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Downtown Medford

Board of Directors Board Minutes

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    2.8.2005 Medford Urban Renewal Agency Board of Directors - Minutes

    I.
    Roll Call

    1.1 A meeting of the Medford Urban Renewal Agency Board of Directors was called to order in Open Session at 7:05 p.m. in Council Chambers of the City of Medford, on the above date, by Chair Dick Entinger, with the following Members and Staff in attendance:

    BOARD MEMBERS:
    Present Absent
    Jason Anderson Skip Patterson
    Rachel Chartier Eric Stark
    Bill Dames
    Dick Entinger
    Skip Knight
    Peter Naumes

    STAFF:
    Present
    Kurt Olsen
    Don Burt
    Eric Iversen
    Jackie Rodgers
    Terri Rozzana

    GUESTS:
    Chad Herd, Design Studios West, 1475 Lawrence Street, Suite 100, Denver, Colorado
    Bob Eck, Design Studios West, 1475 Lawrence Street, Suite 100, Denver, Colorado

    1.2 Election of 2005 Officers

    Chair Dick Entinger presented a certificate of appreciation to Rachel Chartier for her position as Secretary during the past year. Mr. Entinger also recognized Eric Stark, in absentia, with a certificate of appreciation for serving as Board Vice-Chair during 2004.
    Kurt Olsen presented a certificate of appreciation to Dick Entinger for his position as Board Chair during the past year.

    Chair Dick Entinger opened the floor for nominations for Board Chair for 2005.

    NOMINATION: Jason Anderson nominated the current Executive Members for election to their current positions. Peter Naumes seconded the nominations.

    VOTE: The following Board members passed the motion with an affirmative vote: Jason Anderson, Rachel Chartier, Bill Dames, Dick Entinger, Skip Knight, and Peter Naumes.

    Jason Anderson inquired as to why officers served only one year terms. Staff informed Mr. Anderson it is stated in the MURA Board By-laws that the Executive Committee serves a one-year term. The By-laws can be amended and brought before the Board for approval. The Board directed Staff to move forward in making a change in the current Board By-laws to state the Executive Committee will serve a two-year term; and present for approval at a future Board meeting.

    II.
    Minutes

    2.1 Minutes for the December 14, 2004 Medford Urban Renewal Agency Board of Directors meeting were submitted.

    MOTION: It was moved by Dick Entinger to approve the minutes of the December 14, 2004 Board meeting. Jason Anderson seconded the motion.

    VOTE: The following Board members approved the motion with an affirmative vote: Jason Anderson, Rachel Chartier, Bill Dames, Dick Entinger, Skip Knight, and Peter Naumes.

    III.
    Communications from the Audience

    There were none.

    IV.
    Communications from Staff

    4.1 South Gateway ODOT Easement

    Staff reported Oregon Department of Transportation (ODOT) is requesting an easement for the South Gateway parcel of land the Medford Urban Renewal Agency has retained. Located on the parcel of land is a pond of which its outflow will need to be moved at the expense of ODOT. ODOT’s request is due to work on the new South Interchange.

    4.2 Rogue Community College / Southern Oregon University Location

    Staff informed the Board that with Rogue Community College and Southern Oregon University merging campuses, if the Governor’s Bill passes, they are considering adding a new building to the Riverside Campus. The Agency recently acquired property in which RCC and SOU are interested.

    V.
    Written Communications

    5.1 Editorial: “Good reasons to wait in Phoenix”; re: Mail Tribune January 12, 2005

    Dick Entinger stated an urban renewal district now in the preliminary stages will give the City of Phoenix the ability to issue bonds to pay for a new city hall. The bonds will be paid off through increased property taxes that result from improvements that raise property values within the district. This “tax increment financing” has proved its worth in Medford, where revitalized downtown is now taking shape.

    5.2 Thank You Letter: Lindsay Berryman

    The Board and Agency received from retired Mayor Lindsay Berryman a big thank you for a wonderful “send off” on her final City Council meeting.

    5.3 Thank You Letter: Gary Wheeler
    The Board and Agency received from Mayor Gary Wheeler a thank you for the flowers and all the support that was given.
    5.4 2005 Council Liaison Appointments

    Dick Entinger stated he wanted to thank Claudette Moore, Council President, for reappointing Skip Knight and Jason Anderson as Council liaisons to the Medford Urban Renewal Agency Board of Directors.

