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City Council
Agenda

City Hall

225 Fifth Street
Springfield, Oregon 97477
541-726-3700
Online at www.springfield-or.gov

Mayor

Sean VanGordon

City Council

Michelle Webber, Ward 1
Steve Moe, Ward 2
Kori Rodley, Ward 3
Beth Blackwell, Ward 4
Victoria Doyle, Ward 5
Joe Pishioneri, Ward 6

City Manager:

Nancy Newton
City Recorder:

Allyson Pulido
541-726-3700

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To arrange for these services, call 541-726-3700.
Meetings will end prior to 10:00 p.m. unless extended by a vote of the Council.

All proceedings before the City Council are recorded.

November 4, 2024
Monday
_______________________________
6:30 p.m. Work Session
Council Meeting Room
or
Virtual Attendance
Registration Required:
Attend from your computer, tablet or smartphone:
Zoom
Meeting ID: 869 5954 2833
https://us06web.zoom.us/webinar/register/WN_2sMXCdxbQZG4HVeIjbHhZA
To dial in using your phone in Listen Only Mode:
Dial 1 (971) 247-1195
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(Council work sessions are reserved for discussion between Council, staff and consultants; therefore, Council will not receive public input during work sessions. Opportunities for public input are given during all regular Council meetings)

CALL TO ORDER

ROLL CALL – Mayor VanGordon___, Councilors Webber___, Moe___, Rodley____, Blackwell___, Doyle ___, and Pishioneri ___.

Planning Application Fees

Mark Rust

(30 mins)

ADJOURNMENT

_________________________________
AMENDED AGENDA:
amended to add information to item 5c on the Consent Calendar
7:00 p.m. Regular Meeting
Council Meeting Room
or
Virtual Attendance
Registration Required:
Attend from your computer, tablet or smartphone:
Zoom
Meeting ID: 869 5954 2833
https://us06web.zoom.us/webinar/register/WN_2sMXCdxbQZG4HVeIjbHhZA
To dial in using your phone in Listen Only Mode:
Dial 1 (971) 247-1195
Toll Free 1 (877) 853-5247
Oregon Relay/TTY: 711 or 800-735-1232
__________________________________

CALL TO ORDER

ROLL CALL – Mayor VanGordon___, Councilors Webber ___, Moe___, Rodley____, Blackwell ____, Doyle ___, and Pishioneri ___.

PLEDGE OF ALLEGIANCE

SPRINGFIELD UPBEAT

CONSENT CALENDAR

Claims

Minutes

Resolutions

Ordinances

Woodland Ridge Driveway Annexation

Other Routine Matters

Arts Commission Applicant Appointments and Arts Commissioner re-appointment

CDAC Bylaws Update

P41059 IGA Amendment 2 For Natural Resources Inventories And Protections For Springfield 2019 UGB Expansion Areas.

Bicycle And Pedestrian Advisory Committee Appointments

Library Advisory Baord Appointments

MOTION: APPROVE/REJECT THE CONSENT CALENDAR

ITEMS REMOVED FROM THE CONSENT CALENDAR

PUBLIC HEARINGS -

Please limit comments to 3 minutes. Request to speak cards are available at the entrance. Please present cards to City Recorder. Speakers may not yield their time to others.

Comcast Franchise Extension

Nathan Bell

(5 mins)

NO ACTION REQUESTED, FIRST READING ONLY

2024 Justice Assistance Grant

Jessica Crawford

(5 mins)

BUSINESS FROM THE AUDIENCE -

Limited to 20 minutes. Please limit comments to 3 minutes. Request to speak cards are available at the entrance. Please present cards to City Recorder. Speakers may not yield their time to others.

COUNCIL RESPONSE

CORRESPONDENCE AND PETITIONS

BIDS

ORDINANCES

Springfield Development Code Amendments: Annexations

Haley Campbell

(5 mins)

MOTION: ADOPT/NOT ADOPT AN ORDINANCE AMENDING THE SPRINGFIELD DEVELOPMENT CODE RELATED TO ANNEXATION, ADOPTING A SAVINGS CLAUSE AND A SEVERABILITY CLAUSE, AND PROVIDING AN EFFECTIVE DATE.

