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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
Alan Stout, Ward 6

City Manager:

Nancy Newton
City Recorder:

Allyson Pulido
541-726-3700

These meetings will be available via phone, internet using Zoom and in person. Members of the public wishing to attend these meetings electronically can call in or attend virtually by following the directions below. This information can also be found on the City's website.

The meeting location is wheelchair-accessible. For the hearing-impaired, an interpreter can be provided with 48 hours' notice prior to the meeting. For meetings in the Council Meeting Room, a "Personal PA Receiver" for the hearing impaired is available, as well as an Induction Loop for the benefit of hearing aid users.
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.

March 3, 2025
Monday
_______________________________
6:00 p.m. Work Session
Council Meeting Room
or
Virtual Attendance
Registration Required:
Attend from your computer, tablet or smartphone:
Zoom
Meeting ID: 833 2239 3306
https://us06web.zoom.us/webinar/register/WN_bEZ6ENT3Sxa8dsBNjdErNw
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

(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 Stout___.

Housing Related Code and Plan Update

[Haley Campbell]

(30 mins)

ADJOURNMENT

_________________________________
AMENDED: to add attachment to Public Hearing, "Glenwood Riverfront Annexations"
7:00 p.m. Regular Meeting
Council Meeting Room
or
Virtual Attendance
Registration Required:
Attend from your computer, tablet or smartphone:
Zoom
Meeting ID: 833 2239 3306
https://us06web.zoom.us/webinar/register/WN_bEZ6ENT3Sxa8dsBNjdErNw
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 Stout____.

PLEDGE OF ALLEGIANCE

SPRINGFIELD UPBEAT

Women in Construction Week Proclamation 2025

CONSENT CALENDAR

Claims

Minutes

Resolutions

Resolution authorizing the City Manager to award contracts exceeding $100,000 and approve amendments to public contracts exceeding levels in Springfield Municipal Code section 2.706(3) in conformance with all other applicable requirements of the Springfield Municipal Code and Oregon Public Contracting Law during the period commencing March 4, 2025, and continuing through April 6, 2025, while the Common Council is on spring recess.

Ordinances

Annexation Of Territory To The City Of Springfield - Annex Approximately 26.6 Acres Of Vacant Property In South Glenwood Located On The East And West Sides Of Franklin Boulevard Between The Central Oregon Pacific Railroad Bridge And 5470 Franklin Boulevard.

Other Routine Matters

Bicycle & Pedestrian Advisory Committee Appointment

Award For Harbor Drive Pump Station Consultant Contract, C3828.

October 2024 Disbursements For Approval

November 2024 Disbursements For Approval

December 2024 Disbursements For Approval

January 2025 Disbursements For Approval

Contract Approval - Peoplesoft / Oracle Managed Services

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.

Glenwood Riverfront Annexations

[Tom Sievers]

(25 mins)

An ordinance annexing certain territory (Map 17-03-34-41, TLs: 400, 500, 700, 800, 900, 1000, 1300, & 1500; Map 17-03-34-42, TLs: 100, 200, 300, 400, 500, 501, 502, 503, 504, 600, 700, 800, 900, 1000, 1200, 1300, 1400, 1500, 1600, 1700, 1800, 1900, 2000, & 2100) to the City of Springfield; withdrawing the same territory from the Glenwood Water District and the Willakenzie-Springfield Rural Fire Protection District; adopting a severability clause; and providing an effective date (first reading).

NO ACTION REQEUSTED, FIRST READING ONLY

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

RESOLUTIONS

Resolution Of Necessity: Filling In The Gaps– Safe Routes To School (Srts) Capital Improvement Project (P21147).

