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Downtown Medford

Board of Directors Board Minutes

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  • Agenda
    2.26.2008 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 6:36 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
    Eric Stark

    STAFF:
    Present
    Jackie Rodgers, Executive Director
    Frances Cano, Administrative Support Technician
    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
    Eric Stark

    STAFF:
    Present
    Jackie Rodgers, Executive Director
    Frances Cano, Administrative Support Technician

    1.2 Presentations

    Chair Gregory Yechout presented Claudette Moore with a certificate of appointment as a member of the Medford Urban Renewal Agency Board of Directors.

    Chair Gregory Yechout presented a certificate of appreciation to Eric Stark in recognition of service to the community of Medford, Oregon, by participation as the Medford Urban Renewal Agency Board Chair during the calendar years of 2006 and 2007.



    Chair Gregory Yechout presented a certificate of appreciation to Bill Dames in recognition of service to the community of Medford, Oregon, by participation as the Medford Urban Renewal Agency Board Secretary for the year 2006.

    Vice-Chair Skip Patterson presented a certificate of appreciation to Gregory Yechout in recognition of service to the community of Medford, Oregon, by participation as the Medford Urban Renewal Agency Board Secretary during the year of 2007.

    II.
    Minutes

    2.1 Minutes for the January 22, 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 22, 2008. 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

    a. General

    Bartlett Street Improvement Project
    The Agency will meet later this week with the Theater Alley merchants/residents to discuss plans for improving the Alley as part of the Project: undergrounding utilities, rearranging space for a community trash receptacle, and interruptions of business.

    The Commons Project
    The Commons Project is proceeding on schedule with the relocation of the Greyhound Depot at the RVTD site on Front Street. The building permit application will be submitted to the City this week.



    V.
    Written Communication

    5.1 Letter: Medford Youth Baseball Society, January 23, 2008; re: Update on Harry & David Field.

    Chair Gregory Yechout reported that Gary Miller, President of the Medford Youth Baseball Society, provided an update on the Harry & David Field in his letter. Mr. Miller included comments on the progress, as well as updates on up coming events and fund raising efforts.

    Chair Gregory Yechout stated the opening of the Harry & David Field is a nice complement to the Medford community.

    Staff reported that Gary Miller has requested the Agency?s suggestions on how to complete their parking areas and balance of seating at the new Harry & David Field at Medford?s new Sports Park.

    Staff reported that when the ball fields were located at Miles Field, the Agency was instrumental in preparing the Miles Field Master Plan. The new baseball fields are outside the urban renewal district.

    5.2 Thank you card for donation to Rogue Valley Toy Run; re: Skip Knight?s memory

    Chair Gregory Yechout reported that a thank you card was received for the donation to the Rogue Valley Toy Run on behalf of Medford Urban Renewal Agency former Board Member Skip Knight. Chair Gregory Yechout stated that the thank you card was written by Gene and Lori Nelson on behalf of the Rogue Valley Toy Run, in appreciation of the Medford Urban Renewal Agency?s Board and Staff contribution.

    Staff commented that the 2008 Toy Run will be in memory of Skip Knight, a past active participant in the program.

    VI.
    Reports from Chair

    There were none.






    VII.
    Reports from Committee

    7.1 Parking Committee

    Staff reported that the draft minutes for the February 14, 2008 meeting were included in the Board packet.

    Staff reported that the Committee has been working on tri-fold and multi-fold brochures. The multi-fold (pocket) brochures will be distributed by Action Security Inc., by the Parking Enforcement Officers during their patrol routes. They will also be distributed to the Heart of Medford Association, City of Medford, the Chamber, and to merchants. The tri-fold brochures will be distributed to downtown businesses for placement at their checkout counter for customers and general public. Other markets for the brochures are being investigated.

    Staff reported that the brochures should be ready for distribution in March.

    Staff reported that to counter some recent negative and inaccurate reporting, an informational block ad was placed in the Mail Tribune, addressing recent Parking misunderstandings and perceptions.

    Staff reported receiving only positive feedback on the ad, including comments from City of Medford Municipal Court Judge Wm. Haberlach.

    Staff reported that the Parking Committee has new officers for 2008: Dr. James Smith, owner of Salon Nouveau and a Rogue Community College instructor, was elected Chair; Mr. Tom Basgen, owner of Medford Builders Exchange, was elected Vice-Chair; and Mr. George Schroeder, owner of Schroeder?s Antiques, was elected Secretary.

    Bill Dames inquired what the ?Luke System Machine? is, that is mentioned in the Parking Committee, February 14, 2008 minutes.

    Staff reported that the Luke machine is being considered for replacement of the current VenTek machine in the Middleford Parking Structure due to its capability to receive parking fee payments in the form of ATM/Credit Cards, in addition to cash, making it more versatile and convenient in the way that parking fees may be paid.

    Staff reported that purchasing a Luke system machine would be an expense and timing of the purchase will be measured against the Downtown Parking District revenues flow.

    Staff reported that the next Parking Committee meeting will be held on Wednesday, March 12, 2008 at 8:00 a.m. The meeting will be held at the Medford Urban Renewal Agency office located at 45 South Holly Street.

    7.2 Marketing Committee
    Staff reported that the Marketing Committee draft minutes from the February 13, 2008 meeting were included in the Board packet.

