the outcomes for both LTD and the City. Councilor Ralston said the vast majority of people were driving their cars. He didn’t believe more people would use transit just because it was designed better. His frustration was when he had to stop behind a bus every time they stopped. It was not a city problem. The City had funds to build and maintain roads, but it was not the City’s job to transport people from one place to another. He wanted to see all citizens benefitting. Mr. Kilcoyne said that was why they wanted to take this approach so all citizens could benefit. Councilor Pishioneri said living in Thurston he saw how heavily the bus was used. It was worth looking at to weigh the pros and cons of the system. It was important to look at these and talk about how this system could serve the greatest number of citizens. He wanted to see it positively impact all citizens. There was an opportunity now to mitigate some of the inconveniences of the current system. He discussed some issues with the bike lane on Main and 14th Street. They needed to have a design that was good for both riders and drivers. There was opportunity through this process that could positively impact what we had today. Councilor Moore said she saw this as an opportunity and felt that transportation of all types was a City issue. She asked if the McVay highway went outside Springfield’s UGB. Mr. Kilcoyne said that was correct. They would be working with Lane County and the City of Eugene as it also went into Eugene. Councilor Moore asked about the current route to LCC and if it went out McVay Highway. Yes. She asked if it had a lot of riders. Mr. Kilcoyne said it was LTD’s fourth most productive route. Currently, it ran every half hour, but it desperately needed more service during peak times. Councilor Moore said she was very pleased with the opportunities that had come along with EmX. She took every opportunity when going to downtown Eugene or the University to ride the EmX because of parking. She didn’t drive Main Street in the mornings or afternoons so had not experienced the traffic difficulties Councilors Ralston and Pishioneri discussed. She was excited about seeing an expansion of the very successful EmX corridor that was in Springfield. She was also interested in seeing a route from 28th Street to Jasper and up 42nd Street for the future Relief Nursery. The Relief Nursery would be relying on a lot of volunteers and it would be great for them to have bus transportation. Councilor Woodrow said she had been an EmX advocate all along so she liked the idea. She asked how the route along Main Street would affect traffic. That was a consideration because it was a main route. She felt the traffic on Main Street had increased by a large number in the last five or six years and was heavily travelled. Trucks, bikes and pedestrians were also a consideration along that route, as well as business traffic. Mr. Eyster urged them to think about the future. Our streets would continue to get more congested with automobiles, so they needed to think ahead about 30 years from now. Transit did attract voluntary riders. Many people chose to leave their vehicles at home if the transit system was convenient enough. They had experienced that with EmX so far and had expanded ridership tremendously. They knew that City of Springfield Council Work Session Minutes July 9, 2012 Page 4 increased people would ride transit if it was convenient and reliable. It was not the role of LTD to impose anything on Springfield or Eugene. It was their role to offer to them highly effective cutting edge technology and service. If Council was not prepared for that or ready for the controversy that would come, he would suggest they don’t do this. That should be clear from the beginning. Councilor Ralston said he was concerned about the cost. The City didn’t have extra money and felt LTD would be asking for that at some point from the City or its citizens. Mr. Eyster said the controversy would be from those that opposed EmX for different reasons. Some believe it would negatively impact their business, and others disagreed philosophically with the use of Federal money for this type of project. They needed to determine what the community valued. Councilor Ralston said he didn’t feel it would be voluntary and would be so onerous people felt they had to ride. He would not be leaving his car, nor would most people he knew. He was on the opposition. Mayor Lundberg said her understanding was that the City had already held a discussion about this corridor and had determined that they wanted to participate with this leg of the EmX. Councilor Pishioneri said that was his recollection as well. He felt it was Council’s duty to look at the future needs of the City. There were already issues with busses on Main Street so this could be an opportunity to mitigate some of those current issues while looking at future issues. Part of due diligence was to look at the real outcomes and the things that could be quantified as an example, the Council was also looking at downtown to see what steps could be taken today to help the downtown in the future. They needed to take small steps forward. Councilor Woodrow said she was from an area where transit was common and convenient, and convenience was the key. She noted Councilor Moore’s comment about service to the Relief Nursery and said if there was a way to accommodate that in the future it would be great. Convenience and reliability was the key to getting people to use transit. If those were the focus, it gave the City something to advocate and bring to the community in a more positive way. Without answers they didn’t have anything to promote, and without promotion, there could be no EmX system along this corridor. Councilor Moore asked if LTD had any information about positive impacts EmX had on Springfield to date with the two existing lines. She would like that information. Councilor Pishioneri noted that there were businesses opposed to the current EmX along Pioneer Parkway and Gateway. He asked if they had heard from those people now that the line was operating. Mr. Vobora said they had not received any negative calls. The biggest complaints they received were regarding a misunderstanding of how the queue jump light at the Crossroads Shopping Center worked. They were seeing that people were advertising homes for sale as being near EmX. Ridership met the goal for the opening year along Gateway. Ridership averaged over 10,000 boardings each weekday on the EmX and 44,000 boardings each weekday throughout the system when school was in session. They hadn’t had any complaints that he was aware of from anyone. The route being discussed tonight was not necessarily the full corridor from Thurston to LCC. There were many options. This first step was just a study of these corridors. City of Springfield Council Work Session Minutes July 9, 2012 Page 5 Ms. Towery said they were looking at this for the future, but there were issues that needed to be dealt with now as well. As the system was developed people would choose to ride, but currently many of our neighbors in both Eugene and Springfield didn’t have the option. Having a dependable, reliable and efficient bus system was critically important for their quality of life and for their ability to get to and from their job. It did become a quality of life issue whether it was by choice or because that was their only option. As gas prices continued to grow, there would be more choice riders. She didn’t think this was just LTD’s problem, but was an issue that needed to be looked at as a community as a whole. As partners and neighbors, they needed to make sure everyone had that access to allow people to have the quality of life and lifestyle they wanted in Springfield. The value system was that we took care of each other and wanted to be engaged and take part of all of the amazing things our area had to offer. Councilor Moore said students were another group that normally didn’t have automobiles available to them and rode the bus. She asked if they didn’t have bus service on certain holidays. Mr. Kilcoyne said they didn’t have service on six holidays of the year. Councilor Moore said her exchange students wanted to go to the Springfield Celebration on the 4th of July, but their friends had no way to get there because the buses weren’t running. Mr. Kilcoyne said they cut out the holiday service when they had to cut back service. Councilor Moore said she understood, but there would be people that would take advantage of riding the buses on holidays to go shopping. Ms. Towery said there were also people that worked on those holidays that didn’t have access to the buses. Mr. Kilcoyne said they hoped to restore the holiday service in the future. Mr. Grimaldi referred to Attachment 3 of the agenda packet which included discussion topics and Council involvement. He asked where Council wanted to be brought in on the process. Mayor Lundberg said last time they met, LTD had applied for the funding with this corridor with the understanding the City was supportive of this corridor. Tonight they were in the process of determining how the process should work so things didn’t get bogged down. Mayor Lundberg said she had sat in on discussions for all of the EmX corridors and had seen all the things that could go right and wrong. The City had decided to go forward and now they needed to decide how to conduct ourselves and with what results. This was a joint venture. She was a big fan of McVay because it addressed a big traffic issue getting to LCC. The worst she had seen of these processes was when a property owner was not notified and business people felt left out. In Gateway, the City had a concurrent process with upgrades that ran parallel with LTD. People affected wanted everything (both projects) to be on the same map so they could see how each affected the other. The City needed to participate and together they needed to think creatively and let people participate in the changes. It would behoove the City to be as participatory as possible because they were the ultimate decision makers. She wanted the City Council to know what was going on every step of the way. There would be opposition that they needed to be prepared for. Councilor Ralston said he was onboard with them doing the study, but if they did something that would adversely affect drivers, they would hear from the public. The public needed to be aware along City of Springfield Council Work Session Minutes July 9, 2012 Page 6 the way. If they put in a separate bus lane, it would cost a lot in easements. He didn’t see this as a City problem regarding the cost. Mr. Vobora acknowledged Councilor Ralston’s