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Board of Directors Board Minutes

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    4.10.2007 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 6:35 p.m., on the above date, in the Lausmann Annex Conference Room 151, 200 South Ivy Street, Medford, Oregon by Chair Eric Stark, with the following Members and Staff in attendance:

    BOARD MEMBERS:
    Present
    Eric Stark, Chair
    Greg Yechout, Secretary
    Peter Naumes, Vice-Chair
    Jason Anderson, Council Representative
    Jim Kuntz, Council Representative
    Bill Dames
    Skip Patterson
    Joy Pelikan

    Absent
    Dick Entinger

    STAFF:
    Present
    Jackie Rodgers, Executive Director
    Terri Rozzana, Administrative Support Technician

    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 7:00 P.M.





    I.
    Roll Call

    1.1 A meeting of the Medford Urban Renewal Agency Board of Directors was called to order in a Study Session at 7:05 p.m. in the Lausmann Annex Conference Room 151, 200 South Ivy Street, Medford, Oregon by Chair Eric Stark, with the following Members and Staff in attendance:

    BOARD MEMBERS:
    Present
    Eric Stark, Chair
    Greg Yechout, Secretary
    Peter Naumes, Vice-Chair
    Jason Anderson, Council Representative
    Jim Kuntz, Council Representative
    Bill Dames
    Skip Patterson
    Joy Pelikan

    Absent
    Dick Entinger

    BUDGET COMMITTEE MEMBERS (Invited Guests):
    Present
    Barbara Davidson

    Absent
    Cathy deWolfe
    David Douglass
    Chris Dufour
    Joel Marks
    Eric Maxwell
    Mike Miles
    George Schroeder




    STAFF:
    Present
    Jackie Rodgers, Executive Director
    Terri Rozzana, Administrative Support Technician

    II.
    Discussion

    2.1 Four Year Development Program Fiscal Year 2007-2008 through 2010-2011

    Barbara Davidson commented that she would not be present at the May 22, 2007 Budget Committee meeting. Ms. Davidson is the Budget Committee Chair and has been since 2002.

    Staff discussed Fiscal Year 2006-2007 completed projects and Fiscal Year 2007-2008 through Fiscal Year 2013-2014 planned projects:

    SOUTH GATEWAY DISPOSITION & DEVELOPMENT AGREEMENT - COMPLETED

    The Disposition and Development Agreement (DDA) for the South Gateway Center, approved in 1992 and amended in 1998 by and between Medford Urban Renewal Agency, City of Medford, Jackson County, and TRF Pacific, Inc. (Developer), required completion and fulfillment of all obligations and responsibilities imposed in the DDA prior to a Final Certificate of Completion.

    To complete and fulfill all obligations to the DDA, and to expedite execution of a Final Certificate of Completion, all parties needed to agree that concurrent with the execution of a Final Certificate of Completion by all parties: 1) TRF, Inc. and the County would execute and accept an Easement Agreement; 2) TRF, Inc. would pay $70,000 to the City; 3) The City would make final payment of $70,000 into the Developer’s Contribution Fund escrow account; 4) The Agency would make final payment of $70,000 into the Developer’s Contribution Fund escrow account; and 5) TRF, Inc. would make final payment of $140,000 to the County from the Developer’s Contribution Fund escrow account.

    Upon all four parties (Agency, City, County, and TRF) signing a Final Certificate of Completion, the four parties to the DDA certified and confirmed that all parties had completed and complied with, or otherwise fulfilled, all of its obligations or responsibilities imposed in the DDA, and that no further obligations or responsibilities remained in the DDA.

    EVERGREEN WAY – COMPLETED

    Evergreen Way is a component of an improved network of streets as described in the In-Town Village and Evergreen/Front Corridor. It is an attractive roadway that encourages pedestrian activity and includes wide sidewalks, outdoor dining, and a variety of pedestrian amenities. At the same time, the corridor accommodates both bicycles and on-street parking.