    VI.
    Report from Chair

    There was none.

    VII.
    Reports of Committees

    7.1 Parking Committee

    Staff reported January 12, 2005 Agenda, November 10, 2004 and January 12, 2005 Minute’s were provided in the Board’s packet. There was no discussion.

    7.2 Marketing Committee

    Staff reported January 19, 2005 Agenda and December 15, 2004 Minute’s were provided in the Board’s packet. There was no discussion.

    7.3 Downtown Design

    Staff reported January 26, 2005 Agenda and December 1, 2004 Minutes were provided in the Board’s packet.

    Dick Entinger advised Staff to revise the attendance list.

    7.4 Subcommittees

    7.4.1 Communications / Policy

    Mr. Bill Dames reported the Communications Committee will coordinate with newly elected Mayor Gary Wheeler the week of February 14, 2005.

    VIII.
    Business

    8.1 Presentation: Robert Kaczor, TRF Corporation; Estoppel Agreement.

    Dick Entinger informed the Board that Mr. Kaczor could not attend tonight’s meeting.

    The Board discussed TRF Real Estate Corporation’s request for a Final Certificate of Completion and clarification from the City of Medford that the site development may continue to 600,000 sq. ft. as provided in the DDA and subsequent amendments.

    MOTION: Peter Naumes moved to authorize the Board Chair, Dick Entinger to sign the Final Certificate of Completion once the City of Medford and TRF Real Estate Corporation finalize the language of the document. Skip Knight seconded the motion.

    Jason Anderson stated he has represented TRF Real Estate Corporation, so he would be abstaining from the vote.

    VOTE: The following Board members approved the motion with an affirmative vote: Rachel Chartier, Dick Entinger, Skip Knight, and Peter Naumes. Bill Dames voted no. Jason Anderson abstained.

    8.2 Consideration to reappoint two members and to appoint one member to the Medford Urban Renewal Agency Parking Committee.

    Staff reported there are currently two term expirations and one membership vacancy on the Medford Downtown Parking District Committee. The positions have been advertised in the Mail Tribune. An application was received from James R. Smith, PhD. Ms. Doris Cearley and Mr. Mr. Mark Seus have applied for reappointment to their positions that expire in 2005. The Parking Committee submitted its recommendation of appointments of the three applicants.

    MOTION: It was moved by Jason Anderson to reappoint Ms. Doris Cearley and Mr. Mark Seus and appoint Dr. James R. Smith as members of the Medford Downtown Parking District Committee. Peter Naumes seconded the motion.

    VOTE: The following Board members passed the motion in the affirmative: Jason Anderson, Rachel Chartier, Bill Dames, Dick Entinger, Skip Knight, and Peter Naumes.

    8.3 Consideration to reappoint one member to the Medford Urban Renewal Agency Marketing Committee.
    Mr. Doug Bradley’s term expired on January 31, 2005 and Elizabeth Hansen resigned, leaving two membership vacancies on the Medford Downtown Marketing Committee. The positions have been advertised in the Mail Tribune. Mr. Bradley has applied for reappointment.

    MOTION: It was moved by Peter Naumes to reappoint Mr. Doug Bradley to the Medford Urban Renewal Agency Marketing Committee. Skip Knight seconded the motion.

    VOTE: The following Board members approved the motion with an affirmative vote: Jason Anderson, Rachel Chartier, Bill Dames, Dick Entinger, Skip Knight, and Peter Naumes.

    8.4 Consideration to appoint four members to the Medford Urban Renewal Agency Downtown Design Committee.

    There are nine positions on the Downtown Design Committee that serve three-year terms. The appointments of David Clemens, Jennie Anderson, and Dorothy Meister expired January 31, 2005. The positions have been advertised in the Mail Tribune. Dorothy Meister and Jennie Anderson did not reapply. David Clemens submitted an application for reappointment. Applications were also received from Julia Sommer, Barbara Davidson and Rhonda Gressett to fill the vacant positions.