concern regarding cost. A recent transportation bill was passed that funded projects like EmX. There were capital dollars and operating dollars. The benefit of this corridor along Main Street was the high level of service already provided, which could mean a savings in operating dollars by spending capital dollars through the design elements. Capital funding was always unsure, but LTD did know that additional funding for these types of projects had been approved federally. LTD had made a commitment that the matched funds would not be through local dollars. Those dollars were needed to run their service so they were looking at partnerships outside of the community to help with that funding. If the funding couldn’t be secured, they would not move forward. Mr. Eyster said this was a partnership and they were currently in the discovery process. This would be difficult and complicated, and if the Council was not willing to accept that, they may need to consider not moving forward. They both knew enough about the product to know it was interesting and worth further exploration. If that further exploration led to a project they wanted to do, they needed to move forward whole heartedly. If they found it wasn’t in their best interest, they should walk away. Councilor Moore said the Council represented the people of Springfield, but she would also like to see the citizens of Springfield involved in this process. They needed to let citizens know the City was talking with LTD about this study. She would be more than happy to encourage that in the community. Mr. Kilcoyne said working together they could make sure they did involve people. In West Eugene, they heard from people that they hadn’t been contacted, yet the record indicated a great deal of outreach. He had been in this business for 32 years and had been involved in service restructuring and found that there were always some people who said they had never been contacted. Working together would be more successful in reaching all the people needed. One property often had multiple interests; residents, business owners or property owners. He had already heard from people that were fighting the West Eugene EmX that would be coming to fight this route in Springfield. That was unfortunate because LTD was approaching this with a blank sheet of paper to look at outcomes for the City, businesses, and owners and designing something that addressed all of those concerns. How it addressed those concerns would be different at different spots along the corridor. Councilor Woodrow asked if during the discovery process they could determine the number of teams and the itemization of teams. If the City had individual representation on the different project teams, they would get better information and come together as a unified force. Ms. Towery said Councilor Wylie served on the EmX Steering Committee. She agreed they needed to have two-way communication so issues could be addressed. Mayor Lundberg asked if they had the answers they needed. A prime example was the creativity that went into creating the right layout for the Guistina property along International Way. Through that process they were able to make it work. It took City and LTD staff walking out there and working together with the property owners for a solution. That was the type and level of involvement needed. Mr. Grimaldi said staff would explore some topics that Council had highlighted. There were some things in the agenda item they would want to expand on to determine how to work together. City of Springfield Council Work Session Minutes July 9, 2012 Page 7 Mr. Eyster said the two things LTD could provide included the benefits to Springfield from the EmX lines and also how to articulate ways Council could get more involved. He agreed it would be a much better project if they were working together. Ms. Towery said it would also be nice to talk about what LTD could do better regarding outreach and other ways to get people involved. Mayor Lundberg confirmed they had what they needed to move forward to the next meeting. ADJOURNMENT The meeting was adjourned at 6:26 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, JULY 16, 2012 The City of Springfield Council met in a work session in the Library Meeting Room, 225 Fifth Street, Springfield, Oregon, on Monday, July 16, 2012 at 6:00 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 Mary Bridget Smith, City Recorder Amy Sowa and members of the staff. Planning Commission Chair Johnny Kirschenmann called the meeting of the Planning Commission to order. Those present from the Planning Commission were Commission Chair Kirschenmann and Commissioners Stacy Salladay, Tim Vohs, Steve Moe, Bob Brew and Greg James. 1. Annual Joint Work Session with the Planning Commission. Planning Manager Greg Mott presented the staff report on this item. The Planning Commission, acting as the Committee for Citizen Involvement (CCI), recently reviewed and endorsed the citizen participation opportunities for the newly established Development Advisory Committee (DAC). During the course of this review the Planning Commission identified several aspects of this project they felt would be timely and beneficial topics of discussion for the annual meeting with the City Council. These topics were: 1. What is the charge or mission of the DAC? Are there subject sideboards, or can the DAC pursue any provisions found in the Development Code? 2. How does the Planning Commission fit with the mission of the DAC? The Council normally relies on the Planning Commission for early warning and advice on Code deficiencies and amendment. It appears as if the DAC will independently identify Code provisions for review, and then through that review, recommend amendments. 3. How do the DAC membership categories support and advance the mission of the DAC? The Code represents the broader interests of the entire community, not just specialization targeting developers. 4. Is the JWT list of projects an element of the DAC mission (Attachment 2 page 6)? Those ideas were generated by members of the development community; shouldn’t other voices be heard before a project list is developed? Mr. Mott noted that Council would be meeting on July 23 to appoint the members to the DAC. He referred to the staff recommendation in the Council Briefing Memorandum located in the agenda packet. Staff recommended that the DAC: 1) review the process and requirements of land use and development in the City of Springfield; 2) provide the Planning Commission and City Council with recommendations on improving this process and outcome consistent with the Council Goal of promoting and enhancing our hometown feel while focusing on livability and environmental quality; and 3) provide another forum and venue for citizen participation in this process. That could be changed by the Council if they chose, but it was usually helpful for the committee to understand clearly what they were charged with doing. City of Springfield Council Work Session Minutes July 16, 2012 Page 2 Mr. Mott said staff also recommended that the DAC identify those sections of Chapters 3 and 5 of the Development Code as these two chapters were the most relevant to people interested in developing in the City of Springfield or homeowners who had an interest in what they could do with their property, and for citizens in general who expected that the City’s codes and standards were for the citizen’s benefit. The other chapters were necessary, but included more legal language and could be tedious for a committee. Mr. Mott said the final recommendation from staff was guidance on tonight’s discussion regarding the process to involve the Planning Commission, City Council and DAC from brainstorming to a proposal that would come to the City Council for a decision on whether or not to make changes to the Code. A possible process would be to appoint the DAC, the DAC and staff brainstorm some topics to pursue, forward that list of topics to the Planning Commission and City Council, the City Council refine the list to something of interest to the Council, the DAC and staff would refine that list so Council would know the cost and time needed for the projects. The Planning Commission and DAC would then meet, perfect it more, and bring it to the City Council for a decision on which projects to move forward with. The DAC would work on the identified projects and then go through the normal process. The City Council would be involved twice before they gave direction on specific projects. Mayor Lundberg said it would be appropriate to hear directly from the Planning Commission about their questions and concerns regarding their role. Commissioner James said he appreciated the time to meet with the Council on this topic. From a broad standpoint, he wanted to gain an understanding about the direction of the DAC and how the Planning Commission plugged into the process. Mr. Mott brought more definition to that tonight and that was helpful. Initially there was a joint work team that picked a process. That group brought forward a list of things that were of interest from a development standpoint. A letter dated October 2011 from that group stated that they would like to stay engaged in that process. That was an ad hoc group and was identified to look at specific issues related to development. The group was successful and brought forward some changes and efficiencies to the Council. With the Goal 1 requirement of broadbase interest, the Planning Commission had questions about this group continuing as a committee rather than an ad hoc committee and bringing things directly to the Council. It was the Planning Commission’s understanding that the DAC was going to be more broadbased, and they wanted direction from Council about the intent of the process moving forward and how the Planning Commission fit into that process and could assist as the commission. Commissioner Brew said he was put off as a member of the CCI when asked what they thought of the categories after recruitment had already started. It felt just like they wanted a rubber stamp. It was confusing and seemed that the Council had forgotten they had a Planning Commission which did a lot of the things that had been talked about. They wondered where they fit into this process. He didn’t feel there was a well laid out plan or mission. Councilor Ralston said he had the same concern about where the Planning Commission fit into this process. The Planning Commission’s job was to find things in the Development Code that needed to be changed or revised. Mr. Mott had said the DAC would be coming directly to the Council to provide and receive input, but he wondered when the DAC would