    The objective of the Evergreen Way project is to provide additional parking, beautify the railroad corridor and to provide redevelopment opportunities along Evergreen Way and the In-Town Village area.

    The project was completed in four phases:
    6th Street to Main Street
    4th Street to 6th Street
    8th Street to 10th Street
    Main Street to 8th Street (constructed as part of the Evergreen Parking Facility)

    HISTORIC DISTRICT FAÇADE GRANT PROGRAM - PARTIALLY COMPLETED

    The Façade Grant Program was created in 2000 with the objectives of renewing the viability of downtown through the renovation of historic buildings leading to the recruitment of new businesses to downtown. The program assists property and business owners by granting funding for the rehabilitation of downtown building façades and storefronts, including: windows, doors, brickwork, stucco, painting, awnings, signage, and removal of non-historical materials or additions.

    Matching public funds in the amount of $37,500 ($5,000 to lessees and tenants) are available to building owners on a dollar for dollar basis. Additionally, each applicant receives 15 hours of free historic design assistance.

    In 2004, the Façade Grant Program won the National League of City James C. Howland Gold Award for Municipal Enrichment. This award is the highest award given by the National League of Cities. Budget $150,000 (unused portion will carry over to next fiscal year).

    Pete Naumes stated that in his opinion the Façade Grant Program should be categorized under committed funds.

    Staff reported that the Façade Grant Program does not have the funds at this point. The Grant Writers are addressing the Façade Grant Program but Staff does not have any new updates.

    Greg Yechout inquired whether the matching fund of up to $37,500 was cumulative over a period of time. Staff stated that the Façade Grant Program is structured first come first serve and can only be used once up to $37,500 per property if you are a property owner. If you lease the property, the limit is $5,000. Those fees could be adjusted if the Board so chooses.

    Pete Naumes mentioned selling the ERA and the 6th Street Plaza properties to generate funds for the Façade Grant Program. Staff reported that the lease on the ERA property expires in 2008. Rogue Ballet has indicated an interest in purchasing the property.

    Eric Stark stated that funds are already allocated to Larsons and Scan Design for the Façade Grant Program. Staff reported that Larsons has opted out and Scan Design has submitted their application to participate in the Program for $37,500.

    Staff stated that Lithia is close to the end of the list for the Façade Grant Program to improve the US Cellular and Southern Oregon Historic Society buildings.

    Staff discussed the Façade Grant Program Guidelines and Requirements. The guidelines currently state that national franchises/corporations with multiple locations outside Medford are classified as ineligible participants. Also, currently there is no time limitation for completion of projects stated in the guidelines and requirements.

    It was the Board’s consensus to present a resolution at a future regular Board meeting to modify the Façade Grant Program Guidelines and requirements to: 1) remove “National franchises/corporations with multiple locations outside of Medford” from under “Ineligible Participants”; 2) include the statement “Upon regulatory approvals and application approval, applicant has 180 days for project completion” under “Commitment of Funds”; 3) include the verbiage “per the attached map” under “Eligible Areas”; and 4) attach “Boundaries of the Medford Downtown Historic District” map.

    It was the Board’s consensus that if there is any money carried over from other projects and or materials and services, that money would be committed to the Façade Grant Program up to $150,000. Staff reported that committed projects are extended out to FY 2013-2014.

    BARTLETT STREET IMPROVEMENT - PARTIALLY COMPLETED

    The objective of this project is to create more of a campus feel for Rogue Community College while providing a connection from the Middleford Parking Structure to the new SOU/RCC Joint Education Facility. This project involves the rebuilding of Bartlett Street between 10th Street and Main Street. The concept of this improvement is a multiuse street for pedestrians and vehicular traffic. The street would have the ability to be closed to vehicles for special events. Planned improvements include: undergrounding utilities, rebuilding sidewalks, curbs, street and the public parking lot that extends easterly from Bartlett Street to Riverside Avenue, as well as completion of the Theater Alley Pedestrianization. Improvements in Theater Alley will provide additional open space for special events and a more pedestrian-friendly alley through the extension of Vogel Plaza into the public parking lot located between the Craterian Theater and the Rogue Gallery and into the alley extending toward Bartlett Street. Budget $2,154,000: FY06-07 $100,000; and FY07-08 $2,054,000.

