GOVERNMENT

Downtown Medford

Board of Directors Board Minutes

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  • Agenda
    1.22.2008 Medford Urban Renewal Agency Board of Directors - Minutes

    A.
    Executive Session

    A meeting of the Medford Urban Renewal Agency Board of Directors was called to order in Executive Session at 6:30 p.m., on the above date, in City Hall Alba Room of the City of Medford by Chair Gregory Yechout, with the following Members in attendance:

    BOARD MEMBERS:
    Present
    Gregory Yechout, Chair
    Skip Patterson, Vice-Chair
    Bill Dames, Secretary
    Jason Anderson, Council Representative
    Dick Entinger
    Jim Kuntz, Council Representative
    Claudette Moore
    Joy Pelikan

    Absent
    Eric Stark

    STAFF:
    Present
    Jackie Rodgers, Executive Director
    Errin Sills, Office Administrator
    Dan Thorndike, Attorney

    Pursuant to ORS 192.660(2)(e), ?The governing body of a public body may hold an executive session to conduct deliberations with persons designated by the governing body to negotiate real property transactions.?

    Pursuant to ORS 192.660(2)(h), ?The governing body of a public body may hold an executive session to consult with counsel concerning the legal rights and duties of a public body with regard to current litigation or litigation likely to be filed.

    EXECUTIVE SESSION CLOSED AT 7:00 P.M.



    B.
    Open Session
    I.
    Roll Call

    1.1 A meeting of the Medford Urban Renewal Agency Board of Directors was called to order in Open Session at 7:00 p.m., in City Hall Council Chambers of
    The City of Medford, on the above date, by Chair Gregory Yechout, with the following Members and Staff in attendance:

    BOARD MEMBERS:
    Present
    Gregory Yechout, Chair
    Skip Patterson, Vice-Chair
    Bill Dames, Secretary
    Jason Anderson, Council Representative
    Dick Entinger
    Jim Kuntz, Council Representative
    Claudette Moore
    Joy Pelikan

    Absent
    Eric Stark

    STAFF:
    Present
    Jackie Rodgers, Executive Director
    Errin Sills, Office Administrator

    GUEST:
    Paul Nielson, Partner, Isler & Company, LLC

    II.
    Minutes

    2.1 Minutes for the January 8, 2008 Medford Urban Renewal Agency Board Meeting were submitted.

    Chair Gregory Yechout inquired whether there were any corrections to the Medford Urban Renewal Agency Board Meeting Minutes of January 8, 2008. Hearing no corrections or additions, Mr. Yechout stated that the Minutes stand approved as submitted.

    Chair Gregory Yechout introduced the newly appointed Board Member, Claudette Moore. Ms. Moore has lived most of her life in the Rogue Valley and most of that as a resident of Medford. Ms. Moore?s current occupation is a Realtor with Coldwell Bankers Pro West. She served six years on the City of Medford City Council, from 2001 through 2006. She is currently serving Board terms on the following, Smart Reader Advisory Board, Southern Oregon University Advisory Board, and Rogue Valley Association of Realtors Board of Directors.

    III.
    Communications from the Audience

    There were none.

    IV.
    Communications from Staff

    4.1 Project Updates

    a. General

    Bartlett Street Improvement Project
    Transportation Facilities Review at engineering is on schedule.

    The Commons Project
    The groundbreaking ceremony scheduled for February 13, 2008 has been cancelled and to be rescheduled for a date in March.

    The waterline upgrade has commenced. Lithia has provided a press release to the media regarding the construction.

    V.
    Written Communication

    5.1 Memorial Service: Staff reported that the Memorial Service for former Medford Urban Renewal Agency Board Member, Skip Knight was held on January 14, 2008.

    VI.
    Reports from Chair

    There were none.




    VII.
    Reports from Committee

    7.1 Parking Committee

    Staff reported that the next Parking Committee meeting will be held on Thursday, February 14, 2008 at 8:00 a.m., as there was a conflict on the 13th, the usual meeting date. The meeting will be held at the Medford Urban Renewal Agency office located at 45 South Holly Street. The draft minutes for the January 9, 2008 were included in the Board packet.

    7.2 Marketing Committee

    Staff reported that the Marketing Committee meeting will be held Wednesday, February 13, 2008 at 5:30 p.m. The meeting will be held at the Medford Urban Renewal Agency office located at 45 South Holly Street. The draft minutes from the January 16, 2008 meeting were included in the Board packet.