give the Planning Commission input. It seemed like there was a step missing. Rather than coming to the City Council twice, he would rather have them go to the Planning Commission to see if what they had come up with was something the Planning Commission could work on, then bring it to the Council. City of Springfield Council Work Session Minutes July 16, 2012 Page 3 Councilor Woodrow said she was looking at the DAC as providing information to the Planning Commission then the Planning Commission coming to the City Council. She felt the Planning Commission was the Council’s direct line of sorting out information and making recommendations. Councilor Wylie said she was coming from a totally different perspective and she was surprised to hear the Planning Commission had a concern about this process. She thought they were looking at customer service issues when working with developers, and concerns about increases in rates. They wanted to find a way to work better with our community of developers. There was a whole section on customer service and development review and City of Springfield’s Development Services principles. She thought they were looking at three things: 1) customer service principles; 2) better relationships with development groups in the community; and 3) how Council could keep an eye on the costs that were occurring for builders. She thought they were going to develop an ongoing committee so Council could get feedback when things were getting difficult for developers to do business so we could keep Springfield’s doors open for economic development. That was her understanding. Councilor Pishioneri agreed with Councilor Wylie. When it came to the community, they should always be able to come to the City Council for resolution of issues. There could be other developers outside the DAC that had concerns and those people should be able to bring those concerns to the Council. There were going to be some layered approaches. They wanted to make sure that everyone was heard. The job for both the Planning Commission and City Council was to find the best resolution for the citizens. Councilor Woodrow said there was a balance. If there was a prescribed purpose or pursuit that could be used with the information being fed into the Planning Commission, then that was the informational route that should be followed. It didn’t preclude the DAC from coming to Council and having an open door for something that hadn’t been prescribed or requested. Commissioner Brew said it sounded like they were presenting an industry advocacy group which was different from what had been presented to the Planning Commission, which was designed to be more broadbased and community-wide. Mayor Lundberg said the group started when the Council had been approached by developers in the community that had felt Springfield was no longer open for business and business friendly as it had been in the past. Things had changed so they decided to talk about it with people from the development community. That initial group made some recommendations based on their experiences about what the City could do to help get Springfield back into a competitive mode for development. The group then saw other places they thought they could explore further. If they continued it could be viewed as an advocacy group, such as the Bike Pedestrian Committee which was an advocacy group for bicyclists and pedestrians. This committee was going to be more broadbased since it had started out too narrow. Mr. Grimaldi provided an example of an issue that could come up in the DAC. The original group was set up to discuss process. In the end, that group wanted to get into broader issues such as the site plan review process. The new group would likely want to discuss this topic as well, specifically the process used by Eugene. That was more of a policy issue. Staff needed to know what to do with that type of issue. City of Springfield Council Work Session Minutes July 16, 2012 Page 4 Councilor Moore said when she served on the Planning Commission, she had concerns that the Planning Commission also served as the CCI. She felt that didn’t open it up to citizen input and they were dealing with advisory issues. In a sense, this felt like an advisory committee that was dealing more with issues that came before the Planning Commission. She didn’t see the need for both of the groups existing, but wasn’t sure what issues the CCI dealt with. It was always important to involve as many citizens as possible and they had a long list of groups they were trying to invite to be part of the DAC. She felt it best that the DAC first brought the information to the Planning Commission, then the Planning Commission could bring pertinent topics on to the City Council. The DAC always had the ability to come to Council. She understood the Planning Commission member’s confusion regarding their role. Mayor Lundberg said originally this was an approach to the Council. The group had been working under staff support with their own agenda with a broader desire to participate in site plan review. Mr. Grimaldi said the group was not looking to participate in site plan review, but rather to review the site plan review process and possibly suggest some changes. It could be a completely different way to look at site plan review and there could be some dramatic impacts on staff and the Planning Commission. Mayor Lundberg said Council needed to know the extent of possible changes. Mr. Grimaldi said they could determine that this evening. They could gather the group, find out what’s on their minds, get their list and somehow process it through the Planning Commission or Council, then put sideboards on it. He didn’t want to put limitations on anything until they heard from the DAC. The Planning Commission was looking for their role in this process. Councilor Ralston said he understood the first reason the group was formed, but didn’t think it was a great idea that the group continue unless they had another specific issue. If the group was going to exist, he felt they should report to the Planning Commission rather than the City Council. He didn’t see any issues out there that were so drastic that needed to be changed now that required Council attention. For rule changes, the Planning Commission was the place to go. Temporarily the group could come to Council. Councilor VanGordon said they would need to see the list of policy options, then get together and agree upon the list. Once they had the opportunity to see the list and put some sideboards on it, that would be the opportunity for the Planning Commission to work on the issues with feedback and experience. Any kind of change needed to go to the Planning Commission first before the City Council looked at it further. Given the list of applicants for the DAC, he could see how the list could become very broad, but he could also see that they could limit it to a small scope. Once they had the list, the DAC could go back and work on it, check back with the Planning Commission, then filter the information back to the City Council. Commissioner Brew said he wanted to be clear. If this was an industry rep organization, he wanted it presented that way. He was confused about the group outlining the issues and bringing them forward. If they had a broad organization with a lot of views, that would take a lot of time. He wanted to know what they were dealing with. Commissioner James said the makeup of the group as presented only had two developer representatives and was broadbased. To meet Goal 1 requirements, staff had put together this group City of Springfield Council Work Session Minutes July 16, 2012 Page 5 with a variety of members. It was important to get input from the development community in how to streamline processes. The question was how that could be plugged into the City process and how they engaged the Planning Commission in that process. He felt they were having a good discussion on that. The makeup of the group would be critical to the issues that came forward and it may not be what Council anticipated and may not align with the original vision. Mayor Lundberg said she wanted to be careful that they recognized that the group came together for a specific purpose and put in some extensive work. When things got sidetracked, it could make people feel badly about the work they had done. The work was started because Council was hearing from the community that Springfield was becoming the less competitive community when it came to attracting business, and they wanted to figure out how to address that issue. There were advisory groups, recommending groups (the Planning Commission) and policy groups (the City Council) and there was a chain of events. It was legitimate to have some type of agreement of the makeup of the DAC. If those that served on the original committee wanted to be on the new formation of the committee with an expanded membership, they would be welcomed as a way to acknowledge their previous work. She didn’t want to alienate anyone that had already put in their time. Councilor Pishioneri said the original group was formed for a specific purpose. As the group matured, other needs were seen and the group became more inclusive. The Planning Commission was seeing the contrary of where it started and what it had become. It had started as a specific group and they needed to make sure the group was ready to be more inclusive and expand its scope of topics. He as fine with it being more inclusive, but he wanted to make sure it was ready to be more inclusive and hadn’t changed too quickly. Councilor Wylie said she didn’t want to duplicate the function of the Planning Commission, who the Council relied upon as an integral part of the City’s process. This was clearly a citizen advisory committee making the Council aware of issues regarding economic development in our community. She thought it shouldn’t be expanded to address other issues other than how it impacted the economic development of our community and the processes that could impede our growth. The City had gone through some pretty severe times and the reason for this committee was to combat that and help the developers get back to work. We were trying to remove the barriers in that process and not recreate the Planning Commission. The City already had a good Planning Commission. The Council liked to keep up on what the problems were and what was going on. Commissioner Kirschenmann said when the Planning Commission first looked at the flow chart, it looked like the Planning Commission was not included. He felt the original group had done a great job. His thought would be to take that group and add a few more core categories, set