Springfield City Council — February 3, 2025

0:04 I'm going to call the Springfield City Council work session to order with a roll call Mayor Van Gordon here councelor Weber here councelor Mo here councelor rodley here councelor Blackwell here councelor Doyle here and councelor stout here thank you we have one item for the work session this evening the Springfield pavement management report please tell me it's got a cool acronym the spmr the smir I got

0:56 nothing good evening mayor Van Gordon council members and everybody else in attendance uh today we're here to present an exciting step forward and how we manage maintain collect yes one second you're going to have to give us some instructions here I know you're gonna dive into a presentation do you want to go through the whole thing first and me hold these guys back with the questions or do you want them fired at you I'm just gonna issue an opening statement we're gonna have a presentation by our vendor and then we can fire then I'll ask Megan she's got a prequel of the presentation go ahead this all right welcome um today to we're here to present an exciting step forward in how we manage maintain collect Springfield Street management infrastructure data as you know maintaining the city streets is a crucial step to ensuring safe and efficient transportation for our

1:41 residents in the past we've relied on City staff to visually inspect streets and and assess pavement conditions while this approach provided valuable data was timec consuming labor intensive and diverted staff from other essential projects to address these challenges we've partnered with INF structure Management Services IMS um to collect data that will be instrumental and implemented a more efficient datadriven approach for pavement assessment in August of this last summer IMS utilized their state-of-the-art integrated Road information system Iris Pro there you go there's your acronym um to capture continuous high resolution pavement management images assessing Key conditions like cracking

2:27 ruting roughness across 203 Centerline miles additionally IMS deployed its fast falling weight deflectometer to evaluate the structural Integrity of our material and collector roadways this collaboration not only alleviates pressure on our staff but also provides an unbiased comprehensive analysis of our streets current conditions by leveraging this data we aim to establish a baseline for future Street preservation and Rehabilitation efforts this will enable us to prioritize and plan more effectively enhan the quality and longevity of Springfield Street infrastructure while saving costs in the long run um I'm now pleased to announce Megan Ratliff from infrastructure Management Services Services who will provide a

3:13 more detailed who will provide more detailed insights into the meth methodologies behind the pavement assessment and how this partnership will benefit the city so Megan I turn it to you thank you so much uh can everyone hear me all right awesome um and uh so should I share my screen here or or is it kind of pulled up for you guys to see already just before I start sharing I'm looking for instructions if we're driving or she is you're driving okay

4:08 sharing yeah you can see it okay so uh can you see my mouse possibly as well just want to confirm it's the right screen yep okay all right so apologies just want to make sure we get that out of the way so uh thank you for the introduction I am Megan Ratliff I am a pavement engineer at ICC IMS um so basically I'm here today to talk to you about our joint project with Springfield um which basically was to go through the payment management process and update you guys' payment conditions and uh generate a payment management plan that will help you in the future so let's get into it uh first I just kind of want to talk about some of the agenda items uh for this presentation so I'll first talk about the payment management process and what this means and then I'll go into the payment uh condition survey that we

4:53 actually performed and then I'll get into some representative conditions in Springfield and then I'll talk about the overview of what these conditions are and then finally we'll get into the analysis of this data and actual project planning planning efforts that were done so with that I'll get into the payment management process um so I kind of like to explain this uh you know you guys have certain objectives as a a city an agency um different policies and this varies as you know we go across the country we deal with different agencies all over um different budgets we en counter so we like to customize our approach to these different objectives and then we deploy our equipment we assess those payement conditions in your

5:39 network and then we provide you with that data and then we actually do the analysis on that data that gives you a plan to to approach some of those objectives some of those goals that you may have um and then you guys Implement them and you actually you know integrate them into your your your workflows you make sure that you in incorporate them into your your day-to-day activities and then we repeat this process every couple of years um so this is what I like to call the M payment management process and generally speaking this is what all agencies do in some form or fashion and just to get into the the actual uh driving mechanisms behind some of the pavment management approaches um so essentially payment management it

6:26 depends on quantifying the payment management uh the payment scores um so basically payment condition index uh it's a way that we quantify the payment conditions uh for all networks so the scores go from zero to 100 with 100 being as good as possible so excellent and typically Pavements deteriorate according to this this uh curve that you see here on the right so you see here it's it's shallower at the top and then it drops down really steeply so basically what that means is uh it stays really good for a long time and then it drops suddenly and that happens because of the traffic that it sees the environment uh of the surrounding area U for whatever reason but typically it is

7:12 cheaper to preserve the pavement life uh for as long as possible than it is to try to rehabilitate it after it deteriorates significantly so it is cheaper to try to extend the life than it is to try to fix it at the end of its life if that makes sense so uh this just kind of shows that process so um typically it's it's better like I said to try to keep it in good condition for as long as possible so you see here it kind of dips down and then you may maybe do some preservation treatment to make it increase in condition a little bit more and then go it deteriorates after a while and then you do the same thing whereas if you had let it deteriorate it maybe got to a really poor State and that means that

7:59 all you could do was reconstruct it essentially so this is kind of the idea where we call it cost of deferral to try to um you know treat things in a u in a good state so that it lasts longer essentially so now I'll get into our actual payment condition survey that we performed so uh this is our Iris Pro pave B is that cool acronym that was mentioned at the beginning um this is essentially just a very high-tech piece of equipment with lasers on the back that allows us to identify all distresses on pavement surfaces um so just some of these distresses include uh alligator cracking ruting uh longitudinal and transverse cracking block cracking all of these different

