Agenda & Minutes

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City Council Meeting Agenda & Minutes

Minutes
Thursday, March 15, 2018

AGENDA
March 15, 2018

6:00 p.m.
Medford City Hall, Council Chambers
411 West 8th Street, Medford, Oregon
 
10.    Roll Call
 
20.    Recognitions, Community Group Reports
         20.1  Employee Recognition
 
30.    Oral Requests and Communications from the Audience
         Comments will be limited to 4 minutes per individual, group or organization.  PLEASE SIGN IN.
 
40.    Public Hearings
Comments are limited to a total of 30 minutes for applicants and/or their representatives.  You may request a 5-minute rebuttal time.  Appellants and/or their representatives are limited to a total of 30 minutes and if the applicant is not the appellant they will also be allowed a total of 30 minutes.  All others will be limited to 4 minutes. PLEASE SIGN IN.
 
40.1   COUNCIL BILL 2018-14 - CONTINUED – An ordinance vacating an approximately 50 foot wide strip of public right-of-way, being a portion of Evergreen Street, running north-south from West Third Street to West Fourth Street, 300 feet in length.(SV-17-106) Land Use, Quasi-Judicial
 
         40.2   Public hearing to consider the lease or sale of former Fire Station #2.
 
         40.3   COUNCIL BILL 2018-25 A resolution approving the construction of street improvements and installation of a roundabout on a segment of Springbrook Road between Pheasant Lane and Cedar Links Drive, as part of the Springbrook Road Improvement Project. (TF-17-142) Land Use, Quasi-Judicial
 
50.    Approval or Correction of the Minutes of the March 1, 2018 Regular Meeting
 
60.    Consent Calendar
         60.1     COUNCIL BILL 2018-26 An ordinance authorizing the purchase of seven (7) new police patrol vehicles in the total amount of $206,971.59 from Landmark Ford Lincoln of Tigard, Oregon.
 
         60.2     COUNCIL BILL 2018-27 An ordinance awarding a contract in an amount of $193,905.92 to California Pavement Maintenance Company, Inc. to perform slurry seal on various city streets.
 
         60.3     COUNCIL BILL 2018-28 An ordinance awarding a contract in an amount of $854,197 to Roxy Ann Rock for Phase II development of Kennedy Park.
 
70.    Items Removed from Consent Calendar
 
80.    Ordinances and Resolutions
        
90.    Council Business
         90.1     Proclamations issued:
                        Welcome Home Vietnam Veterans Day – March 15, 2018
 
         90.2     Social Media Policy
 
         90.3     Committee Reports and Communications
 
100.  City Manager and Staff Reports
         100.1   Livability Team
 
         100.2   Utility Fee Increase Public Outreach Campaign
 
         100.3   Further reports from City Manager
 
110.  Adjournment

MINUTES
March 15, 2018

6:00 p.m.
Medford City Hall, Council Chambers
411 West 8th Street, Medford, Oregon

The regular meeting of the Medford City Council was called to order at 6:00 p.m. in the Medford City Hall Council Chambers on the above date with the following members and staff present:
 
Mayor Gary Wheeler; Councilmembers Clay Bearnson, Kay Brooks (arrived at 6:19), Tim D’Alessandro, Dick Gordon, Tim Jackle, Kevin Stine, Kim Wallan, Michael Zarosinski
 
City Manager Brian Sjothun; Deputy City Manager Kelly Madding; City Attorney Lori Cooper; Deputy City Recorder Winnie Shepard
 
20.    Recognitions, Community Group Reports
         20.1  Employee Recognition
                        Employees from the Police Department were recognized for their years of service.
 
30.    Oral Requests and Communications from the Audience
30.1    Rodney Rancik, Medford, spoke regarding Rogue Disposal & Recycling’s recent limitations on items accepted for recycling. He noted that Ashland and Talent continue to accept recycling.
 
30.2    Annette Young, Medford, spoke regarding the Greenway issues and believed they could be solved with additional affordable housing.
 
30.3    Heidi Smith, Central Point, spoke regarding the benefits of backyard chickens.
 
30.4    Regina Davis, Medford, spoke regarding the benefits of backyard chickens and requested a grandfather clause for residents with more than six hens.
 