some parameters and look at thing to run through the proper channels. Commissioner James said the idea of ad hoc versus standing committee was something for Council to determine. The flow chart as described was presented as an ad hoc group for a purpose, yet it was going to continue. Council would need to determine if once the objectives were set, the committee would continue indefinitely or would be revisited in a year or two to make sure there was the feedback. Having a clear objective was very important to keep any group moving. If the range was too broad, they would get sidetracked. He felt it was very important that the group was directed and had a purpose. It sounded like that was now coming together. Councilor VanGordon said when this was done, he would like to have a check-in point. Then the Council could decide to sunset the group or keep moving forward. He was open to see the end results City of Springfield Council Work Session Minutes July 16, 2012 Page 6 and how it unfolded. If there were no clear long-term objectives, he would be happy to dismantle at that point. Mr. Mott said this was unusual. Traditionally staff brought deficiencies or changes to the Development Code to the Planning Commission. Those changes were generally responses to mandates or an attempt to implement Council policy or direction for something. It was easier for staff to make those connections rather than citizens knowing something was wrong. If staff told Council they had to establish some clean water provisions to comply with State mandated regulations, staff could generate those changes, bring them forward and have the public look at them and understand the consequences to their property. Other times, the Council may experience or see something and come to staff with questions. Staff would then bring back options for Council to consider. When the Joint Work Team left they got a taste of some of the other possibilities for a broad review and update to the Code. They then honed in on specialized elements of the Code. All of the issues that interested them evolved into a broader understanding of the cause and effect of the Code and the City’s business practices. One reason they talked about broadening the scope of participation was because once they got into these other issues there were implications across the City and on policy that existed that created the Code revisions in the first place. There was a Metro Plan policy that stated that the City of Eugene and City of Springfield would adopt site plan review processes to address certain policies in the Metro Plan. The City of Springfield agreed to that and so did the City of Eugene, but evidently in a slightly different format. This process was entangled with and was existing to give a direct result of that plan policy. To say the only people that should be involved would be a select group would violate Goal 1. It was fine to get input from a select group, which was done often, but they often felt they had not been involved from the beginning. That was a weakness in doing things that way. They avoided that by having stakeholders involved in the Commercial Industrial Buildable Lands (CIBL) inventory and land use study. Expanding this group was a way to involve the community. There was also an element included in the Code that this was the entire City’s code. Staff was required to enforce and implement the Code, but also explain how this benefited the entire community. An objective of the City Council was to ensure the environment was safe, the quality of life enhanced and that people would see this as an attribute of the City of Springfield. Sometimes these things could go sideways as they seemed to benefit one group and be a detriment to others. It was always a balancing act. Right now, it felt like they were floundering a little bit because staff or the JWT weren’t suggesting specific Code sections that needed to be improved. There wasn’t a lot of public input asking for specific changes. The City was in a lull and calm so it was a good time to do them, but there was a lot to think about. Councilor Moore said when they met on May 14, she had asked about staff time. She assumed that a staff liaison would be assigned if this group was established. It sounded like the interests of the group could involved a lot of time from staff to provide information, history and the law to the group. She asked if they had the staff resources to deal with that type of broad group. The Planning Commission had a staff liaison that provided them with issues for discussion. Mr. Grimaldi said for the initial discussions and the brainstorming for the list, they did have staff that could look at that. They did need to have a serious discussion about how much staff time it would take to explore those issues. Mayor Lundberg said she was looking for a level of support from the Council for the group to be put together. She wanted to know if the group would put the list together with the Planning Commission or if the group would put the list together on their own. City of Springfield Council Work Session Minutes July 16, 2012 Page 7 Mr. Mott said staff’s proposal was that once the DAC was appointed, the DAC and staff would work together and generate a list of potential Code sections to pursue. That would go to the Planning Commission and City Council, with the Planning Commission acting as the initial filter for the list. The City Council would then select or direct which projects were worthwhile and staff would determine how much staff time and costs those projects would entail. Once that work was performed, the DAC and Planning Commission would have a one or two-hour work session and hopefully come to consensus on the product that would be brought to the City Council. The City Council would then provide direction based on that information. When giving that direction, the City Council would have an understanding of costs and time and a clear picture of the concept of the amendments. There was a research element to finding out that information. Mayor Lundberg said the application process was currently underway. Tonight they were looking for general consensus to move forward and that everyone had more understanding of the process. The group would create the list and then move it forward. She asked if everyone had a better sense of understanding. Commissioner Brew said the role of the CCI was to ensure they had broadbased citizen involvement for issues involving land use Code. They could agree to categories, but how those categories would be filled was up to the City Council. That would make or break their ability to stand up to a challenge if any changes were made to the Code. Councilor Ralston said part of this plan was to promote and streamline the process for the business community. To broaden this group, the opposite could happen. Certain members such as environmentalists, could be counter-productive to what they were trying to accomplish. Mr. Donovan said the application process ended on July 11. Council would be reviewing the applications on Monday, July 23. ADJOURNMENT The meeting was adjourned at 6:56 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, JULY 16, 2012 The City of Springfield Council met in regular session in the Council Chambers, 225 Fifth Street, Springfield, Oregon, on Monday, July 16, 2012 at 7:02 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 Mary Bridget Smith, City Recorder Amy Sowa and members of the staff. PLEDGE OF ALLEGIANCE The Pledge of Allegiance was led by Mayor Lundberg. SPRINGFIELD UPBEAT 1. Employee Recognition: Brian Barnett, 15 Years of Service. City Manager Gino Grimaldi introduced Brian Barnett. Mr. Grimaldi said Mr. Barnett was innovative and noted the roundabouts throughout the City that were an idea of Mr. Barnett’s. Mr. Barnett was very patient with both staff and the public, and built trust with the public. He was also a very caring individual as noted by his co-workers and those he supervised. Mr. Barnett had been involved in a number of projects throughout the City, including the Bob Straub Parkway, the EmX extension, the Gateway/Beltline and I-5/Beltline intersections. Mr. Grimaldi noted some of the many positive comments from employees that worked with Mr. Barnett. Mr. Grimaldi presented Mr. Barnett with a poster that had been created for his years of service that had been signed by employees and included photos. Mr. Barnett said it had been his honor and pleasure to work at the City of Springfield over the past 15 years. It was an innovative organization and he appreciated that staff was given latitude to take risks. He was looking forward to another 15 years. 2. Video Award Presentation. Niel Laudati said the City of Springfield had received the 2012 Gold Hermes Creative Award given by the Association of Marketing, for the City’s video “A Look at Springfield’s Neighborhoods”. This was the first in a series of videos the City would be producing in respect to the Council goal of promoting and enhancing the hometown feel and livability of Springfield. The video included information and input from Mayor Lundberg and was shown at her 2012 State of the City address and was available on the City’s various social media platforms. In creating this video, they combined work of staff and local videographer Jake Wehrman to put together a very high quality video at an extremely low cost. The award was a reminder that we could continue to do things differently in Springfield and still be successful. The Hermes Award was an international award that recognized excellence in concept, writing and design of traditional and emerging media. Springfield was selected for the award from entries of more than 4700 organizations. City of Springfield Council Regular Meeting Minutes July 16, 2012 Page 2 Mayor Lundberg recognized Mr. Laudati’s work on the video. It was Mr. Laudati that put together the video and it was his work that helped win the award. CONSENT CALENDAR 1. Claims a. Approval of the May 2012, Disbursements for Approval. 2. Minutes a. July 2, 2012 – Work Session b. July 2, 2012 – Regular Meeting 3. Resolutions a. RESOLUTION NO. 2012-14 – A RESOLUTION AUTHORIZING THE CITY MANAGER TO AWARD COMPETITIVE BIDS EXCEEDING $35,000, REQUESTS FOR PROPOSALS, OTHER PERSONAL SERVICES CONTRACTS EXEMPT FROM BIDDING REQUIREMENTS UNDER THE PURCHASING REGULATIONS, AND APPROVE AMENDMENTS TO PUBLIC CONTRACTS DURING THE PERIOD OF JULY 24, 2012 THROUGH SEPTEMBER 9, 2012 WHILE THE COMMON COUNCIL IS IN RECESS. b. RESOLUTION NO. 2012-15 – A RESOLUTION TO ACCEPT CITY PROJECT P21034; SANITARY SEWER REHABILITATION 2010 - BASIN 22. c. RESOLUTION NO. 2012-16 – A RESOLUTION TO ACCEPT CITY PROJECT P21056; THURSTON LIVELY PED CROSSING PROJECT. d. RESOLUTION NO. 2012-17 – A RESOLUTION TO ACCEPT CITY PROJECT P21059; REGIONAL FUEL FACILITY UPGRADE – PHASE 2. 