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Board of Directors Board Minutes

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    8.22.2006 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 6:33 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 Absent
    Eric Stark, Chair Bill Dames, Vice-Chair
    Peter Naumes, Secretary Joy Pelikan
    Jason Anderson
    Dick Entinger
    Skip Knight
    Skip Patterson
    Greg Yechout

    STAFF:
    Present
    Jackie Rodgers, Acting Executive Director
    Eric Iversen, Senior Planner
    Terri Rozzana, Administrative Support Technician

    GUEST:
    Dan Thorndike, Agency Attorney

    EXECUTIVE SESSION CLOSED AT 7:00 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 7:03 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 Absent
    Eric Stark, Chair Bill Dames, Vice-Chair
    Peter Naumes, Secretary Joy Pelikan
    Jason Anderson
    Dick Entinger
    Skip Knight
    Skip Patterson
    Greg Yechout

    STAFF:
    Present
    Jackie Rodgers, Acting Executive Director
    Eric Iversen, Senior Planner
    Terri Rozzana, Administrative Support Technician
    Carol Wedman, Special Projects Staff

    GUESTS:
    Dan Thorndike, Agency Attorney
    Ray Kistler, Kistler Architecture, SERA Architects
    John Echlin, SERA Architects
    Earl Potter, Southern Oregon University, Executive Vice President


    II.
    Minutes

    2.1 Minutes for the August 8, 2006 Medford Urban Renewal Agency Board of Directors meeting were submitted.

    MOTION: It was moved by Skip Knight to approve the minutes of the August 8, 2006 Board meeting. Peter Naumes seconded the motion.

    Chair Eric Stark stated the Medford Urban Renewal Agency Board Minutes of August 8, 2006 stand approved as submitted.




    III.
    Communications from the Audience

    Mr. Art Alfinito, 4790 Payne Road, Medford, Oregon, owner of the Holly Theater stated that he would like the Holly Theater to be considered for a Cultural Center. The Holly Theater has 1200 seats, 10 offices, a chorus room and an orchestra pit.

    IV.
    Communications from Staff

    4.1 Update: Middleford Commons

    Staff reported City Council will hold a joint study session with the Medford Urban Renewal Agency Board of Directors on Thursday, August 24, 2006 at 12:00 p.m., in the Lausmann Annex Conference Room 151/157, to discuss the Middleford Commons Disposition and Development Agreement.

    Jason Anderson stated that the Medford Urban Renewal Agency has conducted at least nine (9) public meetings and two public input meetings at the Red Lion Hotel. City Council has conducted four (4) public meetings. This is a total of at least 15 meetings informing the public of the Middleford Commons Project.

    V.
    Written Communications

    5.1 Thank you; re: August 7, 2006, Heart of Medford Association Appreciation

    Eric Stark reported that the Agency received a thank you from the Heart of Medford Association regarding continued support and involvement with their organization.

    VI.
    Report from Chair

    There was none.

    VII.
    Reports of Committees

    7.1 Parking (Minutes, August 9, 2006)

    Staff reported that the Parking Committee minutes of August 9, 2006 were included in the Board packet. The Parking Committee will meet Wednesday, September 13, 2006 at 8:00 a.m. in the Medford Urban Renewal Agency Conference Room.

    7.2 Marketing (Agenda, August 16, 2006) revised to August 23, 2006.

    Staff stated that the Marketing Committee meeting was rescheduled to Wednesday, August 23, 2006, at 5:30 p.m., in the Agency’s conference room. The Committee will continue addressing the Marketing budget reduction.

    VIII.
    Business

    8.1 Consideration of Resolution No. 06-08-18 accepting Medford Urban Renewal Agency Annual Report, Resources & Expenditures, for Fiscal Year 2005-2006.

    Staff reported in accordance with ORS 457.460, an annual financial report addressing Agency activities and tax implications has been prepared by Staff. Carol Wedman, Medford Urban Renewal Agency Special Projects Staff, was present for response to questions.