30.5    Marrisa Grasso, Medford, spoke regarding the benefits of backyard chickens and recommended restrictions based on coop size versus property size.
 
30.6    Chad McComas representing Rogue Retreat, Medford, thanked the City Council for their assistance with Hope Village, Kelly Shelter and other items.
 
40.    Public Hearings
40.1   COUNCIL BILL 2018-14 - CONTINUED – An ordinance vacating an approximately 50 foot wide strip of public right-of-way, being a portion of Evergreen Street, running north-south from West Third Street to West Fourth Street, 300 feet in length.(SV-17-106) Land Use, Quasi-Judicial
 
          Assistant Planning Director Kelly Akin provided the staff report, noting this right-of-way is 50 feet wide and it is unknown whether the vacated property would revert to the railroad or to the applicant. Staff recommended the City vacate the westerly 25 feet of the existing right‑of‑way and retain the easterly 25 feet for a pedestrian pathway and require six public parking spaces. Council discussed the proposed multi-use path’s placement; City Attorney Lori Cooper advised that Council could require a pedestrian easement, but requiring the applicant to pay for it, would be a “takings issue”.  Deputy City Manager Kelly Madding clarified the City only has rights to the property, but does not actually own the property.
 
         Public hearing opened.
 
Applicant, Ken Ogden from Pallet Wine Company, spoke about the existing uses of the property, their goal of reducing vehicle traffic in the area and noted they are not considering selling their property. Mr. Ogden outlined their proposed “tiered approach” to the development. Councilmember Wallan explained that if the City vacated the entire 50 feet and the applicants landscaped/developed it, it may be possible that the railroad could reclaim their portion of the right-of-way. Councilmember Zarosinski recommended Council determine actual ownership of the property before any vacation. Councilmember Stine noted the applicants were not obligated to follow-through on their development plans. 
 
Bob Shand, Medford, rides his bicycle along this path and preferred the City not vacate the property so he could continue to use the route.
 
Mr. Ogden spoke on rebuttal that he endorsed the plan that Mr. Shand outlined.   
 
         Public hearing closed.
 
Councilmember Bearnson supported the concept and the vision, but preferred retaining the property rights. Councilmember Stine pointed out the Planning Commission was divided on the vacation and Bicycle and Pedestrian Advisory Committee did not approve it. Councilmember Jackle supported the project and the idea that the applicants would pay the improvements instead of the City. Councilmember Zarosinski reiterated that property ownership should be determined before any decision. Councilmember Wallan suggested having the vacation contingent upon the Site Plan and Architectural Commission’s approval of the plan.  Mayor Wheeler opined that this property has been empty for more than 30 years. He praised Ms. Donovan, and believed the project was a huge benefit to the community.
 
Motion:  Authorizing the vacation of a portion of Evergreen Street, that 25 foot strip that is adjacent to the Pallet Wine Company, while maintaining six public parking spaces.
Moved by:  Tim Jackle                                                       Seconded by:  Tim D’Alessandro
 
Council discussed their support of the idea; Councilmember Bearnson voiced concern regarding potential future needs. The applicants agreed to maintain six public parking spaces and Councilmember Jackle added that language to his motion.
 
Roll call: Councilmembers D’Alessandro, Gordon, Jackle, Stine and Wallan voting yes; Councilmembers Bearnson, Brooks and Zarosinski voting no.
Ordinance 2018-14 was held for second reading.
 
City Manager Sjothun stipulated that the City Surveyor will research the property determine the owner.
 
Mayor Wheeler declared a recess at 7:38 p.m.
 
* * * * * * * * * * * * * * * * * * * * * * *
Council reconvened at 7:49 p.m. with the same persons present. 
 
         40.2   Public hearing to consider the lease or sale of former Fire Station #2.
 
Ms. Madding provided the staff report, and noted the various repairs it needed. She advised that applicants were each given 10 minutes to speak.  Councilmember Stine noted that he previously worked for Access and after conferring with the Oregon Government Ethics Commission, he would participate in this discussion.
 
Pamela Norr, Access, outlined that the organization would like to use the location for their continuum of care outreach services including food assistance, housing support, addiction and recovery outreach, LGBTQ support, possible medical care through mobile units and other services. Access planned to be open from 8:00 a.m. to 5:00 p.m. so as to not impact the neighborhood.  They preferred to purchase the building, but were open to a lease.
 