4. Ordinances a. ORDINANCE NO. 6280 – AN ORDINANCE ESTABLISHING CRIMINAL HISTORY RECORD CHECK POLICIES CONCERNING EMPLOYEES AND APPLICANTS FOR EMPLOYMENT, APPOINTED VOLUNTEERS, CONTRACTORS AND THOSE EMPLOYED BY CONTRACTORS WITH THE CITY 5. Other Routine Matters a. Reject Any and All Bids Received Regarding P21058, Downtown Parking Modifications Project. b. Liquor License Application for Tom and Johnny’s Located at 471 South A Street, Suite A Springfield, Oregon. c. Allow Construction Activities Outside of the Hours of 7 am and 6 pm with Conditions as Described in Attachment 1, for Construction of I-5/Beltline Interchange Unit 3. d. Allow Construction Activities Outside of the Hours of 7 am and 6 pm with Conditions as Described in Attachment 1, for Paving Highway 126 from I-5 to Main Street. City of Springfield Council Regular Meeting Minutes July 16, 2012 Page 3 e. Authorize the City Manager to Sign a Contract for Animal Shelter Services with Greenhill Humane Society. f. Authorize the City to Enter into the Intergovernmental Agreement with Willamalane Park and Recreation District for Uniformed Officer Patrol Services at Clearwater Park. IT WAS MOVED BY COUNCILOR PISHIONERI WITH A SECOND BY COUNCILOR RALSTON TO APPROVE THE CONSENT CALENDAR WITH CHECK #114488 AND #114615 OF THE MAY 2012 DISBURSEMENTS REMOVED AND A CORRECTION TO PAGE 9 OF THE JULY 2, 2012 REGULAR MINUTES. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. ITEMS REMOVED a. Check #114488 and #114615 from the May 2012 Disbursements. Councilor VanGordon recused himself from this item as the checks were made out to his employer, United Parcel Service (UPS). IT WAS MOVED BY COUNCILOR PISHIONERI WITH A SECOND BY COUNCILOR RALSTON TO APPROVE CHECK #114488 AND #114615. THE MOTION PASSED WITH A VOTE OF 5 FOR AND 0 AGAINST (1 ABSTENTION – VANGORDON). 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. BUSINESS FROM THE AUDIENCE 1. Scott Akins, Springfield, OR. Mr. Akins served as president of the Springfield Police Association (SPA). Mr. Akins said he had attended the Finance/Judiciary Committee meeting held earlier this evening where Mr. Logan and Mr. Cox spoke. He noted that during that meeting, Mr. Logan refused to say anything negative about the other party, but Mr. Cox did by inferring that they all came up to speak because Mr. Logan had put them up to that. That was not true. 2. Fred Simmons, Springfield OR. Mr. Simmons commented on last week’s work session with Lane Transit District (LTD). He supported Councilor Ralston’s statement that he was opposed to expending City money in this process. Mr. Simmons was a supporter of transit development, but noted the West Eugene EmX line and the business resistance. He noted the minor things that had occurred with the crossings at Main and 51st, and Main and 44th, and said they were an example of the substantial impact on businesses along the Main Street corridor. In further discussions with LTD, he would like the Council to remind them that the Booth Kelly corridor was purchased a number of years ago with transportation dollars from 28th to 48th Streets and future acquisition of the Weyerhaeuser right-of-way towards Wallace Creek Road would be an advantage of the City and LTD. Springfield needed transit, but transit needed to be planned prior to the spike of development and they needed a process in place to develop the transportation corridor then build around it in order to make it ultimately successful. The problems that occurred on the Route 11 corridor were not just the traffic load, but the burden it placed on the drivers trying to complete that cycle. That was part of the City of Springfield Council Regular Meeting Minutes July 16, 2012 Page 4 planning strategy LTD needed to modify to allow those buses to move in a timely fashion so they didn’t group up and cause problems. The Council’s responsibility was the management of the City, not the funding and operation of LTD. LTD didn’t pay gas tax to the State, Federal government or the City of Springfield for the maintenance of those roads. They had a responsibility of doing their development with their own funds. 3. Ed Spinney, Eugene, OR. Mr. Spinney said he was here two weeks ago and spoke to the Council about the proposals for the City Prosecutor contract. He had told them at that time that he had six pages of notes about the proposal submitted by Matt Cox. He had taken those notes and prepared a nine page letter which he submitted to the Mayor and Council today. Mr. Spinney said he also attended the meeting this afternoon in which the candidates were interviewed. He had concerns about the way the hiring process had taken place. There was a Request for Qualifications issued and Mr. Logan supplied information about his qualifications. Implications from the request was that the City would review the candidates qualifications, choose the best qualified candidate for those that submitted their applications, then negotiate with the best qualified candidate. Two weeks ago the Council heard from defense attorneys, a federal prosecutor and police officers that they believed the best candidate was Dave Logan. Two weeks ago and again this afternoon, Councilor Pishioneri made a statement that indicated that he did not believe that the proceeding was about qualifications, but was about money. This afternoon, Mr. Melendy noted that when he first started in the profession, Judge Strickland told him that if he really wanted to be a prosecutor he would do well to emulate Dave Logan. Mr. Melendy said that was what he did. He emulated the person he was now trying to replace, which spoke to his opinion of Mr. Logan as a prosecutor. Mr. Spinney’s personal opinion was that in his years of practice, he had gone against Municipal Court prosecutors, State prosecutors and Federal prosecutors, and Dave Logan was among the top prosecutors he had dealt with, not just because he was a nice guy, but because he was fair and a fierce competitor in trial and he knew when a case should go to trial and when to negotiate a settlement. If this was truly an RFQ, the best candidate was Dave Logan. If this was about money, they should talk about money. If that was the case, the process to get here was not fair. Mr. Logan was told to submit his qualifications. Mr. Cox submitted a brief 94 page document about his qualifications and procedures. COUNCIL RESPONSE CORRESPONDENCE AND PETITIONS BIDS ORDINANCES BUSINESS FROM THE CITY COUNCIL 1. Committee Appointments 2. Business from Council a. Committee Reports 1. Councilor Moore reported on the Metropolitan Policy Committee (MPC) meeting that she attended on July 12. One issue that was discussed during that meeting was the Oregon City of Springfield Council Regular Meeting Minutes July 16, 2012 Page 5 Clean Fuels Program enacted by the Legislature and implemented by Department of Environmental Quality (DEQ). There was a lot of information available on the website, including what could be happening regarding producing clean fuels in Oregon and the requirements. 2. Councilor Moore said she went on the Union Pacific Train marking their 150th Anniversary on Thursday, July 12. This anniversary marked the date Abraham Lincoln signed the document starting Union Pacific. 3. Councilor Moore said she attended the Human Services Commission (HSC) meeting earlier in the day. There was a presentation by Eugene City Councilor Chris Pryor on a subcommittee that explored options to secure and increase the level of stable and long- term funding for human services. Documentation was provided along with thoughts for funding, such as a utility fee. There was concern about their budget and funding sources. 4. Councilor Ralston asked about the Public Safety Coordinating Council meeting scheduled for Thursday, July 19. He hadn’t received any materials. Staff would look into that for him and let him know if the meeting was still taking place. 5. Councilor Wylie thanked Councilor Moore for attending both the MPC and HSC meetings for her while she was out of town. She was doing a great job. 6. Mayor Lundberg said the Summer Fair would be held during the upcoming weekend and Springfield’s famous broiler chicken would be served. She hoped everyone had time to go to one of the many fun events. BUSINESS FROM THE CITY MANAGER 1. City of Eugene IGA Fire and Life Safety Purchasing. Purchasing Manager Jayne McMahan presented the staff report on this item. This was an opportunity for cost savings and process improvement with the City of Eugene for joint fire purchases. Both City Manager offices asked internal services such as finance, human resources and information technology, to look for ways to improve processes for the two fire departments. As the cities continued down the path of a potential fire merger, there currently was a broken process for invoicing the respective cities for joint purchases, whether for training, equipment or supplies. Each time the cities engaged in a joint purchase, a discreet IGA was done in order to bill each city. Having an IGA in place would save staff time, city attorney time, City Manager’s Office time, as well as provide a faster source to acquisition process. This IGA would survive even if a merger didn’t transpire as the two cities would continue to have joint purchases. This IGA was only for invoicing and not for the sourcing process. Each city would continue to follow state, federal and local statutes, municipal codes and regulations for the solicitation process. Before any contract was signed, a division of the cost would have been predetermined. Although the final wording on the IGA was still in progress, staff was asking Council to approve the City Manager to sign the finalized agreement so they could begin the new process during the summer recess. IT WAS MOVED BY COUNCILOR PISHIONERI WITH A SECOND BY COUNCILOR RALSTON TO AUTHORIZE THE CITY MANAGER TO NEGOTIATE AND SIGN A COMPLETED IGA WITH THE CITY OF EUGENE FOR JOINT PURCHASES. