Springfield City Council — September 15, 2025

0:05 I'm going to call the Springfield City Council work session to order with roll call. >> Mayor Van Gordon >> here, >> councelor Weber, Councelor Mo >> here, >> councelor Rodley >> here, >> councelor Blackwell >> here, >> and councelor Stout >> here. Thank you. >> And please note for the record that councelor Weber is excused for the evening. We have one more session item. It's a Springfield Municipal Code updates about with public contracts with Jessica Mommy. Come on down. That sounds exciting.

0:50 Good evening, mayor and city council. My name is Jessica Mummy. I am the city's budget and procurement manager. I'm very um happy to be here with you this evening to discuss um updates to the Springfield Municipal Code, specifically the public contract section of the code. Really briefly before I start um going through the slide deck, I wanted to um just provide some really high level background information. Um this evening, I'm here to request your guidance on suggested changes to the Springfield Municipal Code as presented. Procurement at the city of Springfield is subject to the state of Oregon laws and regulations. The Springfield Municipal Code for public contracts is outdated, which is creating an inefficient process for council staff and our vendor community. The suggested changes to the

1:35 Springfield Municipal Code will have no impact to budgets, but will change processes with the intent to improve efficiency. So, why are we here today and what are we trying to solve? The city's code on public contracts was enacted in 2005 and it was last updated in 2015. The purpose of this section of the code is to adopt rules for the city as it applies to public contracting including the processes that must be followed by the city when procuring goods and services including construction services. um in contracts of varying amounts. It also lays the framework for signature authority that includes the monetary

2:21 threshold of contracts that must be reviewed and approved by city council. The proposed changes address um updates to state law, specifically Senate Bill 1047 that was approved in the 2023 regular session. And we're updating the code to address practices surrounding public contracting to improve efficiencies for council staff and the vendor community. And finally, uh, most Oregon cities and counties have already updated their public contracting code to incorporate these changes to state law. Specifically, Lane County and the city of Bend very recently completed this process. The proposed changes to the code before council are consistent with the actions that have been taken by other jurisdictions.

3:08 So, if this is if council decides to update the revised Springfield municipal code, um some deliverables to be created would be the revised municipal code, but also several revised internal documents. Those internal policy documents and revisions would include review and engagement with the city attorney's office, finance, and human resources as applicable to ensure they're consistent with Oregon state and federal law. Some pros to um this process would be um increased signature authority for the city manager which would mean less contracts have to come before city council for review and approval. Vendors would have a more streamlined experience doing business with the city and again improved efficiencies for staff and

3:53 council. So, the proposed timeline for this process is as follows. This evening, September 15th, we have the council um work session. I'll be back before you on October 6th for a city council public hearing and first reading. At that time, I'll also incorporate any changes or suggested edits you have. And then finally, October 20th would be before city council on the consent calendar for a second reading. And if that goes through all the processes, then in winter and spring, I would be implementing the revised procurement code. So this evening I'll have several questions um that I'll be seeking guidance on from council. The first one

4:40 is arguably the uh biggest which is increasing the threshold for small, intermediate, and large procurements for goods and services. And then also what should those limits be if uh for amendments if it is increased the environment today and this is for goods and services is city staff can do a small procurement up to 9 $9,999.99. Staff can procure these types of goods and services through direct appointment or informal quotes. Our intermediate thresholds is 10,000 to just under a 100,000. That's with formal quotes and that's obtaining three formal quotes. And finally, our large procurements have to go through a formal RFP or RFQ

5:26 process. Last year, we had approximately six of those, so not a lot. The proposed future, and again, this follows the revised state law, there's no deviation, is for small procurements um to be $25,000 or less. And again, that's direct appointment or informal quote. Our intermediate procurement for goods and services would be $25,000 to $250,000. And our large procurement threshold would be $250,000 or more. That would have to go through the RFP and RFQ process. And again, these revised um thresholds you're seeing on the screen now are consistent with state law and what similar and other jurisdictions in Oregon have enacted.

6:17 All right. So, go ahead, Councelor Rodley. >> Are we stopping after each one or is that all of them? >> Uh, no. There's probably four questions in here. So, I was planning on stopping in each one so we uh didn't have to return to complete our homework. >> So, I do have just sort of comments around it. I'm comfortable with the increasing the amounts of the small, immediate, and large. the one that and I and I don't it sounds like it's not changing but I do have some questions about the small procurement and the fact that um it's kind of an informal quote process. I think I would if I was the boss of the world, which I'm not, um want to have like still some more stringent like how we're getting that information out there. Um and what the

7:05 sort of the quote process is because the other ones we're probably have to get like three or two or whatever. um and and I'll tell you the the why that I'm thinking about it is because these smaller procurements could possibly be ones that you know smaller um emerging businesses or minority owned businesses whatever could apply for and to be able to have a process by which we're sort of spreading that around as opposed to like oh I always work with such and such print shop or I always work with this person who's the brother of so and so. So, just having a more um detailed process that we're actually reaching out and we're getting it to the best and we're we're helping our our small businesses learn how to apply for these. I mean, I just that's the thing, but I am one voice and I'm not the boss of it,

7:50 but I would I I think we should have a little bit more parameters for the small procurement process as opposed to just anybody. But I'm fine with the amounts. >> Okay. Anybody? Council Blackwell. >> Um I too am fine with the amounts. Um, when you mentioned that it would be more streamlined for the vendors, is that because we'd be more in line with what other like the county is doing and it would match kind of what Okay, that's >> Yep, that's correct. Thank you, >> Councelor Stout. I I have like two short or two questions for this guy. Okay, so approximately how many of uh procurements are we doing in the small and the um middle range quotes? You said about six of the large ones and those have to have three quotes no matter what

8:35 or how how do we bypass that and I just kind of want numbers on those. Can you detail that for me? >> Sure. So for our small procurements, these are under 100 and that's just based on contract numbers that we're generating. Okay. >> Um our intermediate procurements would fall into that less than 100. We really don't generate that many contracts at the city of Springfield. And for the large procurements, those are the ones that require the formal process, the request for quotes or um request for qualifications or request for bids. And those ones are um sealed bids, advertised, etc. >> Okay. And then when it's talk when we're talking about the small procurements, are we required to get multiple bids on those or just call a handful of folks? >> For small procurements, it can be direct

