Agenda & Minutes

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Mayor & Council (View All)

City Council Meeting

Minutes
Thursday, April 17, 2014

                                                                                                                                             
                                                  MEDFORD CITY COUNCIL MEETING
 
                                                                    April 17, 2014
                                                                             
 
The meeting was called to order at noon in Council Chambers, City Hall, 411 W. 8th Street, Medford with the following members and staff present.
 
Mayor Gary Wheeler; Councilmembers Dick Gordon, Daniel Bunn, Eli Matthews, Tim Jackle, Karen Blair, Bob Strosser, and John Michaels.
 
Councilmember Chris Corcoran was absent.
 
City Manager Eric Swanson; Deputy City Manager Bill Hoke; City Attorney John Huttl; City Recorder Glenda Wilson
 
McLoughlin Students of the Month
Rich Parsagian, Assistant Principal updated the Council on school activities and introduced the students of the month.
 
Employee Recognition
City Manager Eric Swanson recognized Purchasing Agent Jennifer Habermann with a Certification of Appreciation for her work in putting together the Connect 2 Oregon training in conjunction with state and federal agencies.  The event was the first one in the State and was a great success with forty-two vendors attending to learn about contracting opportunities.
 
Employees from the Fire and Public Works Departments were recognized for their years of service.
 
Employee of the Quarter
Pat Roam, Public Safety Systems Administrator in Technology Services Department was recognized as the Employee of the Quarter.
 
New Employees
Angela Durant, Grants Support Technician in Parks & Recreation; Alex Cardenas, Financial Support Technician in Finance; Kevin Wyrick, Custodian in Parks & Recreation;  Jennifer Jones, Planner II in Planning; Brynt Ross, Police Officer in Police; Nathaniel Warner, Public Works Laborer in Public Works; and David Pastizzo, GIS Coordinator in Technology Services were introduced.
 
20.     Approval or correction of the minutes of the April 3, 2013 regular meeting
         There being no corrections the minutes were approved as presented.
 
30.     Oral requests and communications from the audience
 
40.     Consent calendar
40.1   REMOVED By Councilmember Gordon
 
40.2   COUNCIL BILL 2014-45  A resolution affirming the Building Safety Director’s decision to deny the business license of The Lounge; adopting Findings.
 
Motion:  Adopt the consent calendar.
Moved by:  Daniel Bunn               Seconded by:  John Michaels
Roll Call:  Councilmembers Daniel Bunn, John Michaels, Karen Blair, Dick Gordon, Tim Jackle, Eli Matthews and Bob Strosser voting yes.
Resolution 2014-45 was duly adopted.
 
50.     Items removed from consent calendar
40.1   COUNCIL BILL 2014-44  A resolution initiation the vacation of 8,640 square feet of surplus street right-of-way located at the southeast corner of the intersection of West McAndrews Road and North Ross Lane within a C-C/RZ (Community Commercial/Restricted Zoning) zone district. (SV-14-031)

Councilmember Gordon questioned when the ownership of the underlying property would be determined.  Planning Director Jim Huber noted that this is done if there is any opposition.
 
Councilmember Jackle noted he would be abstaining from voting as his firm represents one of the parties involved in this vacation.
 
Motion:  Adopt the resolution initiating the vacation of 8,640 square feet of surplus street right of way located at the southeast corner of the intersection of West McAndrews Road and North Ross Lane.
Moved by:  Dick Gordon              Seconded by:  Bob Strosser
Roll Call:  Councilmembers Dick Gordon, Bob Strosser, Daniel Bunn, Karen Blair, John Michaels and Eli Matthews.  Councilmember Tim Jackle abstained.
Resolution 2014-44 was duly adopted.
 
60.     Ordinances and resolutions
         None
 
70.     Council Business
70.1   Councilmember Bunn noted that an interview for a candidate for the Site Plan & Architectural Commission will be scheduled in the near future and staff will contact Council with details.
 
80.     City Manager and other staff reports
80.1   Capital Improvement Project Update Report by Brian Sjothun
Mr. Sjothun provided information regarding the project update report and highlighted project timelines and opportunities for Council review of projects. 
 
80.2   ODOT Median Paving in Big X Right of Way:  Mr. Sjothun addressed the Council and provided an overview of the issue with the landscaping in the median.  ODOT has agreed to pave the median areas at no cost to the City if approved by Council.  The issue is that the volume of traffic makes it unsafe for employees to maintain as well as an issue with the irrigation system that will cost approximately $18,000 to investigate, repair and replanting of vegetation.  The Parks & Recreation Commission is recommending the Council allow the removal of the landscaping and having ODOT pave the medians in this area.
 
