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Agenda & Minutes

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Mayor & Council (View All)

City Council Study Session Agenda & Minutes

Thursday, February 14, 2019

February 14, 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 the Medford City Hall on the above date with the following members and staff present:
Mayor Gary Wheeler; Councilmembers Alex Poythress, Eric Stark, Kevin Stine, Michael Zarosinski, Kay Brooks (arrived at 6:42 p.m.); Councilmember Clay Bearnson and Tim D’Alessandro were absent.
City Manager Brian Sjothun; Deputy City Manager Eric Zimmerman; City Attorney Lori Cooper; City Recorder Karen Spoonts; Chief Financial Officer/Assistant City Manager Ryan Martin; Senior Assistant City Attorney Katie Zerkel
Council Training
Training was presented as follows:
  • Welcome to City Council – Brian Sjothun
    • CMO staff and assignments
  • Medford’s Form of Government – Lori Cooper
    • Council-Manager form
  • City Council Meetings/MURA – Karen Spoonts
    • Council meetings – Date/time and quorum
    • Materials – Agenda availability and ipad
    • Recording of Chambers and Medford Room
    • Parliamentary procedure
  • Meeting Ground Rules & Decorum – Mayor Wheeler, Council Officers
    • Difficult to see hand, make sure your hand is out far
    • Stay to agenda as much as we can
    • Dialogue between Council and the public discouraged
    • Call point of order, if necessary
    • Everyone should have the opportunity to speak
    • Anyone is welcome to Council Officers, no quorum can take place
    • Include Sjothun in emails regard Council Officer topics
  • City Departments – Brian Sjothun
    • Staff were introduced
    • Council communication with staff – responses from staff will be sent to entire council
      • Preferred method of communication email
      • Submit questions ahead of meeting
  • Legal Review – Lori Cooper
    • Public Meetings Law – open to the public
    • Requirements for public meetings – notice, location, public meeting vs. public hearing, voting, public vote, no proxy voting, no absentee voting
    • Minutes – minimum, who was present, substance of discussion and results of the vote
    • Oregon Public Records Law – “What is a “public record”
    • Use of personal electronic devices
    • Conduct business of Council during scheduled public meeting
    • Do not deliberate outside of scheduled meetings
    • Always copy city staff on any correspondence
    • Resist communicating by email or texts outside of scheduled meetings
    • You are personally liable for individual violations of Oregon public meeting or public records law; the City may neither indemnify nor represent you in legal proceedings involving these violations
  • City Policies – Lori Cooper
    • Violence Free Workplace – City Administrative regulation (includes volunteers, members of the public, elected/appointed officials, contractors)
    • Harassment and non-discrimination – City Administrative regulation (examples provided)
  • Budget Calendar – Ryan Martin
    • March 18 - Budget Committee Meeting (marijuana tax revenue & planning cost recovery)
    • April 8 – Budget Committee Study Session - Preliminary Budget distributed/training
    • April 29 – Present budget message and public hearing
    • May 1, 6 & 8 – Budget of various departments
    • June 6 – Adopt the budget
    • April 8 – MURA Budget Committee Study Session
    • April 24 – MURA Budget Committee - overview of budget
    • May 17 – MURA Board Meeting - adopt budget
  • Visioning – Brian Sjothun
    • Internal operations – empowerment, collaboration, forward thinking, understanding impact of community, self-development over self-fulfillment, best practices model, relationship building, integrity, changing perceptions, what people say and think
    • Core values, integrity, accountability, caring, courage, teamwork
    • Vision for Medford – leading edge community, pride, physical elements, neighborhood & enhanced opportunities, Council goals, community visioning (Video of Oklahoma City (MAPS)
Rental Registration Program
Ms. Zerkel presented the background, current uses and future utilization of the Residential Rental Registration Program by providing the following information:
  • Staff reviewing for about a year
  • Goals from 2006 (property information, contact information, ownership information)
  • Goals in 2017-19 (housing strategies, community engagement, downtown & redevelopment)
  • Current pricing (one resident rental property no charge; two or more $40 + $1 per unit)
  • TRAKiT and GIS will both be used
  • Improve affordable rental housing (accessibility, affordability, livability)
  • Regulatory compliance/Innovative opportunity
  • Affirmatively furthering fair housing & new statutory requirements
  • Opportunities (Landlord Engagement and Assistance program, and Federal Lead Hazard Control Grant Programs)
    • Tailor to our needs, can be used for motels
  • Problem rental properties (Emergency Communications of Southern Oregon can use as well)
    • Gordon stated local contact may not be local
    • Brooks questioned Airbnb; Zerkel stated it does not apply to Airbnb
  • Code Enforcement (information for open cases and enforcement)
  • TRAKiT live in a few weeks
  • Market community participation & compliance in program for accuracy of data
  • What is the hammer – landlord would receive code violation
  • How to find out owner outside of area - can receive utility owner information
  • Thought of raising fee – for Council to decide (Sjothun noted master fee methodology during budget cycle)
  • Developing policy on when to contact owner – damage to property, unsecure property, criminal, fire issues
The meeting adjourned at 7:59 p.m.
Karen M. Spoonts, MMC
City Recorder


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