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HomeMy WebLinkAbout08/11/1982 Meeting ; -. e M I NUT E S Eugene City Council City Council Chamber August 11, 1982 11: 45 a.m. COUNCILORS PRESENT: John Ball, D.W. Hamel, Mark Lindberg, Gretchen Miller, Emily Schue, Betty Smith, Cynthia Wooten. COUNCILOR ABSENT: Brian Obie. Regular meeting of the City Council of the City of Eugene, Oregon, was called to order by His Honor Mayor Gus Keller. 1. ITEMS FROM MAYOR & COUNCIL, APPOINTMENTS, ANNOUNCEMENTS, AGENDA ADJUSTMENTS A. Stringfield Lumber Company Fire Councilor Wooten said she had witnessed the August 10 fire at the Stringfield Lumber Company. She commended the members of the Eugene and Springfield Fire departments for the courage and skill they demonstrated in fighting the fire and e protecting the City. The Mayor said that the City Manager would relay the council's thanks to the Fire Department. B. Community School Program Ms. Wooten asked staff to keep the council informed on the effect of School District 4-J budget problems with respect to the Community School Program. C. EPAC Opening Ms. Wooten said there was a need to schedule an open house to allow interested members of the public to tour the Performing Arts Center. Councilors concurred with this suggestion. The Mayor noted that this could occur around the grand opening activities. D. Suggestions for Election Law Changes Councilor Schue said that she serves on the League of Oregon Cities Subcommittee on Election Laws. She asked councilors for their suggestions for any changes needed in election laws. Councilor Smith suggested that the registration issue be addressed. E. Promotion of City of Eugene Councilor Hamel said that there was a strong need for an aggressive campaign e promoting the City of Eugene. He said this campaign should include production of a film on the City. MINUTES--Eugene City Council August 11, 1982 Page 1 F. Welcome for Kakegawa Delegation e Mayor Keller asked councilors to attend events scheduled to welcome the Kakegawa delegation. He said he had received word that the recent typhoon in that area had affected parts of the prefecture in which Kakegawa is located but not the City itself. G. Performing Arts Center Contract Award--Phase 9 City Manager Micheal Gleason said that the Phase 9 bid awards for the Performing Arts Center contract would be opened on August 12, 1982, while the council is on its summer recess. He said that previous contract awards had appeared on council agendas primarily as information items at the time of bid awards. He said that notices will be mailed to councilors, informing them of the awards made on August 12. II. ROUTINE ITEMS FOR COUNCIL APPROVAL A. Consideration of City Council Minutes of June 30, 1982; Work Session of July 12, 1982; Regular Meeting of July 14, 1982; and Special Meeting of July 26, 1982 (minutes distributed) Ms. Schue moved, seconded by Ms. Smith, to approve the City Council minutes of June 30, 1982; work session of July 12, 1982; regular meeting of July 14, 1982; and special meeting of July 26, e 1982. Roll call vote; motion carried unanimously. B. Payment of Bills and Claims (listing distributed) Res. No. 3707--A resolution authorizing the payment of bills and claims for the period of July 28, 1982, through August 11, 1982. Ms. Schue moved, seconded by Ms. Smith, to adopt the resolution. Roll call vote; motion carried unanimously. C. Resolution Naming the Downtown Performing Arts Complex (resolution distributed) Res. No. 3667--A resolution naming the downtown performing arts complex. Councilor Miller said that she would vote against the resolution. Ms. Schue moved, seconded by Ms. Smith, to adopt the resolution. Roll call vote; motion carried, with Councilors Ball, Hamel, Lindberg, Schue, Smith, and Wooten voting in favor, and Councilor Miller voting in opposition. e MINUTES--Eugene City Council August 11, 1982 Page 2 III. PUBLIC HEARINGS e A. Public Works Contract Award for Storm Sewer at Mahlon Sweet Field (memo distributed; tabulation attached) City Manager Micheal Gleason said this was a routine contract award. Public hearing was opened. There being no public testimony, public hearing was closed. Ms. Schue moved, seconded by Ms. Smith, to follow the staff recommendation and award the contract to the low bidder. Roll call vote; motion carried unanimously. B. Supplemental Budget No.1 (memo, detail, ordinance distributed) Mr. Gleason noted that the supplemental budget had been reviewed at the Budget Committee meeting on August 10, 1982. He said staff recommended passage of the ordinance. Public hearing was opened. There being no public testimony, public hearing was closed. CB 2509--An ordinance adopting a supplemental