    VIII.
    Business

    8.1 Presentation: Isler & Company, LLC ? Fiscal Year 2006-2007 Financial Audit

    Staff introduced Mr. Paul Nielson, Partner of Isler & Company, LLC., and Certified Public Accountant. Mr. Nielson presented a brief description of the audit: 1) Management Responsibilities; 2) Auditor Responsibilities; 3) Required Communication; 4) Capital Assets and Related Debt; 5) Capital Projects Fund; 6) Debt Service Fund; and 7) Advisory Comments. There were no reported discrepancies in the audit.

    Gregory Yechout inquired as the interest rates go down, does Bank of America evaluate whether or not it would be wise for the Agency to refinance the debt that is on the books right now. Staff reported that the Agency is currently in negotiations with Bank of America discussing the issuance of a new bond and refinancing of current debt.

    8.2 Consideration to accept Medford Urban Renewal Agency Report on Audit of Financial Statements and Supplemental Information for the year ended June 30, 2007.

    Staff reported that the annual audit for Fiscal Year 2006-2007 has been completed. The auditing firm of Isler & Company, LLC conducted their audit in accordance with auditing standards generally accepted in the United States. The auditors disclosed no instances of noncompliance, and found no matters involving the internal control over financial reporting and its operation that were considered to be material weaknesses. The June 30, 2007 ending fund balance of $6,870,935 is distributed as follows:

    General (Capital) Fund $4,325,945
    Debt Service Fund $2,544,990
    Ending Balance $6,870,935

    Staff reported that in the GASB 34 Financial Statement format, Capital Assets are presented in an overview of Financial Statements from a functional and activity level, as opposed to the fund levels. The fund information is still maintained within the Comprehensive Annual Financial Report (CAFR), behind the entity-wide Financial Statements presented.

    In the Auditor?s Fiscal Year 2005-2006 Audit presentation, it was reported that due to a new accounting standard, the Agency may want to consider calculating depreciation in-house. The Board directed Staff to begin calculating depreciation in-house in accordance with new accounting standards, which the auditors would review. Since that time, it has been the Auditor?s decision to postpone in-house depreciation calculations until Fiscal Year 2007-2008. Agency Staff has proceeded with depreciation calculations this fiscal year under the supervision of the Auditor.

    Mr. Nielson reported that there are no other reporting documents, that he is aware of, that need to be maintained with the Financial Statements; nor were there any outside major consultants used by the Auditor.

    MOTION: It was moved by Skip Patterson to accept the Medford Urban Renewal Agency Audit of Financial Statements and Supplemental Information for the year ended June 30, 2007, and directed Staff to distribute the Report to the City of Medford and other appropriate agencies. Joy Pelikan seconded the motion.

    VOTE: The following Board members passed the motion with a unanimous affirmative vote: Jason Anderson, Bill Dames, Dick Entinger, Jim Kuntz, Claudette Moore, Skip Patterson, Joy Pelikan and Gregory Yechout.
    8.3 Consideration to reappoint four members to the City of Medford Downtown Parking Committee

    Staff reported that there are currently four term expiration positions on the City of Medford Downtown Parking District Committee. The positions have been advertised in the Mail Tribune. Ms. Doris Cearly, Dr. James R. Smith, Mr. Mark Millner and Mr. Mark Seus have applied for reappointment to their positions that expired on January 31, 2008. The applications are complete.

    The City of Medford Downtown Parking District Committee submits its recommendation of appointment of the four applicants.

    MOTION: It was moved by Dick Entinger and seconded by Skip Patterson to reappoint Ms. Doris Cearly, Dr. James R. Smith, Mr. Mark Millner and Mr. Mark Seus to the City of Medford Downtown Parking District Committee.

    VOTE: The following Board members passed the motion with a unanimous affirmative vote: Jason Anderson, Bill Dames, Dick Entinger, Jim Kuntz, Claudette Moore, Skip Patterson, Joy Pelikan and Gregory Yechout.

    8.4 Consideration to reappoint one member to the Medford Urban Renewal Agency Marketing Committee

    Staff reported that there are currently five term positions on the Marketing Committee. Letters were sent October 24, 2007 to term members stating that their membership term on the Medford Urban Renewal Agency Marketing Committee will expire January 31, 2008. A blank application was enclosed with the letter for the term member?s completion. The Agency requested that if the term member chose not to reapply, to please submit a resignation letter as soon as possible advising the Agency, thus allowing the Agency to proceed in the Marketing Committee membership recruitment.

    A resignation letter was received from term member Hannelore Rippel due to her decision to retire and close her downtown business known as the Cotton Club.

    The positions were advertised in the Mail Tribune with no response.

