Agenda & Minutes

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Mayor & Council (View All)

City Council Study Session Agenda & Minutes

Minutes
Thursday, May 12, 2016

AGENDA
Medford City Hall, Medford Room

411 West 8th Street, Third Floor
Medford, Oregon
 
 
  1. City Website
     
  2. Central Avenue Sidewalk Update
MINUTES
Medford City Hall, Medford Room

411 West 8th Street, Third Floor
Medford, Oregon
 
The Medford City Council Study Session was called to order at 12:02 p.m. in the Medford Room of Medford City Hall on the above date with the following members and staff present:
 
Mayor Gary Wheeler; Councilmembers Clay Bearnson, Daniel Bunn, Chris Corcoran, Dick Gordon, Tim Jackle, Eli Matthews, Kevin Stine, Michael Zarosinski
 
City Manager Pro Tem Bill Hoke; City Attorney Lori Cooper; Deputy City Recorder Winnie Shepard; Assistant Director of Technology Services Barbara Madruga, Executive Office Manager Lynette O’Neal, Systems Analyst Clint Picton
 

MINUTES
Medford City Hall, Medford Room

411 West 8th Street, Third Floor
Medford, Oregon

The Medford City Council Study Session was called to order at 12:02 p.m. in the Medford Room of Medford City Hall on the above date with the following members and staff present:
 
Mayor Gary Wheeler; Councilmembers Clay Bearnson, Daniel Bunn, Chris Corcoran, Dick Gordon, Tim Jackle, Eli Matthews, Kevin Stine, Michael Zarosinski
 
City Manager Pro Tem Bill Hoke; City Attorney Lori Cooper; Deputy City Recorder Winnie Shepard; Assistant Director of Technology Services Barbara Madruga, Executive Office Manager Lynette O’Neal, Systems Analyst Clint Picton

Website
Assistant Director of Technology Services Barbara Madruga spoke regarding the progress of the City’s website upgrade and the department’s work with Project A.
 
Highlighted Changes
  • A search bar will be on the home page
  • New “hot buttons” with the most selected information
  • Technology Services can add information to the search
  • The public can type a word after the existing URL to go to that page
  • Updated, user friendly ward maps
    • Citizens can enter addresses to determine their ward
    • Go directly to their Councilmember’s page
  • Current webpage address is ci.medford.or.us, but if a citizen types cityofmedford.org, it will redirect them to our page
  • New site enables users to view it in Spanish; it was suggested to have the option on the homepage
  • Suggested to change the name of the Online Video Center button and moving it to the homepage
  • The slideshow could incorporate news, webpages and hot topics together with Medford photos
  • A backdrop photo for the header was discussed
  • Adding a link to the Visitors and Convention Bureau was discussed
    • It would add more activities for visitors
    • It would need to be clear it was not a City site
  • Suggested to add City-sponsored events; Executive Office Manager Lynette O’Neal stated the City Manager’s Office could add that information
  • The new site will be responsive to the device logging in; meaning it will alter the page to fit a phone, tablet or desktop monitor
  • Council requested to continue counting the number of visitors to the site
  • The City contracts with Project A to design and upgrade our website; the monthly fee allows for incremental changes during the contract period
  • Project A redesigned our current site’s top 100 pages as well as options that were one click from the homepage
 City Logo
  • City contracted with Studio F to prepare a new logo, but a design has not been approved
  • Any new logo will show as an icon
  • Technology Services requested Council direction on the logo
 Facebook
  • Various departments have their own Facebook page and there is a general City of Medford Facebook page
    • This is preferred; people can select what they want to follow
    • If they were merged, it would need to be done manually
 
Councilmember Gordon asked about the CRM (Customer Relations Management) software discussed last year.  Ms. O’Neal clarified the City was planning to enter into a contract, but at the same time was reviewing the new Enterprise Resource Planning software.  Because of possible compatibility issues, the CRM software purchase was postponed.
 
Next steps
  • Ms. Madruga requested Council direction regarding the logo and whether to update logo
  • Soft launch or advertise through media for website
    • Soft launch would help determine whether it is positively received
    • Could prepare media release and advise the three news stations and the Mail Tribune
  • June 1 was suggested date
     
Mayor Wheeler asked whether Council was satisfied with the proposed revisions and a soft launch. No objections were brought forward.  He had objection to the City photos and noted the logo could be modified later and he liked the clean look of the site.
 
Ms. Madruga noted she would send a link to the test website for Council to review.
 
Central Avenue Sidewalks
Public Works Director Cory Crebbin provided a staff report, noting he met with various businesses including Jackson County, Medford Parking District and private property owners. 
 
  • The affected property owners
    • Believe the City ought to pay for the repairs to some extent, from 20% to 100%
    • Don’t want to proceed until they know whether the City will pay a portion of the expense
    • Believe the City should pay for the ADA ramps
      • Mr. Crebbin estimated $15,000 to $16,000 to complete the necessary ADA ramp work on Central Avenue
  • Some businesses would like new trees
    • City arborist indicates these trees do not need to be replaced
  • Depending on the amount of damage, some property owners preferred replacing the pavers with concrete
    • If Council agrees to concrete in lieu of pavers, the entire block would need to be changed
    • Estimated $15 to $29 per square foot to remove the pavers and replace with concrete
      • Each paver is $50 plus shipping to replace; the cost for a dozen pavers is $600, with $750 shipping
      • The cost of the concrete is $6 square foot
Should the City Contribute
  • If the City pays for repairs, it would most likely be a BOLI project; however, it could be a lower cost per square foot due to large area
  • Could create a “fund” to reimburse citizens which may eliminate the need for BOLI; similar to a grant program
  • Property owners would need to indemnify the City
  • May need to be a MURA project
  • Mr. Crebbin asked to obtain an estimate to repair the damage; as well as replacing pavers with concrete
    • These particular pavers do not require maintenance
 Mayor Wheeler noted the importance of maintaining uniformity downtown.  He also believed the commercial sidewalk damage should be treated like residences; requiring property owners to maintain the sidewalks in front of their property. However, the City should make it clear to the business owners that repairs are their responsibility. 
 
Councilmember Gordon requested adding the ADA ramps added to Council business for next week.
 
The meeting adjourned at 1:22 p.m.
 
 
 
Winnie Shepard
Deputy City Recorder
 
 

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