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HomeMy WebLinkAbout02/17/1982 Meeting .-~ ..,. . . - M I NUT E S Eugene City Council City Council Chamber February 17, 1982 11:30 a.m. COUNCILORS PRESENT: Brian Obie, Betty Smith, Mark Lindberg, D. W. Hamel, Cynthia Wooten, Gretchen Miller, and Emily Schue. ABSENT: Mayor Gus Keller and Councilor Eric Haws. Adjourned meeting of the City Council of the City of Eugene, Oregon, was called to order by Council President Brian Obie. I. ITEMS FROM MAYOR & COUNCIL, APPOINTMENTS, ANNOUNCEMENTS, AGENDA ADJUSTMENTS A. Request from Westside Neighborhood Quality Project Ms. Wooten stated that a request had been received from the Westside Neighbor- hood Ouality Project to extend their boundaries. This request is initiated by the residents who live east of the area and they would like the boundaries extended from Washington to Lincoln. The neighborhood has worked with the business community and reached a compromise. They are now reauesting that the council take action. The Economic Diversification Task Team and the City Council will be hearing requests for consolidation of the boards and commissions involved in the downtown area. Part of the area included in this expansion request of the neighborhood group is included in the area being discussed in the new downtown district. She, Marge Beck, and Michael Tharp met with respresenta- tives from WNQP yesterday and told them why they would like the council to delay action. She would like for the council to consider WNOP's proposal along with the deliberation on the issue of the boards and commissions involved in the downtown district. Ms. Smith stated that the neighborhood's proposal was for immediate action, but Ms. Wooten is suggesting that the council not act until the consolidation of the various boards and commissions occurs. Ms. Wooten stated that she would send a letter to the neighborhood group explaining the delay and indicating that the council will consider this in the context of their deliberations of the new downtown development district. Ms. Wooten moved, seconded by Ms. Smith, to postpone action on expansion of the Wests ide Neighborhood Quality Project boundaries and to send a letter to WNQP explaining the delay. Roll call vote; motion carried unanimously. MINUTES--Eugene City Council February 17,1982 Page 1 ,~, e e - B. Need for Shelter Homes Ms. Miller stated that she had received a letter from the Whiteaker Neighborhood Group regarding the need for shelter homes. She understands that this will be considered in the zoning code update. She requested that staff respond to Whiteaker's letter to that effect. C. Appointments Ms. Schue moved, seconded by Ms. Smith, to appoint the following people to the Aging, Handicapped, Minority, Public Solicitations, and Performing Arts commissions: AGING COMMISSION: A. Warren Herrigel, 1792 Cal Young Road, #164, Eugene, 97401, a reappointment with term to expire January 1, 1985; Charles Strong, 495 West 26th, Eugene, 97405, a reappointment with term to expire January 1, 1985; Elizabeth Arts, 1855 West 28th, Eugene, 97405, term to expire January 1, 1985. HANDICAPPED COMMISSION: Dorothy McNair, 2207 Willona Drive, Eugene, 97401, a reappointment with term to expire January 1, 1985; H. Marshall Peter, 29127 Gimple Hill Road, Eugene, 97402, a reappointment with term to expire January 1, 1985; Ellen Miller-Wolfe, 985 Lewis Street, Eugene, 97402, term to expire January 1, 1985. MINORITY COMMISSION: Leland Cramer, 941 East 22nd Avenue, Eugene, 97405, a reappointment with term to expire January 1, 1985; Emilio Hernandez, 270 Emerald Hall, U of 0, Eugene, 97403, a reappointment with term to expire January 1, 1985; Grady Radford, PO Box 1611, Eugene, 97440, a reappointment with term to expire January 1, 1985; Wilma Crowe, 713 East 27th, Eugene, 97405, to fill the unexpired term of Joe de la Pena expiring January 1, 1983. PERFORMING ARTS COMMISSION: Suzanne M. McRoberts, 2295 McLean Boulevard, Eugene, 97405, to fill unexpired term of Sue Keene, term to expire January 1, 1983. PUBLIC SOLICITATIONS COMMISSION: Charles R. O'Brien, 1475 Russet, Eugene, 97401, to fill United Way position, term to expire January 1, 1983. MINUTES--Eugene City Council February 17, 1982 Page 2 -.:-. Roll call vote; motion carried unanimously. e D. Agenda Addition Mr. Gleason requested adding to the agenda consideration of a resolution trans- ferring funds from contingency to cover the costs of fire truck repair. Council consensus was to add it as the final item on today's agenda. II. ROUTINE ITEMS FOR COUNCIL APPROVAL A. Consideration of Legislative Subcommittee Minutes of February 10, 1982 (distributed) Mr. Gleason requested that this item be held over until February 24, 1982, since the minutes had not been distributed. The council concurred. B. Payment of Bills, Claims, and Progress Payments (listings attached) Res. No. 3629--A resolution authorizing the payment of bills, claims, and progress payments for the period February 3, 1982, through February 17, 1982. e Ms. Schue moved, seconded by Ms. Smith, to adopt the resolution. Roll call vote; motion carried unanimously. C. Improvement Petition: Fox Hollow Road (affected property on petition-- assessable costs: sewers, total square footage--792,700, square footage petition-- 285,500 feet, 36 percent; City cost, $5,600) Res. No. 3630--A resolution authorizing sanitary sewer construction between Fox Hollow Road and West Drive from Fox Hollow to Martin Street (2021). Ms. Schue moved, seconded by Ms. Smith, to adopt the resolution. Roll call vote; motion carried unanimously. Ms. Wooten asked if this affected other street-widening activities and design activities there. Don Allen, Public Works, stated that it did not. D. Segregation of Assessments for Property Located South on Wilshire Lane-Summerset Hills VII (Donn Stemm for Breeden Brothers, Inc.) ( S E 82 -1 ) Ms. Schue moved, seconded by Ms. Smith, to approve the