8:45 things um a lot of people may not be familiar with the exact type of each of these cracking but it does matter in terms of quantifying that score that I mentioned the 0o to 100 so basically we drove all the roads in Spring spr Fields Network and we Quantified all of these types of distresses for each roadway and you can see some examples of how we're able to get that um and this is just some quick screenshots but uh I like to call attention to the cracking over here so we can see all of the cracks on the surface because of our laser uh outfitted equipment and we're able to see how wide and how deep the cracks are and this does matter for like I said in terms of quantifying that score so just to kind of give you an

9:31 idea of how we're able to do that so like I said you know we get this score 0 to 100 um and we are able to incorporate U those distresses like I mentioned on the surface but also how rough the pavement is so with those two uh quantities we're able to come up with a very comprehensive score for the the surface of the pavement that gives us a very good indication of how well it's doing how well it's forming and another piece of this project was our fall falling weight deflectometer equipment um and this is actually one of the best ways that you're able to tell how structurally healthy the roadways are because everything I've mentioned so far the the cracking on the surface the ruting on

10:17 the surface um and then the roughness all of that is everything exactly like I said on the surface so this with the falling weight deflectometer allows us to see how healthy it is underneath the surface and this actually plays a very big role in terms of what types of rehabs we're recommending for each segment um and and essentially what kind of plan we're generating for the roadway Network so this is something that was done for this project um and it's just a very good indicator of that structural health so we take all of those things that I've mentioned so far the surface condition the roughness and the structural index and we're able to calculate that score from 0 to 100 um

11:02 and I just like to call out anything below a 40 is considered poor or very poor so just to kind of give some context and now I'll kind of go through some uh images from the the Springfield Network that kind of give you an idea of where these Pavements fall in the in the categories from 0 to 100 so first very poor so um this one you can see it's riddled with alligator cracking um and just so you know this is a very uh load Associated distress like we call it in pavement management uh that just means the cracking goes all the way to the bottom which means essentially the pavement is completely failed so um all that can be done for this roadway is rip it up and replace it

11:48 with a new one so this score is a PCI of three out of 100 so very low and then we get into the poor category you can see it's much less of that cracking but there is still a significant amount along the surface in the center here so this score is about a 33 so this just lets you know it does have a lot of that cracking so it is still going through to the bottom of the pavement and then here we see a marginal pavement the score is a 46 um there's less of that cracking but it is still prevalent and maybe it doesn't uh go the full length of the roadway but it is in some places and then as we get into the fair

12:33 category we're seeing essentially none of that alligator cracking I was talking about um you can see there's just kind of longitudinal and transverse maybe block cracking this just suggests that it's mainly due to the environment not necessarily due to the traffic loads so this is a PCI of 56 to kind of get you in that mindset and then here in the good um you'll notice there is still some cracking but it's not as significant not as pronounced um so this is a PCI of 67 and then again as we into very good much less of this cracking uh it's very hard to tell in some places so it's really just longitudinal and transverse so a PCI of

13:18 75 and then here at excellent there's essentially none of the cracking um there may be a few cracks here and there along the segment but overall there's not really any to to be noted and this is a PCI of 98 so now I just kind of like to get into summarizing that data and talking about the the payment conditions as a whole so um after we drove all the roadways and calculated the PCI for each roadway segment uh we were able to come up with like I said just summary charts and graphs of this information and you can see here uh the average PCI for Springfield's network is a 69 and then the backlog or the PCI percentage below

14:03 40 um is about 10.8% and to give some context um this is really pretty much on par with what we as a company see across the country um there it's not a published number anywhere but I can tell you in our experience this is pretty typical for agencies of your size um that we that we see across the country so you can see here that that trend we're seeing it's it's it's good um obviously we don't like to see a lot in the the backlog categories um so this just shows you know um whatever you guys are doing is is uh you know good for this this moment and then sometimes we also do like to summarize this by the different

14:48 functional classes that you guys have um and this is basically the types of Roads um just for example you see locals and then you get into the collectors and then arterials so those arterials are the most important roadways meaning they they service the most traffic the highest traffic volumes um and this just basically shows me you know there's a really good distribution amongst the functional classes um there's nothing to be noted as maybe being underserviced or over serviced um the minor or the arterials are a little bit better at a six 79 because like I said those are a little bit more important generally speaking but um one thing to note is the locals

15:33 make up a very large portion of the network so um the local should not be forgotten by any means and then another deliverable that was delivered for this project was this uh proprietary web application that we came up with um it's called inform and it basically allows Springfield to see all of the imagery that we collected and the data that we calculated for it so now I'd like to get into the analysis of the data we've collected and some of the project planning so up until this point everything I've showed you has been current conditions if you will now I'd like to show what the projections look like about 10 years into the

16:19 future so uh like I said we did a 10-e analysis and uh you can see here some different budget scenarios and I'd like to point out at this point that essentially everything for this analysis is estimate estimated so you know Springfield's budget is an estimate at $2.5 million per year um the unit rates that we have associated with some of the activities were estimated and um inflation was estimated but with all of the working knowledge we have we were able to come up with um budget scenarios and scenarios that show how much it is going to cost to achieve a certain goal so uh the way that this graph can be read is you got a PCI along the Y AIS

17:06 and you've got a budget along the x axis so um if you want to Target a certain PCI maybe 70 you can go over and down and that is about what we are projecting it would cost so um with this you can see it would cost about $4.22 million to keep the budget or to keep the the PCI at the same level uh past 10 years and then I also like to show this graph because uh it's a oh was there a comment yeah I had a question about the previous uh graph when you talked about our budget did it include the street bond that was passed last year or is

