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Board of Directors Board Minutes

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  • Agenda
    1.8.2008 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 6:35 p.m., on the above date, in City Hall Third Floor Break Room of the City of Medford by Chair Eric Stark, with the following Members in attendance:

    BOARD MEMBERS:
    Present
    Eric Stark, Chair
    Gregory Yechout, Vice-Chair
    Skip Patterson, Secretary
    Bill Dames
    Dick Entinger
    Joy Pelikan

    Absent
    Jason Anderson, Council Representative
    Jim Kuntz, Council Representative

    STAFF:
    Present
    Jackie Rodgers, Executive Director
    Errin Sills, Office Administrator
    Dan Thorndike, Attorney
    Don Burt, Project Manager

    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 Eric Stark, with the following Members and Staff in attendance:

    BOARD MEMBERS:
    Present
    Eric Stark, Chair
    Gregory Yechout, Vice Chair
    Skip Patterson, Secretary
    Bill Dames
    Dick Entinger
    Joy Pelikan

    Absent
    Jason Anderson, Council Representative
    Jim Kuntz, Council Representative

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

    1.2 Election of 2008 Officers

    A. Chair Eric Stark opened the floor for nominations for Board Chair for 2008.

    NOMINATION: Skip Patterson nominated Greg Yechout for Board Chair. Joy Pelikan seconded the nomination. There were no other nominations.

    VOTE: The following Board members passed the motion with an affirmative vote: Bill Dames, Dick Entinger, Skip Patterson, Joy Pelikan, Eric Stark and Greg Yechout.

    B. Chair Eric Stark opened the floor for nominations for Board Vice-Chair for 2008.

    NOMINATION: Joy Pelikan nominated Skip Patterson for Board Vice-Chair. Dick Entinger seconded the nomination.

    VOTE: The following Board members voted with an affirmative vote: Bill Dames, Dick Entinger, Skip Patterson, Joy Pelikan, Eric Stark and Greg Yechout.

    C. Chair Eric Stark opened the floor for nominations for Board Secretary for 2008.

    NOMINATION: Skip Patterson nominated Bill Dames for Board Secretary. Greg Yechout seconded the nomination.

    VOTE: The following Board members voted with an affirmative vote: Bill Dames, Dick Entinger, Skip Patterson, Joy Pelikan, Eric Stark and Greg Yechout.

    II.
    Minutes

    2.1 Minutes for the December 11, 2007 Medford Urban Renewal Agency Board Meeting were submitted.

    Chair Eric Stark inquired whether there were any corrections to the Medford Urban Renewal Agency Board Meeting Minutes of December 11, 2007. Hearing no corrections or additions, Mr. Stark stated that the Minutes stand approved as submitted.

    III.
    Communications from the Audience

    There were none.

    IV.
    Communications from Staff

    4.1 Project Updates

    a. Presentation: Mayor Gary Wheeler; re: Carnegie Library Building Update.

    Staff introduced Mayor Gary Wheeler, stating that he is the Chairperson for the Carnegie Library Building Committee.

    Mayor Wheeler presented an update on the Carnegie Library Building. The presentation is on tape at the Medford Urban Renewal Agency.

    b. General

    Staff presented an update to City Council regarding calendar year 2007 Medford Urban Renewal Agency projects. Staff reiterated the update to the Board. The update is on tape at the Medford Urban Renewal Agency.

    V.
    Written Communication

    5.1 Article: Chamber Business Review; January 2008; re: ?Mayor Wheeler Praises City Employees and Businesses During Sold Out Forum Address?

    Chair Eric Stark reported that Mayor Gary Wheeler praised City Employees to a sold out crowd at the Medford/Jackson County forum held at the Rogue Valley Country Club. The article includes optimistic direction where the City is heading. The article included the Mayor?s positive comments regarding Medford Urban Renewal Agency.

    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 Wednesday, January 9, 2008 at 8:00 a.m. The meeting will be held at the Medford Urban Renewal Agency office located at 45 South Holly Street. The minutes for the December 13, 2007 and the Agenda for the January 9, 2008 Parking Committee meetings were included in the Board packet.

    Bill Dames inquired whether issuing citations for expired vehicle tags was new and whether the Parking Committee should review the City Block Rule due to the number of citations presented to Municipal Court. Staff reported that it is against the City of Medford Municipal Code to park a vehicle in a public right-of way with expired tags. Staff also reported that the majority of the City Block Rule citations were issued by new parking enforcement employees not knowing how to enforce that Rule and issuing citations erroneously. The majority of those citations were rescinded by the Municipal Court Judge.

    Staff also reported that a warning including an explanation of the Rule is given for the first City Block Rule infraction. A person in non compliance the second time will receive a citation.

    Eric Stark inquired whether the expired tag citation was a regular citation. Staff reported that it was a regular $15.00 citation.

    7.2 Marketing Committee

    Staff reported that the Marketing Committee meeting will be held Wednesday, January 16, 2008 at 5:30 p.m. The meeting will be held at the Medford Urban Renewal Agency located at 45 South Holly Street.

    Items that the Marketing Committee will be discussing are a new Parking informational booklet that and the banner program. The new Downtown banner was unveiled in December and was hung for two weeks across Central Avenue.

    VIII.
    Business

    8.1 Consideration of Resolution No. 08-01-01 awarding a contract for Construction Manager/General Contractor (CM/GC) services for the construction of the Rogue Valley Transit District/Greyhound Bus Facilities.