    MOTION: It was moved by Skip Knight to reappoint David Clemens and appoint Julia Sommer, Barbara Davidson and Rhonda Gressett to serve three-year terms on the Downtown Design Committee. Peter Naumes seconded the motion.

    VOTE: The following Board members approved the motion with an affirmative vote: Jason Anderson, Rachel Chartier, Bill Dames, Dick Entinger, Skip Knight, and Peter Naumes.

    8.5 Consideration of Resolution No. 05-02-01 approving the scope of services with Design Studios West and authorizing the Executive Director to execute a contract to perform the scope of services.

    Last summer the Board selected Design Studios West (DSW) to prepare design standards for public improvements to Bear Creek. The City of Medford followed suit by selecting DSW to provide design guidelines to be incorporated into the City Codes for Bear Creek. The Board also reviewed a preliminary scope of services for the work to be preformed. Over the past few months, the Agency and the City of Medford have been coordinating individual scopes of services with Design Studios West. There are four primary tasks to be completed by Design Studios West: 1) Project Kick-off; 2) Development of Design Guidelines; 3) Development of Preliminary Design for Pilot Project Area; and 4) Final Document, Adoption, and Approval Process. The scope of services would not exceed $62,000. The Agency is responsible for $32,000 and the City is responsible for $30,000.

    Peter Naumes inquired as to why the dollar figure was not included in the Resolution. Staff reported the Agency is contracting Design Studios West for the full amount of $62,000 although the Agency’s financial responsibility is limited to $32,000.

    MOTION: It was moved by Bill Dames to approve Resolution No. 05-02-01 approving the scope of services with Design Studios West and authorizing the Executive Director to execute a contract to perform the scope of services at a project cost of $62,000 of which the, Agency’s cost is not to exceed $32,000 and the City of Medford’s cost is not to exceed $30,000. Peter Naumes seconded the motion.

    VOTE: The following Board members passed the motion in the affirmative: Jason Anderson, Rachel Chartier, Bill Dames, Dick Entinger, Skip Knight, and Peter Naumes.

    8.6 Consideration of Resolution No. 05-02-02 approving adjustments to the Guaranteed Maximum Price resulting from changes in work for construction of Parking Structure No. 2 and extending the Final Completion date to September 23, 2005.

    Staff reported construction of Parking Structure No. 2 is 100% bid. The total change order amount is $832,368 more than the contract price, or 8.5% of the original contract amount. The change orders fall into one of the following four categories: 1) Parking Structure; 2) Mixed-Use; 3) Infrastructure; and 4) Environmental. It is also requested that the final completion date be extended to September 23, 2005. The current final completion date is August 23, 2005.

    Peter Naumes stated he is not comfortable with the answers he has received regarding the adjustments to the Guaranteed Maximum Price.

    Jason Anderson stated that the Draft AIA Document has conflicting completion dates. Staff reported that the conflict has been corrected in the final AIA Document and the completion date is September 23, 2005. The final AIA Document will be attached to the Resolution.

    Bill Dames asked Staff whether there was a sense of more change orders to be expected from the Parking Facility No. 2 project. Staff reported there will be a $40,000 credit for the HVAC system.

    Peter Naumes stated that in his opinion the wrong process (CM/GC) was chosen for the Parking Facility No. 2 project.

    Rachel Chartier stated the Guaranteed Maximum Price was discussed in an Executive Officer session in November.

    MOTION: It was moved by Rachel Chartier to approve Resolution No. 05-02-02 approving and authorizing Change Order #001 reconciling and amending the Guaranteed Maximum Price from Skanska USA Building, Inc. for construction of Parking Facility No. 2. Bill Dames seconded the motion.

    VOTE: The following Board members passed the motion in the affirmative: Jason Anderson, Rachel Chartier, Bill Dames, Dick Entinger, Skip Knight, and Peter Naumes.

    Staff informed the Board that Mr. Terry Cook of Cook Development placed property as collateral but requests release of the collateral upon acquiring building permits. The current release of collateral is upon completion of phase one.

    Jason Anderson has concerns about the project being halfway completed and a grant sitting out there.

    Dick Entinger inquired if Mr. Cook would agree to subordination. In other words, Mr. Cook wants our lien to be released once he gets his building permits, we subordinate to whomever he wants to develop his collateral property. Staff stated Mr. Entinger’s inquiry could be considered.

