GOVERNMENT

Downtown Medford

Board of Directors Board Minutes

  • Minutes
  • Agenda
    6.10.2008 Medford Urban Renewal Agency Board of Directors

    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
    Bill Dames, Secretary
    Jim Kuntz, Council Representative
    Claudette Moore
    Eric Stark

    Absent
    Jason Anderson, Council Representative
    Dick Entinger
    Skip Patterson, Vice-Chair
    Joy Pelikan

    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 6:55 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 7:00 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
    Bill Dames, Secretary
    Jim Kuntz, Council Representative
    Claudette Moore
    Eric Stark

    Absent
    Jason Anderson, Council Representative
    Dick Entinger
    Skip Patterson, Vice-Chair
    Joy Pelikan

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

    II.
    Minutes

    2.1 Minutes for the May 27, 2008 Medford Urban Renewal Agency Budget Committee Meeting were submitted.

    Chair Gregory Yechout inquired whether there were any corrections to the May 27, 2008 Medford Urban Renewal Agency Budget Committee Meeting Minutes. Hearing no corrections or additions, Mr. Yechout stated that the minutes stand approved as submitted.

    2.2 Minutes for the May 27, 2008 Medford Urban Renewal Agency Board Meeting were submitted.

    Chair Gregory Yechout inquired whether there were any corrections to the May 27, 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 Presentation: Louise Dix, City of Medford Neighborhood Coordinator; re: Liberty Park Neighborhood Revitalization Loan Program.

    Louise Dix, City of Medford Neighborhood Coordinator presented the board with an update on the Liberty Park Neighborhood Revitalization Loan Program. Ms. Dix reported that the program offers a zero interest loan program for exterior improvements of owner occupied homes within the Liberty Park Neighborhood.

    The Agency has contributed funds to the loan program for improvements in the appearance of the neighborhoods surrounding the park, with emphasis on curb appeal and upgrading the exteriors of homes in the area. Funds contributed to the program by the Agency are used for projects such as repairs or replacement of roofs, windows, siding and exterior paint, garages/carports, fencing and sidewalks.

    The program is based on income qualifications; first priority is given to those families that are at 81 to 100% of median income; second priority given to families at 101% to 120% of median income and third priority is given to income qualified landlords. A recent determination was made to piggyback the Agency funds with City Development Block Grant (CDBG) funds for those households making less than 80% of median income.

    More than $60,000 in CDBG funds related to home repair has been distributed in the Liberty Park neighborhood since the program?s inception in 2006. One homeowner is currently using Agency funds of approximately $22,000 for home improvements and two other homeowners are in the application process. The loan funds are attached to the title of the home and are listed as a lien on the home title document. Repayment of loans will be returned directly to the City and placed in a revolving loan account for future projects.

    Other Liberty Park activities that have taken place include the planting of 17 street trees on Maple and Pine streets. Neighborhood home owners were educated in the proper way to maintain the trees after planting. The Liberty Park Crime Prevention and Safety Program was funded with CDBG dollars. Four new streetlight poles were installed by Pacific Electric Contractors in June 2006. New city mast arms and luminaries were added by Pacific Power and ten existing poles and city mast arms and luminaries were upgraded on another eleven poles, for a total of fourteen new streetlights and 11 upgrades.

    Completed Liberty Park activities include the new Lithia Place development which was completed in the fall of 2006 by Living Opportunities - a total of fifteen units: 5 two-bedroom units and 10 one-bedroom units. The development is completely leased and the complex is really an asset to the area, according to Ms. Dix.

    Eric Stark inquired what ?qualified landlord? meant. Ms. Dix responded that the City defines a ?qualified landlord? as a landlord that is at least 80% median income. This type of loan will be done on a case by case basis.

    Bill Dames inquired how the relocation of the Salvation Army is affecting the neighborhood. Ms. Dix responded that she was unaware of any plans of when the Salvation Army will be moving.

    Gregory Yechout inquired about the soliciting and marketing plan. Ms. Dix responded that once the current landowner completes the revitalization of their home, the word will be out in the neighborhood and she expects more homeowners to come forward requesting loan funds to upgrade their homes. Homeowners are hesitant because the loan is a silent second on their home title.

    4.2 Presentation by ZZA-Terracon, Environmental mitigation plans for The Commons Written Communications.

    Craig Peterson from ZZA-Terracon presented the Environmental mitigation plans for the Commons project. He reported that at the May 27, 2008 Board meeting, he detailed the locations of the impacted areas. Tonight?s presentation will describe how the clean-up process will work.

    There are three ways that the contaminated soil can be remediated on the old Greyhound Bus Garage site. The first - cap the soil, not use it for residential; the second - would be to do a ?Soil Vapor Extraction?; and the third - excavate the contaminated soil and dispose of it at an approved off-site location.

    Mr. Peterson explained the cost associated with each soil remediation previously discussed. The estimated costs are set by the US Environmental Protection Agency.