    LIBERTY PARK (South Interchange Participation) LOAN PROGRAM - PARTIALLY COMPLETED

    This project involves construction of sidewalks in the vicinity of a planned neighborhood park in the residential area between Edwards Street and Manzanita Street. In many locations sidewalks are not existent or in poor condition. Specific locations of sidewalks have not yet been determined. It is the objective of this project to complement the neighborhood park for safety and beautification reasons. The City of Medford is currently working with the neighborhood and Lithia Motors, Inc. on the selection of a park site and its development. Budget $180,000: FY06-07 $60,000; FY07-08 $60,000; and FY08-09 $60,000.
    EVERGREEN MIXED-USE STREETSCAPE - PARTIALLY COMPLETED - PLANNED FY07-08

    This project involves construction of sidewalks in the vicinity of the planned Bella Vita Mixed-Use project being constructed in three phases, with the first phase commencing in FY07-08. It is the objective of this project to complement the neighborhood, providing safety and beauty. Budget $795,000: FY06-07 $100,000; and FY07-08 $695,000.

    EVERGREEN MIXED-USE INCENTIVES - PLANNED FY07-08

    This project involves construction of sidewalks in the vicinity of the planned Bella Vita Mixed-Use project being constructed in three phases, with the first phase commencing in FY07-08. It is the objective of this project to complement the neighborhood, providing safety and beauty. Project schedule will coordinate with Bella Vita project schedule. Budget $1,250,000: FY07-08 $500,000; FY08-09 $500,000; and FY09-10 $250,000.

    LIBERTY PARK (South Interchange Participation) SIDEWALKS - PLANNED FY07-08

    This project involves construction of sidewalks in the vicinity of a planned neighborhood park in the residential area between Edwards Street and Manzanita Street. In many locations sidewalks are not existent or in poor condition. Specific locations of sidewalks have not yet been determined. It is the objective of this project to complement the neighborhood park for safety and beautification reasons. The City of Medford is currently working with the neighborhood and Lithia Motors, Inc. on the selection of a park site and its development. Site selection and acqu8isitin by Lithia Motors, Inc. may impact the implementation of the project. Budget $200,000

    SOUTH INTERCHANGE - PLANNED FY10-11

    This project involves partnering with the City of Medford and ODOT to rebuild the South Interchange. It is the objective of the Agency to improve development opportunities at the South Interchange. Budget $1,000,000.




    THE COMMONS FUND - $14,100,000

    ACQUISITIONS - COMPLETED

    This project involves partnering with the City of Medford and Lithia Motors, Inc. to redevelop the area known as the “The Commons”, also known as “Middleford Commons”. It is the objective of the Agency to improve development opportunities in that area. Budget FY06-07 $2,500,000.

    Pete Naumes stated that his understanding of the DDA is that if the Agency fell short of funds, Lithia would cover that shortfall until the Agency had the funds available. Staff reported that Lithia would, but it would cost the Agency interest. The Agency has set up with the Bond Counsel that the Agency will be bondable for those funds.

    PARK BLOCKS - PLANNED FY07-08

    This project involves partnering with the City of Medford and Lithia Motors, Inc. to redevelop the area known as the “The Commons”, also known as “Middleford Commons”. It is the objective of the Agency to improve development opportunities in that area. Budget $3,700,000: FY07-08 $850,000; FY08-09 $850,000; and FY09-10 $2,000,000.

    INFRASTRUCTURE - PLANNED FY08-09

    This project involves partnering with the City of Medford and Lithia Motors, Inc. to redevelop the area known as the “The Commons”, also known as “Middleford Commons”. It is the objective of the Agency to improve development opportunities in that area. Budget $750,000: FY08-09 $750,000.

