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Downtown Medford

Board of Directors Board Minutes

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  • Agenda
    11.28.2006 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 6:32 p.m., on the above date, in City Hall Conference Room 338 of the City of Medford by Chair Eric Stark, with the following members in attendance:

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

    Absent
    Jason Anderson, Council Representative
    Skip Knight, Council Representative

    STAFF:
    Present
    Jackie Rodgers, Acting Executive Director
    Eric Iversen, Senior Planner
    Terri Rozzana, Administrative Support Technician

    GUEST:
    Dan Thorndike, Agency Attorney

    ATTENDEES:
    Meg Landers, The Mail Tribune

    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.”

    EXECUTIVE SESSION CLOSED AT 7:02 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 7:04 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
    Bill Dames, Vice-Chair
    Peter Naumes, Secretary
    Dick Entinger
    Skip Knight, Council Representative (7:27 p.m.)
    Skip Patterson
    Joy Pelikan
    Greg Yechout

    Absent
    Jason Anderson, Council Representative

    STAFF:
    Present
    Jackie Rodgers, Acting Executive Director
    Eric Iversen, Senior Planner
    Terri Rozzana, Administrative Support Technician

    GUEST:
    Dan Thorndike, Agency Attorney

    II.
    Minutes

    2.1 Minutes for the November 14, 2006 Medford Urban Renewal Agency Board of Directors meeting were submitted.

    Chair Eric Stark inquired whether there were any corrections to the Medford Urban Renewal Agency Board Minutes of November 14, 2006. Hearing no corrections, he 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. Theater Alley

    Staff thanked Mike Hamilton of Valley Electric for donating lighting installed on the Rogue Gallery and Art Center building’s west and north elevations. Staff continues discussions, with the Craterian Ginger Rogers Theater, negotiating usage (from dusk to dawn) of the light fixtures that the Theater currently only uses on evenings of performances. The Agency is working with the City of Medford and Pacific Power and Light to increase in lumens of the current light pole lamps in and around the area of Theater Alley.

    V.
    Written Communications

    5.1 Heart of Medford Association Town Hall Meetings

    Staff reported that the Heart of Medford Board of Directors is sponsoring a downtown meeting to discuss areas of concern to the downtown merchants. The meeting is scheduled for Tuesday, January 16, 2007 in the large meeting room at the Jackson County Library from 7:00 p.m. to 9:00 p.m. If participants are unable to attend that meeting another meeting has been scheduled for Wednesday, January 17, 2007 in the large meeting room at the Jackson County Library from 7:00 p.m. to 9:00 p.m. Refreshments will be served.
    Dick Entinger stated that he will be out of town on Tuesday, January 16, 2007 and Wednesday, January 17, 2007.

    VI.
    Report from Chair

    There was none.

    VII.
    Reports of Committees

    7.1 Grant Writer Committee

    Staff reported that no decision has been made at this time for a grant writer. The Grant Writer Committee is proceeding through the selection process.

    Peter Naumes stated that the Grant Writer Committee has interviewed two applicants: Sue Densmore, Communications Strategies; and Public Affairs Research Consultants (PARC).

    7.2 Parking Committee

    Staff reported that the next Parking Committee meeting is scheduled for December 13, 2006 at 8:00 a.m. in the Medford Urban Renewal Agency Conference Room.

    VIII.
    Business

    8.1 PUBLIC HEARING and Consideration of Resolution No. 06-11-28 adopting Findings for the Acquisition of 371W30BB4100.

    Staff stated that in November of 2005, the Board considered and added to the City Center Revitalization Plan the three adjoining properties owned by the same property owner.

    At the November 14, 2006 Board meeting, the Board determined to proceed with the acquisition and directed Staff to schedule a public hearing for the November 28, 2006 Board meeting and notify the property owner, as required by the City Center Revitalization Plan.

    The Agency has notified the owner of the Board’s interest in acquiring the property, Lot 4100.

