Agenda & Minutes

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Mayor & Council (View All)

City Council Meeting Agenda & Minutes

Minutes
Thursday, November 03, 2016

AGENDA
12:00 Noon

Medford City Hall, Council Chambers
411 West 8th Street, Medford, Oregon

10.    Roll Call

 
Introduction of McLoughlin Middle School Students of the Month
 
20.    Approval or Correction of the Minutes of the October 20, 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.
 
         30.1     SOREDI Update by Colleen Padilla
 
40.    Consent Calendar
        
50.    Items Removed from Consent Calendar
 
60.    Ordinances and Resolutions
         60.1     COUNCIL BILL 2016-138 An ordinance authorizing execution of a Letter of Agreement with AFSCME Local 2621, Council 75, AFL-CIO to add the classification of Development Services Support Technician II to the salary schedule at range M27.
 
70.    Council Business
             
80.    City Manager and Other Staff Reports
         80.1     Crater Lake Avenue Asphalt Sidewalk Repair by Cory Crebbin
 
         80.2     Lozier Lane Condemnation by Cory Crebbin
 
         80.3     Quarterly Financial Report by Alison Chan
 
         80.4     Food Truck Legislative History, Private Petition Code Amendment by Kelly Akin
 
         80.5     Further reports from City Manager
 
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
 
100.  Adjournment to the Evening Session
         The evening meeting has been canceled as there are no items for council consideration.


MINUTES
​12:00 Noon

Medford City Hall, Council Chambers
411 West 8th Street, Medford, Oregon

The regular meeting of the Medford City Council was called to order at 12:00 noon in the Medford City Hall Council Chambers on the above date with the following members and staff present:
 
Mayor Gary Wheeler; Councilmembers Clay Bearnson, Daniel Bunn, Chris Corcoran*, Dick Gordon, Eli Matthews, Kevin Stine*, Michael Zarosinski
 
City Manager Brian Sjothun; City Attorney Lori Cooper; City Recorder Karen Spoonts
 
Councilmember Tim Jackle was absent.
 
*Arrived and left as noted.
 
Introduction of McLoughlin Middle School Students of the Month
McLoughlin Assistant Principal Rick Parsagian introduced the students of the month.
 
20.    Approval or Correction of the Minutes of the October 20, 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     SOREDI Update by Colleen Padilla
         SOREDI Executive Director Colleen Padilla presented the quarterly update and thanked Council for their support. SOREDI has approximately $3 million available to lend and has already lent $4 million to area business.  Ms. Padilla noted the federal government recently de-federalized loan funds, enabling SOREDI to loan to businesses in Medford.
 
         Ms. Padilla introduced Tina Saxbury, Call Center Supervisor from Charitable Adult Rides and Services aka CARS, Inc., which is a nonprofit organization, based in San Diego and has opened a branch office in downtown Medford.
 
         Councilmember Corcoran questioned where SOREDI obtained proceeds to pay off a federal government revolving loan; Ms. Padilla explained the funding was received from the Economic Development Administration and the USDA. SOREDI acts as an intermediary re‑lending program and does repay funds.
 
         Councilmember Bearnson questioned if they support political issues during elections; Ms. Padilla noted SOREDI does not support particular candidates or campaigns.  However, SOREDI is a member of OEDA and OEDA may support specific measures.
 
         Council discussed SOREDIís request for $26,000.  Ms. Padilla stated the funding would support existing work to launch, relocate and prosper companies in the region as well as services, salaries, etc. needed to continue their existing support. SOREDI is also requesting a 25% increase from all entities. Total membership for Medford over the two year renewal period is $57,000 annually. The fee for Grants Pass stays at $25,000 due to population; Jackson County pays $25,000 per year.
         Councilmember Corcoran questioned how the economic development is handled in eastern Oregon; Ms. Padilla explained other agencies are regional organizations that serve many counties and cities, whereas SOREDI is more of a full-service economic development agency. She believed that Bend pays approximately $100,000/year. However, she explained it was difficult to compare fees as the services provided varied.
 