9:21 point. So, city staff can just choose somebody or they can do an informal quote process. Um, procurement is decentralized at Springfield. So, some departments do strictly follow the informal quote process while others pick up the phone and say, "Hey, can you do this? How much is it?" >> And then they get a contract. >> Got it. So, I might be of a slightly different mind than my my colleagues on council. It's just that the jump in sheer contract value is substantial and it's quite a bit. And I'm not I am not uh I'm not implying that staff is doing anything. I think they're doing an exceptional job. I really want to highlight that. At the same time, I think I have a a background concern that if we do raise these amounts quite this far, it might be an additional um we we

10:08 might not be as stringent about what we're doing knowing that we need a little extra layer of of oversight on these different things. So, I think I'm I'm interested in making sure whatever we're doing in terms of procurement um that we have a little extra oversight. We're not just using the same vendor over and over again, similar to what Council Rodley said. Um and also, um yeah, just overall the jump seems a little bit steep for me, but again, I'm one voice on the council. So, thank you. >> All right. Anybody else? So, I think we're good with the amounts. I think uh you know it it's just a little bit of feedback about the like how do we manage from the change of today right till to the higher brackets for tomorrow. >> Certainly absolutely.

11:01 Okay. Policy question number two before council is, does council wish to increase the city manager's authority to sign contracts and make purchases? And if so, should that limit match the amounts required for the sealed bid and proposals, which is the over $250,000 mark? What that would mean is the city manager could sign contracts from one penny to up to $250,000. It's currently $100,000. and I'll provide some more uh background on that. So, currently for calendar year 25 contracts that fit between that $100 and $250,000 range that would no longer come to council if this was approved. Uh there were 16 contracts. Um, some

11:48 examples of those contracts were the actuarial services for the city retirement plan with Milleman, our independent auditor contract for our annual financial audit, insurance services contracts for our benefits broker with USI, um, our insurance brokerage services with Brown and Brown and, uh, police patrol vehicle purchases, animal shelter contract with Greenhill and Cahoots services contract. cont. The city manager's uh authority to sign contracts in 2005 was $35,000. In 2012, it was $100,000 and it has stayed consistent at 100,000 since 2012. Um some uh similar jurisdictions

12:34 currently uh Hillsboro has a $500,000 limit. Albany has a $250,000 limit as does Medford. And then um counties, Washington County is 300,000 and Lane County is 200,000 for their city administrators. Um finally, state law does not dictate. This would be a council decision. Um and council currently does receive dispersements for approval. You'll see that in your packet this evening. Um so it's not that you would no longer see those expenditures. You would just see them in a different way. >> All right, questions. Um the I guess the one clarification we also that that uh that is also worth pointing out is the city manager has to

13:20 have budget authority to do this. >> Correct. Any expenditures any expenditures um for the city of Springfield have to have existing budget authority. >> So I think we're fine with the 250k. >> All right, jumping to number three. This is uh the question surrounding should the city increase the threshold for small procurements of public improvement contracts. Now public pro procurement or excuse me public improvement contracts is defined as a project for construction reconstruction or major renovation of real property. Uh the current versus the proposed practice is on the screen. Um small procurements today is up to 5,000. the uh future

14:08 proposed is $25,000 or less. And then for our large procurements, which would be that formal process, there is no change. Um some of the pros regarding this would be again staff could just contract directly with a vendor for contracts up to 20 $25,000 without obtaining quotes. Um it would provide increased efficiency and flexibility in improving those contracts. We could get them executed quicker. And then this would align um and be consistent with state law and what other jurisdictions are currently doing. >> Council Bradley, >> I think I I'm fine again with the amounts. I just the idea of like contracting with a vendor without having any kind of like,

14:53 you know, vetting process or obtaining quotes or showing the why. I just think that I mean and I understand the efficiencies so maybe it doesn't have to be a bunch but I just feel like we should have some sort of a process that's so that if somebody comes back and is like why are we doing business with so and so we can you know defend the process and just a person got to choose a vendor. I don't know I I just I just am not entirely comfortable with that. Sir Stoke, >> I'm almost wondering if um and I I really do respect uh Councelor Wildley's position. I'm almost wondering if a certain amount of reporting might be more useful in this case where at the end of the year, you know, maybe we take

15:38 a look at, hey, here's some vendors that were doing, you know, 10 jobs for under 25,000 each. And so we ended up doing a whole lot of business with this particular person. And if it turn if that turned out to be um you know, Mayor Van Gordon's brother-in-law, we could have a conversation about it. But if it was not, you know, then okay, everything looks above board and we can also see the way that we're investing in Springfield businesses at the end of the year. So that's all. >> I have a little bit of concern too just with fiscal responsibility just being in real estate, it's always get three bids, get three quotes, you know. So that part of just having kind of a free range of, you know, go pick who you like or who you used before, I'm not I'm not sure that that's the best idea, honestly.

16:27 All right. So, maybe this is a question for when we come back is to just chat about what the internal practices are around this question of like up are we really agreeing up to $25,000 somebody can just essentially call it wherever they want. I think it's probably a little bit more complex than that, but maybe if we can get a little bit more information about that piece, it would be it, you know, it would be helpful. The information that is currently available would be um simply the information that you receive in your council packets regarding dispersements. It lists the vendor, the amount, contract, if there is a contract and what what the money was being expended for. So I guess internally when you talk about the small sort of the small dispersements which is kind of where I'm

17:12 hearing people's anxiety is let's see is is it the direct is it a director that's got to sign off on that or is it you know or can any staff sign off on that? >> Um so that would depend on each staff member's signature authority or ability to sign contracts. Um NY's is up to $100,000. Most directors are up to $50,000 and very few staff have contract signing authority over $5,000. So is anything in what you're presenting today leading us down the road where we would change where like where the city manager is going to change the signing authority

17:57 that exists for internal for internal uh staff >> under policy question two that we just looked at. I'm just going to go back so it's on the screen. Um, if council decided to increase the city manager signature authority to, for example, $250,000, the city manager would then have the discretion to adjust director's etc. signature authority. So, it could be increased. That would be under the city manager's perview per the code. So my my take and if people want to talk about it, we should talk about it more is I think I'm good here, right? Because we're, you know, as we're making that sort of policy decision, we're letting kind of Nancy make some of the

