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Board of Directors Board Minutes
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- Agenda
5.22.2007 Medford Urban Renewal Agency Board of Directors - Minutes
A.
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 8:00 p.m., in Lausmann Annex Conference Room 151 of the City of Medford, on the above date, by Vice-Chair Pete Naumes, with the following Members and Staff in attendance:
BOARD MEMBERS:
Present
Peter Naumes, Vice-Chair
Greg Yechout, Secretary
Jim Kuntz, Council Representative
Bill Dames
Dick Entinger
Skip Patterson
Joy Pelikan
Absent
Eric Stark, Chair
Jason Anderson, Council Representative
STAFF:
Present
Jackie Rodgers, Executive Director
Terri Rozzana, Administrative Support Technician
Errin Sills, Office Administrator
II.
Minutes
2.1 Minutes for the May 8, 2007 Medford Urban Renewal Agency Board of Directors meeting were submitted.
Vice-Chair Pete Naumes inquired whether there were any corrections to the Medford Urban Renewal Agency Board Minutes of May 8, 2007. Hearing no corrections, Mr. Naumes stated that the Minutes stand approved as submitted.
III.
Communications from the Audience
There were none.
IV.
Communications from Staff
There were none.
V.
Written Communications
There were none.
VI.
Report from Chair
There was none.
VII.
Reports of Committees
There were none.
VIII.
Business
8.1 Consideration of Resolution No. 07-05-10 authorizing the Medford Urban Renewal Agency Executive Director to enter into a contract with Zipper Zeman Associates, Inc. for the preparation of an Environmental Site Assessment on lands within The Commons project area.
Staff stated that the Medford Urban Renewal Agency was awarded a $200,000 Brownfields Grant from EPA for the preparation of an Environmental Site Assessment (ESA) on thirty-seven (37) properties that generally comprise The Commons project area. In accordance with the Grant, the Agency must contract with a qualified environmental consultant to prepare the ESA. The Grant budget for preparation of the ESA is $127,000. The ESA budget includes both Phase I (37 sites) and Phase II (8 sites) environmental review, an estimate of mitigation costs on the Phase II sites, community outreach, and assistance in preparation of a final grant closing report. In addition to the Grant budget for preparation of the ESA, it is also necessary that all tasks be completed by December 31, 2007.
During the week of March 30, 2007 the Agency published proper notice for a Request for Proposals (RFP) for environmental consulting services. A total of six proposals were received and of those proposals the Selection Committee selected the three most qualified firms for interviews. The three firms interviewed were: 1) Environmental Management Services (EMS) with a bid of $126,798; 2) GeoEngineers, Inc. (GE) with a bid of $125,000; and 3) Zipper Zeman Associates, Inc. (ZZA) with a bid of $127,000
On May 15th and 16th, 2007 the Selection Committee interviewed the three firms and unanimously selected ZZA as the preferred firm, with a recommendation to the Board to award the contract to ZZA.
All interviewed firms were price competitive. It was the Selection Committee’s decision that ZZA was most qualified to prepare the ESA through the EPA process within budget and on schedule. Maintaining the schedule is a critical component of being able to submit a grant application for Phase III, mitigation.
Bill Dames concurred that Zipper Zeman Associates, Inc. was the most qualified since they have the knowledge and experience negotiating and confronting DEQ and EPA.
MOTION: It was moved by Bill Dames to approve Resolution No. 07-05-10 authorizing the Medford Urban Renewal Agency Executive Director to enter into a contract with Zipper Zeman Associates, Inc. for the preparation of an Environmental Site Assessment on lands within The Commons project area. Greg Yechout seconded the motion.
VOTE: The following Board members passed the motion with a unanimous affirmative vote: Bill Dames, Dick Entinger, Jim Kuntz, Pete Naumes, Skip Patterson, Joy Pelikan, and Greg Yechout.
IX.
Comments from City Council Representatives
9.1 Council Minutes, May 17, 2007
There were none.
X.
Comments from Board
Dick Entinger stated that it is his understanding that the Agency was obligated to select the lowest bidder on all projects. Don Burt, Agency Consultant stated that if the high and low bids are marginal and to whom the Agency regards as better qualified for that particular project, they may be awarded the contract.
OPEN SESSION CLOSED AT 8:15 P.M.
B.
Executive Session
A meeting of the Medford Urban Renewal Agency Board of Directors was called to order in Executive Session at 8:16 p.m., on the above date, in the Lausmann Annex Conference Room 151 of the City of Medford by Vice-Chair Pete Naumes, with the following members in attendance:
BOARD MEMBERS:
Present
Peter Naumes, Vice-Chair
Greg Yechout, Secretary
Jim Kuntz, Council Representative
Bill Dames
Dick Entinger
Skip Patterson
Joy Pelikan
Absent
Eric Stark, Chair
Jason Anderson, Council Representative
STAFF:
Present
Jackie Rodgers, Executive Director
Terri Rozzana, Administrative Support Technician
Errin Sills, Office Administrator
GUEST:
Don Burt, Consultant
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 8:43 P.M.
XI.
Adjournment
The meeting was adjourned at 8:43 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:
Pete Naumes, Vice-Chair5.22.2007 Agenda
A. Open Session
1. Attendance
1.1 Roll Call
2. Approval of Minutes
2.1 Board Minutes of May 8, 2007. Minutes to follow under separate cover.
3. Communications from Audience (Non-Agenda Items)
4. Communications from Staff
5. Written Communications
6. Report from Chair
7. Report from Committees
8. Business
8.1 Consideration of Resolution No. 07-05-10 authorizing Medford Urban Renewal Agency Executive Director to enter into a contract with an EPA Brownfields Grant Environmental Consultant
9. Comments from City Council Representatives
10. Comments from Board
11. Adjournment
B. Executive Session (optional)
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.”
NEXT REGULAR BOARD MEETING: TUESDAY, JUNE 12, 2007