    An application for reappointment has been received from Mr. Martin Williams. The applicant meets the requirements to participate on the Marketing Committee. The Marketing Committee reviewed the application and recommends reappointment of Mr. Martin Williams.

    MOTION: It was moved by Bill Dames and seconded by Claudette Moore to reappoint Mr. Martin Williams to the Medford Urban Renewal Agency Marketing Committee.

    VOTE: The following Board members passed the motion with a unanimous affirmative vote: Jason Anderson, Bill Dames, Dick Entinger, Jim Kuntz, Claudette Moore, Skip Patterson, Joy Pelikan and Gregory Yechout.

    IX.
    Comments from City Council Representatives

    City Council Representative Jason Anderson reported that the City Council had appointed Claudette Moore to serve on the Medford Urban Renewal Agency Board of Directors. He also announced Councilman Kuntz?s appointment to President of the Council.

    City Council Representative Jim Kuntz reported that Jason Anderson is past President of the City Council, which Mr. Anderson is very happy about, Mr. Anderson concurred.

    Both Councilmen?s terms expire January 31, 2009.

    X.
    Comments from Board

    Skip Patterson reminded all Board Members to submit the Executive Director Performance Review forms to the Medford Urban Renewal Agency office.

    Bill Dames reported that when Skip Knight was on the Board, he provided a lot of insight and wisdom. He will be missed.

    Claudette Moore commented that she would like to thank everyone on the Board and the Agency Staff for such a warm welcome. She is looking forward to being on the Board.

    Jackie Rodgers, Agency Executive Director; on behalf of Agency staff welcomed Mr. Gregory Yechout as the new Board Chair.

    Staff reported that there are openings on the Marketing Committee, commenting that any Board member is welcome to apply for and sit on the Committee as a Liaison. If the public or Board member is interested in serving on the Marketing Committee, contact the Agency at 774-2700.

    Staff stated that in the Staff reports, it has been noted many times that ?Applications are complete?. This is being done by request of Skip Knight when he was a MURA Board Member. He was very meticulous when it came to reviewing the applications for various committee member openings. In memory of Mr. Knight, the Agency will continue to write ?Applications are Complete? on all application staff reports.

    Skip Patterson stated that prior to Mr. Knight?s passing; he had a conversation with him regarding his Agency Board application. Mr. Patterson inquired whether Mr. Knight?s application was complete. Mr. Knight?s response was ?Certainly.?

    Dick Entinger stated that in the past three years, the Agency has lost three Board members. At one time the Agency was going to recognize one of the Board members in a new park. He stated that he would like to have the three Board members who served the Agency so well, recognized in some manner in this community.
    XI.
    Adjournment

    The meeting was adjourned at 7:35 p.m. The proceedings of this Board meeting were recorded on tape and filed in the Medford Urban Renewal Agency office.


    ______________________________________
    Submitted by:
    Errin L. Sills, Office Administrator

    _____________________________________
    Approved by:
    Gregory Yechout, Board Chair
    1.22.2008 Agenda

    A. Executive Session
    1. Pursuant to ORS 192.660(2)(e), ?The governing body of a public body may hold an executive session to conduct deliberations with persons designated by the governing body to negotiate real property transactions.?
    2. Pursuant to ORS 192.660(2)(h), ?The governing body of a public body may hold an executive session to consult with counsel concerning the legal rights and duties of a public body with regard to current litigation or litigation likely to be filed.?

    B. Open Session
    1. Attendance
    1.1 Roll Call
    2. Approval of Minutes
    2.1 Board Minutes of January 8, 2008
    3. Communications from Audience (Non-Agenda Items)
    4. Communications from Staff
    4.1 Project Updates
    a. General
    5. Written Communications
    5.1 Memorial Service: Ex- Medford Urban Renewal Agency Board Member, Skip Knight
    6. Report from Chair
    7. Report from Committees
    7.1 Parking Committee (Draft Minutes, January 9, 2008)
    7.2 Marketing Committee (Draft Minutes, January 16, 2008)
    8. Business
    8.1 Presentation: Isler Corporation, LLC ? FY 06-07 Financial Audit
    8.2 Consideration to accept FY 06-07 Financial Audit
    8.3 Consideration to reappoint four members to the City of Medford Downtown Parking District Committee
    8.4 Consideration to reappoint one member to the Medford Urban Renewal Agency Marketing Committee
    9. Comments from City Council Representatives
    9.1 Council Draft Minutes,
    10. Comments from Board
    11. Adjournment



    NEXT REGULAR BOARD MEETING: TUESDAY, FEBRUARY 12, 2008
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