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Agenda & Minutes

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Mayor & Council (View All)

City Council Study Session Agenda & Minutes

Thursday, January 10, 2019

January 10, 2019

6:00 p.m.
City Hall, Medford Room
411 W. 8th Street, Medford, Oregon

The Medford City Council Study Session was called to order at 6:00 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, Kay Brooks, Tim D’Alessandro, Alex Poythress, Kevin Stine, and Michael Zarosinski; City Manager Brian Sjothun, City Attorney Lori Cooper, Deputy City Recorder Winnie Shepard; Councilmember Dick Gordon was absent.
City Logo/Branding
Community Relations Coordinator Kristina Johnsen provided history of the collaborative project to create the proposed logo. Creative Director Eric Bergstrom, Astir Agency, outlined the following:
  • There were multiple meetings to obtain brand attributes from a variety of agencies/people
  • Our logo ties into Travel Medford’s to coordinate tourism and business
Councilmembers discussed the color options, specifically the blue color. The proposed colors would be used as supporting colors on documents. Templates will utilize the colors in a variety of ways, with the goal of providing consistency throughout departments.
After discussion, City Manager Brian Sjothun clarified that Council would like the topic to come back for consideration/approval at the February Council meeting with a blue option; however, two shades darker. 
Council reviewed three options for Medford’s new seal. The seal will be used on official documents such as proclamations, ordinances and resolutions. Council provided the following feedback:
  • Councilmembers Brooks, Poythress and Stine preferred eliminating City Hall from the seal.
  • Councilmember Stine liked the border around the second option, but wasn’t sure about the image of Roxy Ann
  • Councilmembers D’Alessandro and Bearnson preferred the second option
  • Councilmembers D’Alessandro and Brooks thought the third option was too busy
  • Councilmember Brooks suggested using Mount McLoughlin or the Table Rocks within the seal
  • Councilmember Bearnson believed the second option was a bit playful
  • Councilmembers Bearnson and Brooks liked the seal stating “City of Medford”
  • Councilmember Stine requested equal spacing for “City of Medford” and “Oregon”
  • Mayor Wheeler liked the second option and noted that having “white space” would make the seal easier to read/see
Council requested mock ups before the Council meeting.
LED Streetlight Conversion
Deputy City Manager Eric Zimmerman requested direction regarding whether staff should pursue a request for proposal (RFP) to convert our current system to an LED system. Transportation Manager Karl MacNair outlined the following:
  • City has 6,500 streetlights, with a monthly power bill of approximately $46,000
  • Bulbs need to be changed by staff when they burn out
  • Department spends about one-quarter of the total maintenance time changing lightbulbs
  • LED bulbs were installed on new Lozier Lane project
  • American Medical Association (AMA) recommends LED streetlights not exceed 3000 K; City will follow the recommendation for residential areas and increase it to 4000 K on arterial and collector streets
Currently streetlights are upgraded to LED fixtures when the current bulbs burn out.  The question for Council is whether staff should pursue the conversion of the entire City as one project. 
Account Executive Gerry Glynn from Ameresco provided information on their local customers/projects, business, financial position and experience. The contract would guarantee a “not to exceed” cost for their services, guarantee a specific cost savings in energy expenses and assume the project risk.  If the goal isn’t met, they pay the difference or correct the issue. 
Project Engineer Mike Pacella from Ameresco outlined the benefits of a City-wide update:
  • It would provide approximately 60-70% reduction in energy expense
  • Enhanced safety
    • Provides consistent lighting, without brightness reduction between fixtures
    • Enhances clarity for pedestrian and with increased color rendering
    • Assists Police with vehicle color determination
    • Improves reliability
  • Cost savings for the cost of bulbs as the LED last four times as longer and staff time to replace them
  • Estimated annual utility savings of $300k (general very broad estimate)
  • Estimated maintenance savings of $50k (general very broad estimate)
  • Estimated project cost is $3.4 million
  • This proposed project would not include Smart Cities options, but would provide the opportunity to add that in the future
  • Many incentives for LED fixtures are ending
  • LED fixtures are installed on current poles, just the “e-heads” are removed/replaced
  • Local contractors are used when possible
  • City would need to work with Pacific Power to upgrade their fixtures
  • Each LED bulb lasts 50k – 100k hours
Mr. Glynn advised that if Council approved the project, an RFP would be issued to determine the contractor.
Council Comment/Answers to Questions:
  • Public Works and Finance would determine the best option for payment
  • Project could begin our transition to Smart City, which would benefit economic development
  • The LED replacements are warranted for five to ten years; no replacement expense during that period
  • Concern about going against the AMA recommendation to keep lighting at 3,000 K
After discussion, there were no objections to moving forward with the RFP process.
The meeting adjourned at 7:29 p.m.
Winnie Shepard, CMC
Deputy City Recorder

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