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Downtown Medford

Board of Directors Board Minutes

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  • Agenda
    4.8.2008 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 6:30 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 (arrived at 6:40 p.m.)
    Jim Kuntz, Council Representative
    Joy Pelikan
    Eric Stark

    Absent
    Jason Anderson, Council Representative
    Dick Entinger
    Claudette Moore

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

    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 7:05 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 7:10 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
    Jim Kuntz, Council Representative
    Joy Pelikan
    Eric Stark

    Absent
    Jason Anderson, Council Representative
    Dick Entinger
    Claudette Moore

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


    II.
    Minutes

    2.1 Minutes for the March 25, 2008 Medford Urban Renewal Agency Board Meeting were submitted.

    Chair Gregory Yechout inquired whether there were any corrections to the March 25, 2008 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 Budget Calendar, Fiscal Year 2008-2009

    Staff reported that the Fiscal Year 2008-2009 Fiscal Year Budget Calendar was included in the Board Packet. Staff requested that the Board members mark their personal calendars with the following dates:

    April 22, 2008 MURA Future Years Plan (approved in 2007) Review and Revise.

    May 20, 2008 (Note: Correction ? should be May 27, 2008) MURA Budget Committee meeting:
    1) Budget Message presented.
    2) Recommendation of Proposed Budget to Board for consideration and approval.

    June 10, 2008 MURA Board Meeting:
    1) Public Hearing.
    2) Consideration and Approval of Resolution to adopt Fiscal Year Budget 2008-2009.

    Staff stated that certain budget notifications, meetings, hearings and submittals are required at particular intervals according to the Oregon Legislature Revised Budget Law. The calendar presented to the Board tonight adheres to all of the budget law requirements.

    Staff reported that the Budget Committee will receive the same calendar.

    4.2 Liberty Park aka South Interchange

    Staff reported that the Board had requested periodic updates regarding the Liberty Park/South Interchange Project. Staff explained that when the DDA was signed between the Agency, the City of Medford and Lithia Corporation, project was redistributed.

    To date, the Agency has paid $55,000 to the Liberty Park Revolving Loan Program in 2006; Liberty Park Loan commitment was $180,000, the Agency has paid $120,000 and still owes an additional $60,000 that will be paid in Fiscal Year 2008-2009; and Liberty Park Sidewalks, $200,000, which is payable upon commencement of the park project: The Liberty Park Development participation was taken over by Lithia, relieving the Agency of this commitment. Lithia will be responsible for contributing that value in property for the park.

    The Agency has paid $120,000 towards the South Interchange project. In return for the Agency?s contribution to the Liberty Park Project, we have received Credit of $380,000 toward the Agency?s commitment to this project of $1,450,000. Total left to be paid to the City for their payment to the Oregon Department of Transportation is $1,070,000. .

    Staff reported that the Agency has requested an update from the City at an upcoming Board Meeting.

    V.
    Written Communication

    5.1 Article: Sunset Magazine, March 2008; re: ?Lively yet low-water?. Featuring project designs by Galbraith & Associates, Inc.

    Mr. Yechout reported that the article describes the use of low-water landscaping. Mr. Yechout stated that the Agency has worked with the architectural firm of Galbraith & Associates, Inc., a local firm, on some of its projects, including the City Hall Landscaping.

    5.2 Article: Oregon Business, April 2008, re: ?Lithia Motors hit with loss of $5.1 million?

    Mr. Yechout reported that the article is regarding Lithia Corporation?s quarterly losses and its continued strong commitment to the Commons Project.

    5.3 Article: Country Home, April 2008, re: ?Living Green, Top 25 Places to Live.?

    Mr. Yechout reported that the article is about the Top 25 ?Green Cities? for living in the United States. In the Nationwide survey, Medford ranked #25 on the list. Other Oregon City?s topping the list included #1 Corvallis, #2 Portland, #6 Eugene/Springfield, #9 Bend and #16 Salem.

    . VI.
    Reports from Chair

    There were none.




    VII.
    Reports from Committee

    7.1 Parking Committee

    Staff reported that at the April 9, 2008 Parking Committee Meeting, Agency Staff will be reviewing an analysis of Parking Citation?s. This is a follow up to an earlier discussion with the Board concerning the Parking Enforcement contractor performance. After the Committee?s review of the analysis, Staff will be prepared to discuss this item with the Board at its next regular meeting.