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. City of Springfield Council Regular Meeting Minutes July 16, 2012 Page 6 2. Municipal Court Prosecutor Services to the City of Springfield. Assistant City Manager Jeff Towery presented the staff report on this item. After the Council meeting two weeks ago and last week’s work session, the Council asked the Finance/Judiciary Committee to review the issue to conduct interviews of the two candidates. Those interviews occurred earlier in the afternoon. He asked the members of the committee to share the results and their observations from those interviews. Councilor VanGordon said both candidates did a fantastic job and he felt the Finance/Judiciary Committee members came away from the interviews more informed. His recommendation was to go with the Leahy firm. He referred to the consolidated review card in the packet as Attachment 4. Both firms were relatively high in meeting and exceeding expectations, but he had noted the number of places that expectations were not met. Both parties were very qualified prosecutors. Mr. Logan was a very good prosecutor, which was obvious from the community response. The committee was put into a position to try to decide what direction public safety should go. His decision was based on where Mr. Logan didn’t meet expectations. He met every piece of experience, but process improvement and use of technology continued to come to the forefront. He felt that the Leahy firm had more vision looking out to the next 10 to 20 years regarding where the City needed to be. Councilor Ralston said two weeks ago, a lot of questions had come to his mind such as whether or not they would really be saving costs and if the Cox, Leahy firm was chosen if they might have more jury trials. In looking at the review card there were nineteen areas Logan did not meet and only one that Cox, Leahy didn’t meet, but Mr. Logan had pointed out that the instructions were to be brief. Perhaps that was why he did not meet more of the criteria. He referred to letters that had been submitted to the Council and said although they just received them he did read them quickly. One of the letters questioned the process. Perhaps it could have been a more fair process. After the interviews, his fear that the Cox, Leahy firm would have to go to trail more often with a large expense had been alleviated. He believed the Cox, Leahy firm had a lot of energy and would have staff available more hours. They had some interesting ideas such as the road crew, which showed the public that people were paying for their crimes. This was a tough decision. As conservative as he was, the bottom line usually came out on top, but he had a lot of reservations. He also believed strongly that if it wasn’t broke, don’t’ fix it. It would be hard to improve on only going to trial eight times a year. Somewhere along the line years of service and dedication should have validity. He was not sure the process was fair to Mr. Logan. Given what they were given, he reluctantly supported the Cox, Leahy firm. This was a very tough decision. The interviews went well, but he wished he would have gotten more from Mr. Logan. Councilor Pishioneri said this was one of the toughest decisions he had made during his 7 ½ years on Council. This had nothing to do with the quality of service, professionalism or fairness. The citizens had elected him to represent their best interests. Getting quality service also meant getting the most efficiency from the money spent. There was a lot of disparity between the two proposals that they couldn’t ignore. Given the qualifications, the Cox, Leahy and VanVactor firm didn’t have the breadth of experience in prosecutorial services, but had the ability as shown on paper and in practice. He was happy to see the thoroughness in which the Leahy, Cox firm responded and the innovations they were willing to consider. He was hopeful the efficiencies they had pointed out would show the savings they claimed. He believed that savings would be found in materials and services as well as personnel. This was a difficult decision and recommendation, but he would support the Leahy, Cox firm. Councilor Moore said she was happy to read the information from both parties and how very complete they were. She didn’t have a lot of history with City prosecutors. She appreciated the loyalty that had City of Springfield Council Regular Meeting Minutes July 16, 2012 Page 7 been expressed for Mr. Logan. She didn’t want the Police Department to take this as a negative towards them. Because she didn’t have a lot of history, she would go with the recommendation of the committee. Councilor Wylie said it was a difficult decision as she was not here on July 2 to hear the testimony. She valued loyalty, good work and the support of the Police Department, but she also valued the Leahy firm who the City had worked with for so long and they knew they did good work. Because she honored the process of the Council and the subcommittee, she could support the recommendation. She did appreciate loyalty and good service. Councilor Woodrow said after reviewing the information and hearing the testimony, she was in consternation about which way to go. She was relying on the process because she had a lot of confidence in the Council and the subcommittee to research and ask appropriate questions to get the information, as difficult as this decision was to make. She appreciated those that came to testify two weeks ago and tonight. She hoped this would not prevent them from coming back to speak to the Council. The Council appreciated all of the information they were given. She would have to go along with the process and follow the recommendation of the Council. Mayor Lundberg said having been on the Council and as Mayor, she had found very few decisions where she had to second guess herself at a later date. The Council tried hard to make choices that were best for the community. Her hope was that although this had been divisive, they could move forward from this decision and move forward as a community. They all wanted the best for the community and she hoped they would move forward and work together and would be stronger for their decision and she wouldn’t second guess this decision. She had a great confidence that this was a strong community and they would come together. IT WAS MOVED BY COUNCILOR PISHIONERI WITH A SECOND BY COUNCILOR RALSTON TO AUTHORIZE THE CITY MANAGER TO NEGOTIATE AN AGREEMENT WITH THE LAW FIRM OF LEAHY, VAN VACTOR, COX AND MELENDY FOR PROSECUTOR SERVICES FOR THE PERIOD FROM JAN 1, 2012 TO JUNE 30, 2013. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. BUSINESS FROM THE CITY ATTORNEY ADJOURNMENT The meeting was adjourned 7:38 p.m. Minutes Recorder Amy Sowa ______________________ Christine L. Lundberg Mayor Attest: ____________________ City Recorder *City of Springfield Work Session Meeting MINUTES OF THE WORK SESSION MEETING OF THE SPRINGFIELD CITY COUNCIL HELD MONDAY, JULY 23, 2012 The City of Springfield Council met in a work session in the Jesse Maine Meeting Room, 225 Fifth Street, Springfield, Oregon, on Monday, July 23, 2012 at 5:30 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 Mary Bridget Smith, City Recorder Amy Sowa and members of the staff. 1. Appointment of Development Advisory Committee Members, Creation of a Mission Statement and Approval of a Timeline for Initial Discussion of Development Issues Affecting the City of Springfield by the Committee, Planning Commission and the City Council. Planning Supervisor Jim Donovan and Civil Engineer Matt Stouder presented the staff report on this item. Staff solicited for, and received, nine applications for a Development Advisory Committee. The applicants self identified in all of the core categories endorsed by Council on May 14, 2012. The Council Briefing Memorandum included in the agenda packet provided copies of the applications and details on the logistics of launching the committee and returning to Planning Commission and Council in October with a set of issues for consideration and next steps. Resources for the initial creation of the committee were limited to staff time commitments and meeting materials. Mr. Stouder said tonight staff would like Council to review and approve or approve as amended the attached applications, provide staff and the committee with direction to approve a draft mission statement, and review and approve a general timeline and workplan for the new committee. Last week, the Council met with the Planning Commission. The Planning Commission, acting as the Committee for Citizen Involvement, reviewed the categories for the DAC and had some additional concerns regarding their role in the process. Mr. Donovan referred to the spreadsheet in the agenda packet, page 2 of Attachment 1. There were nine applicants and each had self-identified themselves with an “x” in the category they felt they qualified for. Some applicants were only identified in one area and staff had plugged them into those categories in which they fit. Staff then took those that were identified in multiple categories and tried to place them into the category they best fit. The only category they didn’t have an applicant to fill was in affordable housing. This was noted in the Council packet. Of the nine applicants, six were from the original Joint Work Team (JWT). Mr. Donovan noted that the Planning Commission wanted distribution and balance. Council could choose to appoint the nine that had applied for this committee or consider re-advertising for limited categories. This could be done formally, or Council could direct staff or the Planning Commission to do that informally through personal contacts. They would then bring any suggestions back to Council for consideration and formal appointment. This would allow the six original members to get started and move forward, with the additional three appointed at a later date. Those were the alternatives for the Council’s consideration. Mr. Donovan said regarding recruitment staff had used press releases and City of Springfield Council Work Session Minutes July 23, 2012 Page 2 contacted several people directly. If directed by Council, staff could go above and beyond that with more contacts and different modes of advertising. Councilor Ralston said he liked the slate of nine applicants and didn’t see a need to go out to advertise for specific categories. Councilor Woodrow agreed. If they wanted to get more, bringing the Planning Commission into it more might help ease their concerns. Councilor Moore said she was impressed by the quality of applicants received. She agreed that the category of affordable housing was very specific and people may need to be contacted informally to see if there was interest. She thought the nine who had already applied were great. Councilor Wylie suggested that if someone dropped out or left at some point, they could look to see if there was a deficiency in a category and recruit specifically for that position. Mayor Lundberg said they would also have a Planning Commission and City Council liaison in addition to the citizen members. Mr. Donovan said staff was still recommending liaisons from both groups and would like to have a Council representative at each meeting, as well as a representative