    At a minimum, and as presented, the annual report is required to address: 1) Revenue received under ORS457.420 to 457.460 and from indebtedness incurred; and expenditure for the preceding fiscal year (FY05-06); and 2) Revenue estimated to be received under ORS457.420 to 457.460 and from indebtedness incurred; and estimated expenditures for the current Fiscal Year (FY06-07); and 3) An analysis of the impact, if any, of carrying out the urban renewal plan on the tax collections for the preceding year (FY05-06) for all taxing districts included under ORS457.430.

    Unaudited calculations indicate revenue received under ORS457.420 to 457.460, other income, and from indebtedness incurred by Medford Urban Renewal Agency in the preceding year (FY05-06) totaled $8,327,055 excluding $5,348,345 beginning cash balance; and expenditures totaled $9,134,188.

    Estimated revenue to be received under ORS457.420 to 457.460, other income, and from indebtedness incurred by Medford Urban Renewal Agency in the current year (FY06-07) totals $5,357,890, excluding the unaudited beginning fund balance, $4,826,240; and expenditures are estimated to total $7,014,770, excluding contingency and unappropriated (reserve) funds, $3,169,360.
    Per Jackson County Assessor’s FY05-06 Assessed Valuation Tables, the total tax impact by all County taxing districts in the preceding year (FY05-06) was $13.65 per $1,000 of assessed property value. Medford Urban Renewal Agency’s share of that impact was $.98 per $1,000 of assessed value.

    The projected total tax impact by all County taxing districts in the current year (FY06-07) is estimated to be $13.65 per $1,000 of projected assessed property value. Medford Urban Renewal Agency’s share of that impact is estimated to be $.99 per $1,000 of assessed value.

    Dick Entinger inquired under Capital Projects URP017 Beatty Manzanita Park, whether the $55,000, on page 38 of the report, was part of the Resolution that the Agency made to support the Beatty Manzanita Park project. Staff reported that in the Agency’s Action Plan approved by Board Resolution 04-07-29 on July 13, 2004, the Agency would contribute $55,000 in matching funds to CDGB Funds for a Residential Rehab Loan Program used for home repairs, being administered and overseen by the City of Medford and the Housing Authority of Jackson County, subject to three requirements: 1) The funds being available to all residential property owners including rental units; 2) The funds being used within the Medford Urban Renewal boundaries of the Liberty Park Neighborhood; and 3) Repayment of the loans would go back into the Rehab Loan Program endowment fund for future use by the City of Medford.

    Dick Entinger also stated that it is his understanding that Lithia would assume the Agency’s commitment of $500,000 toward the Beatty Manzanita Park project (contingent upon identification of a park site by the City of Medford). Staff reported that Mr. Entinger’s comment is correct.

    Pete Naumes stated that in his opinion the $55,000 was not a part of the original $500,000 for the revolving loan account. Staff reported that the Agency committed a total of $935,000: $500,000 toward a park; $55,000 initial loan to jump-start the neighborhood program; $180,000 for a revolving loan program; and $200,000 for sidewalks around the park site.

    MOTION: It was moved by Skip Patterson to approve Resolution No. 06-08-18 accepting the Medford Urban Renewal Agency Annual Financial Report for Fiscal Year 2005-2006. Skip Knight seconded the motion.
    VOTE: The following Board members passed the motion with a unanimous affirmative vote: Jason Anderson, Dick Entinger, Skip Knight, Peter Naumes, Skip Patterson, Eric Stark and Greg Yechout.

    8.2 Consideration of Resolution No. 06-08-19 approving an Agreement for Disposition and Development of Property for SOU and RCC Medford Higher Educational Facility.

    Staff reported that several representatives from RCC and SOU, who have been instrumental in finalizing the Agreement for Disposition and Development of Property for SOU and RCC Medford Higher Educational Facility, were in attendance this evening: Ms. Lynda Warren and Dr. Peter Angstadt from Rogue Community College, Dr. Earl Potter and Dr. James Main from Southern Oregon University, and Board Member Skip Patterson, who has diligently participated in several levels of the process. Jackie Rodgers, Medford Urban Renewal Agency Acting Executive Director, expressed her appreciation for their participation.

    On April 19, 2005 the Agency adopted a resolution approving the transfer of Agency owned real property located in the block bordered by 8th Street, Bartlett Street, 9th Street, and Riverside Avenue, subject to conditions of an intergovernmental agreement between the Agency, Southern Oregon University and Rogue Community College.

