Agenda
9.8.2009 Medford Urban Renewal Agency Board of Directors
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 7:00 p.m., in the Medford Urban Renewal Agency Conference Room, located at 45 S. Holly Street, Medford, Oregon, 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
Chris Corcoran, Council Representative
Dick Entinger
Dick Gordon, Council Representative
Jim Kuntz, Council Representative
Claudette Moore
Eric Stark
STAFF:
Present
Jackie Rodgers, Executive Director
Terri Rozzana, Administrative Support Technician
Dan Thorndike, Agency Attorney
AUDIENCE:
Sally Densmore
Joel Marks
Dave Bierwiler, Fire Chief, City of Medford
II.
Minutes
2.1 Minutes for the August 25, 2009 Medford Urban Renewal Agency Board Meetings were submitted.
Chair Gregory Yechout inquired whether there were any corrections to the Medford Urban Renewal Agency Board Meeting Minutes of August 25, 2009. Chris Corcoran stated that under Agenda Item X. Comments from Board, last sentence should read... "not to mention John Statler..." Dick Gordon stated that under Agenda Item VII. Marketing Committee, second to last sentence should read... "regarding a water park September 10, 2009..." Mr. Yechout stated that the August 25, 2009 Minutes stand approved as amended.
III.
Communications from the Audience
There were none.
IV.
Communications from Staff
4.1 Fire Station
Staff reported there are no updates from Staff regarding the downtown fire station.
Chris Corcoran stated there was a last minute meeting called with State Representatives. He received notification that morning, so there was no opportunity to apprise anyone else. The meeting was basically seeking letters of support. Attendees included Bob Strosser, Chris Corcoran, Bill Hoke and two Smith-West Lobbyists. The message conveyed to Federal Representatives was how tough it was going to be as far as competition for this funding and how the City would like to encourage them to seek other sources of funding.
Greg Yechout inquired whether there was any indications as to the reason State officials were not present at the previous meeting. Mr. Corcoran stated that he has not followed up on the reason but would follow up and report to the Board at their next regular meeting.
4.2 Projects Updates
4.2.1 Evergreen Development: Staff contacted Mr. Hoke this afternoon (September 8, 2009) for an update on the City's RFQ. Mr. Hoke did not have an update or anything to report.
Chris Corcoran stated that he did not have an update to report to the Board.
4.2.2 The Commons: Staff contacted Mr. Hoke this afternoon (September 8, 2009) for an update. Mr. Hoke did not have anything to report.
Staff reported that Agency staff has a meeting, Wednesday, September 9, 2009 to prepare for a pre-meeting with the City before meeting with Lithia.
Staff stated that Bill Hoke announced to the Board and Counsel Executive Committees at their meeting on September 2, 2009 that there will be a joint Study Session (including Lithia) at noon on Thursday, September 24, 2009 to discuss the DDA.
Claudette Moore inquired whether an Agenda would be provided before the meeting. Staff reported that the Agenda would be provided by the City. When the Agenda becomes available, Staff will forward it to Board members.
4.2.3 Historic Façade Grant Program: Staff reported that funds are available for one more large project. Three projects have been approved for funding and one will meet with Agency Staff on Thursday, September 10, 2009 for approval consideration.
Project status: Construction has begun on one; Planning stage on one; and Pre-planning stage on the other two.
4.2.4 Mail Tribune Land Swap: On Wednesday, August 26, 2009 Staff met with Grady Singletary, Publisher, Mail Tribune. Mr. Singletary reported that he is speaking to his corporate group regarding its interest in a land swap. This land swap has been a consideration for several years, to complement the ERA property purchase.
Staff reported that the ERA Building lease has been renewed. The roof bid has come in from the property manager at $14,681. The HVAC repairs came in at $5,811. Total repairs are approximately $20,492. Staff reminded the Board to keep in mind that tax increment cannot pay for maintenance. The Agency budgeted $20,800 as revenue this fiscal year from the ERA lease, but only budgeted $7,700 for Capital Projects maintenance.
Staff stated that at one point the Board stated it wanted the repairs made; and at another time the Board expressed a desire to sell the property. Staff reported that however, the benefit of a land swap with the Tribune may be minimized with a sale of the ERA property.
The Board's consensus and direction was for Staff to move forward with the repairs.
A commercial analysis will also be ordered.
4.2.5 Contracts Updates
Staff stated that there are no new contracts.
Reply to Request for Information from Dick Gordon
Staff distributed copies to the Board of a Staff Memorandum to Dick Gordon in response to his inquiries. Below are the items included with the Memorandum (Memorandum with attachments are on file at the Agency).
1. Written documents supporting Agency's commitment to South Interchange Project (re: Liberty Park)
09/06/09 Frequently Asked Questions Regarding Middleford Commons
09/12/06 MURA Resolution No. 06-09-24
09/13/06 Letter from Mayor and Council Executives
09/21/09 City Resolution No. 2006-214
2. MURA's remaining debt to City of Medford
South Interchange
$200,000 (payable at time of Liberty Park construction; to be applied toward South Interchange -- see below)
$70,000 (toward South Interchange payable in FY09-10)
$1,000,000 (toward South Interchange payable when funding available)
Middleford Parking Structure Real Property Leases
July 2009 & August 2009 Real Property Lease Net Payments.
