Agenda & Minutes

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Mayor & Council (View All)

City Council Meeting Agenda & Minutes

Minutes
Thursday, January 21, 2016

AGENDA
12:00 Noon & 7:00 p.m.

Medford City Hall, Council Chambers
411 West Eighth Street, Medford, Oregon

10.    Roll Call       

 
Employee Recognition
 
McLoughlin Middle School Students of the Month
 
20.    Approval or Correction of the Minutes of the January 7, 2016 Regular Meeting
 
30.    Oral Requests and Communications from the Audience
Comments will be limited to 3 minutes per individual or 5 minutes if representing a group or organization.  PLEASE SIGN IN.
 
40.    Consent Calendar
        
50.    Items Removed from Consent Calendar
 
60.    Ordinances and Resolutions
60.1     COUNCIL BILL 2016-09 A resolution denying an appeal from Rogue Retreat pertaining to a request for reduction of Street System Development Charges.
 
60.2     COUNCIL BILL 2016-10 An ordinance awarding a contract in an amount of $521,496.72 to Smith CFI, to purchase and install commercial furniture for the new Medford Police Station project.
 
60.3     COUNCIL BILL 2016-11 An ordinance repealing sections 8.3000, 8.3001, 8.3002, 8.3003, 8.3004, 8.3005, 8.3006, 8.3007, 8.3008, and 8.3009 of the Medford Code pertaining to tax on marijuana businesses.
 
60.4     COUNCIL BILL 2016-12 A resolution adopting the fourth Supplemental Budget for the 2015-17 biennium.
           
70.    Council Business
                    
80.    City Manager and Other Staff Reports
         80.1     Costco mitigation
 
         80.2     Planning highlights
 
         80.3     Further reports from City Manager
 
90.    Propositions and Remarks from the Mayor and Councilmembers
         90.1     Proclamations issued:
                        Medford School Choice Week – January 24 through 30, 2016
                       
         90.2     Further Council committee reports
           
         90.3     Further remarks from Mayor and Councilmembers

100.  Adjournment
 
 
 
EVENING SESSION
7:00 P.M.
 
Roll Call
 
110.  Oral Requests and Communications from the Audience
Comments will be limited to 3 minutes per individual or 5 minutes if representing a group or organization.  PLEASE SIGN IN.
 
120.  Public Hearings
Comments are limited to a total of 30 minutes for applicants and/or their representatives.  You may request a 5-minute rebuttal time.  Appellants and/or their representatives are limited to a total of 30 minutes and if the applicant is not the appellant they will also be allowed a total of 30 minutes.  All others will be limited to 3 minutes per individual or 5 minutes if representing a group or organization. PLEASE SIGN IN.
 
120.1   COUNCIL BILL 2016-13 An ordinance amending sections 3.811, 3.834, 3.835, 3.839, 3.890, and 3.891 of the Medford Code pertaining System Development Charges.
 
130.  Ordinances and Resolutions
        
140.  Council Business
 
150.  Further Reports from the City Manager and Staff
 
160.  Propositions and Remarks from the Mayor and Councilmembers
         160.1   Further Council committee reports
                            
         160.2   Further remarks from Mayor and Councilmembers
 
170.  Adjournment
 


 
MINUTES
12:00 Noon and 7:00 p.m.

Medford City Hall, Council Chambers
411 West Eighth Street, Medford, Oregon

The regular meeting of the Medford City Council was called to order at 12:00 noon in the Council Chambers 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
 
Councilmember Dick Gordon was absent.
 
Employee Recognition
Employees from Building, Finance, Parks and Recreation, Planning and Technology Services were recognized for their years of service. New employees from Parks and Recreation, Planning, and the Police Department were introduced.
 
Councilmember Jackle spoke regarding the City’s current Deputy City Attorney/former City Attorney John Huttl, who will be leaving to pursue a position in Curry County. Councilmember Jackle complimented Mr. Huttl for being decent and courteous, authentic, honest and trustworthy, humble, practical and smart, hardworking and prepared.  Deputy City Attorney John Huttl thanked management, staff, and Council and expressed his gratefulness to the City.
 
McLoughlin Middle School Students of the Month
Vice Principal Richard Parsagian introduced the McLoughlin Middle School Students of the Month for December.
 
20.    Approval or Correction of the Minutes of the January 7, 2016 Regular Meeting
         There being no additions or corrections, the minutes were approved as presented.
 
