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  7.24.2007 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 6:30 p.m., on the above date, in City Hall Conference Room 338 of the City of Medford by Chair Eric Stark, with the following members in attendance:
  
  BOARD MEMBERS:
  Present
  Eric Stark, Chair
  Peter Naumes, Vice-Chair
  Gregory Yechout, Secretary
  Jim Kuntz, Council Representative
  Bill Dames
  Dick Entinger
  Skip Patterson
  Joy Pelikan
  
  Absent
  Jason Anderson, Council Representative
  
  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 7:03 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 7:05 p.m., in City Hall Council Chambers of
  
  
  the City of Medford, on the above date, by Chair Eric Stark, with the following Members and Staff in attendance:
  
  BOARD MEMBERS:
  Present
  Eric Stark, Chair
  Pete Naumes, Vice-Chair
  Greg Yechout, Secretary
  Jim Kuntz, Council Representative
  Bill Dames
  Dick Entinger
  Skip Patterson
  Joy Pelikan
  
  Absent
  Jason Anderson, Council Representative
  
  STAFF:
  Present
  Jackie Rodgers, Executive Director
  Errin Sills, Office Administrator
  
  Guests:
  Don Burt, EPA Grant Project Manager
  Eric Iversen, Lithia Motors
  Chris Hauck, Zipper Zeman and Associates
  Nancy Passey, Passey Advertising
  Adam Passey, Passey Advertising
  Kristopher Horton, Passey Advertising
  
  II.
  Minutes
  
  2.1 Minutes for the July 10, 2007 Medford Urban Renewal Agency Committee Meeting were submitted.
  
  Chair Eric Stark inquired whether there were any corrections to the Medford Urban Renewal Agency Board Meeting Minutes of July 10, 2007. Hearing no corrections or additions, Mr. Stark stated that the Minutes stand approved as submitted.
  
  
  III.
  Communications from the Audience
  
  There were none.
  
  IV.
  Communications from Staff
  
  4.1 Project Updates : The Commons Project
  
  Staff reported that a representative from Lithia would be presenting to the Board an update on the Commons project.
  
  Staff reported that Bill Hoke, Assistant City Manager, will be making a presentation at the City Council Study Session meeting on Thursday, July 26, 2007. Staff invited the Board to attend the study session meeting.
  
  Eric Iversen presented a power point update on The Commons Project. He stated that there is a lot going on. The three Park Blocks will be constructed by Lithia. Lithia is working closely with the City’s Parks and Planning Departments on the design of the Park Blocks. The Riverside Avenue water line replacement project plans have been completed and have also been submitted to the Medford Water Commission for review and approval, with anticipation of construction winter 2007-2008. The Historic Commission has unanimously approved the demolition of certain buildings within The Commons area. Lithias Chrysler, Jeep and Dodge stores will be moving their businesses to the new location on Highway 62. Lithia anticipates breaking ground on the first Park Block in October 2007.
  
  Mr. Entinger inquired in regards to the restaurant that Mr. Iversen talked about in Park Block Three. Mr. Iversen stated that there are only plans to have a restaurant; there is not one there now. Mr. Stark inquired if this restaurant would be enclosed or an open air type of restaurant. Mr. Iversen stated that it is planned to be an enclosed restaurant with indoor and outdoor seating.
  
  Mr. Dames stated that he is very pleased on how this project is moving along. Mr. Yechout stated that he is also very pleased with the way the project is looking. Mr. Yechout inquired as to a timeline for the project. Mr. Iversen stated that there is not a set timeline yet; however, demolition of buildings is set to begin in October 2007.
  
  Mr. Stark inquired what demolition is required to start Park Block One. Mr. Iversen stated that the buildings involved in the demolition for Park Block One will be the Littrell building, the Superior Stamp store and the three separate Dodge store buildings. One of the buildings was the original Safeway store.
  
  Mr. Dames inquired whether the Park Blocks are publicly owned. Mr. Iversen stated that is the intent of the DDA. Lithia will research dedicating the Park Blocks to the City of Medford. Mr. Dames inquired if the Public ownership stops at the Restaurant. Mr. Iversen stated that in regards to the third Park Block, the DDA will have to be researched more carefully. Right now the third Park Block is an option; however, Lithia would like to see it happen. Mr. Iversen stated that when it is time to dedicate the Park Blocks to the City of Medford, Lithia will, by way of deed restrictions, make sure that these Park Blocks stay exactly that and it cannot be changed into anything else in the future.
  
  Ms. Pelikan stated that she really likes the idea of having some of the older buildings incorporated into the Park structures as shown in the participant presentation. This gives The Commons a very welcoming feeling.
  
  Mr. Iversen stated that Lithia has begun making public presentations, outside of the government realm. It is Lithia’s intention to include the community in this project. It was noted by Staff that the Agency has also showed information through public presentations.
  
  
  V.
  Written Communications
  
  There were none.
  
  VI.
  Communications from the Chair
  
  There were none.
  