17:52 that just our road fund and Ben's tagging in here yeah H that did not include the bond package and that number was really just kind of thrown a dartboard um for example the operations maintenance side of the budget is 1.8 or two million so this was just trying to get us into a position to understand what we're looking at on the graphs okay so in in potentially in the future right you guys could answer the question when you include the bond package what what kind of road condition average road condition level should we be roughly at at the end of the bond life cycle correct and because of the bond packages

18:38 um you we would be able to show over the past six to eight years an improvement in the surface condition okay perfect thank you you're welcome thank you there's more questions um I'll just kind of show this graph this is one of my favorite graphs to show uh because it shows PCI on the Y AIS and then the years along the X and it is the best graph to show okay um you know how is our budget doing over 10 years and what what do what does a certain budget look like over 10 years um so you can really see the implications of changing a budget over those 10 years so you can

19:24 see with this um Brown you can see what a Target PC I goal would look like in terms of budget um it really just shows the implications of of changing that number essentially so um clearly uh you know it takes money to keep conditions the same or improve them and that's you know that's something that uh every agency understands it's just kind of finding those funds to accomplish it um but I think uh you know getting this plan in motion making decisions based on data is definitely a step in the right direction so um with that that was pretty much all I had and I'm welcome to questions and I'll be happy to try to answer them or direct it to somebody who can for

20:12 sure any questions Michelle thank you I have a couple questions one just to make sure I understand what local means is that residential streets like not like my neighborhood streets yes yes yes it's definitely meant to cover the uh residential streets but um um you know sometimes uh different roads are classified for different reasons so I'd have to defer if maybe possibly that is not what is intended did someone raising their hand yes in this case uh local is your residential streets okay so then um so my neighborhood several of the streets in my neighborhood received slurry seal

20:57 like full slurry seal seal coverings does does the um the process that you went through to determine the the level of cracking and all of that is does that go underneath those slurry seals can we see what's underneath there with that with that technology not with their technology only if the cracks have reflected up through the slurry okay thank you you were waiting for me to ask something weren't you oh w it was a road condition you you I knew you were going to have at least five questions about it yeah thank you uh first off thank you for this report it was very very helpful and I'm really glad that you um utilized that type of technology to be able to

21:44 get an accurate view of what we need to do with our roads um as it's kind of been mentioned it's it's a it's kind of my thing to make sure that we have good infrastructure um and so is it possible I had mentioned uh to Neil earlier is it possible to a list of like a detailed list a sheet that breaks it down by um Street classification so we could kind of see what streets I mean I'm assuming there were quite a few it was 200 miles so could we get something or could I get something that shows the street classifications and the breakdown of what streets those were yeah absolutely um I didn't want to in in date you guys with a 132 page document to to scroll through but what we can absolutely provide all the document I mean yeah um or we can break out the report to just

22:30 show you how locals are classified if that's what you're interested in sure and then um is there uh any consideration based on the condition of the roads um for uh when you would um decide which ones to fix so um yes so part of this and Megan didn't really speak on it but there was a deliver like an analytical model that was delivered that allows us to project one two five 10 years out based off of conditions Bond packages that we could input to determine how much money we have to spend in any given year and what we can do with those dollars and based off the current condition of the street the model will tell us here is our projection of what we should what treatment we should be providing to

23:15 these streets okay because one of myig biggest concerns is that when those roads have reached that that stage of there's just not anything we can do we're just going to have to completely replace it um so I worry that those streets are kind of going to get put to the side because they're going to cost so much to repair right and I don't want us to forget that because there are folks living on roads that are just really crappy and and they may not be an arterial or collector Street what have you but they're you know those are neighborhoods those are people's streets and they're having to drive in and out of those all the time and it does make a difference on the cost and the value of people's homes and that kind of thing so um I know we didn't with this Bond but I'd really with a $20 million Bond Bond it would have been nice to see like $5

24:00 million of that set aside to like actually go into some of these local streets cuz I think if we want to we want to get people to get behind us in supporting infrastructure repair and maintenance we need to show them that we're not just looking at those main roads that we care about their um their side streets and their the roads that their kids are trying to play on and stuff like that um so that's all I had thank you if I may to your point on um um selecting roads based off of this technology we have uh we have been doing just that selecting streets by the road condition we just have not had this technology before we've been using staff in the field and this took the place of that um

24:47 and then as far as local roads what we have been doing the past few years is treating them with slurry seals like councelor Weber metion mentioned um last year unfortunately we uh for road because of the ice storm uh we've been working with Lane County to manage those projects for us and so they did the same uh but we will be back in residential roads this year again with slurry project and I wanted to mention one item as far as uh testing that was done the falling weight deflectometer that was only done on collectors and arterial roads we did not put that into the residential roads well I I also think that it's important that people don't feel like their Road could have been or their neighborhood is being singled out

25:33 that they're not important right they could this technology says it it sort of like levels the playing field is all I'm saying it takes out that where you know I know I don't believe that you would ever do that I don't think that that's but I think that in people's perception they could say you know I live in a lower you know whatever neighborhood and therefore they're ignoring me because of that and this way they're able to say no we really looked at the roads and the condition that they were in based on this technological stuff so I think that really great thank you Cory thank you um and I think this is outside the scope of this but I just wanted to chat about it a little bit um and in a couple of the photos particularly the the very poor and the poor in addition to the road situation these are roads that don't have sidewalks they are not you know it