    Transferring property to another government agency at no cost is permitted by Section 606 of the City Center Revitalization Plan. Section 606 requires the Board to provide adequate safeguards to ensure that the provisions of the City Center Revitalization Plan are met.

    The Agreement for Disposition and Development of Property for SOU and RCC Medford Higher Educational Facility contain the following provisions to ensure: 1) Creation of a joint educational facility by SOU/RCC; 2) Re-conveyance of property to the Agency should SOU/RCC be unable to construct the facility; 3) Demolition and environmental remediation by SOU/RCC; 4) Agency’s exterior design and materials approval; 5) Agency’s funding of the construction of surrounding streetscapes, including the Bartlett Street Woonerf; and 6) Easement on 9th Street. Agency and SOU/RCC staff and legal counsel have reviewed, and are in concurrence with the Agreement.

    Following approval of the Agreement, the Board will review the final design of the new building’s exterior.

    Pete Naumes expressed concern regarding construction schedules. It appears the Agency would complete its commitment far in advance of SOU/RCC’s commitment. Staff reported that the Agency would not begin sidewalk construction until building construction began. Fiscal Year 2006-2007 budget anticipates design and the beginning of construction, with completion in Fiscal Year 2007-2008.

    Skip Patterson reported that unless the Agreement is signed by all parties’, demolition or commencement of any part of the Agreement cannot begin.

    James Main, Vice President for Finance and Administration at Southern Oregon University, reported that the anticipated Project time frame is for the design process to take the remainder of 2006, break ground early 2007, and open the facility in late Spring or early Summer 2008, providing everything goes “swimmingly”, as anticipated.

    Jason Anderson inquired whether Dr. Main knew of any timeline strings attached to the States’ money for this project. Dr. Main reported that they have six years in order to maximize the match that was made available. They intend to issue bonds in late 2007, or more likely March 2008, to coincide with State of Oregon bond sales.

    Eric Stark inquired whether the completion date of February 1, 2007, as stated in Exhibit F of the Agreement for Disposition and Development of Property SOU and RCC Medford Higher Education Facility, Certain Public Infrastructure Improvements Civil Engineering Contract “Scope of Services, is correct. Staff reported that the completion date of February 1, 2007 is for the design of the public infrastructure for the civil engineering and not for the actual construction.

    Eric Stark inquired as to what schedules the Agency is agreeing to under Section 2.3.2 Design which states, “Upon approval of the final design for the Certain Public Infrastructure Improvements (Civil Engineering), and according to a preliminary project construction schedule agreed to by Agency, attached hereto as Exhibit F, Agency shall, at its own cost, construct, or cause to be constructed, the Certain Public Infrastructure Improvements (Civil Engineering), in accordance with such designs”. Dan Thorndike, Agency Attorney, reported that there are two components, one is design. The other one is the actual construction schedule of those improvements by the Agency. The schedule mentioned in Exhibit F is for design only.

    Jason Anderson stated that with Mr. Alfinito’s proposal of making the Holly Theater available for a cultural center, it may be beneficial to explain the “Educational District”. Staff reported that the SOU and RCC Medford Higher Education Facility is in a location one block from the Craterian Ginger Rogers Theater and the Medford/Jackson County Library. The “edutainment district” (educational and entertainment) encompasses the area from 10th Street to Main Street and Riverside Avenue to Central Avenue.

    MOTION: It was moved by Dick Entinger to adopt Resolution No. 06-08-19 approving an Agreement for Disposition and Development of Property for SOU and RCC Medford Higher Education Facility. Skip Patterson seconded the motion.

    VOTE: The following Board members passed the motion with a unanimous affirmative vote: Jason Anderson, Dick Entinger, Skip Knight, Peter Naumes, Skip Patterson, Eric Stark and Greg Yechout.

    8.3 Consideration of Resolution No. 06-08-20 approving final exterior design and materials for SOU and RCC Medford Higher Educational Facility.