    Section 603 of the City Center Revitalization Plan dictates the procedures for the identification of property to be acquired by the Agency. According to Staff, the procedures followed by the Agency were compliant with Section 603 of the Plan. The findings are supported by the following actions take by the Board: 1) The Board shall determine the property which may be acquired; 2) The Board, or its designated representative, shall notify the owner or owners of the property, at the address shown on the most current tax roll, to inform the owners of the Board’s interest in acquiring their property and the reasons for such interest; 3) The Board, at a regularly scheduled meeting, shall discuss the results of the contact with the owner of the affected property and then determine whether or not to proceed with the acquisition process; 4) If it is in the Board’s determination to proceed with the acquisition process, they shall set a time and place for a public hearing on the matter. The owners of the property, which may be acquired, shall be notified of such public hearing by registered mail, return receipt requested; 5) At the public hearing, the Board shall explain the public purpose, public interest or the Plan objectives that would be furthered by such property acquisition. The Board shall then receive comment from the affected property owner and from the public at large; 6) After the owners and public have been heard, the Board shall consider their comments. The Board, by resolution shall then make a finding, based on the reasons for the acquisition, the content of the owners and public testimony, whether or not to proceed with the acquisition; and 7) If the Board’s finding and determination is to proceed with the acquisition process, the Board, by resolution, shall cause a minor amendment to the City Center Revitalization Plan to be prepared in conformance with Section 1201. Such change shall consist of a map, or maps, and a legal description of the property to be acquired, including a copy of the Board’s finding described in 6 above. The change shall be assigned an appropriate exhibit number and placed in the appendix of the City Center Revitalization Plan.

    The Board discussed and determined that the acquisition of 371W30BB4100 will serve a substantial public interest and the objectives of the Plan, including to enhance opportunities for business property to be developed and to encourage the expansion and development of businesses that will produce jobs for the people of Medford and Jackson County, can be furthered by assembling property for development or redevelopment by a party other than the owners of record; therefore it finds and determines it should proceed with acquisition.

    PUBLIC HEARING OPENED AT 7:14 P.M.

    There was no public comment.

    PUBLIC HEARING CLOSED AT 7:15 P.M.

    MOTION: It was moved by Dick Entinger to approve Resolution No. 06-11-28 adopting findings for the Acquisition of 371W30BB4100. Greg Yechout seconded the motion.

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

    8.2 Consideration of Resolution No. 06-11-29 selecting an Urban Designer/Landscape Architect for the Bartlett Street Woonerf Project.

    Staff reported the Bartlett Street Woonerf is a committed Agency project. As part of the overall improvements to the SOU/RCC Higher Educational Facility, the Agency has made a commitment to improve Bartlett Street and sidewalks surrounding the SOU/RCC project site.

    Design elements of a Woonerf include undergrounding of the existing overhead utilities and installation of street trees and pedestrian lighting. Similar to Middleford Alley, the Woonerf will likely not have curbs or be a crowned street. Creating a flatter street will better allow for special street events such as Art in Bloom. Improvements to Bartlett Street are planned to extend from 9th Street to Main Street.

    A review committee consisting of Peter Naumes, Agency Board of Directors; Dave Clemens and Barbara Davidson from the Downtown Design Committee; Eric Iversen and Jackie Rodgers from Agency staff, reviewed the six proposals. The review committee recommended the firm of Cameron McCarthy Gilbert & Scheibe Landscape Architects, LLP (CMGS) based in Eugene, Oregon. CMGS has vast experience working with the Oregon Department of Transportation, the University of Oregon and Oregon State University.

    Skip Patterson commented that CMGS’s submitted proposal is a good sketch of who they are and their accomplishments.

    Peter Naumes stated that the recommendation was a unanimous decision by the review committee.