26:19 so it's it's this for me I'm thinking and that probably that's not included in the price right we're just talking I'm seeing lots of no so we're just talking about this is what cost to PVE it but I think that when we talk about this the bond measures we also talk about like how do we use those projects as an opportunity to just improve the overall walkability and livability and accessibility of the neighborhood so I know it's not part of this but I'm imagining or I'm going to say it out loud that as we are using data to drive this that that would also be important to me is like if we're going to be looking at how we we improve these neighborhoods to just do it all and I know that we try to do that that when we we do roads we also try to improve that but just I don't

27:04 know where we're capturing that sort of data and want us to think about it thank you and Megan might be able to answer speak more to that but the model is really flexible where we could determine unimproved roads have a a 10x or I don't know what the number is but budgetary item to repair compared to an improved Road it's in the same condition um the way they've structured their model it's really flexible so we can input that information as we need Beth and just to clarify the the poor and the very poor I think it was if they hit 40 or under are those both full reconstruction poor and very poor would be full reconstruction yeah that's

27:52 correct alen was there any consideration first it's a cool report is there any consideration of maybe roads that we're just maybe we want to let go and I know that sounds a little counterintuitive but thinking of you know a road that's in a relatively remote area it's not currently built up or maybe there's like one property that uses it and it's it's a commercial use or something but it's not it's barely used is there consideration given to hey here's a handful of roads that maybe we shouldn't be maintaining or we should allow to go to gravel and just be gravel because a gravel road is going to last a whole lot longer than a paved Road Road and I'm almost wondering if we're asking the question of maybe there's some roads in our town that we should allow to go to gravel simply because the overall cost I

28:37 realized this might be an unpopular uh question but simply because the cost to maintain that is completely not supported by the revenues coming in to support that so I'm just curious is there any conversation about hey here here's we might let go to gravel so we have not considered that however we have thought about the idea and talked about it as uh recently as a few years ago and you might be familiar with streets 31st and 33rd between industrial and Olympic uh we did an overlay on those streets a few years ago uh because they were so bad and these are unimproved roads but they're bomb cratered um and so we paav those because it was actually cheaper in the long run to do that than fill poth holes you know $5,000 a year maybe and um so very time

29:26 uh intensive you know taking a road back to gravel has its own um disadvantages because then we have to grade that road um you would want to probably put some type of oil man on just to hold it together because it's going to be just as bad as unimproved Ro the potholes cuz we still have to maintain that so by doing what we did on overlaying them um we've got several streets out there that you know 20 years ago I was part of the team Paving them and they're still holding up so yeah thank you and I was wanting to add just one thing um we provided essentially a pavement management plan um but it is completely up to you all you know how much you want to adhere to it right so it's it we've provided the

30:12 recommended treatments and the recommended timing of said treatments But ultimately it depends you know how what funds are available um what roads truly get priority because you know it we always need to be sensitive to complaints or maybe those issues that arise where maybe we should let this one just deteriorate to gravel it the plan that we have provided is very uh flexible as it's been said just to those things so I just wanted to throw that out there all right Nancy thank you mayor I would just wanted to acknowledge the work of our staff to uh bring this technology to the city this was one of the first questions I had when I started as city manager is what is the payment condition index it's one of those really wonky metrics that

30:57 you look at when you're looking at a a city and it kind of talks about the quality of life of a city and and I even remember I was a huge love of Economics even from high school learning in high school that road surface and infrastructure is so critical to e to the economy so I just wanted to give uh praise to our operations team and everybody that are out there um maintaining our roads building out our roads I actually went saw the road crew do uh then that was your idea to uh pay the those 31st and 33rd and they really do have a heart for what they do and doing it as um as prudently as possible and um it's just really amazing I encourage any of you uh when the weather gets better uh to go out there and watch them do their work

31:42 thanks all right thanks for the report um a couple of questions that I had was did we did we uh look at anything in in Glenwood that would be potentially outside the city limits but in those areas that we're expecting to start Annex annexing um I don't know I think we just focus on city-owned streets so if they're not currently owned by the city then we probably did not analyze them I'm I'm seeing Brian in the back that we have uh we do not spend let's go it's on it's on we do not

32:28 we have not done capital projects on unapproved roadways so it gets at what council rodley was speaking to and uh terms of updating things for pedestrian and bicycle um Ben staff uh select those and they've gone through a really neat demographics exercise to actually reach out to some of those unimproved roadways where um people have experienced less service um and so that has been sort of the target of the project so I I think the difference is is where does the money come from and a bond project has not supported uh any project of its type on an unapproved roadway and I'm not sure

33:14 you can do that because it's considered maintenance yeah well that that's the million I think that's the million dollar question and what I've seen in the uh what what I saw in the presentation is the need for us to have a longer conversation about our residential roads I know were all like you know half the council was up at Salem talking about transportation funding and I think the time's getting close when we really need to get to a strategy about how we're going to deal with some of these roads the other place that I just wanted to note you know I think uh if we even if we just had found $10 million to work on our residential roads those could be life-changing for folks and that the especially around the middle part of the city right like you know right right through you know the

34:00 end of w 3 W four early part of Road W five there's just a lot of residential roads out there that need need some time and see need some attention the one I I guess requests for more information that I had out of this was we did have I know that that 2018 Bond made an impact made a significant impact to us it would be nice to get kind of a uh either a one-pager a well-written uh note back that just explains that hey we saw the Improvement you know in the in our index score from X to Y be specifically because of the bond measure that would be something that would be nice to be able be able to share with it continue to share with the public because frankly we're going to be

