Agenda
2.10.2009 Medford Urban Renewal Agency Board of Directors
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., by Chair Gregory Yechout, on the above date, in the Medford Urban Renewal Agency Conference Room, with the following Members in attendance:
BOARD MEMBERS:
Present
Gregory Yechout, Chair
Skip Patterson, Vice-Chair
Bill Dames, Secretary
Chris Corcoran, 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, Legal Counsel
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 (1)(i), "The governing body of a public body may hold an executive session to review and evaluate the job performance of a chief executive officer, other officers, employees, and staff, pursuant to standards, criteria and policy directives adopted by the governing body.
EXECUTIVE SESSION CLOSED AT 7:35 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 7:35 p.m., in Medford Urban Renewal Agency Conference Room, 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 (departed 8:25 p.m.)
Chris Corcoran, 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, Legal Counsel
Don Burt, Project Manager
1.2 Presentation: Certificate of Appointment, Chris Corcoran, New Council Representative.
Mr. Yechout presented Mr. Chris Corcoran, City of Medford Council Representative, with a Certificate of Appointment to the Medford Urban Renewal Agency Board of Directors.
Mr. Corcoran thanked Mr. Yechout and stated that he looks forward to working with the other Board members.
II.
Minutes
2.1 Minutes for the January 13, 2009 Medford Urban Renewal Agency Board Meeting were submitted.
Chair Greg Yechout inquired whether there were any corrections to the Medford Urban Renewal Agency Board Meeting Minutes of January 13, 2009. Mr. Patterson moved to approve the January 13, 2009 Board meeting minutes; Ms. Moore seconded the motion. Hearing no corrections or additions, Mr. Yechout stated that the Minutes stand approved as submitted.
III.
Communications from the Audience
There were none.
IV.
Communications from Staff
4.1 Project Updates
4.1.1 Bartlett Street/Theater Alley: Staff reported that the Bartlett Street Streetscape and Theater Alley project is complete. The Agency will be hosting a Grand Opening celebration on Friday February 20, 2009. This celebration will be conducted in conjunction with the Third Friday Art Walk. Board and other dignitaries will be receiving formal invitations.
4.1.2 Evergreen Streetscape Project: This project will be discussed under Agenda Item 8.4.
4.1.3 Evergreen Mixed-Use Development: Staff reported that there will be a meeting held with Mr. Dyal and Agency Staff to discuss possible future development of this property. Staff has heard rumor that there might be a "Boutique Hotel" developer looking at developing the property.
4.1.4 The Commons: Staff reported that Mark DeBoer and Eric Iversen of Lithia, Inc. have requested to meet with the Board to discuss the status of The Commons project. Staff is hesitant to move forward with this request because the City has not yet been contacted, and should be involved in any meetings the Agency has with Lithia since this is a City project, and the Agency is only a financing partner.
Staff inquired of Jim Kuntz if he had spoken with Mr. Dyal regarding a joint study session between the Agency Board and the City Council. Mr. Kuntz replied that he had twice passed on the request. He had spoken with Mr. Dyal and the next possible date is about two months out due to the City Council evaluating "shovel ready" projects that could be started with funds from a the new stimulus package that is being looked at by the legislation. Mr. Kuntz said that MURA drops in if something else drops out in the meeting lineup. In the meantime, MURA has a place holder on the meeting line up.
It was discussed by the Board that there needs to be a joint meeting soon. Staff inquired if Mr. Kuntz could ask the City Council if it would be willing to meet to discuss this at an Agency Board Meeting. Mr. Kuntz and Mr. Corcoran replied that they would both make that request to City Council during the City Council Study Session meeting to be held on Thursday, February 12, 2009. The Board thanked Mr. Kuntz and Mr. Corcoran for their efforts.
Ms. Rodgers stated she and Mr. Dyal are scheduled to meet on a different subject next week. She will try to use that opportunity to request a joint meeting.
Ms. Rodgers will relay to Lithia that MURA is working to find a timeframe suitable to communicate with them.
V.
Written Communication
There were none.
VI.
Reports from Chair
There were none.
VII.
Reports from Committee
Parking Committee
Staff reported that the Minutes for the January 14, 2009 meeting and the Agenda for the February 11, 2009 Parking Committee meetings were included in the Board packet.
Marketing Committee
Staff reported that the Agenda for the February 18, 2009 meeting was included in the Board packet.
VIII.
Business
8.1 Consideration of Resolution No. 09-02-01 approving a Second Addendum to "Employment contract between Medford Urban Renewal Agency and Jackie L. Rodgers, Executive Director."
Dan Thorndike, legal counsel, reported that in accordance with the December 1, 2006 Employment Contract (First Addendum, December 1, 2007) between Medford Urban Renewal Agency and Jackie L. Rodgers, the Agency Executive Director's annual salary may be increased by the Agency Board of Directors on the basis of the Director's performance.
The Board conducted an annual performance evaluation for the Executive Director and found the Director's performance to be between "Exceeds Job Requirements" and "Outstanding". On that basis, the Executive Director Performance Evaluation Committee (comprised of Board Members Greg Yechout, Skip Patterson and Dick Entinger) recommended to the Agency Board of Directors an increase in the Director's annual salary, as presented, retroactive to her employment anniversary date, December 1, 2008.