         Councilmember Corcoran noted if Council would like to fund SOREDIís request, there is $62,816 of uncommitted funding available in the Mayor and Council budget. 
 
Motion: Use $26,000 of the uncommitted funding of $62,816 in the Mayor and Council budget to support SOREDI.
Moved by: Chris Corcoran                                                Seconded by: Dick Gordon
 
Councilmember Corcoran asked City Manager Brian Sjothun his thoughts regarding the Cityís work with SOREDI; Mr. Sjothun stated he met with Ms. Padilla and he is quite impressed with SOREDIís work.  He would like the City of Medford and community partners to develop a comprehensive plan for economic development for the City and that SOREDI is best to lead that.  Mr. Sjothun explained Medford didnít have to recruit firms to come to Medford, but rather assist SOREDI with their recruiting. He believed there will be a much better partnership happening in the future.
 
Councilmember Corcoran agreed with working with other agencies and communities; he also commended SOREDIís work. Councilmember Bunn questioned whether Medford should sub out economic development; Mr. Sjothun believed the City is better off subbing out the work, but needed someone in the City Managerís Office that understands economic development.
 
Councilmember Stine voiced concerns that SOREDI would be placing the $26,000 in the general fund. Councilmember Bunn suggested creating a better process for giving funds. Councilmember Corcoran clarified this request has been before Council for two years. Mayor Wheeler recommended supporting SOREDIís request.  Councilmember Gordon noted that Council had some unrecognized funding that could be used for SOREDI; he suggested a future AIC to use those funds for SOREDI. Councilmember Bearnson noted he cannot support this motion before the budget process.
 
Roll call: Councilmembers Bunn, Corcoran, Gordon, Matthews and Zarosinski voting yes; Councilmembers Bearnson and Stine voting no.
Motion carried and so ordered.
 
         30.2     Steve Vincent, Avista Utilities, thanked the Council and citizens for their patience with Avistaís work in east Medford replacing lines. He presented a check in the amount of $6,678 for a boiler in the new police department building. Mr. Vincent explained that Avista is required to encourage and facilitate energy conservation measures and the new boiler will reduce the annual utility cost by of $2,200 per year.
 
                     Mr. Vincent spoke of Avistaís history in Medford and commemorated 25 years of business in the City of Medford with a park bench which will be placed in The Commons.
 
40.    Consent Calendar
         None.
        
 
50.    Items Removed from Consent Calendar
         None.
 
60.    Ordinances and Resolutions
         60.1     COUNCIL BILL 2016-138 An ordinance authorizing execution of a Letter of Agreement with AFSCME Local 2621, Council 75, AFL-CIO to add the classification of Development Services Support Technician II to the salary schedule at range M27.
 
Motion:  Adopt the ordinance.
Moved by:  Clay Bearnson                                                Seconded by: Kevin Stine 
Roll call:  Councilmembers Bearnson, Bunn, Corcoran, Gordon, Matthews, Stine, and Zarosinski voting yes.
Ordinance 2016-138 was duly adopted.
 
70.    Council Business
70.1     Councilmember Gordon noted an orientation at RVCOG for new mayors and councilmembers will be held January 30, 2017.
 
         70.2     Boards and Commissions
Councilmember Gordon provided information on Boards and Commissions in which Council schedules and conducts interviews and those with interviews scheduled by staff. He asked whether Council would like to revise the current process. Councilmember Zarosinski clarified the issue is with applicants considered by outgoing Councilmembers; Councilmember Corcoran added that new Councilmembers may not be interested in the same applicants. Councilmember Stine recalled that last election season, some appointments were held in December and some appointments were made in January. Councilmember Bunn suggested a continuing Councilmember sit on the interviews to assist with recommendations or inviting the newly appointed Councilmembers to attend the meeting.
 
Councilmember Gordon noted there are few applications received so far.
 
Councilmember Gordon confirmed the interviews would be conducted by the Council Liaison, the Alternate Council Liaison and Committee Chair for the Boards and Commissions that arenít interviewed by the entire Council.
 