from the Planning Commission. Councilor Pishioneri asked about the number of members who were currently on this committee. Mr. Donovan said the nine being considered included six previous JWT members and 3 citizens at large that fit in the other various categories. He suggested that they could use everyone. There were several people that self-identified themselves in more than one category. When voting, however, those committee members should confine their responses to the area of expertise they were being asked to represent. He felt it was more of an advantage to have committee members who fit in multiple categories. Councilor Pishioneri said it appeared that two of the candidates fit into all areas. He was concerned that some people might check a category they did not necessarily fit. Mr. Donovan said all of the applicants had been involved in development in different capacities. Normally, the term developer meant venture capitalists who spent their funds developing and building teams of developers, but that definition was fairly narrow for the purposes of this committee. For the purposes of this committee, a developer could include small firms that managed the development team, managed the budget and took on the other functions of a developer. He spoke regarding an applicant who had checked all categories and was also a Springfield resident. Mr. Donovan said he felt the applicant was best suited to represent a neighborhoods interest. The applicant felt they had expertise in the areas checked and Mr. Donovan had tried to find the best match. Mayor Lundberg said nine was a nice size for this committee and also included one Planning Commissioner and one Councilor. That number could typically discuss issues and work out solutions and be statistically accurate. She was comfortable with the nine in the group and how they had been selected. City of Springfield Council Work Session Minutes July 23, 2012 Page 3 Councilor Wylie asked if anyone had talked to Terry McDonald of St. Vincent DePaul to see if he might want to serve as the affordable housing representative. Mr. Donovan said they had sent notice to a number of non-profit agencies, but tried to maintain integrity in the process by not hand selecting. Outreach had been done. Mr. Stouder said a former member of the JWT who worked with non-profits had been contacted, but wasn’t interested in continuing on the committee. Mr. Donovan asked if Council was comfortable going with the nine on the list. If someone left the committee, they could review the categories before recruiting. Yes. Mr. Donovan said there was discussion regarding a draft mission statement when Council met with the Planning Commission last week. Staff agreed guidance was important. The mission and scope needed to be narrowed down and staff had a proposed mission statement included in the agenda packet. Council could narrow it further if Council wanted to direct the committee to initially look at the primary development chapters in the Development Code, Chapters 3 and 5. Council could choose the language proposed or make it more specific, then have the committee review the language. He read the mission as drafted by staff. The Development Advisory Committee shall: 1. review the process and requirements of land use and development in the City of Springfield; 2. provide the Planning Commission and City Council with recommendations on improving this process and outcome consistent with the Council Goal of promoting and enhancing our hometown feel while focusing on livability and environmental quality; 3. provide a robust forum and venue for citizen participation in this process. Mr. Donovan said when staff sat down with the committee and looped back with the Planning Commission as the CCI, they could refine the mission statement. If the Council didn’t want the language to be more specific, the committee might have ideas. Council would have input at several junctures throughout the process. Councilor Ralston said it was important that the committee to provide the Planning Commission and City Council with recommendations on improving the process and outcomes. He also thought #1 of the mission statement was important. He wasn’t sure, however, about #3. He was not sure it was the job of this group to provide robust forums for citizen participation. If something needed to be changed and it came to City Council, that would be the place for that. The committee’s role should be to provide enhancements or improvements to the development process. Councilor Pishioneri said he felt the forum was the committee and was not intended to create a separate forum. Councilor Ralston said if that was the case, he was not sure #3 was necessary. Councilor Pishioneri said the City Council was providing this robust forum through the formation of the DAC. It was more a Council goal than that of the DAC. Mr. Donovan said given the conversation with the Planning Commission about Goal 1, staff was trying to acknowledge that as they moved forward, depending on which portions of the code were City of Springfield Council Work Session Minutes July 23, 2012 Page 4 reviewed, staff resources would be assessed. There might be discussion, depending on the issue, of a further public involvement plan with open houses, etc. It was to address how the DAC could solicit additional input if necessary. That was as a placeholder to remind everyone about Goal 1. Councilor Pishioneri said that made sense. He liked section #2 of the mission statement about providing both the Planning Commission and City Council with recommendations. He had mixed thoughts about the last work session and wanted to make sure it was clear that any committee was part of the Council and should be able to communicate with the City Council when they wanted. Mr. Donovan said that was a direct facet of Goal 1. Councilor VanGordon thought under section #1 or #2 something should be added about economic development or efficiency in the land use process or some language that represented that the goal was to work with the business community to stay more competitive. He would like to let the DAC know that the Council was trying to balance the goals of economic development and our hometown feel. Mr. Donovan suggested adding the word “economic” at the end of the first sentence of #1. In the course of the committee work, they would need to look back on the statement as a reminder of the mission. It helped to have those terms in there for everyone’s use. Councilor Wylie felt the description was a little bureaucratic and she understood why the Planning Commission was concerned. She didn’t see any language about addressing ongoing customer service issues, which was why they had formulated the committee in the first place, or addressing issues that developers may have in achieving their projects. The reason this committee was originally put together was to work with builders and developers to try to make it simpler for them to build their projects and meet their needs as a City while addressing our own needs. The things they were most concerned about when starting this committee included working well together and achieving our development goals. Discussion was held regarding how addressing customer service could be stated in the mission. Mr. Donovan suggested adding “customer service” in the first sentence of #1. Councilor Moore said they also needed to be competitive with surrounding areas, with better processes and prices, and facilitating the process. Councilor Pishioneri suggested wording that included “attract economic growth”. Mr. Donovan said that was all part of customer service. At one point, staff reviewed the development principles department-wide in the development review section. Some of this was indelibly printed from supervisors to staff with regards to customer service. He had often told staff they were a “one stop shop” meaning that when someone came in with an idea during the development issues meeting, they should have an advocate in the department all the way through the process. When they said customer service, they meant from the beginning to the end of the process. Councilor Moore said we also needed to be competitive regarding cost factors. City of Springfield Council Work Session Minutes July 23, 2012 Page 5 Additional language could be added to make #1 read” 1. review the customer service process and requirements of land use and economic development in the City of Springfield to be competitive in attracting development. Mr. Donovan said the last thing staff was asking for Council direction on was the review and approval of a general work plan. He had modified the conceptual work plan to insert the Planning Commission in the process as a filter as requested. The DAC would form and propose a preliminary list of potential code revisions to the Planning Commission for draft review. This first list would be unfiltered and would include everything from the committee. Staff would then bring that to the Planning Commission for review and refinements. After the Planning Commission review, staff would move to the next level of analysis and attach some meaning to each of the ideas and look at resources. Staff would then come back to Council with the refined list for consideration and approval of a final list with timelines, public input needed and staff time required. The DAC would then work on the Council approved list and bring it back to the City Council one more time. Mr. Donovan noted the timelines for those steps. The DAC and staff would likely need to meet a couple of times each month between now and the fall in order to get back to Council with the first step. Councilor Pishioneri referred to step 2 of the work plan, “Initial level of analysis with DAC will include filtering for statutory mandates and estimates of time and resources; the draft analysis will be presented back to PC for first prioritization”. In that outline, the Planning Commission would be the first initial contact which was correct. He wanted to make it clear that the Planning Commission’s job was to use an objective filtering process, not subjective or based on setting policy, but based on mandates, laws, requirements and land use laws. Mr. Donovan said they would start with Goal 1, but the Planning Commission’s responsibilities were statutory. Policy decisions were made by the Council. Councilor Pishioneri said that needed to be made clear to the Planning Commission. Mr. Donovan said if they went with this process, it was clear the Planning Commission had their expertise and statutory role and that would be clarified. He could also remove the word ‘filter’. Councilor VanGordon said he was fine with the timeline. Following