[ Jeremy Sherer]

(10 mins)

RESOLUTION NO. 1 RESOLUTION EXERCISING THE POWER OF EMINENT DOMAIN PURSUANT ORS 35.600 THROUGH 35.625 CONCERNING ACQUISITION OF PERMANENT RIGHT OF WAY AND TEMPORARY CONSTRUCTION EASEMENTS NECESSARY FOR THE FILLING IN THE GAPS – SAFE ROUTES TO SCHOOL CAPITAL IMPROVEMENT PROJECT (Project No. P21147)

MOTION: ADOPT/NOT ADOPT RESOLUTION NO. 1

BUSINESS FROM THE CITY COUNCIL

Planning Commission Appointment

[Sandy Belson]

(5 mins)

BUSINESS FROM THE CITY MANAGER

BUSINESS FROM THE CITY ATTORNEY

ADJOURNMENT

AGENDA ITEM SUMMARY

Meeting Date:

03/03/2025

Meeting Type:

Work Session

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:

30 Minutes

Council Goals:

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

ITEM TITLE:

Housing Related Code and Plan Update

ACTION REQUESTED:

Staff is introducing the project to City Council and asking for input on engagement.

ISSUE STATEMENT:

The Purpose of the Housing Related Code and Plan Update is to continue the ongoing work of Springfield's Housing Strategy and help the City come into compliance with all state housing-related statutes and rules, as well as alignment with the City's goals for facilitating housing production, affordability, and choice by reducing regulatory barriers. Particular attention will be focused on amending the City's Development Code to include clear and objective standards for Mixed-Use Districts as expressed in Springfield City Council Resolution No. 2023-28.

DISCUSSION/FINANCIAL IMPACT:

Background
Staff last presented this upcoming work to the City Council when they adopted the Housing in Non-Residential Areas Code Amendments in 2024. Public comments had inquired about amendments to the Mixed-Use districts. Staff noted that while that was outside of the scope of the Housing in Non-Residential Areas work, the mixed-use districts would be explored with support from consultants funded and managed by the Department of Land Conservation and Development as part of this project.

Discussion

At this meeting, staff will introduce the project and ask the City Council to provide direction on engagement strategies. Staff anticipates incorporating Council's feedback into the Community Engagement Plan that will go to the Committee for Citizen Involvement (the Planning Commission) on March 18, 2025, for approval.

The Community Engagement Plan will need to be finalized based on input from the Council and the Planning Commission acting in its capacity as the Committee for Citizen Involvement (CCI). Following the CCI's approval of the engagement plan, staff will be presenting the results of the code and plan audit at work sessions with Council and the Planning Commission. Any recommendations from those work sessions will guide the work on the code and plan concepts and amendments phases of the project.

Next Steps
Staff will continue to conduct work sessions with Council as necessary to inform them of the progress being made on the drafts of the code and plan amendment sections. The goal is to complete the public hearing drafts by the end of the year, to facilitate starting the public hearing process in 2026.

Attachments

2. Presentation Slides

AGENDA ITEM SUMMARY	Meeting Date:	03/03/2025

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

SUBJECT:

Women in Construction Week Proclamation 2025

Attachments

Women in Construction Proclamation 2025

AGENDA ITEM SUMMARY

Meeting Date:

03/03/2025

Meeting Type:

Regular Meeting

Staff Contact/Dept:

Jessica Mumme/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:

Consent Calendar

Council Goals:

Financially Responsible and Stable Government Services

ITEM TITLE:

ACTION REQUESTED:

Adopt/Not Adopt the following Resolution: A Resolution authorizing the City Manager to award contracts exceeding $100,000 and approve amendments to public contracts exceeding levels in Springfield Municipal Code section 2.706(3) in conformance with all other applicable requirements of the Springfield Municipal Code and Oregon Public Contracting Law during the period commencing March 4, 2025, and continuing through April 6, 2025, while the Common Council is on spring recess.

ISSUE STATEMENT:

During the City Council's spring recess, the City will need to award contracts that exceed the City Manager's signature authority and may need to approve amendments to public contracts where the amendment cost exceeds the limits imposed by Springfield Municipal Code section 2.706(3). These actions are normally approved by the Council. To allow City business to proceed as usual during the recess, the Council may want to authorize the City Manager to approve such actions.

DISCUSSION/FINANCIAL IMPACT:

The Springfield Municipal Code sets administrative limits on the City Manager's signature authority to make purchases and award contracts. Council authorization is required for amounts greater than the intermediate threshold. Section 2.706(3) of the Springfield Municipal Code prohibits amendments to public contracts where the amendment cost exceeds certain limits imposed by the Code except in certain cases of City Council approval. For the duration of the Council's 2025 spring recess, staff suggests that the Council authorize the City Manager to approve competitive bid contracts that exceed the intermediate procurement threshold, Requests for Proposals, other personal services contracts exempt from bidding requirements under the purchasing regulations, and to approve amendments to public contracts where the amendment cost exceeds the limits imposed by section 2.706(2)(c) without Council approval. All expenditures have been budgeted and all purchasing provisions of the Springfield Municipal Code are to be followed. City Manager authorization will allow projects to stay on schedule, public service to continue uninterrupted, and limit the City's exposure.