Per understandings based on the City Attorney's memo dated 8/5/99, the Middleford Parking Structure is owned by the Agency. The Agency is prepared to officially transfer the parking structure to the City at the City's request and the Board's authorization. The Agency is also prepared to transfer other public parking facilities to the City, subject to the City's request and authorization from the Board.
3. Will the newly passed House Bill 3056 on urban renewal in any way affect MURA?
Initial review indicates an effect on the formation of new urban renewal districts and substantial and/or maximum indebtedness amendments to existing urban renewal plans. MURA legal counsel is reviewing at this time.
4. County Assessor's Target Comparison (Assessed Valuation vs. Actual Collection) for FY08-09
Assessor Certified $4,989,907
Actual Collection $4,773,326
5. Urban Renewal Tax Rate/$1,000 of Assessed Value for FY08-09 (est.)
$.76 (This is a projected number; the actual figure is to be calculated using audited figures and included in FY09-10 Annual Financial Report due in January 2010)
6. Where does the remaining balance of maximum indebtedness go?
The Commons
Agency Committed
Administration & Capital Debt
Capital Projects
Façade Improvement Program
Evergreen Streetscapes
Evergreen Development Incentives
South Interchange
Claudette Moore inquired whether the $200,000 was earmarked in the South Interchange. Staff reported that the $1,270,000 is earmarked.
Mr. Gordon requested a detailed breakout of the $1,270,000.
V.
Written Communication
There was none.
VI.
Reports from Chair
Greg Yechout reported that Betsy Manuel, Heart of Medford Association, presented to the Medford Rotary Club information regarding the Main Street Program.
Mr. Yechout stated that at the Wednesday, September 2, 2009 joint executive meeting, the nine attendees were Greg Yechout (Board Chair), Skip Patterson (Board Vice Chair), Bill Dames (Board Secretary), Bob Strosser (City Council President), Al Densmore (City Council Vice President), Mayor Wheeler (Mayor and Facilitator), Jackie Rodgers (MURA Executive Director), Mike Dyal (City Manager) and Bill Hoke (Deputy City Manager). They met to discuss and address recent challenges; establish talking points for a joint study session; and build a consensus for media relations on partnership business.
Mr. Yechout reported that Jackie Rodgers and Mike Dyal will meet every couple of weeks to bridge the communication gap between the City and Agency.
Mr. Yechout reiterated to "mark your calendars" for the Joint Study Session scheduled for Thursday, September 24, 2009 at noon.
VII.
Reports from Committee
Marketing Committee
Staff reported that the current Marketing Projects in progress are: 1) First ever Committee Recognition Dinner. Please save the date of Thursday, October 29, 2009 at 5:30 p.m. at the Red Lion; and 2) Updated booklet on MURA's accomplishments from 1988-2009.
VIII.
Business
8.1 Consideration of Resolution No. 09-09-15 approving a Third Addendum to Employment Contract between Medford Urban Renewal Agency and Jackie L. Rodgers, Executive Director.
Dan Thorndike, Agency Attorney, stated that the Medford Urban Renewal Board of Directors approves the salary and other terms and conditions for the position of Executive Director of the Medford Urban Renewal Agency. The Agency Executive Director's annual salary may be adjusted by the Agency Board of Directors as provided in the Rules and Regulations for Executive, Supervisory, and Confidential-Professional Employees of the City of Medford (the "Rules"). Basically, the Rules are adopted and incorporated into the Contract, but with the specific provision that the authority and discretion vested with the City Manager vis-à-vis City employees is vested instead in the Agency Board of Directors with regard to its Executive Director.
It has been the policy of the Board of Directors to match base increases in the salary range for executive personnel under the Rules. Effective July 1, 2009, these salaries were adjusted upward at 3% by the City Council.
In keeping with this policy, the Executive Director Performance Evaluation Committee (Greg Yechout, Skip Patterson, and Dick Entinger, advised by Agency Attorney Dan Thorndike) recommended to the Agency Board of Directors a 3% increase in the Director's annual salary effective July 1, 2009.
According to discussion at its June 23, 2009 meeting, it is the desire of the Board of Directors to conduct the Agency Executive Director's next performance review, provided under the Employment Contract, so as to better correspond with the Agency's fiscal year and related budgeting processes.
In keeping with that desire, the Executive Director Performance Evaluation Committee recommended to the Agency Board of Directors the Agency Executive Director's next performance review be conducted on March 1, 2010 and annually thereafter on that date to better correspond with the Agency's fiscal year and related budgeting processes.
Dick Gordon stated that in the Staff Report and in paragraph five of Resolution No. 09-09-15 it states "...the next performance review beginning March 1, 2010...". Mr. Gordon recommended that it should read "...the next performance review in March 2010..." No specific day should be mentioned. Dan Thorndike stated that the wording would be changed to read "... the next performance review during March of 2010..."