    MIDDLEFORD PARKING STRUCTURE REMODEL - PLANNED FY09-10

    This project involves partnering with the City of Medford and Lithia Motors, Inc. to redevelop the area known as the “The Commons”, also known as “Middleford Commons”. It is the objective of the Agency to improve development opportunities in that area, and to create connectivity between this new development area and the existing retail, entertainment, and education sectors of downtown. Budget $300,000: FY09-10 $300,000.

    There was discussion regarding size of parking spaces in future structures. Staff reported that the Middleford Parking Facility was designed with larger parking stalls and higher ceilings than the standard. Evergreen Parking Structure does have smaller spaces but the way to change the size is to re-stripe, re-sign, or move the tire stops. Parking Structure No. 3 (The Commons) is designed for 200 spaces. Lithia is building the structure, but the Agency will have input into the design.

    Pete Naumes stated that the parking spaces will have to be regulated by the standard code. The DDA states that the Agency will own 200 parking spaces in the garage, regardless of size per space.

    “THE COMMONS” PARKING STRUCTURE - PLANNED FY09-10

    This project involves partnering with the City of Medford and Lithia Motors, Inc. to redevelop the area known as the “The Commons”, also known as “Middleford Commons”. It is the objective of the Agency to improve development opportunities in that area, and to provide adequate parking for public park use and new development. Budget $6,850,000: FY09-10 $6,850,000.

    2.2 Fiscal Year 2007-2008 Budget Calendar Review

    Staff reported that May 8, 2007 will be a regular Board meeting. The Agency will deliver the draft budget on May 18, 2007 for the Board to review. A Budget Committee meeting will be held May 22, 2007 for review and on June 12, 2007 the Board will consider the budget for adoption. If there are concerns on May 22, 2007, the Board can meet again without advertising formally in order to adopt the budget on June 12, 2007.

    Staff briefly reviewed the Budget Calendar and requested that Board and Budget Committee members mark their calendars.

    Greg Yechout commented on the parking task force meeting that was held on April 19, 2007 at 5:30 p.m. in the Medford Urban Renewal Agency Conference Room to discuss a parking survey that was recommended by the Board due to issues brought before the Board at their April 10, 200 meeting. Mr. Yechout stated that the task force concluded that there is no need for a survey; the Parking Committee is addressing issues as they are presented to them and he is satisfied with the outcome of the meeting.

    There are eight (8) task forces assigned to address parking issues: 1) Rogue Community College Parking; 2) Parking Survey; 3) Parking Loading/Unloading Flashers; 4) Enforcement Contract RFP; 5) Public Relations/Citation Dismissals; 6) Marketing/Advertising; 7) Signage/Paint; and 8) Pot Holes/Cracks.

    III.
    Adjournment

    The meeting was adjourned at 8:14 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:
    Peter Naumes
    Board Vice-Chair
    4.10.2007 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
    2. Approval of Minutes
    2.1 Board Minutes of March 13, 2007
    3. Communications from Audience (Non-Agenda Items)
    4. Communications from Staff
    4.1 Project Updates
    a. Bartlett Street Improvement
    b. The Commons - EPA Grant RFP
    c. Bella Vita
    4.2 Staffing
    5. Written Communications
    5.1 Thank You: March 13, 2007, The Oregon Community Foundation; re: Downtown Parking Accommodations
    6. Report from Chair
    7. Report from Committees
    7.1 Parking Committee (Next Meeting: April 11, 2007)
    7.2 Marketing Committee (Next Meeting: April 18, 2007)
    8. Business
    8.1 Consideration to appoint one member to the Medford Urban Renewal Agency Marketing Committee
    8.2 Consideration of Resolution No. 07-04-08 approving financial participation for historic preservation services for the Carnegie Building Project
    8.3 Consideration to accept Medford Urban Renewal Agency Financial Report, Second Quarter FY2006-2007
    9. Comments from City Council Representatives
    9.1 Council Minutes, March 15, 2007
    10. Comments from Board
    11. Adjournment


    NEXT REGULAR BOARD MEETING: TUESDAY, APRIL 24, 2007
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