18:42 implementation decisions and and then she'll catch everybody else up from there. >> Roughly, >> thank you. Um, I just I think we should have more conversation at a future date about um just what what our sort of what our policies are around who we're contracting with, right? And understanding that connection with the budget, I think, is really important. And sometimes things which we have seen recently sometimes things which seem like very ordinary purchases

19:28 we're not tracking that closely because it's not really it's our business and yet it then comes back as a policy piece. So I just I have I just have some concerns around that and and so I'd like to have a future conversation about well what what are our parameters around who we want to do business with and I absolutely understand wanting to eliminate barriers and wanting to make things more efficient because eventually that costs us less and I just feel a I just still don't feel entirely comfortable with it. >> Okay. So can we get maybe to the point that we're giving direction to prepare the documents and then you know when that when we come back in a in a regular session can we get a little bit more information about that and give us a chance to just ask some more questions

20:14 would probably be the best the best way. >> Absolutely. >> That way we can both be good and not ungood at the same time. >> Yeah. Semi good. >> We can do that. Not a problem at all. All right, halfway point. Um, question number four. Does council wish do an adopt an updated definition of personal services in place of the former list of specific types of consultants and officer positions? So, this one examples of first of all, I kind of want to set the stage on what the difference between personal services and professional services are. That seems to be one area that people get a little bit tied up on. Current personal

20:59 service examples in our municipal code are computer programmer, communication consultant, marketing consultant, accountant, lawyer. Very specific titles. A professional service would be architectural, engineering, land surveying, and transportation planning. So, personal versus professional. This is normal in Oregon state uh procurement law. I just wanted to let you guys know the differences. The question before you today is simply around personal services. Um because we're not planning on changing the definition of professional services. Um, some examples of contracts of personal services would

21:46 be our contract for municipal court indigent defense services, our contract in the city attorney's office for our city prosecutor, um, our contract in HR with Brown and Brown for insurance brokerage services, and our contract in finance with our external auditors for our annual financial audit. the what this would look like in practice using the new definition that's in the code is it would focus on characteristics of the service and not specific titles. Um so for example it would say services that require specialized skill, knowledge and resources in the application of technical or scientific expertise or

22:33 professional artistic or management discretion of judgment including but not limited to the following. And then there's several uh criteria that would meet that. And the definition that we're using in the the uh proposed code before you is revised based on the League of Oregon C city's model policy. So we're trying to align with what the League of Oregon C city's model policy looks like. >> I'm not seeing people raise their hand. So, I think that we are good on this one. >> Sounds great. All right, we're almost done. Policy question number five. Does council wish to delegate the city

23:18 manager the ability to decide what specific contracts are personal service contracts or reserve that authority to council only? So, what would happen if we delegate if council delegated to the city manager? Um, it would allow the city manager to handle the day-to-day administr administrative tasks, excuse me. It would allow the city manager discretion to determine if a contract is personal services, if it doesn't fall into the specific definition that's in code. However, the decision must meet the specific requirements that are in the revised code. So, if you look at the revised code, it says the city manager may classify a service as a personal service contract if it meets all of the

24:04 following. And it lists three specific uh parameters that would have to be followed. If council retained the authority, it could just slow down the process of getting them in your council packet and having you decide if they're a personal services contract and it could uh bog down with um contract classification questions. Some other options for you to consider though would be to delegate the city delegate to the city manager but provide some guard rails such as if the contract is this amount or less the city manager can decide if it's this amount or more it has to come before council. All right. Questions or some head nods? Does councelor step >> just one one thing is

24:50 what happens if the city manager mclassifies a contract? Is there any consequence to that or is it just how we're tracking it internally? Mary Bridget, can I >> I suppose you could potentially have um some kind of liability if a contract was mclassified and should have gone through a formal request for proposal process instead of some kind of direct point or lesser amount. Um there might be some liability there from other vendors who say, "Hey, you should have opened this up and had a more fair process potentially." >> All right. Anybody else? Go ahead. Um, and then about how many of these contracts are we probably going to look at throughout the year? >> Um, I feel confident and saying it would

25:37 probably be if city council retained authority be less than five. >> Yeah, I think people I think we're comfortable. >> Okay. All right. Question six of seven. If council authorizes emergency procurement in response to a declared state of emergency, should further reporting to council be required? So today, how this looks like is there are two distinct uh types of emergency procurement. One are standalone emergencies and the other are those procurements made under an ongoing declared state of emergency. Currently, for both of those types, council is updated within 30 days of either of

26:22 those emergency procurements occurring. What the suggested change is the proposed code removes the 30-day council update only for procurements that are made during a declared state of emergency. And then just kind of in practice how this has looked in the past uh for the January 2024 ice storm notification to council were later than the 30 days as priority was given on overseeing the contract work rather than to rather than reporting to council. However, staff have and will ensure council is updated about all aspects of an emergency through other methods.

27:13 right. Any council Rodley? I guess I'm curious if if we don't have any sort of time parameters h how do we how do we make sure that we get the the reporting because I I know that we don't always track and sometimes you know so if we don't have any parameters around it then what >> that was my question too is if it's not 30 and it's whenever what I don't know I feel like it's too broad. >> Yeah. All right. So, I think our feedback is we still want some sort of parameter, but given the the case of the last few dis uh emergencies that we've had, maybe I don't know what a good number would be. I think I would defer to to staff to find Go ahead. >> Can I ask a clarifying question? If

27:58 there's not a time parameter, but staff's required to keep the council informed like they do in the instance where there is a declared emergency and we're providing those kind of regular updates about many aspects of the emergency in addition to procurement in terms of if the emergency is still happening, if there's special emergency procurement, if the um services are restored and those kinds of things, would that be sufficient? Because what we're doing now is we're doing a a we're doing an update on procurement um on emergency procurement when we have a declared emergency. So sometimes we're either repeating information or getting to it too late. So I'm wondering if we do it in the context of a declared emergency, the regular updates that council would get in that situation if