Mr. Thorndike asked the Board to consider adopting Resolution No. 09-02-01 which would approve a Second Addendum to Employment Contract between Medford Urban Renewal Agency and Jackie L. Rodgers, Executive Director, and directing Staff to process the recommended salary increase with an effective date of December 1, 2008.
MOTION: It was moved by Bill Dames to approve Resolution No. 09-02-01, a Second Addendum to Employment Contract between the Medford Urban Renewal Agency and Jackie L. Rodgers, Executive Director. Dick Entinger seconded the motion.
VOTE: The following Board members passed the motion with a unanimous affirmative vote: Claudette Moore, Chris Corcoran, Skip Patterson, Gregory Yechout, Joy Pelikan, Jim Kuntz, Dick Entinger and Bill Dames.
8.2 Agenda Item 8.2 was pulled from the Agenda.
8.3 Consideration to accept the Medford Urban Renewal Agency Financial Report for the Second Quarter of FY2008-2009.
Staff reported that the Beginning Fund Balances for Capital Projects and Services and Debt Service figures are audited amounts. The Audited Beginning Fund Balance for FY2008-2009 Capital Projects Fund is $3,032,664 and Debt Services is $2,996,752.
Revenues of $779,168 for Capital Projects and $3,425,282 for Debt Services are consistent with projected Second Quarter figures. Expenditures of $801,374 for Capital Services and $310,277 for Debt Services are also consistent with projected Second Quarter figures.
Second Quarter expenditures are within the projected limits established by the Agency's Budget and there are no reportable incidents in the Second Quarter that will affect Budget Reserves.
MOTION: It was moved by Claudette Moore to accept the Financial Report for the Second Quarter of Fiscal Year 2008-2009. Chris Corcoran seconded the motion.
VOTE: The following Board members passed the motion with a unanimous affirmative vote: Chris Corcoran, Jim Kuntz, Gregory Yechout, Joy Pelikan, Bill Dames, Skip Patterson, Claudette Moore and Dick Entinger.
8.4 Board consideration to authorize Agency Staff to move forward on advertising a request for proposal for the Fir Street (Evergreen Mixed-Use Streetscape) Project:
Staff reported that the engineered plans for the streetscape improvements for the Fir & Eighth Streetscape Project on the Evergreen Mixed-Use (Bella Vita) block are complete and ready for bid. The estimated engineer's cost for the project is $165,000. The engineer's cost estimate is based on completed plans and is within the budget for this project.
This project will complete the sidewalks (8 ft. width) along the Fir and Eighth Street boundaries of the Evergreen Mixed-Use (Bella Vita) block. The project includes a landscaped and irrigated strip along Main, Fir and Eighth Streets separating the sidewalk from the building pads. At such time as the Evergreen Mixed-Use Project is constructed, the landscaping will be removed and replaced with an additional two feet of sidewalk.
(Bill Dames left the meeting at 8:25 p.m.)
MOTION: It was moved by Claudette Moore to approve a request for Staff to advertise the request for proposal for the Fir Street Project (Evergreen Mixed-Use). Jim Kuntz seconded the motion.
VOTE: The following Board members passed the motion with a unanimous affirmative vote: Skip Patterson, Dick Entinger, Claudette Moore, Joy Pelikan, Gregory Yechout, Jim Kuntz and Chris Corcoran.
IX.
Comments from City Council Representatives
City Council Representative Chris Corcoran reported to the Board that all City Committee, Board and Commission Appointee's have been made by the City Council and that the quality of candidates for selection was exceptional.
Staff reported that the draft minutes from the February 5, 2009 City Council meeting did not indicate that Chris Corcoran had been appointed as the City Council Representative to the Agency Board. Mr. Kuntz replied that Mr. Corcoran was appointed by the Mayor; he will make sure that the correction is made to the minutes.
X.
Comments from Board
Mr. Yechout welcomed Mr. Corcoran to the Board and he looks forward to working with him in the future.
?
XI.
Adjournment
The meeting was adjourned at 8:40 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
2.10.2009 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 (1)(i), to review and evaluate the job performance of a chief executive officer, other officers, employees, and staff, pursuant to standards, criteria and policy directives adopted by the governing body.
B. Open Session
Attendance
Roll Call
Approval of Minutes
Board Minutes of January 27, 2009
Communications from Audience (Non-Agenda Items)
Communications from Staff
Project Updates
Other
Written Communications
Report from Chair
Report from Committees
Parking Committee (Draft Minutes, January 14, 2009, Agenda, February 11, 2008)
Marketing Committee (Agenda, February 18, 2009)
Business
Consideration of Resolution No. 09-02-01 approving a Second Addendum to "Employment Contract between Medford Urban Renewal Agency and Jackie L. Rodgers, Executive Director." (Information to be provided at meeting)
Consideration of Resolution No. 09-02-02 approving Request for Proposals for Development of Residential Mixed-Use Project. (Information to be provided at meeting)
Consideration to accept Medford Urban Renewal Agency Financial Report, Second Quarter FY2008-2009
Consideration of Resolution No. 09-02-03 to approve authorization to bid Fir Street (Evergreen Mixed-Use Streetscape) Project (Information to be provided at meeting)
Comments from City Council Representatives
9.1 Council Draft Minutes
Comments from Board
Adjournment
DINNER SERVED AT 6:00 P.M.
NEXT REGULAR BOARD MEETING: TUESDAY, FEBRUARY 24, 2009