    Staff reported that the Agreement for Disposition and Development of Property for SOU and RCC Medford Higher Educational Facility conveys to the Agency Board approval authority over the exterior design and materials of the building. The Board has reviewed design progress drawings presented by SERA Architects at the June, July and August 2006 Board meetings. Discussion subjects at previous Board meetings have included: LEED Certification, building height, amount of glass, stairways, brick color, and mullion (window trim) color. Final design drawings were presented to the Board by SERA Architects. Final approval authority of the exterior design rests with the Medford Historic Commission, as the project site is located within the Medford Historic District. Resolution No. 06-08-20 provides that any changes made by the Medford Historic Commission will not have to be brought back before the Board for reconsideration.

    John Echlin, SERA Architects, presented and discussed the exterior design and materials for the SOU and RCC Medford Higher Education Facility. The SOU and RCC Medford Higher Education Facility will be the first co-located facility in the State of Oregon. Mr. Echlin discussed project goals such as the color of brick. The facility is prominent to the Medford/Jackson County Library, capturing pedestrian activity, site context, sustainability and extensive streetscapes.

    Skip Knight inquired about the protrusions on the building shown in the view from 9th Street and Bartlett Street. Mr. Echlin stated that the protrusions were canopies. Mr. Knight also inquired about the building in the view from 9th Street and Riverside Avenue. Mr. Echlin reported that the building is their service building.

    Peter Naumes inquired as to the total square footage of the SOU and RCC Medford Higher Education Facility. Mr. Echlin reported that the building is a 3-story building with 68,700 square feet. Mr. Naumes also inquired about the building life expectancy. Mr. Echlin reported 50 years is the life expectancy of the SOU and RCC Medford Higher Education Facility.

    Skip Patterson stated that in the beginning, the square footage of the SOU and RCC Medford Higher Education Facility was 93,000 sq. ft, then went down to 78,000 sq. ft., down to 72,000 and now to 68,700 square feet. Dr. Earl Potter, Executive Vice President, Southern Oregon University, reported that the original conceptual of the SOU and RCC Medford Higher Education Facility was 93,000 square feet. That conceptual included an elaborate atrium and shared spaces, which was eliminated, and footage was trimmed from larger classrooms.

    Greg Yechout inquired whether the exterior material of the SOU and RCC Medford Higher Education Facility was graffiti-proof. Mr. Echlin reported that the exterior material is a smoother concrete base that will make it easier to remove graffiti. Mr. Yechout also inquired whether the roof-top mechanical equipment could be seen from Interstate 5. Mr. Echlin stated that the roof-top mechanical equipment is screened, making the view so it is not an eyesore.

    MOTION: It was moved by Skip Patterson to adopt Resolution No. 06-08-18 approving final exterior design and materials for SOU and RCC Medford Higher Educational Facility. Skip Knight seconded the motion.

    VOTE: The following Board members passed the motion with a unanimous affirmative vote: Jason Anderson, Dick Entinger, Skip Knight, Peter Naumes, Skip Patterson, Eric Stark and Greg Yechout.

    8.4 Consideration of Resolution No. 06-08-21 superseding Resolution No. 06-07-17 and authorizing the Medford Urban Renewal Agency Board of Director’s Chair and its Acting Executive Director to execute the Final Certificate of Completion to the South Gateway Disposition and Development Agreement by and between Medford Urban Renewal Agency, City of Medford, Jackson County, and TRF Pacific, Inc.

    Staff reported that at the July 11, 2006 Board meeting the Final Certificate of Completion to the South Gateway Disposition and Development Agreement between the City, County, Agency and TRF Pacific, Inc. was approved. However, since that approval, the County and City have each requested minor revisions to the Agreement. Those revisions have been mutually and verbally approved by the parties’ legal counsel and staff. The resolution presented supersedes approved Resolution No. 06-07-17. Upon all four parties (Agency, City, County and TRF) signing a Final Certificate of Completion, the four parties to the Disposition and Development Agreement will be certifying and confirming that all parties have completed and complied with, or otherwise fulfilled, all of its obligations or responsibilities imposed in the Disposition and Development Agreement, and that no further restrictions, obligations or responsibilities remain in the Agreement.

    MOTION: It was moved by Dick Entinger to approve Resolution No. 06-08-21 superseding Resolution No. 06-07-17 and authorizing the Medford Urban Renewal Agency Board of Director’s Chair and its Acting Executive Director to execute the Final Certificate of Completion to the South Gateway Disposition and Development Agreement by and between Medford Urban Renewal Agency, City of Medford, Jackson County, and TRF Pacific, Inc. Jason Anderson seconded the motion.