RESOLUTIONS

BUSINESS FROM THE CITY COUNCIL

BUSINESS FROM THE CITY MANAGER

BUSINESS FROM THE CITY ATTORNEY

ADJOURNMENT

AGENDA ITEM SUMMARY

Meeting Date:

11/04/2024

Meeting Type:

Work Session

Staff Contact/Dept:

Mark Rust/Community Development

S P R I N G F I E L D
C I T Y C O U N C I L

Staff Phone No:

Estimated Time:

30 Minutes

Council Goals:

Financially Responsible and Stable Government Services

ITEM TITLE:

Planning Application Fees

ACTION REQUESTED:

Receive information on the Planning Application Fees and provide input prior to finalizing recommendations for a public hearing.

ISSUE STATEMENT:

The City recognizes there is a need to reevaluate the Planning Application fees following the adoption of a major update to the Springfield Development Code in an effort to right size the fees for service in processing development applications.

DISCUSSION/FINANCIAL IMPACT:

The City last conducted a comprehensive planning and development fee analysis in 2010. With the adoption of significant updates to the Springfield Development Code (SDC) in June 2022, as well as process changes that have taken place since, it is an important time to re-assess the development application fees.

Staff was last before the Council on this topic on May 28, 2024. Additionally, staff presented to Council specifically on the Annexation Comprehensive Planning Fee on September 9, 2024. The initial study just focused on planning time spent on processing applications. It did not take into account time spent by other work groups including engineering, transportation, survey, etc. The direction given by Council has been to assess the total cost of processing development applications, including engineering, transportation, survey to account for 100% cost recovery.

Adjusting the planning application fees will have impacts to the General Fund. Comparing the planning application fee revenue to the cost of the program for the last four years, the General Fund on average has supplemented the current planning program.

FY21

FY22

FY23

FY24

($164,270)

($100,535)

($325,794)

$266,646

Rightsizing the current planning application fees will likely have an increase in revenue for the General Fund. However, since the number and type of development applications that are submitted each year vary, it is uncertain.

The attached Council Briefing Memo outlines in more detail some of the proposed changes and questions for the Council to provide direction on moving forward.

Attachments

1. Council Briefing Memo

2. Cost of Service Analysis

3. Fee Schedule

4. Revenue Impact Analysis

AGENDA ITEM SUMMARY

Meeting Date:

11/04/2024

Meeting Type:

Regular Meeting

Staff Contact/Dept:

Andy Limbird/Community Development

S P R I N G F I E L D
C I T Y C O U N C I L

Staff Phone No:

Estimated Time:

Consent Calendar

Council Goals:

Maintain and Improve Infrastructure and Facilities

ITEM TITLE:

Woodland Ridge Driveway Annexation

ACTION REQUESTED:

Conduct a second reading and adopt/not adopt an ordinance annexing a linear, 0.62-acre territory to the City of Springfield.

ISSUE STATEMENT:

The City Council is requested to consider an ordinance to annex approximately 26,840 sq. ft. of real property in the Woodland Ridge neighborhood of southeast Springfield. The proposed annexation is intended to facilitate westward extension of Holly and Pinehurst Streets and incorporation of the linear parcel into future residential subdivision phases of Woodland Ridge.