28:43 that would be sufficient. And we could probably put into the code, you know, um staff would update and in in instances of a declared emergency, staff would provide an update to the council or something. So, we know we'd have to do it. We just have to do it in 30 days. >> I think we're just looking for some sort of action verb that kind of gets us the regular information, right? So, because as we come out of an emergency, we all want to wrap our kind of head around what what just happened, you know, what do we need to learn from it? And then also, you know, how do we explain it to the community? So, I would be fine if we had language that was, hey, that staff should provide ongoing updates from from a procurement perspective, but because that to me just seems like a regular, >> right? So, that would be for a declared emergency like let's say another ice

29:28 storm. We wouldn't have to do the 30-day um uh notification and update on emergency procurements because we'd already be updating you on different aspects of that storm. But if we had a standalone emergency procurement like a building that was unsafe and we had to take some action to kind of take that building down then we would outside of a declared emergency then we would provide you with the within 30 days the update of why we did that emergency procurement. >> Yes. >> Is that getting there? >> Yeah. Okay. >> Okay. >> Got it. >> Great. >> Okay. Last one. Final. Should the city prohibit employees from competing with the public for the sale of surplus items? And should the city require a bill of sale be issued to all purchasers of surplus property?

30:14 So employees are prohibited from using information known only to them because of their public official status to obtain any financial advantage under Oregon government ethics law. This is current practice. The proposed change in the code is taken from the League of Oregon C city's model code and it's consistent with other jurisdictions. current code allows employees to compete for these surplus items. The proposed code would prevent city employees from competing and the current code has no bill of sale requirement. The proposed code would require a bill of sale. So, it's two separate actions that are taking place. So, some pros of prohibiting employees and some pros of having a bill of sale would be it would

31:00 avoid conflict of interests, reduce abuse and risk, it'd be easier to administer and it would be a uniform procedure and audit trail specific for the bill of sale. Some cons of prohibiting employees and um not having a bill of sale would be it could um limit legitimate buyers. It may seem as overly restrictive and it may seem as a minor administrative burden or feel excessive for the bill of sale. >> Council Michael, >> I was actually surprised to see that they weren't prohibited at this point to be to be honest. That was kind of shocking to me. So, I'd fully support that. I think it is a conflict of interest and as as far as a bill of sale goes, that seems just like it should happen. That just seems like common

31:46 sense. Yeah. >> Yeah. That's a thumb up. Or you have a question, councelor Stout? Just yes on the bill of sale, please. Thank you. All right. Yes. Seems like the answer that we've ended up with. >> Fantastic. That's all I have for this topic. >> We did it. All right. I'm going to a joint adjourn the work session and then we will be back for the regular session here in a minute. I'm going to call the regular session of the Springfield City Council to order for the roll call. >> Mayor Van Gordon here. Councelor Weber, Councelor Mo here, >> councelor Rodley >> here, >> councelor Blackwell >> here, >> and councelor Stepp here. Thank you. >> Please join me for the pledge of >> allegiance.

32:33 To the flag of the United States of America and to the republic for which it stands, one nation under God, indivisible, liberty and justice for all. two ite 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 to speak card located in the front of the council chambers and turn it into the city recorder. If you're joining us online with a tablet, smartphone, computer and wish to or computer and wish to speak at those times, please use the raise hand feature on Zoom. The order of public testimony is as follows. Anyone in person in the council chambers and then anyone who has raised their virtual hand. First item, please. Mayor, the

33:19 first item is the consent calendar. >> I move to approve the consent calendar. >> Second. >> Yes. Councelor Weber. Council No. >> Yes. >> Councelor Rodley. >> Yes. >> Councelor Blackwell. >> Yes. >> And councelor Stout. >> Yes. Thank you. >> Motion passes. Four yeses, zero nos. Next item, please. Next item is public hearings. You have one public hearing tonight that is surplus land. Designate city- owned land as surplus in the Linda Lane um area. Jeremy Shear is here for this item.

34:10 Uh uh the aerial the GIS aerial map of Linda Lane. I'm sorry. I just now thought of that. >> It might be helpful. >> One second. We are trying to Nancy. Do you have your hand raised? >> No, I do not. >> Oh, it is the it is the cursor. We've solved the mystery. Okay. All right. Go ahead, Jeremy. I um good good evening mayor council. Uh my name is Jeremy. I am your city surveyor and um I'm before you today um to seek uh council approval to designate um land that we refer to as Linda Lane. It's two tax lots about 34 acres um in

34:57 size as surplus land. um then holding a portion of it about 11 acres um that will that the city will hold on to for uh wetland um compens uh compensatory wetland so uh site. So this property um is just south of Mount Vernon. It's uh it's along Linda Lane and it was purchased for uh the Jasper trunk um project for um as I mentioned the compensatory uh as compensatory can't say that word a wetland site uh in order to get a fill remove permit through the uh army corps of engineers.

35:42 Um so that area is about um 11 12 acres more or less and um it was uh the entire property was uh acquired about four years ago in 2021. Since then um we uh there is a restrictive covenant on the wetland area on the 11.6 six area uh acres and uh we are obligated to maintain that in perpetuity. Um so as of now uh the purpose of that land has been achieved and there's no other uh city interest that I can think of uh for holding on to it. So um so we are um suggesting and

36:30 requesting that the council consider surplus that land. Uh it was uh when it was purchased, it was purchased for $450,000. It was uh recently appraised for $830 $30,000 uh excluding the um 11 and a half acres of wet land. So, the the next step um if if it were to be uh designated as surplus land, uh we would put it on the open market and um receive offers and bids and take the the best of of the offers and um once it's sold, we will uh covenant with the uh with the purchaser

37:17 uh to uh um to buy not buy back, but to um uh uh take control over that 11 acres 11 and a half acres of wetlands. Um I think that's all I have on on that report. Um have if you have any questions I can answer them. >> Are there any questions? >> Councelor Stout, >> is it properly zoned for the highest and best use for uh sale? >> Um according to the appraiser, it is. All right, I think we're ready for the uh to do the public hearing. So, I'm going to open the public hearing. I will call I've got a couple cards. I will call each one of you and please come up. Um and then you'll have three minutes

38:03 and state your name for the record and location for the record. Renee Ellis. My name is Renee Ellis. I live at 1940 South 58th Street. The sale of Lindel Lane property is, I believe, a mistake. And the reason I believe that is because it was bought, as they said, for wetland mitigation. and it has been certified as high value wetland by a 2022 plan by an outside firm. That plan states that the mitigation value that they established to allow that to be used to offset your