Attachments

1. Contracts Over Spring Recess

2. Resolution Contracts Over Spring Recess

AGENDA ITEM SUMMARY

Meeting Date:

03/03/2025

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:

ACTION REQUESTED:

Conduct a second reading and adopt/not adopt the following ordinance: An Ordinance Annexing Certain Territory (Four Vacant Parcels comprising approximately 26.6 acres in south Glenwood and identified as Assessor's Map 18-03-02-32, Tax Lot 3800; Map 18-03-02-33, Tax Lot 5100; and Map 18-03-03-40, Tax Lots 300 & 700) to the City of Springfield and the Willamalane Park & Recreation District; Withdrawing portions of said territory from the Glenwood Water District and the Pleasant Hill Goshen Fire & Rescue District; Adopting a Severability Clause; and providing an Effective Date (Second Reading).

ISSUE STATEMENT:

The City Council is requested to consider adopting an Ordinance to annex approximately 26.6 Acres of real property in south Glenwood. The proposed annexation is intended to facilitate future construction of a public water utility installation on the property.

DISCUSSION/FINANCIAL IMPACT:

The annexation request was initiated by owner consent and the territory includes portions of the Hillside Overlay District and mapped Flood Hazard area of the Willamette River. The City Council conducted a quasi-judicial public hearing for the annexation request at the regular meeting on February 18, 2025 in accordance with SDC 5.7.115(A). The applicant's representative testified in support of the proposed annexation and no other written or verbal testimony was received. In accordance with SDC 5.7.155 and ORS 222.040, 222.180 and 222.465, if approved at the regular meeting on March 3, 2025 the annexation will become effective 30 days following ordinance adoption and signature by the Mayor or upon acknowledgment by the state, whichever date is later. The subject property meets the standards and provisions of SDC 5.7.100 and applicable state statutes for annexation; Council is requested to conduct the second reading and consider adopting the Ordinance annexing the property to the City and Willamalane Park & Recreation District and withdrawing portions of the territory from the Glenwood Water District and the Pleasant Hill Goshen Fire & Rescue District.

Attachments

1. Location Maps

2. Annexation Application

3. Ordinance

3a. Ordinance Exhibit A: Maps and Legal Descriptions

3b. Ordiance Exhibit B: Staff Report and Recommendations

AGENDA ITEM SUMMARY

Meeting Date:

03/03/2025

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 & Pedestrian Advisory Committee Appointment

ACTION REQUESTED:

Appoint Tonya Mildon 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 one vacant position, one due to a resignation.

One person was interviewed for the BPAC on February 18, 2025, and Council gave direction to appoint Ms. Tonya Mildon.

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. The committee has one vacancy due to the resignation of Paul Metzler on January 7, 2025.

Appointing one new member will complete the 9-member committee.

AGENDA ITEM SUMMARY

Meeting Date:

03/03/2025

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:

Maintain and Improve Infrastructure and Facilities

ITEM TITLE:

Award For Harbor Drive Pump Station Consultant Contract, C3828.

ACTION REQUESTED:

Approve or reject the following motion:TO AWARD THE SUBJECT CONTRACT TO THE DYER PARTNERSHIP ENGINEERS AND PLANNERS, INC. FOR $137,900.

ISSUE STATEMENT:

We received 1 proposal which was scored for the Harbor Drive Pump Station Design project. A contract award is now necessary to enable design work to proceed.

DISCUSSION/FINANCIAL IMPACT:

The City of Springfield requested proposals through the formal RFP process to establish a contract with a consultant or firm for engineering, geotechnical, and environmental services to design the new Harbor Drive Pump Station. The work will include the investigation and evaluation of the proposed service area, equipment and vehicular site access, flooding and inclement weather resiliency, impervious surface and stormwater management requirements, review of the current codes and standards, preparation of operation & maintenance manuals, preliminary & final design, along with startup & commissioning. It will also include investigation, data collection, and pre-design to be performed in sufficient detail to determine lift station location options, vault type and size options, sewer line size, routing, permitting and easement needs, odor control, generator sizing, and influent gate design.