DISCUSSION/FINANCIAL IMPACT:

The applicant initiated the annexation request by submittal of a complete application on September 3, 2024. In accordance with SDC 5.7.155 and ORS 222.040, 222.180 and 222.465, if approved the annexation will become effective 30 days following Ordinance adoption and signature by the Mayor, or upon acknowledgement by the State, whichever date is later. The territory requested for annexation is a linear panhandle driveway extension of property that lies between the Pinehurst neighborhood to the east and the developing Woodland Ridge neighborhood to the west. The developer of both neighborhoods (Hayden Homes) recently acquired ownership of the subject property and, upon annexation, intends to incorporate the linear parcel into the Woodland Ridge subdivision area. The subject property is located inside the City's Urban Growth Boundary (UGB), and it abuts the City limits line along all four sides. The property will be concurrently rezoned to remove the Urbanizable Fringe Overlay (UF-10) such that land development limitations imposed by the UF-10 overlay will no longer apply upon annexation. As outlined in the attached staff report (Attachment 2, Exhibit C), the annexation area can be served with the minimum level of key urban facilities and services as required in the Springfield Comprehensive Plan – Urbanization Element. The attached staff report provides details about the requirements to extend utility and transportation connections across the subject territory to serve the Woodland Ridge neighborhood to the west. The proposed annexation meets the criteria of approval for annexations as established in SDC 5.7.140.

Attachments

1. Location Maps

2. Ordinance

2A. Exhibit A- Annexation Legal Description and Map

2B. Exhibit B- Annexation Application

2C. Exhibit C, Staff Report

AGENDA ITEM SUMMARY

Meeting Date:

11/04/2024

Meeting Type:

Regular Meeting

Staff Contact/Dept:

Mindy Linder/Library and Museum

S P R I N G F I E L D
C I T Y C O U N C I L

Staff Phone No:

Estimated Time:

Consent Calendar

Council Goals:

Mandate

ITEM TITLE:

Arts Commission Applicant Appointments and Arts Commissioner re-appointment

ACTION REQUESTED:

Appoint two applicants who were both interviewed and approved for appointment at the Council Work Session on Monday, October 14th, 2024.

Appoint one (1) Jane Boggs to the Springfield Arts Commission for a full term position with an expiration ending December 31, 2027; and one (1) Dave Henderson to the Springfield Arts Commission for a full term position with an expiration date ending December 31, 2027.

Re-appoint one (1) Springfield Arts Commissioner, Adam Gutierrez, who will complete his first partial term on December 31, 2024, for a full term position with an expiration date ending December 31, 2027.

ISSUE STATEMENT:

In response to City Council's decision for boards, commissions and committees to have nine (9) members, the Springfield Arts Commission has two (2) vacancies and two (2) applicants eligible for appointment, as well as one (1) current Arts Commissioner who is eligible for and seeking re-appointment.

DISCUSSION/FINANCIAL IMPACT:

The Springfield Arts Commission has two (2) vacancies. Jane Boggs and Dave Henderson applied and were interviewed at the October 14, 2024, City Council Work Session. Council approved to appoint both (2) applicants to the two vacancies.

The Springfield Arts Commission also has one (1) current Arts Commissioner, Adam Gutierrez, who will complete his first partial term on December 31, 2024, and is eligible for and seeking re-appointment for a full term position.

The Springfield Arts Commission requests that the Council formally ratify the appointments during the regular meeting.

AGENDA ITEM SUMMARY

Meeting Date:

11/04/2024

Meeting Type:

Regular Meeting

Staff Contact/Dept:

Erin Fifield/Community Development

S P R I N G F I E L D
C I T Y C O U N C I L

Staff Phone No:

541-726-2302

Estimated Time:

Consent Calendar

Council Goals:

Financially Responsible and Stable Government Services

ITEM TITLE:

Community Development Advisory Committee Bylaws Update

ACTION REQUESTED:

Approve proposed updated bylaws for the Community Development Advisory Committee.

ISSUE STATEMENT:

The City has an updated Boards, Commissions, and Committees bylaws template. The changes proposed here for the Community Development Advisory Committee are consistent with this template. The Community Development Advisory Committee has also recommended two changes to the bylaws.

DISCUSSION/FINANCIAL IMPACT:

Council previously updated the Boards, Commissions, and Committees bylaws template in 2021 to recognize a new process for recruitment, and to provide consistency and flexibility for each group. Council also updated its Operating Policies and Procedures in 2023 and include Board, Commission, Committee and Task Force Operating Policies. The Community Development Advisory Committee (CDAC) bylaws were last updated in 2016.

