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Downtown Medford

Board of Directors Board Minutes

  • Minutes
  • Agenda
    3.25.2008 Medford Urban Renewal Agency Board of Directors - Minutes

    A.
    Study Session

    A meeting of the Medford Urban Renewal Agency Board of Directors was called to order in Study Session at 6:30 p.m., on the above date, in the Medford Urban Renewal Agency Conference Room, 45 South Holly Street, Medford, Oregon, by Chair Gregory Yechout, with the following Members in attendance:

    I.
    Roll Call

    BOARD MEMBERS:
    Present
    Gregory Yechout, Chair
    Skip Patterson, Vice-Chair
    Bill Dames, Secretary
    Dick Entinger
    Jim Kuntz, Council Representative
    Claudette Moore
    Joy Pelikan

    Absent
    Jason Anderson, Council Representative
    Eric Stark

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

    II.
    Discussion

    2.1 Contracting and Purchasing Regulations Amendment.

    Project Manager Don Burt reported that there have been changes in the State law regarding contracting. This will require a re-write of the Agency?s Contracting and Purchasing Code. These changes will come before the Board for approval, the second meeting in April.


    2.2 RCC/SOU Bartlett Streetscape

    Project Manager Don Burt reported that the first meeting in April the Board will be approving the CM/GC for the RCC/SOU Bartlett Street Streetscapes. The purpose of the review is to inform the Board of a few changes that have been made to the project?s overall plan. The project budget is $1.5 million and the Agency is a bit over budget at $1.7 million. There was an extension made to under-grounding of the utilities. The Agency will extend the boundary of the project to encompass more of the utilities and make the area more aesthetically pleasing. There will no longer be over head utilities in Theater Alley and sections of 8th Street to Riverside.

    The Board was informed that the Agency will not to use the ?fancy? concrete and pavers work at the intersection of 8th and Bartlett. This will be a substantial savings to the Agency. The City has informed the Agency that in order to do the intersection, the Agency would need to hire a specialized engineer and contractor to work on the intersection. The cost to use concrete is substantially more than the asphalt. Don Burt reported that the City?s concern is in the integrity of the intersection, not the beautification of it.

    2.3 Greyhound Facility

    The Greyhound Facility budget is $1.2 million and the Agency is at $1.3 million for total project cost. At the next Board meeting, the Board will be approving the Guaranteed Maximum Price (GMP) for the Greyhound Facility (Depot) Relocation project. The total project cost includes work being completed at the Rogue Valley Transit District restroom facilities currently located at the site. The project costs are part of the Commons DDA $14.1 million.

    The Agency has received access approval to the new facility from the City. The Greyhound busses will be accessing the new facility on the west side of the building.

    Jim Kuntz asked why the City is requiring the Agency to install a storm detention facility. Don Burt stated that because the ground is so flat in the area, the City is requiring that the storm detention area be able to hold water in the event of a large storm and release it at a slower rate.

    Don reported that Adroit Construction, Inc. is the Contract Management/General Contractor (CMGC) for the Greyhound Relocation Facility project. Adroit is preparing a guaranteed maximum price for the project and will present it to Board at the next Board meeting.

    Don reported that the final building design shows that the facility will have a sloped roof, stucco walls and a large amount of brick along the bottom edge of the structure for both cosmetic and wear and tear. He explained that the brick will wear longer over time. All involved entities (RVTD, Greyhound and the Agency) have approved the design.

    Bill Dames inquired whether the new depot station would accommodate passenger train service in the future. Don stated that this was one of the selling points to RVTD; the plan fits into their Master Plan. RVTD doesn?t have a lot to show in capital when applying for future grants this will help. The building design is made to carry a two-story building, which will fit into the long term goals of RVTD. Don reported that there are adequate covered areas for passengers with this design.

    2.4 Staff reported that the Evergreen Mixed-Use project restructuring schedule will be ready for presentation to the Board for the first meeting in April. Don Burt reported that he had a meeting with the engineers and they are putting together plans for the sidewalk project at the Evergreen Mixed-Use site.

    Staff reported that Thursday, March 27, 2008 is the Mayor?s Forum: Gregory Yechout and Jim Kuntz will join Jackie Rodgers and Mayor Wheeler.

    Staff reported that the Agency has been informed that Dan Gardner of BOLI is resigning. Mr. Gardner is leaving BOLI for the Electrical Workers Union in Washington, D.C. The governor has named a replacement for Mr. Gardner until election time.

    Chair Gregory Yechout asked who he should be referring phone calls to regarding the mixed-use project and the Commons project. Staff stated he should refer all Commons project inquiries to Bill Hoke at the City Managers office. Inquires regarding Agency projects should be referred to the Agency.