The following design firms provided proposals:
The Dyer Partnership Engineers and Planners, Inc.

The internal review committee scored the Dyer Engineers and Planners Inc. and determined they are qualified and capable of completing the design. It is now necessary for the Council to award the contract. Funding for this project will utilize budgeted local sewer funds.

Attachments

1. Design Contract

AGENDA ITEM SUMMARY

Meeting Date:

03/03/2025

Meeting Type:

Regular Meeting

Staff Contact/Dept:

Vahana Horn/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:

Consent Calendar

Council Goals:

Mandate

ITEM TITLE:

October 2024 Disbursements For Approval

ACTION REQUESTED:

Approval of the following motion to:
Approve the OCTOBER 2024 Disbursements for Approval

ISSUE STATEMENT:

The OCTOBER 2024 Disbursements for Approval is attached for your review and approval.

DISCUSSION/FINANCIAL IMPACT:

Checks totaling $4,675,559.42 were issued in OCTOBER 2024. Documentation supporting these payments has been reviewed.

Attachments

RS FIN DISBURSEMENTS OCTOBER 2024

CERT OF APPROVAL OCTOBER 2024

AGENDA ITEM SUMMARY

Meeting Date:

03/03/2025

Meeting Type:

Regular Meeting

Staff Contact/Dept:

Vahana Horn/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:

Consent Calendar

Council Goals:

Mandate

ITEM TITLE:

November 2024 Disbursements For Approval

ACTION REQUESTED:

Approval of the following motion to: Approve the NOVEMBER 2024 Disbursements for Approval

ISSUE STATEMENT:

The NOVEMBER 2024 Disbursements for Approval is attached for your review and approval.

DISCUSSION/FINANCIAL IMPACT:

Checks totaling $3,450,561.00 were issued in NOVEMBER 2024. Documentation supporting these payments has been reviewed.

Attachments

1. Disbursements November 2024

2. Certificate of Approval November 2024

AGENDA ITEM SUMMARY

Meeting Date:

03/03/2025

Meeting Type:

Regular Meeting

Staff Contact/Dept:

Vahana Horn/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:

Consent Calendar

Council Goals:

Mandate

ITEM TITLE:

December 2024 Disbursements For Approval

ACTION REQUESTED:

Approval of the following motion to: Approve the DECEMBER 2024 Disbursements for Approval

ISSUE STATEMENT:

The DECEMBER 2024 Disbursements for Approval is attached for your review and approval.

DISCUSSION/FINANCIAL IMPACT:

Checks totaling $4,915,862.23 were issued in DECEMBER 2024. Documentation supporting these payments has been reviewed.

Attachments

1. Disbursements December 2024

2. Certificate of Approval December 2024

AGENDA ITEM SUMMARY

Meeting Date:

03/03/2025

Meeting Type:

Regular Meeting

Staff Contact/Dept:

Vahana Horn/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:

Consent Calendar

Council Goals:

Mandate

ITEM TITLE:

January 2025 Disbursements For Approval

ACTION REQUESTED:

Approval of the following motion to: Approve the JANUARY 2025 Disbursements for Approval

ISSUE STATEMENT:

The JANUARY 2025 Disbursements for Approval is attached for your review and approval.

DISCUSSION/FINANCIAL IMPACT:

Checks totaling $5,294,028.84 were issued in JANUARY 2025. Documentation supporting these payments has been reviewed.

Attachments

1. Disbursements January 2025

2. Certificate of Approval January 2025

AGENDA ITEM SUMMARY

Meeting Date:

03/03/2025

Meeting Type:

Regular Meeting

Staff Contact/Dept:

Christopher Sarrett/Information Technology

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:

Financially Responsible and Stable Government Services

ITEM TITLE:

Contract Approval - Peoplesoft / Oracle Managed Services

ACTION REQUESTED:

Approve Contract and authorize the City Manager to sign the agreement with Beacon Inc.