30.    Oral Requests and Communications from the Audience
30.1        Marie Quinn-Cabler of the Housing and Community Development Commission spoke regarding Inclusionary Zoning and the barriers to low and moderate income families. The Commission requested Council support to repeal the ban on Inclusionary Zoning in Oregon. Councilmember Bunn questioned whether there were two bills; one was regarding Inclusionary Zoning and one included landlord tenant issues.  Ms. Quinn‑Cabler confirmed.
 
30.2        Kristen Brooks of Oregon Action, Jackson County Homeless Taskforce and the Housing and Community Development Commission requested Council support overturning the ban on Inclusionary Zoning. She requested Council write Senator Bates and Speaker of the House Tina Kotek to support the Inclusionary Zoning bill and restore our rights as municipalities to develop and govern our communities. Mayor Wheeler stated there will be a meeting with our lobbyist tonight and will probably have a study session on this topic.
 
*Councilmember Corcoran left.
 
40.    Consent Calendar
         None.
 
50.    Items Removed from Consent Calendar
         None.
 
60.    Ordinances and Resolutions
60.1     COUNCIL BILL 2016-09 A resolution denying an appeal from Rogue Retreat pertaining to a request for reduction of Street System Development Charges.
 
City Manager Pro Tem Bill Hoke stated that Council directed staff to determine potential funding sources for the Street System Development Charges (SDC) for non-profits.   Mr. Hoke noted funding could come from the Vision Fund or contingency.
 
Motion:  Approve the resolution denying an appeal from Rogue Retreat pertaining to a request for reduction of Street System Development Charges.
Moved by: Kevin Stine                                             Seconded by: Michael Zarosinski 
 
Councilmember Stine noted Council should vote to deny the funding at this time, but discuss possible funding options at another time; Councilmember Jackle will abstain as he was not in attendance during the appeal.
 
Roll call:    Councilmembers Bearnson, Bunn, Matthews, Stine, and Zarosinski voting yes. Councilmember Jackle abstained.
Resolution 2016-09 was duly adopted.
 
60.2     COUNCIL BILL 2016-10 An ordinance awarding a contract in an amount of $521,496.72 to Smith CFI, to purchase and install commercial furniture for the new Medford Police Station project.
 
Facilities and Project Manager Greg McKown stated this contract would be a complete furnishing of the Police Department and installation. Councilmember Zarosinski stated this Agenda Item Commentary states the Cooperative Procurement is a preferred bid; Mr. McKown stated the cooperative procurement language is preferred, but not required; however, it is encouraged as it saves time and money and qualifies as a competitive bid process. Mayor Wheeler questioned the amount of savings; Mr. McKown noted we saved approximately $20,000 over the competitive bid process in addition to staff time. Councilmember Stine questioned whether there were any issues with this process; City Attorney Cooper noted this was in statute for this very purpose. Councilmember Matthews questioned if we will use any current furniture in the new location; Mr. McKown responded that we will not. Councilmember Bearnson questioned what will happen with the current furniture; Mr. McKown noted that will be discussed at a later time.
 
Motion:  Approve ordinance awarding a contract in an amount of $521,496.72 to Smith CFI, to purchase and install commercial furniture for the new Medford Police Station project.
Moved by: Kevin Stine                                             Seconded by: Daniel Bunn 
Roll call:    Councilmembers Bearnson, Bunn, Jackle, Matthews, Stine, and Zarosinski voting yes.
Ordinance 2016-10 was duly adopted.
 
60.3     COUNCIL BILL 2016-11 An ordinance repealing sections 8.3000, 8.3001, 8.3002, 8.3003, 8.3004, 8.3005, 8.3006, 8.3007, 8.3008, and 8.3009 of the Medford Code pertaining to tax on marijuana businesses.
 
Deputy City Attorney Kevin McConnell stated this is a repeal of the Council bill passed in October 2014.
 
Motion:  Approve ordinance repealing sections 8.3000, 8.3001, 8.3002, 8.3003, 8.3004, 8.3005, 8.3006, 8.3007, 8.3008, and 8.3009 of the Medford Code pertaining to tax on marijuana businesses.
Moved by: Clay Bearnson                                       Seconded by:  Eli Matthews
Roll call:    Councilmembers Bearnson, Bunn, Jackle, Matthews, Stine, and Zarosinski voting yes.
Ordinance 2016-11 was duly adopted.
 