34:47 asking for Road bonds for a long time at this rate and you know the council is always talking about the importance of maintaining these roads and just more information to help us um I don't know build the interest understanding continue to share with the public as we were were on this mission to repair our infrastructure would be helpful I really hope to see us back in front of the Council on this subject matter and one of the things I really appreciate Nancy calling out uh her appreciation that we now have a payment index Chris is actually uh someone who's um built helped the Operations Division build field tools and so we're collecting data and what this is going to allow working with IMS is to analyze

35:34 data and we'll use it for decision criteria so going into the project I think one of the best calls we made was publishing this on social media so that people understood where all these vehicles and these sensors what they were doing I got a lot of positive feedbacks from that all right any other questions I think we're good mayor council MERS members thank you thank you all right Nancy you're going to have to remind me were we talking about the retreat here or were we talking about it in the regular session I didn't see it on the agenda so I didn't know if you had it pulled Mar I was going to address that during um business from the city manager in the regular session well then I will have given everybody a prequel to look forward to talking about

36:20 Saturday all right that's the only item we have I'm going to adjourn us until 7 o'clock call the Springfield City Council regular session to order with the roll call Mayor Van Gordon here councelor Weber here councelor Mo here councel rodley here councel Blackwell here councel Doyle here and councel stout here thank you all right please join me for the Pledge of Allegiance

37:13 there are two there are two times designated for public testimony this evening under public hearings and business from the audience if you are attending in person please complete the request a speak card located at the front of the council chambers and turn them into the city recorder if if you're joining us online with a tablet smartphone computer or computer and wish to speak either of those times please use your raised hand feature in Zoom the order of public testimony is as follows anyone in person in the council chambers and anyone who has raised their virtual hand first item please first item is Springfield up beat the 2024 2025 Springfield Public Library bookmark contest winners Abigail Craig and Emily David should be here for this

38:07 item come on you got to come introduce the whole thing we've done all the formal stuff now that we can get to the fun things good evening Council and mayor um I'm pleased to be here for the record my name is Abigail Craig I'm the youth services librarian at the Springfield Public Library and I'm here to celebrate the 18 winners of this year's Springfield Public Library bookmark contest it's our 44th annual contest and we had uh more than the the the upbeat said we had over 1,400 students K through 12 who entered this year so these are it go up technical

38:52 difficulties get this completely handled and this year's theme is the theme of books reading libraries or they could do a submission related to the summer reading theme for this year which will or for this coming summer which is uh level up at your library about games and gaming um and all of the bookmarks have been printed and will be available in the library courtesy of um help from the Springfield Arts commission and we'll have a big display of all of the entries during the month of March with an I Spy game in the hall as well so we're really pleased to invite them up to um hopefully give a high five to the mayor all right call you we're gonna put

39:37 you in the and then take take a picture and I will be right and I will be right down we're so excited to have you do you know we've already handed out the bookmark winners to all it's one of the perks of being Council we told them you got a stack of your own okay stand over here for a second is it open okay I'd like to invite up Olivia Thomas who's in kindergarten from Elizabeth page Elementary and Joselyn Thomas who's a first grader from giley elementary

40:31 and she can come all the way down here if you want come to the end come to the end Olivia we also have Casey Carr a first grader from Walterville Elementary Oliver clling a second grader from Two Rivers dos Ros Elementary Jesus Flores Ortiz a second grader from Two Rivers do Rio Elementary bring your bookmark you can get your bookmark J if you want to bring your bookmark up um Rowan Rowan Robinson a third grader from Maple

41:20 Elementary Sage bar a third grader from Walterville Elementary Julian Maxwell Garcia a third grader from Yolanda Elementary Eliza culan a fourth grader from Douglas Gardens Elementary have to kayn Cole a fourth grader from Centennial Elementary Georgia Brewer a fourth grader from Douglas Gardens Elementary

42:11 Northwest Jessica Ward a fifth grader from thirston elementary camil black Williams a fifth grader from Ridgeview Elementary Noah Savage a sixth grader from Eugene Christian School Jade asumendi from a sixth grader from Briggs Middle School River Davidson a seventh grader from Briggs middle school and we have one person who is not here but I will hold their bookmark Maxwell Britain a 12th grader from spr

42:57 field high school thank you follow instructions here shorter ones you can come forward short

44:01 thank you conratulations nice job everybody

44:55 the great job everybody uh for for the library staff um I believe believe travel Lane County said uh we should have an elected official in board's entry next year and that they would participate if you guys set it up um you're perfectly welcome to stay but we have supplemental budgets left to do and it is a school night so if you guys want to take a minute um you know it won't hurt our feelings if uh you take off with the

46:31 all right I think we're ready for the next item mayor the next item is the consent calendar I move to approve the consent calendar second you call yes councelor Weber yes councelor Mo councel Radley councelor Blackwell counc Doyle I and councel stout yes thank you next item motion passes 60 knows next item next item is public hearings public hearings number one is the fiscal year 25 supplemental budget number two this is a resolution ad adjusting resources and requirements in the following funds General Street special Revenue fire local option Levy Regional Wastewater ambulance storm drainage operations

47:16 Booth Kelly and vehicle and Equipment Jessica mummy um and Nathan Beller here for this item good evening mayor and Council my name is Jessica Mummy I'm the city's budget procurement manager joined this evening by Nathan Bell the city's Finance director at various times during the fiscal year the council is requested to adjust the annual budget to reflect needed changes in planned activities to recognize new revenues or to make other required changes these adjustments to resources and requirements change the current budget and are processed through supplemental budget requests scheduled by the finance department this is the second of three scheduled fiscal year 25 supplemental budget requests to come before Council I just briefly wanted to highlight a couple of the items before