Attachment 1 includes the CDAC's proposed updates to the CDAC bylaws that include nearly verbatim language from the current bylaws. Working with the City Attorney's Office, other aspects of the proposed updates to the bylaws have been replaced with the standard template language, with additional language included about subcommittees that is consistent with subcommittee language that the City Attorney's Office has recommended for other Boards, Commissions, and Committees who are using the updated bylaws template.

Attachment 1 also includes two proposed changes recommended by the CDAC (highlighted in yellow): 1) Changing the terms of the Chair and Vice-Chair to two years each, rather than one year, and 2) Changing the composition of the CDAC to 7 voting members (down from 8) by making the City Council liaison a non-voting member to reflect current practice.

The Council Operating Policies and Procedures provide that Council formally approve the bylaws for Boards, Commissions, Committees.

Attachments

1. CDAC Bylaws Update 2024

AGENDA ITEM SUMMARY

Meeting Date:

11/04/2024

Meeting Type:

Regular Meeting

Staff Contact/Dept:

Amanda Clinton/Community Development

S P R I N G F I E L D
C I T Y C O U N C I L

Staff Phone No:

Estimated Time:

Consent Calendar

Council Goals:

Promote and Enhance our Hometown Feel while Focusing on Livability and Environmental Quality

ITEM TITLE:

P41059 IGA Amendment 2 For Natural Resources Inventories & Protections For Springfield's 2019 UGB Expansion Areas.

ACTION REQUESTED:

By motion:
TO AMEND THE SUBJECT IGA WITH LCOG FOR $125,893 AND AUTHORIZE THE CITY MANAGER TO NEGOTIATE AND EXECUTE THE IGA AMENDMENT.

ISSUE STATEMENT:

This IGA was executed in January 2023, amended for the first time in June 2023, and this second amendment is now necessary to enable work to proceed.

DISCUSSION/FINANCIAL IMPACT:

In January 2023, the City of Springfield (City) executed an Intergovernmental Agreement (IGA) with the Lane Council of Governments (LCOG) to support the City in identifying and evaluating the natural resources that offer significant benefits in the 2019 UGB expansion areas and should be locally protected so the City can determine where to direct future development in these areas. Partner agency (Oregon Department of Fish and Wildlife, Department of State Lands, and Department of Land Conservation and Development) discussions in 2023 revealed that completing the project would require additional consultant support, and the IGA was amended in June 2023 to extend the term and add scope and budget.

This second amendment is to further extend the term of the contract and add scope and budget resulting from additional feedback from partner agencies in 2024. The initial value of the IGA was $37,620, and the previous amendment brought the total value of the IGA to $61,100. The additional scope ($64,793) brings the new total value of the contract to $125,893. Sufficient funds are budgeted to allow this second amendment of the IGA to a new not to exceed total value of $125, 893.

Attachments

1. Second Amendment IGA

AGENDA ITEM SUMMARY

Meeting Date:

11/04/2024

Meeting Type:

Regular Meeting

Staff Contact/Dept:

Andrew Larson/Community Development

S P R I N G F I E L D
C I T Y C O U N C I L

Staff Phone No:

Estimated Time:

Consent Calendar

Council Goals:

Promote and Enhance our Hometown Feel while Focusing on Livability and Environmental Quality

ITEM TITLE:

Bicycle And Pedestrian Advisory Committee Appointments

ACTION REQUESTED:

Appoint Alan Linhares and Brenda Brown Hughey to the Bicycle & Pedestrian Advisory Committee for a three-year term, ending on December 31, 2027.

ISSUE STATEMENT:

The Bicycle & Pedestrian Advisory Committee (BPAC) currently has two vacant position due to two resignations.

Two people interviewed for the BPAC on October 14, 2024. Council gave direction to appoint both applicants, Ms. Brenda Brown Hughey and Mr. Alan Linhares to serve a three-year term.