After Council discussion, Councilmember Gordon stated the voting would take place the second meeting in January and that incoming Councilmembers would be invited to interviews. 
 
Councilmember Bunn noted he was appointed to RVACT via a resolution and would attend the meeting January 3, 2017, unless he heard otherwise.
 
Councilmember Gordon asked if Council objected to moving the annual luncheon from January 27, 2017 to February 10, 2017; no objections were received.
 
70.3     Councilmember Gordon noted Mr. Sjothunís 90-day evaluation will be held during an executive session on December 15, 2016.  He recommended all Councilmembers attend and be prepared to individually discuss Mr. Sjothunís strengths as well as any areas of improvement.
 
70.4     Councilmember Gordon noted a UGB hearing will be held January 26, 2017 at 9:00 a.m. at Jackson County and asked whether a Councilmember would like to attend. Both Councilmembers Jackle and Zarosinski will be there.
 
80.    City Manager and Other Staff Reports
         80.1     Crater Lake Avenue Asphalt Sidewalk Repair by Cory Crebbin
Public Works Director Cory Crebbin explained the City designed and constructed Crater Lane Avenue with an asphalt path on the west side between Roberts Road west and Grandview in 1976. During the years, some of the path has been rebuilt with concrete.  The City has received an unsafe sidewalk complaint regarding this path. Mr. Crebbin provided photos showing the lack of ADA compliance and estimated the repair at $40,000.
 
Mr. Crebbin questioned whether Public Works should require the property owners to repair the unsafe sidewalk per Medford Code. If we do, the City will probably receive appeals, similar to the situation on Central Avenue. Councilmember Bearnson asked if someone filed an ADA complaint would the City be liable; City Attorney Lori Cooper explained the Code indicates the property owner is responsible for maintenance, but because this path is in the right-of-way, it is our responsibility.
 
Councilmember Stine questioned whether this project will take a year to fix as on Central; Mr. Crebbin estimated that would be correct. Councilmember Gordon questioned if there was money remaining from the sidewalk bond; Mr. Crebbin explained there is, but it is reserved for the Springbrook/Kennedy area.  Councilmember Bunn noted we might want to differentiate how we treat sidewalks on arterial/collectors and perhaps street fees could go towards the repair expenses.  In addition, he would like the City to offer low-interest financing for sidewalk repairs on other streets. Mr. Crebbin explained that if the City was to pay this repair, the funding would come from various street funds during the next budget cycle.
 
Motion: Direct staff to reconstruct, with concrete, the sidewalks on the identified properties on Crater Lake Avenue using transportation-related funds.
            Moved by: Dick Gordon                                                          Seconded by: Clay Bearnson
 
Councilmember Bearnson agreed with Councilmember Bunn regarding setting aside funds for these issues. Councilmember Zarosinski noted he would not support this motion and explained this path was built 40 years ago; he questioned why it should be the Cityís responsibility to replace it. Councilmember Gordon recommended notifying property owners that it would be their responsibility after this fix; Ms. Cooper talked about requiring a waiver. Mr. Crebbin noted the Central Avenue property owners stated it was the Cityís responsibility and they would be responsible from that point forward.  Ms. Cooper agreed and it might not hurt to send a letter notifying that we would repair the sidewalk this time, but they would be required to keep it that way. Councilmember Stine believed this was different situation than the sidewalks on Central Avenue.
 
Roll call: Councilmembers Bearnson, Corcoran, Gordon and Matthews voting yes; Councilmember Bunn, Stine and Zarosinski voting no.
Motion carried and so ordered.
 
         80.2     Lozier Lane Condemnation by Cory Crebbin
                     Mr. Sjothun noted this item is withdrawn as it has been resolved.
 
         80.3     Quarterly Financial Report by Alison Chan
Finance Director Alison Chan presented the quarterly report, noting that it technically is the 5/8th of a two-year biennial budget aka 62.5% percent of the biennium.
 
*Councilmember Corcoran left the dais.
 