    Jason Anderson stated that he would be abstaining from the vote, as his place of employment previously represented one of the parties.

    VOTE: The following Board members passed the motion with a unanimous affirmative vote: Dick Entinger, Skip Knight, Peter Naumes, Skip Patterson, Eric Stark and Greg Yechout. Jason Anderson abstained.

    8.5 Consideration of Resolution No. 06-08-22 approving an Agreement with the United Stated Environmental Protection Agency to execute a $200,000 grant.

    Staff reported that in May of 2006, the Agency received notification that it had been selected to receive a $200,000 grant from the United States Environmental Protection Agency to perform Phase 1 and Phase 2 environmental assessments on the Middleford Commons redevelopment area. Following notification of the selection, a specific work plan was created by the Agency that details the work to be performed: 1) Project Management and Reporting, which includes project oversight, training, and required reporting to the United States Environmental Protection Agency; 2) Community Outreach, which includes public involvement and video documentation for other communities to learn from the outcome of the grant; 3) Site Inventory and Characterization, which includes all Phase 1 and Phase 2 environmental assessments for the Middleford Commons Redevelopment Area; and 4) Clean-up Planning, which includes development of clean-up (if necessary) and is the groundwork for future EPA grants. The work plan also includes a project budget. There is no match required by the Agency. The project budget permits nearly $50,000 to cover project management, training, reporting and overhead for the work performed. The remaining $150,000 will be dedicated to consultant fees.

    MOTION: It was moved by Jason Anderson to approve Resolution No. 06-08-22 approving an Agreement with the United States Environmental Protection Agency to Execute a $200,000 grant. Skip Knight seconded the motion.

    VOTE: The following Board members passed the motion with a unanimous affirmative vote: Jason Anderson, Dick Entinger, Skip Knight, Peter Naumes, Skip Patterson, Eric Stark and Greg Yechout.

    IX.
    Comments from City Council

    There were none.
    X.
    Comments from Board

    Eric Stark welcomed Mr. Greg Yechout and presented him with a Certificate of Appointment to the Medford Urban Renewal Agency Board of Directors. Mr. Yechout replaces Ms. Rachel Chartier who resigned in April 2006.

    XI.
    Adjournment

    The meeting was adjourned at 8:10 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:
    Eric Stark, Board Chair
    8.22.2006 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.”
    2. Pursuant to ORS 192.660(2)(h), “The governing body of a public body may hold an executive session to consult with counsel concerning the legal rights and duties of a public body with regard to current litigation likely to be filed.
    B. Open Session
    1. Attendance
    1.1 Roll Call
    2. Approval of Minutes
    2.1 Board Minutes of August 8, 2006
    3. Communications from Audience (Non-Agenda Items)
    4. Communications from Staff
    4.1 Update: Middleford Commons
    5. Written Communications
    5.1 Thank you; re: August 7, 2006, Heart of Medford Association Appreciation
    6. Report from Chair
    7. Report from Committees
    7.1 Parking (Minutes, August 9, 2006)
    7.2 Marketing (Agenda, August 16, 2006) revised to August 23, 2006.
    8. Business
    8.1 Consideration of Resolution No. 06-08-18 accepting Medford Urban Renewal Agency Annual Report, Resources & Expenditures for Fiscal Year 2005-2006.
    8.2 Consideration of Resolution 06-08-19 approving an Agreement for Disposition and Development of Property for SOU and RCC Medford Higher Educational Facility.
    8.3 Consideration of Resolution No. 06-08-20 approving final exterior design and materials for SOU and RCC Medford Higher Educational Facility.
    8.4 Consideration of Resolution No. 06-08-21 approving the final Certificate of Completion for the South Gateway Disposition and Development Agreement.
    8.5 Consideration of Resolution No. 06-08-22 approving an Agreement with the United States Environmental Protection Agency to Execute a $200,000 grant.
    9. Comments from City Council Representatives
    10. Comments from Board
    11. Adjournment


    NEXT REGULAR BOARD MEETING: TUESDAY, SEPTEMBER 12, 2006
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