    Staff reported that the next regular scheduled Parking Committee Meeting will be held on Wednesday, April 9, 2008 at 8:00 a.m. The meeting will be held at the Agency office, 45 South Holly Street in Medford. This meeting is open to the public.

    7.2 Marketing Committee

    Staff reported that the Agency?s new website is up and running and invited the Board to visit the site. The site address is www.downtownmedford.com. Staff reported that there will be a presentation of the website to the Board at a future meeting. In addition there will be a press release regarding the new website.

    Staff reported that 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. This meeting is open to the public.

    VIII.
    Business

    8.1 Consideration to approve Resolution No. 08-04-06 approving the Guaranteed Maximum Price (GMP) for construction of the RVTD/Greyhound Relocation Facilities.

    Gregory Yechout, Chair, continued this agenda item to the next Regular Board Meeting, scheduled April 22, 2008.

    8.2 Consideration of Resolution No. 08-04-07 authorizing the Medford Urban Renewal Agency?s Intent to Award a construction contract for URP 4.49 the SOU/RCC Bartlett Streetscape Project.

    Staff reported that the Agency solicited bids for construction of the SOU/RCC/Bartlett Streetscape Project on March 12, 2008, with a closing date of April 2, 2008. The closing date was extended to April 8, 2008. There were (3) bid submittals as follows:

    LTM, Inc. $1,231,311.25
    KOGAP, Inc. $1,063,661.50
    Taylor Site Development, Inc. $1,965,969.00

    The engineer?s estimate for the Project is $1,278,000. The low bid is 17% below the engineer?s estimate. All contractors are pre-qualified with the City of Medford to work within the right-of-way. Subsequent to Board approval the low bid will be reviewed for completeness. If the low bid is determined to be complete, contracts will be signed and a Notice to Proceed issued on April 16, 2008. Construction is scheduled to begin on April 23, 2008.

    The bid does not include miscellaneous street furniture, tree grates, and street lights. These items will be purchased by the Agency and installed by the contractor. The preliminary cost of street furniture, tree grates, and street lights is $375,000. As a cost savings it has been the Agency?s practice to purchase the street furniture, lights and tree grates, rather than pay the contractor a handling fee for purchasing of these items.

    The budget for the Project is $1,500,000 and includes all materials and construction costs. Based on the low bid and estimated materials cost, the project totals $1,438,700.

    Eric Stark inquired as to who would be reviewing the bids. Staff stated that the Agency would be reviewing the bids for completeness after board approval. Once it is determined that the low bid meets the requirements, the Agency will have the contracts signed with that contractor.

    Mr. Dames inquired if there were any obvious reasons why the bid amounts were so different. Staff stated that the bids have not yet been reviewed for completeness; the differences in the bids will be determined after the review is completed.

    MOTION: It was moved by Skip Patterson to approve Resolution No. 08-04-07 authorizing the Medford Urban Renewal Agency?s Intent to Award a construction contract for URP 4.49 SOU/RCC/Bartlett Streetscape Project. Jim Kuntz seconded the motion.

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

    8.3 Consideration of Resolution No. 08-04-05 authorizing a Personal Services Contract between Medford Urban Renewal Agency and Donald R. Burt Consulting, Inc. for services as Urban Renewal Consultant of Record to the Agency.

    In accordance with the Agency?s contracting regulations, a request for proposals for an Urban Renewal Consultant of Record was published on February 1, 2008 in the local paper (Mail Tribune) and a statewide publication (Daily Journal of Commerce). The Agency received proposals from two (2) qualified consulting firms: EcoNorthwest and Donald R. Burt Consulting, Inc. On February 28, 2008 the Selection Committee comprised of Joy Pelikan (Agency Board Member), Dave Clemens (Downtown Design Committee Chair), and Steve Terry (prior City of Medford Planner and current private Planning Consultant). Staff reported that the Agency Director was not involved in the decision making part of the selection process.

    After careful consideration, it was the unanimous decision of the Selection Committee to recommend Donald R. Burt, Inc. as the Agency?s Urban Renewal Consultant of Record. The Selection Committee?s decision was based on the firms? familiarity with the City?s urban renewal plan and programs and their implementation, availability and proximity to the Agency.

    ECONorthwest ? Eugene/Portland; $200/hour plus support fees; no local urban renewal projects.

    Donald R. Burt Consulting, Inc. ? Medford; $100 - $125/hour; 20 years local urban renewal program/projects.