Council directed staff to proceed with proposal with ODOT.
 
80.3   Mr. Sjothun spoke to the Bell Helmet contest for trail development funds and that the Prescott Park trails are one of the projects eligible.  He encouraged everyone to go online and vote.
 
80.4   Cory Crebbin, Public Works Director addressed the Council and spoke to the Foothill Road project.  He reviewed the proposal for Phase I from Hillcrest to McAndrews at an estimated cost of $13 million.  The City has received a $3 million Congestion Mitigation/Air Quality federal grant.  Staff is recommending that the City apply for an Oregon Transportation Infrastructure Bank loan for the remainder of the project cost of $10 million.  He noted that the loan would be backed by gas tax revenue but the net cash flow impact of the bond payment would be $300,000 approximately.  He stated that the bond payment would be paid with the revenue from the funding utilized for the retiring bond for the 17 Street projects.  Staff is seeking Council direction on whether to move forward and apply for the Oregon Transportation/Air Quality federal grant.
 
Councilmember Gordon spoke to looking for congressional funding to address the segment of Foothills Road from McAndrews to Delta Waters as that is a much more dangerous section.  He also expressed concern regarding funding for street maintenance to ensure our infrastructure remains in good condition.  Mr. Crebbin stated that the segment of Foothills Road from McAndrews to Cedar Links will be an approximate $40 million dollar project given the need to relocate the Pacific Power Lone Pine substation as well as deal with the irrigation canal that crosses the road.   He noted that by doing the portions of roadway leading up to that more expense section will likely increase the City’s ability to get the necessary funding to complete the improvements.  Regarding the maintenance funding concerns, he noted that the Pavement Management Plan provides the information on the status of the City’s infrastructure and what funding is necessary to provide appropriate maintenance.  However, the Pavement Management Plan is not funded in full.  Mr. Crebbin also spoke to the Transportation System Plan (TSP) which identifies the capacity needs for the City and sets the priorities for funding the improvements.  He noted that System Development Funds cannot be used for maintenance but are used to increase capacity.  The proposed project for Foothills Road is a capacity increasing project and system development charges could be utilized to make the bond payments.
 
Councilmember Bunn questioned the update to the Transportation System Plan and if that would include system development charge methodology review.  Mr. Crebbin noted that the TSP update is limited in scope.  Alex Georgevitch, Transportation Manager, addressed the Council and noted that the TSP update is looking at eighty-five of the City’s five hundred plus intersections.  He noted that the City’s policy regarding level of service will affect which of the projects have to be funded.
 
Motion:  Endorse the submitting of the loan application for the Oregon Transportation Infrastructure Bank.
Moved by:  Daniel Bunn               Seconded by:  Bob Strosser
Roll Call:  Councilmembers Daniel Bunn, Bob Strosser, Tim Jackle, Eli Matthews and John Michaels voting yes.  Councilmembers Dick Gordon and Karen Blair voting no.
Motion carried and so ordered.
 
80.5   Mr. Swanson noted that the Quarterly Financial Update by Alison Chan will be presented at the May 1, 2014 Council meeting. He noted that in the future the update will be presented at the first meeting of the months in August, November, February and May. 
 
80.6   Mr. Swanson reported that Parks & Recreation Director Brian Sjothun will be on the KCMX radio show on April 22 speaking about the Prescott Park Trail plan.
 
80.7   Mr. Swanson reported that the next Medford Forum will be Doug Townsend, Technology Services Director and Michael Snyder, Human Resources Director.
 
80.8   Mr. Swanson reported on his meeting with Councilmember John Michaels, Bill Hoke and Ron Fox from Southern Oregon Regional Economic Development (SOREDI) regarding the Google fiber project in Portland.  He noted that an information packet from Mr. Fox had been forwarded to Council previously that outlined the process that City of Portland utilized to provide incentives to get the project in their community.  SOREDI will be following up with e-commerce businesses locally to get their feedback on any issues they may have with speed of internet service.  They will also be following up with City of Portland officials regarding the incentives they provided via their franchise with Google.  This will be brought back to the Council at the June 26 City Council study session.
 
90.     Propositions and remarks from the Mayor and Councilmembers
90.1   Proclamations issued:
               None
 
90.2   Further Council committee reports.
 
90.3   Further remarks from Mayor and Councilmembers.
a.   Councilmember Matthews noted that he and Councilmember Bunn had attended the Transfer of Command ceremony for Mr. Swanson who serves in the Air National Guard.  He spoke to Mr. Swanson being recognized with the Prestigious Meritorious Award and to his twenty-seven plus years of service in the Air National Guard.
 