48:02 you this evening in today's supplemental budget number two package one of those is our Eugene Springfield Fire Department is receiving $103,000 in revenue for state configration revenue this was received for wildlife configration deployment that occurred between July 1st 2024 and December 31st 2024 personnel and apparatus that responded to this is a long list of wildfires Darlene 3 Larch Creek Lone Rock Falls Elk Town Gulch Battle Mountain Dixon Copperfield and rail W rail Ridge wildfires and also the Springfield Police Department is receiving approximately $115,000 from the Oregon Criminal Justice Commission this grant is used to

48:49 support a jail-based medications for opioid use disorder program that will be occurring in the Springfield Municipal uh so with that I will open it up for any questions actually um so if if people have questions clarifying questions let's do those now and then maybe we can come back for the other questions after the public hearing so I know that people have some general discussion they want to have so if you want to give me a second so we can open the public hearing and then we then we can get into it all right I'm going to does anybody have any clarifying questions about the content okay I'm going to go and open the public hearing I don't have any cards for this item uh no hands for the site of Mayor

49:35 I'm gonna go ahead and close the public hearing all right Michelle so I have um just I guess a desire to have a little bit of context around the um the item around the uh mayor's task force we have two items there that are impacting the reserves and just kind of if we could just get some context around the scope of work um I guess I was a little surprised by the the dollar amount on those items so just kind of wanting to make sure we're transparent and just have an understanding of what we're expecting from

50:22 that thank you uh counselor Weber so we have actually two separate contracts as part of this supplemental a budget process one of which is uh for a number of Staff members uh with um the um firm Funk Levis in um Eugene they have an area of specialty and Community engagement um with uh local governments especially around funding measures and um uh just helping to work through complex issues that's thing one um so the second um contract is with Eco Northwest uh similarly they are um kind of like an economics firm but they specialize in local government and uh

51:07 part of their role is to do a comparative a lot of comparative analysis um if when we get to uh suggestions from the task force uh Eco Northwest would be responsible for doing projections impact statements they were they also um developed a a a rating Tool uh for the task force to use um to be able to uh compare proposals or ideas against each other um all of the the um materials that were created by Funk Levis and uh Eco Northwest are now on the mayor's website uh with the minutes and so you can see that work in the slide deck um with those materials prior

51:55 to enging these firms we didn't really have a lot of um historical information that describes um Oregon's tax structure and how Springfield fits it within that tax structure because every city is a little bit differently they have different L rates that they Levy they have different uh local option levies there different population different type of um assessed value given that Oregon as a as a whole uh its larger uh source of income is property taxes we thought it was important to uh show how our city Compares with um other cities in similar size as much as you can in a real apples and Origins comparison so um

52:41 partially it is um a staffing issue uh because we're in the process of also simultaneously creating the city's budget um and uh so that's one side I don't have the resources within Finance to to take on a project of this nature uh with the um fun clevis group they are helping with um a lot of the materials for the task force we do a lot of administrative work behind the scenes so for instance if a task force member has a question they help collect that information we get those answered back to the C task force we're really trying to make sure that you know these are people that are volunteering their time

53:27 just like you in addition to your lives and jobs and in the similar M you know manner that I do with all of you I try to maximize their time as most as much as possible so if there's things that we can do on the administrative side we're that's what this is for so it's and and Consultants are fairly expensive in my experience um I I found these contracts not necessarily a sticker shop for me because I've been doing this for over 20 years and so I know sort of what um the market is for bringing in specialized consultants and there have been different occasions not just in this organization but other organizations where I've looked at okay could could the private sector do this uh function

54:12 more efficiently or less expensively um it really depends on if it's a highly sought-after specialty type of thing and even private sector firms they also uh bring in their overhead costs in addition to the to the consultant cost so you're never just paying for straight time much in the same way we do that so I hope that clarifies yes thank you I appreciate the the clarifications in the context um been trying to figure out how I can um discuss this in a way um that gets I understand what you're talking about um but as a council when we discussed having a mayor's task

54:57 force the costs were not discussed and I did not know that we were going to be hiring a facilitator who in this three months or whatever was going to be awarded the amount that I make in an entire year at my full-time job um and then almost that amount to have somebody review the Analytics um so I I understand what you're saying but I feel misled in developing this task force and I want that to be in the record um so I I'm not I'm I'm really disappointed that this came to us as you

55:43 say as a shock U not knowing that this was going to happen and if it was I almost feel like I can't vote to approve the entire supplemental just because I feel like these two items need to be pulled out we need to discuss them further but if it's already started happening I don't know what we do because we have an assigned contract but um I did check on a couple other things and I want to clarify that um it was explained to me that we are not actually purchasing an EV street sweeper it's a regular Street sweep sweeper and um so that made me feel a little more comfortable about that and I had the discussion with Brian and kind of understanding that those funds have been set aside in those reserves to purchase that and that we do have um a depreciation method that they utilize in

56:28 um replacing equipment so I'm good with that and also with the Wastewater um fund I talked with Matt and he explained to me some of the costs that were on that so I'm comfortable with pretty much all of those but I'm I'm still really really uncomfortable with the um with that 70,000 and that um I think I'm not uncomfortable with it um and I think that that we hire and by we I mean Nancy and the team hire consultants for all sorts of things all the time and they come to us and we're like we hired a consultant to do this special work um if we don't have the capacity for it