    MOTION: It was moved by Bill Dames to approve Resolution No. 06-11-29 selecting Cameron McCarthy Gilbert & Scheibe Landscape Architects, LLP as the Urban Designer/Landscape Architect for the Bartlett Street Woonerf Project. Greg Yechout seconded the motion.

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

    8.3 Consideration of Resolution No. 06-11-30 adopting the Second Addendum to “Evergreen Mixed-Use Development Project Disposition and Development Agreement dated December 14, 2004 between the Medford Urban Renewal Agency and Cook Development Corporation”.

    Staff stated that at its November 14, 2006 meeting, the Board directed Staff to prepare a resolution to approve and include the modified schedule, in the Evergreen Mixed-Use Development Disposition and Development Agreement, as proposed by Terry Cook, Cook Development Corporation.

    Since the November 14, 2006 Board meeting, Terry Cook has reconsidered his proposed schedule and requested the dates be adjusted to reflect the “due diligence” 120 days specified in the Disposition and Development Agreement. Closing for Phase 1 will be changed to May 1, 2007.

    The purpose of Mr. Cook’s request is to preserve and protect the incentive language, as the incentives are tied to the dates in Section 5.1 of the Disposition and Development Agreement. Those are the dates that the Board addressed. Meeting those new time frames allows Mr. Cook’s incentives to remain intact in accordance with Section 8. Financial Participation and Assistance by Agency, of the Disposition and Development Agreement.

    The proposed adjusted dates are:

    Phase I Closing, May 1, 2007
    Commencement of Construction, June 1, 2007
    Certificate of Completion, September 1, 2008

    Phase II Closing, May 1, 2009
    Commencement of Construction, June 1, 2009
    Certificate of Completion, September 1, 2010

    Phase III Closing, May 1, 2011
    Commencement of Construction, June 1, 2011
    Certificate of Completion, September 1, 2012.
    MOTION: It was moved by Bill Dames to approve Resolution No. 06-11-30 adopting the Second Addendum to Evergreen Way Mixed-Use Development Project Disposition and Development Agreement dated December 14, 2004 between the Medford Urban Renewal Agency and Cook Development Corporation. Peter Naumes seconded the motion.

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

    SKIP KNIGHT ARRIVED 7:27 P.M.

    8.4 Consideration of Resolution No. 06-11-27 adopting revised Position Specification for Medford Urban Renewal Agency Executive Director.

    Dan Thorndike, Agency Attorney, reported that on November 5, 2005 the Board appointed the Agency’s Assistant to the Director, Jackie Rodgers, to the position of Acting Executive Director. Ms. Rodgers’ contract will expire December 31, 2006. Mr. Thorndike deferred Agenda Item 8.4 to Mr. Skip Patterson.

    Skip Patterson stated that at a public meeting noticed and held on November 17, 2006 at the Red Lion Hotel, the Medford Urban Renewal Agency Executive Director Search Committee, comprised of Eric Stark, Joy Pelikan, Pete Naumes and Skip Patterson, considered and approved for recommendation to the Board certain updated and revised specifications for the position of Medford Urban Renewal Agency Executive Director. Those certain updated and revised specifications cause increased emphasis to be placed on the financial aspect of the Agency.

    MOTION: It was moved by Skip Knight to approve Resolution No. 06-11-27 adopting revised Position Specification for Medford Urban Renewal Agency Executive Director. Dick Entinger seconded the motion.

    Bill Dames mentioned that the Medford Urban Renewal Agency Board of Directors “sets the parameters” for the Agency’s Executive Director. The Medford Urban Renewal Agency is “winding down”, so the Board is looking carefully at Agency dollars. Mr. Dames also stated that, “the Board should look at all the duties of Agency Staff, especially Eric Iversen, Agency’s Senior Planner, and recommend that his situation be elevated, he is putting in a lot of extra time, all Staff is putting in extra time, with SOU/RCC, Bartlett Street Woonerf and Middleford Commons coming down the pike, the Board needs to recognize that all Agency Staff is adequately compensated for the extra time they have put in”.