100.   Adjournment to the evening session
The meeting adjourned to the evening session at 1:40 p.m.
 
EVENING SESSION
 
The meeting was called to order at 7:00 p.m. in the Council Chambers, City Hall, 411 W. 8th Street, Medford with the following members and staff present.
 
Mayor Gary Wheeler;  Councilmembers Dick Gordon, Daniel Bunn, Bob Strosser, Eli Matthews, Tim Jackle, John Michaels, Karen Blair and Chris Corcoran.
 
Deputy City Manager Bill Hoke; City Attorney John Huttl; City Recorder Glenda Wilson
 
110.   Oral requests and communications from the audience
110.1    George Galan, 502 Mae St. addressed the Council regarding the alley paving project in his neighborhood.  He is representing a number of his neighbors who have signed a petition to ask the City to not take the property as proposed in the project.  He spoke about concerns regarding speeding with the paving of the alleys.  He requested that the Council revise the project and pave around the existing trees and property lines.  He noted the neighbors would sooner have the funds spent on sidewalks.
 
Councilmember Michaels discussed the potential to have the alley vacated.  Public Works Director Cory Crebbin noted that the alley paving project was a Council priority and that this particular alley rated high for qualifying for the grant funds.  He noted that staff has already received a variance to reduce the width of the project from the State but any further reduction in the width would jeopardize the grant funds.
 
110.2    Ila Bartels, 522 Bessie Street, Medford addressed the council regarding the alley paving and requested that the Council not remove her fence for this project. 
 
110.3    Harold Wipf, 525 Mae Street, Medford addressed the Council regarding the alley paving.  Spoke to the issues for his neighbors and that sidewalks are what really are needed in this neighborhood.
 
110.4    Fred Epping, 519 Marie Street, Medford, addressed the Council and noted that he had never heard about the paving project until yesterday. He spoke to diminished property values for the owners as the City would be taking part of their yards and impacting their buildings.  Cory Crebbin, Public Works Director noted that three separate notices regarding this project had been sent to the property owners.
 
110.5    Michael Cady, 328 Mae Street, Medford purchased property last September and stated he never got a notice and that nothing came up in the title search or escrow.  He noted he does not see the benefit for the neighborhood and is concerned with losing property.
 
Councilmember Jackle addressed the Council and suggested that the Council discuss consideration of compensation for some of these property owners.  Councilmember Gordon would like the Council to support a special appeal to ODOT to reduce the width further and agreed with Councilmember Jackle in discussing consideration of compensation for property owners.
 
Motion: Delay bidding of alley paving project until further Council review of the impacts on the abutting property owners.
Moved by:  Dick Gordon              Seconded by:  Chris Corcoran
Roll Call:  Councilmembers Dick Gordon, Chris Corcoran, Karen Blair, Daniel Bunn, Bob Strosser, Eli Matthews, Tim Jackle and John Michaels voting yes.
Motion carried and so ordered.
 
120.   Public hearings
120.1    Consider the appeal of an administrative decision regarding the unsafe sidewalk at 229 N. Riverside Avenue.
 
Cory Crebbin, Public Works Director addressed the Council and presented a staff report.  He noted that the property owner is requesting additional 90 days to complete the required repairs. Staff is recommending approval of the extension.
 
Public hearing opened.
 
  1. Jeff Ranch, representing Sam Jennings Company, spoke to efforts he has been taking to address issues at the property.  Property owner is requesting additional time to get the rest of the repairs done.
Public hearing closed.
 
Motion:  Grant a 90 day extension for the repair of unsafe sidewalk at 229 N. Riverside.
Moved by:  Bob Strosser             Seconded by:  John Michaels
Roll Call:  Councilmembers Bob Strosser, John Michaels, Dick Gordon, Karen Blair, Daniel Bunn, Eli Matthews, Tim Jackle and Chris Corcoran voting yes.
Motion carried and so ordered.
 
120.2    COUNCIL BILL 2014-46  A resolution adopting the Action Plan for use of the City’s Community Development Block Grant (CDBG) funds for fiscal year 2014-15.
 
Jennifer Sparacino, Administrative Assistant addressed the Council and provided a staff report and overview of the Action Plan.  Steven Sobhi, Chair of the Housing & Community Development Commission addressed the Council regarding the recommendations.  He spoke to the scoring process and evaluation of the applicants for funding.
 
Public hearing opened.
         None
Public hearing closed.
 
Motion:  Adopt the resolution adopting the Action Plan for use of the City’s Community Development Block Grant funds for fiscal year 2014-15.
Moved by:  John Michaels                        Seconded by:  Eli Matthews
 
Councilmember Strosser noted he was a former board member at ACCESS, Inc. and is a current member of the Senior Center board but neither would affect his ability to vote on this item.
 