budget; making e appropriations for the City of Eugene for the fiscal year beginning July 1, 1982, and ending June 30, 1983; 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. Council Bill 2509 was read the second time by council bill number. Ms. Schue moved, seconded by Ms. Smith, that the bill be approved and given final passage. Roll call vote. All councilors present voting aye, the bill was declared passed and numbered 19010. C. Resolution Regarding West University Neighbors Boundary Change Request (memo, map, resolution, charter distributed) Mr. Gleason said that the proposed boundary change would realign the boundaries of the West University Neighborhood Association to correspond to the boundaries of the newly formed Downtown Commission. He said that the West University Neighbors had approved the proposed change and that staff recommended adoption of the resolution. Public hearing was opened. e There being no public testimony, public hearing was closed. MINUTES--Eugene City Council August 11, 1982 Page 3 e Councilor Hamel asked why the line of the proposed boundaries was so convoluted, rather than following a straight-line path. Mr. Gleason responded that the boundary followed the zoning patterns in the area. Res. No. 3708--A resolution approving and accepting a boundary change for the West University Neighbors. Ms. Schue moved, seconded by Ms. Smith, to adopt the resolution. Roll call vote; motion carried unanimously. IV. MODIFICATION OF COUNCIL PROCEDURES ON PAYMENT OF BILLS (memo, ordinance, background distributed) Mr. Gleason introduced Warren Wong, Financial Services Director. Mr. Wong said that staff proposed modifying all current City payment processes, excluding the payroll process. He noted that, under the current procedure of having the Council approve all expenditures over $3,000, it takes eight days to process payments when the City Council is in session and only two days when the council is not in session. He said the the current process prevented the City from taking advantage of purchase discounts, made it difficult to schedule staff in the Accounting Section, and presented cash management problems. Mr. Wong said that, under Oregon State Local Budget Law, the City Manager is authorized to act as an agent in carrying out the intent of the council. Mr. Wong said staff proposed that the council allow the City Manager, or his designee, to issue payments each Friday, without prior council approval. He said that staff would e provide the council with a schedule of all payments made in this manner that exceeded $5,000. He said that the council could then request review of any payment on which it had a question. Mr. Wong said the City Attorney's Office had said that under current council payment authorization practices, councilors could be held personally liable for certain payment actions. Responding to questions from councilors, Mr. Wong said he believed that the City could save $35,000 to $50,000 in purchase discounts annually under the proposed process. Responding to a question from Councilor Ball, Mr. Wong said that councilors could receive copies of any City payment records upon request. Mr. Wong noted that if the Finance Department receives a request for payment by 11:00 a.m. on Tuesday, the check will be issued by Friday. CB 2507--An ordinance concerning payment of City bills; amending sections 2.525 and 2.527 of the Eugene Code, 1971; 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. Council Bill 2507 was read the second time by council bill number only. Ms. Schue moved, seconded by Ms. Smith, that the bill be approved e and given final passage. Roll call vote. All councilors present voting aye, the bill was declared passed and numbered 19011. MINUTES--Eugene City Council August 11, 1982 Page 4 V. RESOLUTION TRANSFERRING CABLE COMMISSION STAFFING RESPONSIBILITIES TO LANE e COUNCIL OF GOVERNMENTS (memo, resolution, attachments distributed) Mr. Gleason introduced Kent Gorham, City Manager's Office. Mr. Gorham said that the Metropolitan Cable TV/Translator Commission had voted to request the three cooperating jurisdictions--Eugene, Springfield, and Lane County--to amend the intergovernmental agreement to change the name of the commission by deleting the word "Trans 1 ator. " He said that the commission further requested the three jurisdictions to authorize contracting with the Lane Council of Governments (L-COG) for staff support to the commission and to give perpetual authority for these staffing arrangements to the chief administrative officers of the three jurisdictions. Councilor Hamel noted that the commission had also requested the City Manager's Office to designate Mr. Gorham as the City of Eugene's