  VII.
  Reports from Committees:
  
  7.1 Parking Committee:
  
  Staff reported that at the City Council’s last regular meeting, the Parking Committee’s unanimous recommendation to award a two-year contract to Action Security for the administration and enforcement of the Downtown Parking District was approved. Action Security will begin its contract on August 8, 2007.
  
  7.2 Marketing Committee
  
  Staff reported that there was no meeting in July; however, the next meeting is scheduled for August 15, 2007 at 5:30 p.m. in the Medford Urban Renewal Agency office located at 45 South Holly Street.
  
  Mr. Dames stated that he had read in the Parking Committee meeting minutes that a majority of Mike Miles’ concerns looked to be legitimate and that the Parking Committee has been addressing them in a timely fashion. Staff stated that they would relay Mr. Dames comments to the committee. Staff indicated that of the numerous issues Mr. Miles brought to the Committee, the majority were already addressed through current rules, regulations and parking programs. Those not addressed already were considered by nine (9) separate task forces comprised of Committee and Board volunteers, and ultimately making recommendations to the Committee as a whole.
  
  VIII.
  Business
  
  8.1 PUBLIC HEARING and Consideration to approve Resolution No. 07-07-12 approving the Community Involvement Program for The Commons Redevelopment Project, EPA Brownfields Grant.
  
  Staff reported that as part of the Brownfields Grant from EPA, it is required that the Agency prepare and implement a Community Involvement Program for Brownfields (CIPB). The purpose of the CIPB is to communicate with affected stakeholders and the general public the environmental remediation process for the identification and clean-up of Brownfields, and the environment, health, safety and economic benefits for the Brownfields Grant program.
  
  The Agency prepared and presented the CIPB for consideration by the Board. The CIPB includes:
  
  1. Preparation of a website to communicate events and findings throughout the grants Phase 1 and Phase 2 process;
  2. Preparation of a 10-minute video explaining the Brownfields process in the context of The Commons project;
  3. Four (4) posters displaying factual findings and mitigation options; and
  4. A minimum of three (3) public meetings.
  
  The Agency’s environmental consultants were present to update the Board and the public on their findings relative to the CIPB and the Phases I and II Environmental Site Assessment. The CIPB activities will terminate no later than December 31, 2007.
  
  Staff introduced Chris Hauck, Zipper Zeman Associates. Mr. Hauck reported that Zipper Zeman’s scope of work is categorized into five (5) aspects. The first aspect is an inventory of the overall program, meaning the sites, and checking that they are eligible within the outlines of the EPA grant program. This task has been completed and all 38 sites are grant eligible. Currently Zipper Zeman is in the second phase of the project work, which is actual site assessments, taking actual specimen samples from the sites. The Third Phase would be to assess the information gathered in Phases I and II. The fourth phase of the project would be to specify what it would take to clean up the areas. Phase five’s final performance report submittal to the Environmental Protection Agency.
  
  Nancy Passey reported that Passey Advertising is thrilled to be the Agency’s outreach consultant for The Commons Redevelopment Project. Passey Advertising’s goal as a community outreach consultant is to inform and educate the stakeholders and the general public about the Brownfields Program. Specifically, Passey Advertising is creating an information video, developing an interactive website, and writing press releases to the media and fact sheet information. Nancy introduced Kristopher Horton who will be making the video production. The video will include history of the area, how the area came to be considered a Brownfield Project participant. Kristopher introduced Adam Passey; who presented a rough draft of the first of four fact sheets that will be released to the public. Adam stated that Passey Advertising will be creating an interactive website which will have an interactive map and a public forum for discussions. The video will be accessible on the website.
  
  Mr. Patterson inquired what the information sources were. Mr. Burt, Project Manager, stated that all information will funnel through the Agency, and the Agency will distribute as necessary. He stated that the Agency will have final say prior to any information being released. Mr. Burt stated that this portion of the grant is necessary in order to qualify for the next grant which will focus on the “clean-up”, if needed.
  
  Mr. Stark inquired of Mr. Hauck; that after their analyses of the properties, whether the properties are prioritized. Mr. Hauck stated that this particular grant is a petroleum based program. There are multiple ranking factors. Mr. Stark inquired whether the “rankings” are used to receive the Phase II clean-up grant. Mr. Hauck stated that the clean-up grant would be based on the rankings.
  
  Mr. Dames inquired whether Mr. Hauck would be looking at what was in the buildings; for example, some of the businesses have been car dealerships, furniture shops, and some have had underground storage tanks. Mr. Burt stated that there will be decisions to be made by the Board prior to the next grant being applied for. This is part of the process.
  
  Chair Eric Stark opened the Public Hearing for public comment at 7:30 p.m... There being no comment, Chair Eric Stark closed the Public Hearing at 7:32 p.m.
  
  MOTION: It was moved by Dick Entinger to approve Resolution No. 07-07-12 approving the Community Involvement Program, Brownfields for The Commons Redevelopment Project. Greg Yechout seconded the motion.
  