DISCUSSION/FINANCIAL IMPACT:

The Bicycle and Pedestrian Advisory Committee (BPAC), which typically consists of nine voting members, is seeking new members for two vacant seats. The BPAC advises City Council and city staff on pedestrian and bicycle plans. The committee was established to provide input on bicycle and pedestrian infrastructure, policies. programs, education, and enforcement.

Appointing two new members will provide the BPAC with a full committee.

AGENDA ITEM SUMMARY

Meeting Date:

11/04/2024

Meeting Type:

Regular Meeting

Staff Contact/Dept:

Emily David/Library and Museum

S P R I N G F I E L D
C I T Y C O U N C I L

Staff Phone No:

Estimated Time:

Consent Calendar

Council Goals:

Mandate

ITEM TITLE:

Library Advisory Board Appointments

ACTION REQUESTED:

Reappoint Library Advisory Board members Bekah Weed and Violet Olszyk to full four-year terms beginning January 1, 2025, and ending December 31, 2028.

ISSUE STATEMENT:

The Library Advisory Board (LAB) will have two openings due to the expiration of two board members' partial terms on December 31, 2024. Both board members, Bekah Weed and Vilolet Olszyk, have reapplied for an additional full-term appointment. The terms will begin on January 1, 2025, and end on December 31, 2028. With these re-appointments, the LAB will have a complete nine-member roster with no vacancies.

DISCUSSION/FINANCIAL IMPACT:

The Library Advisory Board (LAB) asks that the Council ratify the re-appointments of board members Bekah Weed and Violet Olszyk to full four-year board member terms beginning January 1, 2025, and ending December 31, 2028. Ms.Weed has been a contributing member of the LAB since January 1, 2023, and is completing a partial term appointment. Ms.Olszyk has been a contributing member of the LAB since January 1, 2024, and is also completing a partial term. Both members are eligible for and are seeking appointment to full four-year terms. With these appointments, the LAB will have a full nine-member roster.

AGENDA ITEM SUMMARY

Meeting Date:

11/04/2024

Meeting Type:

Regular Meeting

Staff Contact/Dept:

Nathan Bell/Finance

S P R I N G F I E L D
C I T Y C O U N C I L

Staff Phone No:

Estimated Time:

5 Minutes

Council Goals:

Financially Responsible and Stable Government Services

ITEM TITLE:

Comcast Franchise Extension

ACTION REQUESTED:

Conduct a public hearing and first reading of the following ordinance: An ordinance to extend the term of ordinance 6208 granting to Comcast of Oregon II, Inc. a franchise for operation of a cable telecommunications system, adopting a severability clause, and providing an effective date (first reading).

ISSUE STATEMENT:

Shall the City Council extend Comcast's existing cable franchise until January 1, 2026 to allow the parties to complete their renewal negotiations?

DISCUSSION/FINANCIAL IMPACT:

The Franchise: Together, Lane County, the City of Eugene, and the City of Springfield have granted Comcast a franchise for the operation of a cable communications system. In 2007, the three entities amended and renewed Comcast's franchise through August 1, 2018.

The Extensions to Date: The term of the franchise has been extended several times, most recently to January 1, 2025, with Ordinance 6455. Initially, the extensions resulted from delays while staff tried to resolve a dispute with Comcast arising from a franchise fee review the jurisdictions conducted. This review resulted in staff attempting to resolve fee review issues while also trying to negotiate the terms for the franchise renewal. Additional delays have stemmed from the departure of Comcast personnel who had been working on the franchise renewal.

In 2019, the Federal Communications Commission (FCC) adopted rules regarding cable regulations which were unfavorable to local government franchising authorities and are affecting franchise negotiations. For example, the order not only allows cable operators to offset from their 5% franchise fees the value of "cable related, in-kind contributions," such as free service or cable boxes in government buildings, it prohibits local franchising agencies from charging cable operator's additional fees - aside from the 5% cable franchise fee - for use of the public rights-of-way to provide other services, including broadband internet.