60.4     COUNCIL BILL 2016-12 A resolution adopting the fourth Supplemental Budget for the 2015-17 biennium.
           
Finance Director Alison Chan explained that this supplemental budget will affect the General Fund, the Police Public Safety Utility Fund and the Fire Public Safety Utility Fund. Councilmember Bearnson questioned the Neighborhood Stabilization Program’s funding and whether the City loaned funds to low-to-moderate-income citizens.  Executive Office Manager Lynette O’Neal noted the Neighborhood Stabilization Program consists of federal grant, pass‑through funding.   Councilmember Zarosinski asked whether projected funds were expected to be spent as of 2015, but had not been.  Ms. Chan confirmed. Councilmember Bunn asked for clarification regarding appropriations and contingencies.  Ms. Chan explained that transfers needed to be appropriated. Councilmember Stine questioned if Funds 10 and 11 were used for anything besides the Police and Fire Stations. Ms. Chan stated it is also used for personnel expenses.  
 
Motion:      Approve a resolution adopting the fourth Supplemental Budget for the 2015-17 biennium.
Moved by: Daniel Bunn                                           Seconded by: Clay Bearnson 
 
Councilmember Stine questioned if this was requested by the departments; Ms. Chan stated that it was and she had worked with the departments.
 
Roll call:    Councilmembers Bearnson, Bunn, Jackle, Matthews, Stine, and Zarosinski voting yes.
Resolution 2016-12 was duly adopted.
 
70.    Council Business
70.1     Councilmember Zarosinski stated that during the Council Officers’ meeting, it was discussed that Mr. Hoke will speak with our federal lobbyist regarding Medford buildings in need of seismic retrofit.
 
70.2     Councilmember Zarosinski stated that there are Boards and Commissions openings. He suggested Council extend the application deadline for a couple of weeks.
 
Motion:      Extend the Boards and Commissions openings to February 12, 2016.
Moved by: Kevin Stine                                             Seconded by: Daniel Bunn
Roll call:    Councilmembers Bearnson, Bunn, Jackle, Matthews, Stine, and Zarosinski voting yes.
Motion carried and so ordered.
 
70.3     Councilmember Zarosinski stated that the Boards and Commissions luncheon will be Friday, January 29.
 
70.4     Councilmember Zarosinski stated the Travel Medford contract is scheduled to be discussed at a Council study session on a date when three Councilmembers will be out of town.  [See Agenda Item 80.3b.)
 
70.5     Councilmember Zarosinski noted that Council’s previous motion regarding home grown marijuana did not specify when Council would like the issue on the ballot.  Councilmember Bunn was not sure it would make a huge difference, but he preferred May. He also noted he would split up the measures and include two on the May ballot and two measures on the November ballot.
 
Mr. McConnell noted he has prepared the resolutions and ordinances on the retail marijuana ban and the three percent City tax, but has not started on the home grow ordinances. This is a significant process, but he thinks it is possible to have it prepared for the May ballot.
 
Councilmember Bearnson questioned the legality of it; noting he believes it is a waste of resources. Councilmember Jackle preferred having the issue included on the November ballot; Councilmember Stine agreed. Councilmember Zarosinski questioned what the current regulation was for home grows; Mr. McConnell responded that it was covered under the City’s odor ordinance, which limited the number of plants to four per living area.
 
Motion:      Direct staff to prepare resolutions for the November ballot relating to outdoor and indoor residential marijuana grows
Moved by: Daniel Bunn                                           Seconded by: Kevin Stine 
 
Councilmember Stine questioned if there was any current pending litigation regarding marijuana statewide; Mr. McConnell noted there is litigation, perhaps in Grants Pass.
 
Roll call:  Councilmembers Bunn, Jackle, Matthews, Stine, and Zarosinski voting yes; Councilmember Bearnson voting no.
Motion carried and so ordered.
 
70.6     Mayor Wheeler noted there has been a request for a memorial stone at Winterspring for former Mayor and Councilmember Lou Hannum.  He believed $400 would cover the stone.
 
Motion:      Direct staff to purchase a memorial stone up to $400 at Winterspring on behalf of former mayor and councilmember Lou Hannum
Moved by: Kevin Stine                                             Seconded by:  Clay Bearnson
Roll call:    Councilmembers Bearnson, Bunn, Jackle, Matthews, Stine, and Zarosinski voting yes.
Motion carried and so ordered.
             