Councilmember  Matthews questioned when the City would receive the funding the County collects from property taxes; Ms. Chan explained we receive weekly payments and should receive 85% by mid-December. 
 
*Councilmember Stine left dais.
 
Councilmember Bearnson questioned eminent domain; Mr. Crebbin clarified it is right‑of‑way acquisition, not eminent domain and explained the acquisition was delayed by ODOT, but is scheduled for bid on November 17, 2016. He estimates work will begin February 2017.
 
         80.4     Food Truck Legislative History, Private Petition Code Amendment by Kelly Akin. 
 
*Councilmember Stine returned to the dais.
 
Mr. Sjothun noted that Matt Brinkley was hired as the new planning director and should start January 3, 2017.
 
Interim Planning Director Kelly Akin explained that the current Code standards for temporary food vendors apply to private property and are limited to 128 square feet in downtown. However, elsewhere in the City they can be up to 170 square feet with an additional 170 square feet for tables and chairs. She noted the current Code was adopted in 1986 and was modified in 1993 to include mobile food vendors.  In 1997, the Council heard a request to increase the size, but no Code changes were made. In 1999 a study session was held, but again no Code changes were made. In 2009 Council received a request to increase the size to 160 square feet; Council approved an increase to 170 square feet. 
 
Mr. Sjothun noted Council requested staff bring this issue back with suggested changes to the Code.  He questioned whether we could use the existing policy to address the issue. Councilmember Bunn liked the policy, but believed the Council should interpret the question as a request and questioned if the City charged a fee. Ms. Akin stated the fee is approximately $1,100. Councilmember Bunn noted because Buttercloud came to the Council twice and were not advised of the current policy, Council should waive the fee.
 
Councilmember Bearnson questioned the basis for limiting the size of the food truck; Ms. Akin believed it was a community value question and explained the Council has received concerns from brick and mortar businesses who pay provide SDC fees, provide parking, pay utilities, property taxes and other fees that mobile vendors do not.
Councilmember Gordon recalled the Yellow Submarine and various other brick and mortar locations spoke against food trucks, because they felt they had unfair advantage; mobile vendors were only open during the peak periods of time, while brick and mortar had longer hours with higher overhead expenses. No discussion was received about the cost of a food truck. Councilmember Stine noted we have one person who didnít know the rule and bought too big of a truck. Mayor Wheeler agreed with Councilmember Stine and would not be open to changing the rules at this point.   
 
Motion: Initiate the process through the Planning Department and Planning Commissionís review for food trucks.
Moved by: Clay Bearnson                                                 Seconded by:  Daniel Bunn
 
Councilmember Bunn confirmed the motionís intent was to refer the issue to the Planning Department and the Planning Commission for a study session to discuss, make an informal decision and provide direction to staff.  Councilmember Bunn clarified that Council is not initiating a text amendment, but Council is referring the issue using the procedure outlined. 
 
Roll call: Councilmembers Bearnson, Bunn, Corcoran, Gordon and Matthews voting yes; Councilmembers Stine and Zarosinski voting no.
 
         80.5     Further reports from City Manager
                     None.
 
90.    Propositions and Remarks from the Mayor and Councilmembers
         90.1     Proclamations issued:
                     None.
 
         90.2     Further Council committee reports
                     None.
 
         90.3     Further remarks from Mayor and Councilmembers
a. Councilmember Stine questioned those who still might apply for Boards and Commissions, even those who are running for office. Councilmember Gordon noted his disappointment with the number of applications submitted for positions; he would like to extend the application period until December 1, 2016.  Mr. Sjothun confirmed that staff will re-advertise.
 
100.  Adjournment to the Evening Session
There being no further business, the council meeting adjourned at 2:15 p.m. The evening meeting was cancelled as there are no items on the agenda.
 
The proceedings of this council meeting were recorded on tape and are filed in the City Recorderís office. The complete agenda for this meeting is filed in the City Recorderís office.
 
 
 
 
Karen M. Spoonts, MMC
City Recorder

 

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