    2.5 First Addendum to ?Employment contract between Medford Urban Renewal Agency and Jackie L. Rodgers, Executive Director.?

    The Board excused Agency Staff from the room. The Board discussed the Executive Director?s contract the Agency Executive Director?s recent performance evaluation.

    STUDY SESSION CLOSED AT 7:15 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 7:20 p.m., in the Medford Urban Renewal Agency Conference Room, 45 South Holly Street, Medford, OR, 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
    Dick Entinger
    Jim Kuntz, Council Representative
    Claudette Moore
    Joy Pelikan

    Absent
    Jason Anderson, Council Representative
    Eric Stark

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

    II.
    Minutes

    2.1 Minutes for the March 11, 2008 Medford Urban Renewal Agency Board Meeting were submitted.

    Chair Gregory Yechout inquired whether there were any corrections to the March 11, 2008 of Medford Urban Renewal Agency Board Meeting Minutes. 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

    Project Updates were discussed during Study Session.

    V.
    Written Communication

    There were none.

    . VI.
    Reports from Chair

    There were none.

    VII.
    Reports from Committee

    7.1 Parking Committee

    Staff reported that the draft minutes from the March 12, 2008 meeting were included in the Board Packet. The next Parking Committee meeting will be held on Wednesday, April 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.

    7.2 Marketing Committee

    Staff reported that there was not an official Marketing Committee meeting on March 19, 2007. The next Marketing Committee meeting will be held Wednesday, April 23, 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. 08-03-04 approving a First Addendum to ?Employment contract between Medford Urban Renewal Agency and Jackie L. Rodgers, Executive Director.?

    Chair Gregory Yechout presented the Staff Report: In accordance with the December 1, 2006 Employment Contract between the 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 at between ?Exceeds Job Requirements? and ?Outstanding?. On that basis, the Executive Director Performance Evaluation Committee (comprised of Board Members Eric Stark, 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, 2007.

    MOTION: It was moved by Claudette Moore to approve Resolution No. 08-03-04. Jim Kuntz seconded the motion.

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

    IX.
    Comments from City Council Representatives

    Chair Gregory Yechout reported that the Draft City Council meeting minutes from the March 6th, 2008 meeting were included in the Board packet.

    Staff reported that the Draft City Council meeting minutes for the March 20th, 2008 meeting were handed out to the Board.

    There was no oral report from council.






    X.
    Comments from Board

    Bill Dames reported that the Taste of History meeting was held on March 25, 2008 at 1:30 p.m., at Porter?s restaurant. The event grows each year; this year?s event will include a gala event on Friday June 20, 2008 at the Rogue Gallery. The Gallery will be featuring the artist that designed and painted this year?s poster theme. Everyone involved is really looking forward to this year?s event.

    Dick Entinger asked who at the City Council meeting on March 6, 2008 inquired whether or not low to moderate income housing would be considered for the old Bella Vita project. Jim Kuntz replied that the council members inquiring were Ben Truwe and John Statler.

    Joy Pelikan congratulated Jackie Rodgers, Agency Executive Director, for a great year. Jackie Rodgers thanked the Board and staff for their support.

    Gregory Yechout complimented Jackie Rodgers on her performance and the challenges that were overcome this past year.

    Claudette Moore complimented Jackie Rodgers on the way she handled the Bella Vita project and its closure.

    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:
    Errin L. Sills, Office Administrator


    _____________________________________
    Approved by:
    Gregory Yechout, Board Chair
    3.25.2008 Agenda

    A. Study Session
    1. Attendance
    1.1 Roll Call
    2. Discussion
    2.1 First Addendum to ?Employment contract between Medford Urban Renewal Agency and Jackie L. Rodgers, Executive Director.?
    2.2 Contracting and Purchasing Regulations Amendment
    2.3 SOU/RCC Bartlett Streetscape
    2.4 Greyhound/RVTD Relocation

    B. Open Session
    1. Attendance
    1.1 Roll Call
    2. Approval of Minutes
    2.1 Board Minutes of March 11, 2008
    3. Communications from Audience (Non-Agenda Items)
    4. Communications from Staff
    4.1 Project Updates
    a. General
    5. Written Communications
    6. Report from Chair
    7. Report from Committees
    7.1 Parking Committee (Draft Minutes, March 12, 2008)
    7.2 Marketing Committee (Next scheduled meeting: April 16, 2008)
    8. Business
    8.1 Consideration of Resolution No. 08-03-04 approving a First Addendum to ?Employment contract between Medford Urban Renewal Agency and Jackie L. Rodgers, Executive Director.?
    9. Comments from City Council Representatives
    9.1 Council Draft Minutes, March 6, 2008
    10. Comments from Board
    11. Adjournment



    NEXT REGULAR BOARD MEETING: TUESDAY, APRIL 8, 2008
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