57:13 because we're so lean I think because of my experience I assume that if we were going to do a task force and we're going to do it properly that there's and I know that we had these conversations about having um uh L us and having a facilitator and knowing that they were going to be paid to do that and to to set people up to get us to this end deliverable so it doesn't at all feel um I have no feelings about it I feel like this is just the way that we do it and the way that we have done it um and it does not seem like an outlandish amount for the product of what we're trying to get to to me um so that's just me having different feelings about it that it just it it doesn't feel that different to me than other Consultants that we hire for other things for other deliverables and

57:59 other projects and that is definitely within the purview of the city manager to make those decisions thanks Alan um just just a question I know this will come up again so I'd love a little background on it um when we're looking at buying equipment um this is specifically for the street sweeper I'm curious this is not just for this but also in the future so I have the context this is a new um piece of equipment I'm just curious when do we look at you purchasing used equipment as opposed to new equipment and I say that as a very much a bootstrap small business owner where I'm always really paying attention to the bottom line and especially if we're facing any kind of budget shortfalls whatsoever I'm just curious you know to talk me through your thought

58:46 process on only buying the new or when you choose new versus used thank you yeah for this uh conversation I'm going to bring up Brian conin I think where we might do this would be in our Operations Division do you want to grab Brian a seat too so we don't have to make him stand this time around councelor stat I think it's a great question for one we do purchase used equipment uh not with street sweepers uh our experience has been that uh We've rebuilt our own street sweepers and they are a multifaceted machine with a lot of moving Parts picking up grit and grime uh that destroys bearings and elevator shafts and those types of things so they have about a useful life anywhere

59:32 between 3 to 5 years and we we anticipate that cost through depreciation and say for that um in this instance we are moving forward recognizing that the build time uh is uh it's out there like two to three years on some pieces of equipment and so we're uh we have an opportunity to get one at a very reasonable price with a great return uh actually they're purchasing our Sweeper for $42,000 so anyway uh but there there have been instances where we purchased trailers and even dump trucks uh in the past use so thank you I I appreciate you guys judicious sped of our taxpayers money so keep it keep up

1:00:18 the good work thank you yeah and Lease lease also is an option so yeah we're looking into those things as well thank you stepen I completely support the idea of trying to make the money go further but the the labor on this stuff is a killer believe me especially when we go this way the city does a fantastic my voice never does work up here by the way and anyway the sweeper I think that's money that's come down through some other source somehow uh I think with elog meetings came out of there eventually orig um you're I think you're remembering the electric uh like the specialized one that was smaller that

1:01:03 came out of the mo and this is different this is the normal one so this isn't the same one then corre okay sorry about that I'm looking at staff to verify that my memory is correct okay thank you all right I think we're ready for the motion I move to adopt a resolution adjusting resources and requirements in the following funds General Street special Revenue fire local option Levy Regional Wastewater ambulance storm drainage operations Booth Kelly and vehicle and equipment I will second that please yes councelor Weber yes councelor Mo yes councelor Broadley yes councelor Blackwell yes councelor Doyle

1:01:50 no and counc stout yes motion passes five yeses one no next it please the next item is business from the audience I have one card this evening it's for JB Carney will you state your uh name and location and organization for the record and then you have us for three hey how about that perfect good evening May Van Gordon uh steam council members my name is JB Carney uh I work for traveling county um

1:02:35 based just across the river in Eugene but representing all of Lane County including Springfield tonight with me I'd like to introduce a couple of special members in the audience uh including Becky Radler from Eugene Marathon Michael Riley from tracktown USA and Samer Phelps from travelan County tonight we're here to celebrate Springfield and it's and its role in our Rich history and Legacy around the sports of track and field and running Springfield is synonymous with names like Bowman Dinger and pre Fontaine and more contemporary for many of us Maria matola and Nick Simmons when we think of Springfield we think about the world Athletics Championships the marathon and the Fast Forest to Doris ranch we're also here to share a

1:03:20 remarkable achievement in 2024 we are in the destination branding and marketing campaign of the Year from sports events and tourism Association this honor recognizes our efforts in positioning Lane County as a global Sports destination it also is a reflection of our Collective dedication event organizers volunteers participants and City staff have all contributed to our success in 2024 alone track and field and running brought an estimated economic impact of $50 million to our communities these V visitors athletes volunteers and coaches supported local jobs supported local businesses and generated additional tax revenue that can be reinvested into our

1:04:06 community our success is due to the collaboration of the track and field Roundtable a partnership of key organizations including the Oregon Track Club tracktown USA the University of Oregon the Eugene marathon and traveling county together we have developed unified branding engaged our community in new ways and increased participation at all level you see trackon field is for everyone it's not just about the professional and Collegiate athletes that visit each summer every year thousands of local Youth and adults participate in the sport through Partners like wanan and the Oregon Track Club these events Foster a shared sense of identity and pride this spring Eugene Marathon will come right through the heart of downtown Springfield giving us another

1:04:51 opportunity to showc showcase this community to the world so I pose this question to you as a community member and a leader how have you participated in the sports of track and field and running perhaps it was as a fan maybe an athlete or as a volunteer your involvement underscores The Pride that defines Track Town together we have built something extraordinary let's continue working together to make Springfield a dynamic hub for track and field and running thank you for your time and thank you for your support thank you I only had one card Neil do we have anybody online that wants to

1:05:43 testify uh we have one hand up it's uh Jason profit and Jason we're you should be able to unmute your microphone all right Jason try one more time to unmute your microphone still muted Jason okay I got okay gason Prophet into Cory hey we're going to get a street sweeper uh why you run it down Cory since I'm paying for it well really after tonight is I wanted to congratulate the city for going on a