staff member on the commission. Responding to a question from Councilor Wooten, Mr. Gorham said he believed that L-COG staff could do a capable job of providing staff support to the commission. He said that Bob Swank would be the lead staff member and that the resolution before the council would permit the commission to request independent contracts for specific tasks, as needed. Responding further, Mr. Gorham said he understood that the Eugene City Attorney's Office would continue to act as attorney for the c omm i s s ion. Res. No. 3709--A resolution authorizing execution of agreement for e creation of Metropolitan Cable Television Commission and repealing prior resolutions. Ms. Schue moved, seconded by Ms. Smith, to adopt the resolution. Roll call vote; motion carried unanimously. VI. ORDINANCE AMENDING EUGENE CODE CONCERNING PURCHASE OF ART AND PERFORMING ARTS SERVICES (memo, ordinance distributed) Mr. Gleason introduced Charles Dallas, Purchasing Agent. Mr. Dallas referred to materials distributed to councilors. He said that it was felt to be inappropriate for the City to purchase art and artistic performances on a low bid basis and that the proposed ordinance would provide for a jury selection process. Councilor Wooten noted that she had requested that this issue be looked into. She said that she was pleased with the proposed process. CB 2510--An ordinance concerning the purchase of art and performing arts services; amending sections 2.856 and 2.859 of the Eugene Code, 1971; and declaring an emergency. e MINUTES--Eugene City Council August 11, 1982 Page 5 . e 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. Council Bill 2510 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. All councilors present voting aye, the bill was declared passed and numbered 19012. VII. ORDINANCE AMENDING EUGENE CODE CONCERNING PURCHASE OF LIBRARY MATERIALS (memo, ordinance distributed) Mr. Gleason introduced Charles Dallas, Purchasing Agent. Mr. Dallas referred to the memo that had been distributed to councilors on this matter from Assistant City Librarian Carol Hildebrand. Mr. Dallas said that the Library had found it impossible to follow the City bidding procedure for purchase of library materials and still acquire materials in a timely fashion in order to meet the service level requirements of Library patrons. He said Library staff reported that purchases made through the bidding process were not necessarily lower in cost than purchases negotiated outside the bidding process, but that purchases made through that process were considerably slower in being available to patrons. He said staff therefore recommended amendment of the code regarding purchase of e library materials. Councilor Hamel asked whether efforts were made to buy books for the Library from local bookstores. Mr. Dallas responded that the Library does contact local stores in its purchasing and often makes purchases locally for expediency, even though costs may be higher. CB 2511--An ordinance concerning the purchase of library materials~ amending section 2.859 of the Eugene Code, 1971; 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. Council Bill 2511 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. All councilors present voting aye, the bill was declared passed and numbered 19013. e MINUTES--Eugene City Council August 11, 1982 Page 6 . VIII. CONTRACT BETWEEN CITY AND EUGENE-SPRINGFIELD VISITORS AND CONVENTION e BUREAU (memo, resolution distributed) Mr. Gleason said that this was a routine item and that the contract was the same agreement that the City had signed in past years. He said that staff and representatives of the bureau were available to respond to questions. Councilor Ball felt that recent promotional efforts of the bureau had been unimaginative and suggested that the council take the opportunity offered by contract renewal to exert pressure for more creative efforts. Mr. Gleason responded that the City of Eugene is a member of the bureau and said that Mayor Keller and Performing Arts Center Executive Director Dick Reynolds were on the bureau's advisory board. He said that the bureau's operations are limited by its inadequate budget of less than $250,000 per year. Mr. Gleason suggested that the issue of promotion of the City be raised at the council's goals session and that councilors solicit the support of area hotel/motel owners, business people, and the County commissioners for funding to provide expanded promotional efforts. Councilor Miller requested staff to provide information on promotional efforts in other cities and on performance-oriented tools for measuring the success of such efforts. Mayor Keller said he believed that the bureau had demonstrated