    Chair Gregory Yechout inquired whether ZZA ? Terracon has completed their investigation process. Mr. Peterson responded the investigation is complete.

    Bill Dames inquired once the construction of the park blocks begins and oil tanks are found, whether that is a whole different issue. Mr. Peterson responded that yes, that is something completely different. As part of the mitigation reports, ZZA has a section for contingency plans, just in case this scenario happens. The contingency plan outlines what the possible mitigation solutions are for that particular scenario. This way, the contractor knows exactly what the options are. There are also generic soil management plans in case contaminated soil is found; the plans will guide the contractor on how to dispose of the contaminated soil.

    4.3 The Commons Project:

    ? Staff reported that per the June 5, 2008 City Council meeting draft minutes, City Manager Mike Dyal referenced recent information regarding Lithia?s deferring capital costs and noted that the DDA commitments between the City of Medford, Medford Urban Renewal Agency and Lithia are being met. Councilmember John Statler had requested a representative from Lithia be invited to speak on this issue. Mr. Dyal noted that Deputy City Manager Bill Hoke is scheduled to meet with Lithia Representatives this week.

    ? The Greyhound Relocation Project is progressing well. The project is on schedule and on budget. Agency Staff has renderings of the project if the Board is interested in seeing what the finished project will look like.
    4.4 RCC/SOU/Bartlett Streetscape Project:

    The project has overcome some major utility challenges at the intersection of 8th and Bartlett Streets. Uncharted utilities were in the wrong place. A water line was replaced, and an underground storage tank found. No fuel or soil contamination was found. Removal of the tank is scheduled for the evening of June 10, 2008.

    The Agency is currently negotiating with Hunter Communications and Charter for the relocation of fiber optics lines. Negotiations are being discussed with the Medford Water Commission for the replacement of a waterline.

    The construction?s next stage will consist of curb, gutter and sidewalks on the south side of 8th Street. Streetscape improvements are expected to be completed by September 1, 2008; those areas include behind the Craterian Theater, north and south of 8th Street to Riverside to 9th Street and onto Bartlett Street and back to 8th Street. Final streetscape improvements will continue North on Bartlett Street, and to include Theater Alley.

    Streetscape improvements include: undergrounding utilities, sidewalks, curbs, gutters, tree grates, trees and street lamps.

    4.5 Evergreen Streetscape Project:

    The Agency is currently working with Landscape Designer, Galbraith and Associates.

    4.6 Administration:

    Staff reported that Agency staff attended ethics training on June 2nd. This training was organized by the City of Medford.

    Staff reported that the Agency?s Administrative Support Technicians will attend Customer Communication training on June 11th. Agency Director and Office Administrator will attend a training session on June 12th for Public Development: Funding for Historic Renovations/Grant Writing. These classes are organized by the League of Oregon Cities.

    All Agency staff will attend a Customer Service Training session on June 19th, sponsored by SOVA and VCB.

    V.
    Written Communication

    5.1 Email Announcement: Crandall Arambula; Recipient of Oregon Chapter APA Award for Middleford Commons District Plan:

    Staff reported that Crandall Arambula was the recipient of the ?Professional Achievement in Planning Certificate of Merit from the Oregon Chapter of American Planning Association?.

    5.2 Article: Medford Cruise Information, June 13-15, 2008:

    Staff reported that the Medford Cruise will be held the weekend of June 13-15, 2008 in Downtown Medford.

    5.3 Thank you, May 20, 2008, Melissa Gurr; re: Memorial Service Parking restrictions:

    Staff reported that Melissa Gurr, wife of City of Medford, Fire Department Engineer, Gale Gurr; Ms. Gurr thanked the Agency for refraining from issuing citations during the memorial service held for her husband on April 30, 2008.

    5.4 Medford Oregon featured in July/August 2008 issue of ?Where to Retire Magazine?:

    Staff reported that Medford, OR was featured as a ?City to Retire? to.

    . VI.
    Reports from Chair

    There were none.

    VII.
    Reports from Committee

    7.1 Parking Committee

    Staff reported that the next regular scheduled Parking Committee Meeting will be held on Wednesday, June 11, 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 next Marketing Committee meeting will be held Wednesday, June 18, 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 PUBLIC HEARING and consideration to approve Resolution No. 08-06-10 adopting the budget for the Medford Urban Renewal Agency for the fiscal year commencing July 1, 2008, making appropriations there under, and categorizing the tax.

    Staff reported that on May 27, 2008 the Agency Budget Committee met to review the Medford Urban Renewal Agency Fiscal Year 2008-2009 Budget. At the conclusion of that meeting, the Budget Committee forwarded a favorable recommendation to the Agency Board of Directors for its approval of the budget. The Fiscal Year 2008-2009 Budget totals $13,743,200, and was summarized in the Board packet.