segrega- tion of assessments as noted. Roll call vote; motion carried unan imous 1 y. E. Ordinance Amending the Municipal Court Judge Selection Procedures (memo and ordinance distributed) Mr. Gleason stated that Ms. Miller would answer any questions on this item. Ms. Miller stated that the amended ordinance incorporates what the council agreed ~ upon previously. MINUTES--Eugene City Council February 17, 1982 Page 3 ~, e CB 2327--An ordinance concerning Municipal Court; amending Sections 2.011 and 2.776 of the Eugene Code, 1971; adding a new section 2.773 thereto; and declaring an emergency. Ms. Schue moved, seconded by Ms. Smith, that the bill be read the second time by council bill number only, with unanimous consent of the council, and that enactment be considered at this time. Roll call vote; motion carried unanimously, with Mr. Hamel abstaining. Council Bill 2327 was read the second time by council bill number only. Ms. Schue moved, seconded by Ms. Smith, that the bill be approved and given final passage. Roll call vote; motion carried 6:1, with Councilor Hamel voting no. The bill was declared passed and numbered 18928. III. RECOMMENDATION ON SELECTION OF CITY'S EXTERNAL AUDITOR (memo distributed) e Mr. Gleason introduced Carol James, Management Services. Ms. James stated that the memo explains staff's process in selecting the external auditor being recommended. Staff is not claiming dissatisfaction with the present auditors, but staff felt it was important to check the market and get a reasonable price. Staff first identified the City's needs, let requests for proposals, determined the qualifications of those who submitted proposals, and then made a recommendation. RFPs were sent to 47 Oregon firms, including all Eugene-Springfield firms larger than sole proprietors. The City received proposals for service from ten firms. The proposal review team reviewed and evaluated the proposals. The team then informally interviewed representatives of three firms. As a result of the interviews and the written proposals the review team made a recommendation to Dave Whitlow as to the two most qualified firms which had submitted reasonable fee proposals. Those two firms then made presentations to senior Management Services staff and this is the recom- mendation from that committee. The staff recommendation was to retain Peat, Marwick, Mitchell, & Company for the City's auditor for the next four-year period. Coopers & Lybrand was the other finalist. Both firms were qualified, but Peat, Marwick, & Mitchell had a lower bid. Also, Peat, Marwick, & Mitchell based their proposal on 2,600 hours of audit time, while Coopers & Lybrand based their proposal on 2,155 hours of audit time. Mr. Hamel asked if there is an advantage in having a local firm to lower costs for long-distance calls, etc. Ms. James responded that there have been no problems with the current firm being available. If there is a difference in costs, staff has not noticed. Mr. Obie asked if proposals were received from other firms. Ms. James repeated that proposals were received from ten firms. The committee reviewed the technical portions of the proposals and then only the four appearing technically qualified were reviewed on a basis of cost. Mr. Obie asked if Peat, Marwick, & Mitchell was the lowest bidder of the four considered. Ms. James responded that they were not, although they were the lowest of the two finalists. There was staff concern about the lowest bidder's qualifications for handling an account the size of the City's. e MINUTES--Eugene City Council February 17, 1982 Page 4 ,"-. - Ms. Schue moved, seconded by Ms. Smith, to retain Peat, Marwick, Mitchell, & Company as the City's external auditor for the next four-year period. Ms. Wooten stated that it is important to give consideration to local firms, for future issues. Ms. Miller agreed that that is an informal policy now. There was a long discussion originally when Peat, Marwick, Mitchell & Co. was retained over four years ago. There is an attempt to keep business local when possible and appropriate. Mr. Hamel agreed. He feels if local firms have the ability, then they should be considered. He is sure there were a lot of charges for long-distance phone calls over the past four years. Mr. Gleason added that since Eugene is larger than any other Oregon city except Portland, it is impor- tant that there be enough principals in the firm, as well as a good understanding of municipal audit ing. The two firms who have a corner on the Oregon market are Peat, Marwick, Mitchell & Co. and Coopers & Lybrand. Portland uses Coopers & Lybrand. They have been a good auditor to work with. Both firms are very competent. However, staff did not feel we could afford the add it ional expense. Ms. Wooten suggested giving some formal thought for policy to give every possible break in the future to local firms. Mr. Obie asked what the amount of the bid was four years ago. Ms. James responded that she did not know. Mr. Obie noted that the City Council sub- committee sat in on interviews last time. Roll call vote; motion carried unanimously. _ IV. TRANSFER OF CONTINGENCY APPROPRIATIONS TO OFFICIAL BUDGET CATEGORIES Mr. Gleason stated that this proposed resolution is to authorize the transfer of $3,384 from contingency to official budget categories to repair the aerial ladder truck, which is now being backed up by antiquated eauipment. Res. No. 3631--A resolution authorizing the transfer of con- tingency appropriations within a given fund to official budget categories. Ms. Schue moved, seconded by Ms. Smith, to adopt the resolution. Roll call vote; motion carried unanimously. The meeting was adjourned to February 22, 1982. The council moved to the McNutt Room for a work session on the West University Refinement Plan. ?7~)-~~~~ ~ /4~0P~ Mictleal D. G';-~, --v: ~ City Manager (Recorded by Lynda Nelson) ~ MDG:LN:kb/CM8a6 MINUTES--Eugene City Council February 17, 1982 Page 5