Chad McComas, Rogue Retreat, explained the agency worked to provide housing for the homeless and people moving through recovery. This location was ideal, as it was designed to house multiple people. The local area also has many services within walking distance. Mr. McComas clarified that Rogue Retreat typically did not have a residential adviser living onsite and there have been no issues at other locations.
 
Matt Sweeney, Rogue Valley Youth for Christ, spoke along with Phil Ortega from LifeArt, Troy Wohosky from Spartan Boxing, and Rico Gutierrez from Familia Unida. Rogue Valley Youth for Christ operates a teen parents mentoring program. Mr. Sweeney noted this building would be used to provide support and mentoring outreach to youth in the area. They would renovate the building and offered $15,000 toward the new roof. They would have full-time staff in the location which would maintain the building and grounds.
 
Eric Hurt, 106 Lincoln Street, spoke in support of Access. He stated that having a “presence” in the area helped reduce crime. Mr. Hurt believed youth centers would have more success in the downtown area.
 
Debra Lee, Center for Non-Profit Legal Services, spoke in support of Access. This location could help them work with Access to provide assistance to veterans. 
 
Phil Ortega, Medford, spoke in favor of Rogue Valley Youth for Christ.  He noted various crime statistics for youth in our area.
 
Troy Wohosky, unknown residence, spoke in favor of Rogue Valley Youth for Christ.
 
Jonathan Alarcon-Anaya, Medford, spoke in favor of Rogue Valley Youth for Christ. 
 
Mr. Sweeny noted that four agencies will be using the building with Rogue Valley Youth for Christ, if they get the lease.
 
Linda White, Principal of McLoughlin, spoke in favor of Rogue Valley Youth for Christ.
 
Joe Ferguson, Central Point, spoke in favor of Rogue Valley Youth for Christ.
 
Teresa Thomas, Medford, noted concerns with the people using the services at Access and Rogue Retreat wandering the neighborhood.  She supported Rogue Valley Youth for Christ.
 
John Yedski, Medford, Medford, spoke in support of Rogue Valley Youth for Christ. 
 
Heather Hasset, Rogue Retreat, spoke in favor of their application for the building.
 
Public hearing closed.
 
Councilmember Bearnson praised all three agencies.
 
Motion:  Direct staff to enter into a lease agreement, preferably for one dollar per year, for the former Fire Station #2, located at 1241 8th Street, with Rogue Valley Youth for Christ; the agreement to come back to the City Council for approval.
Moved by:  Clay Bearnson                                                 Seconded by:  Kay Brooks
 
Councilmember Bearnson stated that youth and the minorities are the most underserved in Medford. Mr. Sjothun clarified that CDBG funds will be utilized for this project. Councilmember D’Alessandro believed the location would be ideal for Access, as their current location was not very accessible to those needing services. 
 
Motion to Amend:   Amend the original motion to include that the lease or sale agreement brought back for Council approval also direct staff to initiate a substantial amendment to the 2017 Action Plan authorizing $24,429.78 in CDBG funds to be allocated for improvements to the former Fire Station #2.
Moved by:  Kay Brooks                                                      Seconded by: Clay Bearnson
Roll call on amendment:  Councilmembers unanimously approved.
Motion carried and so amended.
 
Councilmember Brooks agreed that the current location for Access is not convenient, but she believed that Access had the funds to purchase a different location. She supported the youth facility being a residential area; she voiced concerns regarding the name of Rogue Valley Youth for Christ as it could be a deterrent to those non-believers and requested they promote their services to all children.
 
Councilmember Jackle noted for the record that all applicants have done an outstanding job and they all do important, good work for the community. Councilmembers Wallan, Zarosinski, D’Alessandro, Bearnson and Stine agreed.  Mayor Wheeler agreed the applicants were all fantastic, but he preferred Access as he thought they would serve more people from all areas.
 
Roll call on main motion: Councilmembers Bearnson, Brooks Gordon, Jackle, Stine, Wallan and Zarosinski voting yes; Councilmembers D’Alessandro voting no.
Motion carried and so ordered.
 