    A summary of the budget items follows: Capital Projects (General Fund): Personal Services $389,400, Materials and Services $465,000, Capital Outlay $5,172,300, Debt Service $63,500, Contingencies $213,600, Transfers $55,800. Total Capital Projects Fund $6,359,600. Debt Service: Debt Service $3,877,800, Unappropriated Fund Balance $3,505,800. Total Debt Service Fund $7,383,600. Total appropriation of all funds is $13,743,200.

    The Board reviewed the Draft Budget at the May 27, 2008 Meeting and issued a favorable recommendation as part of the Budget Committee.

    Chair Gregory Yechout opened the Public Hearing for public comment. There being no comment, Chair Gregory Yechout closed the Public Hearing.

    MOTION: It was moved by Bill Dames to approve Resolution No. 08-06-10 adopting the budget for the Medford Urban Renewal Agency for the fiscal year commencing July 1, 2008, making appropriations there under and categorizing the tax. Claudette Moore seconded the motion.

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

    8.2 Consideration of Resolution No. 08-06-11 approving the Evergreen Way Condominium Documents:

    Agenda item 8.2 was tabled to the next Board meeting due to questions for the Project Manager.

    8.3 Consideration of Resolution No. 08-06-12 adopting findings for the procurement of downtown light pole seasonal banners for the Downtown Banner Program and authorizing Executive Director to proceed with procurement.

    Staff reported that the Agency had previously purchased specific light pole seasonal banners for use on various downtown streetscapes. For purposes of maintaining/replacement of said banners, the Agency?s Marketing Committee has recommended standardization.

    In accordance with the revised Section 56 of the Medford Urban Renewal Agency Administrative Regulations Relating to Contracting and Purchasing Code, the Agency is permitted, without competitive bidding, to award a contract for goods available from a sole-source, subject to the adoption of written findings that the efficient utilization of existing goods requires the acquisition of compatible goods from a sole-source provider.

    Exhibit ?A? attached to Resolution No. 08-06-12, itemizes the seasonal banners that will be subject to the sole-source procurement provisions of Section 56. Approval of Resolution No. 08-06-12 not only allows for the purchase of downtown light pole seasonal banners for the Downtown Banner Program, but for all subsequent light pole seasonal banners within the downtown. Resolution No. 08-06-12 will serve as the written record of findings justifying use of the sole-source procurement provisions.

    MOTION: It was moved by Claudette Moore to approve Resolution No. 08-06-12 adopting findings for the procurement of downtown light pole seasonal banners for the Downtown Banner Program. Eric Stark seconded the motion.

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


    IX.
    Comments from City Council Representatives

    Jim Kuntz commented that the RCC/SOU Joint Higher Education Building is coming along fantastically; it?s a beautiful building.

    X.
    Comments from Board

    Bill Dames encouraged all Board members to view the Agency?s new website, stating there is a lot of information on the website and Passey Advertising, the Agency?s contracted web designer, has done a great job setting it up. The website address is www.downtownmedford.com.

    XI.
    Adjournment

    The meeting was adjourned at 7:45 p.m. The proceedings of this Board meeting were digitally recorded and filed in the Medford Urban Renewal Agency office.


    ______________________________________
    Submitted by:
    Errin Sills, Office Administrator

    _____________________________________
    Approved by:
    Gregory Yechout, Board Chair
    6.10.2008 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 Budget Committee Minutes of May 27, 2008
    2.2 Board Minutes of May 27, 2008
    3. Communications from Audience (Non-Agenda Items)
    4. Communications from Staff
    4.1 Presentation: Louise Dix, City of Medford Neighborhood Resource Coordinator; re: Liberty Park Neighborhood Revitalization Loan Program
    4.2 Presentation: ZZ-Terracon, Environmental mitigation plans for The Commons
    5. Written Communications
    5.1 Email Announcement: Crandall Arambula; Recipient of Oregon Chapter APA Award for Middleford Commons District Plan
    5.2 Medford Cruise Information, June 13-15, 2008
    5.3 Thank you, May 20, 2008, Melissa Gurr; re: Memorial Serivce Parking restrictions
    5.4 Medford, OR, featured in July/August 2008 Where to Retire Magazine
    6. Report from Chair
    7. Report from Committees
    7.1 Parking Committee (Agenda, June 11, 2008)
    7.2 Marketing Committee (Draft Minutes, May 21, 2008)
    8. Business
    8.1 PUBLIC HEARING and consideration to approve Resolution No. 08-06-10 adopting the budget for the Medford Urban Renewal Agency for the fiscal year commencing July 1, 2008, making appropriations thereunder, and categorizing the tax.
    8.2 Consideration of Resolution No. 08-06-11 approving the Evergreen Way Condominium Documents
    8.3 Consideration of Resolution No. 08-06-12 adopting findings for the procurement of downtown light pole seasonal banners for the Downtown Banner Program and authorizing Executive Director to proceed with procurement
    9. Comments from City Council Representatives
    9.1 Council Draft Minutes
    10. Comments from Board
    11. Adjournment

    NEXT REGULAR BOARD MEETING: TUESDAY, JUNE 24, 2008
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