38:49 trunk, your sewer trunk is based on current values, not values if it's developed around it. The plan states that the mitigation is protection of the current functions and values of the wetlands which does not include surrounding it with development. You cannot claim to protect it by putting a chainlink fence around it and allowing the UPS slope to be graded, trenched and covered with cement and asphalt. These are high value wetlands because of the entirety of the land around them. They do not exist independent as what from what is around them. The UPSlo property drainage is what recharges and refreshes those wetlands and allows them to function as high quality. And no amount of rain gardens and the diversion of gutter water and runoff into those lands can

39:35 mitigate the damage of cutting off that fresh flow from above and below ground. The capacity of this wetland to filter out contamination is not without limits. And the drainage it filters is what ends up in the Wamut River in the sub wellwater system that provides our drinking water. The cost of mitigation credits at a wetland bank can be $100,000 and up per single credit if you can find them at all. The smart thing would be to keep that land, increase the existing wester wetlands as well as a mitigated 11 acres and have them for future mitigation needs when they arise. I bring a visual aid. This is a beaver chew that I found on that property the other day. There's a beaver dam out there. Beavers increase wetland area and they improve wetland area and they provide fire suppression which in

40:20 that area is very vital because all of our homes are at risk if the fire starts there. The beauty of beavers is that they work for free and I went over there the other day and there was more before the rains and there was more water over there than I've ever seen before and I've been in that house for nine years than I've ever seen before especially after a dry summer because the beaver has built a dam. You cannot fence that off and have construction around it and have the beavers. That doesn't work that way. Keeping that land is in your best interest for future needs. Should you have another program that falls into we need to mitigate wetland loss, you would have it there and you don't even have to pay to increase the wetland size. You can just let the beavers do it. But

41:06 putting construction around that is not in line with what that wetland mitigation plan says. And unless you've read all 85 pages of that, which I have, unless you understand how wetlands work and how drainage works and why we have them and why they're important, you're not making an informed decision. I have to also point out that we in the fifth word are not represented here in this decision at all. And I think it's unfair that we're limited to just three minutes to tell you why we think it's a mistake. >> All right. Thank you. My name is James Robert Moore. I live at 5753 Orchid Lane in Jasper Meadows third

41:54 subdivision. I think it would be a mistake to use Linda Lane for another housing project. My major concern at this point is how they Linda Lane would be accessed to a major highway from Linda Lane uh to Mount Vernon Road or through our neighborhood going down Mineral Way, which is a very crowded neighborhood. Jasper Meadow's third subdivision has 147 homes with only one entrance and exit for all traffic onto Mount Vernon Road. Lenar is now constructing 35 additional homes south of our subdivision. These additional homes would utilize the same exit, making close to 200 homes dependent on one exit. We have been told that an additional exit would be built east of

42:41 Orchid east end of Orchid Lane, but now we are told this there's to be a house built there instead. This lot is the only possible remaining place for another exit to be built from our subdivision. Late last night, Sunday, we drove through our entire subdivision to count the number of cars, trucks, service trucks, trailers, as well as RVs and boats which are temporarily temporarily parked there. We counted 2277 vehicles parked in driveways and on the streets. And that's not counting cars, motorcycles, and bicycles which may be in garages. According to my understanding, this would be in violation of the city's own restrictions on the amount of traffic allowed for such a great number of homes with only one way in and out. When LAR began

43:26 construction south of us, we were told that another road would be built off Bob Strob south of Mount Vernon Road, but to be used only for purposes of construction vehicles, and this is exit would not be a permanent one for the use of the residences. This would mean that all traffic in the Lenar project would of necessity exit north on 57th Street, then onto Mineral Way leading to Mount Vernon Road, unless another road is built out of Lindelane and by some method going uh west. In the event of a fire, earthquake, or other catastrophe, dozens and dozens of vehicles would be trying to exit at the same time that emergency vehicles would be trying to enter. As a resident who lives at the very south end of the subdivision, you may well understand the threat which this represents to me and my neighbors

44:11 doesn't require much to imagine the chaos which would ensue. But who would be responsible if this happens if Linda Lane's approved for additional housing, the problem of adding additional traffic to our one and only exit and entrance. Lindel Lane is riddled with wetlands and a poor choice in my opinion for additional housing. It would even add more stress to the traffic problem which already exists and it's a dire one if anything bad happens. Thank you very much. >> Thank you.

45:03 Uh, good evening mayor and city councils and everyone. My name is Vera Moore and my husband and I live at 5753 Orchid Lane. As he explained, we moved there nearly four years ago at a time just after the holiday farm fire and there was much discussion about what to do with the possibility of a fire and emergency preparedness and uh we have appreciated input from the city and the council about how to prepare. We have our go-to our to- go bags packed and ready and even one for the cat. We've had many discussions with neighbors and friends and families about possible emergency scenarios and how to handle them. Several aspects have arisen arisen. One of which is the purpose of my testimony tonight and it's really

45:49 adding on what my husband said and that is our home is at the south end of Jasper Meadows. The only way in and out is at the north end and we feel very vulnerable as do our neighbors. Despite a city regulation that there must be no more than 100 homes being served by one ingress egress, we have 147 homes already. And how this violation of a city regulation slipped by years ago, and it was years ago, I'm not blaming you. We don't know, but it does endanger us. So, you can imagine how concerned we are were are when we learned that another subdivision would add 35 something more

46:36 homes to use our same ingress egress, making us now almost twice the maximum allowed. And to add insult to injury, we now learn that there are plans for another well a sale which would lead to more building more houses off Linda Lane is being considered. That's what's discussed tonight. And these houses would also need to use our same very limited exit. And we want to know how did this disregard of a city traffic regulation get past the city council, the traffic engineer, the fire department. We've been told, don't worry, there's going to be a a road built down east of Orchid Lane, but um now we're told that they're

47:24 going to build a house there instead. And we were told there'll be an emergency road put in and it'll be locked not for daily use, but it'll be opened in case of emergency. And I think that's ridiculous because you get an emergency, a fire in the middle of the night, which is not uncommon. Who's going to open the gate? If he doesn't, who's responsible? He may be whoever that is has his own family to worry about. Responsibility is the operative word. And I'm asking you members of our city council to consider this as you make decisions about the safety of our community. You're each good people or you wouldn't be working on our behalf and we thank you for that. I don't believe you

