August 27, 2015
Medford City Hall, Medford Room
411 West Eighth Street, Medford, Oregon
The Medford City Council Study Session was called to order at 12:00 p.m. in the Medford Room of the Medford City Hall on the above date with the following members and staff present:
Mayor Gary Wheeler; Councilmembers Clay Bearnson, Daniel Bunn, Chris Corcoran, Tim Jackle, Eli Matthews, Kevin Stine, Michael Zarosinski
City Manager Pro Tem Bill Hoke; City Attorney Lori Cooper; City Recorder Karen Spoonts; Project Manager Greg McKown
Councilmember Dick Gordon was absent.
Ad Hoc Committee: John Anhorn, Rudd Johnson, Mark DeBoer, Rick Whitlock (Beth Lindsay was not in attendance.
RFQ for City Manager Recruitment Firm
Mayor Wheeler introduced the Ad Hoc Committee, he noted the changes to the RFQ that were made by the Committee. Councilmember Bunn stated that the procedure was discussed at the Council Officers’ meeting and we should use the same Ad Hoc Committee for the screening group; Council agreed. Once a firm is retained, Councilmember Bunn questioned who do we want them to work with? The Ad Hoc Committee questioned if there was a benefit to tightening it down in the RFQ. Mr. Anhorn suggested Council might need unique things in a city manager that are not in the job description, and if so, let’s get it in the request. Mr. Anhorn stated he would like to see it in the RFQ. Mr. Johnson saw this as a hybrid approach with some idea of what it is you are seeking. We need to know what we are requesting, such as cultural fit.
The city manager job description was discussed and what the code states. Councilmember Corcoran questioned how the recruitment firm would endeavor to pick a candidate and if we should make that part of the interview process with the company as then we won’t have to rewrite the RFQ. Discussed we search for a recruitment firm. City Manager Pro Tem Hoke noted there are executive search firms and we will post the RFQ through ICMA and other municipal type organizations. The last time we were hiring for a city manager we had inquiries from Florida, Texas, etc. City Attorney Cooper questioned if there were recruitment firms that search for public entities. Mr. Hoke noted there was.
Mr. Johnson questioned if we can contact the top firms that do public placement vs. waiting for them to respond; Mr. Hoke noted there is a risk factor and this could muddy the process with an appeal. Mayor Wheeler noted we should receive qualified search firms. Mr. Hoke noted that the government type search firms have a cutoff on population and will automatically be notified at certain sites.
Councilmember Corcoran stated that within the RFQ there was an issue that the recruitment firm would be dealing with the Citizen Committee or Ad Hoc Committee firm. Mr. Cooper noted that it doesn’t matter to this RFQ and these are attributes wanted in a city manager. Councilmember Stine questioned who the recruitment firm would report to and stated he thinks they should report to the Council and then the Ad Hoc Committee can add their comments. As far as qualities, if we add that to the RFQ it will add time to the process. Councilmember Corcoran stated we could have a work session about the qualities of the city manager.
Mayor Wheeler noted that Council or the Ad Hoc Committee could review the potential candidates and bring the number down to two or three candidates. At that time they would come to Medford. Today all we are doing is addressing the issue of RFQ and the Ad Hoc Committee. The Ad Hoc Committee will deal with their qualities and recommendations. We will hold a joint meeting with them; Council is not giving up any authority. Mayor Wheeler stated he did not have any authority to form another committee.
Ms. Cooper gave clear instructions of rankings pertaining to the Ad Hoc Committee and Council. The applicant does have the right to look at the final scoring and we must be careful on the process. Mr. Whitlock noted the recruitment firm does need to know the expectations so that they accurately fix the cost and thought it needed to be in the RFQ. The process needs to be spelled out. There was discussion regarding adding a bullet point about the Ad Hoc Committee; the Committee agreed.
Councilmember Stine noted that he didn’t want the Ad Hoc Committee and it appears that the Ad Hoc Committee will continue throughout the process. Mr. Whitlock noted that the RFQ is clear and Council is not stuck with any recommendation that the Committee makes. Councilmember Corcoran noted that Beth Lindsay talked about an Excel spreadsheet. The Ad Hoc Committee is taking on much of the recruitment issues that the firm is as well.
Finance Director Chan noted that specific input has been added and purchasing needs latitude on what will be added to the RFQ. The point system was discussed and it was clear that Council makes the decision, no matter what the Ad Hoc Committee says. Councilmember Jackle questioned if the Committee was comfortable with the RFQ and the changes made; discussed was checking references. Councilmember Jackle would like a word such as internal screening added to the references. Mr. Whitlock would like to check their performance as well.
Mayor Wheeler stated that staff will make changes and this will come back to Council on Thursday. He thanked the Ad Hoc Committee for their input.
Police Station Facade
Project Manager McKown provided a public safety project update. The guaranteed maximum price came in yesterday, therefore he wanted to present the information to Council. He provided background information on the budget. A summary was provided on Police and Fire projects.
Tom Walker, Adroit Construction, noted that the good news is that housing is picking up but the labor market is saturated. Projects are not coming in on budget due to that. He does not see the problem getting better until there is additional manpower. Rarely do prices go back after they have gone up; Councilmember Corcoran noted there are many projects being built as well. Mr. Walker did not see that going down. Out of town markets are busy as well. Councilmember Jackle questioned bidding the garage to a pre-cast product. Mr. Walker noted there is not any pre-cast product on the garage. Councilmember Jackle thought there was a pre-cast bid. Mr. Walker noted they bid both in their entirety. Mr. McKown noted we did not bid alternate option A due to the confusion of having three options. Councilmember Corcoran noted that 1.6 million does not include the $908,922; staff noted that was correct.
David Wilkerson from ORW Architects noted that what we have seen recently in the upturn is unprecedented. He noted that you are getting three small hits with the fire remodels. Bids would be high as contractors would bid on one as they were others they could bid on.
Pertaining to the spreadsheet presented, staff noted the items in green are in contingency and we want to spend the least amount of this as possible as that is about 1.6 million. Industry standard is 3-5% and we had 8% budgeted.
Ms. Chan noted we were disappointed when we first received these numbers but she is working on cash flow ideas and hope to have the information by next Thursday. This is not a general fund project, but fund 10 and 11 which have a revenue stream in them. They may need to borrow money; the street fee will drop in a few months but will be before 2018. She called a bank and for a five-year 4.8 million 2-2/-1/2% line of credit which could be pulled out in increments. She talked about URA bonds retiring in January 2017 and we could do short term borrowing. She noted nothing we are doing now is concrete.
Councilmember Jackle would like to see the number for 5-6 million. Ms. Chan noted she could float a loan from the general fund of 1.2 million. Mr. Hoke questioned why he was considering the six million for the design of the building. Councilmember Jackle stated that he was still looking at the upgraded look. Councilmember Bunn would like to borrow externally due to the low rate.
Mr. Hoke noted that the plan is to come back for a study session at 6:15 p.m. and then go into the Council meeting where Council would give staff direction what they would like to do. Councilmember Zarosinski questioned the fire station process. Mr. Walker noted that there are not many people bidding as they are busy. Mr. Hoke noted timing is everything and the groundbreaking ceremony is coming up. Council would like the price per square foot sent to them.
The meeting adjourned to the regular City Council meeting at 1:14 p.m.
Karen M. Spoonts, MMC
Deputy City Recorder