Chris Corcoran suggested tabling this item for further consideration. Reasons being that during the budget process the budgeted 3% was based on different assumptions at that point in time; particularly, administration of the parking funds for the Parking District was a concern. The Parking District is no longer under the management of the Executive Director nor is one less employee. Mr. Corcoran would also like to know, of all of the City's Department Heads, how many of them received Cost of Living increases. Mr. Corcoran's concern is that in February of this year, according to the City, Ms. Rodgers received a 5% pay increase retroactive to December. This totals to an 8% increase in salary in a calendar year.
Claudette Moore stated that the Department Head information Mr. Corcoran is requesting is information that City Council members should know. Mr. Corcoran stated that it is his understanding that not all City Department Heads received the cost of living adjustment. Mr. Corcoran does not know the total number of City Department Heads that received the adjustment.
Skip Patterson presented a brief history of past Agency Directors and how and why the decision was made to promote Ms. Rodgers to the position of Executive Director by the MURA Board.
Discussion continued regarding approval of the Third Addendum to Employment Contract between Medford Urban Renewal Agency and Jackie L. Rodgers, Executive Director.
MOTION: It was moved by Bill Dames to approve Resolution No. 09-09-15 approving a Third Addendum to Employment Contract between Medford Urban Renewal Agency and Jackie L. Rodgers, Executive Director. Dick Entinger seconded the motion.
VOTE: The following Board members passed the motion with an affirmative vote: Jim Kuntz, Eric Stark, Dick Entinger, Greg Yechout, Claudette Moore, Bill Dames and Skip Patterson. Dick Gordon and Chris Corcoran voted no. Motion passed.
IX.
Comments from City Council Representatives
Chris Corcoran stated that the Heart of Medford Association, under the Main Street Program, has a number of different committees. Economic Restructuring or Economic Development (a cross section of downtown business leaders) will be conducting a meeting at 8:00 to 9:30 a.m. on Wednesday, September 9, 2009 Mr. Corcoran will be in attendance. Mr. Corcoran's commitment to that particular committee is unknown at this time.
X.
Comments from Board
Skip Patterson commented that during the meeting of September 2, 2009 between MURA and City Council Executive members, communication was a key issue and would improve; this is the way to move forward. Several days later it was brought to his attention that City management contacted the Agency's contracted real estate manager and stated that he is to report to the City from now forward regarding the two real estate properties in the parking structure. The City did not inform the Agency of their action.
Greg Yechout inquired whether this was based on a conversation or information that had been relayed to him. Mr. Patterson said that it was information that had been relayed to him.
Dick Gordon inquired from whom Mr. Patterson received this information. Mr. Patterson stated that he would not reveal his source. Mr. Gordon stated that Mr. Patterson made a statement and assumed he made it for a reason. The reason being would be for the three Council Representatives to deal with it since Mr. Patterson had one impression when he met with the City Officers last week and this week it seems to have changed. Mr. Gordon stated that if he would like the Council Representatives to address his concern, more information needs to be forthcoming. Mr. Patterson stated that he would give the Council Representatives a list of his concerns.
Bill Dames reported that he suggested to Bill Hoke during the September 2, 2009 meeting that a MURA Board representative should participate on the reviewing of the received RFQ's for the Evergreen Development. In Mr. Dames' opinion, the background that the Board has on the Evergreen Development site is valuable. Mr. Dames did not receive a response at that joint meeting, nor has he received a response from Mr. Hoke since that meeting.
MOTION: It was moved by Bill Dames to submit a letter to the City regarding a MURA Board representative participating in the review process of the RFQ for the Evergreen Development Project. Claudette Moore seconded the motion.
After further discussion, Mr. Dames withdrew his motion.
Mr. Corcoran stated that, on many occasions, he has reiterated his request to City Council to involve MURA in the proposal process for the Evergreen Development Project as soon as possible, since they own the property. He will bring it up again to City Council. He is frustrated that he hears this over and over at the MURA Board meetings. The Board is wasting time and energy; efforts can be put to more positive results. Communication is not happening. It is a two-way street.
Staff distributed a list of Medford Urban Renewal Agency accomplishments that will be included in the Accomplishment Booklet that is currently being updated.
Bill Dames commented that the City needs to formally request from the Agency the transfer of the parking structure and other public parking facilities to the City.
XI.
Adjournment
The meeting was adjourned at 8:23 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:
Gregory A. Yechout, Board Chair
9.8.2009 Agenda
AGENDA
A. Open Session
Attendance
Roll Call
Approval of Minutes
Draft Board Minutes of August 25, 2009
Communications from Audience (Non-Agenda Items)
Communications from Staff
Written Communications
Report from Chair
Report from Committees
Marketing [Committee Agenda (September 16, 2009)]
Business
Consideration of Resolution No. 09-09-15 approving a Third Addendum to Employment Contract between Medford Urban Renewal Agency and Jackie L. Rodgers, Executive Director; and approving the Agency Executive Director's next performance review be conducted on March 1, 2010 and annually thereafter on said date.
Comments from City Council Representatives
9.1 Council Draft Minutes
Comments from Board
Adjournment
NEXT REGULAR BOARD MEETING: TUESDAY, SEPTEMBER 22, 2009