    Skip Patterson noted that the Agency “is condensing and down sizing its Staff in order to accomplish savings, and is certainly aware of all the employees’ accomplishments in the past year. The Search Committee certainly wants to recognize and appreciates what Staff has done in the past year in order to accomplish all the items it has accomplished. It is remarkable that the position that the Agency has been put in over the past year and all of the challenges that it has had, came out in a positive fashion”.

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

    8.5 Consideration of Resolution No. 06-11-31 approving Employment Contract for Medford Urban Renewal Agency Executive Director.

    Dan Thorndike reported that the employment contract for Medford Urban Renewal Agency Executive Director is a basic formatted contract that incorporates the Rules and Regulations for Executive, Supervisory, and Confidential-Professional Employees of the City of Medford (adopted June 15, 2006).

    Skip Patterson stated that the Agency’s Executive Director Search Committee and the Agency’s Board of Directors have observed Ms. Jackie Rodgers’ performance since her appointment as Acting Executive Director, on November 5, 2005, and have expressed confidence that Ms. Rodgers possessed the skills and experience to act in the capacity of the Executive Director as described in the “Medford Urban Renewal Agency Executive Director Position Specification” adopted by Resolution No. 06-11-27. The Search Committee has spoken with Ms. Rodgers and she has expressed her willingness and desire to be employed as the Agency’s Executive Director under the terms and conditions as established and set forth in Resolution No 06-11-31.

    MOTION: It was moved by Skip Knight to approve Resolution No. 06-11-31 approving the appointment of Jackie L. Rodgers as Executive Director of the Medford Urban Renewal Agency. Dick Entinger seconded the motion.

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

    IX.
    Comments from City Council Representatives

    There were none.

    X.
    Comments from Board

    Mr. Patterson inquired whether Ms. Jackie L. Rodgers accepts the position of Medford Urban Renewal Agency Executive Director. Ms. Rodgers stated that she accepts and thanked the Board and Staff for their support.

    Dick Entinger stated that approximately a year ago he met with Agency Staff stating that their work loads would increase. In his opinion it was a “seamless transition”.

    XI.
    Adjournment

    The meeting was adjourned at 7:45 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
    11.28.2006 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.”
    B. Open Session
    1. Attendance
    1.1 Roll Call (Exhibit 1.1)
    2. Approval of Minutes
    2.1 Board Minutes of November 14, 2006 (Exhibit 2.1)
    3. Communications from Audience (Non-Agenda Items)
    4. Communications from Staff
    4.1 Project Updates
    a. Theater Alley (Exhibit 4.1.a)
    5. Written Communications
    5.1 Heart of Medford Association Town Hall Meetings (Exhibit 5.1)
    6. Report from Chair
    7. Report from Committees
    7.1 Grant Writer Committee
    7.2 Parking Committee
    8. Business
    8.1 PUBLIC HEARING and Consideration of Resolution No. 06-11-28 adopting Findings for the Acquisition of 37 1W 30BB Tax Lot 4100.
    8.2 Consideration of Resolution No. 06-11-29 selecting an Urban Designer/Landscape Architect for the Bartlett Street Woonerf Project.
    8.3 Consideration of Resolution No. 06-11-30 approving Addendum No. 2 to the existing Disposition and Development Agreement between Cook Development, Inc. and Medford Urban Renewal Agency.
    8.4 Consideration of Resolution No. 06-11-27 adopting revised position criteria and job description for the Medford Urban Renewal Agency Executive Director.
    8.5 Consideration of Resolution No. 06-11-31 approving Employment Contract for Medford Urban Renewal Agency Executive Director
    9. Comments from City Council Representatives
    10. Comments from Board
    11. Adjournment

    NEXT REGULAR BOARD MEETING: TUESDAY, DECEMBER 12, 2006
    NOTE: DECEMBER 26, 2006 BOARD MEETING HAS BEEN CANCELLED
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