    Skip Knight stated that in his opinion the Board and Staff should postpone a decision for the request of releasing the collateral and have Mr. Cook report other alternatives.

    8.7 Presentation: Design Studios West, Inc.; Bear Creek Design Standards

    Staff introduced Mr. Chad Herd and Mr. Bob Eck from Design Studios West, 1475 Lawrence Street, Suite 100, Denver Colorado.

    Mr. Bob Eck presented to the Board a brief discussion of the Bear Creek Design Standards. Mr. Eck discussed the City of Medford’s part as the private sector and the Agency’s part as the public infrastructure. A pilot project was identified from 10th to Main Street. Design Studios West schedule was outlined beginning in February with meetings with the Citizen Advisory Committee and the Technical Review Committee. Meetings with Committees and the implementation of design guidelines is scheduled for March. Public meetings and a meeting with the Planning Commission is scheduled for April. Final recommendation of the design guidelines is scheduled for May. Approval by City Council is scheduled for June.

    IX.
    Comments from City Council

    9.1 Council Actions Report, December 16, 2004, January 6, 2005, and January 20, 2005

    Skip Knight reported he had three (3) items he wanted to mention.

    1. He read in the Mail Tribune today, February 8, 2005, concerned with the Central Avenue bulb-outs and agrees with the article.

    2. City Council will be conducting interviews with Board applicants the week of February 14, 2005.

    3. Reported the new statues at the Library are shimmed with wood. Mr. Knight went on to discuss the wood eventually rots and the statues will be unstable. Staff responded that the statues were installed by the City of Medford and his concerns would be forwarded to the City.

    X.
    Comments from Board

    Skip Knight mentioned the Agency needs to include in its budget the South Interchange Project before 2007.

    XI.
    Adjournment

    The meeting was adjourned at 8:30 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:
    Richard L. Entinger
    Board Chair
    2.8.2005 Agenda

    1. Attendance
    1.1 Roll Call
    1.2 Election of 2005 Officers
    2. Approval of Minutes
    2.1 Board Minutes of December 14, 2005
    3. Communications from Audience (Non-Agenda Items)
    4. Communications from Staff
    4.1 South Gateway ODOT Easement
    4.2 RCC/SOU Location
    5. Written Communications
    5.1 Editorial
    5.2 Thank You Letter: Lindsay Berryman
    5.3 Thank You Letter: Gary Wheeler
    5.4 2005 Council Liaison Appointments
    6. Report from Chair
    7. Report from Committees
    7.1 Parking Committee (Agenda Jan. ‘05, Minutes Nov. ‘04 and Jan. ‘05)
    7.2 Marketing Committee (Agenda Jan. ‘05, Minutes Dec. ‘04)
    7.3 Downtown Design Committee (Agenda Jan. ‘05, Minutes Dec. ‘04)
    7.4 Subcommittees
    7.4.1 Communications / Policy
    8. Business
    8.1 Presentation: Robert Kaczor, TRF Corporation; Estoppel Agreement
    8.2 Consideration to appoint three members to Medford Downtown Parking District Committee
    8.3 Consideration to appoint one member to Agency Marketing Committee
    8.4 Consideration to appoint four members to Agency Downtown Design Committee
    8.5 Consideration of Resolution 05-02-01 approving the scope of services with Design Studios West for the Bear Creek Design Guidelines and authorizing the Executive Director to execute a contract with Design Studios West to perform the scope of services.
    8.6 Consideration of Resolution No. 05-02-02 approving adjustments to the guaranteed maximum price resulting from changes in work for construction of Parking Structure No. 2 and extending the final completion date to September 23, 2005.
    8.7 Presentation: Design Studios West, Inc.; Bear Creek Design Standards
    9. Comments from City Council Representatives
    9.1 Council Actions Report: December 16, 2004, January 6, 2005, January 20, 2005
    10. Comments from Board
    11. Adjournment



    NEXT REGULAR BOARD MEETING: TUESDAY, FEBRUARY 22, 2005
    NEXT BOARD STUDY SESSION: TUESDAY, MARCH 8, 2005
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