step 1, it could be very easy to get a list of issues they wanted to work on, but he wanted to see more of a direction of where they wanted to go and how they would get there. They could lose time if they had too many issues. He also wanted to make it clear in step 1 that one of the goals in the mission was being competitive and improving customer service and part of that was making it simple. Simplification would help make the City more competitive rather than adding layers of complexity to the Code. The process looked good to him. Mr. Donovan said his experience was that the committee members weren’t afraid to express their feelings, not only in the issue but also in any proposed solution. Councilor Pishioneri said simplicity was going to be relevant and would add back to the value of the DAC. Those on the committee probably wanted to make their world simpler. Operational changes didn’t need to be brought to the City Council, only policy issues. Operational changes could be made administratively. Mr. Donovan said the JWT had implemented some things in that way over the last year, such as paper reduction and streamlining the process. City of Springfield Council Work Session Minutes July 23, 2012 Page 6 Councilor Pishioneri said that was why the committee was formed in the first place. Mayor Lundberg said they were taking a huge step in the right direction. This committee was unique, but similar enough to other committees that had been in place in the past. They needed to make sure they treated all committees the same regarding their roles. Mr. Donovan said they had clear direction on all three items. 2. Planning Commission Interviews. Planning Manager Greg Mott presented the staff report on this item. The City received three applications for one vacancy during a four week recruitment process. Mr. Steve Moe resides at 3698 Franklin Boulevard, Eugene (Glenwood Resident); and is self employed as an Engineer, Intercity, Inc. Ms. Diana Y. Alldredge resides at 822 N. 57th St., Springfield, 97478; and is an Office Clerk with Lane County. Mr. Michael G. Koivula resides at 723 Crest Lane, Springfield, 97477; and is a Land Surveyor with the City of Eugene. The Springfield Planning Commission was a seven member volunteer Commission appointed by the City Council. The members served four-year terms that were staggered to avoid more than two positions expiring at the same time. Of the seven members, two appointments may live outside the City limits and two appointments may be involved in the Real estate profession. Positions were “at- large”, and did not represent specific geographic areas. Currently the Planning Commission had one member, Commissioner Moe, who lived outside the City limits; none of the current members worked in the Real Estate profession. It was requested that ratification occur after the interviews to avoid waiting until the Council return from recess on September 10th. The Mayor and Council chose which questions they would ask of each candidate. 1. Mayor Lundberg: Why do you want to serve on the Planning Commission? 2. Councilor Wylie: How familiar are you with planning laws and policies and the purpose they serve in Springfield’s land use decision making process? If your experience with these laws is limited, what actions would you take to become familiar so that you can function fully as a Planning Commission? 3. Councilor Woodrow: Many of the land use laws applied by the Planning Commission are state or federally mandated. During a Planning Commission hearing, how would you reconcile your own personal opinions with the applicant’s interests when those interests do not comply with the land use laws? City of Springfield Council Work Session Minutes July 23, 2012 Page 7 4. Councilor Moore: What role do you think the Planning Commission should have with the revitalization of downtown? 5. Councilor Pishioneri: How would you recommend balancing the community’s need for attractive commercial and industrial development with the rights of property owners? 6. Councilor Ralston: What is your general understanding of the relationship between the Planning Commission and City Staff, the Planning Commission and the City Council? 7. Councilor VanGordon: Springfield and Eugene have or will adopt individual, city-wide refinement plans of the Metro Plan, including separate urban growth boundaries. Do you believe this move towards individual plans and away from regional planning is in the best interests of Springfield? Are there any land use issues that should continue to rely on regional, joint decision-making among Springfield, Eugene and Lane County elected officials? Mr. Mott said Commissioner Brew would be resigning his position within 4 or 5 months of this action. He noted that they could either recruit again at that time, or they could choose an additional candidate tonight that could fill that position at that time. Council would like to recruit for Mr. Brew’s position at the time of his resignation. The following candidates were interviewed: • Steve Moe • Diana Alldredge • Mike Koivula The applicants had the following questions/comments: Ms. Alldredge asked what the goals were for the future in Springfield. Councilor Pishioneri said economic development and recovery. He explained. Mr. Koivula said he had also applied for the Development Advisory Committee that Council reviewed earlier in the evening. Both sounded very interesting to him, but if he needed to choose between the two, he would choose the Planning Commission. He would be very happy to serve on the DAC as well. Councilor Ralston said they did get good candidates. He had known Mr. Moe for many years and he couldn’t see how they could make any other decision. Councilor Pishioneri said Steve Moe was clearly more qualified with his experience with the City, and he still had a desire to serve. The other two were fine people and great applicants. Councilor VanGordon said when they had someone like Steve Moe and he still had the passion, he would choose him. Councilor Wylie said she didn’t want to lose the knowledge and experience of Mr. Moe. Mr. Koivula had applied for the DAC and would be asked to serve on that as well. Ms. Alldredge was also very bright and was willing to serve. She felt both of them should be told about the upcoming vacancy on City of Springfield Council Work Session Minutes July 23, 2012 Page 8 the Planning Commission when Bob Brew resigned. They were all very good candidates, but she would vote for Mr. Moe. Councilor Woodrow said she agreed Mr. Moe was the right choice. He still had a passion for Springfield and as long as he wanted to serve, she wanted him to continue. She agreed that the other two should be told about the upcoming vacancy. Councilor Moore said it wasn’t that long ago when she served on the Planning Commission. There had been a lot of turnover on that commission and she felt stability was important. She agreed with reappointing Mr. Moe. Mayor Lundberg said Mr. Moe’s history with the Metro Plan was beneficial and she agreed he should be reappointed. ADJOURNMENT The meeting was adjourned at 6:47 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, JULY 23, 2012 The City of Springfield Council met in regular session in the Jesse Maine Meeting Room, 225 Fifth Street, Springfield, Oregon, on Monday, July 23, 2012 at 6:47 p.m., with Mayor Lundberg presiding. ATTENDANCE Present were Mayor Lundberg and Councilors Pishioneri, VanGordon, Wylie, Moore, Ralston and Woodrow. Also present were Assistant City Manager Jeff Towery, City Attorney Mary Bridget Smith, City Recorder Amy Sowa, and members of the staff. BUSINESS FROM THE COUNCIL 1. Committee Appointments a. Appointment of Development Advisory Committee Members. Planning Supervisor Jim Donovan and Civil Engineer Matt Stouder presented the staff report on this item. Staff solicited for, and received, nine applications for a Development Advisory Committee (DAC). The applicants self identified in all of the core categories endorsed by Council on May 14, 2012. The Council Briefing Memorandum included in the agenda packet provided copies of the applications and details on the logistics of launching the committee and returning to Planning Commission and Council in October with a set of issues for consideration and next steps. Resources for the initial creation of the committee were limited to staff time commitments and meeting materials. Council discussed the membership of the DAC during their work session earlier in the evening. They felt all nine applicants should be appointed. IT WAS MOVED BY COUNCILOR PISHIONERI WITH A SECOND BY COUNCILOR RALSTON TO APPOINT THE RECOMMENDED NINE APPLICANTS TO THE DEVELOPMENT ADVISORY COMMITTEE (DAC). THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST. b. Planning Commission Appointments. Planning Manager Greg Mott presented the staff report on this item. The City received three applications for one vacancy during a four week recruitment process. Mr. Steve Moe resides at 3698 Franklin Boulevard, Eugene (Glenwood Resident); and is self employed as an Engineer, Intercity, Inc. Ms. Diana Y. Alldredge resides at 822 N. 57th St., Springfield, 97478; and is an Office Clerk with Lane County. City of Springfield Council Regular Meeting Minutes July 23, 2012 Page 2 Mr. Michael G. Koivula resides at 723 Crest Lane, Springfield, 97477; and is a Land Surveyor with the City of Eugene. The Springfield Planning Commission was a seven member volunteer Commission appointed by the City Council. The members served four-year terms that were staggered to avoid more than two positions expiring at the same time. Of the seven members, two appointments may live outside the City limits and two appointments may be involved in the Real estate profession. Positions were “at-large”, and did not represent specific geographic areas. Currently the Planning Commission had one member, Commissioner Moe, who lived outside the City limits; none of the current members worked in the Real Estate profession. Council interviewed the three applicants during the work session earlier in the evening. Following interviews, consensus was to re-appoint Steve Moe to the Planning Commission. IT WAS MOVED BY COUNCILOR PISHIONERI WITH A SECOND BY COUNCILOR RALSTON TO RE-APPOINT STEVE MOE TO THE PLANNING COMMISSION WITH A TERM EXPIRING MAY 5, 2016. THE MOTION PASSED WITH A VOTE OF 6 FOR AND – AGAINST. Mr. Donovan asked if they wanted to appoint a Council liaison at this time. Mayor Lundberg said they would take care of that at a later date. ADJOURNMENT The meeting was adjourned at 6:50 p.m. Minutes Recorder Amy Sowa ______________________ Christine L. Lundberg Mayor Attest: ____________________ City Recorder