    By having an Urban Renewal Consultant of Record, the Agency will avoid having to select a consultant for each individual project. The Agency contracts similarly for its Engineer of Record.

    Based on the evaluation criteria, the Selection Committee determined Donald R. Burt Consulting, Inc. demonstrated the preferred combination of experience, cost and availability. The Selection Committee recommends that the Board contract Donald R. Burt Consulting, Inc. for the Agency?s Urban Renewal Consultant of Record.

    Eric Stark inquired whether each contract entered into by the Agency with the contractor would come before the Board for approval. Staff stated that the contracts will only come to the Board for approval if the contract amount exceeds $50,000. Mr. Stark inquired whether the Professional Consultant contract had a cost cap per the budget. Staff stated that the Agency Fiscal Budget does put a cap on the overall costs.

    MOTION: It was moved by Bill Dames to approve Resolution No. 08-04-05 authorizing a Personal Services Contract between Medford Urban Renewal Agency and Donald R. Burt Consulting, Inc. for services as Urban Renewal Consultant of Record to the Agency. Eric Stark seconded the motion.

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

    8.4 Consideration to accept Medford Urban Renewal Agency Financial Report, Second Quarter Fiscal Year 2007-2008.

    Staff reported that figures for Revenues and Expenditures for the Second Quarter of Fiscal Year 2007-2008 are presented in the attached Financial Report.

    Beginning Fund Balances for Capital Projects and Services and Debt Service figures for the Second Quarter are: Capital Services is $4,460,059 and Debt Services is $2,564,991.

    Revenues for the Second Quarter of the Fiscal Year 2007-2008 are $800,513 for Capital Projects and Services and $3,180,878 for Debt Services are consistent with projected Second Quarter figures. Expenditures of $626,588 for Capital Services and $350,288 for Debt Services are also consistent with projected Second Quarter figures.

    Second Quarter expenditure figures 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 Bill Dames to accept the Medford Urban Renewal Agency Financial Report, Second Quarter Fiscal Year 2007-2008. Jim Kuntz seconded the motion.

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

    IX.
    Comments from City Council Representatives

    Staff reported that the City Council Meeting Minutes of April 3, 2008 reported that memorials had been set up at the Winterspring Park for former Board Members Peter Naumes and Skip Knight.

    Jim Kuntz commented that he has visited the park and the memorials for Mr. Naumes and Mr. Knight are very nice.

    Staff mentioned that a memorial for former Board Member Bill Moore had already been placed in the Park by the City.
    X.
    Comments from Board

    There were none.

    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 Sills, Office Administrator

    _____________________________________
    Approved by:
    Gregory Yechout, Board Chair
    4.8.2008 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.?

    B. Open Session
    1. Attendance
    1.1 Roll Call
    2. Approval of Minutes
    2.1 Board Minutes of March 25, 2008
    3. Communications from Audience (Non-Agenda Items)
    4. Communications from Staff
    4.1 Budget Calendar, Fiscal Year 2008-2009
    4.2 Project Updates
    a. General
    5. Written Communications
    5.1 Article: Sunset March 2008; re: ?Lively yet low-water?. Project design by Galbraith & Associates, Inc.
    5.2 Article: Oregon Business, April 2008, re: ?Lithia Motors hit with loss of $5.1 million?
    6. Report from Chair
    7. Report from Committees
    7.1 Parking Committee (Agenda, April 9, 2008)
    7.2 Marketing Committee (Next Meeting, April 23, 2008)
    8. Business
    8.1 Consideration of Resolution No. 08-04-06 approving the Guaranteed Maximum Price (GMP) for construction of the RVTD/Greyhound Relocation Facilities
    8.2 Consideration of Resolution No. 08-04-07 authorizing the Medford Urban Renewal Agency?s Intent to Award a construction contract for URP4.49 the SOU/RCC Bartlett Streetscape project
    8.3 Consideration of Resolution No. 08-04-05 authorizing a Personal Services contract between Medford Urban Renewal Agency and Donald R. Burt Consulting, Inc. for services as Urban Renewal Consultant of Record to the Agency
    8.4 Consideration to accept Medford Urban Renewal Agency Financial Report, Second Quarter FY2007-2008
    9. Comments from City Council Representatives
    9.1 Council Draft Minutes
    10. Comments from Board
    11. Adjournment

    NEXT REGULAR BOARD MEETING: TUESDAY, APRIL 22, 2008
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