    Staff reported that by Resolution No. 07-11-19 the Board adopted findings authorizing use of the Construction Manager/General Contractor (CM/GC) methodology for construction of Rogue Valley Transit District/Greyhound Bus Facilities. On November 14, 2007 a request for proposals (RFP) for CM/GC services was distributed. On December 14, 2007 the Agency received three (3) proposals from: 1) Adroit Construction; 2) Ausland Builders; and 3) Vitus Construction. The proposals were distributed to the Selection Committee accompanied by an evaluation sheet. Each firm was graded based on nine criteria as follows: 1) Firm?s history in the construction industry; 2) Availability of key personnel; 3) Firm?s experience and expertise in the CM/GC process; 4) Key personnel?s experience and expertise; 5) Managerial process; 6) Pre-construction fee; 7) CM/GC fee; 8) Fixed cost fee; and 9) Savings returned.

    The Selection Committee met on December 20, 2007 to interview each firm and complete the evaluation forms. Adroit Construction had the highest overall score based on the formal written proposal and interview. A maximum score of 125 was possible. After taking into consideration all criteria it was the consensus of the Selection Committee that Adroit was the preferred CM/GC.

    The only potential issue is the fee proposal, which was only part of the evaluation process. The Selection Committee?s decision, as represented in their scoring, was based on the sensitivity of the project?s timeline relative to the Commons; it location within a confined urban area; and maintenance of the continued operation of RVTD?s transfer facility during construction. Under the circumstances, and based on the evaluation criteria, Adroit demonstrated the preferred combination of personnel, experience, and cost most suitable to the successful completion of the project.

    Eric Stark inquired as to who was on the Selection Committee. Bill Dames reported that he was and that all three firms were all well qualified.

    Staff reported that along with Bill Dames, Jackie Rodgers, Brian Hawkins, Architect and Julie Brown, RVTD made up the Selection Committee.

    MOTION: It was moved by Dick Entinger to approve Resolution No. 08-01-01 to accept the proposal from Adroit Construction, Inc. for Construction Manager/General Contractor services to construct the Rogue Valley Transit District/Greyhound Bus Facilities and authorizing approval of a contract with Adroit for CM/GC services. Skip Patterson seconded the motion.

    VOTE: The following Board members passed the motion with a unanimous affirmative vote: Skip Patterson, Dick Entinger, Eric Stark, Joy Pelikan, Bill Dames, and Gregory Yechout.

    IX.
    Comments from City Council Representatives

    Council Representatives Jason Anderson and Jim Kuntz were not in attendance due to interviews for selection of City Board and Commission members.

    Bill Dames inquired as to the significance of the City?s resolution by the City to adopt a plan to develop Liberty Park with Medford Urban Renewal Agency and Lithia Motors. Staff reported that in the DDA it is required that the City have a plan to develop Liberty Park by December 31, 2007. The resolution is in answer to that requirement. The Agency is mentioned in that resolution due to its contribution of $200,000 for the sidewalks in the area.

    X.
    Comments from Board

    Skip Patterson thanked Eric Stark for his services as Board Chair. Eric Stark thanked Mr. Patterson and congratulated the new Board Executive Committee members.

    Joy Pelikan commented that she enjoyed Mr. Stark as Board Chair.

    Joy Pelikan thanked Bill Hoke, Brian Sjothun, Jane Bridcott, and the DeBoer family for being instrumental in the decision of the property for Liberty Park.

    Dick Entinger thanked Eric Stark for all his services in the past two years as Board Chair.

    Greg Yechout commented that it was a pleasure working with Mr. Stark, and could hopefully follow in his footsteps.

    Staff commented that it was a pleasure to work under Mr. Stark?s lead.

    XI.
    Adjournment

    The meeting was adjourned at 7:50 p.m. The proceedings of this Board meeting were recorded on tape and filed in the Medford Urban Renewal Agency office.


    ______________________________________
    Submitted by:
    Terri L. Rozzana
    Administrative Support Technician





    _____________________________________
    Approved by:
    Eric Stark, Board Chair
    1.8.2008 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
    1.2 Election of 2008 Officers
    2. Approval of Minutes
    2.1 Board Minutes of December 11, 2007
    3. Communications from Audience (Non-Agenda Items)
    4. Communications from Staff
    4.1 Project Updates
    a. Presentation: Mayor Gary Wheeler; re: Carnegie Library Building Update
    b. General
    5. Written Communications
    5.1 Article: Chamber Business Review, January 2008; re: ?Mayor Wheeler Praises City Employees and Businesses During Sold Out Forum Address?
    6. Report from Chair
    7. Report from Committees
    7.1 Parking Committee (Minutes, December 13, 2007, Agenda, January 9, 2008)
    7.2 Marketing Committee (Agenda, January 16, 2008)
    8. Business
    8.1 Consideration of Resolution No. 08-01-01 awarding a contract for Construction Manager/General Contractor (CM/GC) services for the construction of the Rogue Valley Transit District/Greyhound Bus Facilities.
    9. Comments from City Council Representatives
    9.1 Council Draft Minutes, December 20, 2007
    10. Comments from Board
    11. Adjournment



    NEXT REGULAR BOARD MEETING: TUESDAY, JANUARY 22, 2008
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