    Staff reported that the ?Urban Renewal? pocket brochure will be completed in March 2008 for distribution. The brochure contains information on the Medford Urban Renewal Agency?s history and accomplishments.

    Staff reported that the next Marketing Committee meeting will be held Wednesday, March 19, 2008 at 5:30 p.m. The meeting will be held at the Medford Urban Renewal Agency office located at 45 South Holly Street.

    VIII.
    Business

    8.1 Consideration of Resolution No. 08-02-02 approving Amendment No. 8 to the South Gateway Declaration of Construction, Operation and Reciprocal Easement Agreement.

    Staff reported that a request was received from Fred Meyer Stores, Inc. to amend the South Gateway Declaration of Construction, Operation and Reciprocal Easement Agreement.

    Staff reported that the amendment they are requesting is the removal of South Gateway Center Partners (the Developer, aka TRF Pacific) as a party to the Declaration. An Agency Resolution in 2006 acknowledged that the Developer had completed all obligations to the Disposition and Development Agreement (DDA). The Developer has no interest in the retail center and has agreed to be removed from the Declaration.

    Staff reported that Fred Meyer Stores, Inc. is requesting removal of all references to the Disposition and Development Agreement (DDA). The same 2006 Agency Resolution terminated the relationship between the Agency and Developer and the need for the DDA.

    Staff stated that Resolution No. 08-02-02 will provide the response to Fred Meyer?s request to remove the terms ?DDA? from the Declaration.

    Staff stated the amendment includes the request to consider authorizing approval of a fueling facility (gas station) on the Fred Meyer property at South Gateway Center. It is sufficient that the Agency acknowledge the proposed use as permissible, subject to approval through the City?s Site Plan and Architectural Commission review process.

    Staff stated that Resolution No. 08-02-02 addresses all three items, as noted in the Declaration?s Amendment No. 8, an exhibit to the Resolution.

    It is Staff?s recommendation that the Board approve Resolution No. 08-02-02 approving Amendment No. 8 to the South Gateway Declaration of Construction, Operation and Reciprocal Easement Agreement.

    Dick Entinger stated that in prior discussions regarding the fueling station there was resistance from previous Board Members regarding location.

    Staff stated that during those earlier discussions, there were some concerns from some Board Members regarding the location. It is Staff?s recommendation that the subject go to Site Plan Architecture, as they would have the City?s well-being in mind.

    Skip Patterson stated that when it was under the DDA, there were contingencies regarding property lines and all participants involved in the South Gateway Project agreed. With the resolution being approved, the DDA is dissolved.

    Staff stated that although the DDA is dissolved, the Agency?s name remains in the Declaration. The City will have authorization to make comment(s) for the next 75 years. The need for comment(s) may never arise; as it may or may not affect the tax revenues for the Agency or the City.

    MOTION: It was moved by Eric Stark to adopt Resolution No. 08-02-02 approving Amendment No. 8 to the South Gateway Declaration of Construction, Operation and Reciprocal Easement Agreement. Claudette Moore 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, Eric Stark and Gregory Yechout.

    IX.
    Comments from City Council Representatives

    There were none.
    X.
    Comments from Board

    Claudette Moore inquired whether the Agency was looking for another parking enforcement firm. Staff stated that Action Security is the current contracted enforcement firm.

    Chair Gregory Yechout commented that Action Security?s contract does not expire until August 2009.

    Jason Anderson stated that the Parking Committee minutes of February 14, 2008, states that the parking enforcement is, ??to issue citations for expired tags after they are a month late; to cite for parking over lines only when blatant and/or a safety issue; and to focus more on the timed-parking.?

    Claudette Moore inquired if parking enforcement will be enforcing the overtime parking.

    Staff stated that the overtime parking is a critical part of parking enforcement in downtown; it keeps traffic flowing for the merchants.

    XI.
    Adjournment

    The meeting was adjourned at 7:30 p.m. The proceedings of this Board meeting were recorded on tape and filed in the Medford Urban Renewal Agency office.


    ______________________________________
    Submitted by:
    Frances Cano, Administrative Support Technician


    _____________________________________
    Approved by:
    Gregory Yechout, Board Chair
    2.26.2008 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 Presentation: Certificate of Appointment; Claudette Moore
    2. Approval of Minutes
    2.1 Board Minutes of January 22, 2008
    3. Communications from Audience (Non-Agenda Items)
    4. Communications from Staff
    4.1 Project Updates
    a. General
    5. Written Communications
    5.1 Letter: Medford Youth Baseball Society, January 23, 2008; re: Update on Harry & David Field
    5.2 Thank you card for donation to Rogue Valley Toy Run; re: Skip Knight?s memory
    6. Report from Chair
    7. Report from Committees
    7.1 Parking Committee (Agenda, February 14, 2008, Draft Minutes, February 14 2008)
    7.2 Marketing Committee (Agenda, February 13, 2008, Draft Minutes, February 13, 2008)
    8. Business
    8.1 Consideration of Resolution No. 08-02-02 approving Amendment No. 8 to the South Gateway Declaration of Construction, Operation and Reciprocal Easement Agreement
    9. Comments from City Council Representatives
    9.1 Council Draft Minutes
    10. Comments from Board
    11. Adjournment



    NEXT REGULAR BOARD MEETING: TUESDAY, MARCH 11, 2008
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