48:10 deliberately disregard regulations that are in place for our protection. But I do wonder if the right hand knows what the left hand is doing. So I ask you to discuss these issues openly among yourselves carefully and then choose notient but what is the right thing to do. >> Thank you I'm Barbara Voner and I'm blind in my right eye and have very partial vision

48:55 on the left. This is Terry Franklin and she's going to assist me. Go ahead. Um, my name is Barbara Vonther, 5786 Cinder Street. The fifth ward of the city has not had a representation as guaranteed by the Constitution since Marily Woodro was our council member 250 years ago. The colonists of what was to become the United States got tired of the king of England charging huge taxes on every ship of supplies sent to the

49:42 new world. He spent those taxes himself and it wasn't on the the colonists unhappy with this arrangement. We the people fought for the a voice in how our taxes were spent. At the end of which we had a constitution that promised we the people would have a representative at the table when our money was divided and spent. Merrily retired and a successor was elected to appeal to voters. The new representative made a campaign promise published in the register guard on April 28th, 1923. Quote, conducting re outreach on city decisions to the community

50:28 is the first thing I want to tackle." unquote. This was a promise to the voters of the of in Ward five that they would be included in the decision-making after the election. It was another story. We have in my hand I have in my hand a two-page singlepaced email sent to we the people on December 23rd, 2023 from our new representative. I will read just one sentence of the many quote. Whether you agree or not, I hope you can respond that I I hope you respect that the vote that I vote my conscience and not just to win the approval of people. End quote. Ladies and gentlemen, I can convey the meaning

51:14 of that sentence in four words. Your opinion doesn't matter. That means we had a representative who only made decisions based on her own opinion and not on that of we the people. As a result, we have not had any representation since Marily Woodro retired. Our constitutional >> our constitutional right to representation has been ignored and that is why we are asking you to restore our rights. We in the fifth ward are currently experiencing a construction of a subdivision that threatens the peaceful enjoyment of our property and our safety and a representative made all the

51:59 decisions for us. Our constitutional right to representation was ignored while this process was taking place. Tonight, here come another potential subdivision. No doubt all the decisions about it were have already been made and not by the citizens of Ward Five. We don't have any representation. Do you have any questions? I thought not. >> Thank you. And it is not normal for us to have questions and go back and forth with when we're taking public hearing testimony. All right. That is the last card that I have. Neil, do you have anybody online for this item? >> It does not appear we have any hands for this item. >> All right. I'm going to close the public hearing. Jeremy, why don't you come back on up and I'm I'm gonna guess we're

52:44 going to need Jeff because we're gonna ask about the about the uh entrance and exit. Council Rudley, >> thank you. Um, thank you everyone for coming out and sharing your perspectives on this. It's always very helpful to have that. Um, I agree with the mayor. So I the concerns that were raised about the um entrance and egress and the sort of safety for folks in case of emergency. I'm interested in what what that actually looks like and what our plan is and um if we have one and just I'm curious about that. Thank you. >> All right. First, uh thank you councelor Jeff Pascal, community development director. Um so as part of when that

53:30 subdivision um was proposed it came in under a discretionary use which means they can or discretionary decision. So they proposed um they could propose different things to meet the criteria. Um so one of the criteria was secondary access or emergency access. And so um the the folks who spoke tonight are wrong. There was discussion at one of the um locations of where they would put that access. However, that property owner who developed it had that decision and that right to make that decision where the access was and they they chose to put it farther to the south. Um, so there is emergency egress, but it is strictly only for emergency ingress and egress and so it will be either ballarded or gated um and opened up in

54:17 the case of an emergency. Um, the biggest reason for that is there is a planned intersection at Bob Stro. it's farther to the south on the next property and so we can't compel that property owner to participate in these in this development or when timing of when that property gets developed and those are longstanding negotiations when Bob Stro was built. Um, as far as Linda Lane, um, any developer and the action Jeremy's bringing before you is not a development application, strictly, um, an action for the city to declare it surplus. Um, if whoever purchased it comes in, they'll be held to our current code standards, they'll have to provide access or transportation network as um,

55:02 shown in our current transportation system plan. Other questions? Uh, councelor Sto. >> Um, thank you guys. I'm I really appreciate and very intrigued about the testimony regarding the value of the wetlands and specifically is it possible not just with the 11 acres, but is there possible to uh kind of log that as additional wetlands uh in in excess of those 11 acres for the full quantity and is there a monetary value associated with that? I'm not just interested in the monetary value though. I'm also interested in saying is there maybe a portion of Springfield that's closer in that we would want to develop that's already connected to city services that would make a little bit more sense to develop and then moving some of the like

55:49 lower grade wetlands to a higher grade wetland. Thank you. Uh so we kind of explored this question um and in order for the city to in essence we could use the wetlands for a city project. Um we cannot we are not we're not set up to be a wetlands bank. So that would mean allowing people to buy in, other developers buy in, and then we take our wetlands that we own and then we keep those in a covenant or in perpetuity and um improve those or preserve those. And so it it it would only be valuable to the city if we had another project, say a road project or sewer project much like this one to

56:34 where we could use the what the remaining wetlands. Um, so when we discussed as staff, we thought it was more useful to put the property on the market, whoever bought that then could either use those wetlands again, just similar to the project that is ongoing, Springfield Meadows, they did the same thing. They had wetlands that they banked on their own property to preserve to mitigate other wetlands on the property to um increase their improvement area. Um, and so anyway, we decided it was better to put that on the market, let the developer decide if in their properties that they own or whoever bought that property that they could find use for those wetlands if they wanted or if they had other wetlands then they could mitigate those wetlands. Does that does that kind of answer your question

57:24 Blackwell? >> Uh, excuse me. back to the egress and you know road it wouldn't when a developer need to like you said go through our code and transportation uh plan and whatnot to make sure that there is proper egress into the new development. Is that correct? So that would then be placed if someone bought it and wanted to develop the land they would have to submit all that to the city to be approved. >> Yes, that is correct. And that's why um and Jeremy can speak to this. That's why you see the two lots. So the second smaller lot we acquired from the county and that's to kind of make sure that there's enough ride ofway in that Linda lane. You know it's a local access road right now today but that that way there was enough rightway through that property for future you know egress out