Mayor Wheeler declared a recess 9:03 p.m.
 
* * * * * * * * * * * * * * * * * * * * * * *
Council reconvened at 9: 12 p.m. with the same persons present. 
 
         40.3   COUNCIL BILL 2018-25 A resolution approving the construction of street improvements and installation of a roundabout on a segment of Springbrook Road between Pheasant Lane and Cedar Links Drive, as part of the Springbrook Road Improvement Project. (TF-17-142) Land Use, Quasi-Judicial
 
Principal Planner Carla Paladino provided the staff report noting Springbrook is identified as a major collector.  She outlined the street specifications, the concerns voiced by area residents as well as comments received from multiple departments and agencies.
 
In response to Councilmember Stine, Ms. Paladino noted Planning Staff had no preference in the width of the planter strips; 5.5 feet or 10 feet. Councilmember Gordon listed his questions for Public Works, including: what is the cost difference of a traffic light versus a roundabout; why are roundabouts considered safer; if the roundabout requires 14,000 square feet, how many square feet were needed for a light; and would the City need to use eminent domain?
 
Public Works Director Cory Crebbin noted this project would utilize the remaining funds received for their safe sidewalks project as this intersection served North Medford and Kennedy schools. He explained there were several exceptions to the Code, including the reduction of planter strips to 5.5 feet and installing 10 feet wide sidewalks to allow bicyclists to use the sidewalks instead of riding through the roundabout.
 
Roundabouts are generally safer than intersections as cars are moving in the same direction and at slower rates of speed. Intersection accidents are usually caused from vehicles running red lights at higher rates of speed.
 
A traffic light would not require the City to purchase additional property and would be less costly to install, but roundabouts do not have future expenses, use no electricity, and reduce air pollution from exhaust.
 
Councilmember Gordon voiced multiple concerns regarding purchasing property from citizens, the expense differences, and the continuous issue of the City not following our own standards by requesting exceptions to the Code.
 
In response to Councilmember Stine, Mr. Crebbin noted Engineering staff had requested the reduction in planter strip width; from 5.5 feet to 10 feet.
 
Council discussed the impact to the house on Tahitian; Mr. Crebbin explained that due to wetlands and floodplain concerns, the roundabout could not be moved further west.
 
Mr. Crebbin provided a very rough estimate to Councilmember Gordon’s cost difference question, noting it would run approximately $800,000 to a million dollars more for a roundabout versus a traffic light. Councilmember D’Alessandro requested that future requests include cost comparisons.
 
Public hearing opened.
 
Councilmember Gordon noted he had extensive ex parte contact at a public meeting, as well as emails and phone calls from his constituents.
 
Lynn Campbell, Medford, was not opposed to the roundabout, but preferred the smaller planter strips. She also had requested Council consider increase the width of her driveway from 18 feet to 24 feet wide.
 
Jeannie Stark, 2401 Tahitian, she spoke about living on the corner of this intersection.  She was concerned about losing the mature trees on her property; the intersection is not a true “T” and is on a curve. Cars misjudging the intersection have driven into her yard and the trees provide safety.  She preferred a roundabout and her husband preferred a traffic light.
 
Motion:  Extend the meeting until 10:30 p.m.
Moved by:  Kevin Stine                                                      Seconded by:  Mike Zarosinski
Roll call:  Councilmembers Bearnson, D’Alessandro, Gordon, Jackle, Stine, Wallan, and Zarosinski voting yes; Councilmember Brooks voting no.
Motion carried and so ordered.
 
Councilmember Zarosinski questioned the location of the trees at 2401 Tahitian.  Mr. Crebbin believed that a retaining wall would most likely be installed on her properly; her trees would most likely be destroyed. Councilmember Zarosinski asked about the level of service comparison between a traffic light and a roundabout; Mr. Crebbin did not have the traffic impact study on hand to provide the numbers. Councilmember Wallan asked whether Engineering could reducing the sidewalk width and eliminating the planter strips on the Tahitian corner to enable Mrs. Stark to maintain her trees; Mr. Crebbin responded that there are no planter strips within the roundabout, and the sidewalk on that side is the minimum width.  
 