80.    City Manager and Other Staff Reports
80.1     Costco mitigation by Cory Crebbin
Public Works Director Cory Crebbin stated that Costco applied for a building permit/development application in the City of Central Point.  Medford requested Costco’s traffic study to include areas in which traffic may be an issue; Costco has agreed to pay $70,000 to Medford’s SDC fund to mitigate their contribution for two possible locations, but requested the City sign an agreement to waive our appeal rights. He expects that Central Point will include the condition in the permit approval.
 
Councilmember Bunn questioned how staff came up with the amount of $70,000; Mr. Crebbin noted it was based on two locations with safety concerns:  the intersection of Biddle Road and Airport and the intersection of Table Rock and Morningside. Councilmember Bunn questioned the timeline for signature.  Mr. Crebbin stated he anticipates the City of Central Point will make the condition a part of their application approval. Councilmember Bearnson questioned the structural integrity of the bridge by Morningside and the impact of additional traffic on the bridge if a Costco was built in that location; Mr. Crebbin noted truck traffic is the biggest concern for the bridge, but there are other concerns regarding the bridge, lack of sidewalks and bike lanes that will need to be addressed.  However, the bridge falls under ODOT’s jurisdiction. 
 
         80.2   Planning Highlights by Jim Huber
a.      Planning Director Jim Huber provided information on Planning Department’s accomplishments during the past year.
 
         80.3    Further reports from City Manager
a.      The Council has six televised community outreach opportunities with RVTV annually. During the Council Officers’ meeting today, it was suggested that Councilmembers from each ward would attend one show, one show would include the Council Officers and one would be a general show for hot topics or question/answer, etc. Council agreed to this schedule. 
 
b.      Mr. Hoke stated the study session regarding the Travel Medford contract will be moved from February 11.  Although a specific date has not been determined, it will be held before February 18.
 
90.    Propositions and Remarks from the Mayor and Councilmembers
     90.1     Proclamations issued: Child Trafficking Awareness Month – January 2016
Caleb LaPlante, Public Relations Chair of Greater Grants Pass Rotary Club and Steve Raycraft, Abolish Child Trafficking (ACT) of Southern Oregon introduced themselves. Mr. LaPlante thanked Mayor Wheeler for the proclamation. He noted he became involved in this program after a 14-year-old in Grants Pass was sold for sex trafficking.  He thanked the Medford Police Department for their assistance pertaining to child trafficking.
 
Mr. LaPlante reported there is a traveling photo event at the Rogue Valley Mall entitled More Than a Survivor. He noted that Rebecca Bender, one survivor of sex trafficking, is also speaking publically.
 
Mr. Raycraft stated that Ms. Bender will be speaking at the Rogue Valley Mall. ACT of Southern Oregon is based in Grants Pass and was instrumental in bringing this topic to the public.
 
Mayor Wheeler read a proclamation for Medford School Choice Week celebrated January 24 through 30, 2016.
 
         90.2     Further Council committee reports
                     None.
           
         90.3    Further remarks from Mayor and Councilmembers
a.   Councilmember Stine would like to bring back the issue of Rogue Retreat’s SDC fees; Councilmember Zarosinski stated that we do provide funding to non-profits through our grant programs and he doesn’t think Rogue Retreat’s current project has the same impact as an apartment complex.  Councilmember Bunn did not think we should short Engineering by eliminating SDC fees, but the Council needs to have a way to help nonprofits. Councilmember Zarosinski noted the topic could be discussed during the Strategic Planning process.
 
Councilmember Stine noted that he spoke with Ms. O’Neal regarding using CDBG funds.  Unfortunately, an agency cannot wait to the end of a project and request a reimbursement; the agency must request funding before beginning the project. In addition, the City already disbursed our CDBG funding.
 
Councilmember Bearnson questioned whether the City could use CDBG funding for a traffic study; Ms. O’Neal was not sure, but could find out. Mayor Wheeler noted the Council received a thank you letter from Mr. McComas for the General Fund money Rogue Retreat received. Councilmember Zarosinski thought the Council might want to look at a low‑income needs analysis. Mayor Wheeler agreed that it would be good to discuss this during the Strategic Planning process.
 
100.  Adjournment
Mayor Wheeler stated that he will not be in attendance tonight. The Council meeting was adjourned to the evening study session at 5:30 p.m.
 
 
  
 
Evening Session
7:00 P.M.
 
The regular evening session of the Medford City Council was called to order at 7:04 p.m. in the Council Chambers of the Medford City Hall on the above date with the following members and staff present:
 
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
 
Mayor Gary Wheeler and Councilmember Dick Gordon were absent.
 
Vice President Michael Zarosinski led the meeting.
 