58:11 to Mount Vernon Road in development. And so yes you are correct. They would have to come in and develop and provide a transportation network that meets our current code. All right. Um I think I think there I there's two potential issues here, right? One of them is the transportation system on the Linda Lane side, but the other one is to get our kind of head around the egress question. And if you could just come back to that for a second. So what I I think what I've heard you say is like that the emergency access is going to be for emergency vehicles, right? And everybody would potentially evacuate to the north of there is the current plan. And then they would get another intersection in um can you help me understand when they would get the other intersection which

58:57 would be the long-term solution? >> Yeah. So there is another pro so I don't have a map up but so where Jasper Meadows 3 is there's another subdivision just to the south of there called Springfield Meadows um developing and so it's adjacent to uh another property and that next property I believe if I measured it's about another quarter mile 23 of a mile down to where the actual intersection is and that's on that adjacent property and so that future intersection on Bob's job would be developed when that next property owner um developed their property which is is some of it's residential, some of it's industrial >> and are there any talks currently or do

59:42 we have any indication of when that might be? >> No indication right now. So theor well theoretically at least in the medium term right that that that subdivision is going to have to deal with the emergency access in the in its normal everyday north south north south entrance. >> Correct. and and actually, you know, sale of the Linda Lane property and future development could alleviate some of that egress because Linda Lane, the Linda Lane property that the city owns does have access out to Mount Vernon Road. So through Linda Lane, it would require development of Linda Lane into a street of a urban level street or at least 2/3 whatever that requirement

1:00:27 would be through our development code. But then there is also a connection up to South 57th Street shown in our transportation system plan that they would have to that any future developer would have to make connection to. Okay. Um, and I think the question I keep having, right, is that I don't want this conversation around that the second intersection to really get lost in all the moving parts that are around that southside that south side of the city. And just recognizing that right like if if we potentially need to think through this from an e emergency management perspective of we're saying that inter that egress is basically going to be to

1:01:14 bring bring fire vehicles and police vehicles into the subdivision and making sure that there's enough capacity to potentially get everybody get get everybody out. And I think the third point is just to get real clear so everybody's got shared facts about there is a second intersection coming. When is that going to be and why is that going to be would be like really helpful because that's a consistent theme every time the Linda Lane folks come out come out and chat. >> Um yeah go ahead. >> Could and one recommendation I might have on some of the other questions we heard tonight it which is how did the subdivision get approved. I might recommend that we just send a communication packet because there's a lot of questions built into there on how how did Springfield Meadows get approved under our code? How does that occur? And

1:01:59 and I know in some of the emails that I've been a part of going way back, it there's been a lot of discussion, but I think for the full council to kind of understand how those are approved, it might be just easy for us to have, you know, go back with the current planning manager and prepare a council packet memo that kind of describes all of those decisions and how those were made. I vaguely remember a pretty good explanation the last time this came up. So I'm not um I I'm in favor of you sending it again. I'm not sure how much more work you would have to do on it. I >> I think just kind of making it so it's a memo sending it to so that you have everybody kind of has that same information. >> That's

1:02:49 She happens to sit right at my >> Okay, I'm going to echo what all the other counselors are saying. This is a large block of land. We need room to develop in the city for housing. But this is large enough. It's got to have two entrances and and as essential, no matter what we do, that's got to be part of the package. >> Elsa, >> thank you. And and I just want to just take a minute to acknowledge because um this is challenging and it's hard and we don't have a lot of developable land in Springfield and we are also wanting to make sure that everyone who wants to live here has housing and we need to develop the infrastructure in order to support that. That doesn't mean that it necessarily feels great. So, I just want

1:03:34 to acknowledge that because I know that it it when neighborhoods change or when we have um conversations about how to best use what little land we have in order to develop the city, it does create we have different opinions about it. And one of the other things that came up which isn't really related to this is a few of you have talked about um not having a W five city counselor and I would like to encourage you if you have the time and capacity or know someone who does to apply for that position because we would love to have great representation in W 5 to help with the decision making. Thank you. Thank you, Councelor Rodley. And I would also echo the sentiment about we do have a W five opening right now. And um for

1:04:21 residents in that area, everybody that that is on city council appeared on one of your ballots, right? So, one of the things that we're responsible for is to really still care for you guys as citizens in this community. Um, the last question that I had, and I don't know if the I think Renee brought up this 2022 study about wetlands. Could you help do help give a little bit more context to that?

1:05:06 >> All right. Thank you. Is is this ringing a bell? I >> think it might be the report in there that we had to have done as far as establishing the conservation easement. So I think that that was the size of the uh the size. So the um wetlands that we're we're mitigating as part of the sewer project and then what is how much acreage do you have to um establish and preserve in order to mitigate those and I believe it's about 10 times um >> yeah 10 to one so it's like it was like.7 acres and we had to preserve seven the 11 acres actually encompasses the setback. >> Okay. All right. Yeah. Yeah. For Renee.

1:05:51 All right. Thank you. But please stop, you know, yelling into the meeting. Thank you so much. >> Thank you. All right. Any other questions? >> Okay. Thank you. >> Thank you. >> I think you are. Do you need Do you need it? All right. I move to adopt a resolution declaring certain real property owned by the city of Springfield surplus 18-2-4-00-1511

1:06:42 0 and directing the city manager to list, negotiate, and accept the strongest offer. Second. >> Could you call the vote, please? >> Yes. Councelor Weber. Councelor Mo. >> Yes. >> Councelor Bradley. >> Yes. >> Councelor Blackwell. >> Yes. >> And councelor Stout? >> Yes. Thank you. Motion passes. Four yeses, zero nos. Next item, please. >> Next item is business from the audience. >> I have one card. It is Bella Joerger. And Bella, I know you brought us a report. Um, they're going to make copies for the rest of the council, but I did bring a copy up here. Your microphone's not on. >> Yeah. Uh yeah, you should have a button

1:07:28 right in front of you. It's going to turn green when when you're No, keep pushing it. >> There you go. >> Got it. Sorry. Thank you. >> Council members, thank you for giving me the opportunity to speak today. My name is Bella Joerger. I am a young professional in Springfield, a student of anthropology at Oregon State University, and secretary of the board of the friends of the Springfield Public Library. I strongly believe that a well- educated population is essential to a functioning civilization. Libraries are spaces where people can explore identity, access information without social or economic barriers, and where power is decentralized. Libraries support social mobilization by providing communities with educational