good success in its efforts but agreed that higher funding was needed for promotion. e Councilors agreed that this topic should be pursued at the fall goals session. Res. No. 3710--A resolution designating the Eugene-Springfield Visitors and Convention Bureau, Inc., as the supplier of specific services, authorizing the City Manager to execute agreements for the provision of such services, and repealing Res. No. 3552 adopted July 22, 1981. Ms. Schue moved, seconded by Ms. Smith, to adopt the resolution. Roll call vote; motion carried unanimously. IX. ECONOMIC DIVERSIFICATION PROGRAM: QUARTERLY STATUS REPORT (memo, background information distributed) Mr. Gleason introduced Susan Smernoff, Planning, to provide a quarterly report on the City.s Economic Diversification Program. Ms. Smernoff said that additions to services provided through the Development Assistance and Information Center were proceeding well and that in July the Coordinated Permit Counter Task Team had begun a review of the City's regulatory processes. She said that this review would probably take six to eight months and would result in recommendations for consolidation and possibly even elimination of some process components. e MINUTES--Eugene City Council August 11, 1982 Page 7 . Ms. Smernoff said that in July the Planning Department had moved its counter ~ services to the Information Center and that, if this proved successful, consider- ation would be given to moving other services to the center, as well. Ms. Smernoff said that activities over the past quarter had included adoption of the Downtown Commission and appointment of commission members. She said that the commission would hold a goal-setting session on August 19 and 20. Ms. Smernoff said that June Focus Month on Economic Diversification events had been successful and well-attended. She discussed the Housing and Commercial Rehabilitation and Commercial Redevelopment loan programs for the downtown area and said that the programs would leverage $2.8 million and $500,000, respectively, for investment in redevelopment and rehabilitation of the downtown area. Ms. Smernoff said that the Six-Point Economic Diversification Program had been updated and that a 1982/83 Fiscal Action Program had been developed. She said that this action program took into consideration local, state, and national economic considerations. Ms. Smernoff said that the revised program contained the following elements: 1) Industrial Siting; 2) Downtown Development; 3) Business Assistance and Employment Training; 4) Destination Point Activities; 5) Capital Improvement Program; and 6) Private/Public Coordination. She explained that the last element was a new one and emphasized work with other public agencies, such as State agencies, and with private concerns. Responding to a question from Councilor Lindberg, Ms. Smernoff said that an example of this element would be the City's working with the Lane Economic Foundation and the Joint Committee on Economic Development toward redevelopment of the Four Corners Area. Mayor Keller thanked Ms. Smernoff for her presentation. e X. CONCLUDING ANNOUNCEMENTS Mr. Gleason reminded councilors of the work session on the Bethel-Danebo Refinement Plan, to follow this meeting. Mayor Keller said that he needed to appoint two councilors to serve on the Community Goals Committee. Councilor Wooten said she had anticipated being involved in the upcoming Community Goals Conference through her Citizen Involve- ment Committee assignment and would be willing to serve on the Community Goals Committee. Mayor Keller asked other interested councilors to contact him. Meeting was adjourned to the McNutt Room for a work session on the Bethel-Danebo Refinement Plan. Re~pectfU~ ~ T Miche 1 D. Gleas n City Manager (Recorded by Darcy Marentette) ~ MDG:DCM:dcm/CM26a1 MINUTES--Eugene City Council August 11, 1982 Page 8 . . . - .. " . ENGINEERING DIVISION BID NO.: 8 Opened: August 10, 1982 1. STORM SEWER Mah10n Sweet Field, along Green Hill Road from Lockheed Drive to 750 feet north Contract Cost Bidders AWARD 1. Bowers Excavating & Fencing Inc. --------- $ 33,158.00 2. Morse Bros. Contractors, Inc. ----------- "$ 33,354.00 3. Wi1dish Construction Co. ----------------- $ 36,117.00 4. Kenneth R. Bostick Construction Company -- $41,048.00 5. Eugene Sand & Gravel Inc. ---------------- $ 41,559.00 6. Dan D. Allsup Contractor, Inc. ----------- $ 44,020.20 7 . H & J Construction ----------------------- $ 55,100.00 8. Staton Construction ---------------------- $ 56,388.00 e 9. Egge Sand & Gravel ----------------------- $ 56,615.00 Cost to Abutting Property Cost to City Engineer's Est. -0- $ 36,500.00 $ 60,000.00 (511) COMPLETION DATE: September 30, 1982 -