Roll Call:  Councilmembers John Michaels, Eli Matthews, Karen Blair, Daniel Bunn, Dick Gordon, Chris Corcoran, John Michaels and Tim Jackle voting yes.
Resolution 2014-46 was duly adopted.
 
120.3    COUNCIL BILL 2014-35  An ordinance authorizing exemption from competitive bidding and awarding a contract in the amount of $520,461 to Johnson Controls for the purchase and installation of equipment for the energy management and card access systems at various City facilities.
 
Greg McKown, Building Facilities Superintendent addressed the Council and provided a staff report. 
 
Public hearing opened.
         None
Public hearing closed.
 
Motion:  Adopt the ordinance authorizing the exemption from competitive bidding and awarding a contract in the amount of $520,461 to Johnson Controls for energy management and card access systems.
Moved by:  Bob Strosser             Seconded by:  Daniel Bunn
Roll Call:  Councilmembers Bob Strosser, Daniel Bunn, Dick Gordon, Eli Matthews, Karen Blair, John Michaels, Tim Jackle and Chris Corcoran voting yes.
Ordinance 2014-35 was duly adopted.
  
120.4    COUNCIL BILL 2014-47 An ordinance vacating an approximate 15 foot by 237 foot long strip of public right-of-way which is an alley extending between Quince Street and the alley between Rose Avenue and Quince Street, approximately 215 feet north of West Main Street.  (SV-13-123) (Land Use, Quasi-Judicial)
 
City Attorney Huttl read a statement regarding the rules governing quasi-judicial hearings.
 
Kelly Akin, Senior Planner addressed the Council and noted that the applicant has submitted a request to postpone this item to May 15, 2014.
 
Mayor Wheeler questioned if there were any members in the audience and no one responded.
 
Motion:  Continue this item to the May 15, 2014 meeting.
Moved by:  Bob Strosser             Seconded by:  Daniel Bunn
Roll Call:  Councilmembers Bob Strosser, Daniel Bunn, Karen Blair, Dick Gordon, Eli Matthews, Tim Jackle, John Michaels and Chris Corcoran voting yes.
Motion carried and so ordered.
 
130.   Ordinances and resolutions
         None
        
140.   Council Business
         None
 
150.   Further reports from the City Manager and staff
         None
 
160.   Propositions and remarks from the Mayor and Councilmembers
160.1    Further Council committee reports.
a.   Councilmember Strosser reported on the Water Commission meeting.   Topics discussed were the water flows, Phoenix TAP line valve issue, software conversion progress, inspection of water conservation permits/plans; and the five cities contracts.
 
b.   Councilmember Bunn reported on the ODOT Region 3 meeting and review of projects.  The Larson Creek Greenway project in Medford scored highly and is likely to be funded.
 
c.   Councilmember Bunn reported that the Bicycle and Pedestrian Advisory Committee has recommended that there be a bicycle/pedestrian member on the MPO.  He requested Council discussion and direction on taking this recommendation forward to the MPO.  Council concurred to move recommendation forward.
 
d.   Councilmember Corcoran reported on the Multicultural Commission meeting and their progress with the Outreach survey to the Hispanic community. 
 
e.  Councilmember Gordon reported on the Hospital Facilities Authority Board meeting and reports from Asante, Rogue Valley Manor and Cascade Manor.
 
 
  1. Further remarks from Mayor and Councilmembers.
a.  Councilmember Blair spoke to the topic of medical marijuana which is being brought forward in a council study session.  She requested that the Council bring forward their questions regarding the topic and that both sides of the issue are addressed. 

b.  Councilmember Blair spoke to readdressing the Federal/State coordination issue. 

c.  Councilmember Gordon reported on the Housing Authority grand opening of the Cherry Creek development.  He was impressed with the effort taken by the Housing Authority to make the project fit into the single family neighborhood. 

d.  Councilmember Corcoran reported on the meeting with Secretary of State Kate Brown following the Medford Forum. 

e.  Councilmember Gordon spoke to the property owned in downtown by the REIT/ Lithia that is being vacated as the automobile dealerships are moving to new facilities on Highway 62. He displayed a map of the properties being vacated and noted it is his understanding that the REIT will want to sell these properties.  He stated that this would be an opportunity for City to form another urban renewal district or extend the existing district.  Councilmember discussed the issue and staff will look into the properties and if they are available for sale or have been slated for redevelopment.  

170.   Adjournment
         There being no further business the meeting adjourned at 9:10 p.m.
 
The proceedings of the City Council meeting were recorded and are filed in the City Recorder's office. The complete agenda of this meeting is filed in the City Recorder's office.
 
 
 
 
Glenda Wilson
City Recorder
 

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