*Left and arrived as noted.
 
110.  Oral Requests and Communications from the Audience
         None.
 
120.  Public Hearings
120.1   COUNCIL BILL 2016-13 An ordinance amending sections 3.811, 3.834, 3.835, 3.839, 3.890, and 3.891 of the Medford Code pertaining System Development Charges (SDC).
 
Public Works Director Cory Crebbin presented the staff report and explained how SDC charges are determined.  Councilmember Corcoran questioned why this was such a large revision.  Mr. Crebbin explained that it has not been increased for the past four years.  This increase reflects a three percent increase per year for the past four years.  Councilmember Jackle requested clarification of SDC fees versus a surcharge.  Mr. Crebbin explained that SDC fees can only be used to increase capacity.  Councilmember Zarosinski clarified that improvements required by new regulations cannot be paid with SDC fees.  Mr. Crebbin agreed and noted new regulations are not increasing capacity.
 
*Councilmember Bearnson left.
 
Councilmember Bunn asked whether the City required on-site detention for all commercial developments.  Mr. Crebbin responded yes.  Councilmember Jackle clarified that SDC fees will be reduced, the 17 street project will end and the numbers showing were the net.  Mr. Crebbin agreed and noted we will not have a surcharge.
 
*Councilmember Bearnson returned.
 
Councilmember Zarosinski stated that a new cost was discussed, but there has been an inflationary rate increase. Mr. Crebbin stated the street SDC fees are the only fees included in the master plan. Councilmember Zarosinski clarified the City will be doing a new Transportation System Plan.  Mr. Crebbin agreed that it will be revised. 
 
Public hearing opened.
 
No one spoke.
           
Public hearing closed.
 
Motion:  Adopt the ordinance amending sections 3.811, 3.834, 3.835, 3.839, 3.890, and 3.891 of the Medford Code pertaining System Development Charges.
Moved by:  Kevin Stine                                            Seconded by: Daniel Bunn 
Roll call:  Councilmembers Bearnson, Bunn, Corcoran, Jackle, Matthews, Stine, and Zarosinski 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
a.   Finance Director Alison Chan discussed the funding for new software for the City. A Request for Proposal was issued and SunGard was selected, although it does not include software for Municipal Court.  Ms. Chan outlined the expense for each department, with a total estimate of $2.2 million dollars. The contract will come before Council in February, but we need about $700,000 in order to complete this project.
 
Councilmember Stine questioned how the City would pay for the project; Ms. Chan noted this is a General Fund project.  Councilmember Stine questioned the impact if this does not go forward; Ms. Chan noted our current system works, but there is only one person that can work on the program.
 
Councilmember Corcoran questioned if the cost estimate included technical support. Ms. Chan responded yes.  Councilmember Corcoran questioned outsourcing our payroll; Ms. Chan noted that because of PERS and our multiple union contracts, it would be best not to outsource. Councilmember Zarosinski questioned if the upgrade could be phased in; Ms. Chan stated the $2.2 million is for Phase I and Phase II only. Councilmember Bunn questioned whether there was a bridge from the legacy system to the new system; Ms. Chan noted that the legacy system must work with the new system. Ms. Chan preferred using contingency funds to pay for the software. Councilmember Corcoran questioned if staff is sure that we have selected the best vendor, as he would rather spend more if needed; Ms. Chan responded that a team of demonstrators was brought in and selected SunGard.
 
Mr. Hoke clarified that staff provided their needs and SunGard meets their needs. Because we involved all departments, this was a group consensus.  He noted the contract will be brought before Council during the February 4, 2016 meeting. 
 
Councilmember Bunn noted labor is one of our biggest costs.  If this increases staff’s efficiency, it will pay for itself with labor cost savings. Councilmember Zarosinski asked what is the term of the contract; Ms. Chan was unsure, but she has been negotiating this contract for at least four months. Ms. Chan requested direction on how Council wished to proceed. Councilmember Zarosinski requested the documentation supporting this selection. Councilmember Bunn requested bullet points on staff expectations for this new system and how this software would make staff better at their jobs.
 
160.  Propositions and Remarks from the Mayor and Councilmembers
         160.1   Further Council committee reports
                     None.
                            
         160.2   Further remarks from Mayor and Councilmembers
                     None.
 
170.  Adjournment
There being no further business, this Council meeting adjourned at 8:26 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.
 
 
 
 
Karen M. Spoonts, MMC
City Recorder
 


 



 

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