ISSUE STATEMENT:

The IT Department has completed an RFP for managed services to provide high-level maintenance and support of the HR and Financial PeopleSoft environments. Beacon Inc. was selected based on price of services as well as their demonstration of skills and experience relative to the City's needs. This service was previously provided by ERPA Inc.

DISCUSSION/FINANCIAL IMPACT:

The City has maintained managed services to act as a staff supplement to City IT staff providing high-level PeopleSoft managed services for the last 5 years. These services provide highly specialized skill sets that are difficult and inefficient to maintain within City staff.

The total cost of this agreement is not to exceed $100,000 / year.

Staff requests Council authorize the contract and give the City Manager approval to enter into agreement with Beacon Inc.

Attachments

1. Contract 3818-Beacon

AGENDA ITEM SUMMARY

Meeting Date:

03/03/2025

Meeting Type:

Regular Meeting

Staff Contact/Dept:

Thomas Sievers/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:

25 Minutes

Council Goals:

Community and Economic Development and Revitalization

ITEM TITLE:

Glenwood Riverfront Annexations

ACTION REQUESTED:

Conduct a legislative public hearing and first reading of the following ordinance:

An ordinance annexing certain territory (Map 17-03-34-41, TLs: 400, 500, 700, 800, 900, 1000, 1300, & 1500; Map 17-03-34-42, TLs: 100, 200, 300, 400, 500, 501, 502, 503, 504, 600, 700, 800, 900, 1000, 1200, 1300, 1400, 1500, 1600, 1700, 1800, 1900, 2000, & 2100) to the City of Springfield; withdrawing the same territory from the Glenwood Water District and the Willakenzie-Springfield Rural Fire Protection District; adopting a severability clause; and providing an effective date (first reading).

ISSUE STATEMENT:

The City Council is requested to consider an ordinance to annex 21.11 acres of property zoned and designated Glenwood Residential Mixed-Use and Glenwood Commercial Mixed-Use, which are located in west Springfield in the Glenwood area north of Franklin Boulevard. The proposed annexation was initiated by Council Resolution 2024-22 and is requested by SEDA to facilitate economic revitalization.

DISCUSSION/FINANCIAL IMPACT:

The City Council is authorized by Oregon Revised Statutes (ORS) Chapter 222 and Springfield Development Code (SDC) Section 5.7.100 to act on annexation requests. In accordance with SDC 5.7.155 and ORS 222.040, 222.180 and 222.465, if approved the annexation will become effective on the day following the general election, November 4, 2025, or upon acknowledgment by the State, whichever date is later.

The territory requested for annexation is a group of 32 tax lots between Franklin Boulevard and the Willamette River. The properties are zoned and designated for Glenwood Residential Mixed-Use and Glenwood Commercial Mixed-Use with an Urbanizable Fringe Overlay (UF-10), and are located inside the City's Urban Growth Boundary (UGB). The UF-10 overlay will no longer apply upon annexation.

As outlined in the attached staff report (Exhibit D), the annexation area can be served with the minimum level of key urban facilities and services as required in the Springfield 2030 Comprehensive Plan – Urbanization Element. The staff report also confirms the request meets the criteria of approval for annexations established in SDC 5.7.140.

Recommendation: The subject properties comply with the standards and provisions of the SDC and applicable ORS for annexation; Council is requested to conduct the first reading and public hearing of the ordinance annexing this property to the City and withdrawing from the Glenwood Water District and the Willakenzie-Springfield Rural Fire Protection District.

Attachments

1. Location Maps

2. Annexation Ordinance

2a. Site Map and Legal Description

2b. Resolution 2024-22

2c. Annexation Petition

2d. Staff Report

3. Annexation Application Packet

8. PowerPoint Slides

AGENDA ITEM SUMMARY

Meeting Date:

03/03/2025

Meeting Type:

Regular Meeting

Staff Contact/Dept:

Jeremy Sherer/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:

10 Minutes

Council Goals:

Maintain and Improve Infrastructure and Facilities

ITEM TITLE:

RESOLUTION OF NECESSITY: Filling in the Gaps– Safe Routes to School (SRTS) Capital Improvement Project (P21147).