Numerous franchising authorities, including the City of Eugene, filed a lawsuit challenging the FCC Cable Order. Although the Sixth Circuit Court of Appeals recently upheld most of the order, additional litigation or petitions are likely to be filed in the case. Therefore, Lane County, the City of Eugene, and the City of Springfield believe additional time is needed to allow for the potential litigation to be completed. This proposed ordinance requesting an extension would extend only the term of the current franchise to January 1, 2026. All other franchise terms and conditions would remain the same. When negotiations are completed, the proposed franchise renewal agreement will be brought to the City Council for action.

Attachments

1. Comcast Extension Ordinance

2. Comcast Acceptance Ordinance

AGENDA ITEM SUMMARY

Meeting Date:

11/04/2024

Meeting Type:

Regular Meeting

Staff Contact/Dept:

Jessica Crawford/Springfield Police Department

S P R I N G F I E L D
C I T Y C O U N C I L

Staff Phone No:

Estimated Time:

5 Minutes

Council Goals:

Financially Responsible and Stable Government Services

ITEM TITLE:

2024 Justice Assistance Grant

ACTION REQUESTED:

Hold a public hearing on the proposed use of the 2024 Justice Assistance Grant.

ISSUE STATEMENT:

The Police Department proposes use of the 2024 Justice Assistance Grant to purchase a handheld narcotics analyzer device.

DISCUSSION/FINANCIAL IMPACT:

The City of Springfield was awarded the Department of Justice, Local Justice Assistance Grants (JAG) for 2024 in the amount of $18,107. JAG grants are an annual, non-competitive grant award designated to support public safety goals. Agencies propose use of the local JAG grant funds to support program costs without a dedicated funding source.

The Springfield Police Department proposes use of the 2024 JAG grant award to provide primary funding for a handheld narcotics analyzer device to support police and jail efforts for drug detection, reducing risk to staff and the community. Purchase of a handheld drug detection instrument is listed as a recommended use for JAG funds within the grant solicitation and is a tool that was being reviewed by police staff.

The Department has requested this public hearing to inform the Council and the public of the grant opportunity, the proposed use of grant funds, and to fulfill an application requirement for review by the local governing body and opportunity for public comment.

Attachments

1. 2024 JAG Proposal Narrative

AGENDA ITEM SUMMARY

Meeting Date:

11/04/2024

Meeting Type:

Regular Meeting

Staff Contact/Dept:

Haley Campbell/Community Development

S P R I N G F I E L D
C I T Y C O U N C I L

Staff Phone No:

541-726-3647

Estimated Time:

5 Minutes

Council Goals:

Financially Responsible and Stable Government Services

ITEM TITLE:

Springfield Development Code Amendments: Annexations

ACTION REQUESTED:

Conduct a second reading and adopt/not adopt an Ordinance amending the Springfield Development Code related to Annexation, adopting a savings clause and a severability clause, and providing an effective date.

ISSUE STATEMENT:

This project is a continuation of work that has been ongoing since 2018 involving a phased plan to update the entire Springfield Development Code. The project objectives for the Annexation Code Amendments are to:

Provide easy to understand code language presented in a clear and user-friendly format.
Provide a straightforward initiation and review path for annexations.
Enable efficient review of annexation applications, which includes a discussion on whether to continue to allow or expand instances when annexation would not require a public hearing.

DISCUSSION/FINANCIAL IMPACT:

The Council held a work session on September 16, 2024 and a public hearing on October 21, 2024. One public comment was received during the public hearing. Staff updated the staff report and code amendments to remove the yellow highlighting that showed the changes between the Planning Commission and City Council public hearing.

If adopted, these amendments will reduce the costs to provide notice of public hearings and streamline the approval process for certain owner consent annexations.

Attachments

1. Ordinance Stamped

Exhibit A: Legislative Version of Code Amendments

Exhibit B: Staff Report and Findings