  VOTE: The following Board members passed the motion with a unanimous affirmative vote: Eric Stark, Peter Naumes, Jim Kuntz, Gregory Yechout, Joy Pelikan, Bill Dames, Skip Patterson and Dick Entinger.
  
  8.2 Consideration to approve Resolution No. 07-07-13 approving amendments establishing new rates for parking citation fines.
  
  Staff stated that as the City of Medford Downtown Parking District is administered through an enterprise fund, it is occasionally necessary to adjust revenues in order to keep pace with expenditures.
  
  The Parking Committee has reviewed alternatives and has concluded that in order to continue to successfully maintain the Downtown Parking Program, it is time to implement a minimum increase in the parking citation fine from $10.00 per occurrence to $15.00 per occurrence, if paid within the first 10 days from the date the citation was issued; if not so paid within 10 days, the fine would increase to $30.00; if not so paid within 20 days, the fine would increase to $60.00
  
  Mr. Yechout requested staff to please clarify why the fees are increasing by 50%. Staff reported that the Parking District has a reserve fund and over the past few years, the District has been dipping into this reserve fund in order to continue sustainability. The reserve fund is typically meant for capital repairs/maintenance. If fines are not increased, the Parking District will continue to have a deficit and will continue the need to rely on the reserve account for continued funding. Staff reported that the last time any fees were increased was in 2005, when lease fees were increased. It was recommended at the time, to reevaluate the fines and fees again in 2007.
  
  Mr. Dames inquired of staff whether the new fines are relatively comparable to other cities in Oregon, such as Bend, Salem and Portland. Staff reported that for the most part, Medford’s fines are less than most cities in Oregon.
  
  Mr. Stark inquired whether the Parking Enforcement contract is included in the Biennial 2008-2009 Parking Budget. Staff stated that the new contract is included in the current parking budget. Staff also stated that it is necessary to increase fines for the Parking District to be sustainable.
  
  MOTION: It was moved by Bill Dames to approve Resolution No. 07-07-13 approving the amendments establishing new rates for parking citation fines. Dick Entinger seconded the motion.
  
  VOTE: The following Board members passed the motion with a unanimous affirmative vote: Eric Stark, Peter Naumes, Jim Kuntz, Gregory Yechout, Joy Pelikan, Bill Dames, Skip Patterson and Dick Entinger.
  
  8.3 Consideration to approve Resolution No. 07-07-14 approving an amendment establishing new rates for parking space leases.
  
  The Downtown (Central Business District) Parking Program is administered through an enterprise fund. In order to maintain parking facilities and programs, it is time to implement a revised fee schedule to better prepare for future parking and financial obligations. Those obligations include, but are not limited to: maintenance, infrastructure updates/changes, and capital replacement.
  
  The Parking Committee forwarded a favorable recommendation for the purpose of successfully maintaining the Downtown Parking Lease Program, that the Board adopt Resolution No. 07-07-14, increasing the monthly lease fee from $32.00 per month to $35.00 per month, effective September 1, 2007.
  
  MOTION: It was moved by Skip Patterson to approve Resolution No. 07-07-14 approving the amendments establishing new rates for parking lease fees. Peter Naumes seconded the motion.
  
  VOTE: The following Board members passed the motion with a unanimous affirmative vote: Eric Stark, Peter Naumes, Jim Kuntz, Gregory Yechout, Joy Pelikan, Bill Dames, Skip Patterson and Dick Entinger.
  
  IX.
  Comments from City Council Representatives
  
  Jim Kuntz addressed the Board stating that he is very happy with the progress of The Commons in downtown.
  
  X.
  Comments from Board
  
  Mr. Yechout reported that he is excited about the way The Commons Project and the Brownfields clean-up grant are progressing.
  
  Mr. Dames has noticed that the City has new park benches in Alba Park and that Jackson County has new benches around the old courthouse, adding that this is a nice touch.
  
  XI.
  Adjournment
  
  The meeting was adjourned at 8:00 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:
  Peter Naumes, Vice-Chair
  7.24.2007 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 July 10, 2007
  3. Communications from Audience (Non-Agenda Items)
  4. Communications from Staff
  4.1 Project Updates
  5. Written Communications
  6. Report from Chair
  7. Report from Committees
  7.1 Parking Committee (Draft Minutes, July 11, 2007; Next scheduled meeting is August 8, 2007)
  7.2 Marketing Committee (There will be no meeting in July; Next scheduled meeting is August 15, 2007)
  8. Business
  8.1 PUBLIC HEARING and consideration to approve Resolution No. 07-07-12 approving the Community Involvement Program for The Commons Redevelopment Project, EPA Brownfields Grant.
  8.2 Consideration to approve Resolution No. 07-07-13 approving amendments establishing new rates for parking citation fees.
  8.3 Consideration to approve Resolution No. 07-07-14 approving an amendment establishing new rates for parking space leases.
  9. Comments from City Council Representatives
  10. Comments from Board
  11. Adjournment
  
  
  NEXT REGULAR BOARD MEETING: TUESDAY, AUGUST 14, 2007