ACTION REQUESTED:

Adopt/not adopt the following Resolution: RESOLUTION EXERCISING THE POWER OF EMINENT DOMAIN PURSUANT ORS 35.600 THROUGH 35.625 CONCERNING ACQUISITION OF PERMANENT RIGHT OF WAY AND TEMPORARY CONSTRUCTION EASEMENTS NECESSARY FOR THE FILLING IN THE GAPS – SAFE ROUTES TO SCHOOL CAPITAL IMPROVEMENT PROJECT (Project No. P21147)

ISSUE STATEMENT:

The City of Springfield is in the final process of design for the Filling in the Gaps– Safe Routes to School (SRTS) Capital Improvement Project and is requesting the Council adopt a resolution authorizing the acquisition of right-of-way and temporary construction easements needed for the project as required by law

DISCUSSION/FINANCIAL IMPACT:

The City of Springfield approved the "Filling in the Gaps" – Safe Routes to School (SRTS) Capital Improvement Project, City Project No. P21147 (ODOT Key No. 20236), was adopted by the City of Springfield "Capital Improvement Program 2025 to 2029" by motion on January 29, 2024, the appropriation of funds was approved on June 17, 2024 for the FY25 budget by resolution 2024-17 and through the Intergovernmental Agreement ODOT Contract No. 32511 (City of Springfield C2071) with the Oregon Department of Transportation, executed on June 9, 2018

The project is designed in a manner which is most compatible with the greatest public good and the least private injury. The improvement will be of a general benefit in helping improve conditions for students walking to and from school across Springfield and other people who wish to use sidewalks. The project's right of way needs has been determined based on engineering design plans for this project to accommodate the new infrastructure.

Permanent right of way will be acquired from 12 separate properties under private ownership along 21st Street and E Street (See Exhibit B). To initiate condemnation proceedings, a Resolution of Necessity is required by state law (ORS35) to be adopted by the Council.

The purpose of the Resolution of Necessity places private property under the threat of condemnation to allow the City to proceed with condemnation proceedings in those cases where agreement on public acquisition cannot be reached. Right of Way Staff will negotiate in good faith and in compliance with state and federal laws to reach an agreement on just compensation. Should negotiations fail, other alternatives will be explored. Nevertheless, Right of Way Staff will work with the City Attorney's office to make every attempt to reach agreement before proceeding with condemnation.

The right-of-way process is the critical path of the project schedule, allowing for construction of this project to begin in 2025. Adopting the Resolution of Necessity currently aids in keeping the project on schedule.

Attachments

1. Resolution of Necessity

AGENDA ITEM SUMMARY

Meeting Date:

03/03/2025

Meeting Type:

Regular Meeting

Staff Contact/Dept:

Sandy Belson/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:

541-736-7135

Estimated Time:

5 Minutes

Council Goals:

Mandate

ITEM TITLE:

Planning Commission Appointment

ACTION REQUESTED:

Appoint Jonathan Siegle to fill the Planning Commission vacancy.
Or
Appoint Deanna Jacobson to fill the Planning Commission vacancy.

ISSUE STATEMENT:

The Planning Commission has one vacancy as the result of Commissioner Rhoads' resignation, effective as of March 10th, 2025. His four (4) year term expires December 31st, 2026.

DISCUSSION/FINANCIAL IMPACT:

On February 18th Council held three (3) interviews to fill one (1) vacancy on the Planning Commission, which is the result of Commissioner Rhoads' resignation. The City received three (3) applications during a six-week recruitment process. Council interviewed the three applicants on February 25. Subsequent to the interviews, Gary Jones withdrew his application.

The Springfield Planning Commission is a seven-member volunteer Commission appointed by the City Council. The members serve four-year terms that are staggered to avoid more than two positions expiring at the same time. Positions are "at-large", and do not represent specific geographic areas. Of the seven members, two may live outside the city limits (but within the Urban Growth Boundary) and two may be involved in the Real Estate profession. At present, Commissioner Rhoads is the only Commissioner involved in the Real Estate profession, and he is resigning as of March 10th 2025; all Commission members currently reside within the city limits.

The new appointment will be effective on March 11th, 2025 and end December 31st, 2026.

Attachments

1. Siegle Application

2. Jacobson Application

3. Jones Withdrawal