1:06:30 year of not cleaning up South Forth Street and Park Street guys really stood by your guns on this one getting all that ice break picked up and I do want to say thanks to the police department South a has been a lot quieter than it was four years ago and I actually seen a witnessed a traffic stop down ear Saturday which which I think is great and I think that's all I got to sayon no other hands do you have any Council response any that would be fine I just have a quick question do I have to do the whole Marathon to get to be in

1:07:16 Springfield because I've done the half but I never get to it never crosses into Springfield okay we just start over here Victoria I just want to say what an what an amazing event it is I decided that I was going to do the Eugene half marathon in 2018 a because it was going to be the last time we were going to be at the stadium before they tore it down and I was 49 I wanted to do it before I turned 50 um I got to the 10 Mile Mark and thought Oh my God I still have a 5k left um but uh it was just so fabulous to see so many people in the neighborhoods just rooting you on and I don't know that could have made it without those people with their signs and their cowbells and just really made it to where you just

1:08:03 didn't quite feel the pain until you got home um but thank you so much for what you do it's just been a wonderful experience I'm probably going to do it again this year because my friend who I've done it with and who I did it with passed away over Thanksgiving weekend um at the age of 43 and I really want to honor her by doing that because she's done it every year since so thank you for what you do thank you Victoria anybody else next item please any business from the city council any other business from the city council uh Alan Mr Mayor um you'll permit me one one uh brief uh rhetorical question have you looked at the price of eggs lately no I just closed my eyes and pay

1:08:50 I I I understand um and now I was at Albertson's and typically for the last five years I've had my eyes on the eggs as a father with five children and for the last five years with the exception of a blip during covid eggs cost $1.99 now the average price of eggs for at Albertson same exact quality except that they're cagefree and obviously we were hit by Aven flu and a few other things is $5.79 per dozen now I am blessed to be in a position where I again like you I can go ahead and pay but I am deeply concerned about the price of eggs and that's why I'm wearing this funny hat tonight is because I think it's a very important thing I've had more than a few people say to me I kids I guess eggs are just

1:09:38 not in the budget this week because we can't afford eggs and that's people in in the in between um you know in between food stamps and the other other state programs that we have so I'm simply taking this moment with this hat as asking Council and ourselves what we might be able to do to support Urban farmers and especially those who are hosting Urban chickens the benefit of urban farming when done as a community effort is incalculable and it builds relationships with our neighbors and Friends throughout the year most delicious vegetables I ate this entire summer came from my dear neighbors who do amazing things even with their with the leaves that fall on their on their lawns so in

1:10:23 short I simply want to draw attention to the food needs of our community and ask what we can do to support a little bit more with local chickens and local farmers perhaps adding a few more farmers markets and we may want to reconsider some of our or ordinances or simply use this Council chamber as a bully pulpit to recognize those who are striving to feed our community in Springfield thank you thank you anybody else I I do want to thank um La last week was whole week in the legislature so I do want to thank Beth and Corey and Allan and Victoria who spent all day up at up in Salem lobbying on behalf of our city and

1:11:08 talking about the issues that we um that uh we uh think are important you guys did a great job the pictures look great I heard nothing but good things and also um so happy that state of the city was it was fantastic I had a great time but thank you Elise for all the help it couldn't have done it without you I know you put a lot of work out into it next item please any business from the city manager yes just a few items um one thank you to our friends uh from travel Lane County to talk about track and field a subject near and dear to my heart that I have gone to a lot of track

1:11:53 and field events um by nature of the person I'm married to who has a tree in the Fast Forest so um when we went to visit our tree we had our dog Scout with us on a leash want to put that out a Doris Ranch and Scout shows showed his appreciation by promptly lifting his leg on my husband's tree in the Fast Forest so I wish I could have gotten a picture um now we're going to talk a little bit at the the council Retreat uh and it's funny I think I want I I need to rename it because it sounds like yall are having a spa day and you're not we're putting you to work on a Saturday and so one thank you for volunteering for this other duties as a sign but this is your opportunity to really get together um and we'll have a

1:12:39 little continental breakfast there we're going to start at 9:00 in the morning um and we're going to work we'll give you lunch but it's going to be a working Lun and and we promise we'll cut it off at 1 um but it's opportunity for uh the council to talk as also the council and then we're going to re um convene and then reconvene as the Ceda board to talk about some Ceda projects as well so talking about the priorities that uh we discussed last year checking in on those um talking about uh Mary brid is going to do some a little bit of uh update from the city attorney's office um and then we're also going to talk about you know on the Ceda section an update on some of the projects that we have because you know recognizing that some of the things we're working on have a

1:13:24 long plan planning Horizon and we don't often have a chance to really do that in these work sessions so Glennwood obviously will will'll do update there and some of the properties that are owned by CA so I think it will be a productive day and I appreciate your time thank you all right and I I think this would be a good opportunity for us to really dive into you know we about the next step from the task force right because in April the task force report should be done it would be a good uh opportunity for us to start talking as a council how many times do we want to see it the report and talk about it in the spring and then how many um how many uh what is our public engagement strategy going to start to look like as we go in into the

1:14:11 fall um does anybody else have any other questions and I'm going to add one more topic when you please make sure we come back to the stien the the reimbursement conversation um that's been something that has been on and off a couple a couple of times during the year we can do that mayor thank you all right anybody else any business from the city attorney uh no business we I'm back to the retreat and planning on talking about your operating policies and including a conversation about reimbursements then so we'll be there no other business thank you all right that is it for the evening thank you everybody we are adjourned