Motion: Approve the resolution authorizing the Springbrook Road improvement project as recommended by the Planning Commission, including all the recommendations regarding 5.5 feet as they relate to the planter strips and/or sidewalks, except for Mrs. Campbell’s driveway which shall be 24 feet wide versus 18 feet wide. 
Moved by:  Tim Jackle                                                       Seconded by:  Kevin Stine
 
Councilmember Zarosinski noted his support of a roundabout over a light, but recommended Public Works research placing it as much to the west was possible, to reduce the impact to 2401 Tahitian.  Councilmember Gordon stated this intersection is very dangerous with the high school students walking; he voiced concerns about the cost difference of a light versus a roundabout and about the longer construction period.  Councilmember Wallan asked whether it included the art installation; Ms. Paladino clarified it did not. Mayor Wheeler preferred no art in the intersection. 
 
Roll call:  Councilmembers Bearnson, D’Alessandro, Gordon, Jackle, Stine, Wallan, and Zarosinski voting yes; Councilmember Brooks voting no.
Ordinances 2018-25 was duly adopted.
 
50.    Approval or Correction of the Minutes of the March 1, 2018 Regular Meeting
         There being no additions or corrections, the minutes were approved as presented.
 
60.    Consent Calendar
         60.1     COUNCIL BILL 2018-26 An ordinance authorizing the purchase of seven (7) new police patrol vehicles in the total amount of $206,971.59 from Landmark Ford Lincoln of Tigard, Oregon.
 
         60.2     COUNCIL BILL 2018-27 An ordinance awarding a contract in an amount of $193,905.92 to California Pavement Maintenance Company, Inc. to perform slurry seal on various city streets.
 
         60.3     COUNCIL BILL 2018-28 An ordinance awarding a contract in an amount of $854,197 to Roxy Ann Rock for Phase II development of Kennedy Park.
 
Councilmembers Brooks and Gordon requested removal of 60.1 from the consent calendar.
 
Motion:  Adopt the consent calendar.
Moved by:  Kevin Stine                                                      Seconded by:  Kim Wallan
Roll call:  Councilmembers unanimously approved.
Ordinances 2018-27 and 2018-28 were duly adopted.
 
70.    Items Removed from Consent Calendar
         60.1     COUNCIL BILL 2018-26 An ordinance authorizing the purchase of seven (7) new police patrol vehicles in the total amount of $206,971.59 from Landmark Ford Lincoln of Tigard, Oregon.
 
Police Chief Randy Sparacino and Administration Lieutenant Phil Eastman provided the staff report.  Councilmember Brooks voiced concerns about the exhaust issue with these vehicles and asked about hybrids; Mr. Eastman responded that these vehicles were repaired to eliminate the exhaust concerns and that there was not a substantial cost savings to the hybrids;  These vehicles were selected to accommodate the size of the officers using them as substantial time is spent driving.  Mr. Sjothun advised that a fuel study is in the process.
 
Motion:  Approve the ordinance.
Moved by:  Kevin Stine                                                   Seconded by:  Kim Wallan
Roll call:  Councilmembers Bearnson, D’Alessandro, Gordon, Jackle, Stine, Wallan, and Zarosinski voting yes; Councilmember Brooks voting no.
Motion carried and so ordered.
 
80.    Ordinances and Resolutions
         None.
 
90.    Council Business
         90.1     Proclamations issued:
                        Welcome Home Vietnam Veterans Day – March 15, 2018
        
Councilmember Zarosinski had no further business to discuss; Mr. Sjothun advised that the remaining items could be held to the next meeting.
 
         90.2     Social Media Policy
                     This topic postponed to the April 5, 2018 meeting.
 
100.  City Manager and Staff Reports
         100.1   Livability Team
                     This topic postponed to the April 5, 2018 meeting.
 
         100.2   Utility Fee Increase Public Outreach Campaign
                     This topic postponed to the April 5, 2018 meeting.
 
110.  Adjournment
         There being no further business, this Council meeting adjourned at 10:29 p.m.
 
The proceedings of the City Council meeting were recorded and are filed in the City Recorder’s Office. The complete agenda of this meeting is filed in the City Recorder’s Office.
 
 
 
 
Winnie Shepard
Deputy City Recorder

 

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