1:08:13 programs for children and adults and granting people access to technology. During periods of social and political turmoil, libraries often function as spaces that facilitate democratic dialogue. Authoritarian governments often defund libraries because of their inherent ability to present the public with narratives that challenge the regime's ideals. Leadership in the United States has proposed eliminating the federal agency that supports libraries. Loudly, passionately, and emphatically, supporting library systems is crucial if we want to preserve our democracy. Here in Springfield, we cannot let budget shortfalls keep us from uplifting our community and protecting our democracy. Cutting $500,000 from our library budget would silence opportunity

1:08:58 for the people who rely on library resources the most. We are aware that Springfield faces a projected $4.5 million shortfall by 2027. I have prepared an alternative budget recommendation that will protect our library while addressing the fiscal challenge head on. I'll briefly summarize my recommendations. We should expand and prioritize the strategic sale and development of city-owned properties. Near-term gains here could generate 500,000 to $1 million. With targeted investment, Glenwood could add $250,000 a year in recurring revenue within just a few years. We need to reform police overtime. Last year, police overtime cost Springfield 1.7 million, nearly four times the budgeted amount. Through

1:09:43 scheduling reforms and technology, we can achieve a 40 to 50% reduction in excess overtime, and save nearly $500,000 a year, enough to cover the library share without cutting services. Similarly, the city should delay non-urgent equipment upgrades and conduct an audit of surplus police vehicles and hardware, reassigning sale proceeds to offset operating shortfalls. We can adjust staffing in the city manager's office to peer city benchmarks. Aligning with other cities of similar size could save nearly $300,000. As the task force recommended, we should introduce a tax on short-term rentals. With roughly 400 active rentals here in Springfield, I calculated this would generate close to $862,000 annually. I asked the council to consider the choices before us. We can

1:10:28 accept easy cuts or we can commit to smarter, fairer solutions that protect what makes our city strong. Libraries provide the education, access, and democratic foundation that allow our community to thrive. I urge you to reject the proposed library cuts and instead embrace a strategy that addresses our fiscal challenges without sacrificing the heart of Springfield. Thank you. >> Thank you. I don't have any other cards. Neil, do you out? >> No hands for this item. >> All right. Next item, please. >> Next item is any business from the city council. >> Is there any business from the council? Next item, please. Next item under business from the city manager item number one is a potential downtown project alley campus here for this item

1:11:13 and there is a motion for this item. Good evening mayor and council. Uh tonight in your packet uh up for action from you all is a next step in a potential downtown project with developer OB companies. The memorandum of understanding the draft version is included in your packet today. Um as a reminder, the city has completed an exclusive negotiating agreement time frame with developer already. Um thisou is the next step of the development process for a potential future project downtown. um anou a memorandum of understanding uh permits the council

1:11:59 time to continue to discuss uh needs from the developer and um intents of the projects. Some considerations for the council with thisou are as follows. Um timing this is a 180day time frame together 6 months should the council proceed that puts us at approximately mid to late March for both parties to deliver required elements of theou. It's a very quick time frame. Uh, another consideration is prevailing wage. We talk a lot about prevailing wage with large development projects. Um, a reminder that is the dedication of funds of a public agency over $750,000. The impact of triggering prevailing wage um applies to both parties. Um, and it includes additional reporting and requirements for both sides.

1:12:45 Um, another consideration for the council with this is coordination with CEDA. You will see in theou that there are elements that involved the Springfield Economic Development Agency CEDA staff are looking to the most effective way to manage decisions across two different policymaking bodies. And finally um thisou if uh moved forward tonight will lead to a future binding agreement um and it provides us the time for more discussion of this project and factf finding. any decisions will be made at the time of future binding agreement not during thisou period. The binding agreement is the step after theou and the proposed draftou identifies a good faith effort to build this agreement during the 180 days with the development team. Um just a quick note that I spoke

1:13:31 with members of the development team over the last couple of days. Brian Obi the president, Casey Barrett the executive vice president and Seth Sherry their director of development. They remain excited about the prospect of investing in downtown Springfield. Um, so, uh, tonight I'm requesting action from the council to approve or not approve the city manager to negotiate and enter into theou and substantially the form included in your packet. >> Right. Thank you, Ally. Other questions? Councelor Mo, >> I'm excited that Obie is interested in downtown Springfield. It's really prime property. We all know that. But things like this sort of tie things up. So somebody else might be interested, they may put it off. So I hope we do this. I hope it goes through. I encourage Obie

1:14:16 to develop in Springfield. >> Anybody else? All right. I think we're ready for a motion. >> I move to approve the city manager to negotiate and enter into the memorandum of understanding and substantially I don't know what this is. >> We are missing a complete motion. It looks like >> I just to help me, Mary Bridget, but I'll make it up. I am move I approve the move to approve the city manager to to negotiate to enter into the memorandum of understanding in the potential downtown project discussed and substantially the form in the packet.

1:15:02 It's substantially the form in the packet. Second. >> All right. Neil, could you call a vote? >> Yes. Councelor Weber. Councelor Mo. >> Yes. >> Councelor Rodley. >> Yes. >> Councelor Blackwell. >> Yes. >> Councelor Stout. >> Yes. Thank you. >> Motion passes. Four yeses, zero nos. Next item, please. >> Uh before I see if city manager Newton has an item. I just wanted to give the council an update. The council has asked that we continue working with sub on emergency management response. This morning we did a pretty extensive tabletop at the EOC with about 50 city and sub staffers uh through a realworld uh challenge uh in Springfield that Ken Voggan our emergency manager and Sajjie King from SUB put together. It was a

1:15:47 relatively intense three hours. Um I just want to thank SB. I know Jeff is here. Uh they did some incredible work, extremely professional and our folks of course were professional as well. So, we learned a lot today and I just wanted to let the council know we're continuing to work on that emergency management relationship. Um, with that, I'll see if city manager Newton has any items. >> No further items. Thank you. >> Any items from the city attorney? Uh, >> no further business. Thank you. >> Churned. Thank you everybody. Have a good night.